12-159 Resolution No. 12-159
RESOLUTION
APPROVING CHANGE ORDER NO. 1 FOR THE CONTRACT WITH TROTTER
AND ASSOCIATES, INC. FOR THE LORD STREET CSO
BASIN GREEN INFRASTRUCTURE RETROFIT PROJECT
WHEREAS, the City of Elgin has heretofore entered into a contract with Trotter and
Associates, Inc. for the Lord Street CSO Basin Green Infrastructure Retrofit Project; 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 Sean R, Stegall, 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/David J. Kaptain
David J. Kaptain, Mayor
Presented: October 24, 2012
Adopted: October 24, 2012
Vote: Yeas: 6 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
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' _ § City of Elgin Change Order
Alk
ELGIN, ILLINOIS
PROJECT 339076
CHANGE ORDER No. 1
CONTRACT: Lord Street CSO Basin Green Infrastructure Retrofit Project
SCOPE:This change order is needed to allocate additional funds to the project engineer for tasks con-
tained within the original scope of work that once started had to be stopped due to unforeseen com-
plications and higher than anticipated construction costs. Additional funds are needed for environmen-
tal testing to ensure viable bio-retention sites.
REASONS FOR CHANGE:
1. Reimbursement for engineering costs associated revising Phase 1 BMP Engineering
Drawings, Bid Documents, and Bidding Activities for Phase 1 Re-bid (August 2012) and
Phase 1 Re-bid #2 as directed by the city staff.
a. When initially bid, the rain garden costs arrived at approximately $50 per square
foot. The project budget estimated $25 per square foot. To reduce costs the pro-
ject engineer revised the design of each garden, simplifying the under drain and
reducing the required excavation. The project was then re-bid. Bids arrived at ap-
proximately $37 per square foot. However the low bidder failed to comply with
the requirements set forth in the Responsible Bidder ordinance. City staff then
attempted to re-design the rain gardens again to avoid implicating the Responsi-
ble Bidders Ordinance. However partially through this second re-design it was de-
termined that avoiding Responsible Bidder requirements would not be possible
for Phase I. The funds to account for these re-design services make up this item's
cost.
2. Reimbursement for CCDD Soil Testing for Phase 1 BMP Sites (SEECO Environmental Ser-
vices, Inc.)
a. During the phase I pre-bid meeting, the responding contractors indicated that if
the city/engineer could not provide a LPC-663 form certifying the soil in the
parkways as "clean", they would add approximately$1000 per site to cover the
cost of soil sampling and lab testing. To avoid the additional cost of the contrac-
tor incorporating the testing and upcharges into their bids,the project team de-
cided to contract with a third party to test all Phase I sites for $2,770. This ap-
proach is a cost saving measure that was not anticipated in the original project
budget. This approach also limits the city's liability as the city itself is not certify-
ing this soil as "clean" but rather, the third party contractor.
3. Permeable Interlocking Paver Alley Design Plans
The funded project will create two permeable paver alleyways. The project engi-
neer identified the first candidate permeable paver alleyway site adjacent to St.
Laurence School due to its physical characteristics. However as design progressed
it became apparent that the alleyway would be too expensive to construct due to
the discovery of the school's deep basement with no apparent footing drain. De-
signing the alleyway to ensure no seepage into the school's gym was found to be
too costly to construct under the IGIG program. Therefore the project engineer
will need to design another alleyway. The funds identified in this item will allow
the project engineer to do so.
Despite this setback the city now has a "shovel ready" plan for the St. Laurence
School permeable paver alleyway.
4. Alley Soil Borings
a. Initial alley soil borings at St. Laurence School could not be used due to discovery
of a deep basement with no apparent footing drain after soil borings were taken.
This item allows for the soil-boring test for the next candidate alleyway.
5. Reallocation of construction-phase funding to Soils Subcontractor to provide Clean Con-
struction and Demolition Debris/LPC663 Soils Certification for remaining 10 Structural
BMP sites, 17 Rain Garden sites, and two alley sites (33 total samples)
a. As noted in item 2 above, the project team has learned that cost savings can be
realized by providing soil testing using a sub-contractor rather than having con-
struction firms include these soil tests into their bid. This item re-allocates fund-
ing originally budgeted for construction to allow for the engineer to retain a firm
to complete soil testing for each remaining site.
