DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Mike Frisbie, P.E.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Contract Award: Underground Storm Drain Televising Program
SUMMARY:
An Ordinance, for the Underground Storm Drain Televising Program, a Storm Water Operating Fund project, authorizing the execution of a Professional Services Contract with RJN Group, Inc., in an amount not to exceed $1,600,000.00, of which $250,000.00 are for services in FY 2015 to provide underground storm drain pipe televising and pipe condition assessment and collection of related surface storm water infrastructure, with an option to renew the agreement for two one-year extensions under the same terms and conditions with an amount not to exceed $600,000.00 in FY 2016, and not to exceed $750,000.00 in FY 2017, subject to appropriations in future fiscal years.
BACKGROUND INFORMATION:
The City has an estimated 700 miles of underground storm sewer pipes that are in various ages and conditions. In order to better prioritize pipe maintenance and replacement, a televised and condition assessed pipe inventory and assessment is needed.
The requested services provide for the City's acquisition of inventory data of underground storm drainage pipes and surface storm water infrastructure, such as manholes, inlets, pipes, and culverts. Pipes are to be televised using panoramic Closed Circuit Televising (CCTV) equipment and pipe condition is to be assessed by Pipeline Assessment Certification Program (PACP) certified raters. Additionally, the City will be provided with relevant pipe attribute data including, but not limited to, pipe size and material composition. The services also will include mapping of the underground pipe network and surface storm water infrastructure, as well as integrating the data into the City's asset management and mapping software systems.
Procurement of Services
A Request for Qualifications (RFQ) was released in January 2015. The RFQ was advertised in the San Antonio Hart Beat, on the City's website, and the Texas Electronic State Business Daily in January and February 2015. Responses were due on February 10, 2015. Three firms responded to the RFQ and submitted their Statement of Qualifications (SOQs) and all were deemed responsive. A Selection Committee consisting of representatives from Transportation and Capital Improvements evaluated, scored and ranked the submissions. Scoring was based on the published evaluation criteria, which included: experience and qualifications of the team, the team's experience with San Antonio issues and past experience with City of San Antonio projects and understanding of the project and proposed management plan.
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 set a 10% Small Business Enterprise (SBE) subcontracting goal and RJN Group, Inc. has committed to 10 % SBE subcontractor participation.
This contract was developed utilizing a formal request for qualifications process; therefore, as required by the Ethics Ordinance, the Discretionary Contracts Disclosure Form has been included herein as an attachment.
ISSUE:
This ordinance, for the Underground Storm Drain Televising Program, a Storm Water Operating Fund project, authorizes a Professional Services Contract with RJN Group, Inc., in an amount not to exceed $1,600,000.00, of which $250,000.00 are for services to provide underground storm drain pipe televising and pipe condition assessment and collection of related surface storm water infrastructure in FY 2015, with an option to renew the agreement for two one-year extensions under the same terms and conditions with an amount not to exceed $600,000.00 in FY 2016, and not to exceed $750,000.00 in FY 2017, subject to appropriations in future fiscal years. This project aims to provide pipe condition assessments on approximately 86.5 miles with the $1,600,000.00.
ALTERNATIVES:
As an alternative option, the City could solicit new bids for FY 2016 and/or FY 2017. However, doing so may result in a loss of continuity with the process established in FY 2015.
FISCAL IMPACT:
This ordinance authorizes the execution of Professional Services Contract with RJN Group in an amount not to exceed $1,600,000.00. Funds are available from the FY 2015 Storm Water Operating Fund in the amount of $250,000.00. Funding for FY 2016 in the amount not-to-exceed $600,000.00 and FY 2017 in the amount not-to-exceed $750,000.00 is subject to appropriations in future fiscal years from the Storm Water Operating Fund.
RECOMMENDATION:
Staff recommends approval of this ordinance authorizing a Professional Services Contract with RJN Group, Inc. for the Underground Storm Drain Televising Program to provide underground storm water and related surface infrastructure data collection, condition assessment, and mapping services in an amount not to exceed $250,000.00 for FY 2015, with an option to renew the agreement for two one-year extensions under the same terms and conditions with an amount not to exceed $600,000.00 in FY 2016, and not to exceed $750,000.00 in FY 2017.