09-200 Resolution No. 09-200
RESOLUTION
APPROVING CHANGE ORDER NO. 2 AND FINAL IN THE CONTRACT WITH
MARTAM CONSTRUCTION, INC.
FOR THE SPARTAN DRIVE EXTENSION PHASE II PROJECT
WHEREAS, the City of Elgin has heretofore entered into a contract with Martam
Construction, Inc. for the Spartan Drive Extension Phase II Project; and
WHEREAS,it is necessary and desirable to modify the terms of the contract as is described
in Change Order No. 2 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. 2 and Final,a copy of which is attached hereto and made a part hereof by
reference.
s/Ed Schock
Ed Schock, Mayor
Presented: September 9, 2009
Adopted: September 9, 2009
Vote: Yeas: 5 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
.( OF E4 '
,,,,
0 ' Change order
....„,,
�,,,(i*n City of Elgin
O't,TED 0-%
ELGIN,ILLINOIS
PROJECT 339783
CHANGE ORDER No. 2 AND FINAL
CONTRACT: Spartan Drive Extension—Section II Project(Bid No. 07-091)
SCOPE: The scope of this change order includes increasing the contract quantities to properly reflect
final quantities completed by Martam Construction, Inc. of Elgin, Illinois in accordance with the awared
contract on September 28,2007 and change order number one on October 15,2008.
REASONS FOR CHANGE: This change order is necessary to fund the final quantities completed by
the contractor in accordance with his original contract and change order number one. The increases are
due to earthen material considered unsuitable excavated from areas where the road was eventually con-
structed, pavement and erosion control items. Change order number one incorrectly deducted quanti-
ties from the project that had been deducted at the time of the original award.
The reasons supporting this change order are:
• The circumstances said to necessitate the change in performance were not reasonably foreseeable
at the time the contract was signed.
• The change is germane to the original contract as signed.
▪ The change order is in the best interests of the City of Elgin and is authorized by law.
SUMMARY OF CHANGES IN CONTRACT AMOUNT: This contract is being amended to add
back funds that were incorrectly removed from the contract amount at the time of Change Order No. 1.
ORIGINAL CONTRACT AMOUNT(PER PURCHASE ORDER): $3,782,605.00
CHANGE ORDER No. 2
Increase quantities for;
Earth Excavation
Bituminous Pavement
Erosion Control
TOTAL FOR CHANGE ORDER NO. 2 AND FINAL: ADD $ 53,506.20
PREVIOUS CHANGE ORDER(S):
Change Order No. 1 $ 522,741.57
TOTAL OF PREVIOUS CHANGE ORDERS: ADD $ 522,741.57
TOTAL REVISED CONTRACT AMOUNT: $4,358,852.77
The original amount of the contract with Martam Construction, Inc. is $3,782,605.00. Change orders
One and Two will increase the original contract amount by a total of$576,247.77, that sum representing
fifteen percent(15%) of the original contract amount. The new contract amount, inclusive of all change
orders is $4,358,852.77.
OTHER CONTRACT PROVISIONS: All other contract provisions remain the same.
CHANGE ORDER No. TWO AND FINAL
August 22,2009
Agreed to this 26th day of August, 2009.
Recommended by:
Public Works Department,Engineering Divison
By: JO AerS
Title:_ City En a neer
Date: Ger
r
Signahu eir� '
Accepted by:
Martam Construction,Inc.
Party of the Second Part(Contractor)
By: ,on4 g47itoV97—,
Title: V t c£ P s'.d£iJ7
Date: F— 2t-c9
Signature:_
Approved by:
CITY OF ELGIN
Party of the First Part(Owner)
By: Sean Stegall
Title: City Manager
Date: (JO
//
Signature: 41 '
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OF ESC
'a Agenda Item No.
City of Elgin
rn o
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'17ED IA' :
y� :
August 20, 2009
s� �.
Its
TO: Mayor and Members of the City Council
"'/ . ,` `k
FROM: Sean R. Stegall, City Manager ,1, 1. �' inn arty Stable
City Government
Joe Evers, City Engineer
SUBJECT: Change Order No. 2 and Final with Martam Construction for the Spartan Drive
Extension Phase II Project
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. 2 and Final for the Spartan Drive
Extension—Phase II Project.
RECOMMENDATION
elk It is recommended that the City Council authorize the City Manager to execute Change Order
No. 2 and Final to the contract with Martam Construction for the Spartan Drive Extension —
Phase II Project in the amount of$53,605.20.
BACKGROUND
On September 12, 2007, the City Council awarded the subject project to Martam Construction.
The project provided for the completion of the extension of Spartan Drive west from the Elgin
Community College (ECC) campus approximately 3,000 feet to its terminus east of Randall
Road. The project included construction of a 36 foot wide roadway with curb and gutter, storm
sewer, roadway lighting, bike path, street trees, landscaping and extension of an eight inch
diameter water main.
