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 CH2M Hill, Inc. for professional engineering services for Contract 13-810-1C, Flood Control Measures within the Combined Sewer Area-Alternatives Group A, in an amount not to exceed $250,000.00, Account 101-50000-601410, Requisition 1365324
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with CH2M Hill, Inc. (CH2M) for professional engineering services for Contract 13-810-1C, Flood Control Measures within the Combined Sewer Area-Alternatives Group A, in an amount not to exceed $250,000.00.
The scope of work will involve the investigation of alternatives to address local flooding within the combined sewer areas. Identification and analysis of various alternatives is desired on an expedited basis, particularly after the severe flooding that occurred in April and June of this year. The proposed work may include preparing reports, feasibility studies, and opinions of probable cost, hydrologic and/or hydraulic modeling, and other services for the Engineering Department. The objective of this project is to provide recommendations for potential flood reduction programs and/or projects.
The Engineering Department interviewed the following firms for this work:
· CH2M
· Christopher B. Burke Engineering, Ltd.
· Engineering Resource Associates, Inc.
· Greeley and Hansen LLC
· HDR Engineering, Inc.
· HNTB Corporation
In order to afford greater flexibility, allowing more tasks to be pursued concurrently and completed more expediently, it is suggested that two firms be retained to perform these services. While the qualifications of all the above firms were evaluated, the knowledge and experience exhibited by CH2M and Greeley and Hansen LLC, were determined to be most suitable for this project. A separate request has been submitted for the August 29, 2013 Board of Commissioner's meeting agenda seeking authority to issue a purchase order and enter into an agreement with Greeley and Hansen LLC.
The time allowed for services to be performed under this agreement is 360 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 may include:
· Reports
· Feasibility Studies
· Opinions of Probable Cost
· Hydrologic and/or hydraulic models
CH2M 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 2.728, plus reimbursable direct costs, up to a total amount not to exceed $250,000.00. It is estimated over 10 persons will be working on the contract at various times with an anticipated total of 2,020 man-hours. The average payroll rate will be approximately $45.00.
The components of the total fee are as follows:
ITEM FEE
1. Prime Consultant Fee
A. Direct Labor 63,416.42
B. Overhead and Profit 109,583.58
C. Total Labor Fee $173,000.00
2. Reimbursable Direct Costs $2,000.00
3. PCE Sub-Consultants
A. MBE/SBE firms 50,000.00
B. WBE/SBE firm 25,000.00
C. Total PCE Sub-Consultants $75,000.00
TOTAL FEE (Not to Exceed) $250,000.00
The firm of FluidClarity Ltd. is a Minority-Owned Business Enterprises/Small Business Enterprise (MBE/SBE). The firm of SPAAN Tech, Inc. is a Women-Owned Business Enterprises/Small Business Enterprise (WBE/SBE). The 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 CH2M 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 $250,000.00.
Funds for the 2013 expenditures, in the amount of $25,000.00, are available in Account 101-50000-601410. The estimated expenditure for 2014 is $225,000.00. 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