TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 3, 2015
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue a purchase order and enter into agreement with Rubinos & Mesia Engineers, Inc. for professional engineering and architectural services for Contract 09-875-3D Civil, Structural and Architectural Engineering Consulting Services, in an amount not to exceed $3,000,000.00, Account 401-50000-601420, Requisition 1403275
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Rubinos & Mesia Engineers, Inc. (RME) for professional engineering and architectural services for Contract 09-875-3D Civil, Structural and Architectural Engineering Consulting Services.
The purpose of the services is to augment District staff at a time when such services are required for specialized design or inspection, when additional staff is necessary to maintain a critical project schedule, or to help reduce backlog of assignments.
Request for Statement of Qualifications (SOQs) were sent to eight firms, and five of these firms responded to the request. After review of the all SOQs, two firms were short listed and interviewed by the Selection Advisory Committee. The two firms interviewed were RME and Delta Engineers, Inc.
Based on review of the qualification packages and the results of interview, RME was determined to be the most qualified based on its experience and ability to responds to the District’s needs. RME, a Minority-Owned Business Enterprise (MBE) and a Small Business Enterprises (SBE), has worked on District projects as a consultant and a sub-consultant for the last 25 years and has a thorough knowledge of the District procedures and standards.
The total fee for the agreement is $3,000,000.00 and will be distributed over a three-year period on an as-needed basis.
The date of completion of the work is December 31, 2018. There are no provisions in the Agreement for an extension of time, except for a reasonable period that may be agreed upon between parties.
It is estimated that over 5 persons will be working on the contract at various times with an anticipated total of 24,244 man-hours. The average payroll rate will be approximately $45.50.
The components of the total fee are as follows:
ITEM: FEE:
1. Prime Consultant Fee - RME (MBE/SBE)
a. Direct Labor Cost $992,000.00
b. Overhead and Profit $1,686,400.00
c. Total Labor Fee $2,678,400.00
2. Reimbursable Direct Costs $21,600.00
3. Sub-Consultant
a. WBE firms $ 300,000.00
TOTAL FEE (Not to Exceed) $3,000,000.00
The firms Environmental Design International, Inc., O’Brien & Associates, Inc., Flood Testing Laboratories and Bernal-Albano, Inc. are Women-Owned Business Enterprise firms. All WBE firms will actively participate in providing services for the core elements of the work in accordance with their areas of expertise. RME will receive reimbursement on the basis of direct labor costs actually expended with an allowance for recovery of related indirect costs, profit, reimbursable direct costs, and any other relevant costs, as applicable.
The Diversity Section has reviewed the Agreement and has concluded that RME is in accordance with the District’s Affirmative Action Policy.
Inasmuch as the firm of RME and Mr. Farhad Rezai, SE and PE, of that firm possess 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 $3,000,000.00.
Funds are available in Account 401-50000-601420.
Requested, Catherine O’Connor, Director of Engineering, MVL:JKK
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