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Invitation for Bid Contracting: Austin Water Procurements Presented by: Rolando Fernandez, Jr. Capital Contracting Office 1 Presentation Overview • CCO’s Vision, Mission and Goals • Austin Water Invitation for Bid (IFB) Procurements • Comparison: Pre-Bid vs. Bids Received • Process for Low Attendance at Pre-Bid Meetings • Outreach Efforts • Additional Efforts • Questions 2 The Capital Contracting Office Vision: To be a valuable business partner in Capital Project Delivery. Mission: The mission of the Capital Contracting Office is to procure and manage contracts supporting capital project delivery resulting in an improved quality of life for all. 3 The Capital Contracting Office Goals: • • • Improve the quality of life for Austin residents through timely completion of CIP contracts; Create an environment where people feel connected, empowered, and committed to excellence; Promote competition for CIP contracts; 4 The Capital Contracting Office Goals (cont’d): • Attract a pool of construction workers to meet the City’s construction needs by ensuring workers are paid fair for work performed and by establishing a wages construction training program to equip them to acquire the skills they need to perform and to promote into the skilled trades. 5 Invitation for Bid (IFB) Procurements Austin Water August 2019 to Present • 30 solicitations issued • Average of 4.3 bids per solicitation • 5 solicitations had only one bidder • 2 were IDIQ • 3 were small stand-alone projects 6 Austin Water: Single Bidder Procurements August 2019 - Present Project Name Ullrich WTP Low Service Pump Station Safety Improvements Davis Water Treatment Plant Gas Heater Replacements North Area Lift Stations Improvements: Spring Lake #2 Facilities: Emergency and Lift Station IDIQ 0 2 1 4 0 # Primes at Pre- Bid Solicitation Estimate Potential Reason for One Bid $125,000 Small Project $177,00 Small Project $267,660 Small Project $12,000,000 ($3M/term) Emergency Response Requirement In Situ Wastewater Line Renewal Program $4,050,000 ($1.35M/term) Specialized scope of work 7 Bidder Attendance at Pre-Bids vs. Bids Received August 2019 - Present ALL CCO IFB PROCUREMENTS AW IFB PROCUREMENTS Average # prime bidders attending pre- bid meetings is 4 and the average # bids received is 4.1 Average # prime bidders attending pre- bid meetings is 3 and the average # bids received is 4.3 The average number of bids received is higher than the average number of prime bidders attending pre-bid meetings for all CCO procurements, including those for AW. 8 Bidder Attendance at Pre-Bids vs. Bids Received (cont’d) August 2019 - Present • In most cases when one bid was received, the number of prime bidders attending the pre-bid meeting was relatively low. • Contractors’ feedback for single bidders on AW projects over the past two years includes: • lack of bidder capacity to take on additional work; • low interest due to small project size; and • specialized scopes of work for which a low number of potential bidders were available. 9 Process for Low Attendance at Pre-Bid Meetings • Prime bidders who attended the pre-bid meeting but chose not to bid are contacted to try to determine why they chose not to bid. Information obtained is taken into consideration for future solicitations. • A summary of the feedback received is included in the RCA. 10 Outreach: Upcoming Projects Report Upcoming Projects Report –lists of upcoming CIP projects for vendors/the public. The purpose is to provide as much lead time as possible so that Contractors may better plan workload to allow capacity for bidding on City projects. • Posted every month by the first day of the month on CCO’s website and Facebook page • Spotlighted at CIP Partners Academy classes • Emailed to trade associations • Can take question on listed projects • Link to Upcoming Projects 11 Outreach: CIP Partners Academy Purpose: Educate and engage with partners in Capital Project delivery. The goals of the academy are to: • Provide information, tools, and resources needed to • successfully compete for, and perform on, City contracts; Improve understanding of City processes, roles, and responsibilities associated with CIP contracting; and • Provide an opportunity to network with CIP partners. • Link to CIP Partners Academy Class Schedule 12 Outreach: Events • February 2019 Consultant Forum • April 2019 - Exhibitor and presenter at the Austin Contractors and Engineers Association Symposium • September 2019 - Consultant and Construction Contractors Symposium. • October 2019 – initiated focused meetings with local consultant and contractor associations to increase the number bidders responding to solicitations and to provide information to our vendor community. 13 Outreach: Events • February 2020 - 2020 Job Order Contracting Event for Contractors and Subcontractors. • February 2020 - Runway to Opportunities event which showcased contracting opportunities with ABIA • March 2020 -Small Business Contracting Forum • August 2020 - exhibitor and presenter in the ACEA’s virtual 2020 Symposium • September 2020 – Virtual Rates Review Process Event 14 Outreach: Upcoming New Events • October 2021 - Capital Conversations Launch • Monthly “open office” style meetings for informal discussion and short procurement/contracting topics • October/November 2021 – planning underway for AW event! • Virtual event to promote upcoming AW facilities IDIQ and other upcoming AW projects to potential bidders 15 Marketing CCO uses a variety of means to connect with the vendor community including: The City of Austin website • • CCO’s Facebook page • Meeting with and emailing trade associations and professional construction-related organizations directly • Vendor mailing lists Eventbrite • • Onsite kiosk 16 Additional Efforts Explore advertisement avenues such as other newspapers, publications, websites, social media outlets for solicitations with specialized scope or a history of low bidder turnout. 3 or fewer prime bidders at a pre-bid conference: • Direct outreach to vendors who have performed similar work in the past. • Extend advertisement period. We advertise for 4-6 weeks (State Law is 2 weeks minimum). • Add a 2nd pre-bid meeting and/or site visit. 17 QUESTIONS? 18 Connect with CCO Like us! Follow us! Join us! Location 505 Barton Spring Road 3rd Floor Austin, Texas 78704 Contact Phone : (512) 974-7181 19