98-0128 Special Assessment Area III C%— 01aS
RESOLUTION
APPROVING CHANGE ORDER NO. 1 IN THE CONTRACT WITH
PLOTE COMPANIES INC. FOR AREA III SPECIAL ASSESSMENT PROJECT
WHEREAS, the City of Elgin has heretofore entered into a
contract with Plote Companies , Inc. of Elgin, Illinois, for
Area III street and sewer improvements; and
WHEREAS, it is necessary and desirable to modify the terms
of the contract as is described in Change Order No. 1, attached
hereto.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF LOCAL
IMPROVEMENTS OF THE CITY OF ELGIN, ILLINOIS, that Kevin Kelly,
President, be and is hereby authorized and directed to execute
Change Order No. 1, a copy of which is attached hereto and made
a part hereof by reference.
s/ Kevin Kelly
Kevin Kelly, President
Board of Local Improvements
City of Elgin
Presented: January 28, 1998
Adopted: January 28, 1998
Vote: Yeas 7 Nays 0
Recorded:
Attest:
s/Dolonna Mecum
Dolonna Mecum, City Clerk
<y OF f(C�
Agenda Item No.
City of Elgin g
p�rarii�rF�
January 16 , 1998
TO: President and Members of the Board of Local
Improvements
FROM: Joyce A. Parker, City Manager
SUBJECT: Change Order No. 1 to the Contract with
Plote Companies Inc . for the Area III
Special Assessment Project
PURPOSE
The purpose of the memorandum is to provide the President and
members of the Board of Local Improvements with information to
consider Change Order No. 1 for the Area III Special Assess-
ment Project.
BACKGROUND
The Board of Local Improvements, at its March 26, 1997 meet-
ing, awarded to Plote Companies Inc. the contract for the Area
III Special Assessment Project.
Change Order No. 1 is for additional costs that have been
incurred during the construction. Much of the added costs are
due to a conflict with the existing sanitary sewer service
lines to the homes and the new storm sewer lines installed as
part of this project and additional removal and replacement of
unsuitable soils encountered during construction. Please see
Attachment A of Change Order No. 1 for a description of the
Additional items .
A copy of the letter of recommendation for approval of Change
Order No. 1 from Pavia-Marting, the City' s Project Engineer,
is attached as Exhibit A. A copy of Change Order No. 1 is at-
tached as Exhibit B.
The assessment of the property owners will not increase due to
these additional costs because the adjusted contract value
will not exceed the assessed value of the project.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None.
ELGIN, ILLINOIS
PROJECT No. 337115
CHANGE ORDER No. 1
SCOPE: This Change Order No. 1 will provide additional items necessary to complete the Area
III Special Assessment Project in an acceptable manner
The general contractor for this project is Plote Companies, Inc. of Elgin, IL.
REASONS FOR CHANGE: Please see Attachment A for a description and explanation of items
contained within this change order.
SUMMARY OF CHANGES IN CONTRACT AMOUNT: The amount the contract will be
revised is as follows:
SEE ATTACHMENT A
The original contract with Plote Companies, Inc. is $3,106,999.99. By reason of Change Order
No. 1, the contract for the Area III Special Assessment Project will be increased in the amount of
one hundred fifty-five-thousand sixty and 89/100 dollars ($155,060.89). The new contract
amount, inclusive of Change Order No. 1 is three million two hundred sixty-two thousand sixty
and 88/100 dollars ($3,262,060.88).
r
CHANGE ORDER No.!
January 16, 1998
Page 2
OTHER CONTRACT PROVISIONS: All other contract provisions shall remain the same.
Agreed to this day of , 1998.
Recommended:
ENGINEERING DIVISION
By: .L.4
Title:
Date: l - lE -y�
Accepted:
PLOTE COMPANIES, INC.
