DEPARTMENT: Transportation & Capital Improvements (TCI)
DEPARTMENT HEAD: Mike Frisbie, P.E.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
2017-2022 Bond Program Mass Selection of Design Consultants
SUMMARY:
An ordinance authorizing the negotiation and execution of 48 professional services contracts for Civil Engineering Services, 14 professional services contracts for Architecture services and 45 professional services contracts for Landscape Architecture services, in an aggregate amount not-to-exceed $58,000,000; the negotiation and execution of agreements with utility companies to accept reimbursement for utility work from respective utilities included in the contracts; and payment subject to the availability of funds in connection with the 2017-2022 General Obligation Bond Program and the 2018-2023 Capital Budget.
BACKGROUND INFORMATION:
On May 6, 2017, the 2017-2022 Bond Program, consisting of six propositions totaling $850 Million, was passed by voters. The program includes 180 projects designed to improve and enhance existing infrastructure, as well as to acquire or construct, streets, bridges, sidewalks, drainage facilities, parks, facilities, and developable residential neighborhood areas. All areas of San Antonio will benefit from projects proposed in the Bond Program. Projects may leverage funds with community partners, invest in major transportation corridors, provide complete streets, improve and support Vision Zero, and are roughly proportionate throughout San Antonio with some projects having a regional or city-wide benefit for all residents. The following provides a general description of five of the six Propositions in the Bond Program, highlighting the number of projects in each and the total amount of Bond Funds. The sixth proposition is Neighborhood Improvements totaling $20,000,000 and is not included in the Mass Selection process.
Proposition 1: Streets, Bridges, and Sidewalks Improvements 64 Projects $445,263,000
This proposition will provide for public improvements to streets, bridges and sidewalks, as well as other improvements necessary or related to bicycle lanes, landscaping, relocation of utilities, street lighting, technology improvements, signage and related drainage. This proposition also provides for the acquisition of lands and rights of way and public art.
Proposition 2: Drainage and Flood Control Improvements 19 Projects $138,988,000
This proposition will provide drainage and flood water improvements and facilities to be used for the removal of and protection from harmful excess water. This proposition also provides for the acquisition of lands and rights of way necessary for such purposes as well as related public art.
Proposition 3: Parks, Recreation and Open Space Improvements 79 Projects $187,313,000
This proposition will be used to acquire, construct, equip and renovate various parks, recreation and open space venues. This proposition also provides for park additions and for the acquisition of lands and rights of way necessary for such purposes, and installation of public art related to the proposition.
Proposition 4: Library and Cultural Facilities Improvements 13 Projects $24,025,000
This Proposition will be used to acquire, construct, improve, renovate and equip libraries, cultural facilities and other facilities. This proposition also allows for the acquisition of lands and rights of way necessary for such purposes and for the acquiring and installation of public art related to the proposition .
Proposition 5: Public Safety Facilities Improvements 5 Projects $34,411,000
This Proposition will be used to acquire, construct, improve, renovate and equip public safety facilities, to include fire, police, emergency medical services (EMS), animal care facilities and other facilities promoting the health, safety and welfare of the City’s residents. This Proposition also allows for the acquisition of lands and rights of way necessary to accomplish such purposes, as well as the acquiring and installation of public art related to the proposition.
During the May 31, 2017 City Council “B” Session, TCI briefed City Council on the City’s 2017 Bond program implementation strategy. The briefing included information on delivery of the bond projects to include the mass selection of design consultants, partnerships with utilities and the local workforce, planning with a context sensitive design approach, innovation in conjunction with the City’s project management tool PRIMELink, and transparency with the public via the Citizen’s Bond Oversight Commission (CBOC) and the City’s 2017 Bond Dashboard. The briefing also included the proposed spending plan and master schedule for all projects within the 2017-2022 Bond Program. Today’s actions are consistent with that briefing. The City has successfully used the mass selection of design consultants process previously for both the 2007 and the 2012 Bond Programs.
