DEPARTMENT: Aviation
DEPARTMENT HEAD: Russell J. Handy
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
On-Call Construction Materials Testing Agreements for San Antonio Airport System
SUMMARY:
This Ordinance authorizes the execution of three on-call construction material testing (CMT) services agreements for a 5 year term with Professional Service Industries, Inc. (PSI), Raba Kistner, Inc. (Raba Kistner) and Terracon Consultants, Inc. (Terracon), each in the amount not to exceed $450,000.00 per contract, to provide as-needed construction material testing services for construction and planning projects in the San Antonio Airport System.
BACKGROUND INFORMATION:
Construction Material Testing (CMT) services are utilized for construction projects to ensure that materials used, such as concrete, asphalt, and welded wire fabric, are in compliance with industry safety standards as well as project plans. As a third-party, the CMT vendor will test and observe the materials used in construction projects to ensure they are compliant with standards and minimize the potential for project failures. On-call delivery agreements provide an efficient means of obtaining standard services needed repetitively and have been used successfully by the Aviation and other city departments.
Previously, San Antonio Airport System had five firms under contract to provide CMT services with contract values in the amount of $600,000.00 that ended in February 2018. The airport has continued to provide CMT services utilizing general contracting capacity. After analyzing previous contract utilization and the planned construction contracts over the next five years, the department released a solicitation for three firms with contract values for an amount not to exceed $450,000.00 each.
Solicitation
A Request for Qualifications (RFQ) was released in October 2017. This RFQ was advertised through the San Antonio Hart Beat, TVSA and the websites for the city and Federal Aviation Administration. Responses were due on November 27, 2017. Six firms responded to the RFQ and an evaluation committee, consisting of representatives from Aviation, Transportation and Capital Improvements and a retired engineer/project manager with experience on city projects. The committee members evaluated, scored and ranked the proposals based on the published evaluation criteria, which included evaluation of Background, Experience and Qualifications; Project Resources and Management Capabilities; and, Disadvantaged Business Enterprise Program. The committee recommended PSI, Raba Kistner and Terracon.
This solicitation was identified as a High Profile solicitation and was presented at Audit and Accountability Council Committee as a consent item (pre- and post-) in October 2017 and February 2018.
Disadvantaged Business Enterprise Program (DBE)
The on-call services will extend to federal projects, which require compliance with Disadvantaged Business Enterprise (DBE) requirements. A DBE goal of 8.68% was identified for each contract and all three firms met or exceeded the goal.
ISSUE:
This Ordinance authorizes the execution of three on-call CMT services agreements with PSI, Raba Kistner and Terracon, each in the amount not to exceed $450,000.00 per contract, to provide as-needed construction material testing services for construction and planning projects in the San Antonio Airport System for a five-year term. On-call services allow for the immediate execution of work as opposed to soliciting for these services on a per project basis. The City will utilize these professional services to expedite project delivery and completion. Pending Council consideration and approval, the agreements will begin ten days after approval date.
ALTERNATIVES:
City Council could direct staff to submit a solicitation for each project. This process would delay project delivery as the solicitation is developed. The use of on-call agreements, which has been used by the Aviation Department and other city departments for several years, has been successful in providing CMT services on projects in a timeline manner.
FISCAL IMPACT:
Each of these agreements shall have a value not to exceed $450,000.00 per contract term and a five-year term. No funds are appropriated by this action. Expenditures for these services are subject to available funding and are authorized by individual project budgets. The City will make no minimum guarantee pertaining to the volume of work which may be expected from each consultant.
RECOMMENDATION:
Staff recommends the execution of three on-call CMT services agreements with PSI, Raba Kistner and Terracon for the San Antonio Airport System.