TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 1, 2018
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Issue a purchase order and enter into an agreement with Burns and McDonnell Engineering Company, Inc. for professional engineering post award services for Contract 14-252-5F Flood Control Project on Natalie Creek in Midlothian and Oak Forest, Illinois, in an amount not to exceed $552,027.96, Account 501-50000-612450, Requisition 1504937
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Burns and McDonnell Engineering Company, Inc. (Burns and McDonnell) for professional engineering post award services for Contract 14-252-5F, Flood Control Project on Natalie Creek in Midlothian and Oak Forest, Illinois, in an amount not to exceed $552,027.96.
On September 6, 2018, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 14-252-5F, Flood Control Project at Natalie Creek in Midlothian and Oak Forest, Illinois, to IHC Construction Companies, L.L.C. in the amount not to exceed $7,629,000.00 plus a five (5) percent allowance for change orders in an amount of $381,450.00, for a total amount not to exceed $8,010,450.00.
Design of the subject contract was performed by Burns and McDonnell. Burns and McDonnell was selected by the Engineering Department to provide the needed professional engineering post award services because, as the designer, they have intimate knowledge of the specialized work to be performed under Contract 14-252-5F. Utilizing this firm maintains continuity of responsibility with one firm if problems occur during or after construction. It is prudent to continue to work with Burns and McDonnell for this contract, rather than initiate a new consultant selection process.
The time allowed for services to be performed under this agreement is 730 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:
• Responses for Contractor Submittals and Requests for Information
• Change Order and Contractor Claim Documentation
• Supplementary Drawings including As-Built Drawing Verification
• FEMA Letter of Map Revision Submittal Documentation
It is estimated that over 15 persons will be working on the contract at various times with an anticipated total of 3,480 man-hours. The average payroll rate will be approximately $49.66.
Burns and McDonnell 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 $552,027.96.
Item Fee
1. Prime Consultant Fee
A. Direct Labor $ 96,899.80
B. Overhead and Profit 209,303.57
C. Total Labor Fee $306,203.37
2. Reimbursable Direct Costs $ 5,900.00
3. PCE Sub-Consultants
A. MBE/SBE Firms $111,725.46
B. WBE/SBE Firms 128,199.13
C. Total PCE Sub-Consultants $239,924.59
Total Fee (Not to Exceed) $ 552,027.96
The firm Environmental Design International, Inc. is a Minority-Owned Business Enterprise/Small Business Enterprise (MBE/SBE). The firm Kabbes Engineering, Inc. is a Women-Owned Business Enterprise/Small Business Enterprise (WBE/SBE). The 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 Burns and McDonnell Engineering Company, 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 $552,027.96.
Funds for the 2018 expenditure, in the amount of $46,002.00, are available in Account 501-50000-612450. The expected expenditures for 2019 and 2020 are $276,014.00 and $230,011.96, respectively, and are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
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 November 1, 2018