TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 21, 2018
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Issue a purchase order and enter into an agreement with Flood Testing Laboratories, Inc., for professional engineering services on Contract 18-852-3C, Testing and Inspection of Concrete and Construction Materials for Years 2018-2020, in an amount not to exceed $198,000.00, Account 201-50000-612240, Requisition 1495146
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Flood Testing Laboratories, Inc. (Flood), for professional engineering services for Contract 18-852-3C, Testing and Inspection of Concrete and Construction Materials for Years 2018-2020, in an amount not to exceed $198,000.00.
The proposed work consists of the inspection and testing of concrete and other construction materials. The items to be inspected will include, but will not be limited to, fresh and hardened properties of ready-mix concrete, precast concrete, asphalt, shotcrete and other construction materials. The Consultant will prepare and submit written reports of all tests and inspections performed. Concrete cylinder reports are to be submitted weekly, with other reports to be submitted within a pre-agreed timeframe.
The consultant will function as a technical advisor to the Engineering Department by providing training, review of submittals and recommendations for specifications.
This purchase order will be in effect for the remainder of 2018 through December 31, 2020. However, the District reserves the right to extend the expiration date by mutual agreement.
This is an open-ended purchase order, with the work performed to be dependent on the contracts awarded and the schedule of the contractors.
Engineering along with Maintenance and Operations, Monitoring and Research, and Procurement and Materials Management Departments conducted a consultant selection process to assess prospective consulting engineering firms for providing the professional engineering services. The following seven firms were invited to submit a Statement of Qualifications (SOQ) and participate in an interview.
• Design Consulting Engineers
• Interra, Inc.
• S.A.M. Consultants, Inc.
• Flood Testing Laboratories, Inc.
• Geo Services, Inc.
• SEECO Consultants, Inc.
• Illinois Construction and Environmental Consulting, Inc.
Of the seven consultants invited to interview, S.A.M. Consultants, Inc. did not respond to the invitation. Design Consulting Engineers, Flood, Geo Services, Inc., Interra, Inc., Illinois Construction and Environmental Consulting, Inc. and SEECO, Consultants, Inc. were interviewed by a panel of five licensed professional engineers and Flood, Interra, Inc. and SEECO Consultants, Inc. were invited to submit non-priced technical proposals. The proposals were evaluated by the same panel of engineers.
After evaluating the proposals, Flood was selected by the Engineering Department to provide the needed professional services, based on the experience of the firm, project manager, support personnel, office locations and performance on similar work.
The approximate components of the total fee are as follows:
ITEM FEE
1. Total Labor Costs $83,000.00
2. Reimbursable Costs
A. Testing $55,000.00
B. Subcontractors $60,000.00
3 Total Reimbursable Direct Costs $115,000.00
Total Fee (NOT TO EXCEED) $198,000.00
Flood is recognized by the District as a Women Business Enterprise (WBE) and has issued a letter of intent to Interra, Inc., a Minority Business Enterprise (MBE). Interra, Inc. will actively participate in providing the services required by the Agreement. The work to be performed by the MBE firm will be 20 percent of the contract value.
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.
In as much as the firm Flood 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 $198,000.00.
Funds for the current year are available in Account 201-50000-612240. The estimated expenditure for 2019 is $66,000.00 and 2020 is $66,000.00. Funds for the 2019 and 2020 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Catherine A. O’Connor, Director of Engineering, MVL:CH
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 June 21, 2018