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Water & Wastewater Commission Review and Recommendation September 1, 2021 Health and Environment COA Strategic Direction: Commission Meeting Date: Council Meeting Date: Department: Purchasing Client: Rick Coronado September 30, 2021 Agenda Item Recommend approval to award a multi-term contract with Schuler Contracting, LLC, to provide sandy and chocolate loam, for up to five years for a total contract amount not to exceed $5,105,000. Austin Water’s total requested authorization is $4,080,000. Amount and Source of Funding Funding in the amount of $816,000 is available in the Fiscal Year 2021-2022 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) IFB 2200 WJT1000 for these goods. The solicitation was issued on April 12, 2021 and it closed on May 20, 2021. Of the two 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 September 1, 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. For the goods 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: The contract will provide sandy and chocolate loam for repair of utility infrastructure utilized by multiple departments throughout the city. Sandy and chocolate loam are finely screened topsoils containing sand, clay and organic materials that create an ideal backfill base which allows proper plant regrowth. The City requires utility lines be backfilled at utility repairs to protect the lines from exposure to the elements and unintended damage. The recommended contractor is not the current provider for these goods and services. The contract will replace a contract which expires on November 11, 2021. The requested authorization amount is based on historical spending and forecasted needs. PRICE ANALYSIS a) Solicitations: 34 notices were sent, including 7 MBE and 1 WBE firms with 1 M/WBE firm responding and awarded b) Cost Analysis: The proposed contract pricing is consistent with an 0.95% decrease represented in the market.