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Water & Wastewater Commission Review and Recommendation March 11, 2020 Government That Works For All Commission Meeting Date: Council Meeting Date: Department: Purchasing March 26, 2020 COA Strategic Direction: Client: Danielle Lord, Jermain DeFreeze, Anna Bryan-Borja Agenda Item Recommend approval to negotiate and execute two multi-term contracts with Ace Floor Solutions LLC (MBE) and Corza Construction LLC (MBE), to provide flooring installation and repair services, each for up to five years for total contract amounts not to exceed $16,885,000, divided between the contractors. Austin Water’s requested authorization is $1,500,000. Amount and Source of Funding Funding in the amount of $300,000 is available in the Fiscal Year 2019-2020 Operating Budget of Austin Water. Funding for the remaining contract terms is contingent upon available funding in future budgets. The Purchasing Office issued a Request for Proposals (RFP) 7500 CRR3005 for these services. The solicitation issued on September 16, 2019 and it closed on October 10, 2019. Of the four offers received, the recommended contractors submitted the best evaluated responsive offers. A complete solicitation package, including a log of offers received, is available for viewing on the City’s Financial Services website, Austin Finance Online. Link: Solicitation Documents. March 9, 2020 - To be reviewed by the Electric Utility Commission. March 11, 2020 - To be reviewed by the Water and Wastewater Commission. This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9C Minority Owned and Women Owned Business Enterprise Procurement Program. For the services required for this solicitation, there were no subcontracting opportunities; therefore, no subcontracting goals were established. Purchasing Language: Prior Council Action: Boards and Commission Action: MBE/WBE: These contracts will provide floor installation and repairs, including labor and materials, for over 300 City-owned facilities. The flooring types covered under these contracts include carpet, linoleum, vinyl composition, rubber, hardwood, engineered wood, ceramic, porcelain, stone tile, concrete, and terrazzo. Installation and repair services include services such as floor leveling and removal of existing flooring. Materials and adhesives used under these contracts are required to comply with the City’s Carpet or Hard Surface Flooring Materials Guidelines. The contractors are required to recycle at least 80% of all flooring and carpeting removed. These contracts will replace an existing contract which expires on April 13, 2020. The requested authorization amounts were determined using departmental estimates for future repairs and historical spend. One of the recommended contractors is a current provider of these services. Ace Floor Solutions LLC and Corza Construction LLC are both certified with the City as Minority-Owned businesses. An evaluation team with expertise in this area evaluated the offers and scored Ace Floor Solutions LLC and Corza Construction LLC as the best to provide these services based on applicable experience, technical program and proposed solution, price, local preference and Service-Disabled Veterans Business Enterprise. Contract Detail: Contract Term Initial Term Optional Extension 1 TOTAL Contract Authorization $ 10,131,000 $ 6,754,000 $ 16,885,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. Length of Term 3 yrs. 2 yrs. 5 yrs. PRICE ANALYSIS a) Solicitations: 231 notices were sent, including 24 MBE and 3 WBE firms with 2 M/WBE firms responding. b) Cost Analysis: The index supports a 20% increase. Solicitation Number: Description: RFP 7500 CRR3005 FLOORING INSTALLATION AND REPAIR SERVICES Evaluation Criteria Applicable Experience -Key Personnel Assigned to Contract -Number of Accounts -Number of Years of Experience in Commercial Flooring -Percent of Time Assigned to Contract Technical Program and Proposed Solution -Quality Control -Safety Procedures/OSHA record -Qualified Personnel -Sustainable Solutions -Mobilization Plan -Types of Flooring -Business Continuity Local Preference Price SDVBE 30 30 27 10 3 Total 100 ACE Floor Solutions, LLC CORZA Construction, LLC (MB) (MDB) AZTECA Designs, Inc JELLISON, Inc Max Points 20 20 27 0 0 67 20 15 9 10 0 54 15 10 1 0 0 26 0 0 17 0 0 17 NOTE: As per Section 252.049 of the local government code, contents of a proposal shall remain confidential until a contract is awarded. Therefore, the matrix will include points awarded for price but exact pricing will not be disclosed.