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Exhibit 1 - Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance ACM: David Gaines DATE: March 23, 2021 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, for approval of a pre-qualified professional services list for Planning, Modeling, Hydraulics, Permitting, Engineering Design for Treatment, Storage, Pumping, Distribution for Water Facilities, Engineering Design for Treatment, Detention, Lift Station and Collection for Wastewater Facilities; Electrical & Instrumentation Services; Easement and Right-of-Way Acquisition Services; Geotechnical Engineering and Testing Services; and Surveying and Sub-surface Utility Engineering Services for the Water and Wastewater Departments; and providing an effective date (RFQ 7574 – for three (3) years, with the option for two (2) additional one (1) year extensions, in the total five (5) year term). INFORMATION/BACKGROUND Operations at the City of Denton Water and Wastewater Facilities are highly regulated and engineered. The purpose of this activity is to prequalify multiple firms to complete specialized planning, permitting, engineering, and compliance tasks for the Water and Wastewater Department and help reduce the time required to procure those professional services. This list of prequalified firms will be accessed when the need arises to complete certain long-range planning, regulatory permitting, or engineering design contracts for the Water and Wastewater Department of the City of Denton. Any qualified professional firm that submitted under this RFQ is eligible to receive contracts for professional services that would go through the normal negotiation and council award process. It is intended that this method of qualifying Professional and Engineering Services for a wide range of services required to deliver current and future project delivery will be repeated every five (5) years. The City of Denton is seeking to award at least one project per work category within the next 6 to 12 months. Other contracts for specific projects may be awarded to qualified responders that are selected (shortlisted) for the major work categories listed below: • Water & Wastewater Modelling & Hydraulics • Water & Wastewater Planning and Permitting • Wastewater Treatment Facilities • Water Treatment Facilities • Water Storage, Pumping and Distribution Facilities • Wastewater Detention, Lift Station, and Collection Facilities City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com • Electrical & Instrumentation • Easement and Right-Of-Way Acquisition • Geotechnical Engineering & Testing • Surveying and Subsurface Utility Engineering Basic Services for the above categories include (but are not limited to): • Project planning and initiation • Preliminary Assessments and Studies • Developing scope and project costs • Acquisition of data required to complete the project design • Preliminary engineering • Environmental assessment • Engineering design • Preparation of construction plans • Specifications, and contract bid documents • Application for and receipt of all required permits • Attending project status, pre-bid, and preconstruction meetings • Construction phase assistance and close-out • Assistance in public engagement • Assistance in coordinating with internal and external stakeholders • Providing sealed project “As-Built” drawings upon completion of each project Additional services not included in basic services may be requested by the City in writing and would be executed only upon acceptance by both parties of the scope and costs of each additional service. This process intends to utilize the entire list of qualified firms to maximize availability and flexibility in selecting the appropriate firm for a project. As such, notes as to each firm’s strengths (i.e., large firm with general and specific capabilities for any project and small specialized firms) are being identified in the review process, so that we can utilize each firm in such a way to ensure that the project is as successful as possible. In the end, each firm on the list is qualified to do the type of work being submitted. Upon approval of the RFQ, staff will negotiate each contract to the benefit of the City balancing quality, efficiency, and cost in the analysis for each project. The City requires that each consultant not only submit a scope of work for each contract negotiated, but also a level of service matrix detailing how much time the consultant anticipates each task in the contract to take per person involved. This allows staff to negotiate the time spent on each task with the consultant to make sure that all amounts (time and money) make sense. If the City and the consultant cannot agree on the overall amount, the City moves on to the next consultant to gain the best possible contract for the City and the project. Request for Qualifications (RFQ) for professional transportation engineering services was placed on the Materials Management website for prospective respondents to download and advertised in the local newspaper. Thirty-nine (39) statements of qualifications (SOQ) were received. The SOQs were evaluated based on published criteria including experience and qualifications, past performance, key personnel, and available resources. NIGP Code Used for Solicitation: 925 - (Service Only) - Engineering Services, Professional Notifications sent for Solicitation sent in IonWave: - Number of Suppliers that viewed Solicitation in IonWave: 59 HUB-Historically Underutilized Business Invitations viewed: 11 SBE-Small Business Enterprise Invitations viewed: 17 Responses from Solicitation: 39 PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On March 22, 2021, this item will be presented to the Public Utilities Board (PUB) for consideration. RECOMMENDATION Recommend approval of a professional services list for Planning, Modeling, Hydraulics, Permitting, Engineering Design for Treatment, Storage, Pumping, Distribution for Water Facilities, Engineering Design for Treatment, Detention, Lift Station and Collection for Wastewater Facilities; Electrical & Instrumentation Services; Easement and Right-of-Way Acquisition Services; Geotechnical Engineering and Testing Services; Surveying and Sub-surface Utility Engineering Services for the Water and Wastewater Departments as reviewed and qualified by City staff. ESTIMATED SCHEDULE OF PROJECT This qualified firm list will remain active for three (3) years with options to extend the contract for two (2) additional one (1) year periods, with all terms and conditions remaining the same. FISCAL INFORMATION No funds are requested or required to be spent as part of this approval. Individual contracts will be negotiated with the top-ranked firms and purchasing orders will be issued as needed. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Evaluation Sheet Exhibit 3: Pre-Qualified Firm List Exhibit 3: Ordinance Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Pritam Deshmukh, 940-349-7710. Legal point of contact: Marcella Lunn at 940-349-8333.