6. Additional budget for infiltration testing at 10 Structural BMP sites, 1 PICP Alley (Alley
#2), and remaining 17 rain garden sites.
a. This item allows for infiltration testing to be completed at each remaining site. A
maximum of 30 tests will be completed at $600 per site. However fewer tests
may be done as only those sites without an under drain will need to be tested.
The circumstances necessitating 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; and the change
order is in the best interests of the City.
SUMMARY OF CHANGES IN CONTRACT AMOUNT: Items 1,2,3,4 and 6 are changes to cost only. Item 5
expands the scope of the original contract to allow the project engineer to retain a firm to complete
soil contaminant testing.
ORIGINAL CONTRACT AMOUNT: $131,150
CHANGE ORDER No. 1
1. Reimbursement for engineering costs associated revising Phase 1
BMP Engineering Drawings, Bid Documents, and Bidding Activities
for Phase 1 Re-bid (August 2012) and Phase 1 Re-bid #2 as directed $7,673.53
by the CLIENT.
2. Reimbursement for CCDD Soil Testing for Phase 1 BMP Sites (SEECO
Environmental Services, Inc.) $2,770.00
3. Permeable Interlocking Paver Alley Design Plans $7,013.43
4. Alley Soil Borings $2,888.00
5. Reallocation of construction-phase funding to Soils Subcontractor to
provide Clean Construction and Demolition Debris/LPC663 Soils Cer-
tification for remaining 10 Structural BMP sites, 17 Rain Garden $12,455.00
sites, and two alley sites (33 total samples)
6. Additional budget for infiltration testing at 10 Structural BMP sites, 1
PICP Alley (Alley#2), and remaining 17 rain garden sites. $18,000.00
TOTAL FOR CHANGE ORDER NO.1 : ADD $50,799.96
TOTAL OF PREVIOUS CHANGE ORDERS: ADD $ 0
TOTAL REVISED CONTRACT AMOUNT: $ 181,950
The original amount of the contract with Trotter and Associates Inc. is$131,150. Change Order No. 1
totaling$50,800 will increase the original contract amount by a total of$50,800, that sum representing
thirty-nine percent (39%) of the original contract amount.The new contract amount, inclusive of all
change orders is$181,950.
OTHER CONTRACT PROVISIONS:All other contract provisions remain the same.
Agreed to this 10 day of October , 2012.
Recommended by:
City Manger's Office
By:Aaron Cosentino
Title: Management Analyst
Date: October 10, 2112
!��///
Signature: '
Accepted by:
Trotter and Associates, Inc.
By: – �.,t�.c.�,<
Title: thcc ,.t�,n.ar-.u;
Date: / - ' 63,2c)/6,,.
Signatu e: M....) —
Approved by:
CITY OF ELGIN
Party of the First Part (Owner)
By: Sean R. Stegall
Title: City Manager
Date: October //G''24,/ 2012 , J
Signature: !d /U
F:\Legal Dept\forms\Change Order Form.doc
`,(OF f4,Ci
0 " ' �§ City of Elgin Change Order
ELGIN, ILLINOIS
PROJECT 339076
CHANGE ORDER No. 1
CONTRACT: Lord Street CSO Basin Green Infrastructure Retrofit Project
SCOPE:This change order is needed to allocate additional funds to the project engineer for tasks con-
tained within the original scope of work that once started had to be stopped due to unforeseen com-
plications and higher than anticipated construction costs. Additional funds are needed for environmen-
tal testing to ensure viable bio-retention sites.
