Title
Southwest Highway and LaGrange Road Overpass - Final Payment
History
In 2005, the Village requested that IDOT modify their plans to provide for the substitution of steel girders for the bridge instead of the concrete girders that IDOT typically calls out in their plans. The additional cost for this change was estimated at $203,000, which was approved by the Board on September 6, 2005, via an IGA to authorize and fund the change.
On December 18, 2006, following the receipt and awarding of the work by IDOT, the Board authorized $853,374 for the bridge construction (P.O. 41558), which excluded the steel materials cost change, but included required bearings and erection costs. At this point, the Village’s share for the bridge was estimated at $1,056,374.
Following the awarding of the work by IDOT based upon actual bid line item costs, the Village was invoiced twice for their share of the costs: Once for 95% of the actual steel beam costs of $189,515.20 ($180,039.44 - P.O. 36720) and once for 95% of the construction bid cost of $853,374 ($808,043.38 - P.O. 41558). Both invoices were paid upon presentation.
On January 15, 2009, an invoice was received for $9,475.76 which noted “FINAL.” The invoice for the $9,475.76 may have been coded incorrectly as P.O. 36720 was set up only for the $180,039.44 (95% payment) on April 10, 2006, not for the full cost of $189,515.20. When the payment was coded and approved for $9.4k, an open purchase order was used for payment from the construction project (P.O. 41558) in error. The pay request was actually the “FINAL” for the steel addition costs and should have come from P.O. 36720 (but it was closed at the time).
As we now have received the “FINAL” bill for the bridge construction (P.O. 41558), we are obligated to pay the invoice presented at $123,234.75.
With payment of this final “FINAL” invoice, the total cost of the Village’s share of the bridge project is actually $1,120,793.33.
On June 7, 2010, this item was reviewed and approved by the Public Works and Engineering Committee and referred to the Board for approval.
INFORMATION PREVIOUSLY PROVIDED AS PART OF THE JUNE 7, 2010, PUBLIC WORKS AND ENGINEERING COMMITTEE PACKET.
Financial Impact
Funding for the remaining costs of this project will require a budget adjustment in the amount of $123,234.75 with funding via capital improvement funds.
Recommended Action/Motion
I move to approve authorizing a budget adjustment in the amount of $123,234.75;
And
Approve the final payment to the Treasurer, State of Illinois for the Illinois Department of Transportation invoice for the engineering/construction costs of the Southwest Highway and LaGrange Road Overpass in the amount of $123,234.75.