09-192 Resolution No. 09-192
RESOLUTION
APPROVING CHANGE ORDER NO. 4 AND FINAL IN THE CONTRACT
WITH RYAN INCORPORATED CENTRAL FOR CONSTRUCTION OF
THE HIGHLANDS PHASE II GOLF COURSE
WHEREAS,the City of Elgin has heretofore entered into a contract with Ryan Incorporated
Central for construction of The Highlands Phase II Golf Course; and
WHEREAS, it is necessary and desirable to modify the terms of the contract as is described
in Change Order No. 4 and Final, attached hereto.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
ELGIN, ILLINOIS, that Sean R. Stegall, City Manager,be and is hereby authorized and directed to
execute Change Order No. 4 and Final,a copy of which is attached hereto and made a part hereof by
reference.
s/Ed Schock
Ed Schock, Mayor
Presented: August 26, 2009
Adopted: August 26, 2009
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
.3 C\ ,..,- 8.
4 City of Elgin Change Order
ELGIN,ILLINOIS
PROJECT 509637
CHANGE ORDER NO.4
CONTRACT:Construction of the Highlands of Elgin Golf Course—Phase II—Bid No.08-012.
SCOPE: This change order affects a contract between the City and Ryan Incorporated Central dated April 23,2006 for the
construction of the Highlands of Elgin Golf Course—Phase II and for the repair of erosion to completed golf holes.
REASONS FOR CHANGE: Change Order No.4 is in the best interest of the City and is authorized by law. The necessity
for the change was unforeseen at the time the contract was originally executed. The changes contemplated in Change Order
No.4 are germane to the original contract.
SUMMARY OF CHANGES IN CONTRACT AMOUNT:
ORIGINAL CONTRACT AMOUNT $ 3,505,340.10
CHANGE ORDER NO. 4:
Unit Extended
Description Quantity Unit Price Price
Grassing:Fertilization-Add 26.1 AC $ 442.50 $ 11,549.25
Grassing: Grass Tees&Fairways-Add 11.8 AC $ 1,140.00 $ 13,452.00
Grassing: Seed Roughs-Add 11.3 AC $ 720.00 $ 8,136.00
Grassing: Seed Fescue-Add 3.0 AC $ 710.00 $ 2,130.00
Grassing:Futerra Blanket-Add 60,885 AC $ 0.23 $ 14,003.55
Grassing: Straw Mulch Crimped-Add 14.3 AC $ 790.00 $ 11,297.00
Grassing Subtotal: $ 60,567.80
Addition: Import Topsoil-Add 320 CY 14.40 $ 4,608.00
Addition:Erosion Repair Clean-up with Skidsteer-Add 109 HR 135.00 $ 14,715.00
Addition:Erosion Repair Clean-up with JD Tractor-Add 62 HR 160.00 $ 9,920.00
Addition:Erosion Repair Clean-up with JD Gator-Add 67 HR 40.00 $ 2,680.00
Addition:Erosion Repair Clean-up with Toro Sandpro-Add 50 HR 114.00 $ 5,700.00
Addition:Erosion Repair Clean-up with Superintendent-Add 189 HR 97.00 $ 18,333.00
Addition:Erosion Repair Clean-up with Landscper-Add 607 HR 65.00 $ 39,455.00
Additions Subtotal: $ 95,411.00
TOTAL FOR CHANGE ORDER NO.4 $ 155,978.80
PREVIOUS CHANGE ORDER(S):
CHANGE ORDER NO. 1 $ 34,162.00
CHANGE ORDER NO. 2 $ 33,142.20
CHANGE ORDER NO. 3 $ 187,433.86
TOTAL OF PREVIOUS CHANGE ORDERS: Add: $ 254,738.06
TOTAL REVISED CONTRACT AMOUNT: $ 3,916,056.96
The original amount of the contract with Ryan Incorporated Central is$3,505,640.10. Change Order No. 4 and previous
change orders totaling$254,738.06 will increase the original contract amount by a total of$410,716.86,that sum represent-
ing eleven and 72/100ths percent(11.72%)of the original contract amount.The new contract amount,inclusive of all change
orders is$3,916,056.96.