REASONS FOR CHANGE:
1. Reimbursement for engineering costs associated revising Phase 1 BMP Engineering
Drawings, Bid Documents, and Bidding Activities for Phase 1 Re-bid (August 2012) and
Phase 1 Re-bid #2 as directed by the city staff.
a. When initially bid, the rain garden costs arrived at approximately $50 per square
foot. The project budget estimated $25 per square foot. To reduce costs the pro-
ject engineer revised the design of each garden, simplifying the under drain and
reducing the required excavation. The project was then re-bid. Bids arrived at ap-
proximately $37 per square foot. However the low bidder failed to comply with
the requirements set forth in the Responsible Bidder ordinance. City staff then
attempted to re-design the rain gardens again to avoid implicating the Responsi-
ble Bidders Ordinance. However partially through this second re-design it was de-
termined that avoiding Responsible Bidder requirements would not be possible
for Phase I. The funds to account for these re-design services make up this item's
cost.
2. Reimbursement for CCDD Soil Testing for Phase 1 BMP Sites (SEECO Environmental Ser-
vices, Inc.)
a. During the phase I pre-bid meeting, the responding contractors indicated that if
the city/engineer could not provide a LPC-663 form certifying the soil in the
parkways as "clean", they would add approximately $1000 per site to cover the
cost of soil sampling and lab testing. To avoid the additional cost of the contrac-
tor incorporating the testing and upcharges into their bids, the project team de-
cided to contract with a third party to test all Phase I sites for $2,770. This ap-
proach is a cost saving measure that was not anticipated in the original project
budget. This approach also limits the city's liability as the city itself is not certify-
ing this soil as "clean" but rather, the third party contractor.
3. Permeable Interlocking Paver Alley Design Plans
The funded project will create two permeable paver alleyways. The project engi-
neer identified the first candidate permeable paver alleyway site adjacent to St.
Laurence School due to its physical characteristics. However as design progressed
it became apparent that the alleyway would be too expensive to construct due to
the discovery of the school's deep basement with no apparent footing drain. De-
signing the alleyway to ensure no seepage into the school's gym was found to be
too costly to construct under the IGIG program. Therefore the project engineer
will need to design another alleyway. The funds identified in this item will allow
the project engineer to do so.
Despite this setback the city now has a "shovel ready" plan for the St. Laurence
School permeable paver alleyway.
4. Alley Soil Borings
a. Initial alley soil borings at St. Laurence School could not be used due to discovery
of a deep basement with no apparent footing drain after soil borings were taken.
This item allows for the soil-boring test for the next candidate alleyway.
5. Reallocation of construction-phase funding to Soils Subcontractor to provide Clean Con-
struction and Demolition Debris/LPC663 Soils Certification for remaining 10 Structural
BMP sites, 17 Rain Garden sites, and two alley sites (33 total samples)
a. As noted in item 2 above,the project team has learned that cost savings can be
realized by providing soil testing using a sub-contractor rather than having con-
struction firms include these soil tests into their bid. This item re-allocates fund-
ing originally budgeted for construction to allow for the engineer to retain a firm
to complete soil testing for each remaining site.
6. Additional budget for infiltration testing at 10 Structural BMP sites, 1 PICP Alley (Alley
#2), and remaining 17 rain garden sites.
a. This item allows for infiltration testing to be completed at each remaining site. A
maximum of 30 tests will be completed at $600 per site. However fewer tests
may be done as only those sites without an under drain will need to be tested.
The circumstances necessitating 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; and the change
order is in the best interests of the City.
SUMMARY OF CHANGES IN CONTRACT AMOUNT: Items 1,2,3,4 and 6 are changes to cost only. Item 5
expands the scope of the original contract to allow the project engineer to retain a firm to complete
soil contaminant testing.
ORIGINAL CONTRACT AMOUNT: $131,150
CHANGE ORDER No. 1
1. Reimbursement for engineering costs associated revising Phase 1
BMP Engineering Drawings, Bid Documents, and Bidding Activities
for Phase 1 Re-bid (August 2012) and Phase 1 Re-bid #2 as directed $7,673.53
by the CLIENT.
