TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 6, 2018
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Issue a purchase order and enter into an agreement with Chastain & Associates LLC for professional engineering final design and post award services for Contract 14-259-5F Flood Control Project in the vicinity of 131st Street and Cypress Drive in Palos Heights, Illinois, in an amount not to exceed $94,251.97, Account 501-50000-612450, Requisition 1499031
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Chastain & Associates LLC (Chastain) for professional engineering final design and post award services for Contract 14-259-5F Flood Control Project in the vicinity of 131st Street and Cypress Drive in Palos Heights, Illinois.
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 Palos Heights to address overland flooding in the residential area near 131st Street and Cypress Drive.
On October 2, 2014, the Board of Commissioners authorized the District to enter into an agreement with Chastain to perform Preliminary Engineering for a Flood Control Project in the vicinity of 131st Street and Cypress Drive in Palos Heights, Illinois. The Preliminary Engineering Phase developed and evaluated numerous alternatives and recommended the installation of a drainage swale and a new downstream storm sewer and outfall to Navajo Creek. The proposed project will protect three properties from the risk of flooding from the 100-year design storm and reduce the impact of roadway flooding for neighboring residents. The proposed construction project is estimated to cost $524,000.00 including necessary land acquisition. The Engineering Department has reviewed the recommended project and believes that the project is economically justified and technically feasible, and representatives from the municipalities, as well as the public, have provided strong support for this project.
Chastain was recommended because of the firm’s knowledge and experience with similar stormwater management projects. The Engineering Department stated in the Board Letter authorizing preliminary engineering, that an agreement with Chastain for Final Design of the Flood Control Project in the vicinity of 131st Street and Cypress Drive in Palos Heights, IL would be forthcoming after completion of the Preliminary Engineering Phase.
The total fee for the agreement is $94,251.97.
The time allowed for services to be performed under this agreement is 420 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.
The deliverables to be provided under this agreement include:
• Technical Memorandums
• Permit Applications
• Detailed Plans and Specifications
• Opinion of Probable Construction Cost
• Bid Phase Services
• Submittal reviews
• Responses to RFIs
• Change order documentation
• Contractor claim review support documentation
It is estimated that approximately 10 persons will be working on the contract at various times with an anticipated total of 706 man-hours. The estimated average consultant payroll rate for the term of the Agreement is $47.24/hour.
Chastain shall be paid an hourly rate based on the direct labor rate in effect for the year the work is performed, plus reimbursable direct costs, up to a total amount not to exceed $94,251.97. The components of the total fee for the agreement with Chastain are as follows:
Item Fee
1. Prime Consultant Fee
A. Direct Labor $ 30,146.00
B. Overhead and Profit $ 49,755.97
C. Total Labor Fee $ 79,901.97
2. Reimbursable Direct Costs $ 5,850.00
3. Sub-Consultants $ 8,500.00
Total Fee (Not to Exceed) $ 94,251.97
Inasmuch as the firm of Chastain 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 $94,251.97.
Funds for the 2018 expenditure, in the amount of $50,000.00 are available in Account 501-55522420-612450. The estimated expenditure for 2019 is $44,251.97, and is contingent on the Board of Commissioners’ approval of the District budget for that year.
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 September 6, 2018