DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Mike Frisbie, P.E.
COUNCIL DISTRICT(S) IMPACTED: 3 and 5
POSTING:
An Ordinance authorizing the execution of a Professional Service Agreement with Stantec Consulting Services, Inc. for services related to a Preliminary Engineering Report for the Concepcion Creek Phase 1 Project in an amount not to exceed $616,090.50, with available funds from the Storm Water Regional Facilities Fund and is included in the FY 2018-2023 Capital Improvement Program.
SUBJECT:
Contract Award: Professional Services to provide a Preliminary Engineering Report for the Concepcion Creek Phase 1 Project.
SUMMARY:
An Ordinance authorizing the negotiation and execution of a Professional Service Agreement with Stantec Consulting Services, Inc. for services related to a Preliminary Engineering Report for the Concepcion Creek Phase 1 Project in an amount not to exceed $616,090.50, with available funds in connection with the Storm Water Regional Fund and are included in the FY 2018 Storm Water Budget.
BACKGROUND:
In 2016, a high-level study of the Concepcion Creek Reach estimated that over 400 structures were located within the City’s regulated floodplain. Along with numerous 311 calls in regards to properties, structures, and streets being flooded, this project became the highest priority for all regional drainage projects within the city limits.
Stantec Consulting Services, Inc. will provide analysis of flooding problems within the Concepcion Creek Reach. The analysis will propose improvements at each identified problem area and produce cost estimates for the selected improvements at each identified problem area as part of the Preliminary Engineering Report to be prepared for the Concepcion Creek Phase 1 Project. These engineering services are anticipated to begin June 2018 and estimated to be completed by September 2019.
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.
As described in the Scope of Services section of the RFQ, firms selected under this process also may be chosen to provide engineering services for additional projects that may be identified through 2022.
This contract 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:
This ordinance authorizes the execution of the Professional Service Agreement with Stantec Consulting Services, Inc., for the Concepcion Creek Phase 1 Project in an amount not to exceed $616,090.50 for services related to the Preliminary Engineering Report with available funds from the Storm Water Regional Fund Budget.
The Preliminary Engineering Report provided will be utilized to evaluate potential projects in the Concepcion Creek Region and will include the tasks listed below:
1. Compile data from previous studies to include the San Antonio River Watershed Master Plan, Bexar County Flood Control (SA48) and 2017 Bond Master Planning
2. Obtain City (311) and Bexar County flood complaints
3. Obtain FEMA repetitive loss data, as available
4. Review the San Antonio River Watershed Master Plan, Bexar County Flood Control (SA48), and 2017 Bond Master Planning hydrologic and hydraulic models, and the DFIRM hydraulic models for the watershed.
5. Define flood mitigation targets.
6. Identify flood prone areas
7. Select flood mitigation objectives to use in identification of project areas
8. Identify improvements to overland flow and underground conveyance systems, primary storm water channels, or other storm water storage and conveyance facilities to achieve the flood mitigation objectives identified
9. Identify potential environmental issues to comply with federal, state, and local permitting requirements
10. Identify potential major utility conflicts associated with the proposed storm and flood mitigation improvements
11. Prepare planning level cost estimates for each identified problem area.
12. Develop a Flood Study Report
Following the completion of the Preliminary Engineering Report, detailed design of the first phase will commence and will be funded by the remaining project fund balance. The construction phase will follow the detailed design phase, pending City Council approval for allocation of construction dollars through the FY 2019 Storm Water Regional Fund Budget. The detailed design and construction phases are not included in this ordinance as they will be executed through separate contracts.
ALTERNATIVES:
As an alternative, City Council could choose not to award this contract and require staff to release a new RFQ for these services for this project. Considering the time required for the solicitation process, this would adversely affect the timely completion of this project.
FISCAL IMPACT:
This is a one-time capital improvement expenditure in the amount of $616,090.50 for implementing the Professional Service Agreement with Stantec Consulting Services, Inc. for services related to a Preliminary Engineering Report for the Concepcion Creek Phase 1 Project. Funds are available from the Storm Water Regional Facilities Fund and included in the FY 2018-2023 Capital Improvement Program.
RECOMMENDATION:
Staff recommends approval of this ordinance authorizing the execution of a Professional Service Agreement with Stantec Consulting Services, Inc. in an amount not to exceed $616,090.50 per contract for project scoping and cost estimating services for the Preliminary Engineering Report for the Concepcion Creek Phase 1 Project.