20250108-010 Anchor Enterprises contract - Aviation Capital Project Auditing and Controls — original pdf

Backup

City of Austin Recommendation for Action File #: 25-0009, Agenda Item #: 1/30/2025(cid:4) Posting Language Authorize a contract for capital project auditing and controls for the Department of Aviation with Anchor Enterprises, LLC, for an initial term of five years with up to three one-year extension options for a total amount not to exceed $32,000,000. Funding: Funding is available in the Capital Budget of the Department of Aviation. Lead Department Financial Services Department. Client Department(s) Department of Aviation. Fiscal Note Purchasing Language: Funding is available in the Capital Budget of the Department of Aviation. The Financial Services Department issued a Request for Proposals solicitation RFP 8100 SMW3025 for these services. The solicitation was issued on October 14, 2024, and closed on November 21, 2024. Of the five offers received, the recommended contractor submitted the best evaluated responsive offer. A complete solicitation package, including a log of offers received, is available for viewing on the City’s website. This information can currently be found at https://financeonline.austintexas.gov/afo/account_services/solicitation/solicitation_details.cfm?sid=141621. MBE/WBE: This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9B (Minority-Owned and Women-Owned Business Enterprise Procurement Program) and subcontractor goals were applied to the solicitation. The subcontracting goals were exceeded, and the resulting contract will include 25% MBE and 5% WBE. For More Information: Direct questions regarding this Recommendation for Council Action to the Financial Services Department - Central Procurement at FSDCentralProcurementRCAs@austintexas.gov or 512-974-2500. Respondents to the solicitation and their Agents should direct all questions to the Authorized Contact Person identified in the solicitation. Council Committee, Boards and Commission Action: January 8, 2025 - To be reviewed by the Airport Advisory Commission. Additional Backup Information: This contract will provide expert executive program management advisory, construction advisory, capital project auditing and compliance, and program control and advisory services in support of the Aviation Capital Improvement Program including the Airport Expansion Development Project for the Department of Aviation. City of Austin Page 1 of 2 Printed on 12/31/2024 powered by Legistar™ 1 (cid:5) (cid:6) File #: 25-0009, Agenda Item #: 1/30/2025(cid:4) These services will include Expert Executive Program Management advisory services; program and project controls to include data management, project reporting, schedule control, change management, audits of construction contracts and invoices for contract compliance; cost estimation; and verification services necessary to execute the airport expansion program. This is a new contract for the Department of Aviation and the requested authority is based on the departmental future estimates. The recommended contractor has not provided these services to the City in the past. An evaluation team with expertise in this area evaluated the offerors and scored Anchor Enterprises, LLC as the best to provide these services based on price, small business preference, program controls approach, program audit approach, team structure & personnel qualifications & experience, and comparable programs, demonstrated experience and references. If a contract is unable to be secured, the City will not be able to meet internal project control expectations or conduct adequate internal audits of the Airport Expansion Development Project related construction projects. City of Austin Page 2 of 2 Printed on 12/31/2024 powered by Legistar™ 2 (cid:5) (cid:6)  File ID: 25-0009 City of Austin Council Meeting Backup: January 30, 2025 Contract Details: Contract Term Initial Term Optional Extension 1 Optional Extension 2 Optional Extension 3 Total Length of Term 5 years 1 year 1 year 1 year 8 years Contract Authorization $20,000,000 $4,000,000 $4,000,000 $4,000,000 $32,000,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. Page 1 of 1 3 City of Austin Council Meeting Backup: January 30, 2025 File ID: 25-0009 M/WBE Summary Participation goals stated in the solicitation were 11.08% MBE and 2.71% WBE. The recommended contractor’s M/WBE Compliance Plan exceeded goals with 25.00% MBE and 5.00% WBE participation and was approved by the Small and Minority Business Resources Department. NON - MBE/WBE TOTAL - PRIME Anchor Enterprises, LLC MBE TOTAL - SUBCONTRACTORS Native / Asian American Total – Subcontractors (MA) Abadjis Systems LTD, Bonita CA Construction management services (MA) Program Controls, Inc., Grapevine, TX Construction management services, accounting/auditing/budget consulting WBE TOTAL – SUBCONTRACTOR (FW) Keville Enterprises, Inc., Irving, TX Construction management services, accounting/auditing/budget consulting NON MBE/WBE – SUBCONTRACTORS Nelson Mullins Riley & Scarborough LLP, Orlando, FL Construction consulting HOAR Program Management LLC, Austin, TX Construction consulting, construction management services, accounting/auditing/budget consulting Page 1 of 1 4