TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 16, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue a purchase order and enter into an agreement with Donohue and Associates, Inc. for professional engineering services for Contract 14-253-3F Final Design for a Flood Control Project on Midlothian Creek in Robbins, Illinois, in an amount not to exceed $1,815,130.00, Account 401-50000-612450, Requisition 1460173
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Donohue and Associates, Inc. (Donohue) for professional engineering services for Contract 14-253-3F Final Design for a Flood Control Project on Midlothian Creek in Robbins, Illinois, in an amount not to exceed $1,815,130.00.
On September 19, 2013, the Board of Commissioners granted its approval to assist local communities and agencies with various projects to address flooding problems through the District’s Phase II Stormwater Management program. Among the projects approved was a conceptual project submitted by the Village of Robbins (Village), which includes a re-evaluation of the District’s project MTCR-G6 recommended in the Little Calumet River Detailed Watershed Plan (DWP), and other potential flood mitigation measures to address flooding along Midlothian Creek in the vicinity of 138th Street and Kedzie Avenue.
On August 7, 2014, the Board of Commissioners authorized the District to enter into an agreement with Donohue to perform Preliminary Engineering for a Flood Control Project on Midlothian Creek in Robbins, Illinois. The Preliminary Engineering Phase involved the re-evaluation of previously identified potential flood mitigation projects, as well as the development of additional alternatives. On May 19, 2016, the Board of Commissioners authorized an amendment to the preliminary engineering agreement with Donohue to include a holistic overview of stormwater issues, which included research and analysis of development opportunities and concepts related to the proposed stormwater improvements.
Through this analysis of the stormwater project, related opportunities for economic development were reviewed along the Calumet-Sag Channel and the Metra Rock Island line to the north and to the south, respectively, of the flooding problems associated with Midlothian Creek. As a result of this work, the District and the Village have developed a conceptual plan that includes stormwater improvements to address flooding along Midlothian Creek impacting approximately 140 acres in Robbins. Currently, the area located between 137th and 139th Street along Kedzie Avenue is susceptible to flooding in events greater than a five-year storm, and the area north of 137th Street and west of Kedzie Avenue floods during events that exceed a 10-year storm. The proposed stormwater improvements include naturalized wetland detention and channel improvements in a park setting providing opportunities for open space and recreational uses that the Village currently lacks. Since flooding issues were identified as a significant barrier to economic development opportunities in the Village of Robbins, several concepts surrounding the stormwater park for development concepts were also identified by the Village and incorporated into a vision plan concept, including a clean energy district along the Calumet-Sag Channel and a transit-oriented development district near the Metra station on 139th Street.
In addition, the District has identified numerous potential partners to assist in the realization of the vision plan developed with the Village, including several federal, state, and local agencies as well as non-governmental organizations that have expressed an eagerness to participate in further analysis and/or implementation of various components of the concept plan. The District and the Village incorporated input from various stakeholders and local residents during development of the holistic vision plan, and have received strong support for the concepts brought forward. Accordingly, the District is looking to initiate the next phase of this project by preparing final design of the stormwater park, and work with other partners to further refine and implement the overall vision plan.
Donohue and Associates, Inc. was recommended because of the firm’s knowledge and experience with stormwater management projects such as this. The Engineering Department stated in the Board Letter authorizing preliminary engineering, that if a project was determine as feasible to proceed, Engineering would seek Board approval to enter into an agreement with Donohue and Associates, Inc. for final design of the flood control project on Midlothian Creek in Robbins, Illinois.
The recommended stormwater improvements extend along Midlothian Creek and east of Kedzie Avenue from approximately 139th Street to the Calumet-Sag Channel. The proposed project will address overbank flooding through conveyance improvements along the existing creek, a new stormwater storage facility, and a new overflow channel to the Calumet-Sag Channel. The proposed project will increase the existing stormwater drainage system from less than a 5-year storm level of protection to a 100-year level of service, and remove approximately 140 acres from the floodplain. The preliminary construction cost estimate for this project is $12.5 million for the flood control and recreational features associated with the stormwater park.
It is the District’s intent to work with various partners in identifying and applying for funding opportunities such as the U.S. Department of Defense’s Innovative Readiness Training Program, grant opportunities, and cost-sharing with other agencies to perform the construction of the stormwater park. Completion of the stormwater project will help the Village and its partners to pursue the other economic development concepts previously mentioned.
The time allowed for services to be performed under this agreement is 540 days from the date the contract is awarded. 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 include:
• Public Coordination Meetings (Presentations, Documents, and Exhibits)
• Technical Memorandums
• Permit Applications
• Detailed Plans and Specifications
• Opinion of Probable Construction Cost
• Bid Phase Services
• Letter of Map Revision Services
It is estimated that an average of 10 persons will be working on the contract at various times with an anticipated total of 14,094 man-hours. The average payroll rate will be approximately $43.71.
Donohue & Associates, Inc. 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 2.8738, plus reimbursable direct costs, up to a total amount not to exceed $1,815,130.00.
Item Fee
1. Prime Consultant Fee
A. Direct Labor $ 209,055.95
B. Overhead and Profit 391,729.05
C. Total Labor Fee $ 600,785.00
2. Reimbursable Direct Costs $ 44,850.00
3. PCE Sub-Consultants
A. MBE/SBE Firms $ 473,680.00
B. WBE/SBE Firms 608,953.00
C. Total PCE Sub-Consultants $ 1,082,633.00
4. Non-PCE Sub-consultants $ 86,862.00
Total Fee (Not to Exceed) $ 1,815,130.00
The firms 2IM Group, LLC and Accurate Group, Inc. are Minority-Owned Business Enterprises/Small Business Enterprises (MBE/SBE). The firms Living Habitats Limited Partnership and O’Brien & Associates Inc. are Women-Owned Business Enterprises/Small Business Enterprises (WBE/SBE). All MBE/SBE and WBE/SBE firms will actively participate in providing services for the core elements required by the agreement.
The Diversity Section has reviewed the agreement and 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 Donohue and Associates, 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 $1,815,130.00.
Funds are available in Account 401-50000-612450.
Requested, Catherine A. O’Connor, Director of Engineering, WSS:JK
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 16, 2017