TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 3, 2012
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Issue a purchase order and enter into an agreement with Klein and Hoffman, Inc. for professional engineering services to perform a condition survey for the 100 E. Erie Street building, following the recently completed construction at 660 N. Michigan Avenue, and issue a Closure Report, in an amount not to exceed $15,700.00, Account 101-50000-601170, Requisition 1341440
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Klein and Hoffman, Inc. (K&H), for professional engineering services to perform a condition survey for the 100 E. Erie Street building, following the recently completed construction of the adjacent building at 660 North Michigan Avenue, and issue a Closure Report.
The purpose of the work is to inspect the current condition of the 100 E. Erie Street building and provide a condition survey. The condition survey will be compared with the baseline condition survey, which was prepared in January 2009 by K&H, to document any damages incurred as a result of construction at 660 N. Michigan Avenue. K&H will summarize their findings in a Closure Report.
K&H has been selected by the Engineering Department as a sole source consultant to provide the needed professional services because they had performed the initial inspection and prepared the baseline condition survey, including a comprehensive report, photographs and videos. In addition, K&H has all the documentation of the initial survey and can provide the same personnel who are familiar with the work and who will be able to quickly recognize the changes in condition of the building components.
K&H provided their original services for the baseline condition survey under Contract 05-814-2D, which will expire on July 31, 2012 and has no funds available to perform this work.
The level of expertise required for this work will require approximately 140 man-hours of consultant time. The estimated weighted average payroll rate for the prime consultant and sub-consultant for the term of the agreement is $41/hour.
K&H has submitted a proposal for performing the above mentioned work in a not to exceed amount of $15,700.00. The Engineering Department has evaluated their proposal and found it to be reasonable.
Time for completion of the work is 90 days after award of the agreement. There are no provisions in the Agreement for extension of time except for such reasonable period as may be agreed upon between the parties.
Since the value of the agreement is under $100,000.00, the Affirmative Action Policy is not applicable.
In view of the foregoing, 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 $15,700.00.
Funds are available in Account 101-50000-601170.
Requested, Kenneth A. Kits, Director of Engineering, TEK:JKK
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 May 3, 2012