CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #2 to Contract 20-336, Downtown Washington Street Bridge Improvements - Phase III Consultant Services, to Civiltech Engineering for an amount not to exceed $247,430 and a total award of $1,532,921
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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 City Council awarded RFQ 20-336, Downtown Washington Street Bridge Improvements - Phase III Consultant Services, to Civiltech Engineering (“Civiltech”).
Civiltech has provided full-time field inspection, project documentation, quality assurance material testing, layout verification, document review, change order processing and pay estimate preparation throughout the project. 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.
Because the contractor failed to provide production levels adequate to stay on schedule, they worked through the winter and extended the project from the original completion date of October 2024 to July 2025. As a result, Civiltech incurred substantial additional costs for staffing this project.
On July 15, 2025, the City Council approved Change Order #1 in the amount of $331,759. These additional costs compensated the consultant for additional services provided through April 2025.
DISCUSSION:
Change Order #2 is requested to compensate Civiltech for additional construction engineering services from April 2025 through the completion of the project, including all documentation and coordination required for project close-out. 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 to request additional federal funds through the Local Bridge Formula Program. Federal funds are generally available to cover 80% of the full construction engineering costs.
On December 8, 2025, IDOT responded, indicating that no additional federal funds are available for this project.
Contract Award
|
Original Contract Value |
$ 953,732 |
|
Prior Cumulative Approved Change Orders |
$ 331,759 |
|
Subtotal |
$ 1,285,491 |
|
(+/-) This Change Order |
$ 247,430 |
|
Total Contract Value |
$ 1,532,921 |
FISCAL IMPACT:
CIP #: BR031 - Downtown Washington Street Bridge
Phase III services for the Washington Street Bridge project are expensed to the Architect and Engineering Services and Infrastructure accounts listed below. A portion of this cost is to be paid using previously approved Rebuild Illinois Funds. This Change Order does exceed the 2025 budget for this project; however, sufficient funds do exist to support this award within the total 2025 capital budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
30282500-551502 |
Motor Fuel Tax Fund |
$7,000,000 |
|
30282200-531301 |
Capital Projects Fund |
$3,642,102 |