Title
Consider/Discuss/Act on a Resolution Approving Qualified Firms to Provide On Call Capital Project Grant Support Services, and Authorizing the City Manager to Execute Agreements for Professional Services
Summary
COUNCIL GOAL: Operational Excellence
(2B: Balance available resources to accommodate the growth and maintenance needs of the city)
MEETING DATE: August 15, 2023
DEPARTMENT: Development Services/Engineering
CONTACT: Shelley Lang, Assistant Director of Engineering (Engineering)
Mindy Smith, Contract Administrator (Procurement Services)
RECOMMENDED CITY COUNCIL ACTION:
• Approval of Resolution.
ITEM SUMMARY:
• This Resolution approves qualified firms to provide on-call capital project grant support services and authorizes the City Manager to enter into contracts with these firms within the guidelines of City of McKinney Procurement Policy.
BACKGROUND INFORMATION:
• The City of McKinney utilizes on-call professional services contracts to efficiently carry out various projects by utilizing qualified professionals with the capabilities to support the city.
• State law specifically exempts contracts for professional services from competitive bidding requirements per Texas Local Government Code § 252.022(a)(4).
• The City of McKinney issued a request for qualifications (RFQ) for on-call capital project grant support services (23-31RFQ) beginning May 7, 2023.
• Legal notices for the solicitations were publicly published in a local newspaper on May 7, 2023, and May 14, 2023. In addition, all RFQ’s were posted on the City of McKinney Online eBid Procurement Portal and invitations for each RFQ were sent to registered eBid vendors (within specific categories matching the services/work requested).
• A total of 1,563 suppliers were notified (including 121 HUB notifications) for 23-31RFQ.
• Various city departments are anticipated to require grant support services firms to perform tasks under the on-call capital project grant support services in several project disciplines (23-31RFQ) including professional services associated with strategic planning, prioritization, and grant development/support services related to various state and federal capital project grant opportunities.
o Category A under this RFQ includes grant support services associated with transportation (streets and traffic systems) capital projects.
o Category B under this RFQ includes grant support services associated with public utilities (water and wastewater) capital projects.
o Category C under this RFQ includes grant support services associated with drainage, stormwater, and flood prevention capital projects.
o Category D under this RFQ includes grant support services associated with parks capital projects.
o Category E under this RFQ includes grant support services associated with airport capital projects.
o Category F under this RFQ includes grant support services associated with broadband and smart city technologies capital projects.
• Nine (9) consulting firms submitted their qualification information in response to 23-31RFQ. All the consulting firms submitted qualifications for at least two categories in the 23-31RFQ. However, none of the firms submitted qualifications for all six categories.
• An evaluation committee of three city staff were assigned to each RFQ category. These evaluation committee members were selected based on their direct experience managing contracts under each RFQ category.
• Each evaluation committee reviewed and ranked the statements of qualifications based on the following criteria:
o Proposed project team and team qualifications (25%)
o Similar experience and client satisfaction (27%)
o Representative services approach (30%)
o Broad grant support discipline experience (15%)
o Local Business Presence (3%)
• A 3-point score allowance was provided, as shown above, for respondents who completed the Local Business Presence Consideration Application and provided evidence of their firm having a principal place of business within the City of McKinney city limits.
• Scoring for each firm was based on an overall maximum 100-point scale with each scoring criteria containing a maximum number of allowable points as stated in each RFQ.
• Staff from the evaluation committee utilized Bonfire software (managed by Procurement Services) to independently review each statement of qualifications and record evaluation scores for each firm.
• Upon completion of each staff member’s evaluation of a firm, a composite firm score (specific to each evaluator) is computed within the Bonfire software.
• Upon completion of all staff member’s evaluation for each RFQ, an average firm score is computed within the Bonfire software and overall rankings are provided for each firm submittal.
• Of the nine (9) firms that submitted a statement of qualifications for on-call capital project grant support services (23-31RFQ), the following three (3) firms were determined to be the most qualified based on the highest evaluation scores to cover all the RFQ categories in the selection pool:
o Garver, LLC
o Burns & McDonnell Engineering Co., Inc.
o John R McAdams Co. Inc.
• When on-call capital project grant support services are required, a fee proposal will be selected from one of these firms listed above in accordance with the City of McKinney Procurement Policy.
• The firms will remain pre-qualified for professional services contracts for three years from the date of the resolution.
FINANCIAL SUMMARY:
• The funding for the on-call capital project grant support services is budgeted in account 001-9999-403-8516.
BOARD OR COMMISSION RECOMMENDATION:
• N/A