Agenda Item:
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Consideration of a Resolution Approving Change Order No. 5 with W.B. Olson for IT and Security Scope Inclusion Under the Prime Contract with W.B. Olson, Inc. for Construction Management for the Construction of the Glencoe Golf Club Clubhouse Project in an Amount Not-to-Exceed $120,845
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Staff Contact: Monica Sarna, Public Works Director
Purpose and Actions Requested: Staff requests Village Board consideration of a change order with W.B. Olson to include the IT & Security scope under the prime contract for the construction of the Glencoe Golf Clubhouse project for a final not-to-exceed Cost of $120,845.
Budget Impact: Unbudgeted
Budget Fund: 130-500-000-80105
Strategic Priority Addressed: Reliable Infrastructure, Economic Vitality, Community Resilience
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BACKGROUND AND ANALYSIS
On March 20, 2025, the Village Board authorized the Village Manager to execute an amended contract with W.B. Olson (WBO), approving a Guaranteed Maximum Price (GMP) for Construction Management Services related to the Glencoe Golf Clubhouse Project in an amount not to exceed $14,815,533. Funding for the project is included in the Capital Projects Fund in the Calendar Year 2025 Budget and is supported through a combination of the $15 million referendum approved by voters in April 2023, donations from the Friends of the Glencoe Golf Club, and Golf Fund reserves.
Since 2023, staff has worked closely with WBO, who serves as the Construction Manager for the project. WBO has been actively involved throughout the design development and pre-construction phases of the project. At the time the GMP was approved by the Village Board, the construction drawings for the new clubhouse remained under review by permitting agencies. Final permit approval from the Metropolitan Water Reclamation District (MWRD) was issued on August 27, 2025, and final permit approval from Cook County was issued on December 15, 2025.
Change Order Number 5 is presented to the Village Board to include the scope for the IT and Security features of the clubhouse under WBO’s electrical subcontractor’s scope of work. This work was previously identified and scoped as an owner’s item cost, which allowed the Village to design and contract the work directly with a vendor. As the project progressed, coordination on design components such as door locks, data connections, security cameras, and speaker placement needed to be coordinated with the ongoing electrical work. As the Village provided the design to WBO’s subcontractors to coordinate these elements, the subcontractor prepared pricing to include this work in their scope of work, simplifying further coordination.
Change Order Number 5 modifies the proposed project completion date of August 14, 2026 by two additional weeks to accommodate this additional scope of work. The revised completion date is set for August 28, 2026. The Village’s previously agreed to provisions allowing claims for late completion starting at $1,500 per day still apply, and the escalating claims up to $4,500 per day remain the same.
Previously, the Village Board approved Change Order Number 1 to the Guaranteed Maximum Price Amendment Number 2 in March 2025 to address a change in plumbing materials that eliminated the use of PVC. Change Order Number 2 was approved by the Village Board in February 2026 to incorporate drawing revisions included in the IFC drawing set. Change Order Number 3 was approved by the Village Board in March 2026 to revise the project schedule and increase the contingency fund. Change Order Number 4 was approved by the Village Manager for routing conduit to the parking lot for security cameras. With approval of Change Order Number 5, the overall contract amount for construction management services with W.B. Olson would increase to $15,697,981.
RECOMMENDATION
Given that the scope of work was already budgeted as an owner’s item expense and the essence of time to coordinate the completion of construction for the project, staff recommends the Village Board approve Change Order No. 5 with W.B. Olson for the IT and Security scope inclusion for the Construction of the Glencoe Golf Clubhouse Project.
MOTION
Move to approve Change Order No. 5 with W.B. Olson for IT and Security scope inclusion with a revised substantial completion date of August 28, 2026 for the Construction of the Glencoe Golf Clubhouse Project, for a total not-to-exceed cost of $120,845.
ATTACHMENTS
1. Resolution
2. Change Order No. 5