DEPARTMENT: Public Works
DEPARTMENT HEAD: Razi Hosseini, P.E., R.P.L.S.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Professional Service Agreements: On-Call Civil Engineering and Program Management Services
SUMMARY:
An ordinance approving the negotiation and execution of six (6) On-Call Civil Engineering and Program Management Services Agreements with BGE, Inc., Camacho-Hernandez & Associates, L.L.C., CP&Y, Inc., Don Durden, Inc. dba Civil Engineering Consultants, Freese and Nichols, Inc., and Pape-Dawson Consulting Engineers, Inc. each in the amount not to exceed $4,500,000 to provide as needed civil engineering services, program management services, construction inspections services, construction engineering services, expanded construction management services and training services. Each agreement is for a three-year term.
BACKGROUND INFORMATION:
These On-Call Civil Engineering and Program Management (On-Call) agreements will be available to all City of San Antonio (City) Departments and will address all aspects of civil engineering and program management to include street and roadway design, drainage design, site layouts, surveying, architectural or structural design, special projects, staff augmentation for project management, staff augmentation for inspections services and training programs for City staff. Utilizing these On-Call contracts allows for expedited delivery of capital projects and provides a cost savings to the City based on negotiated rates for a larger volume of work. Previously, the Public Works Department contracted with five (5) consultants that provided On-Call Civil Engineering Services for capital projects. Those previously executed on-call contracts will expire in August 2020.
Procurement of Services
A Request for Qualifications (RFQ) for On-Call Civil Engineering and Program Management Services was issued on March 6, 2020. This RFQ was advertised in the San Antonio Hart Beat, on the City’s website, the Texas Electronic State Business Daily, and Television San Antonio (TVSA). A pre-submittal conference was held on March 24, 2020 and responses were due on April 20, 2020. Thirty-seven (37) firms responded and submitted their Statement of Qualifications (SOQs). A selection committee made up of City staff from the Public Works Department and the San Antonio Water System evaluated and ranked the submissions. Scoring was based on the published evaluation criteria which included experience of the prime firm, key personnel and sub-consultants; proposed management plan; team’s experience with San Antonio region issues and past experience with the City; and an overall evaluation of the firm/team to provide the required services.
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 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 20% Minority/Women Business Enterprise (M/WBE) subcontracting goal.
Discretionary disclosure forms for each of these firms are attached.
ISSUE:
This ordinance approves the negotiation and execution of six (6) On-Call Civil Engineering and Program Management Services Agreements with BGE, Inc., Camacho-Hernandez & Associates, L.L.C., CP&Y, Inc., Don Durden, Inc. dba Civil Engineering Consultants, Freese and Nichols, Inc. and Pape-Dawson Consulting Engineers, Inc. each in the amount not to exceed $4,500,000 to provide as needed civil engineering services, program management services, construction inspections services, construction engineering services, expanded construction management services and training services. Each agreement is for a three-year term.
These on-call contracts will be available to all City of San Antonio Departments and will address all aspects of civil engineering and program management to include street and roadway design, drainage design, site layouts, surveying, architectural or structural design, special projects, engineering services, staff augmentation for inspection services, and training programs for City staff. Utilizing these on-call contracts allows for expedited delivery of capital projects and provides a cost savings to the City based on negotiated rates for a larger volume of work.
The contracts may specifically include, but are not necessarily limited to, the following:
Civil Engineering Services
• Roadway and drainage design, preparation of construction plans and specifications conforming to the design process of Public Works Department’s Design Guidance Manual (currently titled as the Transportation & Capital Improvements Design Guidance Manual) and surveying and geotechnical engineering services
• Site layout preparation, site grading design, site utility improvements, foundation design, accessibility pathways and site drainage design
• Hydrology and Hydraulic (1-D and 2-D) modeling
• Street maintenance/rehabilitation procedures and methods, sidewalk and ADA standards and general civil engineering services
• Coordination and assistance with applicable permitting and code requirements, as required
• Coordination and assistance with the bidding of documents utilizing a variety of project delivery methods
• Periodic field observation/construction phase administration, as required
• The development of professional recommendations and opinions, as required
• Project management, project scheduling, and cost estimating services
Construction Management and Engineering Services
• General construction engineering and management of civil engineering projects
• Conflict resolution and field engineering
• Change order review (recommendations and negotiations)
• Review and approval of shop drawings and construction materials
• Contract closeout support and punchlist completion verification
• Dispute resolution, claims management, time impact analysis review
• Constructability plan review
Construction Inspection Services
• Create daily diaries to accurately document all construction activity
• Weekly measurement and input of quantities into PrimeLink and review/approval of monthly pay estimates
• Coordination of all construction material testing activities
• Daily inspection of Traffic Control devices
• Labor compliance report
• Review of construction schedules, material submittals, and shop drawings
• Development of punch lists and contract time statements
Staff Augmentation and Training
• Co-location of project managers, engineers, or inspectors with City staff to assist in the management and inspection of capital projects in design and construction
ALTERNATIVES:
City Council could choose not to approve these on-call contract agreements and require separate Request for Qualifications (RFQ) for each individual project or program management need and select firms based on qualified experience in working with similar projects or programs. However, separate solicitation processes for each of these projects and programs will significantly impact the timely delivery of future capital improvement projects and programs.
FISCAL IMPACT:
This ordinance authorizes the negotiation and execution of six (6) On-Call Civil Engineering and Program Management Services Agreements with BGE, Inc., Camacho-Hernandez & Associates, L.L.C., CP&Y, Inc., Don Durden, Inc. dba Civil Engineering Consultants, Freese and Nichols, Inc., and Pape-Dawson Consulting Engineers, Inc. each in the amount not to exceed $4,500,000. Funds are not encumbered by this action. Potential funding sources may include, but are not limited to, General Obligation Bond funds, Certificates of Obligation, Tax Notes and the General Fund.
Requirements for each task shall be detailed in individual task orders assigned. The City makes no minimum guarantee pertaining to the volume of work that each may be expected from each consultant. If funding for any work activities was not previously appropriated, funding will be identified and appropriated through subsequent City Council action.
RECOMMENDATION:
Staff recommends approval of this ordinance authorizing the negotiation and execution of six (6) On-Call Civil Engineering and Program Management Services Agreements with BGE, Inc., Camacho-Hernandez & Associates, L.L.C., CP&Y, Inc., Don Durden, Inc. dba Civil Engineering Consultants, Freese and Nichols, Inc., and Pape-Dawson Consulting Engineers, Inc. each in the amount not to exceed $4,500,000 to provide as needed on-call civil engineering and program management services for capital improvement projects.