Agenda Item
Meeting Date:
5/25/2023 - 5:30 PM  
Report of the Committee on Accountability, Finance, and Personnel  
9. Action on Monthly Facilities Matters: FMS Award of Change Order and Emergency Purchase Recommendation  
Strategic Plan Compatibility Statement:
Goal 3
Effective and Efficient Operations
Admin Policy 3.09 - Purchasing and Bidding Requirements  
1. Recommendation  
File Attachment:
Report of Change Order:

- The Administration is reporting to the Board the following change orders in excess of $50,000.00.

Playfield Improvement Design
Lincoln Playfield
Site Design Group Ltd., 888 South Michigan Avenue, Chicago, IL 60605

Total Amount of Change Order: $178,506.00

Due to the award of the Outdoor Recreation Legacy Partnership Program Grant, funded from the National Park Service and the Land & Water Conservation Fund, design for nature-based recreation amenities are being sought; including landscape architecture; civil engineering; structural engineering; electrical engineering; surveying services; and cost estimating. Scope of work includes Tree Assessment, Riverbank Restoration, Trail Design with Site Furnishings, Non-Motorized Boat Launch and Boat Drop-Off, Nature Trails and Picnic Areas.

The change order will be funded from account code STS OO RFI RC ECNC (Project No. 7096).

Report of Emergency Purchase:

- This emergency purchase is being reported as required by Administrative Policy 3.09 Purchasing and Bidding Requirements.

Emergency purchase of four (4) boilers and accessory packages to replace the existing, original boilers at James Madison High School in the amount of $386,000.

During the design phase for the replacement of the unit-ventilators as part of an ESSER II funded Capital Improvement project at James Madison High School, it was determined that the original boilers should also be replaced. The Integrated Project Delivery (IPD) Contractor had obtained various quotes and determined that the boilers available from Vyray were the best option since they met the design criteria for capacity, design to fit in the existing boiler room and schedule since they are available now for purchase and delivery by May 26, 2023. DFMS will be making the purchase utilizing available Performance Contracting funds, thereby allowing additional Capital project work to be completed under ESSER II. The purchase of the boilers was completed as an emergency due to the need to procure and install them in time to allow for start-up of the boilers before the heating season begins. The IPD Contractor will be responsible for installation of the equipment.

Funds are available from account code FAR 00 ECE DW ECNC (Project No. 8579).
Fiscal Impact Statement:
This item authorizes expenditures for:

Change Order:
Total Change Order Requested = $178,506.00

Emergency Purchase:
Total Emergency Purchase Requested = $386,000.00
Implementation and Assessment Plan:
Upon Board approval, the requested change order and emergency purchase shall be executed.  
Your Committee recommends that the Board approve the requested change order and emergency purchase.  
Recommended By:
Signed By:
Jacqueline M. Mann, Ph.D. - Board Clerk/Chief Officer