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Water & Wastewater Commission Review and Recommendation Safety; Mobility COA Strategic Direction: May 5, 2021 Commission Meeting Date: Council Meeting Date: Department: Purchasing June 3, 2021 Client: Rick Coronado Agenda Item Recommend approval to award a multi-term contract with Schuler Contracting, LLC (WBE), to provide 1” river rock, for up to five years for a total contract amount not to exceed $2,006,000. Austin Water’s requested authorization is $1,603,500. Amount and Source of Funding Funding in the amount of $96,728 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 Bids (IFB) 2200 DCM1036 for these goods. The solicitation issued on January 25, 2021 and it closed on March 11, 2021. Of the seven 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. This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9D Minority Owned and Women Owned Business Enterprise Procurement Program and subcontractor goals were applied to the solicitation. The subcontracting goals were met, and the resulting contract will include 1.60% Combined MBE/WBE participation. Purchasing Language: Prior Council Action: Boards and Commission Action: MBE/WBE: The contract will provide 1” river rock for multiple city departments. Austin Water is the main department and uses the river rock in the repair of waterlines as a bedding material for pipe to prevent sagging and movement of pipe once the repairs have been completed. The 1” river rock is smooth and rounded and is used to cover the waterlines which are wrapped in plastic to prevent tearing of the plastic cover. The Building Services Department and the Austin Fire Department occasionally also use the 1” river rock for various types of projects. This contract provides for both pickup by the City as well as delivery when necessary. This contract will replace the current contract which expires on July 11, 2021. The requested authorization amount was determined using departmental estimates based on historical spend. The recommended contractor is a City certified WBE. If the City is unable to secure a contract, the City will be forced to buy these items on an as-needed basis, which may result in higher prices and additional operational costs. 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 $1,156,400 $ 416,400 $ 433,200 $2,006,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. PRICE ANAYLSIS a) Solicitations: 33 notices were sent, including 5 MBE and 1 WBE firms with 4 M/WBE firms responding. b) Cost Analysis: The proposed contract pricing is consistent with an 0.57% decrease represented in the market.