TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 3, 2015
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue a purchase order and enter into an agreement with Carlson Environmental, Inc., for professional environmental consulting services including Phase II environmental site investigations of MWRDGC-owned land, in an amount not to exceed $600,000.00, Account 101-66000-612430, Requisition 1410233
Body
Dear Sir:
Authorization is requested to issue a purchase order to and enter into an agreement with Carlson Environmental, Inc., for professional environmental consulting services including Phase II environmental site investigations of MWRDGC (District) owned land.
District policy requires that prior to the leasing of vacant District property, and prior to the end of current District leases, proper environmental assessments/investigations must be performed on all affected properties. The continued use of outside consultants (with adequate staff, equipment, and comprehensive experience) to perform these professional environmental services on a task-order basis under separate, long-term contracts will ensure that the needed data will continue to be gathered and evaluated, and summary reports prepared, in a timely manner. These three-year contracts save a great deal of in-house District costs by eliminating the need for District staff to go through a separate professional services procurement process for each District parcel requiring environmental assessment or investigation. The ultimate goals are to expedite the gathering of the required information, help facilitate the Real Estate Section's efforts to market the District's properties for lease, and manage the District's liabilities as they relate to the environmental contamination of the District's leased property by tenants. The aforementioned activities have traditionally been considered to be professional services.
The level of expertise required includes professional engineers, professional geologists, and other environmental professionals.
The total cost for these services is $600,000.00. The estimated 2016, 2017, and 2018 expenditures are $200,000.00, $200,000.00, and $200,000.00, 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 Environmental Corp., and Weaver Consultants Group North Central, LLC. Of these seven firms, only Pioneer Environmental did not submit their qualifications. Four of the six firms’ qualifications were identified as exceptional and these four firms were invited to submit proposals: Carlson Environmental, Inc.; Huff and Huff, Inc., TRC Environmental Corp., and Weaver Consultants Group North Central, LLC. Carlson Environmental, Inc., was selected by a panel of District Engineers based on their expertise, experience and ability to perform the required work.
Fourteen personnel are scheduled to work on this contract, at a current estimated average consultant payroll rate of $38.39 per hour.
Item Fee (Not to exceed)
1. Labor Cost
A. Direct Labor $131,000.00
B. Overhead and Profit $259,000.00
C. Sub-Consultants $180,000.00
2. Reimbursable Direct Costs $30,000.00
Total Fee $600,000.00
The Affirmative Action Interim Ordinance Appendix D was included in this contract. The type of work to be performed under the contract is within the “Professional Services” category for establishing PCE utilization goals. The PCE tailored utilization goals for this contract are 20% Minority Business Enterprise (MBE), 10% Small Business Enterprise (SBE), and 10% Women’s Business Enterprise (WBE).
The MBE/SBE/WBE firms listed below will actively participate in providing services for the core elements required by the agreement.
American Surveying & Engineering MBE/SBE 2.86% $17,143.00
Earth Solutions, Inc. MBE/SBE 2.86% $17,143.00
Geo Services, Inc. MBE/SBE 2.86% $17,143.00
Hargrove & Associates MBE/SBE 2.86% $17,143.00
Technical Environmental Services, Inc. MBE/SBE 2.86% $17,143.00
STAT Analysis Corp. MBE/SBE 2.86% $17,143.00
GSG Consultants, Inc. MBE/SBE 2.86% $17,143.00
MBE/SBE Total 20% $120,000.00
R.W. Collins Co. WBE 5% $30,000.00
Prairie Analytical Systems, Inc. WBE 5% $30,000.00
WBE Total 10% $60,000.00
The Diversity Section has reviewed the Agreement and concluded that Carlson Environmental, Inc., is in accordance with the District’s Diversity Policy.
Inasmuch as Carlson Environmental, Inc. 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 $600,000.00.
Funds are being requested in 2016, 2017 and 2018, in Account 101-66000-612430 and 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:JR
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 3, 2015