On August 24, 2021, Village Board approved participation in the National Cooperative Purchasing Alliance (NCPA) and awarded the Jack Siegel Memorial Plaza Project to F.H. Paschen in the amount of $647,137.44.  As a part of the recommendation for award, staff provided a memorandum to the Committee of the Whole that outlined the anticipated plans and a variety of design options.

One of the design options presented was for the shade structure on the north side of the Plaza.  Of the five options, the Committee instructed staff to move forward with the pergola structure on both sides of the stairwell.  At that time, the anticipated cost for this type of structure was estimated at $215,625, which would have resulted in a change order in the amount of the $166,996.39. Since then, several design decisions were intentionally made in efforts to reduce the overall cost of these pergolas, as staff also became aware of other needed changes as a result of the final design of the Plaza that occurred after award to F.H. Paschen.  Staff worked with Cordogan Clark & Associates (CCA) to finalize design and F.H. Paschen submitted a change order request in the amount of $77,100 for the pergolas. 

One major change resulting in a change order is to the pole lighting around the Plaza.  As outlined in the memorandum, F.H. Paschen’s proposal for work included the installation of four double head fixtures with corresponding light poles, as well as a variety of ancillary improvements such as new receptacles and circuit modifications.  

After discussions with the Committee, staff proposed to move forward with the “Knight Pedestrian” light fixtures to match the existing light at the memorial bench on the south end of the Plaza.   CCA moved forward with photometrics to understand the needed quantity and layout for the requested fixture.  Due to the lower level of light that the specific fixture emits, CCA recommended installing 17 fixtures throughout the plaza and ramp, with a corresponding change order of roughly $121,000.  Due to this high amount, staff asked CCA to propose a fixture that would provide better light coverage and reduce the quantity of fixtures needed; therefore, reducing the overall change order amount.  

CCA simulated the revised proposed fixture, the “Ouro”, in a photometric and it proved to provide even better lighting levels with only eight fixtures needed, compared to the 17 needed with the “Knight” fixture. The corresponding change order for the eight “Ouro” fixtures is $53,435.  In efforts to move forward with the project and start the underground work, staff gave authorization to the contractor to move forward with this electrical work and purchase the eight "Ouro" fixtures. Included in this change order are six new fixtures to light the plaza, one new fixture to light the ramp and stairs to adequate levels, and one fixture to replace the existing "Knight" fixture by the memorial bench, in efforts to provide a consistent look to the entire plaza. 

Staff is recommending to move forward with the proposed change orders for the pergola and light fixtures, for a total change order amount of $130,535.  This is $36,431.34 less than the previously anticipated change order for just the two pergolas.  A midyear amendment will be submitted to accommodate this change order.