On October 22, 2008, the City Council approved Change Order No. 1 ($522,741.57) which
added three new contract pay items and quantity increases/decreases to existing contract pay
items. Change Order No. 1 resulted primarily from the need to replace poor existing subbase
soils with material suitable upon which to build a roadway.
The attached change order increases the quantity of contract items included in the awarded
amount to reflect the final contract. The majority of the increases are due to additional
excavation of unsuitable materials (asphalt and erosion control materials)that were removed.
Spartan Drive Extension,Phase II, Change Order and Final
August 20, 2009
Page 2
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
FINANCIAL IMPACT
The cost of Change Order No. 2 totals $53,506.20. The first change order totaled $522,741.57
/o�L for a total of$576,247.77 added to the original award amount of$3,782,605.00 for a final project
v/r total of $4,358,852.77. There are sufficient funds budgeted ($5,033,680) and available
($354,844) in the Riverboat Lease Fund, account number 276-0000-791.93-80, "Public Ways-
Street Improvements", project number 339783, "Spartan Drive Extension" to complete this
change order.
Per the agreement with ECC,the City will be reimbursed 50%of the roadway construction costs.
Therefore,the final cost of Change Order No. 2 to the City will be 26,753.10.
L GAL IMPACT
None
ALTERNATIVES
1. The City Council may choose to approve Change Order No. 2 and Final with Martam
Construction for the Spartan Drive Extension — Phase II Project in the amount of
$53,605.20.
2. The City Council may choose not to approve Change Order No. 2 and Final with Martam
Construction for the Spartan Drive Extension—Phase II Project.
Respectfully submitted for Council consideration.
JE
Attachment
4)
.(OF E-<Ci.
' r '"'€ City of Elgin Change Order
�
*
f ELGIN,ILLINOIS
PROJECT 339783
CHANGE ORDER No.2 AND FINAL
CONTRACT: Spartan Drive Extension—Section II Project(Bid No.07-091)
SCOPE: The scope of this change order includes increasing the contract amount to properly reflect
what should have been awarded originally to Martam Construction, Inc. of Elgin, Illinois on September
28, 2007 and amended via a change order number one on October 15, 2008. The original award
amount included a deduction/alternate that proved to be unnecessary.
REASONS FOR CHANGE: This change order is required to correct a deduction that was made at the
time of the original contract award. The deduction was identified in the original contract as Alternate
One which included creating a berm on the Elgin Community Campus (ECC) utilizing earthen material
excavated from areas where the road was eventually constructed. If ECC had agreed to allow the con-
struction of the berm,the cost of the contract could be reduced by the cost to truck the material to a new
site some distance from the project.
The reasons supporting this change order are:
• The circumstances said to necessitate the change in performance were not reasonably foreseeable
at the time the contract was signed
• The change is germane to the original contract as signed
• The change order is in the best interests of the City of Elgin and authorized by law
SUMMARY OF CHANGES IN CONTRACT AMOUNT: This contract is being amended to add
back in funds that were incorrectly removed from the contract amount at the time of the City's award.
ORIGINAL CONTRACT AMOUNT(PER PURCHAE ORDER): $3,782,605.00
CHANGE ORDER No.2
Add back in the cost to truck material offsite $63,606.00
(original award memo)
Deduct unused contract quantities $10,100.00(-)
Correct purchase order $ 0.20
TOTAL FOR CHANGE ORDER NO.: ADD $ 53,506.20
PREVIOUS CHANGE ORDER(S):
Change Order No. One $522,741.57
TOTAL OF PREVIOUS CHANGE ORDERS: ADD $ 522,741.57
TOTAL REVISED CONTRACT AMOUNT: $4,358,852.77
ow The original amount of the contract with Martam Construction, Inc. is $3,782,605.00. Change orders
One and Two will increase the original contract amount by a total of$576,247.77,that sum representing
fifteen percent (15%) of the original contract amount. The new contract amount, inclusive of all change
orders is$4,358,852.77. '4111)
OTHER CONTRACT PROVISIONS:All other contract provisions remain the same.
CHANGE ORDER No. TWO AND FINAL
August 22,2009
Agreed to this day of ,2009.
Recommended by:
Public Works Department,Engineering Divison
By:
Title: City Engineer
Date:
Signature:
Accepted by:
[INSERT NAME OF CONTRACTOR]
Party of the Second Part(Contractor)
By:
Title:
Date:
Signature:
Approved by:
CITY OF ELGIN
Party of the First Part(Owner)
By: Sean Stegall
Title: City Manager
Date:
Signature:
Mega!Dept\forms\Change Order Fonn.doc
n , •
co •Mn 'ti Memorandum
r , City of Elgin
�o�.�. 11-,,
0
�44flDFEg
Date: September 28, 2009
To: Joe Evers, City Engineer
From: Jennifer Quinton, Deputy City Clerk
Subject: Resolution No. 09-200, Adopted at the September 9, 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. 2 and Final in the Contract with Martam Construction, Inc. for
the Spartan Drive Extension Phase II Project