Education Cleanup & Beautification RCA — original pdf

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EDUCATION, CLEANUP, AND BEAUTIFICATION SERVICES SOLICITATION # (RFP 1500 CRR3008) Council: 07/29/2021 ZWAC: 06/09/2021 OVERVIEW 1. Requested Contract Term, Authorization, and Current Budget Length of contract and total authorization: Contract has an initial term of three years with two renewal options of one year each for a total of five years and a contract not-to-exceed amount of $4,000,000. Authorized Departments: Austin Resource Recovery (ARR) and Watershed Protection Department (WPD). ARR current fiscal year budget: Funding in the amount of $229,167 is available in the Fiscal Year 2020-21 ARR Operating Budget. Funding in the amount of $437,500 is available in the Fiscal Year 2020-21 WPD Operating budget. Funding for the remaining contract term is contingent upon available funding in future budgets. 2. Solicitation Information Solicitation No.: (RFP) 1500 CRR3008 # of bids received: 3 # of non-responsive bids received: N/A Length of time solicitation was out on the street: 3 ½ Weeks Was the time extended? Yes Issued date: March 1, 2021 Closed date: March 25, 2021 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. 3. Previous/Current Contract Information Previous contract: Yes Contract number: NA100000067 Contract length and authorization: 12 months initial with 10 annual renewal options and a six-month holdover/$2,715,500.00 Contract actual spend: $2,715,490.03 Current status: Expired Contract begin date: 12/31/2009 Contract expiration date: 03/29/2021 4. Notes/Other The ARR Comprehensive Plan serves as a guide for the City to achieve its Zero Waste goal of reducing the amount of trash sent to landfills. Zero Waste is a shift from traditional waste management to materials management, where trash is what remains once we reduce, reuse, recycle, and compost. One of the missions of the WPD is to protect and improve water quality in Austin’s creeks, reservoirs, and other valued water features. The WPD promotes community engagement through education, outreach, and volunteer stewardship opportunities. A broad base of community interest and participation in stewardship raises awareness of the importance of our water resources and encourages further engagement in related conservation issues. The purpose of this contract is to support the City’s Zero Waste and water quality initiatives. ARR and WPD are awarding three separate contracts to: Keep Austin Beautiful; Town Lake Trail Foundation d/b/a The Trail Foundation; and TreeFolks, Inc. These contracts focus on specific Zero Waste, environmental stewardship, community outreach and sustainability goals, as outlined below. • Keep Austin Beautiful will perform the services associated with ARR’s Education, Cleanup, and Beautification Program that includes four separate services: 1) Neighborhood and Community Cleanup Services; 2) Major One-Day Volunteer Cleanup Services; 3) ARR Youth Education Services; and 4) Street Stewardship Services, as well as services associated with WPD’s Lady Bird Lake Cleanup Program, Creek Stewardship Program, and Youth Education and Stewardship Program. • Town Lake Trail Foundation d/b/a The Trail Foundation will perform the services associated with WPD’s Lady Bird Lake Shoreline Stewardship Program. • TreeFolks, Inc. will perform services associated with WPD’s Floodplain Restoration Program. These programs and services will benefit the public by inspiring effective environmental stewardship among residents and improve Austin’s environment and aesthetics. These new contracts will replace an expired co-sponsorship agreement which included the ARR programs and the WPD Lady Bird Lake Cleanup, Creek Stewardship, and Youth Education programs with Keep Austin Beautiful. These new contracts are being expanded to include additional community programs for WPD. An evaluation team with expertise in this area evaluated the offers and scored Keep Austin Beautiful, Town Lake Trail Foundation d/b/a The Trail Foundation, and TreeFolks, Inc. as the best organizations to provide these services based on program concept and approach, sample materials and concepts, experience and personnel qualifications, price, local preference, and service-disabled veteran business enterprise preference. The previous contract expired on March 29, 2021. The Department Estimates for the five-year total is shown in the chart below. Department Estimates Education, Cleanup, and Beautification Services Year 1 800,000 Year 2 800,000 Year 3 800,000 Year 4 800,000 Year 5 800,000 4,000,000 Total The requested authorization amount was determined using departmental estimates based on historical spend and future usage. $ $ $ $ $ $ $ $ $ $ $ $ WPD 525,000 525,000 525,000 525,000 525,000 2,625,000 Total $ $ $ $ $ $ ARR 275,000 275,000 275,000 275,000 275,000 1,375,000 REVIEWED AND APPROVED FOR ZWAC Name Date Compiled By: Lisa Mendoza Reviewed By: Brent Paige End-user/Contract Manager: Amy Slagle 06/02/2021 06/03/2021 Item 21-2202 