2. Reimbursement for CCDD Soil Testing for Phase 1 BMP Sites (SEECO
Environmental Services, Inc.) $2,770.00
3. Permeable Interlocking Paver Alley Design Plans $7,013.43
4. Alley Soil Borings $2,888.00
5. Reallocation of construction-phase funding to Soils Subcontractor to
provide Clean Construction and Demolition Debris/LPC663 Soils Cer-
tification for remaining 10 Structural BMP sites, 17 Rain Garden $12,455.00
sites, and two alley sites (33 total samples)
6. Additional budget for infiltration testing at 10 Structural BMP sites, 1
PICP Alley (Alley#2), and remaining 17 rain garden sites. $18,000.00
TOTAL FOR CHANGE ORDER NO.1 : ADD $50,799.96
TOTAL OF PREVIOUS CHANGE ORDERS: ADD $ 0
TOTAL REVISED CONTRACT AMOUNT: $ 181,950
The original amount of the contract with Trotter and Associates Inc. is$131,150. Change Order No. 1
totaling$50,800 will increase the original contract amount by a total of$50,800, that sum representing
thirty-nine percent (39%) of the original contract amount.The new contract amount, inclusive of all
change orders is$181,950.
OTHER CONTRACT PROVISIONS:All other contract provisions remain the same.
Agreed to this 10day of October , 2012.
Recommended by:
City Manger's Office
By:Aaron Cosentino
Title: Management Analyst
Date: October 10, 2012
Signature: AC_ — "
...-
Accepted
Accepted by:
Trotter and Associates, Inc.
By: /.c . �1 f. �i,lc).cic.,G
Title: 1.4c–c: �..ec:,"5,bc=.u:
Date: /0 - • io2
Signatu e: ....,..J 7
Approved by:
CITY OF ELGIN
Party of the First Part (Owner)
By: Sean R. Stegall
Title: City Manager
Date: October 24. 2 12
/7
Signature:
1714•1
F:\Legal Dept\forms\Change Order Form.doc
I `
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i.
3 § City of Elgin Change Order
%
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ELGIN, ILLINOIS
PROJECT 339076
CHANGE ORDER No. 1
CONTRACT: Lord Street CSO Basin Green Infrastructure Retrofit Project
SCOPE:This change order is needed to allocate additional funds to the project engineer for tasks con-
tained within the original scope of work that once started had to be stopped due to unforeseen com-
plications and higher than anticipated construction costs.Additional funds are needed for environmen-
tal testing to ensure viable bio-retention sites.
REASONS FOR CHANGE:
1. Reimbursement for engineering costs associated revising Phase 1 BMP Engineering
Drawings, Bid Documents, and Bidding Activities for Phase 1 Re-bid (August 2012) and
Phase 1 Re-bid #2 as directed by the city staff.
a. When initially bid, the rain garden costs arrived at approximately $50 per square
foot.The project budget estimated $25 per square foot. To reduce costs the pro-
ject engineer revised the design of each garden, simplifying the under drain and
reducing the required excavation. The project was then re-bid. Bids arrived at ap-
proximately $37 per square foot. However the low bidder failed to comply with
the requirements set forth in the Responsible Bidder ordinance. City staff then
attempted to re-design the rain gardens again to avoid implicating the Responsi-
ble Bidders Ordinance. However partially through this second re-design it was de-
termined that avoiding Responsible Bidder requirements would not be possible
for Phase I. The funds to account for these re-design services make up this item's
cost.
2. Reimbursement for CCDD Soil Testing for Phase 1 BMP Sites (SEECO Environmental Ser-
vices, Inc.)
a. During the phase I pre-bid meeting, the responding contractors indicated that if
the city/engineer could not provide a LPC-663 form certifying the soil in the
parkways as "clean", they would add approximately $1000 per site to cover the
cost of soil sampling and lab testing. To avoid the additional cost of the contrac-
tor incorporating the testing and upcharges into their bids, the project team de-
cided to contract with a third party to test all Phase I sites for $2,770. This ap-
proach is a cost saving measure that was not anticipated in the original project
budget. This approach also limits the city's liability as the city itself is not certify-
ing this soil as "clean" but rather, the third party contractor.
3. Permeable Interlocking Paver Alley Design Plans
The funded project will create two permeable paver alleyways. The project engi-
neer identified the first candidate permeable paver alleyway site adjacent to St.
