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Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance ACM: David Gaines DATE: February 15, 2022 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Bureau Veritas Technical Assessments LLC., to conduct Facilities Condition Assessments on all City owned buildings for the Facilities Management Department; providing for the expenditure of funds therefor; and providing an effective date (RFP 7886 – awarded to Bureau Veritas Technical Assessments LLC., in the not-to-exceed amount of $375,963.75). INFORMATION/BACKGROUND The Facilities Team is developing comprehensive and inclusive decision-making strategies regarding City building construction, renovations, and maintenance. As part of this initiative, we have realized there has been a significant amount of deferred maintenance on many of our buildings, and many structures may have exceeded their useful life entirely. Prior to expending significant amounts of dollars into remodels and renovations, we are engaging a firm to conduct Facility Condition Assessments (FCA). These FCA’s will be used to successfully identify all the aging components and establish accurate life cycles for equipment, infrastructure, and buildings. An FCA is a process that analyzes the physical condition of a facility and its equipment. The assessment considers several factors, including building age, design, assets, materials used, and more. FCA’s are a technical investigation to provide an accurate projection of correcting existing deficiencies and maintaining the property over time. Facility Condition Assessments Contents: • Current conditions of assets (such as roofing, mechanical, HVAC, plumbing, structural, and lighting) • Forecast of each asset’s effective age and estimated lifespans • Cost analyses and timelines for capital budget • Estimation of costs to correct the deferred maintenance backlog • Identification of any code-related deficiencies or compliance concerns A Facility Condition Index (FCI) is an industry-standard metric that serves as an objective benchmark following an FCA. FCI is calculated by taking the total cost of existing renewal/repair costs and dividing this number by the total estimated replacement value. • FCI Scores less than 40 indicate a renovation is a good option. • FCI Scores between 40 and 75 indicate renovation may not be a good investment. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com • FCI Scores greater than 75 indicate renovation is not a cost-effective solution, and new construction is recommended. The results of the Facility Condition Assessments and FCI scoring will create a “picture” of the City’s properties and facility needs through 2040. This information will also assist Facilities in putting together their Capital Improvement & Maintenance Plans, as well as assist in future decision-making on where and when remodels or new constructions are warranted and are fiscally responsible. Request for Proposals was sent to 1,691 prospective suppliers, including 94 Denton firms. In addition, specifications were placed on the Procurement and Compliance website for prospective suppliers to download and advertised in the local newspaper. Five (5) proposals were received, references were checked, and proposals were evaluated based upon published criteria including overall experience, experience with projects of similar nature, and fee and schedule. Best and Final Offers (BAFO) were requested from the top firm. Based upon this evaluation, Bureau Veritas Technical Assessments LLC. was ranked the highest and determined to be the best value for the City. NIGP Code Used for Solicitation: 911, 906, 914, 918, 925, 938, and 962 Notifications sent for Solicitation sent in IonWave: 1,691 Number of Suppliers that viewed Solicitation in IonWave: 40 HUB-Historically Underutilized Business Invitations sent out: 182 SBE-Small Business Enterprise Invitations sent out: 682 Responses from Solicitation: 5 RECOMMENDATION Award a contract with Bureau Veritas Technical Assessments LLC., to conduct a Facilities Condition Assessment on all City owned buildings for the Facilities Management Department, in a one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $375,963.75. PRINCIPAL PLACE OF BUSINESS Bureau Veritas Technical Assessments LLC. Owings Mills, MD ESTIMATED SCHEDULE OF PROJECT This project will be started upon approval and all phases will conclude on September 20, 2022. FISCAL INFORMATION These services will be funded from General Government Project Funds. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Evaluation Exhibit 3: LLC Members Exhibit 4: Ordinance and Contract Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Scott Gray, 940-349-7744. Legal point of contact: Marcella Lunn at 940-349-8333.