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Water & Wastewater Commission Review and Recommendation Safety COA Strategic Direction: May 5, 2021 Commission Meeting Date: Council Meeting Date: Department: Purchasing June 3, 2021 Client: Anna Bryan-Borja Agenda Item Recommend approval to award a multi-term contract with Tony Parent Enterprises d/b/a Allied Fence & Security (MBE), to provide fencing installation and repair services, for up to five years for a total contract amount not to exceed $7,975,000. Austin Water’s requested authorization is $150,000. Amount and Source of Funding Funding in the amount of $10,000 is available in the Fiscal Year 2020-2021 Operating Budget of Austin Water. Funding for the remaining contract term is contingent upon available funding in future budgets. The Purchasing Office issued an Invitation for Bid (IFB) 8600 SBR1013 for these goods and services. The solicitation issued on February 8, 2021 and it closed on March 9, 2021. Of the four offers received, the recommended contractor submitted the lowest responsive offer. A complete solicitation package, including a tabulation of the bids received, is available for viewing on the City’s Financial Services website, Austin Finance Online. Link: Solicitation Documents. N/A May 5, 2021 - To be reviewed by the Water and Wastewater Commission. May 10, 2021 - To be reviewed by the Electric Utility 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 goods and insufficient this solicitation, services subcontracting opportunities; therefore, no subcontracting goals were established. there were required for Purchasing Language: Prior Council Action: Boards and Commission Action: MBE/WBE: The contract will provide fencing and fencing-related products and services including the installation of new fencing, fencing repair services, and custom fencing projects for multiple City departments at various locations. The contractor will supply all the necessary equipment, labor and material needed for the installation or repair of the fence. These services will enable departments to effectively manage their chain link and wood fencing needs, providing effective and individualized project management. It includes prompt repair services for circumstances such as damage to fences, gates, and vandalized fences to protect critical City infrastructure. This contract will replace a contract which will expire on August 29, 2021. The recommended contractor is the current provider for these goods and services. The requested authorization amount was determined using departments annual requirements and historical spend. If the City is unable to secure a contract, the administrative burden on City staff will increase as a result of the ongoing need to solicit each project, which will result in higher prices and a delay in the City's ability to quickly procure services affecting critical facilities. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 TOTAL Length of Term 3 yrs. 1 yr. 1 yr. 5 yrs. Contract Authorization $4,785,000 $1,595,000 $1,595,000 $7,975,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. PRICE ANAYLSIS a) Solicitations: 310 notices were sent, including 31 MBE and 9 WBE firms with one M/WBE firm responding and recommended for award. b) Cost Analysis: The proposed contract pricing is consistent with a 6.08% decrease represented in the market.