Laurence School due to its physical characteristics. However as design progressed
it became apparent that the alleyway would be too expensive to construct due to
the discovery of the school's deep basement with no apparent footing drain. De-
signing the alleyway to ensure no seepage into the school's gym was found to be
too costly to construct under the IGIG program. Therefore the project engineer
will need to design another alleyway. The funds identified in this item will allow
the project engineer to do so.
Despite this setback the city now has a "shovel ready" plan for the St. Laurence
School permeable paver alleyway.
4. Alley Soil Borings
a. Initial alley soil borings at St. Laurence School could not be used due to discovery
of a deep basement with no apparent footing drain after soil borings were taken.
This item allows for the soil-boring test for the next candidate alleyway.
5. Reallocation of construction-phase funding to Soils Subcontractor to provide Clean Con-
struction and Demolition Debris/LPC663 Soils Certification for remaining 10 Structural
BMP sites, 17 Rain Garden sites, and two alley sites (33 total samples)
a. As noted in item 2 above, the project team has learned that cost savings can be
realized by providing soil testing using a sub-contractor rather than having con-
struction firms include these soil tests into their bid. This item re-allocates fund-
ing originally budgeted for construction to allow for the engineer to retain a firm
to complete soil testing for each remaining site.
6. Additional budget for infiltration testing at 10 Structural BMP sites, 1 PICP Alley (Alley
#2), and remaining 17 rain garden sites.
a. This item allows for infiltration testing to be completed at each remaining site. A
maximum of 30 tests will be completed at $600 per site. However fewer tests
may be done as only those sites without an under drain will need to be tested.
The circumstances necessitating 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; and the change
order is in the best interests of the City.
SUMMARY OF CHANGES IN CONTRACT AMOUNT: Items 1,2,3,4 and 6 are changes to cost only. Item 5
expands the scope of the original contract to allow the project engineer to retain a firm to complete
soil contaminant testing.
ORIGINAL CONTRACT AMOUNT: $131,150
CHANGE ORDER No. 1
1. Reimbursement for engineering costs associated revising Phase 1
BMP Engineering Drawings, Bid Documents, and Bidding Activities
for Phase 1 Re-bid (August 2012) and Phase 1 Re-bid #2 as directed $7,673.53
by the CLIENT.
2. Reimbursement for CCDD Soil Testing for Phase 1 BMP Sites (SEECO
Environmental Services, Inc.) $2,770.00
3. Permeable Interlocking Paver Alley Design Plans $7,013.43
4. Alley Soil Borings $2,888.00
5. Reallocation of construction-phase funding to Soils Subcontractor to
provide Clean Construction and Demolition Debris/LPC663 Soils Cer-
tification for remaining 10 Structural BMP sites, 17 Rain Garden $12,455.00
sites, and two alley sites (33 total samples)
6. Additional budget for infiltration testing at 10 Structural BMP sites, 1
PICP Alley (Alley#2), and remaining 17 rain garden sites. $18,000.00
TOTAL FOR CHANGE ORDER NO.1 : ADD $50,799.96
TOTAL OF PREVIOUS CHANGE ORDERS: ADD $ 0
TOTAL REVISED CONTRACT AMOUNT: $ 181,950
The original amount of the contract with Trotter and Associates Inc. is$131,150. Change Order No. 1
totaling$50,800 will increase the original contract amount by a total of$50,800,that sum representing
thirty-nine percent (39%) of the original contract amount. The new contract amount, inclusive of all
change orders is$181,950.
OTHER CONTRACT PROVISIONS:All other contract provisions remain the same.
a � ,
Agreed to this 10day of October , 2012.
Recommended by:
City Manger's Office
By: Aaron Cosentino
Title: Management Analyst
Date: October 10, 2012
— _
Signature: r
Accepted by:
Trotter and Associates, Inc.
