06-46 Resolution No. 06-46
RESOLUTION
APPROVING CHANGE ORDER NO. 1 IN THE CONTRACT WITH
RAMAKER AND ASSOCIATES, INC.
FOR THE AUTOMATED CEMETERY MANAGEMENT SYSTEM
WHEREAS, the City of Elgin has heretofore entered into a contract with Ramaker and
Associates, Inc. for the automated cemetery management system; 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, 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: March 8, 2006
Adopted: March 8, 2006
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Dolonna Mecum
Dolonna Mecum, City Clerk
ELGIN,ILLINOIS
PROJECT 039528
CHANGE ORDER No. 1 and Final
CONTRACT: Automated Cemetery Information Management System dated August 18,2005.
SCOPE: This Change Order No. 1 will provide items necessary to add additional information to
the internment records for the cemetery.The original contract only specified the date of
internment for the records. The change order will add the date of death to the records that is
currently on the handwritten records. The other portion of this change order is for the additional
data migration due to the difficulty in mapping grave spaces because of inconsistencies in the
grave numbering system.
This change order affects a contract entered into between the City of Elgin and Ramaker&
Associates, Sauk City, Wisconsin,dated August 18,2005 for the automated cemetery
information management system.
REASONS FOR CHANGE: This Change Order No. 1 is in the best interests of the City and is
authorized by law. The necessity for the changes was unforeseen at the time of the original
agreement, and the changes contemplated hereby are germane to the original agreement.
SUMMARY OF CHANGES IN CONTRACT AMOUNT: The original contract will be
amended as to scope and costs as provided hereto:
Increase in cost of data entry for burial cards: cost increase of 14 cents per card due to the
addition of an extra data field in the data entry and due to unforeseen difficulty in matching
owner cards to grave inventory information on the cemetery lot cards.Cost increase of$5,385.
Increase in total number of cards being entered into the new system. In order to insure the
accuracy and completeness of the cemetery system, additional information not previously
considered necessary, is now considered required data. Information from the front and back of
the lot cards will be entered, also all information from the owner cards, perpetual care cards, and
veteran cards will be entered. Finally, information from the burial card, owner card and lot card
will be cross-referenced and checked for accuracy. Data entry will be performed on an
additional 32,103 cards.Cost increase for new data entry$21,699.
The original contract with Ramaker&Associates is$78,025.00. By reason of Change Order No.
1,the contract for the Automated Cemetery Management System Project will be increased in the
amount of twenty seven thousand and eighty four dollars ($27,084), or approximately 34%of the
original contract amount. The new contract amount, inclusive of Change Order No. 1 is one
hundred four thousand, six hundred nine dollars ($105,109).
CHANGE ORDER No.1
February 7,2006
Page 2
OTHER CONTRACT PROVISIONS: All other contract provisions shall remain the same.
Agreed to this day of , 2005.
Recommended:
MIS DEPARTMENT
By: 5W1
Title: WI IS J7;res
Date: Z/1310 0 fc
Accepted:
RAMAIER& ASSOCIATES
Party of the Second Part(Contractor)
By: Igr 1-1712
Title: D%rtzior o1 0S4/17.5'
Date: 2/7/06 •
Approved:
CITY OF ELGIN
Party of the First Part(Owner)
By: � ..,
e.. ' Eolari
Title: atz Ma ag-
Date: Febvruary 22, 2006
tt�
OF Eic
City of Elgin Agenda Item No.
11dl
February 17, 2006 G 'P s ' 4011
I Fir
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TO: Mayor and Members of the City Council ` ,
FINANCIALLY STABLE CITY GOVERNMENT
EFFICIENT SERVICES,
AND OLIAUTY INFRASTRUCTURE
FROM: Olufemi Folarin, City Manager
John Loete, Public Works Direc or
SUBJECT: Change Order No.1 for the Automated Cemetery Management System
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider authorizing Change Order No.1 to the contract with Ramaker and
Associates, Inc. for the Automated Cemetery Management System.
RECOMMENDATION
It is recommended that the City Council authorize the execution of Change Order No.1 in the
,aft. amount of$26,584 to the contract with Ramaker and Associates, Inc. for additional information
entries to complete the conversion of old records and create the mapping for the automated
cemetery map.
BACKGROUND
On July 13, 2005, the City Council awarded a contract to Ramaker and Associates, Inc. to
convert the manual cemetery record keeping to an automated system that would include mapping
the cemetery lots. The total contract award to provide training, imaging and conversion of old
records and creation of an automated cemetery map was for $78,025.00.
The original contract included recording the date of internment to the cemetery, but did not
include recording the date of death, which is not the same date in many cases. Change Order #1
increases the cost of data entry of burial cards by 14 cents per card due to the addition of the
extra data field and due to unforeseen difficulty in matching owner cards to grave inventory
information on the cemetery lot cards. The total cost associated with this increase is $5,385.
