DEPARTMENT: Transportation and Capital Improvements
DEPARTMENT HEAD: Mike Frisbie
COUNCIL DISTRICTS IMPACTED: City-wide
SUBJECT:
Awarding Professional Services Agreements for Traffic Engineering Consulting Services
SUMMARY:
An ordinance authorizing the negotiation and execution of three (3) On-Call Professional Services Agreements for City-wide traffic engineering consulting services with AC Group, LLC, Gonzalez + De La Garza & Associates, LLC and RJ Rivera Associates, Inc. each in an amount not to exceed $250,000.00 per year, for as-needed services to supplement City of San Antonio Traffic Engineering resources in connection with City-owned facilities and improvements, construction projects and emergency situations. Each agreement is for a term of one year, with an option to renew for two (2) additional one (1) year periods at the City's discretion, as approved by the Director of Transportation and Capital Improvements (TCI), for a possible maximum total contract amount not to exceed $750,000.00.
BACKGROUND INFORMATION:
Currently, the Transportation and Capital Improvement Department (TCI) contracts with three consultants to provide on-call traffic engineering consulting services for the City. The current consultants are Pape-Dawson, GKW, and LAN. These consultants are used on an as-needed basis on City projects, in connection with City capital improvements and transportation related projects. The contracts with these firms expire in October 19, 2014. Due to the high volume of requests for traffic-related studies, investigations and remediation plans, as well as the limited resources of the Transportation Planning Division, these agreements will continue to allow the City to utilize the services of consultants immediately at the City's discretion.
Staff released a Request for Qualifications (RFQ) for qualified Traffic Engineering firms to provide On-Call Traffic Engineering Professional Services in connection with City-owned facilities. The professional services provided under these agreements may include, but are not limited to, the following:
· Traffic Engineering Studies;
· Traffic Signal Design;
· Traffic Signal Timing;
· Traffic Control Systems Analysis, Design and Implementation;
· Intelligent Transportation Systems (ITS);
· Land Planning/Engineering; and
· Minor Roadway Design
Consultants will be paid based on the tasks performed for each specific project. The City will make no minimum guarantee pertaining to the volume of work that may be expected from each consultant.
The RFQ for On-Call Traffic Engineering Services was released in May 2014, and a pre-submittal conference was held on May 14, 2014. Nine (9) firms responded and submitted their Statement of Qualifications (SOQ) by the June 3, 2014 closing date. A selection committee comprised of TCI staff evaluated and scored the SOQs and recommends contracts be awarded to AC Group, LLC, Gonzalez + De La Garza & Associates, LLC and RJ Rivera Associates.
These contracts will be awarded in compliance with the Small Business Economic Development Advocacy (SBEDA) Program, which requires contracts be reviewed by a Goal Setting Committee to establish a requirement and/or incentive unique to the particular contract in an effort to maximize the amount of small, minority, and women-owned business participation on the contract. The Goal Setting Committee applied the Small and Minority/ Women-Owned Business Enterprise Prime Contract Program with twenty (20) evaluation preference points being awarded to AC Group, LLC, Gonzalez + De La Garza & Associates, LLC and RJ Rivera Associates, as they are certified SBE and M/WBE firms located within the San Antonio Metropolitan Statistical Area. Additionally, Goal Setting Committee also set a 12% Small Business Enterprise (SBE) subcontracting goal and all three consulting firms have committed to 12% SBE subcontractor participation.
ISSUE:
This ordinance approves the negotiation and execution of three (3) On-Call Professional Services Agreements with AC Group, LLC, Gonzalez + De La Garza & Associates, LLC and RJ Rivera Associates each in an amount not to exceed $250,000.00 per contract year. The term of each of the On-Call Professional Services Agreements shall be for a period of one (1) year from the date of the fully executed agreement, with the option to renew each agreement for two (2) additional one (1) year periods at the City's discretion, as approved by the Director of TCI, for a possible maximum total contract amount not to exceed $750,000.00 each.
Requirements for each task shall be detailed in the individual work orders assigned. In the event additional services are required outside the scope of any work order, the scope of services and any additional fees related to these services will be agreed upon by the City and the Consultant in writing and in advance of these services being performed.
Potential funding sources for individual work orders include, but are not limited to, General Fund, Certificates of Obligations, Advanced Transportation District (ATD) Program and Neighborhood Access & Mobility Program (NAMP) funds.
ALTERNATIVES:
In review of potential alternatives, staff has determined that awarding these three (3) On-Call contracts for Professional Engineering Services is in the best interest of the City. An alternate option would be to submit another request for qualifications (RFQ) and select firms based on qualified experience in working with similar projects. However, the firms recommended through this selection process have the necessary qualifications that were requested in the RFQ.
FISCAL IMPACT:
Each of these agreements shall have a value not to exceed $250,000.00 per contract year per firm for an initial, one-year term with two one-year extensions. Each renewal of the respective agreements shall be for the same terms and conditions.
No funds are appropriated by this action. Expenditures for these services are subject to available funding and are authorized by individual project capital budgets at the time work is requested or project funds are appropriated through ordinance. The City will make no minimum guarantee pertaining to the volume of work which may be expected from each consultant.
RECOMMENDATION:
Staff recommends the negotiation and execution of three (3) On-Call Professional Services Agreements for City-wide traffic engineering consulting services with AC Group, LLC, Gonzalez + De La Garza & Associates, LLC and RJ Rivera Associates.