===== PDF PAGE 6 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: -~-'-~ _,13__~__ Change Order No.1 & Final - 2020 Emerald Ash Borer Insecticidal Treatment Program COMMITTEE AGENDA DATE: December 3, 2020 COUNCIL AGENDA DATE: December 7, 2020 ~~ STAFF REVIEW: Robert E. Flatter, P.E., Director of Public Works SIGNATU ~ APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATUz----------- ITEM SUMMARY: On Friday, August 28, 2020, the City Administrator executed a Contract with Emerald Tree Care, LLC of Roselle, Illinois, to provide Basil System Soil injections as part of the on-going Citywide Emerald Ash Borer (EAB) Insecticidal Treatment Program. Treatment consists of Basil System Soil injections with an insecticide known as lmidacloprid and balanced with fertilizers, micronutrients, and organic bio-stimulants to support plant functions, promote root growth, improve overall plant health, and to manage the spread and negative impact of the EAB for Ash trees in various parkway and other City owned property locations. The Fiscal Year 2020 contract was executed for an amount not to exceed $19,950.00, which was based on treatment for an estimated 15,960 diameter inches at a treatment cost of $1.25 per inch diameter. However, the final cost of services is to be based on actual field measurements taken at the time of treatment. The actual treated Ash tree total for Fiscal Year 2020 was 1,242 trees with a measured overall total of 17, 778 diameter inches (1,818 diameter inch increase over the estimated amount), resulting in an overall contract amount of $22,222.50 for services rendered. The additional cost of $2,272.50 for the 2020 Emerald Ash Borer Insecticidal Treatment Program results in a final contract value that exceeds the spending authority of the City Administrator. Therefore, staff recommends approval of Change Order No. 1 and Final, in the amount of $2,272.50, to the Contract with Emerald Tree Care, LLC of Roselle, Illinois, for 2020 Emerald Ash Borer Insecticidal Treatment Program, resulting in an overall contract total of $22,222.50. ACTIONS PROPOSED: Approve Change Order No. 1 and Final, in the amount of $2,272.50, to the Contract with Emerald Tree Care, LLC of Roselle, Illinois, for 2020 Emerald Ash Borer Insecticidal Treatment Program, resulting in an overall contract total of $22,222.50. COMMITTEE RECOMMENDATION: ===== PDF PAGE 7 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO PUBLIC WORKS REQUEST FOR AUTHORIZATION FOR CHANGE ORDERS TO: Michael Guttman City Administrator Project: 2020 Emerald Ash Borer Insecticidal Treatment Program Authorization No. 1 and Final Date: 10/31/2020 Contractor: Emerald Tree Care, LLC Dear Sir: I recommend that a change be made as follows to the above contract: An (addition, extension, deduction) will be made from Station to Station, ___ _ a net length of miles. This change revises the total length to miles. The estimated quantities are shown below. The first addition of an item not in the original contract under the fund type is indicated by asterisk (*). ITEM NO. * ITEM DESCRIPTION AND UNIT QUANTITY UNIT UNIT PRICE TOTAL ADDITION/REDUCTION 1 Additional inch diameter treated as measured in the field 1,818 Each $1 .25 $2,272.50 Totals: $2,272.50 Amount of Original Contract: $19,950.00 Previous Change Orders: Net Change to Date: $2,272.50 % of Original Contract Price: 11 .39% State fully the nature and reason for the change: Field mcasurcmem nt the time of treatmem exceeded the estimated quantity for tbe original contract amount. When the net increase or decrease to the contract exceeds $10,000 or the time of completion is increased or decreased by 30 days or more, one of the following statements shall be checked. D The undersigned determine that the circumstances that necessitate this change were not reasonably foreseeable at the time of the original contract. D The undersigned determine that the circumstances that necessitate this change were not within the contemplation of the contract as signed. D The undersigned determine that this change is in the best interest of the local agency and is authorized by law. Date: December 7, 2020 Date: December 7, 2020 Approved: Attest: Mayor Ruben Pineda City Clerk Nancy M. Smith