BACKGROUND

The approved Capital Projects Budget includes $1,000,000 for the fiscal year ending December 31, 2016 for water main replacement throughout the Village.  This project is part of our ongoing program to replace our water mains for continued uninterrupted use.

On April 4, 2016, the Village Board awarded a contract to Performance Construction of Yorkville, Illinois for $868,880 for 4,300 feet of water main replacement located on Pinetree Drive, from Palatine Road to Valley Lane, and on Valley Lane, west of Pinetree Drive to Arlington Heights Road and Circle Hill Drive.

The project began on Pinetree Drive in June.  At that time, it was determined that the water main on Pinetree Drive would be best placed within the roadway east of the west curb due to utility conflicts.  At the time of installation, it was estimated that the extra cost for the placement of the water main within the roadway would be approximately $75,000.

Once the water main was installed, the area was inspected by Public Works staff and McClure Engineering (Water Main Replacement consultant) and it was determined that the existing roadway did not hold up well. After discussion with the Village Engineering Staff, it was determined that the road restoration quantities should be increased to allow for half of the street to be resurfaced, instead of only the width of the trench. 

Construction has now successfully been completed and the following additional items were encountered which require Village Board approval:

• Additional roadway repairs on Pinetree Drive to account for water main installation at a cost of $71,436.80

• Additional pavement patch (7.25" thick) to relocate the main into Valley Lane on the east side of Arlington Heights Road, at a cost of $15,498

• Increased patching within the intersections of Pinetree Drive and Valley Lane, Valley Lane and Circle Hill Drive (east), and Valley Lane and Circle Hill Drive (west) at a cost of $12,958.50

• Additional sidewalk replacement at a cost of $5,537.50

• Additional driveway replacement at a cost of $10,223.50

The total cost for all materials and labor to increase the restoration is $115,654.30.  While this is a significant increase to the original bid award (+13%), it should be noted that the circumstances which resulted in the additional costs could not have been accurately predicted.

This is the only Change Order to this contract.  Although the final construction price of $984,534.30 is under the construction budget, professional design services have been applied to this fund for the Water Main Capital Budget. Funds are available from Automatic Meter Reading System because their replacement has been deferred to 2020, based upon excellent 3rd party battery testing showing our radio units are lasting well past initial estimated life span. Staff therefore recommends a $94,000 transfer to the Water Main Replacement Program to accommodate the overage.

RECOMMENDATION

It is recommended that the Village Board approve Change Order #1 to Performance Construction of Yorkville, Illinois, for the additional road, sidewalk, and driveway restoration on Pinetree Drive and Valley Lane in the amount of $115,654.30 and authorize the transfer of $94,000 from WA-03-02 to WA-90-01, both in Account Number 505-9001-571.50-25.