Posting Language ..Title Authorize negotiation and execution of three multi-term contracts with Keep Austin Beautiful; Town Lake Trail Foundation d/b/a The Trail Foundation; and TreeFolks, Inc.; to provide education, clean-up and beautification services, each for up to five years for total contract amounts not to exceed $4,000,000, divided among the contractors. (Note: 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). ..Body Lead Department Purchasing Office. Client Department(s) Austin Resource Recovery; Watershed Protection Department. Fiscal Note Funding in the amount of $229,167 is available in the Fiscal Year 2020-2021 Operating Budget of Austin Resource Recovery. Funding in the amount of $437,500 is available in the Fiscal Year 2020-2021 Operating Budget of the Watershed Protection Department. Funding for the remaining contract term is contingent upon available funding in future budgets. Purchasing Language: The Purchasing Office issued a Request for Proposals (RFP) 1500 CRR3008 for these services. The solicitation issued on March 1, 2021 and it closed on March 25, 2021. Of the three 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. Prior Council Action: For More Information: Inquiries should be directed to the City Manager’s Agenda Office, at 512-974-2991 or AgendaOffice@austintexas.gov NOTE: Respondents to this solicitation, and their representatives, shall continue to direct inquiries to the solicitation’s Authorized Contact Person: Claudia Rodriquez, at 512-974-2959 or ClaudiaR.Rodriquez@austintexas.gov. Council Committee, Boards and Commission Action: June 9, 2021- To be reviewed by the Zero Waste Advisory Commission. Additional Backup Information: The Austin Resource Recovery (ARR) Comprehensive Plan serves as a guide for the City to achieve its Zero Waste goal of reducing the amount of trash sent to landfills. Zero Waste is a shift from traditional waste management to materials management, where trash is what remains once we reduce, reuse, recycle, and compost. ZWAC DRAFT One of the missions of the Watershed Protection Department (WPD) is to protect and improve water quality in our creeks, reservoirs, and other valued water features. The WPD promotes community engagement in these issues through education, outreach, and volunteer stewardship opportunities. A broad base of community interest and participation in stewardship raises awareness of the importance of our water resources and encourages further engagement in related conservation issues. In support of the City’s Zero Waste and water quality initiatives, ARR and WPD are awarding to Keep Austin Beautiful, Town Lake Trail Foundation d/b/a The Trail Foundation, and TreeFolks, Inc. three separate contracts focused on specific Zero Waste, environmental stewardship, community outreach and sustainability goals, as outlined below. • Keep Austin Beautiful will perform the services associated with ARR’s Education, Cleanup, and Beautification Program that includes four separate services: 1) Neighborhood and Community Cleanup Services; 2) Major One-Day Volunteer Cleanup Services; 3) ARR Youth Education Services; and 4) Street Stewardship Services, as well as WPD’s Lady Bird Lake Cleanup Program, Creek Stewardship Program, and Youth Education and Stewardship Program. • Town Lake Trail Foundation d/b/a The Trail Foundation will perform the services associated with WPD’s Lady Bird Lake Shoreline Stewardship Program. • TreeFolks, Inc. will perform services associated with WPD’s Floodplain Restoration Program. These programs and services will benefit the public by inspiring effective environmental stewardship among residents and improve Austin’s environment and aesthetics. These new contracts will replace an expired co-sponsorship agreement which included all of ARR’s programs and the WPD Lady Bird Lake Cleanup, Creek Stewardship and Youth Education programs with Keep Austin Beautiful. These new contracts are being expanded to include additional community programs for WPD. An evaluation team with expertise in this area evaluated the offers and scored Keep Austin Beautiful, Town Lake Trail Foundation d/b/a The Trail Foundation, and TreeFolks, Inc. as the best to provide these services based on program concept and approach, sample materials and concepts, experience and personnel qualifications, price, local preference and service-disabled veteran business enterprise preference. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 TOTAL Note: Contract Authorization amounts are based on the City’s estimated annual usage. Strategic Outcome(s): Health and Environment. Contract Authorization $2,400,000 $ 800,000 $ 800,000 $4,000,000 Length of Term 3 yrs. 1 yr. 1 yr. 5 yrs. ..Strategic Outcome(s) ZWAC DRAFT Department Estimates Education, Cleanup, and Beautification Services Year 1 Year 2 Year 3 Year 4 Year 5 Total ARR WPD Total $275,000 $275,000 $275,000 $275,000 $275,000 $1,375,000 $525,000 $525,000 $525,000 $525,000 $525,000 $2,625,000 $800,000 $800,000 $800,000 $800,000 $800,000 $4,000,000 ZWAC DRAFT