TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 4, 2014
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue a purchase order and enter into an agreement with Engineering Resource Associates, Inc. for professional engineering services for Contract 14-064-5C, Stormwater Master Plan for Northbrook, in an amount not to exceed $598,717.52, Account 501-50000-601410, Requisition 1389235
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Engineering Resource Associates, Inc. (ERA) for professional engineering services for Contract 14-064-5C, Stormwater Master Plan for Northbrook, in an amount not to exceed $598,717.52
The goal of this study is to identify solutions to 100-year flooding of structures and basement backups within the Village of Northbrook and surrounding unincorporated areas which involve green and gray infrastructure located in publicly and privately owned properties. To achieve this goal, it will be necessary to demonstrate to the general public that no agency alone can solve the flooding woes plaguing our region. Through extensive public outreach and education, ERA and the District will work to educate the public as to the magnitude of the flooding issues faced by our region. The location for this study was recommended by the Northwest Municipal Conference.
The services to be performed under this agreement are to be completed by December 31, 2015. 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 will include:
• Final Report
• Opinion of Probable Cost
The Engineering Department conducted a consolidated consultant selection process to assess prospective consulting engineering firms to develop stormwater master plans. The following firms participated in the process:
1. American Surveying and Engineering, P.C.
2. ARCADIS U.S., Inc.
3. Burns & McDonnell Engineering Co., Inc.
4. J.F. New & Associates, Inc.
5. Ciorba Group, Inc.
6. Chastain & Associates LLC
7. David Mason & Associates of Illinois, Ltd.
8. Donohue & Associates
9. ERA
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 were evaluated, the knowledge and experience exhibited by ERA was determined to be most suitable for this project. ERA has submitted a proposal in the amount of $598,717.52 for professional services for Contract 14-064-5C, Stormwater Master Plan for Northbrook. The Engineering Department has reviewed the proposal and found it to be acceptable.
It is estimated that over 12 persons will be working on the contract at various times with an anticipated total of 4,307 man-hours. The average payroll rate will be approximately $53.60.
ERA 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 2.513, plus reimbursable direct costs, up to a total amount not to exceed $598,717.52.
Item Fee
1. Prime Consultant Fee
A. Direct Labor $ 159,040.00
B. Overhead and Profit 240,627.52
C. Total Labor Fee $ 399,667.52
2. Reimbursable Direct Costs $ 18,550.00
3. PCE Sub-Consultants
A. MBE/SBE Firms $ 120,000.00
B. WBE/SBE Firms 60,500.00
C. Total PCE Sub-Consultants $ 180,500.00
Total Fee (Not to Exceed) $ 598,717.52
The firm Delta Engineering Group, LLC, is a Minority-Owned Business Enterprises (MBE). The firm Nika Engineering, Inc., is a Woman-Owned Business Enterprise (WBE). All MBE/WBE firms will actively participate in providing services for the core elements required by the agreement.
The Diversity Section 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 ERA 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 $598,717.52.
Funds are being requested in 2015 in Account 501-50000-601410, and are contingent on the Board of Commissioners' approval of the District's budget for that year.
Requested, Catherine A. O'Connor, Director of Engineering, WSS:JPM:JJY
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 December 4, 2014