TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 4, 2019
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue a purchase order and enter into an agreement with Christopher B. Burke Engineering, Ltd., for professional engineering post award services for Contract 11-186-3F, Addison Creek Reservoir in Bellwood, Illinois in an amount not to exceed $1,474,996.09, Account 501-50000-612450, Requisition 1517118
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Christopher B. Burke Engineering, Ltd. (CBBEL) for professional engineering post award services for Contract 11-186-3F, Addison Creek Reservoir in Bellwood, Illinois.
On January 24, 2019, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 11-186-3F, Addison Creek Reservoir, Bellwood, Illinois, to IHC Construction Companies, L.L.C., in an amount not to exceed $63,280,000.00, plus a five (5) percent allowance for change orders in an amount $3,164,000.00, for a total amount not to exceed $66,444,000.00.
The District’s agreement with CBBEL will consist of providing post award engineering services for the above mentioned contract, including submittal review, field visits, design support, responding to requests for information, review of change orders, coordination and support services, and as-needed engineering services.
Design of the subject contract was performed by CBBEL. The Engineering Department has selected CBBEL 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 11-186-3F. Utilizing this firm maintains continuity of responsibility with one firm if problems occur during or after construction. It is cost effective and prudent to continue to work with CBBEL for this contract.
The post award services under this agreement are scheduled to last approximately 1,125 days and are expected to be completed in May 2022. 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:
• Submittal reviews
• Responses to RFIs
• Change order documentation
• Supplementary drawings
• Contractor claim review support documentation
It is estimated that approximately twenty one persons will be working on the contract at various times with an anticipated total of 9,445 man-hours. The estimated average consultant payroll rate for the term of the Agreement is $59.27/hour.
CBBEL 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 $1,474,996.09. The components of the total fee for the agreement with CBBEL are as follows:
Item Fee
1. CBBEL Fee
A. Direct Labor $ 344,304.00
B. Overhead and Profit $ 527,680.31
C. Total Labor Fee $ 871,984.31
2. Reimbursable Direct Costs $ 57,187.00
3. PCE Sub-Consultants
A. Infrastructure Engineering, Inc. (MBE/SBE firm) $ 296,948.91
B. O’Brien & Associates, Inc. (WBE/SBE firm) $174,450.05
C. Juneau Associates, Inc., P.C. (VBE/SBE firm) $ 46,076.02
D. Total PCE Sub-Consultants $517,474.98
4. Non-PCE Sub-Consultants $ 28,349.80
Total Fee (Not to Exceed) $1,474,996.09
The work to be completed by the Minority-owned Business Enterprise (MBE), Small Business Enterprise (SBE), Women-owned Business Enterprise (WBE), and Veteran-owned Business Enterprise (VBE) represents approximately 35% of the total dollar value of this agreement. Assuming the maximum cost of the agreement is reached, the MBE, SBE, WBE, and VBE firms listed will receive approximately $517,474.98 in total compensation.
The Diversity Section has reviewed the Agreement and has concluded that CBBEL is in accordance with the District’s Affirmative Action Policy.
Inasmuch as the firm of CBBEL 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 $1,474,996.09.
Funds for the 2019 expenditure, in the amount of $750,000.00 are available in Account 501-50000-612450. The estimated expenditures for 2020 is $350,000.00, 2021 is $283,000.00, and 2022 is $91,996.09. Funds for 2020, 2021, and 2022 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 April 4, 2019