TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 3, 2015
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 15-RFP-12, Professional Services for the Development of Hydraulic and Process Models for the Calumet Water Reclamation Plant, with Black & Veatch Corporation in an amount not to exceed $285,000.00, Account 201-50000-601170, Requisition 1394680
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Black & Veatch Corporation (Black & Veatch) to provide professional services for the development of hydraulic and process models for the District.
Professional services are required to develop whole plant Hydraulic and Process (H&P) Models for the Calumet Water Reclamation Plant (WRP). The models will be used for capital planning, feasibility studies, and engineering evaluations. The engineering services will include the following tasks:
1. Advise on the development of H&P Models
2. Provide recommendation for modeling software (hydraulic)
3. Collect plant operating and infrastructure data
4. Develop whole plant models including calibration/validation
5. Provide training on software
6. Recommend appropriate model maintenance procedures
On April 15, 2015, Request for Proposal 15-RFP-12 was publically advertised. Three hundred ninety two (392) firms were notified with thirty-one (31) requesting proposal documents. Four (4) acceptable proposals were received on May 15, 2015.
The proposals were reviewed and evaluated by a panel consisting of four members from the Monitoring and Research Department, one member from the Calumet Maintenance and Operations Department, and one member from the Procurement and Materials Management Department. The criteria for these evaluations were outlined in Request for Proposal 15-RFP-12 and included: understanding of the project, approach to the work, cost of services, technical competence, financial stability, personnel effectiveness, compliance with insurance requirements, compliance with affirmative action, and submission of all necessary licenses and permits. Following the preliminary evaluation of proposals, it was determined that all four (4) proposers were acceptable finalists and were interviewed on June 30, 2015. A solicitation was sent to each of the finalists on July 9, 2015, for an unqualified “Best and Final” Offer. The Best and Final Offers were returned to the Director of Procurement and Materials Management on July 15, 2015.
Based on the review of the proposals, the interviews, and the Best and Final Offers, the evaluation team determined that Black & Veatch is the most qualified firm to develop the H&P Models for the Calumet WRP. Black & Veatch’s highest matrix score reflects the firm’s experience developing hydraulic and process models for large wastewater treatment plants, the team members’ extensive modeling expertise and experience, the proposed comprehensive plan for accomplishing the required tasks, the firm’s experience working with the District on other consultant projects, and the firm’s presence in the Chicagoland area for over 25 years.
The agreement for 15-RFP-12 will be in effect from the date of award through December 31, 2016.
The deliverables will include technical memorandums and presentations summarizing the project tasks, fully developed and calibrated whole plant hydraulic and process models, and the required model training sessions for the District staff, as outlined in 15-RFP-12.
The project team will consist of a project director and project engineer, process and hydraulic modeling lead engineers and modelers with several personnel and two sub-consultant firms as additional resources. Completion of the project tasks are estimated at 1,865.
The Diversity Section has reviewed the Proposal and has concluded that Black & Veatch is in accordance with the District’s Affirmative Action Policy.
M.P.R. Engineering Corporation Inc.will fulfill the 20% MBE participation requirement and McBride Engineering Inc. will satisfy the 10% WBE participation goals.
Inasmuch as the firm of Black & Veatch possesses of 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 per Section 11.4 of the Purchasing Act, in an amount not to exceed $285,000.00.
Funds for 2015 expenditure, in the amount of $50,000.00 are available in Account 201-50000-601170. The estimated expenditure for 2016 is $235,000.00 and is contingent on the Board of Commissioners' approval of the District's budget for that year.
Requested, Thomas C. Granato, Director of Monitoring and Research TCG:MPC:KB:mh
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 September 3, 2015