CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #3 to Contract 20-052, Springbrook Water Reclamation Center Facilities Plan Phase II, to Donohue and Associates for an amount not to exceed $115,975 and a total award of $1,081,605
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DEPARTMENT: Water Utilities
SUBMITTED BY: Darrell Blenniss, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
On June 16, 2020, City Council awarded Contract 20-052 to Donohue and Associates, Inc. for an amount not to exceed $255,950 to complete an existing facility asset evaluation, conduct a disinfection alternatives analysis and develop a Facilities Plan for the Springbrook Water Reclamation Center (SWRC). The original contract award allowed the option to use the vendor’s services for future phases, including engineering design of disinfection improvements identified during the disinfection alternatives analysis.
On May 18, 2021, City Council awarded Contract 20-052, Springbrook Water Reclamation Center Facilities Plan Phase II, to Donohue and Associates, Inc. for an amount not to exceed $681,720. This work included the following engineering services:
1. Pre-selection of equipment;
2. Preliminary engineering;
3. Final engineering, preparation of final plans and specifications;
4. IEPA and City-required permitting;
5. Construction services including shop drawing review, responding to RFI’s, field visits and preparation of record drawings.
On July 19, 2022, City Council approved Change Order #1 for an amount not to exceed $73,910 and a total award of $755,630 for additional engineering services that would be beneficial to the quality of the project, including wetland delineation and coordination with the United States Army Corp of Engineers (USACE), addition of an electrical building to protect the City’s investment, addition of a strainer to protect equipment downstream of the non-potable water system, and value engineering to optimize the cost of the project. These additional engineering services also included evaluation of the SWRC aerobic digestion facilities to identify the impact of converting existing digesters to anaerobic digestion and preparing a technical memorandum and budgetary-level cost estimate.
On December 6, 2022, the City Council approved Change Order #2 for an amount not to exceed $210,000 and a total award of $965,630 for construction engineering services that included construction management, daily site inspections, project documentation and the coordination necessary to ensure a successful completion of the project.
DISCUSSION:
On July 18, 2023, City Council approved Change Order #1 to Contract 22-039, Springbrook Water Reclamation Center UV Disinfection Improvements, to Williams Brothers Construction for an additional 366 calendar days. This time extension was requested due to delays in equipment delivery beyond the control of Williams Brothers Construction.
Due to this time extension for construction, it is anticipated Water Utilities will incur additional consultant engineering fees related to Donohue and Associates’ role as the construction manager. For these reasons, staff recommends approval of Change Order #3 to Contract 20-052, Springbrook Water Reclamation Center Facilities Plan Phase II, to Donohue and Associates for an amount not to exceed $115,975 and a total award of $1,081,605.
FISCAL IMPACT:
CIP #: WW044
Costs related to the upgrade of the SWRC is expensed to the account number listed below. The budget included $450,000 in 2023 for this project of which $246,083 has been expended. In addition, $750,000 is approved as part of the 2024 budget related to this overall project cost. It is anticipated that the requested change order can be accommodated within the scope of the Water Utilities Capital program. Staff will monitor expenditures to ensure compliance within budgetary guidelines.
|
Account Number |
Fund Description |
Total Budget Amount |
|
41252000-551502 |
Water Capital Fund |
$39,813,900 |