DEPARTMENT: Public Works
DEPARTMENT HEAD: Razi Hosseini, P.E., R.P.L.S.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Professional Service Agreements: Engineering Services for Project Scoping and Cost Estimating for Proposed 2022-2027 General Obligation Bond Program
SUMMARY:
An ordinance approving the negotiation and execution of three (3) on-call Engineering Services Agreements for Project Scoping and Cost Estimating with Maestas & Associates, LLC., LNV, LLC. and Freese and Nichols, Inc., each in the amount not to exceed $200,000.00 for the Proposed 2022-2027 General Obligation Bond Program to provide as needed civil engineering and cost estimating services for a two-year term. Funding in the amount of $600,000.00 for Project Scoping and Cost Estimating for the Proposed 2022-2027 Bond Program is available from the Public Works General Fund Operating Budget.
BACKGROUND INFORMATION:
These on-call Engineering Services Agreements for Project Scoping and Cost Estimating will provide expedited analysis and development of project scope reports and cost estimates for potential projects under consideration for the 2022-2027 General Obligation Bond Program (2022 Bond Program). The potential project list for the 2022 Bond Program will consist of input from City staff and staff from the ten Council District offices for review and approval by the City Manager’s Office. The first project scope reports and cost estimates will be developed by the three selected consultants through Summer 2021 to be ready for discussion and review with the Mayor and City Council by an anticipated public release of Fall 2021. Through a process of community public meetings and oversight by community committees, public input and recommendations will be received for both the presented projects as well as different project proposals. The three selected consultants will then produce project scope reports and cost estimates for any new recommended projects received from the public.
Procurement of Services
A Request for Qualifications (RFQ) for Engineering Services for Project Scoping and Cost Estimating for the Proposed 2022 - 2027 General Obligation Bond Program was issued on October 19, 2020. This RFQ was advertised in the San Antonio Hart Beat, on the City’s website, the Texas Electronic State Business Daily, TVSA and electronic bidding site CivCast. A pre-submittal conference was held on November 3, 2020 and responses were due on November 17, 2020. Thirteen (13) firms responded and submitted their Statement of Qualifications (SOQs). A selection committee made up of City staff from the Public Works Department evaluated and ranked the submissions. Scoring was based on the published evaluation criteria which included experience, background, qualifications of the prime firm, key personnel and sub-consultants; understanding of the project and proposed management plan; team’s experience with San Antonio region issues and past experience with City contracts; and an overall evaluation of the firm/team and its ability 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 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 with at least 1% of that amount subcontracted a certified AABE firm.
Discretionary disclosure forms for each of these firms are attached.
ISSUE:
This ordinance approves the negotiation and execution of three (3) on-call Engineering Services Agreements for Project Scoping and Cost Estimating for the Proposed 2022-2027 General Obligation Bond Program with Maestas & Associates, LLC., LNV, LLC. and Freese and Nichols, Inc., each in the amount not to exceed $200,000.00 to provide as needed civil engineering and cost estimating services for a two-year term.
These on-call contracts will be utilized to develop project scope reports and cost estimates for potential projects under consideration for the 2022 Bond Program. The contracts may specifically include, but are not limited to, the following services and deliverables:
Services
• Identifying locations and City Council Districts for the proposed project
• Obtaining and reviewing available existing information such as pavement conditions, drainage facilities, traffic data (e.g. counts, level of service), geotechnical conditions, environmental studies, bridge design information and utilities
• Verifying capacity and condition of existing drainage systems
• Evaluating and identifying existing street classifications and utility infrastructure to include determining capacities for future planning and redevelopment in the area
• Investigating the existence of planned or on-going developments and/or projects adjacent to a proposed project’s site for their potential time and cost impacts on a project
• Reviewing roadway, drainage and utility as-built information, as available, and note what information is not available
• Visiting site to observe and evaluate:
o Drainage patterns
o Environmental related issues
o Pavement conditions
o Types of development adjacent to project
o Pedestrian elements (sidewalks, ramps, bicycle paths, etc.) location and conditions
• Reviewing existing right-of-way and how it relates to the proposed improvements in order to identify possible right-of-way acquisition needs
• Identifying and reviewing known or potential permitting issues including, but not limited to, USACE 404 under the Clean Water Act, National Environmental Policy Act (NEPA), National Historic Preservation Act, WPAP, and Railroad Permits to include anticipated durations for submittal and approvals of applicable permits
• Identifying potential of environmental concerns and meet with Public Works Environmental Management Division to review known environmental issues such as potential contamination, historical districts, archeological sites, endangered species habitat area, tree protection and impacts over the Edwards Aquifer
• Evaluating all connectivity routes as they relate to bicycles, pedestrians and transit riders taking into consideration the City’s “Complete Street” concept of design
• Identifying all major stakeholders related to the project
Deliverables
• Detailed cost estimates for proposed street and drainage construction, based on the most current City item unit costs and estimate format sample to include potential right-of-way acquisition costs and agreed contingencies
• Scope of the proposed project along with a site plan to include the potential maximum affected area of the project along with intersecting streets, channels, and tributaries
• Critical path schedule from design to end of construction to include necessary permitting and right-of-way acquisition durations
• Recommended storm drain alignments (if applicable) and potential utility re-alignments if requested by the City
• All calculations, traffic counts and related reference information used for estimating
• Recommendations for potential areas to include public art or roadway enhancements, as applicable
ALTERNATIVES:
City Council could request City staff to complete project scope reports and cost estimates which would impede on time required to spend on current project management and design review responsibilities. This would negatively impact the timely delivery of current capital improvement projects and programs in preparation for the 2022 Bond Program.
FISCAL IMPACT:
This ordinance authorizes the negotiation and execution of three (3) on-call Engineering Services Agreements for Project Scoping and Cost Estimating for the Proposed 2022-2027 General Obligation Bond Program with Maestas & Associates, LLC., LNV, LLC. and Freese and Nichols, Inc., each in the amount not to exceed $200,000.00 for a two-year term. Funding in the amount of $600,000.00 for Project Scoping and Cost Estimating for the Proposed 2022-2027 Bond Program is available from the Public Works General Fund Operating Budget.
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 three (3) on-call Engineering Services Agreements for Project Scoping and Cost Estimating for the Proposed 2022-2027 General Obligation Bond Program with Maestas & Associates, LLC., LNV, LLC., and Freese and Nichols, Inc. each in the amount not to exceed $200,000.00. Funding in the amount of $600,000.00 for Project Scoping and Cost Estimating for the Proposed 2022-2027 Bond Program is available from the Public Works General Fund Operating Budget.