Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Shortlisted Firms and Begin Negotiations for Request for Proposals (RFP) #20210093 to Provide Continuing Engineering Services for Utility Projects.
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Submitted By: Jason Bezak, CPPB, NIGP-CPP, Procurement Agent II, Procurement Management Department (PMD).
Strategic Plan Link: The City's Goal of high-quality infrastructure and facilities.
Executive Summary (General Business): It is the intent of the City to procure the services of a minimum of three (3) Professional Engineering firms to provide services for Utility Projects with construction costs under $4 million dollars.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve the shortlist for eRFP # 20210093 to provide Continuing Engineering Services for Utility Projects to the six highest ranked firms selected by the evaluation committee and approve negotiating a unit price contract with AECOM, Captec Engineering, Inc., Holtz Consulting Engineers, Inc., Infrastructure Solution Services, Kimley-Horn & Associates and Tetra Tech, Inc.
Alternate Recommendations:
1. Move that the Council reject eRFP # 20210093 and provide staff with direction.
Background: Continuing Contracts will be issued for projects with construction costs that are less than $4 million dollars and will be used for the City’s State and Federal projects when permitted. The term of the contract will be for five (5) years. The City reserves the right to issue other solicitations regardless of this contract.
The order of the qualifying firms will be determined by the shortlisted rankings. For example: the top ranked firm shall be #1 in the rotation, the second ranked firm shall be #2 in the rotation and so on. The method of award for the “Continuing Services Projects” will be based on a strict rotation basis. The Procurement Management Department will establish and retain the rotation list with the awarded firms to ensure there is equitable distribution of work.
The following EXCEPTIONS shall apply to the rotation list:
1. The prime firm selected under the continuing contracts, may not function as a prime consultant for another discipline for the same project. If that situation arises, the next firm in the rotation will be utilized and that skipped firm will be first in line for the next project in the rotation.
2. The exception to #1 is that one firm is able to provide all disciplines (all-inclusive firm) as defined in the scope of work.
3. If a firm indicates in writing that it is unable to meet the scope of work or schedule for the specific project.
Firms will be required to submit in writing any changes in their team, within fourteen (14) calendar days of the change to the City for approval.
Upon award of the contract, the City shall negotiate a Fee Schedule with all the selected firms to be referred to when proposing services for each project assigned by the City. The Fee Schedule will be valid for the term of the contract. The Fee Schedule shall include but not be limited to the hourly rate of personnel required to support the Engineering Services for the anticipated projects. The Fee Schedule will be a ‘Not to Exceed amount’ based on actual hours worked. Lump Sum contracts may also be issued at the discretion of the City, and these will also be based on the established Fee Schedule.
Issues/Analysis: An eRFP was advertised on DemandStar on July 16, 2021, with a proposal due date of August 16, 2021. During the advertisement period, 2,638 suppliers were notified, 71 of those downloaded plans and 14 submitted proposals. On October 13th, 2021, PMD held a public meeting where the committee members met to review and discuss their individual scores. The committee voted to have presentations and discussions on October 21st, 2021 with Holtz Consulting Engineers, Inc., Infrastructure Solution Services, Kimley-Horn & Associates, Tetra Tech, Inc., AECOM and Captec Engineering, Inc.
The presentations and discussions allowed the committee to gain a better understanding and more insight into the firm’s qualifications and experience. The Evaluation Committee has reviewed and scored all proposals and shortlisted the six highest ranked firms.
The rankings are as follows:
(1) Holtz Consulting Engineers, Inc.
(2) Infrastructure Solution Services
(3) Kimley-Horn & Associates
(4) Tetra Tech, Inc.
(5) AECOM
(6) Captec Engineering, Inc.
The committee scores were based on how well each firm’s submittal aligned with the scoring criteria and intent of the eRFP.
Financial Information: N/A.
Special Consideration: N/A.
Location of Project: N/A.
Attachments:
1. Notice of Intent to Award (NOIA) Part 1.
2. Notice of Intent to Award (NOIA) Part 2.
3. Master Technical Sheet.
4. AECOM’s Proposal.
5. CAPTEC’s Proposal.
6. Holtz’s Proposal.
7. Infrastructure Solution Services’ Proposal.
8. Kimley-Horn’s Proposal.
9. TetraTech’s Proposal.
10. eRFP Documents.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 6861.
Legal Sufficiency Review:
Reviewed by Ella M. Gilbert, Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.