===== PDF PAGE 5 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: ·s. A _ Purchase of Rock Salt from Compass Minerals America, Inc., Overland Park, Kansas, for the 2020-2021 Winter Season - COMMITTEE AGENDA DATE: May 6, 2021 COUNCIL AGENDA DATE: May 17, 2021Change Order No. 1 and Final STAFF REVIEW: Robert E. Flatter, P.E., Director of Public Works APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE. _________ _ ITEM SUMMARY: On Monday, May 18, 2020, City Council authorized the purchase of up to 3,900 tons of rock salt, at the price of $81.13 per ton delivered, from Compass Minerals America, Inc. of Overland Park, Kansas under the DuPage County Rock Salt Joint Purchasing Program for the 2020-2021 winter season. Typically, during a winter season, staff works diligently to ensure deliveries do not exceed the seasonal quantity approved by City Council. However, deliveries are hauled/received via semi-truck(s) in which loads range from 19 to 26 tons per truck, with an average truck hauling approximately 22 tons. Given the variance in load volumes, on occasion, final quantities delivered have nominally exceeded approved quantities resulting in need for a change order approval (e.g., 2019-2020 winter season deliveries exceeded order quantity by 55.75 tons). For the 2020-2021 winter season, staff wrongfully recorded/tracked delivery quantities and inadvertently ordered rock salt that ultimately exceed the previously approved quantity by 201.75 tons; resulting in actual deliveries received for the 2020-2021 winter season totaling 4, 101. 75 tons. The 201. 75 ton overage results in the need for City Council approval of Change Order No. 1 and Final for $16,367.98. ACTIONS PROPOSED: Approve Change Order No. 1 and Final authorizing the additional purchase of 201.75 tons of rock salt, at the price of $81.13 per ton delivered, from Compass Minerals America, Inc. of Overland Park, Kansas under the DuPage County Rock Salt Joint Purchasing Program for the 2020-2021 winter season; resulting in a total approved purchase quantity of 4, 101. 75 tons. COMMITTEE RECOMMENDATION: ===== PDF PAGE 6 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO PUBLIC WORKS REQUEST FOR AUTHORIZATION FOR CHANGE ORDERS TO: Michael Guttman City Administrator Project: Purchase of Rock Salt for 2020-2021 Winter Season Authorization No. 1 Date: 5/6/2020 Contractor: Compass Minerals America, Inc. 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 urchase of Rock Salt for 2020-2021 winter season 201.75 Tons $81 .13 $16,367.98 Totals $16,367.98 Amount of Original Contract: $316,407.00 Previous Change Orders: Net Change to Date: $16,367.98 % of Original Contract Price: 5.17% State fully the nature and reason for the change: _A_c_tu_a_l ~qu_a_n_ti_ti_es_d_e_li_ve_r_ed_an_d_r_e_ce_iv_e_d_.----------------- 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. [8] The undersigned determine that this change is in the best interest of the local agency and is authorized by law, Date: May 17, 2021 Date: May 17, 2021 Approved: Attest: Mayor Ruben Pineda City Clerk Nancy M. Smith