TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 6, 2014
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue a purchase order and enter into an agreement with V3 Companies of Illinois, Ltd., for professional engineering services for Contract 14-263-3F Flood Control Project for the Melvina Ditch Watershed in an amount not to exceed $1,037,405.00, Accounts 501-50000-601410, 401-50000-601420, and 601440, Requisition 1387576
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with V3 Companies of Illinois, Ltd., (V3) for professional engineering services for Contract 14-263-3F Flood Control Project for the Melvina Ditch Watershed in an amount not to exceed $1,037,405.00.
On October 16, 2014, the Board of Commissioners granted its authority to initiate preliminary engineering for improvements at the Melvina Ditch Reservoir, and to perform a detailed analysis of system-wide alternatives within the Melvina Ditch watershed to mitigate flooding through the District's Phase II Stormwater Management Program. Accordingly, the Engineering Department has developed a scope of work for the captioned project that includes the following tasks:
Task 1: Preliminary engineering to identify improvements to the Melvina Ditch Reservoir. Under this task, the feasibility of various expansion alternatives will be analyzed to determine the most cost-effective approach.
Task 2: Preparation of plans, specifications and contract documents for the selected alternative based on the results of the analysis performed in Task 1. This task will also include right-of-way and land acquisition assistance, as well as post-award engineering services during construction of the selected alternative.
Task 3: A detailed analysis of system-wide alternatives within the Melvina Ditch watershed to mitigate flooding. Under this task, an evaluation of the entire watershed will be performed, and preliminary engineering plans will be developed for use in defining a detailed scope of work for additional improvements within the Melvina Ditch watershed, should they prove feasible.
The time allowed for services to be performed under this agreement is 562 days from the date of the notice to proceed. There are no provisions in the agreement for extension of time except for such reasonable period as may be agreed upon between parties.
Deliverables to be provided under this agreement include:
• Preliminary Plans and Specifications
• Final Plans and Specifications
• Opinions of Probable Construction Cost based on Preliminary/Final Plans and Specifications
• Construction Contract Administration Assistance
• Review of Contractor Submittals, Requests for Information, etc.
Subsequent to review of the preliminary plans for system-wide improvements in the Melvina Ditch watershed to be performed under Task 3 described above, the Engineering Department will make a recommendation as to the feasibility of the recommended additional watershed improvements. If determined feasible to proceed, the Engineering Department intends to recommend V3 be retained for final design services for additional improvements within the Melvina Ditch watershed under a separate purchase order, subject to the Board of Commissioners' approval.
The Engineering Department conducted a consolidated consultant selection process to assess prospective consulting engineering firms for design of Stormwater Management Phase II projects. The following firms participated in the process:
1. American Survey and Engineering, P.C.
2. ARCADIS U.S., Inc.
3. Burns & McDonnell Engineering Co., Inc.
4. Cardno ENTRIX
5. Ciorba Group, Inc.
6. Chastain & Associates LLC
7. David Mason & Associates of Illinois, Ltd.
8. Donohue & Associates
9. Engineering Resource Associates, Inc.
10. Environmental Design International, Inc.
11. FluidClarity, Ltd.
12. Geosyntec Consultants, Inc.
13. Globetrotters Engineering Corporation
14. HR Green, Inc.
15. Infrastructure Engineering, Inc.
16. Robinson Engineering Ltd.
17. V3 Companies of Illinois, Ltd.
While the qualifications of all of the above firms in the design of Stormwater Management Phase II projects were evaluated, the knowledge and experience exhibited by V3 Companies of Illinois, Ltd., was determined to be most suitable for this project. V3 has submitted a proposal in the amount of $1,037,405.00 for professional services for a Flood Control Project for the Melvina Ditch Watershed. The Engineering Department has reviewed the proposal and found it to be acceptable.
It is estimated that over 52 persons will be working on the contract at various times with an anticipated total of 7,852 man-hours. The average payroll rate will be approximately $46.07.
V3 shall be paid an hourly rate based on the direct labor rate in effect for the year the work is performed, times an overall multiplier of 2.858, plus reimbursable direct costs, up to a total amount not to exceed $1,037,404.08.
Item Fee
1. Prime Consultant Fee
A. Direct Labor $ 246,717.74
B. Overhead and Profit 458,401.56
C. Total Labor Fee $ 705,119.30
2. Reimbursable Direct Costs $ 3,388.78
3. PCE Sub-Consultants
A. MBE/SBE Firms $ 225,383.46
B. WBE/SBE Firms 103,513.46
C. Total PCE Sub-Consultants $ 328,896.92
Total Fee (Not to Exceed) $ 1,037,405.00
The firms Earth Solutions, Inc., FluidClarity Ltd., Interra, Inc., Sanchez & Associates, P.C., HI-TEK Environmental, Inc. (also known as STAT Analysis Corporation), and Urban GIS, Inc., are Minority-Owned Business Enterprises/Small Business Enterprises (MBE/SBE). The firms Ardmore Associates, LLC and Hazelette, Incorporated are Women-Owned Business Enterprises/Small Business Enterprises (WBE/SBE). All MBE/SBE and WBE/SBE firms will actively participate in providing services for the core elements required by the agreement.
The Diversity Section has reviewed the agreement and has concluded that the MBE/SBE and WBE/SBE firms are in accordance with the District's Affirmative Action Policy. The agreement shall be subject to the approval of the Law Department as to form and legality.
Inasmuch as the firm of V3 Companies of Illinois, Ltd., possesses a high degree of professional skill, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement without advertising, per Section 11.4 of the Purchasing Act, in an amount not to exceed $1,037,405.00.
Funds are available in Accounts 401-50000-601420, 401-50000-601440 and 501-50000-601410. The estimated expenditure for 2015 is $736,580.18, and 2016 is $61,323.42. Funds for the 2015 and 2016 expenditures are contingent on the Board of Commissioners' approval of the District's budget for those years.
Requested, Catherine A. O'Connor, Director of Engineering, WSS:JPM
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for November 6, 2014