DEPARTMENT: Transportation and Capital Improvements
DEPARTMENT HEAD: Mike Frisbie
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Contract Award: Civil Engineering Services for the Street Maintenance Program
SUMMARY:
An ordinance authorizing the negotiation and execution of four Civil Engineering Services Agreements for the Street Maintenance Program with Ford Engineering, Inc., Fernandez, Frazer, White and Associates, Inc., Mendez Engineering, PLCC., and HNTB Corporation in the amount not to exceed $1,500,000.00, $750,000.00, $250,000.00 and $750,000.00, respectively, for a term of one year to provide Civil Engineering Services for street rehabilitation projects.
BACKGROUND INFORMATION:
With the adoption of the FY 2019 Budget, City Council approved $110 million for the FY 2019 Street Maintenance Program (SMP), the largest in San Antonio’s history and an increase of $11 million over the previous year’s program. A total of $110 million is available to complete the entire SMP comprised of both in-house and contractual street maintenance projects. Of this $110M program, approximately $28M is allocated for reconstruction and reclamation projects which require extensive design and utility coordination.
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. The Request for Qualifications also allowed for TCI to choose these firms to provide engineering services to support additional street rehabilitation projects.
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 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.
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
Discretionary disclosure forms for each of these firms are attached.
ISSUE:
This ordinance authorizes the negotiation and execution of four Civil Engineering Services Agreements for the Street Maintenance Program with Ford Engineering, Inc., Fernandez, Frazer, White and Associates, Inc., Mendez Engineering, PLCC., and HNTB Corporation in the amount not to exceed $1,500,000.00, $750,000.00, $250,000.00, and $750,000.00, respectively, for a term of one year to provide Civil Engineering Services for street rehabilitation projects.
The Contracts will be available to all City departments, with a focus on the street rehabilitation projects. The contracts will address all aspects of civil engineering to include street, roadway drainage, architectural/structural design, site layouts, surveying and other special projects. Utilizing these Contracts allows for expedited delivery and provides a cost savings to the City based on negotiated rates for a larger volume of work. The selected firms were chosen based on available resources, past experience and specialized strengths.
Specifically, the purpose of these contracts will be to improve efficiency, expedite project delivery, expedite project completion and may include:
• Preparing roadway and drainage design plans, preparing construction plans and specifications and understanding the design process of the Transportation and Capital Improvements Projects.
• Preparing site layouts, designing site grading, foundations and parking lots.
• Coordinating and assisting with applicable permitting and code requirements.
• Coordinating and assisting with bidding of documents, utilizing a variety of project delivery methods.
• Conducting field observations and construction phase administration.
• Developing professional recommendations, preparing cost estimates and conducting project management.
• Construction phase services related to construction projects and other general civil engineering services.
ALTERNATIVES:
City Council could choose not to approve these Professional Services Agreements and require a Request for Qualifications (RFQ) for each individual project and select firms based on qualified experience in working with similar projects, however this would significantly impact the timely delivery of future capital improvements projects.
FISCAL IMPACT:
Requirements for each task shall be detailed in the individual task orders assigned. Funds are available and included in the FY 2019-2024 Capital Improvements Program. Potential funding sources include, but are not limited to the General Fund, Advanced Transportation District (ATD) Fund, Certificates of Obligation, Tax Notes, or other funding sources. If funding for any work activities was not previously appropriated, funding will be identified and appropriated through subsequent City Council action. The City makes no minimum guarantee pertaining to the volume of work that each may be expected from each consultant.
RECOMMENDATION:
Staff recommends approval of this ordinance authorizing the negotiation and execution of four Civil Engineering Services Agreements for the Street Maintenance Program with Ford Engineering, Inc., Fernandez, Frazer, White and Associates, Inc., Mendez Engineering, PLCC., and HNTB Corporation in the amount not to exceed $1,500,000.00, $750,000.00, $250,000.00 and $750,000.00, respectively, for a term of one year to provide as needed Civil Engineering Services for street rehabilitation projects.