RECOMMENDATION: Approve a professional services contract for Facility Condition Assessment Services and Related Software and appropriate funds for the project.
SPECIFIC EXPLANATION: The General Services Department (GSD) recommends that City Council approve a professional services contract with Accruent, LLC for a city-wide facilities condition assessment of approximately 318 city-owned building locations including police and fire stations, libraries, health and multi-service centers and general government facilities, up to the maximum contract amount of $1,815,000.00. The assessment will identify the current condition of the city’s buildings and their components, provide information on the useful remaining life of the building systems, identify and prioritize major maintenance deficiencies and provide cost estimates for repair or replacement of facilities upgrades. Council will be requested to approve additional funds for software services and any additional deficiency assessments that are required.
On August 28 and September 4, 2020, GSD advertised a Request for Proposals (RFP) for Facility Condition Assessment Services and Related Software. The Proposals were due on December 10, 2020, and eight firms responded. A selection committee comprised of Police, Fire, Library, Health, and GSD representatives evaluated and ranked the proposals based on the following criteria: proposer’s experience, proposed key personnel’s experience, technical approach and management plan for facility condition assessment services, proposed software and systems, sample deliverables, and fee proposal. The selection committee short-listed and interviewed four firms. Accruent, LLC received the highest points based on the advertised criteria and offers the best value for the City.
PROJECT LOCATION: City-wide
PROJECT DESCRIPTION: The project consists of condition assessments of City facilities to identify and document conditions, including deficiencies, recommend corrections with accompanying cost estimates and forecast future facility renewal costs. The scope of work will also include the implementation and maintenance of an integrated capital planning management system (CPMS), computerized maintenance management system (CMMS), and project management system.
SCOPE OF CONTRACT AND FEE: Under the term of the contract, the consultant will perform facility condition assessments for city-owned buildings for a unit price fee. The buildings will be assigned to the consultant on a work order basis.
The following amounts are based on the funds currently identified in the FY22 Capital Improvement Plan (CIP) and GSD’s FY22 General Fund Operating Budget.
$ 1,115,293.00 Facility Condition Assessment & Related Services
$ 699,707.00 Proprietary Software
$ 1,815,000.00 Total Funding
M/WBE PARTICIPATION: A 4% contract specific MWBE goal has been established for this contract, excluding the proprietary software. Although a 4% goal was established for this contract, the contractor has submitted an MWBE participation plan with a 24% MWBE goal. The contractor has submitted the following certified firm to achieve the goal.
|
Firm
|
Work Description
|
Amount
|
% of Contract
|
|
Sunland Group, Inc
|
Facilities Condition Assessment Services
|
$267,670.00
|
24%
|
PAY OR PLAY PROGRAM: The proposed contract requires compliance with the City’s “Pay or Play” Ordinance regarding health benefits for employees of City contractors. In this case, the contractor provides health benefits to eligible employees in compliance with City policy.
HIRE HOUSTON FIRST: The proposed contract requires compliance with the City’s ‘Hire Houston First’ (HHF) Ordinance that promotes economic opportunity for Houston businesses and supports job creation. In this case, Accruent, LLC is not a designated HHF company, but they were the successful awardee without application of the HHF preference.
FISCAL NOTE: Funding for this item is included in the FY2022 Adopted Budget, therefore no Fiscal note is required as stated in the Financial Policy.
CIP FISCAL NOTE: No Significant Fiscal Operating Impact is anticipated as a result of this project.
Capital Project Information: See the attached Form A for a breakdown of capital costs.
WBS No: D-000226, X-250002
DIRECTOR’S SIGNATURE/DATE:
____________________________
C. J. Messiah, Jr.
General Services Department