Party of the Second Part (Contractor)
By: CA-..--e4€,77‘6,- __
Title: --z-'.s cs
Date: /-/
Approved:
CITY OF ELGIN
Party of the First Part (Owner)
4
By:
Title: 7114xj.,
Date: z/3/9(r
'C.O. #1/Plote for Area III
January 16, 1998
Page 2
FINANCIAL IMPACT
Change Order No. 1 to the contract with Plote Companies Inc.
is in the amount of $155, 060 . 89 . Of this amount, $27 ,432 . 89
represents the total of new pay items to be added to the
contract. The remainder, $127 , 628 . 00 represents an increase to
existing pay items . An increase to an existing pay item does
not require a change order. However, because Plote Companies,
Inc. have been paid up to the current awarded contract amount,
these additional quantities need to be added so additional
payments can be made to Plote. The revised contract amount
would be $3, 262, 060. 88. Sufficient funds remain in the Area
III Special Assessment budget to cover these additional costs .
LEGAL IMPACT
None.
ALTERNATIVES
None.
RECOMMENDATION
it is recommended that the Board of Local Improvements author-
ize execution of Change Order No. 1 to the contract with Plote
Companies Inc . in the amount of $155, 060 . 89 and request staff
to prepare the necessary resolution.
Respectfully submitted,
David L. Lawry, P.E
Director of Public rks
J ce narker
City Manager
SP/do
Attachment
EXHIBIT A
Pavia - Marting
Letter of Recommendation
� "" PAVIA-MARTING & CO.
\",` 910 WEST LAKE STREET CONSULTING ENGINEERSq AND PLANNERS
` �
ROSELLE, IL 60172-3352 CIVIL MUNICIPAL•TRAFFIC
W.01.5VTRAFFIC
SITE DESIGN•TRANSPORTATION
let/;Z;, (630) 529-8000 • FAX 894-4910 'DESIGNING A BETTER TOMORROW
January 16, 1998
City of Elgin
150 Dexter
Elgin, IL 60120
Attn: Mr. Joe Evers
City Engineer
RE: ELGIN SPECIAL ASSESSMENT III
CHANGE ORDER NO. 1
Ladies & Gentlemen:
Enclosed for your consideration is Change Order No. 1 for the referenced project. The change is
as follows:
Awarded Contract $3,106,999.99
Additions/Deductions due to previous Change Orders $0.00
Addtions/Deductions due to this Change Order $155,060.89
ADJUSTED CONTRACT $3,262,060.88
This office has observed the work during construction and finds the work to be in substantial
compliance with the plans and specifications. The circumstances which necessitate this Change
Order were not reasonably foreseeable at the time the contract was signed. We recommend that
the Mayor and City Council approve the Change Order to Plote/Allied Asphalt, 1100 Brandt Drive,
Elgin, Illinois 60120, the amount of$155.045.70 as itemized on the attachment.
If you have any questions or require further assistance, please contact our office at your
convenience.
Respectfully Submitted,
PAVIA-MARTING & CO.
AN ILLINOIS CORPORATION
VILLAGE CONSULTING ENGINEERS
i
/.,G.IL) •
David Medo
Resident Engineer
DM/Ifc
Attachment
cc: Randy Rathman - Plote, Inc.
File #2526DS F:\DATA\WP\PROJECTS\2526DS\CHANGE.ORD1.wpd
EXHIBIT B
Change Order No. 1
ELGIN, ILLINOIS
PROJECT No. 337115
CHANGE ORDER No. 1
SCOPE: This Change Order No. 1 will provide additional items necessary to complete the Area
III Special Assessment Project in an acceptable manner
The general contractor for this project is Plote Companies, Inc. of Elgin, IL.
REASONS FOR CHANGE: Please see Attachment A for a description and explanation of items
contained within this change order.
SUMMARY OF CHANGES IN CONTRACT AMOUNT: The amount the contract will be
revised is as follows:
SEE ATTACHMENT A
The original contract with Plote Companies, Inc. is $3,106,999.99. By reason of Change Order
No. 1, the contract for the Area III Special Assessment Project will be increased in the amount of
one hundred fifty-five-thousand sixty and 89/100 dollars ($155,060.89). The new contract
amount, inclusive of Change Order No. 1 is three million two hundred sixty-two thousand sixty
and 88/100 dollars ($3,262,060.88).
CHANGE ORDER No.1
January 16, 1998
Page 2
OTHER CONTRACT PROVISIONS: All other contract provisions shall remain the same.
Agreed to this day of , 1998.
