TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 18, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 10-RFP-04, Development, Furnishing, Transitioning, and Support Services for Primavera Construction Scheduling for Capital Projects, with Envision Consultants in an amount not to exceed $284,532.00, Accounts 201-50000-601170 and 201-50000-623800, Requisition 1314521
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Envision Consultants, Ltd. for software and services related to developing, furnishing, transitioning, and supporting a Primavera software construction scheduling system for District capital construction contracts.
The objective of this contract is to establish an internet hosted critical path method (CPM) scheduling system to aid in project management of all capital construction projects. The CPM scheduling system will be a collaborative environment available to both District personnel and contractors working for the District. The winning vendor, Envision Consultants, Ltd., will be expected to: develop the scheduling system including all procedures and specifications, furnish the Primavera Schedule software and licenses, furnish licenses to the hosted web application LoadSpring, furnish software and licenses of the scheduling claims software CASE, transition schedule data from the current Primavera scheduling system to the new system, train District personnel and contractors working for the District, and provide support for all aspects of the new system for the duration of the contract. The initial contract is broken into three phases that are expected to last a total of 18 months. A price was also obtained to extend support services for an additional four years, at a fixed annual rate.
Contract 10-RFP-04 was advertised on May 5, 2010. Six hundred and fourteen (614) companies were notified and 30 companies requested the contract specifications. Bid proposals were received on July 16, 2010 from the following firms: Blackwell Consulting Services, d’Escoto, Inc., Envision Consultants, Ltd., PMA Consultants of Illinois, and Catalyst Midwest, Inc.
The five proposals were reviewed and evaluated by a panel consisting of three members from the Department of Engineering and one from the Department of Procurement and Materials Management. Based on the evaluation, four of the firms were invited to present their proposals to the District’s evaluation team. Proposals and presentations were rated on project understanding, compliance with the scope of work, approach to the work, technical competence of the firm, team effectiveness, and cost of services.
Of the four firms that the District evaluated, Envision Consultants Ltd. is the firm recommended. Envision Consultants Ltd. presented the best understanding of the project based on the District’s needs, had the greatest compliance with the scope of work, proposed the best approach to the work, demonstrated that they were the most technically competent, and had the lowest cost of services, which met the District’s budgetary needs.
The agreement will begin upon award of the purchase order and continue for a duration of 18 months. The original contract is split into three phases all of which have a specific scope and duration.
Any expansion of the scope of work or extension of the contract completion date beyond the original 18 months, will require the approval of the Director of Procurement and Materials Management and the District’s Board of Commissioners if the value of the additional work exceeds $10,000.00. Pricing for four additional years was established in the cost proposal at a fixed annual rate of $40,000.00 for support services.
Phase I deliverables include a proposed system design, schedule procedures, and scheduling specifications. Phase II deliverables include training for District super-users, software and licenses, and data transfer. Phase III deliverables include on-going training, support, and enhancements to the existing system, specifications, and procedures.
The Affirmative Action section has granted a waiver from affirmative action requirements for this contract.
Inasmuch as the firm of Envision Consultants Ltd. 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 $284,532.00.
Funds are available in Accounts 201-50000-601170 and 201-50000-623800. The estimated expenditure for 2011 is $264,532.00 and 2012 is $20,000.00. Funds for the 2011 and 2012 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Kenneth A. Kits, 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 November 18, 2010