02-72 •
Resolution No. 02-72
RESOLUTION
APPROVING CHANGE ORDER NO. 1 IN THE CONTRACT WITH
RYAN INCORPORATED CENTRAL FOR THE HIGHLANDS OF ELGIN GOLF COURSE
WHEREAS, the City of Elgin has heretofore entered into a
contract with Ryan Incorporated Central for construction associated
with The Highlands of Elgin Golf Course; 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 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, a copy of which is attached hereto and made a part hereof by
reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: February 27, 2002
Adopted: February 27, 2002
Omnibus Vote : Yeas : 7 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
CHANGE ORDER REQUEST DISTRIBUTION:
x I PROJECT MANAGER
RYAN INCORPORATED CENTRAL I x I GOLF COURSE ARCHITECT
P.O. BOX 206 I FIELD OFFICE
JANESVILLE,WI 53547 11 I,
608/754-2291
PROJECT: CHANGE ORDER NUMBER: 11 1;i
Elgin Municipal Golf Course DATE: 12/31/01
Elgin, Illinois
TO PROJECT MANAGER: CONTRACT FOR:
Randy W. Trull Golf Course Construction
3311 Sandstone Ct
Lake in the Hills, IL 60102
847/658-3512
THE CONTRACT IS HEREBY CHANGED AS FOLLOWS:
1. Clubhouse/Maintenance Site Remediation
1 LS @ $136,556.00 = $136,556.00 Clubhouse Site Remediation
1 LS @ $7,990.00 = $7,990.00 Maintenance Site Remediation
Subtotal $144,546.00
2. Water Supply Line&Float Pump&Generator
1 LS @ $53,404.00 = $53,404.00 Water Supply Line&Float Pump, incl. Generator
Subtotal $53,404.00
3. Treatment Facility Discharge
1 LS @ $182,842.21 = $182,842.21 Treatment Facility Discharge
Subtotal $182,842.21
4. Vandalism/Erosion Damage Repair
1 LS @ $37,774.94 = $37,774.94 Vandalism/Erosion Damage Repair
Subtotal $37,774.94
5. Fertigation System
1 LS @ $32,525.00 = $32,525.00 Fertigation System
Subtotal $32,525.00
6. Utility Costs
1 LS @ $1,551.00 = $1,551.00 Install Electrical Conduit at Maintenance
1 LS @ $12,134.55 = $12,134.55 Utility Cleanup
1 LS @ $22,614.76 = $22,614.76 Primary Electrical Service
Subtotal $36,300.31
Amount: $487,392.46
Reasons for the Change Order:
1. The circumstances said to necessitate the change in performance were not reasonably foreseeable
at the time the contract was signed; and
2. the change is germane to the original contract as signed; and
3. the change order is in the best interest of the city and authorized by law.
Original Contract Sum: $3,198,470.70
Net Change By Previous Change Orders: $0.00
Contract Sum Prior To This Change Order: $3,198,470.70
Amount Of This Change Order: $487,392.46
New Contract Sum Including This Change Order: $3,685,863.16
Contract Time Will Be Changed By: 0 Days
All other terms of the original contract are unchanged and remian in full force and effect.
PROJECT MANAGER: CONTRACTOR: CITY OF ELGIN:
Randy W , GPM Ryan Incorporated Central City Manager
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By: ( By: +�j✓'��•� By
Date: ,2 O8/ova Date:
F f`% Agenda Item No.
— City of Elgin
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January 18 , 2002 ° ' •
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TO: Mayor and Members of the City Council f<.Jtt A lit)NAI.I,1-.■1141:
ANI>< ILI IIIt AI <)O•f t1It f LINO f 14'::
• iOfi Al.l..t..l f,ll N5
FROM: Joyce A. Parker, City Manager
SUBJECT: Amendment No. 1 with Ryan Central Construction for
additional construction costs associated with The
Highlands of Elgin Golf Course
PURPOSE
The purpose of this memorandum is to provide the Mayor and members
of the City Council with information to consider Amendment No. 1 to
an agreement with Ryan Central Construction for additional
construction costs associated with The Highlands of Elgin Golf
Course .
BACKGROUND
On April 11, 2001 the City entered into a $3 . 2 million contract
with Ryan Central, Inc. for the Construction of the initial nine
holes of The Highlands of Elgin Golf Course . During the course of
the golf course development several issues were encountered that
required additional work by Ryan.
Item 1 : Clubhouse/Maintenance Site Re-mediation.
