pre-response meeting 2021 stream restoration and ......2020/08/10 · provide no more than one (1)...

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Pre-Response Meeting

2021 STREAM RESTORATION AND STORMWATER

TREATMENT ENGINEERING SERVICES RL

Solicitation No: CLMP305

August 10, 2020

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Introductions – Durrell McDaniel

Overview – Durrell McDaniel

MBE/WBE Procurement Program – John Wesley-Smith

History/Background/Scope – Eric Loucks/Janna Renfro

RFQ Process – Durrell McDaniel Evaluation Criteria and Matrix

Agenda

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Overview

No Contact/Anti-Lobbying Ordinance is currently in effect until contract is executed OR 60 days after Council approval, whichever occurs first.

Notify only Authorized Contact Persons for all questions outside of this meeting.

Deadline for questions is Monday, August 24, 2020 Submittals Due prior to 3 PM Monday, August 31, 2020 Anticipated Council Recommendation is December 2020 Anticipated Contract Execution is February 2021

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Overview

Submittals will be received at 505 Barton Springs Road, Suite 1045-B, Austin, TX 78704, Capital Contracting Office or submitted electronically (see Attachment 1 Submitting Offers Using eResponse).

Your firm’s legal name must match the information the City has in our Vendor Connection system and on Form 1.

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Authorized Contacts Questions regarding RFQ submittal:

Durrell McDaniel, Procurement Specialist IV (512) [email protected]

Questions regarding MBE/WBE Packet:John Wesley-Smith, Business Development Counselor(512) [email protected]

Questions regarding Scope of Services: Eric Loucks, Project Manager, Watershed Protection(512) [email protected]

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MBE/WBE Procurement Program

John Wesley-Smith Small & Minority Business Resources Department

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7Section 1: MBE/WBE Goals

Goals have been assigned to this solicitation African American 1.90%

Hispanic 9.00%

Combined Asian/Native American 4.90%

WBE 15.80%

Section 1 of the compliance plan is autogenerated with the information specific to this solicitation

8Section 2: Bidder Company Information

All company information should match the information on Vendor Profile Company Name, Address and

Vendor Code

Contact person is who we can speak to in regards tocompliance plan

Indicate how Prime’s participation is to be counted towards the goals.

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This section is a summary of Subcontractor participation in this Bid. Therefore, if there are any inconsistencies between Sections 4-7 and section 3, the calculations contained in Sections 4-7 will prevail. Percentages should total 100%

If the Bidder indicates that they did not meet the goals with certified MBE/WBE firms, then the Bidder shall submit documentation detailing their Good Faith Efforts (GFE) to meet the goals.

Section 3: Compliance Plan Summary

10Section 4: Disclosure of Certified Subs

All company information should match the information on Vendor Profile Company Name, Address and

Vendor Code


Only indicate the codes you intend to use them for, not all of the ones listed on their vendor profile.

Note: Dually certified firms may only count towards either the MBE goal OR the WBE goal, not both.

11Section 5: Disclosure of Non-Certified Subs

All company information should match the information on Vendor Profile Company Name, Address

and Vendor Code



12Section 6: Disclosure of 2nd Tier Subs

All company information should match the information on Vendor Profile Company Name, Address

and Vendor Code Contact person is who we

can speak to in regards tocompliance plan


Note: Dually certified firms may only count towards either the MBE goal OR the WBE goal, not both.

13Section 7: Good Faith Efforts Check List

Is each stated project goal of the solicitation met? If “Yes”, GFE

requirements are satisfied

If “No”, perform GFE as indicated in the Section 7 Checklist.

14Section 7: Good Faith Efforts Check List

Please complete the MBE/WBE Compliance Plan Check Sheet with the information requested.

All questions in Section VII must be completed and submitted with the Compliance Plan if goals or subgoals are not met. Solicitations must be sent to MBE/WBEs

within the SLBP within seven (7) business days prior to bid due date.

Local advertisement examples include but is not limited to local newspaper, local trade association publication, or via electronic/social media.

Be sure to reach out and contact our local minority trade associations (Asian Contractor Assoc., Austin Area Black Contractors Assoc., & US Hispanic Contractors Assoc. de Austin)

15Reminders/Tips

Review solicitation documents for project goals

Verify MBE/WBE certifications

Use the availability list and contact SMBR if additional scopes of work are identified

Attach good faith effort documentation if goals are not met

16Questions?

