CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of RFQ 23-070, Design Build Pollinator and Native Vegetation Program, to V3 Construction Group for an amount not to exceed $400,000
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In 2023, the City Council approved CIP PA054, Native Vegetation Management Program, for the creation of a new program that promotes native vegetation and sustainable landscapes to improve the presence of pollinators, improve water quality, and provide sustainable green infrastructure.
The Department of Public Works drafted an RFQ for a consultant to develop and implement this program. The scope of work for the consultant will include the following:
• Evaluate project sites suitable for conversion to or establishment of native landscape pollinator habitat.
• Define annual performance criteria for establishment of desired vegetation and function of the improved properties.
• Design and permit all work associated with the project.
• Implement the creation, conversion, and/or enhancement of the defined projects.
• Monitor and maintain these sites from implementation throughout the duration of the contract.
• Evaluate new sites annually to be added to the overall program and complete the design and permitting of these sites.
• Create a five-year plan, including estimated needed funding.
• Administer the full program through the duration of this contract.
The City has identified five properties as the initial project sites. Creation and enhancement of native vegetation will occur on select areas of these properties and include the following:
1. Lake Osborn
2. Old Plank Park
3. Country Commons Park
4. Public Works Service Center
5. Auto Test Track
DISCUSSION:
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Advertisement Date: |
6/23/23 |
Notices Sent: |
310 |
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Opening Date: |
7/19/23 |
Planholders: |
23 |
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Proposals Received: |
6 |
Proposals were received from the following vendors:
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Baxter and Woodman |
Stantec Consulting Services Inc |
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Bedrock Earthscapes LLC |
V3 Construction Group Ltd |
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Civil and Environmental Consultants |
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ENCAP Inc |
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A selection team composed of comprised of staff from the Department of Public Works evaluated the proposals, which were scored based upon the criteria set forth in the RFQ:
1. Capability, Capacity and Qualifications of the Firm (15%)
2. Experience and Capability (30%)
3. Suitability and Quality of the Approach/Methodology (30%)
4. Milestones and Deliverables (10%)
5. Outcomes to be Achieved (15%)
After reviewing and scoring the proposals, the selection team invited the top vendor, V3 Construction Group Ltd, to attend a scoping meeting. Following the completion of the meeting, V3 Construction Group Ltd submitted a project approach for 2023 and 2024. The vendor with the highest qualification score, V3 Construction Group Ltd, is recommended for award. The table below provides a summary of the qualification scores:
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Vendor |
Qualification Score |
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V3 Construction Group Ltd |
83.25 |
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Bedrock Earthscapes LLC |
73.7 |
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ENCAP Inc |
73.4 |
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Stantec Consulting Services Inc |
72.25 |
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Civil and Environmental Consultants |
70.25 |
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Baxter and Woodman |
59.35 |
The requested award amount of $400,000 represents the total fixed cost, including labor, travel, and other direct costs for work to be completed in 2023 and 2024.
In 2023, work will include design and layout at all sites, control burn permitting, tree and brush clearing, mowing, and new site evaluation and design.
In 2024, work will include site preparation, native seed installation, weed control, controlled burns, monitoring and reporting.
The term of this contract will be from date of award through December 31, 2024, with four one-year options to extend.
FISCAL IMPACT:
CIP #: PA054
The native vegetation management program is expensed to the infrastructure account listed below. This project is related to PA054, Native Vegetation Management Program, for which a total of $400,000 has been budgeted in 2023 and 2024 ($200,000 annually). The requested award is within the budgeted amount for this expense.
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Account Number |
Fund Description |
Total Budget Amount |
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31252200-551502 |
Capital Projects Fund |
$3,575,000 |