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File #: 18-0856    Version: 1
Type: Agenda Item Status: Adopted
File created: 8/23/2018 In control: Procurement Committee
On agenda: 9/6/2018 Final action: 9/6/2018
Title: Issue a purchase order and enter into an agreement with HR Green, Inc. for professional engineering services for Contract 14-258-5F Final Design for a Flood Control Project in the vicinity of 135th Street and Central Avenue in Crestwood, Illinois, in an amount not to exceed $894,495.58, Account 501-50000-612450, Requisition 1498880

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 HR Green, Inc. for professional engineering services for Contract 14-258-5F Final Design for a Flood Control Project in the vicinity of 135th Street and Central Avenue in Crestwood, Illinois, in an amount not to exceed $894,495.58, Account 501-50000-612450, Requisition 1498880

Body

 

Dear Sir:

 

Authorization is requested to issue a purchase order and enter into an agreement with HR Green, Inc. (HR Green) for professional engineering services for Contract 14-258-5F Final Engineering Design for a Flood Control Project in the vicinity of 135th Street and Central Avenue in Crestwood, 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 Crestwood to address overland flooding in the residential areas near 135th Street and Central Avenue.

 

On October 16, 2014, the Board of Commissioners authorized the District to enter into an agreement with HR Green to perform Preliminary Engineering for a Flood Control Project in the vicinity of 135th Street and Central Avenue in Crestwood, IL.  The preliminary engineering phase developed and evaluated numerous alternatives and recommended the installation of a new storm sewer along 135th Street, modifications of an existing detention basin, and conveyance improvements along the Crestwood Drainage Ditch to its outlet with the Calumet-Sag Channel.  The proposed improvements will provide flood relief for 82 structures with the potential to protect additional structures once local storm sewers are upsized.  The proposed construction project is estimated to cost $9.25 million.  The Village of Crestwood (Village) has committed funding and other assistance toward construction and acquisition of temporary and permanent easements, and has also committed to the upsizing of their local storm sewers at an estimated cost of $2.2 million.  Additionally, the Village is pursuing federal funding opportunities for the overall proposed flood control solution being coordinated with their planned local improvements.  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.

 

HR Green is being recommended for providing these engineering services because of the firm’s knowledge and experience with similar stormwater management projects.  Furthermore, the Engineering Department stated in the Board Letter authorizing preliminary engineering, that an agreement with HR Green for Final Design of the Flood Control Project in the vicinity of 135th Street and Central Avenue in Crestwood, IL would be forthcoming after completion of the Preliminary Engineering Phase.

 

The time allowed for services to be performed under this agreement is 433 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:

 

                     Technical Memorandums

                     Permit Applications

                     Detailed Plans and Specifications

                     Opinion of Probable Construction Cost

                     Bid Phase Services

 

It is estimated that 35 persons will be working on the contract at various times with an anticipated total of 5,820 man-hours.  The average payroll rate will be approximately $49.96.

 

HR Green 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 $601,631.52.

 

Item                                                                                                                              Fee

 

1.               Prime Consultant Fee

                     A.            Direct Labor                                                              $                     200,543.84

                     B.           Overhead and Profit                                                               401,087.68

                     C.          Total Labor Fee                                                               $                     601,631.52

 

2.               Reimbursable Direct Costs                                          $                        22,220.55

 

3.               PCE Sub-Consultants

                     A.           MBE/SBE Firms                                                               $                     180,206.01

                     B.          WBE/SBE Firms                                                                                      90,437.50

                     C.        Total PCE Sub-Consultants                  $                     270,643.51

 

Total Fee (Not to Exceed)                                                               $                     894,495.58

 

The firms Geo Services, Inc., Milhouse Engineering & Construction, Inc., and Rubinos & Mesia Engineers, Inc. are Minority-Owned Business Enterprises/Small Business Enterprises (MBE/SBE).  The firm Environmental Design International, Inc. is a Women-Owned Business Enterprise/Small Business Enterprise (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 HR Green, 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 $894,495.58.

 

Funds for the 2018 expenditure, in the amount of $372,706.49, are available in Account 501-50000-612450.  The expected expenditure for 2019 is $521,789.09 and is contingent on the Board of Commissioners’ approval of the District’s budget for 2019.

 

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