John Wesley-SmithBusiness Development [email protected]

Main SMBR Contact [email protected]

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History/Background/Scope

Eric Loucks, PE, Supervising Engineer, Watershed Protection

Janna Renfro, PE, Engineer C, Watershed Protection

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History/Background/Scope This opportunity is similar to previous

opportunities offered in 2009, 2015, and 2018Minor changes to scope more representative of

anticipated workMinor changes to requirements in the hope that

response documents improve our ability to identify consulting teams that are most effective in aiding WPD in executing our Stream Restoration Program and our Stormwater Treatment Programs

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Stream Restoration Program1. Deliver Erosion Construction Projects2. Technical Assistance3. Regulatory Review and Criteria Updates4. Erosion Site Assessments5. Erosion Studies and Reach Assessments

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SRP Design Approach

SRP Construction Approach

Field Operations

IDIQ Contractor

Single Project Bid Contractor

Field Engineering Usually Rarely NeverIn-House Design Yes Yes Yes

Consultant Design Rarely Sometimes Usually

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History/Background/ScopeStormwater Treatment Program1. Identify and prioritize opportunities to treat existing

untreated impervious cover. 2. Execute Design and construction of cost-effective

SCM3. Assist the Pond Maintenance group in the design of

repairs to failing ponds 4. Develop environmental criteria for stormwater

treatment design using the best available scientific evidence

5. Oversee the use of funds deposited in the Urban Watershed Structural Control Fund

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Response Objective – communicate applicable experience of team members and key project personnel

Project Manager/Project Professional (15 pts) One (1) must be a Texas PE

Major Scopes of work Geotechnical and Soils Investigations (5 pts) Landscape Architecture (5 pts) Civil Engineering (5 pts) Environmental Engineering (5 pts)

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RFQ Process

Durrell McDaniel Capital Contracting Office (CCO)

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Evaluation Requirements

The following is a description of items to receive consideration in the evaluation of responses for providing professional engineering services to the City of Austin. Following each description are the evaluation points associated with the item. TOTAL POSSIBLE POINTS EQUALS 100

Posted Solicitation shall take precedence

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Consideration Item 1 –MBE/WBE Procurement Program

Were Goals achieved or did response indicate that a Good Faith Effort was made to achieve the Goals?

Scoring : Yes/No No - Response will not be evaluated Yes - Evaluation of the response will continue

Submittal Requirements: MBE/WBE Compliance Plan Letters from Subconsultants confirming commitments Good faith efforts (if applicable)

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Consideration Item 2 –Turned in All Required Documents

Did Respondent turn in the requested documents as required by this Consideration item and the forms and submittal requirements for all other consideration items?

Respondent must attach the following to Consideration item 2:

Form 1 - Prime Firm General Information

Note: Other forms and submittal documents required in the remaining consideration items should be attached to that respective consideration item.

Scoring: Yes/No No - Response will not be evaluated. Yes - Evaluation of the response will continue

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Consideration Item 3a – Team’s Structure

City is interested in the team's organizational structure.

Identify project leadership, reporting responsibilities, how prime firm will interface with the City's project manager, and how the subconsultants will work within the team structure.

Describe the roles of the key individuals proposed to work on this project.

Provide a brief narrative (not to exceed four (4) pages) Provide an organizational chart (1 page limit)

Scoring: 10 Points Maximum27

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Consideration Item 3b – Team’s Project Approach

City is interested in the team's overall understanding of the rotation list scope and issues.

Describe any significant project issues and the team’s approach in addressing those issues. Reference issues seen on similar scoped projects, and the overall approach to mitigate those and other issues.

Describe your team’s methods to successfully complete the work, your team’s understanding of the techniques and sequencing required, submittal management, assignment management, and determination of cost estimates.

Describe how the prime firm will interface with the City’s appointed representative.

Please describe the major subconsultants’ placement in the overall approach to the project. Provide a narrative not to exceed seven (7) pages

Scoring: 20 Points Maximum

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Consideration Item 4 – Key Personnel Experience (past 10 years)

Project Manager – 8 points; Project Professional – 7 points; City is interested in the experience of the Project Manager and Project Professional that demonstrates history and success with projects of similar programs, budgets, and/or clients as the project described in this solicitation.

Points will be awarded as indicated above. Only one individual per job responsibility should be designated. The prime consultant must employ the Project Manager and Project Professional. The Project Manager and Project Professional may be the same individual. The Project Professional or Project Manager must be licensed as a professional engineer in the State of Texas at the time of submittal.

List five (5) projects meeting these criteria which have been completed in the past ten (10) years for each individual.

Complete Form 5 – Experience of Project Manager Complete Form 6 – Experience of Project Professional Provide no more than one (1) page per project Provide a resume of no more than two (2) pages per each individual

Total Score: 15 Points Maximum

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Consideration Item 5 – Prime Firm’s Comparable Project Experience (past 5 years)

City is interested in the prime firm's history and success with projects of similar programs, budgets, and/or clients as the project described in this solicitation.

List five (5) projects meeting these criteria which have been completed in the past five (5) years. The City may consider history of firm in complying with project programs, schedules, and budgets on previous City projects.

Provide a narrative not to exceed one (1) page.

Complete Form 8 and provide no more than one (1) page per project.

