Submitted By
Bill McKenna, Village Engineer
Reviewed By
AMZ
Agenda Item Title
Title
A Resolution Approving a Three-Year Master Agreement with V3 Companies, Ltd. for Professional Engineering Services with an Option to Renew the Agreement for up to Two Additional One Year Periods and Authorizing its Execution
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Overview
Overview
The Engineering Division requested qualifications for various professional engineering services from eight consultants deemed most qualified based on a previous request for qualifications (RFQ) solicitation. The Engineering Division selected the four most qualified firms from this recent RFQ for entering into Master Agreements. Future professional engineering services for the next three years will be administered using a task order system to these four firms for the majority of typical projects which will eliminate the need for requesting qualifications and proposals for each engineering project, saving staff time and resources in procuring these services.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
There is no fiscal impact to the Master Agreement. Task orders for professional services for various projects will be issued by the Engineering Division to the consultant deemed most qualified for the particular project. Individual task orders will be presented to the Village Board for approval or approved internally by staff depending on the dollar amount per the Village’s Purchasing Policy.
Funds for the various engineering projects will be included in the proposed budgets annually.
Background
Professional Engineering Services are selected on a qualification-based system according to Federal and State laws and the Village’s Purchasing Policy. The Engineering Division previously requested proposals (RFP) on a project-by-project basis for these services. The procurement process for selecting firms this way takes months and many days of staff time per project for issuing the RFQ/RFP, selecting the most qualified firm, negotiating fees, and ultimately presenting to the Village Board for approval. Many municipalities have started to utilize a task order system for administering professional engineering services in order to reduce the time and resources associated with procuring these services. Engineering firms deemed most qualified are selected based on an RFQ process. Master agreements are entered into with each of these selected firms in the pool. Future engineering contracts for the majority of services then are issued to the selected consultant deemed most qualified for the particular project via a task order.
In 2017 the Engineering Division issued an RFQ for various engineering services and received 49 responses. From these responses and based upon past experiences, eight firms were selected as most qualified. In July of 2021, the Engineering Division requested qualifications from these eight firms for task order engineering services. The Engineering Division selected the four most qualified firms. The Engineering Division is recommending approving Master Agreements with Edwin Hancock Engineering, TranSystems Corporation, V3 Companies, and Baxter & Woodman.
The Master Agreements will be for a roughly three-year term for task orders issued till the end of 2024. Task orders will be issued to one of the four consultants deemed most qualified for an individual project. The format for the future task orders is included as an exhibit in the Master Agreements. Task orders will be issued for the majority of typical Village projects for designing and managing road resurfacings, alley improvements, water & sewer projects, etc. The Engineering Division will still select consultants using the more traditional RFQ/RFP process for federally funded engineering projects or non-typical projects as needed.
V3 Companies has previously worked for the Village for projects for providing design and construction engineering for the North and South Boulevard water and sewer main improvements, surveying services, sewer design for complex connections and drop chambers, and various environmental projects and they have done an excellent job on all these projects.
Alternatives
The alternative to this recommendation could be to delay action to gain additional information.
Previous Board Action
N/A.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
Future task orders will be presented to the Village Board for approval for professional engineering services for individual projects.
Intergovernmental Cooperation Opportunities
None at this time.