By: /,i.,..t A /,lLJ.c/c.i<
Title: ✓�c-c v,.tc:5ac=.u:
Date: /0 - • a)/v2
Signatu e: .._,_D
Approved by:
CITY OF ELGIN
Party of the First Part (Owner)
By: Sean R. Stegall
Title: City Manager
Date: October 24, 2012
Signature: /5'101 '4%
F:\Legal Dept\forms\Change Order Form.doc
1
ELGIN
THE CITY IN THE SUBURBS"
AGENDA ITEM: B
MEETING DATE: October 10, 2012
ITEM:
Addendum to Engineering Services Contract with Trotter and Associates for the Lord Street CSO
Retrofit Project
($50,800)
OBJECTIVE:
Provide funds to complete tasks related to the Illinois Green Infrastructure Grant for Storm-
water Best Management Practices in the Southwest Area Neighborhood.
RECOMMENDATION:
Approve contract addendum with Trotter and Associates for the Lord Street CSO Retrofit Pro-
ject in the amount of$50,800.
BACKGROUND
At its December 15, 2010 meeting, city council authorized an application to the Illinois Green
Infrastructure Grant (IGIG) program administered by the Illinois Environmental Protection
Agency (TEPA). Upon award of the grant, the city entered into a financial assistance agreement
with the IEPA at the Sept. 28 council meeting which formalized the city's commitment to com-
plete the project.
On December 7, 2011, the city council approved an engineering services contract with Trotter
and Associates to design and oversee construction for three types of stormwater best man-
agement practices in the Southwest Area and Near-west neighborhoods.
The funded project, entitled "The Lord Street Basin CSO Green Infrastructure Retrofit Project,"
entails the installation of approximately 24 rain gardens located on public right-of-way and two
permeable paver alleyways. Funding for this project is provided, in part, by the Illinois gover-
nor's office and the IEPA through the IGIG Program. The funded project cost is $751,900 and
divided as follows: $117,900 (city share) and $634,000 (state share).
The first rain garden was constructed and planted in September 2012. A construction bid for
the remaining six phase I rain gardens was awarded at the September 12, 2012 city council
meeting to Copenhaver Construction.
OPERATIONAL ANALYSIS
A contract addendum with project engineer, Trotter and Associates is being recommended to
adjust engineering design services and provide additional funding. The addendum consists of
the following:
1. Revised Phase 1 BMP Engineering Drawings, Bid Documents and Bidding Activities for
Phase 1 Re-bid (August 2012) and Phase 1 Re-bid #2.
When initially bid, the rain garden costs arrived at approximately $50 per square
foot. The project budget estimated $25 per square foot. Cost reduction
measures are being incorporated into the design of each basin and the project is
being re-bid.
2. Reimbursement for CCDD Soil Testing for Phase 1 BMP Sites (SEECO Environmental Ser-
vices, Inc.)
The project team identified a cost saving measure not originally included in the
project budget. During the phase I pre-bid meeting, the responding contractors
indicated that if the city/engineer could not provide a LPC-663 form certifying
the soil in the parkways as "clean," they would add approximately $1,000 per
site to cover the cost of soil sampling and lab testing. Contracting with a third
party avoids these charges.
3. Permeable Interlocking Paver Alley Design Plans
The funded project will create two permeable paver alleyways. The first pro-
posed permeable paver alleyway (St. Laurence School) presented significant
challenges that would be too costly to construct under the IGIG program. The
project engineer will now need to design another alleyway and the funds identi-
fied in this item allow the project engineer to do so.
In the event there is sufficient funding in the future, the city can construct the
permeable paver alleyway adjacent to St. Laurence School because the engineer
has produced a "shovel ready" plan.
4. Alley Soil Borings
This item allows for the soil boring test for the next candidate alleyway.
5. Reallocation of Construction-Phase Funding to Soils Subcontractor to Provide Clean
Construction and Demolition Debris/LPC663 Soils Certification for Remaining Ten Struc-
tural BMP Sites, Seventeen Rain Garden Sites, and Two Alley Sites (33 Total Samples)
As noted in item 2 above, cost savings can be realized by subcontracting soil test-
ing rather than having construction firms include soil tests in their bid. This item
reallocates funding originally budgeted for construction to allow for the engineer
to retain a firm to complete soil testing for each remaining site.
6. Additional Budget for Infiltration Testing at Ten Structural BMP Sites, One PICP Alley (Al-
ley No. 2) and Remaining Seventeen Rain Garden Sites.