Scoring: 15 Points Maximum30

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Consideration Item 6 – Major Scopes of Work Comparable Project Experience (past 5 years)

The City has identified Major Scopes of Work to be provided for this project, which are included in the Scope of Services. Each scope of work can be accomplished through subcontracting other firms or utilizing the prime firm.

The City is interested in the history and success of the firm proposed to perform the scope of work (subconsultant or prime), with projects of similar programs, budgets, and/or clients as the areas identified. List three (3) projects per Major Scope of Work meeting these criteria which have been completed in the past five (5) years.

City may consider history of firms in complying with project programs, schedules, and budgets based on previous City projects. If more than one firm is listed for a particular Major Scope of Work, the City expects the work will be divided evenly among them. If more than one firm is listed for a particular Major Scope of Work, list three (3) projects per firm per scope of work. Provide no more than one page per firm per scope.

Complete Form 9 for each Major Scope of Work listed in the Scope of Services. Provide no more than one page per Major Scope of Work, per firm. All major subconsultants listed in this item must also be included in your MBE/WBE compliance Plan or No Goals Utilization Plan.

Scoring: 20 Points Maximum 31

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Consideration Item 7 – Team’s Experience with Austin Issues

City is interested in the team’s (including subconsultants) experience with Austin issues, as may be evidenced by work in the Austin area during the past five (5) years. Briefly describe experience in the following areas and reference projects

relating to that experience:

City of Austin site development permit requirements. Austin area construction in the public right-of-way. Austin area construction costs and practices. Austin environmental community, conditions and constraints. Public awareness and involvement in project development in the Austin area. Knowledge of native, noxious and invasive plants species found in the Austin area Understanding of City of Austin No Adverse Impact (NAI) flood hazard policies. Understanding of City of Austin Racial Equity Initiatives. Responsiveness due to proximity of projects to local office..

Provide a brief narrative of no more than four (4) pages

Scoring – 10 Points Maximum 32

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Consideration Item 8 – City of Austin’s Experience with Prime Firm

The City will consider the history of the firm in complying with project programs, schedules, and budgets on previous City of Austin projects within the last five (5) years.

Scoring is based on consultant performance evaluations completed by City staff for City projects,considering:

1. Schedule / Timeliness of Performance2. Budget / Cost Control3. Quality of Work Performed4. Invoicing and Payments5. Deliverables6. Compliance with MBE/WBE/DBE Procurement Program(s)7. Regulatory Compliance and Permitting8. Adequacy and Availability of Workforce9. Project and Contract Management10. Communications, Cooperation, and Business Relations

Firms who have had no previous City of Austin projects relative to the industry or engineering discipline ofthis solicitation, will receive a score equal to the average of all firms in the database with previous City of Austinprojects relative to the industry or engineering discipline of this solicitation.

Scoring – 10 Points Maximum 33

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Consultant Responsiveness(See Instructions to Consultant p. 7)

The following WILL cause your firm to be deemed non-responsive:

The required Key Personnel do not have a current license/registration in the State of Texas at the time of submittal.

The required Key Personnel are not employed by the prime firm as stated in the evaluation criteria.

Failure to submit MBE/WBE or Compliance Plan in accordance with the MBE/WBE Procurement Program Package.

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Consultant Responsiveness Cont’d (See Instructions to Consultant p. 7)

WILL deem firm non-responsive when :

Statement of Qualifications (SOQs) received from a Proposer who has been debarred or suspended by OWNER’s Purchasing Officer.

SOQs received from a Proposer when Proposer or principals are currently debarred or suspended by Federal, State or City governmental agencies.

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Consultant Responsiveness Cont’d (See Instructions to Consultant p. 7)

The following MAY cause your firm to be deemed Non-responsive when:

Prime firm and/or subconsultants did not provide the number of projects required for an evaluation criteria item.

Including projects that have not been completed within the specified timeperiod.

Failure to provide a response to one or more of the Consideration items.

Exceeding the maximum number of page limitations in any of the sections designated.

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Key Reminders

Deadline for questions is Monday, August 24, 2020

Submittal Due: Due prior to 3 PM Monday, August 31, 2020

Submittals will be received at 505 Barton Springs Road, Suite 1045-B, Austin, TX 78704, Capital Contracting Office or submitted electronically (see Attachment Request for Qualifications - Submitting Offers Using eResponse).

Your firm’s legal name must match the information the City has in our Vendor Connection system and on Form 1.

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Authorized Contacts Questions regarding RFQ submittal:

Durrell McDaniel, Procurement Specialist IV (512) [email protected]

Questions regarding MBE/WBE Packet:John Wesley-Smith, Business Development Counselor(512) [email protected]

Questions regarding Scope of Services: Eric Loucks, Project Manager, Watershed Protection(512) [email protected]

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QUESTIONS?

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Thank you!

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