TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 11, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase orders and enter into agreements for Contract 23-889-5F Wetland Specialist Services for Watershed Management Ordinance Permits with Engineering Resource Associates, Inc., in an amount not to exceed $97,000.00, Christopher B. Burke Engineering, Ltd. in an amount not to exceed $97,000.00, and Hey and Associates, Inc. in an amount not to exceed $97,000.00, Account 501-50000-612430, Requisition 1620037
Body
Dear Sir:
Authorization is requested to issue purchase orders and enter into agreements for Contract 23-889-5F Wetland Specialist Services for Watershed Management Ordinance Permits for Contract 23-889-5F , with Engineering Resource Associates, Inc., Christopher B. Burke Engineering, Ltd. and Hey and Associates, Inc.
The Watershed Management Ordinance (WMO) regulates development impacting isolated wetlands and requires a wetland submittal for such development. The presence of wetlands or riparian environments must be acknowledged or denied by a wetland specialist who has training and experience in the identification of hydric soils, hydrophytic vegetation, and wetland hydrology. The District does not have a wetland specialist on staff, and therefore, must contract these services. The scope of work includes wetland submittal review, field visits to verify delineations, recommendations regarding mitigation plans, providing alternative analyses, and coordination with District staff to assure timely WMO permit review. Each consulting firm will be assigned submittals based on an as-needed, rotating basis and to avoid potential conflicts of interest.
The time allowed for services to be performed under each of these agreements is 1,248 days from the date of the notice to proceed. There are no provisions in the agreement for extension of time except for such reasonable period as may be agreed upon between parties.
Deliverables to be provided under each agreement include:
• Memorandums summarizing review and comments of WMO permit wetland submittals,
• Memorandums addressing current federal wetland regulations as they relate to wetlands regulated under the WMO, and
• Memorandums summarizing wetland delineations for MWRD projects.
The Engineering Department conducted a consultant selection process to assess prospective consulting engineering firms for wetland specialist services. The following firms participated in the process:
1. Christopher B. Burke Engineering, Inc.
2. Hey and Associates, Inc.
3. Engineering Resource Associates, Inc.
4. Burns & McDonnell
5. Aqua Vitae Engineering
6. 2IM Group, LLC
7. Poepping, Stone, Bach & Associates, Inc.
While the qualifications of all of the above firms were evaluated, the knowledge and experience exhibited by Engineering Resource Associates, Inc., Christopher B. Burke Engineering, Ltd., and Hey and Associates, Inc. were determined to be most suitable for the proposed wetland specialist services.
Several key personnel per firm are assigned to this work with an estimated average consultant payroll rate of $55.95 per hour.
Each of the three firms shall be paid an hourly rate based on the direct labor rate in effect for the year during which the work is performed, times an overall multiplier, plus reimbursable direct costs, and a fixed fee up to a total amount not to exceed $97,000.00 per firm, for a total of $291,000.00.
Item: Fee:
1.1 Christopher B. Burke Engineering, Ltd. Fee
A. Direct Labor $33,828.00
B. Overhead and Profit $61,565.00
C. Total Labor Fee $95,393.00
D. Direct Costs $ 1,607.00
E. Total Fee $97,000.00
1.2 Engineering Resource Associates, Inc. Fee
A. Direct Labor $35,064.00
B. Overhead and Profit $58,521.82
C. Total Labor Fee $93,585.82
D. Direct Costs $ 3,414.18
E. Total Fee $97,000.00
1.3 Hey and Associates, Inc. Fee
A. Direct Labor $31,512.50
B. Overhead and Profit $62,776.05
C. Total Labor Fee $94,288.55
D Direct Costs $ 2,711.45
E Total Fee $97,000.00
Total Fee (Not to Exceed) $291,000.00
The agreements shall be subject to the approval of the Law Department as to form and legality.
In as much as the firms of Christopher B. Burke Engineering, Ltd., Engineering Resource Associates, Inc., and Hey and Associates, Inc. possess a high degree of professional skill, it is recommended that the Director of Procurement and Materials Management be authorized to issue purchase orders and enter into agreements without advertising, per Section 11.4 of the Purchasing Act, in an amount not to exceed $97,000.00 per purchase order, for a total of $291,000.00.
Funds for the 2024 expenditure, in the amount of $50,100.00, are available in Account 501-50000-612430. The expected expenditure in Account 501-50000-612430 for 2025 is $80,298.00, 2026 is $80,301.00, and 2027 is $80,301.00. 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, Dr. Catherine A. O’Connor, Director of Engineering, KMF:MD
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 July 11, 2024