02-230 Resolution No. 02-230
RESOLUTION
APPROVING CHANGE ORDER NO. 1 AND FINAL IN THE CONTRACT
UTILIZING CDBG FUNDS WITH PROTECTIVE SYSTEMS, INC.
FOR FIRE ALARM SYSTEM AT THE YWCA FACILITY
WHEREAS, the City of Elgin has heretofore entered into a
contract with Protective Systems, Inc . utilizing CDBG funds for a
fire alarm system at the YWCA facility at 220 E. Chicago Street;
and
WHEREAS, it is necessary and desirable to modify the terms of
the contract as is described in Change Order No. 1 and Final,
attached hereto.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF ELGIN, ILLINOIS, that Olufemi Folarin, Interim City Manager, be
and is hereby authorized and directed to execute Change Order No. 1
and Final, a copy of which is attached hereto and made a part
hereof by reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: June 26, 2002
Adopted: June 26, 2002
Omnibus Vote : Yeas : 7 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
r
r
CHANGE ORDER NO. 1 AND FINAL
ORIGINAL CONTRACT: Protective Systems, Inc. executed a contract with the City
of Elgin utilizing Community Development Block Grant funds on September 13, 2002
for a fire alarm system at the YWCA facility, located at 220 E. Chicago Street, Elgin, IL
60120.
SCOPE: The original agreement provided for the design and installation of a fire alarm
system. However, upon an inspection by the Fire Department it was discovered that
guard posts would need to be installed around the gas meters in the alley and a lock box.
It was also discovered through the Contractor that magnetic door holders were missing,
and replacement parts would be needed in the event warranty parts were being repaired.
REASONS FOR CHANGE: The circumstances said to necessitate the change in
performance were not reasonably foreseeable at the time the contract was signed.
SUMMARY OF CHANGES: Pursuant to the attached itemization which is made a part
hereof as Exhibit A,Protective Systems, Inc. has agreed to provide the following goods
and services:
1. Installation of seven(7)magnetic door holders wiring them to the fire alarm control
panel, allowing them to release in the event of a fire.
Cost: $3,057.00
2. Installation of two (2) concrete filled posts. Cost: $1,120.00
3. Spare parts for the fire alarm in the event
warranty parts are in for service. Cost: $800.00
Total Changes: $4,977.00
Original Contract Price: $32,590.00
Revised Contract Price: $37,567.00
Other contract provisions not specifically altered herein remain in full force and
effect.
Agreed to this 2 kkday of June 20 o v
President, Protective Systems, Inc. Acting City anage 'City of Elgin
Attested by:
�-� PROTECTIVE
- SYSTEMS, INC.
11904 Oak Creek Parkway • Huntley, IL 60142 • (800) 749-9898
June 7, 2002
Change Order For:
YWCA of Elgin
220 E. Chicago St.
Elgin, IL 60120
RE: Fire Alarm Contract Changes
Change Order:
Description
Install seven(7)magnetic door holders and interface them to the fire alarm control so as
to release in the event of an alarm activation.
Total Cost of Changes: $3,057.00
Description
Install two (2) concrete filled steel posts in location specified by Elgin Fire Department.
*The following price includes all labor and materials needed to complete this project.
Total Cost of Changes: $1,120.00
Quantity Description
(1) FireLite BG-12LX Pull Station
(1) FireLite SD350 Smoke Detector
(1) FireLite H350R Heat Detector
(1) System Sensor P2475 Audio/Visual Device
(1) System Sensor S2475 Strobe Light
Total Cost of Changes: $800.00
New Contract Price (Including Changes): $37,567.00
By signing, I agree to pay for the above changes proposed and understand that these charges
are in addition to the agreed upon contract price.
MOU1A -C\et _ (e I � T/Or)...,.
CA of Elgin Authorize Si nature D e
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Protective Systems, Inc.Authorize ignature Da e
Professional Protection Since 1984
.
.( OF e4�
City of Elgin Agenda Item No.
L 1121 11$$
June 7, 2002 G �TO: Ma or and Members of the Cit C , ' 1u
Mayor City Council ��'' ��
FINANCIALLY STABLE CITY GOVERNMENT
FROM: Olufemi Folarin, Interim City Manager AND QUALLIITFY IN RA SST CTURE
SUBJECT: 2001 YWCA CDBG Fire Alarm Contract
Change Order No. 1, 2, and 3 for Final Payment
PURPOSE
The purpose of this memorandum is to provide the Mayor and members
of the City Council with information regarding Change Order No. 1,
2, and 3 for final payment to the contract for the installation of
a new fire alarm system at the YWCA facility.
BACKGROUND
The YWCA of Elgin was awarded $77, 000 . 00 in 1999 Community
Development Block Grant (CDBG) funds to replace an existing fire
alarm system. A Request for Proposal was prepared and advertised
with proposals being opened and reviewed on September 14, 2001 .
During the review process it was determined that Protective
Systems, Inc . would be the most qualified to perform the work. A
contract was awarded at the November 14, 2001 City Council meeting
for the installation of a fire alarm system for a total of
$32, 590 . 00, leaving $44, 410 . 00 in unspent CDBG funds .
The change orders being requested are for the continuing safety of
the facility and its clients. The following is a break down of the
three (3) change orders;
Change Order #1
The installation of seven (7) magnetic door holders wiring them to
the fire alarm control panel . This will cause the automatic
release of the doors, once the alarm has been activated. The total
for the changes total $3 , 057 . 00 .
Change Order #2
The installation of a guard post around the gas meters in the
alley. The City of Elgin Fire Department required this change.
The cost for the changes total $1, 120 . 00
Change Order No. 1, 2, and 3 to Fire Alarm Contract
ellw June 7, 2002
Page 2
Chancre Order #3
The YWCA is requesting to add to the Fire Alarm Contract
replacement parts to have on hand when warranty parts are sent in
for work and a lock box for the Fire Department . The cost for the
changes total $800 . 00
The final payout for Protective Systems, Inc . totals $4, 977 . 00 .
Copies of the change orders are attached.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None .
1„ (.FINANCIAL IMPACT
Funds have been budgeted ($77, 000) and $44 , 410 . 00 remains from CDBG
Program Year 1999, Major Repairs/Building-Structures, account
number 230-0000-791 . 93-36, project number 154522 for the funding of
three (3) change orders totaling $4 , 977 . 00 . The original contract
totaled $32 , 590 .
;61///LEGAL IMPACT
The proposed change orders are being reviewed by the legal
department .
ALTERNATIVES
1 . Approve the attached change orders .
2 . Do not approve the attached change orders .
RECOMMENDATION
It is recommended that the Mayor and City Council approve the
change orders to the contract with Protective Systems, Inc for a
total amount of $4 , 977 . 00 .
Respectfully submitted,
Olu emi ■lari
rw. Interim C . • ager
Attachment