This item allows for infiltration testing to be completed at each remaining site. A
maximum of 30 tests will be completed at $600 per site. Fewer tests may be per-
formed as only those sites without an under drain will require testing.
INTERESTED PERSONS CONTACTED
None.
FINANCIAL ANALYSIS
The project was initially budgeted at $751,900 with the city contributing $117,900 and the IEPA
contributing $634,000. However, at the time of application the challenges outlined above were
not factored into the overall cost. The unforeseen site characteristics and project redesign and
rebidding activities resulted in additional engineering and construction expenditures. The re-
vised project cost is estimated to be $869,402 which is $117,502 greater than budgeted. The
city is responsible for subsidizing these additional expenditures. Funding for this overage is
rk available in the Riverboat Fund as a result reducing the budget of other projects.
BUDGET IMPACT
FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT
BUDGETED AVAILABLE
Riverboat 275-0000-791. 92-41 339076 $751,502 $612,176
G.O. Bond Fund 367-4200-795.92-41 339076 $117,900 $0
LEGAL IMPACT
None.
ALTERNATIVES
The council can choose to reject the contract addendum. This would limit the ability to success-
fully complete the project and comply with the terms of the Illinois Green Infrastructure Grant.
NEXT STEPS
Execute the contract addendum.
1
Originators: Aaron Cosentino, Management Analyst
Final Review: Colleen Lavery, Chief Financial Officer
William A. Cogley, Corporation Counsel/Chief Development Officer
Richard G. Kozal, Assistant City Manager/Chief Operating Officer
Sean R. Stegall, City Manager
ATTACHMENTS
A. Change Order with Trotter and Associates for Engineering Services
1
�,{OF�yc
3- Change Order
City of Elgin
ELGIN, ILLINOIS
PROJECT 339076
CHANGE ORDER No. 1
CONTRACT: Lord Street CSO Basin Green Infrastructure Retrofit Project
SCOPE: This change order is needed to allocate additional funds to the project engineer for tasks con-
tained within the original scope of work that once started had to be stopped due to unforeseen complica-
tions and higher than anticipated construction costs. Additional funds are needed for environmental test-
ing to ensure viable bio-retention sites.
REASONS FOR CHANGE:
1. Reimbursement for engineering costs associated revising Phase 1 BMP Engi-
neering Drawings, Bid Documents, and Bidding Activities for Phase 1 Re-bid
(August 2012) and Phase 1 Re-bid #2 as directed by the city staff.
a. When initially bid, the rain garden costs arrived at approximately $50 per
square foot. The project budget estimated $25 per square foot. To reduce
costs the project engineer revised the design of each garden, simplifying
the under drain and reducing the required excavation. The project was
then re-bid. Bids arrived at approximately $37 per square foot. However
the low bidder failed to comply with the requirements set forth in the Re-
sponsible Bidder ordinance. City staff then attempted to re-design the rain
gardens again to avoid implicating the Responsible Bidders Ordinance.
However partially through this second re-design it was determined that
avoiding Responsible Bidder requirements would not be possible for
Phase I. The funds to account for these re-design services make up this
item's cost.
2. Reimbursement for CCDD Soil Testing for Phase 1 BMP Sites (SEECO Envi-
ronmental Services, Inc.)
a. During the phase I pre-bid meeting, the responding contractors indicated
that if the city/engineer could not provide a LPC-663 form certifying the soil
in the parkways as "clean", they would add approximately $1000 per site to
cover the cost of soil sampling and lab testing. To avoid the additional cost
of the contractor incorporating the testing and upcharges into their bids,
the project team decided to contract with a third party to test all Phase I
sites for $2,770. This approach is a cost saving measure that was not an-
ticipated in the original project budget. This approach also limits the city's
liability as the city itself is not certifying this soil as "clean" but rather, the
third party contractor.
3. Permeable Interlocking Paver Alley Design Plans
The funded project will create two permeable paver alleyways. The project
engineer identified the first candidate permeable paver alleyway site adja-
cent to St. Laurence School due to its physical characteristics. However as
design progressed it became apparent that the alleyway would be too ex-
pensive to construct due to the discovery of the school's deep basement
with no apparent footing drain. Designing the alleyway to ensure no seep-
age into the school's gym was found to be too costly to construct under the
IGIG program. Therefore the project engineer will need to design another
alleyway. The funds identified in this item will allow the project engineer to
do so.
