TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 17, 2018
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue a purchase order and enter into an agreement with V3 Companies of Illinois, Ltd., for professional engineering services for Contract 18-848-5F, Program Management of Stormwater Master Planning in Separate Sewer Service Area, in an amount not to exceed $2,049,967.00, Account 501-50000-612440, Requisition 1492644
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with V3 Companies of Illinois, Ltd. (V3), for professional engineering services for Contract 18-848-5F, Program Management of Stormwater Master Planning in Separate Sewer Service Area, in an amount not to exceed $2,049,967.00.
The District has completed five Stormwater Master Plan Pilot Studies within the geographic areas of each of the four Councils of Government in Cook County and the City of Chicago. The findings of these studies indicated that to provide structural protection from a 100-year flood event would require exorbitant investments by the District and local communities if traditional gray solutions or even solutions that blended green and gray infrastructure were utilized. Coupled with the experience gained in the on-going Phase II Flood Control Project in the Village of Robbins, it is increasingly evident the District needs to broaden its traditional approach to managing stormwater by identifying collaborative opportunities and considering benefits beyond those achieved solely from flood protection.
As the District moves forward with its Stormwater Master Planning efforts, the lessons learned in the pilot studies and the Robbins Phase II project will be applied. While some of the traditional techniques for evaluating flooding concerns will remain crucial to the planning process, such as stormwater modeling of existing problems and potential solutions, an adaptive approach will be required to evaluate the communities’ overall needs. Through this adaptive approach, the District will consider local communities’ capacity and potential partnership opportunities to more holistically address stormwater issues and improve the overall quality of life.
The Engineering Department will be initiating further master plan studies throughout Cook County after an assessment and review of community stormwater planning needs is completed. In order to address these needs, a multi-disciplined planning team, including engineers, architects, and planners, will deliver Program Management Services to develop a cohesive approach for stormwater master planning in the separate sewer areas. This program manager will collect and review stormwater data from separate sewer communities, establish logical watershed/sewershed based study areas and prioritization, and provide vision and guidance for individual stormwater master planning studies to be conducted by firms retained at a future date. The program manager will also provide technical advisory services on an on-call basis for individual master planning studies.
The time allowed for services to be performed under this agreement is 1095 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 this agreement include:
• Summary of stormwater data collected from communities and prioritization of future study areas
• Guidance Document for stormwater master planning in separate sewer areas
• Individual Study Profiles to assist in developing Request for Proposals for future master plans
The Engineering Department, along with the Maintenance and Operations Department, the Law Department, and the Procurement and Materials Management Department, conducted a consultant selection process to assess prospective consulting engineering firms for providing the Program Management Services. The following five firms, which were involved in the previous stormwater master plan pilot studies, participated in the process:
• Arcadis, U.S., Inc.
• Cardno, Inc.
• V3 Companies of Illinois, Ltd.
• Engineering Resource Associates, Inc.
• Geosyntec Consultants, Inc.
While the qualifications of the above firms in providing Program Management Services were evaluated, the knowledge and experience exhibited by V3 was determined to be most suitable for this program manager role. V3 has submitted a proposal in the amount of $2,049,967.00 for professional engineering services for Program Management of Stormwater Master Planning in Separate Sewer Service Area. The District has reviewed the proposal and found it to be acceptable.
It is estimated that over 26 persons will be working on the contract at various times with an anticipated total of 15,524 man-hours. The average payroll rate will be approximately $46.09.
The components of the total fee are as follows:
Item Fee
1. Prime Consultant Fee
A. Direct Labor $ 293,658.00
B. Overhead and Profit $ 545,618.00
C. Total Labor Fee $ 839,276.00
2. Reimbursable Direct Costs $ 5,189.00
3. PCE Sub-Consultants
A. MBE/SBE Firms $ 416,894.00
B. WBE/SBE Firms $ 207,108.00
C. Total PCE Sub-Consultants $ 624,002.00
4. Non-PCE Sub-Consultants $ 581,500.00
Total Fee (Not to Exceed) $ 2,049,967.00
The firm Urban GIS, Inc. is a Minority-Owned Business Enterprises/Small Business Enterprises (MBE/SBE). The firms Altamanu, Inc., and Valerie S. Kretchmer Associates, Inc., are Women-Owned Business Enterprises/Small Business Enterprises (WBE/SBE). All MBE/SBE and WBE/SBE firms will actively participate in providing services for the core elements required by the agreement.
The Diversity Section has reviewed the agreement and has concluded that the MBE/SBE and WBE/SBE firms are in accordance with the District's Affirmative Action Policy. The agreement shall be subject to the approval of the Law Department as to form and legality.
In as much as the firm of V3 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 $2,049,967.00.
Funds for the 2018 expenditure, in the amount of $568,250.00, are available in Account 501-50000-612440. The expected expenditures for 2019, 2020, and 2021 are $909,849.00, $464,500.00, and $107,368.00 , respectively, and will be contingent on the Board of Commissioners’ approval of the District’s budgets for the respective years.
Requested, Catherine A. O’Connor, Director of Engineering, WSS:JK
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 17, 2018