TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 19, 2008
COMMITTEE ON PURCHASING
Mr. Richard Lanyon, General Superintendent
Title
Issue a purchase order and enter into agreement with Stanley Consultants, Inc. for professional engineering services for Contract 05-837-2P, Mechanical and Electrical Consulting Support Services, in an amount not to exceed $800,000.00, Account 201-50000-601420, Requisition 1246146
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Stanley Consultants, Inc. for professional engineering services for Contract 05-837-2P, Mechanical and Electrical Consulting Support Services, for a two-year period.
The objective of the work to be performed by Stanley Consultants, Inc. is to provide engineering services to assist the Engineering Department’s staff on design and post-award related issues on an as-needed basis.
The level of expertise required consists of engineers and draftsmen experienced in mechanical, electrical and plumbing design.
The total fee for the Agreement is $800,000.00, distributed over three years.
The date of completion of the work is June 30, 2010.
There are no provisions included in the Agreement for increasing the scope and/or extending the contract.
As a need is identified, an individual work order shall be written that defines the scope of work, estimates the number of labor hours to complete the work and specifies a required completion schedule. The consultant shall be paid an hourly rate based on the direct labor rate times an overall multiplier of 2.804.
Once the Agreement is executed, Stanley Consultants, Inc. shall be used immediately to prepare portions of the contract documents for upgrading of the fire alarm panels at the Main Office Building and the McMillan Pavilion (Main Office Building Annex). In addition to this work, the contract will include other electrical and mechanical design and post-award engineering work on various projects to supplement the work by District staff on an as needed basis.
Eight (8) firms were invited to submit Statements of Qualifications (SOQ) for the project. They were as follows:
• CCJM Engineer, Ltd.
• Delta Engineering, Inc.
• DuSable, Inc.
• Greeley & Hansen, LLP
• Raymond Professional Group, Inc.
• SPAAN Tech, Inc.
• Stanley Consultants, Inc.
• STV, Incorporated
SOQs were received from six (6) of the consulting firms listed above. The Engineering Department reviewed and evaluated the SOQs from all of the firms. Based on the review of the SOQs, two (2) firms were invited to participate in an interview with a Selection Advisory Committee. The two (2) selected for the interview were Stanley Consultants, Inc. and STV. Based on the results of the oral interviews, the Selection Advisory Committee found both STV and Stanley Consultants, Inc. highly qualified to perform the requested services. An Agreement was entered into with STV on February 27, 2007. STV has been assigned seven task orders and their resources are allocated to these projects. The Process Facilities Division is in need of additional support services to assist with the back log of design projects and shop drawing reviews. It is recommended that an agreement be entered into with Stanley Consultants, Inc. in order to accomplish this additional work.
The level of expertise required for the work will require approximately six people and 5,681 man-hours. The estimated average payroll rate for the term of the Agreement is $34.21 per hour.
The components of the total fee are as follows:
Item Fee (Not to exceed)
1. Prime Consultant Fee
a. Direct Labor Costs $194,365.19
b. Overhead and Profit $350,634.81
c. Reimbursable Direct Costs $ 15,000.00
i. Printing $5,000.00
ii. Travel $5,000.00
iii. Document Delivery $5,000.00
d. Prime Consultant Sub-Total $560,000.00
2. Sub-Consultant Fee
a. MBE/SBE firms $160,000.00
b. WBE/SBE firms $ 80,000.00
c. PCE Sub-Consultant Sub-Total $240,000.00
3. Total Fee, Not to Exceed $800,000.00
Stanley Consultants, Inc. will be allocating 20% of the total fee to the following qualified MBE/SBE firms:
• Primera Engineers, Ltd.
• CCJM Engineers, Ltd.
and allocating 10% of the total fee to the following qualified WBE/SBE firms:
• SPAAN Tech, Inc.
• Intelligent Design & Construction Solutions, LLC
The Affirmative Action Section has reviewed the Agreement and has concluded that Stanley Consultants, Inc. is in accord with the District’s Affirmative Action policy.
Mr. Majid Zargar, P.E., who will serve as the project manager, is an engineer possessing a high degree of professional engineering skill in the firm of Stanley Consultants, Inc. In as much as the firm of Stanley Consultants, Inc. and Mr. Zargar 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.
Funds for the 2008 expenditures in the amount of $200,000.00 are available in Account 201-50000-601420. The estimated expenditure for 2009 is $400,000.00 and 2010 is $200,000.00. 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, JPS:TEK:JAW
Recommended, Darlene A. LoCascio, Purchasing Agent
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Purchasing
ORDERED passed by affirmative roll call vote of a majority of the Commissioners present this June 19, 2008. Approved, President Terrence J. O’Brien