TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 19, 2015
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue a purchase order and enter into an agreement with Cardno, Inc. for professional engineering services for Contract 14-063-5C, Stormwater Master Plan for the Village of Harwood Heights, in an amount not to exceed $689,692.47, Account 501-50000-601410, Requisition 1389234
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Cardno, Inc. (Cardno) for professional engineering services for Contract 14-063-5C, Stormwater Master Plan for the Village of Harwood Heights, in an amount not to exceed $689,692.47. On December 4, 2014, the Board approved an agreement with J. F. New & Associates, Inc., for these services; however, before the consultant agreement could be fully executed, J. F. New & Associates, Inc. completed a merger with Cardno. A separate request has been placed on the agenda for this meeting to rescind the agreement with J. F. New & Associates, Inc.
The goal of this study is to identify solutions to 100-year flooding of structures and basement backups within the Village of Harwood Heights 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, Cardno 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 West Central Municipal Conference.
The services to be performed under this agreement are to be completed by March 29, 2016. 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. Cardno, Inc. (formerly J. F. New & Associates, Inc.)
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 were evaluated, the knowledge and experience exhibited by Cardno was determined to be most suitable for this project. Cardno has submitted a proposal in the amount of $689,692.47 for professional services for Contract 14-063-5C, Stormwater Master Plan for Harwood Heights. 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 5,107 man-hours. The average payroll rate will be approximately $43.54.
Cardno 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 3.102, plus reimbursable direct costs, up to a total amount not to exceed $689,692.47.
Item Fee
1. Prime Consultant Fee
A. Direct Labor $ 47,484.00
B. Overhead and Profit 99,811.37
C. Total Labor Fee $ 147,295.37
2. Reimbursable Direct Costs $ 0.00
3. PCE Sub-Consultants
A. MBE/SBE Firms $ 385,524.02
B. WBE/SBE Firms 94,589.83
C. Total PCE Sub-Consultants $ 480,113.85
4. Non-PCE Sub-Consultants $ 62,283.25
Total Fee (Not to Exceed) $ 689,692.47
The firm M3 Engineering Group is a Women-Owned Business Enterprise (WBE), and a Minority-Owned Business Enterprise (MBE). The firm Metro Strategies, Inc. is a WBE firm. 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 Cardno 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 $689,692.47.
Funds for the 2015 expenditure in the amount of $550,000.00 are available in Account 501-50000-601410. The estimated expenditure for 2016 is $139,692.47. Funds for the 2016 expenditure are contingent on the Board of Commissioners' approval of the District's Budget for 2016.
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 March 19, 2015