TRANSMITTAL LETTER FOR BOARD MEETING OF JANUARY 24, 2019
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue a purchase order and enter into an agreement with Ciorba Group, Inc., for professional engineering services for Contract 14-111-5F Final Engineering Design for a Flood Control Project on 1st Avenue from Roosevelt Road to Cermak Road in an amount not to exceed $593,057.00, Account 501-50000-612450, Requisition 1511257
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Ciorba Group, Inc. (Ciorba) for professional engineering services for Contract 14-111-5F Final Engineering Design for a Flood Control Project on 1st Avenue between Roosevelt Road and Cermak Road in Proviso Township, in an amount not to exceed $593,057.00.
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 Illinois Department of Transportation (IDOT), which included an evaluation of potential flood mitigation measures to address flooding on 1st Avenue and adjacent properties, including the Loyola University Medical Center (LUMC), from Roosevelt Road to Cermak Road in Proviso Township.
On September 18, 2014, the Board of Commissioners authorized the District to enter into an agreement with Ciorba to perform Preliminary Engineering for a Flood Control Project on 1st Avenue from Roosevelt Road to Cermak Road.
The Engineering Department conducted a consolidated consultant selection process to assess prospective consulting engineering firms for design of Stormwater Management Phase II projects. The following firms participated in the process:
1. American Survey and Engineering, P.C.
2. ARCADIS U.S. Inc.
3. Burns & McDonnell Engineering Co., Inc.
4. Cardno ENTRIX
5. Ciorba Group, Inc.
6. Chastain & Associates LLC
7. David Mason & Associates of Illinois, Ltd
8. Donohue & Associates
9. Engineering Resource Assoicates, Inc.
10. Environmental Design International, Inc.
11. FluidClarity, Ltd.
12. Geosyntec Consultants, Inc.
13. Globetrotters Engineering Corporation
14. HR Green, Inc.
15. Infrastructure Engineering, Inc.
16. Robinson Engineering Ltd.
17. V3 Companies of Illinois, Ltd
While the qualifications of all of the above firms in the design of Stormwater Management Phase II projects were evaluated, the knowledge and experience exhibited by Ciorba Group, Inc. was determined to be most suitable for this project.
The Preliminary Engineering Phase involved the development and evaluation of potential flood mitigation alternatives as previously stated. Ciorba has now completed the work for the first phase, and recommended the installation of new parallel trunk sewers and bioswales to address flooding in the project area. The Engineering Department has reviewed the recommended project and believes that it is economically justified and technically feasible, and local stakeholders, including IDOT and LUMC have provided strong support for this project.
On March 15, 2018, the Board of Commissioners authorized the District to enter into a Memorandum of Understanding (MOU) with the Illinois Department of Transportation (IDOT) for various stormwater projects throughout Cook County. The MOU identified projects that could be approached more effectively, economically, and comprehensively with the District and IDOT cooperating and using their joint efforts and resources, including the Flood Control Project on 1st Avenue between Roosevelt Road and Cermak Road. Further approval by the Board of Commissioners will be sought prior to negotiating intergovernmental agreements between the parties to establish roles and obligations of financial and personnel resources for specific projects.
Ciorba 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 Ciorba for Final Design of the Flood Control Project on 1st Avenue, between Roosevelt Road and Cermak Road in Proviso Township, would be forthcoming after completion of the Preliminary Engineering Phase.
The proposed project will address lack of access to the LUMC for emergency vehicles and medical personnel caused by flooding on 1st Avenue, by increasing stormwater conveyance capacity. Existing storm sewers on 1st Avenue will be replaced with two parallel trunk sewers on the east and west sides of the road with sizes ranging from 18-inch to 48-inch in diameter. Multiple bioswales will be installed along the eastern right-of-way of 1st Avenue to manage runoff from the adjacent Forest Preserve District of Cook County property. The existing stormwater drainage system provides less than a 2-year storm level of protection and the proposed improvements will provide flood reduction benefits for the project area up to and including a 50-year storm event. The construction cost estimate for this project is $4.875 million.
The time allowed for services to be performed under this agreement is 270 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:
• Project Management Reports
• Public Coordination Meetings (Presentations, Documents, and Exhibits)
• Technical Memorandums
• Permit Applications
• Detailed Plans and Specifications
• Opinion of Probable Construction Cost
• Bid Phase Services
It is estimated that over 26 persons will be working on the contract at various times with an anticipated total of 4,409 man-hours. The average payroll rate will be approximately $45.73.
Ciorba 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 $593,057.00.
Item Fee
1. Prime Consultant Fee
A. Direct Labor $ 131,428.00
B. Overhead and Profit 233,127.00
C. Total Labor Fee $ 364,555.00
2. Reimbursable Direct Costs $ 5,500.00
3. PCE Sub-Consultants
A. MBE/SBE Firms $ 131,302.00
B. WBE/SBE Firms 71,973.00
D. Total PCE Sub-Consultants $ 203,233.00
Total Fee (Not to Exceed) $ 593,057.00
The firms American Surveying & Engineering, P.C. and Fluid Clarity, Ltd. are Minority-Owned Business Enterprises/Small Business Enterprises (MBE/SBE). The firms Kowalenko Consulting Group, Inc. and Rubino Engineering, 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 Ciorba Group, 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 $593,057.00.
Funds are available in Account 501-50000-612450.
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 January 24, 2019