Recommended:
ENGINEERING/ DIVISION
By: LL
(..,-, fd.„*Z—_
Title:Date: I / g– 7'W
Accepted:
PLOTE COMPANIES, INC.
Party of the Second Part (Contractor)
Title:
Date: /—/'/ —P:?
Approved:
CITY OF ELGIN
Party of the First Part (Owner)
By:
Title:
Date:
ATTACHMENT A
Change Order No. 1 - Revised Quantities
ATTACHMENT 1
SUMMATION OF CHANGE ORDER #1 INFORMATION .
AMOUNT
ITEM DESCRIPTION OF WORK TO BE PERFORMED JUSTIFICATION FOR REQUESTING CHANGE ADDITIONS DEDUCTIONS
NO. ORDER
EARTH EXCAVATION Estimated bid quantity for removal and replacement of
3 2482 Cu Yd @ $8.00/CuYd unsuitable material was increased due to field $19,856.00
conditions.
5 TRENCH BACKFILL(SPECIAL) Estimated bid quantity was increased due to field $5,600.00
400 Cu Yd @ $14.00/Cu Yd conditions
POROUS GRANULAR EMBANKMENT, SUBGRADE Estimated bid quantity for removal and replacement of
7 2482 Cu Yd @ $16.00/Cu Yd unsuitable material was increased due to field $39,712.00
conditions.
ADJUSTING SANITARY SEWERS, 8"DIAMETER Estimated bid quantity was increased due to field
74 OR LESS conditions $62,460.00
1041 Ft @ $60.00/Ft
PRECAST REINFORCED CONCRETE This item was included on plans but not on the
112 FLARRED END SECTIONS- 18" summary of quantities or proposal. $430.00
1 Each @ $430.00/Each
GRATING FOR CONCRETE FLARED END SECTION This item was included on plans but not on the
113 18" summary of quantities or proposal. $290.00
1 Each @ $290.00/Each
RESTRICTOR Restriction of storm water outfall at Sherwood and
114 1 Each @ $400.00/Each Trout Park was requested by the Department of $400.00
Conservation.
SEWER/SEPTIC FIELD REPAIR Work was performed under a force account to repair a
115 1 L Sum @ $2417.89/L Sum septic field at 532 Glenwood Drive and a storm sewer $2,417.89
at Sherwood&Oakhill.
116 DETECTOR LOOP, COMPLETE Existing detector loops at Luda were removed during $2,000.00
2 Each @$1000.00/Each construction and needed to be replaced.
PORTLAND CEMENT CONCRETE DRIVEWAY Original bid item for 6"pavament was increased to 8"
117 PAVEMENT, 8 INCH to elliminate potential dmage due to bus traffic. $7,140.00
255 Sq Yd @ $28.00/Sq Yd
PAVEMENT PATCHING TEMPORARY Temporary bituminous patches were required by IDOT
118 61 Ton @ $90.00/Ton at all trenches until the permanent patches could be $5,490.00
constructed.
119 PAVEMENT PATCHING- PERMANENT Full depth patching (16"thick)was required by IDOT $9,265.00
109 Sq Yd @$85.00/Sq Yd at all trenches on IL RTE 25.
TOTALS > $155,060.89 $0.00
" See support material as referenced by respective
item number. NET CHANGE ORDER AMOUNT > $155,060.89
EXHIBIT C
Contract Award Memorandum
`ty°F ft.0
Agenda Item No. /!!!
City of Elgin
?4 TEDFE��
•
March 14 , 1997
TO: Board of Local Improvements
FROM: Robert 0. Malm, Interim City Manager
SUBJECT: Award of Contract for Area III
Special Assessment Improvements
PURPOSE
The purpose of the memorandum is to provide the Board of Local
Improvements with information to consider an award for the
Area III Special Assessment Improvement project.
BACKGROUND
The Area III Special Assessment Improvements are included in
the 1997 Budget. A sketch showing the limits of the project
is included as Exhibit B. The project will include the
construction of approximately 2 . 2 miles of residential
streets . The work includes the road sub-base, final surface,
curb and gutters (with ramps for handicap accessibility) ,
sidewalk replacement/extension, where needed, driveway
approach replacement, street marking, signage, storm sewer,
sanitary sewer repair and selected water main replacement.