Procurement of Services
On May 9, 2017, three (3) Requests for Qualifications (RFQs) were released to seek professional design services in connection with the 2017 Bond Program, specifically: 1) Civil Engineering, 2) Architecture and 3) Landscape Architecture. RFQs were advertised on the City’s website, the Texas Electronic State Business Daily, TVSA Channel 21, in the San Antonio Hart Beat, Express News, La Prensa, San Antonio Observer and Southside Reporter. On May 24, 2017, the City hosted a kick-off event at the Henry B. Gonzales Convention Center that was attended by over 400 individuals representing design firms. This kickoff meeting served as the official pre-submittal conference for all three RFQs. In June 2017, 122 eligible Statements of Qualifications (SOQs) were received, evaluated and scored by city department experts from TCI, Parks and Recreation, Library, Human Services, Sustainability and Economic Development as well as experts from SAWS, CPS, a Parks and Recreation Advisory Board member and an American Institute of Architects (AIA) representative. After scores were complete, the consultants were matched with appropriate projects. Attached are the recommended consultant selections per project.
These contracts 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. On April 10, 2017, the Goal Setting Committee applied the Emerging, Small and Minority/Women-Owned Business Enterprise Prime Contract Program with a potential total of 12 prime points as part of the submittal evaluation criteria with 5 points for Small Business Enterprise (SBE), 5 points for Minority/Women-Owned Business Enterprise and 2 points for Emerging Small Business Enterprise (ESBE). Additionally, Goal Setting Committee also applied aspirational subcontracting goals at 30% SBE, 20% M/WBE and 3% AABE (African American Business Enterprise) and requires that on certain pre-selected projects the awarded prime consultants become mentors in the City’s Mentor Protégé Program.
ISSUE:
Today’s ordinance authorizes the negotiation and execution of 48 professional services contracts for Civil Engineering Services, 14 professional services contracts for Architecture services and 45 professional services contracts for Landscape Architecture services, in an aggregate amount not-to-exceed $58,000,000. The item also authorizes the negotiation and execution of agreements with utility companies to accept reimbursement for utility work from respective utilities included in the contracts; and payment subject to the availability of funds in connection with the 2017-2022 General Obligation Bond Program and the 2018-2023 Capital Budget.
On May 9, 2017, three (3) Requests for Qualifications (RFQs) were released to seek professional design services in connection with the 2017 Bond Program, specifically: 1) Civil Engineering, 2) Architecture and 3) Landscape Architecture. On May 24, 2017, the City hosted a kick-off event at the Henry B. Gonzalez Convention Center that was attended by over 400 individuals representing design firms. This kickoff meeting served as the official pre-submittal conference for all three RFQs. In June 2017, 122 eligible Statements of Qualifications (SOQs) were received, evaluated and scored by city department experts from TCI, Parks and Recreation, Library, Human Services, Sustainability and Economic Development as well as experts from SAWS, CPS a Parks and Recreation Advisory Board member and an American Institute of Architects (AIA) representative. Previous experience, background, qualifications, and the proposed project management plan were evaluated, and SBEDA points were applied, as part of the scoring and considered when consultants were matched with projects. Attached are the recommended consultant selections per project.
Negotiating and executing the 107 design contracts in today’s action allows a quicker start to the delivery of the bond program projects, saves time and money, and creates opportunities for local consultants. Of the prime design consultants recommended for selection, 71% are located within the San Antonio Metropolitan Statistical Area (SAMSA).
As part of the partnerships for the 2017 Bond Program, utility coordination will include the joint design and joint bid of projects with our utility partners.
ALTERNATIVES:
Approving the negotiation and execution of all professional design services contracts in one action allows for a quicker start to the delivery of the Bond Program projects, saves time and money and provides opportunities for civil, architect and landscape architect designers.
One alternative is for staff to solicit for design services per project, which would also include the evaluation, ranking and seeking approval from City Council. However, that could be very time consuming, risking the timely completion of the 2017-2022 Bond Projects. Another alternative could include Council authorizing only the negotiations at this time, allowing staff to proceed with negotiations and bring the contracts back for authorization in groups. However, this method will increase the number of City Council actions and could take up to 12 months before all contracts are considered by City Council.
FISCAL IMPACT:
All City funds for this action were approved in the 2018-2023 Capital Improvement Program budget. Funds for the respective utilities will be reimbursed by SAWS, CPS Energy and other relevant utility companies. Each negotiated contract will be within budgeted amounts and within the amount to be accepted by the affected utility company.
Once the contracts have been finalized, the Chief Financial Officer will appropriate and receive funds from the utility companies for their respective portions of the projects.
RECOMMENDATION:
Staff recommends that the City Council authorize the City Manager and/or the Director of TCI or his designee to negotiate and execute all documents and contracts as needed in connection with the delivery of the 2017-2022 Bond Program and the FY 2018-2023 Capital Budget.