•
OTHER CONTRACT PROVISIONS:All other contract provisions remain the same.
CHANGE ORDER No.4 44442009.
Agreed to this /6 day of
Recommended by:
PARKS AND RECREATION DEPARTMENT
By:Mike Lehman
Title: Golf Services Manager
Date: l S.D`1
Signature: -v
Accepted by:
RYAN INCORPORATED CENTRAL
Party of the Second Part(Contractor)
By: Adam S. Ryan
Title: President
Date: 08-13-09
Signature:
Approved by:
CITY OF ELGIN
Party of the First Part(Owner)
By: Sean R Stegall
Title:City Manager
Date: d(, 0 " 6/ 1 UG ct
Signature: 1514,Q Ayffoil
F:\Legal Dept\forms\Change Order Form.doc
e `c(OF F<C
% /" City of Elgin Agenda Item No.
August 6,2009
t _
TO Mayor and Members of the City Council
FROM: Sean R. Stegall, City Manager f
�ational ixisurc anG
Randy R. Reopelle, Parks and Recreation Director
Cuitarat 0pap�tunit',jor All CG uu
SUBJECT: Change Order No. 4 and Final with Ryan Central Incorporated for the
Construction of the Highlands Phase II Golf Course
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider authorization of Change Order No. 4 and Final with Ryan Central
Incorporated for the construction of the Highlands Phase II golf course.
RECOMMENDATION
It is recommended that the City Council approve the execution of Change Order No. 4 and Final
with Ryan Central Incorporated for the Highlands Phase II golf course in the amount of
$155,978.80.
BACKGROUND
On April 18, 2008, the City Council awarded a bid to Ryan Central Incorporated in the amount
of$3,505,640.10 to construct the Highlands of Elgin Phase II golf holes, which are located east
of the current holes opened in 2002.
Three previous Change Orders were approved by the City Council. Change Order No. 1 and No.
2 were adjustments to grading and drainage due to field conditions. Change Order No. 3 was
made to reclaim five holes that were impacted by the August 2008 flood event. In that event, not
unlike the proposed Change Order No. 4, erosion of top soil and grass occurred during a time
when the turf grass was most vulnerable. The total of all three previous change orders was
$254,738.06.
The majority of Change Order No. 4 provides for the reclamation of five newly established golf
holes, which were damaged by erosion during the past winter and spring. These holes were
seeded last fall, but the turf had not.yet been established, therefore making them vulnerable to
erosion.
A preliminary review of the Highlands Phase 2 construction project shows an anticipated
shortfall of$502,548. A review of the budget is attached. This shortfall is due in large part to
Highlands Phase 2 Golf Course Construction
July 2,2009
1 Budget 6,315,077.00
2 Expense Summary
3 Posted Expenses
4 Ryan-Topsoil Acquisition 1,165,300.00
5 Ryan-Golf Course Construction 3,505,340.10
6 Architectural Fees 177,000.00
7 Randy Trull-Project Manager Fees 80,000.00
8 Bonestroo-Engineer Fees 254,211.00
9 Marc Kresmery-Underground Utility Installation 154,489.00
10 2008 Grow In Costs 116,346.82
11 Patrick Engineering(Phase 1 Engineers) 91,051.00
12 Keith Foster(Phase 1 Architect) 40,965.00
13 Layne Western (Phase 1 well) 214,963.75
14 Miscellaneous 273,445.88
15 Subtotal 6,073,112.55
Unencumbered/Unanticipated/Council
16 Approved Expenses&Change Orders
17 Bonestroo Change Order 1 and Final 17,796.00
18 Ryan Change Order 1 34,162.00
19 Ryan Change Order 2 33,142.20
20 Ryan Change Order 3 187,433.86
21 Subtotal 272,534.06
Current Shortage -30,569.61
22 Proposed Expenses
23 Ryan Change Order 4 and Final 155,978.80
24 Comfort Station Construction 120,000.00
25 2009/2010(through June)Grow In Costs 175,000.00
26 Signage 35,000.00
27 Trull Expense Credit -14,000.00
28 Subtotal 471,978.80
29 TOTAL EXPENSES 6,787,055.80
30 Project Overrun Estimate 502,548.41
Of r4,
Y_ City of Elgin change Order
ELGIN,ILLINOIS
PROJECT 9637
CHANGE ORDER NO.4
CONTRACT: Construction of the Highlands of Elgin Golf Course—Phase II—Bid No.08-012.