The bid package included a base bid and alternate. The
alternate bid requested a bid price to investigate savings if
the contractor would be paid for their work with general
obligation bonds rather than issuing special assessment
vouchers and special assessment bonds . The alternate did not
produce a savings .
The bids for the subject project were opened publicly by the
Board of Local Improvements on March 12, 1997 . There were
eight bidders for the project, with Plote, Inc . of Elgin, IL,
submitting the low bid.
Pavia Marting & Company, the firm providing engineering
services, has reviewed the bid results and recommended Plote,
Inc. for the project. Their recommendation as well as the bid
tabulation sheet is attached as Exhibit C .
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
Area III property owners .
Award of Contract for Area III Special Assessment
March 14 , 1997
Page 2
FINANCIAL IMPACT
The bids received ranged from a high of $4 , 310, 249 . 35 to the
low bid $3, 665, 874 . 50 submitted by Plote, Inc . The engineer' s
estimate for the base bid is $3, 665, 874 . 50 . The project costs
and funding for the project are outlined in Exhibit A.
While project funding exceeds the contract award, it is
suggested that any over-funding not be reprogrammed until the
construction phase of the project is completed at the end of
the year.
LEGAL IMPACT
None .
ALTERNATIVES
None.
RECOMMENDATION
It is recommended that the Board of Local Improvements award
the contract for the subject project to Plote, Inc . in the
amount of $3 , 106, 999 . 99 and direct Staff to execute the
necessary contracts .
Respectfully submitted,
Ztiv(-`4
David L. Lawry, P.E.
Director of Public Works
A-44/ 0-/ /
Robert 0. Malm
Interim City Manager
JE/do
Attachments
Exhibit A
Project Funding
AREA III SPECIAL ASSESSMENT 03/19/97
PROJECT FUNDING
Account Number 395-0000.795.93-80 276-0000-791.93-80 275-0000-791.93-80 397-4000-795.93,41 397-4200-795 93-41
1995 G.O. Elgin River Elgin River Water Sewer
Description Boat Lease Operating Operating Assessees Total
Bond Fund Boat Fund Fund Capital Capital
Project Number 395001 337115 337115 337115 337115
Special Assessment $280,000 $1,219,500 $1 000,000 $0 $0 $1,594,980 $4,094,480
y-# •1,#1:1-.i. +s,,. ':i a:;4T e;. ' ,i Ai E. ,,nom ';',4 ',.wi � % 4:•
�✓ ':Ydixii '�:�",.'�.: i�,Y:,'�i-3. �..��: '��3� ,y'�. x; �S �l'r, _,t'.-..fit. .i:: » �.*Kt.s ��., � �i� ,l���.y /rlj"•J?�`�./�/r�/�• ' � .G.`i.�;,�/;rf3%.,'�',.`F'^*G..
rl�'aS.'�:y� &'s�ra�a�vi�Js,,..f .'rrYs .�. ,. „<r`, "}s1Y� ,. 1;�`�/5,..�� .s .,'�ffi/��. :�-.;f��,,. .� ,,.Y�:r�ah,.a..�aA"./T�"+�%` .,i Tots., f . ff/t:� 4,'c .//,
Water Main $0 $0 $0 $420,000
�.'laeanls;,:,.::«,..deL ..�n �i ��i,s�i5rry�'�8.,'r1;+'".Fi�Vi�Efi%GL�.s�'E�>j , -, •. " �',.k..:'',f'£ $0. f3 . $0 $420
,0
0.e�0
� ' ' tei'. l:a�f'i , t i.afh' '#/p,,,;. ,;r `,1� � 4/ < 7ii '��✓�"� r � � 4„.,It„/ , . :a� !� 40 ,��i�r�./i�H .�'%,r ��;%;/./., .
,
SanitarySewers $0 $0 $288,000 $0 $288,000
� � w�% n ,
c
p". gN r> K+ryfC.: y�,�n;�y� aZ "ttl•f .n";Y_KJj�( R .v? 'nf' 'i � s ` :' 1� r �/ �.( . . �� ss"✓ r�. '.
