AGENDA CAPTION:
Title
Consider approval of Resolution 2021-20R, awarding contracts for On-Call Electrical Engineering Services to Stanley Consultants, Inc., and McCord Engineering, Inc., with an initial two year term and authorizing three additional annual renewals in a not-to-exceed amount of $5,000,000 per firm for the full five year term; authorizing the City Manager or his designee to execute the contracts on behalf of the City; and declaring an effective date.
Body
Meeting date: January 19, 2021
Department: Public Services Department - Tom Taggart, Director (By Lynda Williams, Purchasing Manager)
Amount & Source of Funding
Funds Required: $5,000,000 each firm ($10,000,000 total)
Account Number: To be funded on a project-by-project basis
Funds Available: Account codes not loaded into the system at this time
Account Name: Account codes not loaded into the system at this time
Fiscal Note:
Prior Council Action: Previously, City Council approved Res 2015-19R approving a master agreement between the City and Schneider Engineer for the provision of professional electrical engineering services in a not-to-exceed amount of $2,500,000 for a three (3) year period, with one (1) renewal option for another three (3) year period for $2,500,000. As the full two periods of the contract expires in January 2021, the City issued a solicitation to obtain these services to maintain continuity of operations. Prior to the Schneider contracts, M&S Engineering provided these services under a five year contract.
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Background Information:
The engineering services provided under these contracts are the Electrical design services for SMEU CIP and in house replacement and extension projects totaling approximately $10 million annually. Engineering services at this scale typically will cost approximately $1.5M annually. Having continuity with firms under contract saves money, provides more consistent design and adherence to city standards. The two step process for award of professional services takes about 6 months to completion with contract award. The longer term contracts provide the most efficient and effective method for engineering contracting for the electric utility. This process is similar to CIP engineering service selection.
October 15, 2020, the City received sixteen (16) Statements of Qualifications in response to RFQ 220-240 for On-Call Electrical Engineering Services, the intent of which was to award two (2) contracts for these services. A City-staffed evaluation team of subject matter experts from several departments evaluated all submissions and per Texas Government Code 2254, determined the two most highly qualified firms to be Stanley Consultants, Inc., of Muscatine, Iowa, and McCord Engineering, Inc., of College Station, Texas.
The services that will be provided to the City through these two contracts include evaluation of current CIP and in house projects and infrastructure, preparation of designs, and other related functions necessary for the development of electrical distribution system plans and specifications for the City’s use. All services will be performed by licensed and registered professional engineers in accordance with Texas law.
The City intends to award a contract to each firm for an initial two (2) year period with the option to extend for three (3) one-year periods. The initial contract for each firm will be a not-to-exceed amount of $2,000,000. Each subsequent extension, if exercised, will be a not-to-exceed amount of $1,000,000. At this time, the City requests approval of a not-to-exceed contract value of $5,000,000 for a full five (5) year contract term for each firm, which includes all allowed optional extension periods. Upon exercising the option to extend, the City will review vendor performance and reassess the contract to ensure the City’s needs are being met. All extensions, if exercised, are to be executed by the City Manager.
Council Committee, Board/Commission Action:
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Recommendation:
Staff recommends award of contracts to Stanley Consultants, Inc., and McCord Engineering, Inc., in the not-to-exceed amount of $5,000,000 to each firm for the full anticipated contract term of five (5) years, including the three (3) one-year extension periods.