TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 29, 2013
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue a purchase order and enter into an agreement with MWH Americas, Inc. for professional engineering services for Contract 13-248-5F, Final Design for Streambank Stabilization on Melvina Ditch, in an amount not to exceed $500,344.64, Account 501-50000-601420, Requisition 1365002
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with MWH Americas, Inc. (MWH) for professional engineering services for Contract 13-248-5F, Final Design for Streambank Stabilization on Melvina Ditch, in an amount not to exceed $500,344.64.
On January 21, 2010, the Board of Commissioners granted approval to commence preliminary engineering for streambank stabilization projects OLCR-3 (Streambank Stabilization on Oak Lawn Creek) and MEDT-1 (Streambank Stabilization on Melvina Ditch) of the Calumet-Sag Channel Detailed Watershed Plan. On May 6, 2010, the Board of Commissioners approved issuance of a purchase order to MWH to perform preliminary engineering work for these projects. Project OLCR-3 is currently under final design under a separate purchase order.
Melvina Ditch is encapsulated from 87th Street to 95th Street. The Village of Oak Lawn (Village) and the District desired to encapsulate the severely eroded ditch from 95th Street to 99th Street. At the conclusion of the public comment period, the U.S. Army Corps of Engineers (Corps) indicated encapsulation is not an acceptable alternative. On September 1, 2011, it was indicated to the Board of Commissioners that approval to enter into a purchase order with MWH for final design of MEDT-1 would be sought once the method of stabilization was determined. Since that time, staff has worked with the Corps and the Village to develop a project to address the goals of each party.
The proposed project involves encapsulation of approximately 170 feet of Melvina Ditch just south of 95th Street and the remaining 2,480 feet to 99th Street will be stabilized via structural measures. The encapsulation of the northerly portion, or first 170 feet of the ditch, will allow for avoidance of several utilities that cross the ditch just downstream of 95th Street, as well as provide for a safer installation along an existing building immediately adjacent to the west bank of the ditch. The estimated construction cost of this project is $8,000,000.00.
The time allowed for services to be performed under this agreement is 540 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:
· Detailed Plans and Specifications
· Opinion of Probable Construction Cost
It is estimated that over 20 persons will be working on the contract at various times with an anticipated total of 3,921 man-hours. The average payroll rate will be approximately $42.20.
MWH shall be paid an hourly rate based on the direct labor rate in effect for the year the work is performed, times an overall multiplier of 2.97, plus reimbursable direct costs, up to a total amount not to exceed $500,344.64.
The components of the total fee are as follows:
ITEM FEE
1. Prime Consultant Fee
A. Direct Labor 107,900.83
B. Overhead and Profit 212,564.64
C. Total Labor Fee $320,465.47
2. Reimbursable Direct Costs $8,950.00
3. PCE Sub-Consultants
A. MBE/SBE firms 100,077.45
B. WBE/SBE firm 60,851.72
C. Total PCE Sub-Consultants $160,929.17
4. Non-PCE Sub-Consultants $10,000.00
TOTAL FEE (Not to Exceed) $500,344.64
The firms American Surveying & Engineering, P.C. and Environmental Design International, Inc. are Minority-Owned Business Enterprises/Small Business Enterprises (MBE/SBE). The firms Altmanu, Inc., O'Brien and Associates, Inc., and Best Imaging Solutions, 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 Affirmative Action Section 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 MWH 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 $500,344.64.
Funds for the 2013 expenditures, in the amount of $125,000.00, are available in Account 501-50000-601410. The estimated expenditure for 2014 is $375,344.64. Funds for the 2014 expenditures are contingent on the Board of Commissioners' approval of the District's budget for 2014.
Requested, Catherine A. O'Connor, Director of Engineering, WSS:JPM
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 29, 2013.
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