TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 8, 2013
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue a purchase order and enter into an agreement with SEECO Consultants, Inc., for professional engineering services on Contract 12-800-3C Geotechnical Analysis and Sub-Surface Investigation for Construction Projects, in an amount not to exceed $810,000.00, Accounts 101-50000-612380, 201-50000-612380, 401-50000-612380, and 501-50000-612380, Requisition 1350461
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with SEECO Consultants, Inc. (SEECO) for professional engineering services on Contract 12-800-3C Geotechnical Analysis and Sub-Surface Investigation for Construction Projects.
The proposed work consists of performing soil borings, lab testing, engineering analyses and to provide geotechnical reports and other services for Engineering Department projects. The reports will detail existing conditions and provide geotechnical recommendations for proposed construction.
The consultant must have a capable and experienced staff, directed by a registered Professional Engineer, who can coordinate drilling and sampling of soil and rock, interpret the geological importance of the underlying strata, and summarize the findings and recommendations in a written report.
This purchase order will be in effect for the remainder of 2013 through December 31, 2015. However, the District reserves the right to extend the expiration date by mutual agreement.
This purchase order with SEECO is in an amount not to exceed $810,000.00.
This is an open-ended purchase order, with the work performed to be dependent on the contracts awarded and the schedule of the contractors.
The following six firms were invited to submit a Statement of Qualifications (SOQ) and participate in an interview.
· Bloom Companies, LLC
· ECS Midwest, LLC
· Everest Engineering Company
· Flood Testing Laboratories, Inc.
· Geo-Services, Inc.
· SEECO Consultants, Inc.
Of the six consultants invited to interview, Bloom Companies, LLC, Flood Testing Laboratories, Inc., and Geo-Services, Inc. declined. ECS Midwest, LLC, Everest Engineering Company, and SEECO were interviewed by a panel of four licensed Professional Engineers in the Engineering Department. Due to only three firms accepting interviews, all three were invited to submit non-priced technical proposals. The proposals were evaluated by the same panel of engineers.
After evaluating the proposals, SEECO was selected by the Engineering Department to provide the needed professional services, based on the experience of the firm, project manager, support personnel, office locations and performance on similar work.
The approximate components of the total fee are as follows:
ITEM FEE
1. Total Labor Costs $527,000.00
2. Reimbursable Costs
A. Testing $40,000.00
B. Subcontractors $243,000.00
Total Reimbursable Direct Costs $283,000.00
Total Fee (NOT TO EXCEED) $810,000.00
SEECO has issued letters of intent to Kalgen Consultants, a Minority Business Enterprise (MBE), and Rubino Engineering Co., a Women Business Enterprise (WBE). These firms will actively participate in providing the services required by the agreement. The work to be performed by the MBE firm will be 20% of the contract value. The work to be performed by the WBE firms will be 10% of the contract value.
The Affirmative Action Section has reviewed the agreement and has concluded that SEECO is in accordance with the District's Affirmative Action Policy.
In as much as the firm SEECO 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 $810,000.00.
Funds for the 2013 expenditure, in the amount of $700,000.00 are available in Accounts 101-50000-612380, 201-50000-612380 and 401-50000-612380. The estimated expenditure for 2014 is $55,000.00 and 2015 is $55,000.00. Funds for the 2014 and 2015 expenditures are contingent on the Board of Commissioners' approval of the District's budget for those years.
Requested, Catherine A. O'Connor, Director of Engineering, MVL:RL
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 August 8, 2013