TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 18, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue a purchase order and enter into agreement with Stantec Consulting Services, Inc. for Contract 23-CON-01 Civil Consulting Support Services in an amount not to exceed $1,500,000.00, Accounts 401-50000-612450 and 501-50000-612450, Requisition 1617226
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Stantec Consulting Services, Inc. for Contract 23-CON-01 Civil Consulting Support Services.
The professional services that may be required are on an as-needed task order basis. They will be intermittent in nature and for specific assignments and services to supplement staff within the Engineering Department. Examples of services to be provided include areas for which the District requires a broader depth of knowledge such as forensic engineering/failure analysis, wetland delineation and mitigation, traffic control plans, plats of survey, right-of-way acquisition, appraisals, and permit issuance. Other service areas such as: hydraulics, engineering design, construction management, and structural design may be required when the District does not have in-house engineering resources available due to existing work assignments.
Requests for Statement of Qualifications (SOQs) were sent to thirty-seven (37) firms, and thirteen (13) of these firms responded to the request with SOQs. After review of all the SOQs, six (6) were chosen for interviews by the Selection Advisory Committee.
Based on review of the qualification packages and the results of the interviews, Stantec Consulting Services, Inc. was determined to be the most qualified based on its experience and ability to respond to the District’s needs.
The total fee for the agreement is $1,500,000.00 and will be distributed over a three-year period on an as-needed basis. The funding will be split between the Capital Improvements Bond Fund and the Stormwater Management Fund.
The date of completion is April 30, 2027. There are no provisions in the agreement for an extension of time except for a reasonable period that may be agreed upon between parties.
It is estimated that over 60 persons will be working on the contract at various times with an anticipated total of 9,200 man-hours. The average payroll rate will be approximately $55.00.
The components of the total fee are as follows:
ITEM: FEE:
1. Prime Consultant Fee - Stantec Consulting Services, Inc.
a. Direct Labor Cost $254,325.26
b. Overhead and Profit $480,674.74
Total Labor Fee $735,000.00
2. Reimbursable Direct Costs $15,000.00
3. Sub-Consultant
a. MBE/SBE firms: $300,000.00
Bloom Companies, LLC
DB Sterlin Consultants, Inc.
Ground Engineering Consultants, Inc.
b. WBE/SBE firms $150,000.00
Autumn Construction Services, Inc.
Rubino Engineering, Inc.
TERRA Engineering, Ltd.
c. VBE/SBE firm $45,000.00
Bravo Company Engineering
Total PCE Subconsultants $495,000.00
4. Non-PCE Subconsultant $255,000.00
TOTAL FEE (Not to Exceed) $1,500,000.00
The work to be completed by Minority-owned Business Enterprises (MBE), Women-owned Business Enterprises (WBE), and Veteran-owned Business Enterprise (VBE) represents approximately 33 percent of the total dollar value of this agreement. Assuming the maximum cost of the agreement is reached, the MBE, WBE, and VBE firms listed will receive approximately $495,000.00 in total compensation. All MBE, WBE, and VBE firms will actively participate in providing services for the core elements of the work in accordance with their areas of expertise.
The Diversity Section has reviewed the agreement and has concluded that Stantec Consulting Services, Inc. has met the District’s Affirmative Action Policy.
Inasmuch as the firm Stantec Consulting Services, 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 $1,500,000.00.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement with Stantec Consulting Services, Inc. in an amount not to exceed $1,500,000.00.
Funds for 2024 in the amounts of $900,000.00 and $150,000.00 are available in Account 401-50000-612450 and Account 501-50000-612450, respectively. The estimated expenditures in Account 501-50000-612450 for 2025, 2026, and 2027 are $200,000.00, $200,000.00, and $50,000.00, 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, KMF:LS
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Marcelino Garcia, 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 18, 2024
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