TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 9, 2009
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Issue a purchase order and enter into an agreement with MACTEC Engineering and Consulting, Inc., for professional services in connection with reservoir and dam inspections in an amount not to exceed $99,971.00, Account 101-66000-601170, Requisition 1249889
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with MACTEC Engineering and Consulting, Inc. (MACTEC) for professional services in connection with reservoir and dam inspections.
The District owns and operates seven dams in the State of Illinois that are regulated by the Illinois Department of Natural Resources (IDNR). The objective of the subject Agreement is to perform detailed dam inspections in accordance with the “IDNR Guidelines and Forms for Inspection of Illinois Dams”. The Agreement includes the preparation of 2009 and 2010 IDNR Dam Inspection Reports for the Plum Grove, Twin Lakes, St. Michael, and Buffalo Creek Dams. Additionally, the Emergency Action Plans for the Plum Grove, Twin Lakes, and St. Michael Dams will be reviewed and updated.
The level of expertise required ranges from drafters to professional engineers.
The total cost for these services is $99,971.00. The estimated 2009 and 2010 expenditures are $49,981.00 and $49,990.00 respectively.
The duration for completion of the consultant work is 730 calendar days after award of the purchase order. There are no provisions for extension of time except for such reasonable period as may be agreed upon between the parties.
The following ten (10) firms were invited to submit proposals for the above-mentioned work: MACTEC; SEECO Consultants, Inc.; MWH Americas; Baker Engineering, Inc.; URS Corporation; HDR Engineering, Inc.; CH2M Hill; Camp Dresser and McKee, Inc.; Arcadis G&M ,Inc.; and STS A/E Com. Of the respondents, MACTEC, SEECO Consultants, Inc., and HDR Engineering, Inc. were identified as exceptional and invited to interview. Of these three (3), MACTEC was selected by a panel of District engineers based on their expertise, experience, and ability to perform the required work.
Three key personnel are scheduled to work on this contract, at a current estimated average consultant payroll rate of $44.72 per hour.
Item Fee (Not to exceed)
1. Labor Cost
A. Direct Labor $33,273.40
B. Overhead and Profit $60,557.60
2. Reimbursable Direct Costs $6,140.00
Total Fee $99,971.00
Affirmative Action requirements are not applicable to this agreement as the value of the services to be provided is less than $100,000.00.
Inasmuch as MACTEC 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 $99,971.00.
Funds for 2009 are available in Account 101-66000-601170. Funds for 2010 are contingent on the Board of Commissioner’s approval of the District’s budget for that year.
Requested, Osoth Jamjun, Director of Maintenance and Operations, MPS:SO’C:AG
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 July 9, 2009