DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Razi Hosseini, P.E., R.P.L.S.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Contract Award: On-Call Civil Engineering Services for the Infrastructure Management Program (IMP)
SUMMARY:
An ordinance authorizing the execution of six On-Call Civil Engineering Services Agreements with AECOM Technical Services, Inc., AJL Engineering, Inc., Civil Engineering Consultants, Gonzalez-De La Garza & Associates, LLC, Lockwood, Andrews, & Newnam, Inc. and RPS Infrastructure, Inc. each in the amount not to exceed $450,000.00 to provide needed on-call civil engineering services for street improvement projects. Each agreement is for a one-year term with the option to renew each agreement for an additional one-year extension under the same terms and conditions at the City’s discretion.
BACKGROUND INFORMATION:
With the adoption of the FY 2020 Budget, City Council approved $110 million for the FY 2020 Street Maintenance Program (SMP). Of this $110 million program, approximately $2.7 million is allocated to project delivery for staff augmentation.
Procurement of Services
On December 14, 2018, a Request for Qualifications (RFQs) was released to seek professional engineering services in connection with the 2020 IMP Program, specifically Construction Management. The RFQ was advertised on the City’s website, the Texas Electronic State Business Daily, TVSA Channel 21, and in the San Antonio Hart Beat. On January 14, 2019, the City hosted a pre-submittal conference for the RFQ. On February 4, 2019, 11 eligible Statements of Qualifications (SOQs) were received, evaluated and scored by city department experts from TCI and as well as an outside 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. The Goal Setting Committee set a 22% Minority/Women Business Enterprise (M/WBE) subcontracting goal and a 1% African American Business Enterprise (AABE) subcontracting goal.
Discretionary disclosure forms for each of these firms are attached.
ISSUE:
This ordinance authorizes the execution of six On-Call Civil Engineering Services Agreements with AECOM Technical Services, Inc., AJL Engineering, Inc., Civil Engineering Consultants, Gonzalez-De La Garza & Associates, LLC, Lockwood, Andrews, & Newnam, Inc. and RPS Infrastructure, Inc. each in the amount not to exceed $450,000.00 to provide needed on-call civil engineering services for street improvement projects. Each agreement is for a one-year term with the option to renew each agreement for an additional one-year extension under the same terms and conditions at the City’s discretion.
The On-Call contracts will be available to all City departments, with a focus on the Street Maintenance Program. The contracts will address all aspects of civil engineering to include construction phase services, site layouts, surveying and other special projects. Utilizing these On-Call contracts will allow for the expedited delivery of Street Maintenance Projects (SMP) and will provide 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 with the SMP and specialized strengths.
Specifically, the purpose of these contracts will be to improve efficiency, expedite project delivery, expedite project completion and may include:
• Coordinating and assisting with applicable permitting and code requirements
• Conducting field observations and construction phase administration
• Developing professional recommendations, preparing cost estimates and conducting project management
• Inspection 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:
This ordinance authorizes the execution of six on-call engineering services agreements with AECOM Technical Services, Inc., AJL Engineering, Inc., Civil Engineering Consultants, Gonzalez-De La Garza & Associates, LLC, Lockwood, Andrews, & Newnam, Inc., and RPS Infrastructure, Inc. each in the amount not to exceed $450,000.00. Funds are available and included in the FY 2020-2025 Capital Improvements Program. Potential funding sources include, but are not limited to the General Fund, Advanced Transportation District (ATD) Fund, General Obligation Bonds, Certificates of Obligation, 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. Requirements for each task shall be detailed in the individual task orders assigned. 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 execution of six On-Call Civil Engineering Services Agreements with AECOM Technical Services, Inc., AJL Engineering, Inc., Civil Engineering Consultants, Gonzalez-De La Garza & Associates, LLC, Lockwood, Andrews, & Newnam, Inc. and RPS Infrastructure, Inc. each in the amount not to exceed $450,000.00 to provide needed on-call civil engineering services for street improvement projects. Each agreement is for a one-year term with the option to renew each agreement for an additional one-year extension under the same terms and conditions at2cretion at the City’s discretion. (updated September 26, 2019)