TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 21, 2015
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue a purchase order and enter into an agreement with Weaver Consultants Group North Central, LLC, for professional environmental consulting services including environmental site auditing and Phase I environmental site assessment of District-owned land, in an amount not to exceed $300,000.00, Account 101-66000-601170, Requisition 1396557
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Weaver Consultants Group North Central, LLC, for professional environmental consulting services including environmental site auditing and Phase I environmental site assessment of District-owned land.
In January 2009, the District received the Risk Management Assessment and Consulting Services Final Report (the Report) prepared by Marsh USA. The Report discusses the District's key environmental risks as observed by Marsh and provides recommendations for addressing those risks. In light of the recommendations included in the Report, the District initiated an environmental risk management program to perform environmental audits of all District-owned properties (leased, vacant, and corporate use). The goal of the program is to proactively identify potential environmental problems on District property in order to quantify, limit and reduce the District's exposure to this type of liability.
The level of expertise required includes professional engineers, environmental auditors, and environmental risk analysts.
The total cost for these services is $300,000.00. The estimated 2015, 2016, 2017 and 2018 expenditures are $50,000.00, $100,000.00, $100,000.00 and $50,000.00 respectively.
The duration for completion of the consultant work is three calendar years after issuance of the purchase order. There is a provision for an extension of the agreement for up to six months if requested by the District.
The following seven firms were invited to submit qualifications for the above-mentioned work: Carlson Environmental, Inc.; Huff and Huff, Inc.; K-Plus Engineering; Pioneer Environmental; Tetra Tech, Inc.; TRC, and Weaver Consultants Group North Central, LLC. Of these seven firms, only Pioneer Environmental did not submit their qualifications. Three of the six firms' qualifications were identified as exceptional and these three firms were invited to submit proposals: Carlson Environmental, Inc.; Huff and Huff, Inc., and Weaver Consultants Group North Central, LLC. Weaver Consultants Group North Central, LLC, was selected by a panel of District engineers based on their expertise, experience and ability to perform the required work.
Eleven personnel are scheduled to perform work, at the current estimated average consultant payroll rate of $36.80 per hour.
Item Fee (not to exceed)
1. Labor Cost
A. Direct Labor $ 68,000.00
B. Overhead and Profit $127,000.00
C. Sub-Consultants $ 90,000.00
2. Reimbursable Direct Costs $ 15,000.00
Total Fee $300,000.00
The MBE/SBE/WBE firms listed below will actively participate in providing services for the core elements required by the agreement.
Integrated Environmental Services, LLC MBE/SBE 20% $60,000.00
MBE/SBE Total 20% $60,000.00
Hygieneering, Inc. WBE 10% $30,000.00
WBE Total 10% $30,000.00
The Affirmative Action Section has reviewed the Agreement and concluded that Weaver Consultants Group North Central, LLC, is in accordance with the District's Affirmative Action Policy.
Inasmuch as Weaver Consultants Group North Central, LLC 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 $300,000.00.
Funds for 2015, in the amount of $50,000.00, are available in Account 101-66000-601170. The estimated expenditures for 2016, 2017, and 2018 are $100,000.00, $100,000.00 and $50,000.00. Funds for the 2016, 2017, and 2018 are contingent on the Board of Commissioners' approval of the District's budget for those years.
Requested, Manju Prakash Sharma, Director of Maintenance and Operations, AQ:ML
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 May 21, 2015