In addition, Change Order #1 increases the total number of cards being entered into the new
system. In order to insure the accuracy and completeness of the cemetery system, additional
information not previously considered necessary is now considered required data. Information
from both the front and back of the lot owner cards will be entered as well as all information
from the owner cards,perpetual care cards, and veteran cards. Finally, information from the
I
P
CO #1,Automated Cemetery Management System
'"°"b' February 17, 2006
Page 2
burial card, owner card, and lot card will be cross referenced and checked for accuracy. Data
entry will be performed on an additional 32,103 cards. Cost increase for new data entry is
$21,699.
The total funding increase requested is as follows:
•
* Additional data fields $ 5,385
* Additional number of cards $21,699
TOTAL CHANGE ORDER REQUEST $27,084
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
V. FINANCIAL IMPACT
The cost of Change Order #1 with Ramaker and Associates is $27,084. There are sufficient
funds to cover this cost in the Riverboat Fund, account number 275-0000-791.92-47,
"Communications Equipment," project number 219511, MIS Strategic Plan Initiatives with
Ow budgeted ($2,029,788) and available ($462,761). This reflects a budget transfer of$28,000 from
the Riverboat contingency account which is necessary to complete this project without
postponing another 2006 MIS initiative.
EGAL IMPACT
None
ALTERNATIVES
1. The Council could choose to approve Change Order No. 1.
2. The Council could choose to not approve Change Order No. 1.
Respectfully submitted for Council consideration.
(do)
Attachment
ELGIN,ILLINOIS
PROJECT 039528
CHANGE ORDER No. 1 and Final
CONTRACT: Automated Cemetery Information Management System dated August 18, 2005.
SCOPE: This Change Order No. 1 will provide items necessary to add additional information to
the internment records for the cemetery.The original contract only specified the date of
internment for the records. The change order will add the date of death to the records that is
currently on the handwritten records. The other portion of this change order is for the additional
data migration due to the difficulty in mapping grave spaces because of inconsistencies in the
grave numbering system.
This change order affects a contract entered into between the City of Elgin and Ramaker&
Associates, Sauk City, Wisconsin, dated August 18, 2005 for the automated cemetery
information management system.
REASONS FOR CHANGE: This Change Order No. 1 is in the best interests of the City and is
authorized by law. The necessity for the changes was unforeseen at the time of the original
agreement,and the changes contemplated hereby are germane to the original agreement.
SUMMARY OF CHANGES IN CONTRACT AMOUNT: The original contract will be
amended as to scope and costs as provided hereto:
Increase in cost of data entry for burial cards: cost increase of 14 cents per card due to the
addition of an extra data field in the data entry and due to unforeseen difficulty in matching
owner cards to grave inventory information on the cemetery lot cards.Cost increase of$5,385.
Increase in total number of cards being entered into the new system. In order to insure the
accuracy and completeness of the cemetery system, additional information not previously
considered necessary, is now considered required data. Information from the front and back of
the lot cards will be entered,also all information from the owner cards,perpetual care cards, and
veteran cards will be entered. Finally, information from the burial card, owner card and lot card
will be cross-referenced and checked for accuracy. Data entry will be performed on an
additional 32,103 cards.Cost increase for new data entry$21,699.
The original contract with Ramaker&Associates is$78,025.00. By reason of Change Order No.
1,the contract for the Automated Cemetery Management System Project will be increased in the
amount of twenty seven thousand and eighty four dollars($27,084),or approximately 34%of the
original contract amount. The new contract amount, inclusive of Change Order No. 1 is one
hundred four thousand, six hundred nine dollars($105,109).
t
•
CHANGE ORDER No.!
4000` February 3,2006
Page 2
OTHER CONTRACT PROVISIONS: All other contract provisions shall remain the same.
Agreed to this day of , 2006.
Recommended:
MIS DEPARTMENT
By:
Title:
Date:
Accepted:
RAMAKER& ASSOCIATES
'iPb Party of the Second Part(Contractor)
By:
Title:
Date:
Approved:
CITY OF ELGIN
Party of the First Part(Owner)
By:
Title:
Date:
f
C.O.W. MEMO APPROVAL/ROUTING SLIP
Title: Change Order No. 1, Automated Cemetery Management System
Date: February 9, 2006
Author: John Loete, Director of Public Works
Department: Public Works
Phone#: 931-6001 FAX#931-5983
)4/Dept Head Approval: ;iZ�,(X....e. —
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before the COW meeting. (See 2003 Council Agenda Schedule located at
%f fl(- 1 flf. "A?1 1 h1!'.li A---IR A (fl11.--.1 .- -1-- if you are unsure of the dates.)
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