Despite this setback the city now has a "shovel ready" plan for the St. Lau-
rence School permeable paver alleyway.
4. Alley Soil Borings
a. Initial alley soil borings at St. Laurence School could not be used due to
discovery of a deep basement with no apparent footing drain after soil bor-
ings were taken. This item allows for the soil-boring test for the next candi-
date alleyway.
5. Reallocation of construction-phase funding to Soils Subcontractor to provide
Clean Construction and Demolition Debris/LPC663 Soils Certification for remain-
ing 10 Structural BMP sites, 17 Rain Garden sites, and two alley sites (33 total
samples)
a. As noted in item 2 above, the project team has learned that cost savings
can be realized by providing soil testing using a sub-contractor rather than
having construction firms include these soil tests into their bid. This item
re-allocates funding originally budgeted for construction to allow for the
engineer to retain a firm to complete soil testing for each remaining site.
6. Additional budget for infiltration testing at 10 Structural BMP sites, 1 PICP Alley
(Alley #2), and remaining 17 rain garden sites.
a. This item allows for infiltration testing to be completed at each remaining
site. A maximum of 30 tests will be completed at $600 per site. However
fewer tests may be done as only those sites without an under drain will
need to be tested.
SUMMARY OF CHANGES IN CONTRACT AMOUNT: Items 1,2,3,4 and 6 are changes to cost
only. Item 5 expands the scope of the original contract to allow the project engineer to retain a firm to
complete soil contaminant testing.
ORIGINAL CONTRACT AMOUNT: $131,150
CHANGE ORDER No. 1
1. Reimbursement for engineering costs associated revising
Phase 1 BMP Engineering Drawings, Bid Documents, and
Bidding Activities for Phase 1 Re-bid (August 2012) and Phase $7,673.53
1 Re-bid #2 as directed by the CLIENT.
2. Reimbursement for CCDD Soil Testing for Phase 1 BMP Sites
$2,770.00
(SEECO Environmental Services, Inc.)
3. Permeable Interlocking Paver Alley Design Plans $7,013.43
4. Alley Soil Borings $2,888.00
5. Reallocation of construction-phase funding to Soils Subcon-
tractor to provide Clean Construction and Demolition De-
bris/LPC663 Soils Certification for remaining 10 Structural $12,455.00
BMP sites, 17 Rain Garden sites, and two alley sites (33 total
samples)
6. Additional budget for infiltration testing at 10 Structural BMP
sites, 1 PICP Alley (Alley #2), and remaining 17 rain garden $18,000.00
sites.
rk TOTAL FOR CHANGE ORDER NO.1 : ADD $50,799.96
TOTAL OF PREVIOUS CHANGE ORDERS: ADD $ 0
TOTAL REVISED CONTRACT AMOUNT: $ 181,950
The original amount of the contract with Trotter and Associates Inc. is $131,150. Change Order No. 1
totaling$50,800 will increase the original contract amount by a total of$50,800, that sum representing
thirty-nine percent(39%) of the original contract amount. The new contract amount, inclusive of all
change orders is $181,950.
OTHER CONTRACT PROVISIONS: All other contract provisions remain the same. [If contract pro-
visions are amended as part of change order, delete previous sentence and provide description of chang-
es to other contract provisions.]
CHANGE ORDER No. 1, October 10, 2012
Agreed to this day of , 2012.
Recommended by:
City Manger's Office
By: Aaron Cosentino
Title: Management Analyst
Date: October 10, 2012
Signature:
Accepted by:
[INSERT NAME OF CONTRACTOR]
Party of the Second Part(Contractor)
By:
Title:
Date:
Signature:
411)
Approved by:
CITY OF ELGIN
Party of the First Part(Owner)
By: Sean R. Stegall
Title: City Manager
Date:
Signature:
F:\Legal Dept\forms\Change Order Form.doc
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