TRANSMITTAL LETTER FOR BOARD MEETING OF JANUARY 9, 2025
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement with V3 Companies, Ltd. for Contract 24-CON-03, Professional Engineering Services for Project 21-166-5F, 71st Street Ditch Regional Flood Mitigation in the Vicinity of Bedford Park, in an amount not to exceed $4,347,847.00. Account 501-50000-612450, Requisition 1630833
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with V3 Companies, Ltd. (V3) for Contract 24-CON-03, Professional Engineering Services for Project 21-166-5F, 71st Street Ditch Regional Flood Mitigation in the Vicinity of Bedford Park, in an amount not to exceed $4,347,847.00.
On July 15, 2021, the Board of Commissioners granted approval to assist various communities under the Local Stormwater Partnership Program. This assistance included engineering analysis and design of alternatives to address local flooding issues. Among the projects approved, a conceptual project submitted by the Village of Bedford Park, which sought to develop a plan to divert stormwater runoff away from the 71st Street Ditch, that could also serve to alleviate flooding in neighboring communities.
Recognizing the regional benefits of the diversion plan for Bedford Park, Bridgeview, Justice, and Summit, the District performed a stormwater master planning analysis to identify potential stormwater infrastructure improvements, which collectively constitute the captioned 71st Street Ditch Regional Flood Mitigation in the Vicinity of Bedford Park project.
These potential improvements include new storm sewers, stormwater storage, and an outfall to the Chicago Sanitary and Ship Canal to improve drainage and alleviate flooding in the project area. These improvements will be coordinated with the Illinois Department of Transportation to maximize the flood relief benefits and provide for additional benefits in the future.
The District has been awarded $1,250,000.00 for the project’s design under the Coronavirus State and Local Fiscal Recovery Funds Program. This program is authorized by the American Rescue Plan Act (ARPA) through a subrecipient agreement with Cook County that was authorized by the Board on June 15, 2023.
The scope of work for the design of the 71st Street Ditch Regional Flood Mitigation in the Vicinity of Bedford Park project includes:
• Data review and collection
• Detailed evaluation of potential solutions identified in the master plan
• Analysis of right-of-way issues and permit requirements
• Public outreach
• Agency coordination and permitting
• Acquisition-related services
• Grant application and related services
• Preparation of engineering plans, specifications, cost estimates, and project schedules
Based on the extent of the proposed improvements, the time allowed for services to be performed under this agreement is 1,650 calendar days from the date the 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 under this agreement include:
• Topographic and boundary surveys, and plats of easement
• Meeting agendas, minutes, letters, and exhibits
• Supplemental technical memoranda and reports
• Preliminary design report
• Preliminary (30%), 60%, 98% and final (100%) design plans
• Specifications and contract documents
• Permit applications
• Opinion of probable construction cost
• Conditional Letter of Map Revision submittal for FEMA
• Hazard Mitigation Assistance grant funding applications
• Property appraisals
The Engineering Department conducted a consolidated consultant selection process to assess prospective consulting engineering firms for professional services for the planning and design of stormwater management projects. Requests for Statement of Qualifications (SOQs) were sent to forty-eight (48) firms, and nineteen (19) responded. After reviewing all the SOQs, ten (10) were chosen for interviews by the District’s selection advisory committee. Following scoring of the interview phase, the Engineering Department determined the highest-scoring firms in the following order:
1. V3 Companies, Ltd.
2. Hey & Associates, Inc.
3. Christopher B. Burke Engineering, Ltd.
4. Arcadis U.S., Inc.
5. Bowman Consulting Group, Ltd.
6. Strand Associates, Inc.
7. CDM Smith, Inc.
While all the above firms are determined to be suitable for this project, V3 is being selected due to its highest ranking. Consultants for future stormwater planning and design contracts will be selected in the order of the above list until exhausted over the next three (3) years.
V3 has submitted a proposal in the amount of $4,347,847.00 for professional services for the design of the 71st Street Ditch Regional Flood Mitigation in the Vicinity of Bedford Park project. The Engineering Department has reviewed the proposal and found it to be acceptable.
It is estimated that approximately 39 people will work on the contract at various times with an anticipated total of 23,579 man-hours. The average payroll rate will be approximately $62.59.
V3 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 2.940, plus reimbursable direct costs, up to a total amount not to exceed $4,347,847.00.
Item Fee
1. Prime Consultant Fee
A. Direct Labor $ 975,542.00
B. Overhead and Profit $ 1,892,551.00
C. Total Labor Fee $ 2,868,093.00
2. Reimbursable Direct Costs $ 9,000.00
3. PCE Sub-Consultant Fee
A. MBE Firms $ 868,196.00
B. WBE Firms $ 457,421.00
C. VBE Firms $ 110,137.00
D. Total PCE Sub-Consultants $ 1,435,754.00
4. Non PCE Sub-Consultant Fee $ 35,000.00
Total Fee (Not to Exceed) $ 4,347,847.00
The firms Bloom Companies, LLC, Earth Solutions, Inc., Grace Analytical Laboratory, Inc., and Interra, Inc. are Minority-owned Business Enterprises (MBE). The firms Contigo Engineering, Harrington Site Services Company, and Terra Engineering, Ltd. are Women-owned Business Enterprises (WBE). The firms Aqua Vitae Engineering, LLC is a Veteran-owned Business Enterprises (VBE). All MBE, WBE, and VBE firms will actively participate in providing services for the core elements required by the agreement.
The Diversity Section has reviewed the agreement and concluded that the MBE, WBE, and VBE 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 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 $4,347,847.00.
Funds for the 2025 expenditure, in the amount of $1,132,000.00, are available in Account 501-50000-612450. The estimated expenditures of $565,900.00 in 2026, $880,000.00 in 2027, $1,136,500.00 in 2028, and $633,447.00 in 2029 are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Catherine A. O’Connor, Director of Engineering, KMF:JK
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 January 9, 2025
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