TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 8, 2019
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue a purchase order and enter into an agreement with Robinson Engineering, Ltd. for professional engineering services for Final Design and Post Award Services for Contract 14-256-5F Flood Control Project in the Worth Woods Subdivision in Worth, Illinois in an amount not to exceed $296,982.29, Account 501-50000-612450, Requisition 1524372
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Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Robinson Engineering, Ltd. (Robinson) for professional engineering services for Final Design and Post Award Services for Contract 14-256-5F Flood Control Project in the Worth Woods Subdivision in Worth, Illinois.
On August 13, 2014, the Board of Commissioners granted its approval to assist local communities and agencies with various projects to address flooding problems through the District’s Phase II Stormwater Management program. Among the projects approved was a conceptual project submitted by the Village of Worth, which includes an evaluation of potential flood mitigation measures to address flooding in the Worth Woods Subdivision in Worth, Illinois.
On October 16, 2014, the Board of Commissioners authorized the District to enter into an agreement with Robinson to perform Preliminary Engineering for a Flood Control Project in the Worth Woods Subdivision in Worth, Illinois. The Preliminary Engineering Phase involved the evaluation and development of potential flood mitigation alternatives and analysis of right-of-way issues. Robinson has now completed the work for the first phase. The Engineering Department has reviewed the recommended alternative and believes that the project is economically justified and technically feasible, and representatives from the municipality, as well as the public, have provided strong support for this project.
Robinson was recommended because of the firm’s knowledge and experience with stormwater management projects such as this. The Engineering Department stated in the Board Letter authorizing preliminary engineering, that an agreement with Robinson for Final Design for a Flood Control Project in the Worth Woods Subdivision in Worth, Illinois would be forthcoming after completion of the Preliminary Engineering Phase.
The recommended project will address lack of drainage for the Worth Woods Subdivision by increasing local detention and improving conveyance through appropriately sized storm sewers ranging from 24-inch to 72-inch in diameter, with a new outlet through the Lucas Berg Quarry to the Cal-Sag channel. The proposed project will provide for an increase in the level of protection for the existing stormwater drainage system within the Worth Woods Subdivision from less than a 2-year storm level of protection to a 100-year level of service, and protect 19 flood prone properties. The construction cost estimate for this project is $2.5 million.
The time allowed for services to be performed under this agreement is 882 days from the date the consultant contract is awarded. 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:
• Project Management Reports
• Public Coordination Meetings (Presentations, Documents, and Exhibits)
• Technical Memorandums
• Permit Applications
• Detailed Plans and Specifications
• Opinion of Probable Construction Cost
• Bid Phase Documentation
• Submittal, Request for Information, and Change Order Documentation (during construction)
It is estimated that over 22 persons will be working on the contract at various times with an anticipated total of 2,261 man-hours. The average payroll rate will be approximately $41.14.
Robinson Engineering shall be paid an hourly rate based on the direct labor rate in effect for the year the work is performed plus reimbursable direct costs, up to a total amount not to exceed $296,982.29.
Item Fee
1. Prime Consultant Fee
A. Direct Labor $ 53,381.70
B. Overhead and Profit 117,076.80
C. Total Labor Fee $ 170,458.50
2. Reimbursable Direct Costs $ 2,339.00
3. PCE Sub-Consultants
A. MBE/SBE Firms $ 65,853.55
B. WBE/SBE Firms 48,908.65
C. VBE/SBE Firms 9,422.59
D. Total PCE Sub-Consultants $ 124,148.79
Total Fee (Not to Exceed) $ 296,982.29
The firms Wang Engineering, Delta Engineering Group, LLC., and Wynndalco Enterprises are Minority-Owned Business Enterprises/Small Business Enterprises (MBE/SBE). The firms Sheridan Plumbing & Sewer, Inc. and Upland Design are Women-owned Business Enterprises/Small Business Enterprises (WBE/SBE). The firm Bravo Company Engineering, Inc. is a Veteran-owned Business Enterprises/Small Business Enterprises (VBE/SBE). All MBE/SBE, WBE/SBE and VBE/SBE firms will actively participate in providing services for the core elements required by the agreement. The Affirmative action goals for this agreement are 20 percent for MBE firms, 10 percent for WBE firms, and 10 percent for SBE firms, and 3 percent for VBE firms.
The Diversity Section has reviewed the agreement and has concluded that the MBE/SBE, WBE/SBE and VBE/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.
Inasmuch as the firm of Robinson Engineering 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 $296,982.29.
Funds for the 2019 expenditure, in the amount of $110,761.47, are available in Account 501-50000-612450. Funds for the 2020, and 2021, and 2022 expenditures are contingent on the approval of the 2020 budget by the Board of Commissioners.
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 August 8, 2019
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