TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 15, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 17-RFP-04, Professional Services to Assist with the Development of Odor Control Strategies at the John E. Egan and Terrence J. O’Brien Water Reclamation Plants, with CDM Smith Inc., in an amount not to exceed $324,920.00, Account 201-50000-612430, Requisition 1440275
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with CDM Smith Inc. (CDM Smith) to provide professional services to assist with the development of odor control strategies at the John E. Egan (Egan) and Terrence J. O’Brien (O’Brien) Water Reclamation Plants (WRPs) for the Metropolitan Water Reclamation District of Greater Chicago (District) from the date of award through December 31, 2018.
Professional services are required to assist District personnel with developing odor control strategies for identified odorous areas at the Egan and O’Brien WRPs. Conceptual level odor control design will be developed for the Pretreatment Building, Gravity Belt Thickener Area, Primary Tanks, and Anita Mox™ Process at the Egan WRP, and the Pump and Blower Building, Grit Building, Primary Tanks, and Concentration Tanks at the O’Brien WRP. Additional supplemental services will also be available on an as-needed basis to assist with odor control development at other District facilities.
On January 11, 2017, Request for Proposal 17-RFP-04 was publicly advertised. Three hundred and eighty-two (382) firms were notified and twenty-four (24) firms requested proposal documents. Five (5) acceptable proposals were received on February 10, 2017. Acceptable bids were received from Black and Veatch Corporation, CDM Smith, CH2M Hill Engineers Inc., Geosyntec Consultants Inc., and Greeley and Hansen LLC.
The proposals were reviewed and evaluated by a panel consisting of two members from the Monitoring and Research Department, two members from the Maintenance and Operations Department, and one member from the Procurement and Materials Management Department. The criteria for these evaluations were outlined in Request for Proposal 17-RFP-04 and included: understanding of the project; approach to the work; cost of services; technical competence; financial stability; personnel effectiveness; compliance with insurance requirements; compliance with affirmative action requirements; and submission of all necessary licenses and permits. Following the preliminary evaluation of proposals, it was determined that all five (5) proposers were acceptable finalists and were interviewed on March 20, 21, and 23, 2017. A solicitation was sent to each of the finalists on March 28, 2017, for an unqualified Best and Final Offer (BAFO). The BAFOs were returned to the Director of Procurement and Materials Management on April 6, 2017.
A final evaluation matrix, including the interview evaluations and the BAFOs, resulted in an overall top ranking for CDM Smith. CDM Smith’s high score was a result of their experience providing odor control assistance to other wastewater treatment facilities with similar size and complexity to the District’s, their teams’ experience and recognition in the odor control field, their firm’s experience working with the District on other consultant projects, and their firm’s presence in the Chicagoland area.
CDM Smith’s proposed staff for this project meets the minimum requirement of three years of experience with the lead staff member having five years of experience in the odor control field. They also showed in their proposal and interview that they have performed odor control design for ventilation systems of at least 10,000 cfm and wastewater collection and treatment facilities of at least 10 MGD.
The agreement for 17-RFP-04 will be in effect from the date of award through December 31, 2018.
Technical memorandums that adhere to Level 4 conceptual design standards will be provided for the Egan and O’Brien WRP odor control strategies. Level 4 conceptual design technical memorandums will also be provided for any additional odor control strategies developed under the supplemental services section of this contract.
CDM Smith estimates that 764 hours are required to develop odor control strategies for the identified odorous areas at the Egan WRP, and 802 hours are required for the identified odorous areas at the O’Brien WRP. An estimated eleven (11) people from CDM Smith and an additional ten (10) sub-consultants will work on this project with an average payroll rate of $160. per hour.
The sub-consultants fulfilling the 20% MBE requirement are SPAAN Tech Inc. and RK & Associates Inc.; Primera Engineers, LTD will satisfy the 10% WBE participation goal.
The Diversity Section has reviewed the Agreement and has concluded that CDM Smith is in accordance with the District’s Affirmative Action Policy.
Inasmuch as the firm of CDM Smith 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 $324,920.00.
Funds for the 2017 expenditure, in the amount of $150,000.00, are available in Account 201-50000-612430. The estimated expenditure for 2018 is $174,920.00. Funds for the 2018 expenditure are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Requested, Edward W. Podczerwinski, Acting Director of Monitoring and Research, EWP:KB:BB:vv/ae
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 June 15, 2017