CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 to Contract 20-336, Phase III - Downtown Washington Street Bridge Improvements, to Civiltech Engineering for an amount not to exceed $331,759 and a total award of $1,285,491 (Item 1 of 2)
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: Jennifer Louden, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
On September 6, 2022, the Naperville City Council awarded RFQ 20-336, Downtown Washington Street Bridge Improvements - Phase III Consultant Services, to Civiltech Engineering. Civiltech has provided full-time field inspection, project documentation, quality assurance material testing, layout verification, document review, Change Order processing and pay estimate preparation. In short, they have worked on behalf of the City to ensure that the project is constructed in accordance with all plans and specifications and that the contractor is paid appropriately. As a federally funded project, Civiltech’s work conforms with the requirements of the Illinois Department of Transportation (IDOT) who is the agency responsible for administering federal funds.
The initial value of the Consultant Services Agreement (CSA) was based on certain assumptions consistent with similar projects. It was assumed that the contractor would maintain steady progress on the project, that they would pause construction during the coldest winter months, and that they would complete all work in the time allotted by the contract.
However, from the start, the contractor failed to provide production levels adequate to stay on schedule. As such, they worked through the winters and extended the project from the original completion date of October 31, 2024 to July 2025 (estimated).
As a result, Civiltech has incurred substantial additional costs staffing this project.
DISCUSSION:
Change Order #1 is requested to compensate Civiltech Engineering for additional construction engineering services required to address delays and inefficiencies of the contractor. These additional services were beyond the control of Civiltech and not foreseeable at the time the CSA was executed.
This Change Order was submitted to IDOT in September 2024 to request additional federal funds through the Local Bridge Formula Program. The request was recently approved and 80% of the cost of this Change Order will be paid for using federal funds.
Contract Award
|
Original Contract Value |
$ 953,732 |
|
Prior Cumulative Approved Change Orders |
$ 0 |
|
Subtotal |
$ 953,732 |
|
(+/-) This Change Order |
$ 331,759 |
|
Total Contract Value |
$ 1,285,491 |
FISCAL IMPACT:
CIP #: BR031 - Downtown Washington Street Bridge
The requested award will be charged to the account number listed below. The amount of the requested change order is $331,759, which is an unbudgeted expense; however, federal grant funds will reimburse the City for 80% of the award amount. The remaining 20% is to be paid using Rebuild Illinois Funds. City Council has previously appropriated Rebuild Illinois Funds to be used for this project.
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Account Number |
Fund Description |
Total Budget Amount |
|
30282500-551503 |
Motor Fuel Tax Fund |
$7,000,000 |