TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 14, 2008
COMMITTEE ON PURCHASING
Mr. Richard Lanyon, General Superintendent
Title
Issue purchase order and enter into an agreement with HDR Engineering, Inc. for professional engineering services for Contract 08-033-5C, North Branch of the Chicago River Detailed Watershed Plan - Phase B, in an amount not to exceed $1,367,215.57, Account 501-50000-601410, Requisition 1249896
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with HDR Engineering, Inc. (HDR) for professional engineering services for Contract 08-033-5C, North Branch of the Chicago River Detailed Watershed Plan - Phase B.
The objective of the work to be performed by HDR is to produce a Detailed Watershed Plan (DWP) for the North Branch of the Chicago River.
The level of expertise required consists of engineers, surveyors and technicians experienced in the development of hydrologic and hydraulic models and in watershed planning.
The total fee for the Agreement is $1,367,215.57, distributed over 1.5 years.
The date of completion of the work is on or about March 3, 2010.
Under the Stormwater Management Program, DWPs will be produced for each of the established watersheds in Cook County pursuant to the requirements of Public Act 93-1049, the enacting legislation for the District’s countywide stormwater management program. The purpose of each DWP is to identify existing stormwater related concerns within a watershed, develop alternative solutions to address those concerns, and then evaluate the alternatives to determine those that are most effective in addressing the watershed’s needs. When finalized, a DWP will contain a summary of the watershed’s areas of concerns, and a listing of proposed regional capital improvement projects to address those concerns.
The watershed planning process consists of several steps:
1. Gathering existing information on current watershed conditions, as well as past analyses that have been conducted.
2. Analyzing the suitability of existing information.
3. Determining what additional information is necessary but currently missing, and outlining procedures for obtaining data.
4. Obtaining the required new data.
5. Developing hydrologic and hydraulic models of the watershed, using or updating existing models when possible.
6. Identifying potential projects to address stormwater related issues such as flooding and water quality.
7. Quantifying benefits and estimating cost of potential projects, as well as determining other non-cost factors to allow evaluation of alternative projects.
At the December 6, 2007 Board Meeting, the Board of Commissioners authorized the District to enter into an agreement with HDR to perform Phase A of the North Branch of the Chicago River DWP. Phase A of the detailed watershed planning process primarily involved the information gathering tasks necessary to delineate the scope of work for Phase B. Phase A consisted of steps 1 through 3 listed above. HDR has now completed the work for Phase A.
Phase B of the North Branch of the Chicago River DWP will consist of steps 4 through 7 of the above list and involves the generation of new data, hydrologic and hydraulic modeling, and project development and evaluation.
HDR was recommended for preparing the North Branch of the Chicago River DWP because of the firm’s significant experience in the watershed and because of the project manager’s experience in development and implementation of detailed watershed plans in the region. The Engineering Department stated in the board letter authorizing Phase A, that an agreement with HDR for Phase B of the North Branch of the Chicago River DWP would be forthcoming after completion of Phase A.
The time allowed for the services to be performed under this agreement is 547 days from the date the contract is awarded. There are no provisions in the agreement for increasing the scope or for extension of time except for such reasonable period as may be agreed upon between parties.
Deliverables to be provided under this agreement include:
• Collected watershed data.
• Hydrologic and hydraulic model.
• Technical memoranda.
• Preliminary Detailed Watershed Plan Report.
• Draft Detailed Watershed Plan Report.
• Final Detailed Watershed Plan Report.
The level of expertise required for the work will require approximately 15 people and 9782 man-hours. The estimated average payroll rate for the term of the Agreement is $46.57 per hour.
HDR shall be paid an hourly rate based on the direct labor rate in effect for the year the work is performed, times an overall multiplier of 2.9327, plus reimbursable direct costs, up to a total amount not to exceed $1,367,215.57. The components of the total fee for the Agreement with HDR are as follows:
Item Fee (Not to exceed)
1. Labor Cost
A. Direct Labor $ 251,023.14
B. Overhead and Profit 485,152.43
C. Total Labor Fee 736,175.57
2. Reimbursable Direct Costs
A. Travel, Printing, Miscellaneous 2390.00
B. Subcontractors
I. V3 Companies of Illinois Ltd. 218,600.00
II. 2IM Group, LLC (MBE/SBE) 54,000.00
III. FluidClarity Ltd. (MBE) 32,500.00
IV. M.P.R. Engineering, Corp., Inc. (MBE) 28,700.00
V. Lin Engineering, Ltd. (MBE) 158,000.00
VI. Huff & Huff, Inc. (WBE) 108,100.00
VII. Cushing and Company (WBE) 28,750.00
C. Total Reimbursable Fee 631,040.00
Total Fee $ 1,367,215.57
The work by the MBE, WBE, and SBE firms represents approximately 30.00% of the total dollar value of this agreement. Assuming that the maximum cost of the agreement is reached, 2IM Group, LLC (MBE/SBE) will receive approximately $54,000.00, FluidClarity Ltd. (MBE) will receive approximately $32,500.00, M.P.R. Engineering, Corp., Inc. (MBE) will receive approximately $28,700.00, Lin Engineering, Ltd. (MBE) will receive approximately $158,000.00, Huff & Huff, Inc. (WBE) will receive approximately $108,100.00, and Cushing and Company (WBE) will receive approximately $28,750.00 total compensation.
The Affirmative Action Section has reviewed the agreement and has concluded that HDR is in accordance with the District’s Affirmative Action Policy.
Ms. Melcy Pond, P.E., who will serve as the project manager, is an engineer possessing a high degree of professional engineering skill in the firm of HDR. In as much as the firm of HDR Engineering, Inc., and Ms. Pond of that firm, are possessed of a high degree of professional skill, it is recommended that the Purchasing Agent 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 $1,367,215.57.
Funds for the 2008 expenditures in the amount of $150,393.71 are available in Account 501-50000-601410. The estimated expenditure for 2009 is $1,093,772.46 and for 2010 is $123,049.40. Funds for the 2009 and 2010 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Joseph P. Sobanski, Chief Engineer, NV:MC:tw
Recommended, Darlene A. LoCascio, Purchasing Agent
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Purchasing
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for August 14, 2008.