Agenda

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18.

City Council Regular Meeting

Meeting Date:

09/24/2019

BACKGROUND

The City of Schertz requested statements of qualifications for On-Call Engineering Firms in May of this year. Statements were received from 26 firms. A panel of five City Staff and Management representatives reviewed each of the documents submitted in detail and scored the submittals on the following criteria:

Statement of Interest and Qualifications
General Information and Firm's Ability to Perform Work
Project Team
Representative Projects
References

The firms were ranked as a result of the initial scores and the top nine firms were selected to move forward in the evaluation process. The second round of the process included having interviews with the top firms to discuss further the firms qualifications and gain a repore with the proposed project team.

Upon completion of the interview process, final scores were submitted by the panel with a recommendation to award on-call contracts to the top four firms.

It is recommended that the City award On-Call Engineering Services Agreements to the following consulting engineering firms:

Ford Engineering , Inc.
Halff Associates, Inc.
Kimley-Horn and Associates, Inc.
Utility Engineering Group, PLLC

Having this group of firms available for consultation allows the City to use the most qualified firm for each particular project based on the particular engineering qualifications and experience without having to go through a separate RFQ process for each task or project for which professional engineering services are needed.
Projects may be related to, but not necessarily limited to, water transmission and distribution, wastewater collection and conveyance, roadways, drainage facilities, and site work. Projects may include:

Design, Permitting, Bidding and Negotiations, Construction Phase Services;
Plan Review;
Resident Project Representative or Inspections Services;
Studies and Reports; and
Other related professional services.

Once a project is identified and consulting services are needed, Staff will determine which of the already vetted and qualified firms is best suited for the project. A task order agreement including the specific project scope, fee, and schedule will be negotiated and implemented. As has been the case, any agreement for which the cost may exceed $50,000, Staff will seek Council authorization.

The agreements for On-Call Engineering Services will remain in force for three years: October 1, 2019 through September 30, 2022 with the option to renew the contract up to two terms of one year each.

GOAL

The goal of Resolution 19-R-134 is to authorize the City Manager to execute agreements with Ford Engineering, Inc., Halff Associates, Inc., Kimley-Horn and Associates, Inc., and Utility Engineering Group, PLLC, for on-call consulting engineering-related services.

COMMUNITY BENEFIT

The City will be able to issue a task orders to a vetted, qualified firm for each particular project without going through a time-consuming RFQ process each time. That will result in an effective and efficient operational process.

SUMMARY OF RECOMMENDED ACTION

It is recommended the City Council approve Resolution 19-R-134, granting authorization and approval of master service agreements with four engineering consulting firms for on-call services.

FISCAL IMPACT

Fiscal impact will vary with particular projects and the use of a specific firm and their fee schedule as included in the Professional Service Agreements.

RECOMMENDATION

Staff recommends approval of Resolution 19-R-134.

Attachments
Resolution 19-R-134
Engineering Services Agreement
Ford Rate Schedule
Halff Rate Schedule
Kimley-Horn Rate Schedule
UEG Rate Schedule
Firm Ranking Summary
Evaluation Tabulation (pre-interviews)
Evaluation Tabulation (post-interviews)