Both sites were previously used as a dump site . In order to clean
up both areas as well as bring in suitable material $144, 546 of
additional work was required.
Item 2 : Water Supply
Due to the severely dry summer conditions, an alternative water
source needed to be installed to ensure there was sufficient
reserves available to irrigate the golf course . Rather then drill
a well at a cost of $400, 000 plus, a floating pump and the drainage
system was utilized at a cost of $53 , 404 .
Item 3 :
To assist the Water Dept . in addressing their ph discharge issue,
a stream channel was constructed. The treatment system cost
$182 , 842 . 21, it was the least costly alternative and will be paid
for by Water Fund monies .
rm. Amendment No. 1-Ryan Central Construction
January 18, 2002
Page 2
Item 4 :
Damage caused by vandals as well as erosion from severe rain events
resulted in repair costs totaling $37 , 774 . 94 .
Item 5 :
In order to significantly reduce long term maintenance costs, the
addition of a fertigation system was approved by The Highlands of
Elgin Golf Course Leadership Team. The $32 , 525 . 00 cost of the
system will pay for itself within the first two years of operation.
Item 6 :
Utility work consisting of electrical service for the irrigation
system, repair work for sewer / water construction and additional
conduit beneath the maintenance building parking lot was installed.
Total cost of these improvements equal $36, 300 . 31 .
The first four items were previously communicated to the City
Council with preliminary cost figures . The final two items were
either not contemplated in Phase I or brought long term savings to
the golf course operation.
rm.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
The Highlands of Elgin Golf Course Leadership Team were apprised of
the items included within the change order.
r‘-- FINANCIAL IMPACT
The cost of Change Order No. 1 totals $487 , 392 .46 . The Water Fund
portion of the 2001 Bond Sale, account number 381-4000-795 . 92-36,
project number 409557 , South McLean Decant Pond has $200, 000
budgeted to pay for Item #3 in the change order totaling
$182 , 842 . 21 . The remaining items within the change order total
$304 , 550 . 25 and were not contemplated nor budgeted. The Change
Order could be funded by greater than anticipated Riverboat
proceeds in that a total of $24 . 3 million was received in 2001 with
$23 . 5 million actually used/budgeted.
LEGAL IMPACT
\q//// The change order will need to be reviewed by the Legal Department .
rim.
Amendment No. 1-Ryan Central Construction
January 18, 2002
Page 3
ALTERNATIVES
Do not approve Change Order No. 1 with Ryan Central Construction.
RECOMMENDATION
It is recommended that the City Council approve Change Order No. 1
in the amount of $487, 392 . 46 with Ryan Central Construction, Inc.
for additional construction associated with The Highlands of Elgin
Golf Course .
Respectfully submitted,
Joyce \A. Parker
City Manager
JN/nh
Attachment
** � •
* n..
* -�
RANDY W. TRULL
Golf Project Management
PROJECT MEMORANDUM
DATE: December 17,2001
TO: Mr. James R.Nowicki, CPA
Fiscal Services Manager-City of Elgin
• 150 Dexter Court
Elgin, IL. 60120-5625
RE: Highlands of Elgin Golf Club
Final Cost of Golf Course Construction—Ryan,Inc. Contract
Dear Jim,
As you requested, the following is a summary of Ryan, Incorporated's cost for construction of the
Highlands Golf Course. The original value of the contract, $3,198,470.70, has been adjusted to include
Change Orders totaling $487,392.46. The adjusted cost of all work completed is $3,685,863.16. The
following provides a description of the additional work performed by Ryan,to be reflected in the form of a
change order attached to the final invoice submitted by the contractor:
Change Order Item 1: Clubhouse/Maintenance Site Remediation
At the time of execution of the original contract, geotechnical information related to the clubhouse site &
maintenance sites was not available. Upon investigation, these sites were found to contain a large amount
of what appeared to be construction debris,previously deposited and buried at the site by parties unknown.
It was determined by the Project Engineer that, in order to support the parking and building areas, this
material had to be removed and replaced with suitable material in a controlled (compacted) manner. The
cost for additional work required at the two sites totaled$144,546.00. Rough grading of the clubhouse &
maintenance sites is complete.
Clubhouse Site Remediation Add: $136,556.00
Maintenance Site Remediation Add: $ 7,990.00
Change Order Item 2: Water Supply
It was originally intended to drill a new well to provide irrigation water to the golf course. The Golf Project
Leadership Team was informed that a supply line connection from the irrigation pond to the existing well
could be installed at less cost than that to drill a new well. Although this pipe is not currently in use, the
Project Leadership Team acknowledged that it was necessary to install it during this phase of construction.
