TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 7, 2019
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
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Issue purchase order and enter into an agreement for Contract 19-RFP-21, Professional Services to Develop a Plant-Wide Dispersion Model and Odor Control Strategies for the Stickney Water Reclamation Plant, with Jacobs Engineering Group Inc. in an amount not to exceed $293,649.61, Account 201-50000-612430, Requisition 1518395 "ADOPTED AS AMENDED REFER TO FILE ID# 19-1048A"
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Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Jacobs Engineering Group Inc. (Jacobs) to provide professional services to develop a plant-wide dispersion model and odor control strategies for the Stickney Water Reclamation Plant (WRP) for the Metropolitan Water Reclamation District of Greater Chicago (District) from the date of award through December 31, 2020.
Professional services are required to develop a plant-wide dispersion model that will provide information on how different processes within the Stickney WRP contribute to the overall odor impact on the surrounding community. The model will use District-supplied odor data and historical meteorological information. Once complete, different scenarios will be evaluated to prioritize capital work and determine the level of treatment required. Conceptual level odor control designs will also be developed for the Southwest Preliminary Area which includes the Aerated Grit Tanks, Preliminary Tanks, Scum Concentration Building, and Grit Dewatering Building. The selected vendor will also review existing conceptual design of odor control for process at the West Side Pump Station and Sludge Holding Tanks to determine if those projects will have a positive effect on the WRP’s odor footprint. Additional supplemental services will also be required on an as-needed basis to assist with odor control development at other District facilities.
On June 5, 2019, Request for Proposal 19-RFP-21 was publicly advertised. Six hundred and forty-three (643) firms were notified and thirty-five (35) firms requested proposal documents. Four (4) acceptable proposals were received on July 5, 2019. Acceptable bids were received from Black and Veatch Corporation, CDM Smith, Jacobs Engineering Group Inc., and Greeley and Hansen LLC.
The proposals were reviewed and evaluated by a panel consisting of two members from the Monitoring and Research Department, one member from the Stickney WRP’s Maintenance and Operations Department, one member from the Engineering Department, and one member from the Procurement and Materials Management Department. The criteria for these evaluations were outlined in Request for Proposal 19-RFP-21 and included: understanding of the project, approach to the work, cost of services, technical competence, financial stability, personnel effectiveness, compliance with insurance requirements, compliance with affirmative action requirements, and submission of all necessary licenses and permits. Following the preliminary evaluation of proposals, it was determined that all four (4) proposers were acceptable finalists and were interviewed on September 11, 2019. A solicitation was sent to each of the finalists on September 16, 2019, for an unqualified Best and Final offer. The Best and Final offers were returned to the Director of Procurement and Materials Management on September 20, 2019.
A final evaluation matrix, including the review of proposals, the interviews, and the Best and Final Offers, resulted in an overall top ranking for Jacobs. Jacobs’ high score was a result of their experience providing odor control assistance to other wastewater treatment facilities of similar size and complexity to the District’s, their team’s experience and recognition in the odor control field, their firm’s knowledge and experience in developing and interpreting odor dispersion models, and their firm’s presence in the Chicagoland area.
The agreement for 19-RFP-21 will be in effect from the date of award through December 31, 2020.
A technical memorandum summarizing the methodology, inputs, and assumptions along with color coded isopleths and tables for all the scenario results will be provided by the vendor for the plant-wide dispersion model. All input files will also be provided along with a training session that will cover how to use and modify the model to address changes in processes and flow.
Technical memorandums that adhere to Level 4 conceptual design standards will be provided by the vendor for the odor control strategies at the Stickney WRP Southwest Preliminary Area. Level 4 conceptual design technical memorandums will also be provided for any additional odor control strategies developed under the supplemental services section of this contract. A technical memorandum will also be provided recommending any improvements to the existing conceptual level odor control design for the Sludge Holding Tanks and Westside Coarse and Fine Screen Buildings.
Jacobs estimates that 611 hours are required to develop the plant-wide dispersion model, 482 hours to develop odor control strategies for the Southwest Preliminary Area, and 344 hours to provide QA/QC on the District developed conceptual level odor control designs for the Sludge Holding Tanks, and West Side Coarse and Fine Screen Buildings. An estimated fourteen (14) people from Jacobs and an additional seven (7) sub-consultants will work on this project with an average payroll rate of $160 per hour.
Jacobs will fulfill the 20% Minority-Owned Business Enterprise participation goal requirement with KaleTech, LLC; 10% Small Business Enterprise participation goal requirement with Webster Environmental Associates, Inc.; and 10% Women-Owned Business Enterprise participation goal requirement with SPAANTech, Inc. Jacobs made a good faith effort to fulfill the 3% Veteran-Owned Business Enterprise (VBE) requirement, however, they were unable to find a viable VBE firm to perform meaningful work in accordance with the scope of this project.
The Diversity Section has reviewed the Agreement and has concluded that Jacobs is in accordance with the District’s Affirmative Action Policy.
Inasmuch as the firm of Jacobs possesses of 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 per Section 11.4 of the Purchasing Act, in an amount not to exceed $293,649.61.
Funds for the 2019 expenditure, in the amount of $50,000.00 are available in Account 201-50000-612430. The estimated expenditure for 2020 is $243,649.61. Funds for the 2020 expenditure are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Requested, Edward W. Podczerwinski, Director of Monitoring and Research, EWP:KB:BB:mb
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 7, 2019
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