SCOPE: This change order affectsa contract between tie City and Ryan Incorporated Central dated April 23,2006 for the
construction of the Highlands of Elgin Golf Course—Phase II and for the repair of erosion to completed golf holes.
REASONS FOR CHANGE:Change Order No.4 is in the best interest of the City and is authorized by law. The necessity
for the change was unforeseen at the time the contract was originally executed. The changes contemplated in Change Order
No.4 are germane to the original contract.
SUMMARY OF CHANGES IN CONTRACT AMOUNT:
ORIGINAL CONTRACT AMOUNT $ 3,505,340.10
CHANGE ORDER NO.4:
Unit Extended
Description Quantity Unit Price Price
Grassing,Fertilization-Add 26.1 AC $ 442.50 S 11,54925
Grassing:Grass Tees&Fairways-Add 11.8 AC. $ 1,140.00 $ 13,45200
Grassing:Seed:Roughs-Add 11.3 AC S 720.00 $ 8,136.00
rp., Grassing:Seed Fescue-Add 3.0 AC $ 710.00 $ 213000
Grassing:Futerra Blanket-Add 60,885 AC $ 0.23 $ 14,003.55
Grassing:Straw-Mulch Crimped-Add 14.3 AC $ 790.00 $ 11,297.00
Grassing Subtotal: $ 60,567:80
Addition:Import Topsoil-Add 320 CY 14.411 $ 4,€08.00
Addition:Erosion Repair Clean-up with Skidsteer-Add 109 FIR 135.00 $ 14,715.00
Addition:Erosion Repair Clean-up with.1D Tractor-Add 62 HR 160.00 $ 9,920.00
Addition:Erosion Repair Clean-up with JD Gator-Add 67 HR 40.00 $ 2,680.00
Addition:Erosion Repair Clean-up with Toro Sandpro-Add 50 HR 114.00 $ 5,700.00
Addition:Erosion Repair Clean-up with.Superintendent-Add 189 HR 97.00 $ 18,333.00
Addition:Erosion Repair Clean-up with Landscper-Add 607 HR 65.00 $ 39,455,00
Additions Subtotal: $ 95,411.00
TOTAL FOR CHANGE ORDER NO.4 $ 155,978.80
PREVIOUS CHANGE ORDER(S):
CHANGE ORDER NO. I $ 34,162.00
CHANGE ORDER NO.2 $ 33,142.20
CHANGE ORDER NO.3 $ 187,433.86
TOTAL OF PREVIOUS CHANGE ORDERS: Add: $ 254,738.06
TOTAL REVISED CONTRACT AMOUNT: $ 3,916,056.96
The original amount of the contract with Ryan Incorporated Central is$3,505,340.10. Change Order No.4 and previous
change orders totaling$254,738.06 will increase the original contract amount by a total of$410,716.86,that sum represent-
ing eleven and 72/100ths percent(11.72%)of the original contract amount.The new contract amount,inclusive of all change
orders is$3,916,056.96
,0 OF Ei,C'
_C> ate, ,ti City of Elgin
Memorandum
O1n e
6
1?ATC13 '
Date: September 2, 2009
To: Michael Lehman, Golf Services Manager
From: Jennifer Quinton, Deputy City Clerk
Subject: Resolution No. 09-192, Adopted at the August 26, 2009, Council Meeting
Enclosed you will find the agreement listed below. Please retain a copy for your records. If you
have any questions please feel free to contact our office 847-931-5660 and we will do our best to
assist you. Thank you.
• Change Order No. 4 and Final in the Contract with Ryan Incorporated Center
for Construction of The Highlands Phase II Golf Course