Total $280,000 $1,219,500 $1,000,000 $420,000 $288,000 $1,594,980 $4,802,480
Note 3
PROJECT COSTS
Engineering Construction Inspection Contingency Legal Interest Total
Special Assessment '.' $186,430
186,430 .. $2,582,394 $242,706 $.,'175,980 $221,734 $221,734 $3,630,978,97
8
Wms�.' � �"it, ;�"Y• v �,�a� %`N("4,6/ fxii: *4i, 0 / >N`p ' /a ( -* !i y /z%'0�ii�6,i .s�r:/i iVogatli
Water Main $23,550 $322,039 $30,659 $22,412 $0 $0 $398,660
+� 'mk,'tii" :°.ti!��;. uy,7✓'� i'y✓.•,iy',;ii'..,.f <'`!r '.,.�''�J' b iiE'hr ./' �/i •ry •f< '/.'' ':#s' ..r� ,,s
r 9,ik'j'x'•,,". .<<!? �'4N; �n3 ', 6:r.,?;ey�,'ss.. rp; r/.,:ri' '�,ce !0..sl.4,r �' i4 /s.k,,.0..'. 6rr�ro4. %'•G��`�,%, �4 '✓<* �f .,/a,E. 4/ 4: :Gj.' {y,� ''(.r,e,
rk�. a.�v.✓r..7r l` ` s���.. ,, ii�.c;�.�' �S�..G-'Yw `'••- .�`f/lnrr,�?t��'�y,'i��.•.%,�Gf,,�`'/./��Rf�'f�. 9i,y/b.'/��i%.'�ai/..�i.'�•,,s'��.r�.�.ns.,.ss, .33-.�r�� � � �T�;�XR�."i�,7.;1��y��� "i'; ��,' :,,rf
Sanitary Sewers $13,729 $202,567 $17,873 $13,060 $0 $0 $247,229
's'7' �i ;a i ,'r•'; y i yr.'y ^' rr "i eb, r 'e 'y. it 1 .r,> i
S"o,'�,v�3 %f; ;�• 'f:.r/.Y.1���;`r,'�l�', �<Y•Js� � ,Cy ;�, � .,Rq -;0' ri' �,' i:, (' � U % 4Ni S�'�fs�,. 1�L+syyY ,��,,y±� ."3/f�J��pL{ 9
: :te oc " .�;l�f.;4 ''1i.1a83.�:G7i �4✓ <'y`!„vy' ..:.;41.., ',f44.:4,fp,. , . . ..'�''''lr� n' Y'y %:,;r' / sf'�Fik •i114, zic'w✓i3k #,Ilig..Z+ /.5�
,.is;zz6
Total $223,709 $3,107,000 $291,238 $211,452 $221,734 $221,734 $4,276,867
Note 1 Note 2 . Note 1 -
NOTES:
1. The Engineering portion of the project is by agreement with Pavia Marting&Company 2/8/95 and the Inspection portion will be by Amendment#1 to this agreement.
The inspection costs include: Construction Observation $252,238.00
Material Testing $29,300.00
Project Scheduling $8,900.00
Printing $800.00
Total $291,238.00
2. The Construction portion of the project will be a contract award to the lowest responsive bidder to the March 12, 1997 bid opening.
3. The original roll has been reduced as a result of review of the twenty-five residential corner lots and settlement of objections. ,
Original Roll Amount I $1,629,195.00
less 25 residential corner lot reductions $23,592.33
less settlement with two objectors $10,622.07
Assessees portion $1,594,980.60
Exhibit B
Location Map
•
TROUT PARK ::; LUD
. .
I-{ w _
Lki
ce'l '
1.-j# _ _ _
STEWART' j AVE.
a
GLENWOOD I t- o)
0 U
( —
PARKWAY AVE.
___/
l l'
:\;;;,
OAKHILL
O
I
A T. 4 _
ELMA AVE.
/ I I I I I I I I
o - U N
o ST O O
3
rt
W E
a O O SPECIAL ASSESSMENT
FORD AVE.
`` S AREA 3
/ral NO SCALE
LEGEND
STREETS TO BE IMPROVED
HARTWELLcc AVE. �.. LIMITS OF SPECIAL ASSESSMENT
/c......SLU LOW AVE.
•
'3
CONGDON AVE.
--7 1 I