DEPARTMENT: Parks and Recreation
DEPARTMENT HEAD: Xavier D. Urrutia
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Amendments to Two On-Call Professional Services Agreements for Design of the Howard W. Peak Greenway Trails System
SUMMARY:
This ordinance authorizes amendments to two (2) on-call professional services agreements, to increase the original contract capacity of $2,000,000.00 by an additional $750,000.00 for a total of $2,750,000.00 with Bain Medina Bain, Inc. and to increase the original contract capacity of $1,100,000.00 by an additional $500,000.00 for a total of $1,600,000.00 with Terra Design Group, Inc. for architectural and engineering design services for the Howard W. Peak Greenway Trails System.
BACKGROUND INFORMATION:
The Howard W. Peak Greenway Trail System has been funded through a portion of a 1/8-cent voter-approved sales tax since its inception in 2000. The objectives of the program are to acquire and preserve open space along San Antonio creekways and to develop multi-use hike and bike trails, trailheads, signage and associated amenities for use by San Antonio residents and visitors.
A Request for Qualifications (RFQ) process for architectural and engineering design services was conducted in late 2016 and early 2017, to which nine (9) firms submitted proposals. The proposals were evaluated and ranked by a selection committee, who recommended selection of Bain Medina Bain, Inc. and Terra Design Group, Inc. to be awarded on-call professional services agreements for design, permit preparation, bidding assistance, and construction administration.
On March 2, 2017, City Council approved professional services agreements with Bain Medina Bain, Inc. in an amount up to $2,000,000.00 and with Terra Design Group in an amount up to $1,100,000.00 through Ordinance 2017-03-02-0130. Both agreements were executed for a period of three years with optional 2-year extensions. Under these agreements, Bain Medina Bain, Inc. and Terra Design Group have begun design on several trail segments for the most recent Sales Tax Initiative, approved by voters in 2015.
To continue implementing the greenway trail projects planned in conjunction with the 2015 Sales Tax Initiative, additional segments of trail need to be designed. Since the time that the original professional services agreements were approved by City Council, Parks and Recreation staff have further defined scopes of work for trail design and identified the need to increase design capacity.
The proposed amendments to on-call professional services agreements with Bain Medina Bain, Inc. and Terra Design Group will provide the additional contracting capacity necessary for completion of Howard W. Peak Greenway Trails System projects to be implemented with the 2015 Sales Tax Initiative, including architectural and engineering design, permit preparation, bidding assistance, and construction administration. The consultants’ scopes of work will also include recommendations for design enhancements and Low Impact Development (LID) water quality features as outlined in the scope of the 2015 Sales Tax Initiative.
ISSUE:
This ordinance authorizes amendments to two (2) on-call professional services agreements for Linear Greenway Trails Projects to allow for additional architectural and engineering design, permit preparation, bidding assistance, and construction administration. These agreements provide for design of Linear Creekway Parks (Greenway Trails) projects, which generally include development of multi-use hike and bike trails, trailheads, signage and associated amenities for use by San Antonio residents and visitors.
ALTERNATIVES:
As an alternative, City Council could choose not to approve the recommended amendment and require an additional RFQ process. However, this would delay the completion of the project and would not likely result in a cost savings.
FISCAL IMPACT:
This ordinance authorizes amendments to increase the original contract capacity of $2,000,000.00 by an additional $750,000.00 for a total of $2,750,000.00 for the Bain Medina Bain, Inc. contract and to increase the original contract capacity of $1,100,000.00 by an additional $500,000.00 for a total of $1,600,000.00 for the Terra Design Group contract. No funds are appropriated by this ordinance. Expenditures for these services are subject to available funding and are authorized by individual project budgets at the time work is requested or funds are appropriated through ordinance. The City makes no minimum guarantee pertaining to the volume of work expected to be performed by the consultants.
Funding for operation and maintenance of the city-wide greenway trail system is submitted annually as part of the General Fund budget process as trail miles are completed.
RECOMMENDATION:
Staff recommends approval of this ordinance authorizing contract amendments to two (2) on-call Professional Services Agreements for the Design of the Howard W. Peak Greenway Trails System.
The Contracts Disclosure Forms required by the Ethics ordinance are attached.