TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 16, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue a purchase order and enter into an agreement with HR Green, Inc. for Contract 23-CON-01 Stormwater Management Consulting Services (Engineering Project #23-884-5F) in an amount not to exceed $1,500,000.00, Account 501-50000-612450, Requisition 1618205
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with HR Green, Inc. for Contract 23-CON-01 Stormwater Management Consulting Services (Engineering Project #23-884-5F), in an amount not to exceed $1,500,000.00.
The professional services that may be required under this contract are on an as-needed task order basis. They will be intermittent in nature and for specific assignments and services to supplement staff within the Engineering Department in advancing ongoing and future design of stormwater management projects. Other projects might be assigned when the District does not have specific resources available, for example: hydraulic modeling and calculations, engineering design, construction management, and assisting in the pursuit of potential funding sources such as Federal, State, County, and local grants, as well as other opportunities to leverage District resources.
Under solicitation Contract 23-CON-01 (Engineering Project #23-884-5F), requests for Statement of Qualifications (SOQs) were sent to thirty-seven (37) firms, and thirteen (13) of these firms responded to the request with SOQs. After review of all the SOQs, six (6) were chosen for interviews by the District’s Selection Advisory Committee.
Based on review of the SOQs and the results of the interviews, HR Green, Inc. was determined to be the most suitable firm to provide stormwater management consulting services, based on their experience and ability to respond to the District’s needs.
The scope of work for this contract is to provide stormwater management consulting services on an as needed basis and the total fee for the agreement is $1,500,000.00, which will be distributed over a three-year period on an as-needed basis.
The anticipated service period will begin upon the award of the purchase order and continue for 1,095 calendar days. There are no provisions in the agreement for extension of time except for such reasonable period as may be agreed upon between parties.
The project team will consist of a project manager, design support staff, and seven (7) sub-consulting firms as additional resources. A total of 8,770 hours are estimated for completion of the project tasks for this work. The average payroll rate will be approximately $55.15.
The components of the total fee are as follows:
Item Fee
1. Prime Consultant Fee - HR Green, Inc.
A. Direct Labor $ 323,519.90
B. Overhead and Profit $ 676,480.10
C. Total Labor Fee $ 1,000,000.00
2. Reimbursable Direct Costs $ 5,000.00
3. PCE Sub-Consultants
A. MBE Firms $ 300,000.00
American Surveying and Engineering, P.C.
Geo Services, Inc.
Rubinos & Mesia Engineers, Inc.
B. WBE Firms $ 150,000.00
Rubino Engineering
M Squared Engineering, LLC
Kabbes Engineering, Inc.
C. VBE Firms $ 45,000.00
Juneau Associates, Inc., P.C.
Total PCE Sub-Consultants $ 495,000.00
Total Fee (Not to Exceed) $ 1,500,000.00
The firms American Surveying and Engineering, P.C., Geo Services, Inc., and Rubinos & Mesia Engineers, Inc. are Minority-owned Business Enterprises (MBE). The firms Rubino Engineering, M Squared Engineering, LLC and Kabbes Engineering, Inc. are Women-owned Business Enterprises (WBE). The firm Juneau Associates, Inc., P.C. is a Veteran-owned Business Enterprise (VBE). All MBE, WBE, and VBE firms will actively participate in providing services for the core elements required by the agreement. The Affirmative action goals for this professional services agreement are 20 percent for MBE, 10 percent for WBE, and 3 percent for VBE.
The Diversity Section has reviewed the Agreement and has concluded that H.R. Green, Inc. is in accordance with the District’s Affirmative Action Policy.
Inasmuch as the firm HR Green, Inc. 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 per Section 11.4 of the Purchasing Act, in an amount not to exceed $1,500,000.00.
Funds for the 2024 expenditure, in the amount of $250,000.00, are available in Account 501-50000-612450. The estimated expenditure for 2025 is $500,000.00, 2026 is $500,000.00, and 2027 is $250,000.00. Funds for the 2025, 2026, and 2027 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, KMF:JK
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Marcelino Garcia, 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 May 16, 2024