DEPARTMENT HEAD: Razi Hosseini, P.E., R.P.L.S.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Professional Services Agreements: On-Call Storm Water Engineering Services
SUMMARY:
An ordinance approving the negotiation and execution of three (3) on-call professional service agreements with Halff Associates, Inc., HDR Engineering, Inc., and Maestas & Associates, LLC. each in the amount not to exceed $1,500,000.00 per contract year, for as-needed consulting services related to Storm Water Capital Projects citywide. Each agreement is for a term of one year with an option to renew each agreement for up to two (2) additional one-year extensions at an amount not to exceed $1,500,000.00 per contract year at City’s discretion, for a total amount not to exceed $4,500,000.00 per contract.
BACKGROUND INFORMATION:
These on-call contracts will address all aspects of storm water engineering, to include street and roadway design, drainage design, site layouts, surveying and other special projects. On-call contracts are utilized when multiple projects are to be delivered through various programs and funding sources within a limited timeline and specific projects (scope and limits) are not initially known.
Procurement of Services
A Request for Qualifications (RFQ) for On-Call Storm Water Engineering Services was released on January 24, 2020. Twenty-three (23) firms responded and submitted their Statement of Qualifications (SOQ) on March 11, 2020. A selection committee, made up of staff from the Public Works Department, San Antonio River Authority and the City Manager’s Office evaluated and scored the SOQs based on the published evaluation criteria, which included: experience, background, and qualifications of the firms, their subconsultants, and key personnel; the firms' project approach and management plan; and teams’ experience with San Antonio regional issues. The selection committee recommended contracts be awarded to the top three (3) ranking firms: Halff Associates, Inc., HDR Engineering, Inc., and Maestas & Associates, LLC. The required Discretionary Contracts Disclosure Forms are attached.
These Professional Service Agreements will be awarded in compliance with the Small Business Economic Development Advocacy (SBEDA) Program, which requires contracts to be reviewed by a Goal Setting Committee (GSC) to establish a requirement and/or incentive unique to the particular contract in an effort to maximize the amount of small, minority and woman-owned business participation under the contract. The Goal Setting Committee set a 22% Minority/Women Business Enterprise (M/WBE) subcontracting goal.
ISSUE:
This ordinance approves the negotiation and execution of three (3) on-call professional service agreements with Halff Associates, Inc., HDR Engineering, Inc., and Maestas & Associates, LLC. each in the amount not to exceed $1,500,000.00 per contract year, for as- needed consulting services related to Storm Water Capital Projects city wide. Each agreement is for a term of one year with an option to renew each agreement for up to two (2) additional one-year extensions at an amount not to exceed $1,500,000.00 per contract year at City’s discretion, for a total amount not to exceed $4,500,000.00 per contract.
Staff will utilize these storm water engineering consulting services on an as-needed basis to assist with storm water improvement projects. The Storm Water Engineering related services to be provided by these firms will include, but are not limited to the following:
• Preliminary and final documents, cost estimates, plan and/or reports, which discuss findings, engineering calculations, recommendations and work product
• Bid packages including specifications
• Handouts and graphical displays for use at public meetings
• Periodic updates documenting field observation service status and other special projects
ALTERNATIVES:
As an alternative, the City could release a Request for Qualifications (RFQ) for each project as needs are identified. However, this would significantly impact the timely delivery of future capital improvements projects.
FISCAL IMPACT:
This ordinance authorizes the negotiation and execution of three (3) on-call professional service agreements with Halff Associates, Inc., HDR Engineering, Inc., and Maestas & Associates, LLC. each in the amount not to exceed $1,500,000.00 per contract year. Funds are not encumbered by this action. Funds for this contract shall be allocated from specific project funds at the time the work is required. Potential funding sources may include, but are not limited to, the Storm Water Operating and Regional funds, Storm Water Regional Bond, General Fund, Tax Notes, General Obligation Bonds, Certificates of Obligation or other funding sources.
Requirements for each task shall be detailed in individual task orders assigned. The City makes no minimum guarantee pertaining to the volume of work that may be expected from each consultant. If funding for any work activities was not previously appropriated, funding will be identified and appropriated through subsequent City Council action.
RECOMMENDATION:
Staff recommends approval of this ordinance authorizing the negotiation and execution of the three (3) on-call professional service agreements for Storm Water Engineering Services.