DEPARTMENT: Aviation
DEPARTMENT HEAD: Frank Miller
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Award of Agreements for On-Call General Engineering Consulting Services for the San Antonio Airport System
SUMMARY:
An Ordinance authorizing two professional services agreements for On-Call General Engineering Consultant (GEC) services with Bain Medina Bain, Inc. and Gonzalez De La Garza and Associates. Services provided by these agreements include on-call planning, engineering, architectural, and project/construction management consulting services for capital improvement projects for the International and Stinson Municipal airports. Each agreement is for a three-year term with options to renew each agreement for two, one-year extensions under the same terms and conditions at the City's discretion and each in the amount not-to-exceed $6,000,000.00.
BACKGROUND INFORMATION:
The San Antonio Airport System (SAAS) requires timely access to comprehensive airport planning, engineering, architectural, and project/construction management consulting services on an as needed basis. An On-call General Engineering Consultant (GEC) provides the SAAS with a team that can provide these services to help implement capital improvement projects. The GEC will assist the Department to develop construction contract packaging to provide maximum flexibility in accommodating varying funding levels. The GEC will also centralize the management of and enhance coordination between multiple development needs and priorities on a variety of projects.
On-call services allow for the immediate execution of work as opposed to soliciting for these services on a per project basis. The Aviation Department will utilize these professional services to expedite project delivery and completion. Consultants shall be paid only on the tasks they perform for each specific project. These professional services may be utilized as needed during the execution of aviation projects.
In December 2013, City Council authorized two professional service agreements for on-call GEC services that were solicited under the federal Disadvantaged Business Enterprise program. The agreements are for projects that are eligible for federal funding, the majority of which are airfield improvements to runways and taxiways. A second solicitation utilizing the Small Business Economic Development Advocacy Program (SBEDA) was required for the multitude of projects from building improvements (roof repairs, building expansions and parking lot improvements) to assessments of facilities that are not eligible for federal funding.
General Engineering Consultant Solicitation
Respondents were required to assemble a multi-disciplinary team experienced with a variety of projects in a complex airport operations environment. The successful respondents were required to demonstrate the ability and resources necessary to perform the scope of services requested.
At a minimum, the Respondent's Prime must:
· have demonstrated experience with multi-year projects within the last five (5) years
· have demonstrated experience managing large multi-disciplinary teams
· propose a local Project Manager who shall be assigned to manage all work under the On-Call agreement for the duration of the term of the contract
At a minimum, the Respondent Teams (including subcontractors) must:
· have at least five years of demonstrated Engineering/Architectural experience
· have at least five years of demonstrated experience in construction management and construction administration.
· have five years of demonstrated resident project inspection, and project management experience
The Request for Qualifications solicitation was advertised in Hart Beat as well as on the websites for the City of San Antonio, Airports Council International - North America and American Association of Airport Executives in August 2014. In addition, the solicitation announcement was made on TVSA. Eleven Statements of Qualifications were received on September 23, 2014. An evaluation committee compromised of representatives from the City Manager's Office, Aviation Department and Airport Advisory Commission selected five respondents for interviews. Scores were based on the published criteria: background, experience and qualifications of team and project approach/management. Bain Medina Bain, Inc. and Gonzalez De La Garza and Associates were selected. Attached is a list of both firms with their teams.
Small Business Economic Development Advocacy Program (SBEDA)
This contract 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 awarded to Bain Medina Bain, Inc. and Gonzalez De La Garza and Associates as they are certified SBE and M/WBE firm located within the San Antonio Metropolitan Statistical Area. Additionally, the Goal Setting Committee also set a 24% Small Business Enterprise (SBE) subcontracting goal and Bain Medina Bain, Inc. and Gonzalez De La Garza and Associates has committed to 24% SBE subcontractor participation.
ISSUE:
City Council could elect to have the Aviation Department submit a request for qualifications for each project separately. The intent of the GECs is to allow the Aviation Department to commence with project planning quickly, especially in response to changes in project funding.
ALTERNATIVES:
City Council could elect to have the Aviation Department submit a request for qualifications for each project separately. However, the GEC agreements will allow the Department to expedite project delivery and completion. These professional services may be utilized as needed as these agreements allow consultants to commence services immediately upon the Department's recognition of the requirement. With the GEC agreements and their multi-disciplinary teams, the Department will commence with project planning quickly, addressing planning, engineering, architectural, construction management and administration, resident project inspection, and project management holistically.
FISCAL IMPACT:
Each of these agreements shall have a value not to exceed $6,000,000.00 per contract term per firm. 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 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 approval of this Ordinance authorizing two On-Call General Engineering Consultant agreements.