In order to obtain water required for irrigation of the first nine golf holes,a floating pump was installed to
pump water through the golf course drainage system from the existing mine settling pond to the irrigation
reservoir.
Future Water Supply Line&Float Pump Add: $53,404.00
3311 Sandstone Court• Lake in the Hills,IL 60102• 847-658-3512 • Fax 847-658-3513
Highlands of Elgin Golf Club
Project Cost Summary: Ryan,Inc.Contract
12/17/01
Page Two
Change Order Item 3: Water Lime-Treatment Facility Discharge
During construction,the City authorized the contractor to construct a channel to discharge water from the
lime treatment facility to the existing stream at the southeast boundary of the golf course property. The
contractor also manufactured and installed an overflow release control structure.The Project Manager,City
Water Dept. staff and Black&Veatch Engineers monitored this work. The entire system is complete and
has been approved by the design engineers,Black&Veatch Engineering.
Treatment Facility Discharge Add: $182,842.21
Change Order Item 4: Vandalism Damage/Erosion Repair
On at least four occasions,after completion and acceptance by the City,vandals entered onto the property
in motor vehicles,resulting in significant damage to several greens,tees and fairway areas.The golf course
also incurred moderate erosion damage in some areas as a result of severe rain events immediately after
planting. The contractor was authorized by the City to repair vandalism and/or erosion damage resulting
from severe rain events following completion of work.
Vandalism/Erosion Damage Repair after acceptance Add: $37,774.94
Change Order Item 5: Fertigation System
A fertigation injection system was added to the irrigation pumpstation. This system, which will inject
various chemicals, herbicides and fertilizers directly into the water supply as it is pumped to the golf
course, has been proven to significantly reduce long-term maintenance costs by eliminating the need to
apply these agents by equipment operated maintenance personnel. It is estimated that this system will
reduce initial equipment purchase costs and annual maintenance personnel costs to the degree that it will
pay for itself within the first two years of operation and will continue to reduce maintenance costs
thereafter.The Golf Project Leadership Team approved this very cost-effective option.
Fertigation System Add: $32,525.00
Change Order Item 6: Utility Costs
Plans and specifications for utilities were not developed at the time of execution of the original contract.
This is a cost the City had scheduled as part of Phase H. However, because this would have required
disturbance of the golf holes constructed during Phase I,it was necessary to perform this work at this time.
In order to ensure coordination and timely installation of electric service for irrigation and watering of the
golf course,the Golf Project Leadership Team authorized this work to be completed at this time.
Water and sewer services to the clubhouse, maintenance and on-course restroom facilities were largely
installed in golf course areas. This required the contractor to restore those areas disturbed by the
sewer/water contractor. Ryan was authorized to repair these areas for additional cost. The cost of
restoration/sodding ($14,700.00) was deducted from the sewer/water contractor's (Getdown
Underground's)contract amount.This resulted in a net project cost reduction of$2,565.45.
r
3311 Sandstone Court•Lake in the Hills,IL 60102• 847-658-3512• Fax 847-658-3513
ribk Highlands of Elgin Golf Club
Project Cost Summary:Ryan,Inc.Contract
12/17/01
Page Three
The contractor was requested to install additional electric conduit beneath the maintenance site parking area
to prevent damage to electrical cables during construction of the maintenance facility.
Installation of electric conduit at maintenance Add: $ 1,551.00
Utility cleanup Add: $ 12,134.55
Primary Electric Service Add: $22,614.76
1. Clubhouse/Maintenance Site Remediation Add: $144,546.00
2. Future Water Supply Line/Float Pump Add: $ 53,404.00
3. Treatment Facility Discharge Add: $182,842.21
4. ,Vandalism/Erosion Damage Repair Add: $ 37,774.94
5. Fertigation System Add: $ 32,525.00
Electric Service Add: $ 22,614.76
6. Primary
Utility cleanup Add: $ 12,134.55
Installation of electric conduit at maintenance Add: $ 1,551.00
Total Value-Change Order 1 Add: $487,392.46
Original Value of Contract $3,198,470.70
Amount of Change Orders Add: $ 487,392.46
Total Contract Price Adjusted for Change Orders $3,685,863.16
Please contact me at my office#847-658-3512,or my mobile#847-624-1418 at any time.
Sin
Randy Z.Trulv l
Golf Project Manager
3311 Sandstone Court• Lake in the Hills,IL 60102• 847-658-3512•Fax 847-658-3513