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Water & Wastewater Commission Review and Recommendation Health and Environment COA Strategic Direction: July 14, 2021 Commission Meeting Date: Council Meeting Date: Department: Purchasing July 29, 2021 Client: Kevin Critendon Agenda Item Recommend approval to negotiate and execute of five multi-term contracts to provide cave restoration, gating and survey services, with 4CAVES Institute; Charley William Savvas d/b/a Charley Savvas; Richard Douglas Zarria d/b/a Zarria Environmental Consulting; Zara Environmental, LLC; and Cox/McLain Environmental Consulting, Inc. (WBE); each for up to five years for total contract amounts not to exceed $1,000,000, divided among the contractors. Amount and Source of Funding Funding in the amount of $33,333 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 a Request for Proposals (RFP) 2200 LMI3001 for these services. The solicitation issued on January 25, 2021 and it closed on March 4, 2021. Of the eight 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. N/A July 14, 2021 — 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 for various cave related services on Wildlands Conservation managed properties under the Balcones Canyonlands Preserve or the Water Quality Protection Lands. The services will include cave restoration, cave gates, surface surveys to locate caves and biological studies to identify species within caves. These projects are required to assist the City in meeting the goals of restoring cave ecosystems, maintaining proper functioning condition of recharge caves and providing for the protection of features as well as various surveys and research. These services will help to protect threatened and endangered species as well as yield optimal water quantity and quality to recharge the Edwards Aquifer and provide sustained flow to Barton Springs, which are the different yet primary goals of the two programs. The areas protected by the two programs exceed 40,000 acres and extend from Williamson County to Hays County. These contracts will help cave projects move forward more consistently and efficiently. An evaluation team with expertise in this area evaluated the offers and scored 4CAVES Institute; Charley William Savvas d/b/a Charley Savvas; Richard Douglas Zarria d/b/a Zarria Environmental Consulting; Zara Environmental, LLC; and Cox/McLain Environmental Consulting, Inc. (WBE) as the best to provide these services based on experience and qualifications, technical program, price, local preference, and service- disabled veteran business enterprise. 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 $ 600,000 $ 200,000 $ 200,000 $1,000,000 Note: Contract Authorization amounts are based on the City’s estimated annual usage. Solicitations: 442 notices were sent, including 36 MBE and 61 WBE firms with one M/WBE firm responding.