ORDER NO 28555 APPROVAL OF PROPOSALS RECEIVED FOR TEXAS COMMUNITY DEVELOPMENT PROGRAM PROJECTS On this the 8`h day of March 2004, upon motion made by Commissioner Williams, seconded by Commissioner Baldwin, the Court unanimously approved by a vote of 4- 0-0, to authorize Grantworks to be awarded the contract to provide T.C.D.P. project- related administrative planning and management services, and the Tetra Tech, Incorporated, should be awarded a contract for T.C.D. P. project-related professional engineer services for the grants that have been awarded to Kerr County for the remainder of the project with program years 2004 - 2006. COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: Pat Tinley OFFICE: Count Jude ~ MEETING DATE: March 8, 2004 TIME PREFERRED: ~ /~ : j~~ L~, n~ _. SUBJECT: (PLEASE BE SPECIFIC) Discuss professional service proposals received for Texas Community Development Program Projects and consider resolution designating professional service providers for TCDP Projects. EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON ADDRESSING THE COURT: County Judge ESTIMATED LENGTH OF PRESENTATION: IF PERSONNEL MATTER -NAME OF EMPLOYEE: Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: 5:00 P.M. previous Tuesday. All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards you request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. RESOLUTION A RESOLUTION OF KERR COUNTY, TEXAS, AUTHORIZING THE AWARD OF SERVICE PROVIDER CONTRACTS FOR THE TEXAS COMMUNITY DEVELOPMENT PROGRAM (TCDP) CONTINGENT UPON THE RECEIPT OF A TCDP GRANT AWARD. WHEREAS, the TCDP has determined that the request-for-proposals (RFP) process used to select service providers may cause a significant delay in the implementation of TCDP grant contracts; WHEREAS, to maintain a balance between efficient management practices and open and free competition, this RFP process satisfies TCDP procurement requirements for projects funded during the 2004, 2005, or 2006 Program Years; NOW, THEREFORE, BE IT RESOLVED: Section 1A. That GrantWorks , Inc , shall be awarded a contract to provide TCDP project-related administrative, planning and management services for TCDP Program Years 2004-2006 grant(s); Section 1 B. That TetraTech, Inc . shall be awarded a contract TCDP project-related professional engineering services for TCDP Program Years 2004-2006 grant(s), should such services be required; Section 2. That any and all contracts or commitments made with the above- named services providers are fully dependent on the actual award of a TCDP Program Years 2004-2006 TCDP grant contract; Section 3. That the County Judge is authorized to sign contracts with the above- named service providers; and Section 4. That we reserve the right to renegotiate, terminate, or otherwise reconsider any and all contracts or commitments made between us and these service providers at any time. PASSED AND APPROVED by the Kerr County Commissioners Court, March 8, 2004. ATTEST: y J dge 2201 Northland Austin, Texas 78756 T (512) 420-0303 F (512) 420-0302 daveC~grantworks. net TRANSMITTAL COVER To: County Judge Pat Tinley DATE: Cc: Bill Williams GROUP: Kerr County PROJECT: 2004 TCDP Grant SUBJECT: Professional Services Procurement Information for Kerrville South Phase IV REMARKS: FAx: 792-2218 The attached documents are for the procedures to request proposals (RFP) for professional services for your Community Development Program grants. These items are for your information and files: • Combined RFP notice for professional AdministrationiManagementiPlanning and for Engineering Services. • RFP Information Sheets for (A) Admin/Management/Planning and (B) Engineering Services. • Sample RFP letters that have been sent to five (5) AdminiManagementiPlanning Service providers and to five (5) Engineering Service providers. We will place this ad for publication in your local newspaper on Friday, January 30t'', 2004. Proposals will be submitted to your office no later than Friday, February 20, 2004 by 4:00 PM. Once you receive the proposals, please store them in a safe place until your March 8 meeting where scoring and selection will occur. Scoring sheets and procedures are included in this memo. A single proposal received for a particular service does not require review, but if you receive two or more for the same service they must be scored. Please place this item on your agenda for the March 8, 2004 Court Meeting: • Discuss professional service proposals received for TCDP projects and consider resolution designating professional service providers for TCDP projects. A GrantWorks representative will be at this meeting to assist you with any questions and to make a presentation if necessary. The RFP process must be completed before we can proceed with start-up activities for your 2004 TCDP grant contract. Please contact me if you have any questions. ~ Dave Tucker Planning, Housing, and Community Development Services for Rural Texas Since 1979 To: Classified/Legals Department From: GrantWorks Alison Lear (512-420-0303) REQUEST FOR PROPOSALS Kerr County has received a Texas Community Development Program grant under the Community Development Block Grant Fund. We are separately soliciting proposals from (A) consultants for project administration, management and/or planning services and (B) Texas-registered engineers to provide basic and special engineering services. Separate proposals for these services accepted until 4:00 PM on February 20, 2004. The same firm cannot be awarded contracts to provide both services. We reserve the rights to negotiate with all firms submitting proposals per the Texas Professional Services Procurement Act and UGCMS, and to reject any or all proposals. Service contracts are contingent upon TCDP grant award. Additional RFP submission requirements for each service are available by calling (830) 792-2211. Affirmative Action/EOE. PRINT IN CLASSIFIED/LEGALS AS A STANDARD NOTICE (NOT DISPLAY) Newspaper Kerrville Daily Times Phone (830) 896-7777 Fax (830) 896-? 150 Run Date Friday, January 30`", 2004 Billing to GrantWorks Send 3 tearsheets to GrantWorks c% Alison Lear 2201 Northland Austin TX 78756 Questions call (512) 420-0303, GrantWorks, Inc. Date Due to Paper 11 AM day prior to pub., 2 PM Fri for Monday Date Faxed to Paper Receipt Confirmed by Date Confirmed 2004-2006 INFORMATION SHEET REQUEST FOR PROPOSALS FOR PROJECT ADMINISTRATION, MANAGEMENT AND/OR PLANNING SERVICES Kerr County is seeking to enter into a professional services contract(s) with a competent consulting firm(s) to assist in project administration, management and/or planning activities for Program Years 2004 through 2006 Community Development Block Grant Fund grants awarded by the Texas Community Development Program (TCDP). SCOPE OF WORK: The consulting firm or firms to be hired will provide contract related services for the following activities project administration, management and/or planning: • PROJECT ADMINISTRATION: assist in the administration of the funded grant project in accordance with all TCDP requirements, including but not limited to the following procedures: financial management, record keeping, amendments, reporting, environmental clearance, property acquisition, Fair Housing/EEO, labor standards, and contract close-out. • MANAGEMENT: assist in the administration of the funded grant project in accordance with all TCDP requirements, including but not limited to the following: housing rehab or utility services replacement activity management, preparation of program forms, recipient applications, recipient requirements, application priority rating, work write-up, general construction specifications, inspections, forgivable loan processing and tracking, bidding, and project close-out. • PLANNING: prepare the funded planning studies and related mapping in accordance with all Planning/Capacity Building Project Fund requirements and with generally accepted professional planning principals, as well as Project Management, Financial Management, Environmental Review, Fair Housing/EEO, and contract close-out. STATEMENT OF QUALIFICATIONS: We are seeking to contract with a competent consulting firm(s) with experience in project administration, management and/or planning activities. Specifically, we are seeking those persons or firms with the following qualifications: a) experience in managing all aspects of federally funded local projects, and b) experience with the TCDP. For Planning Services certification (AICP) preferred. Submit at least 8 copies of proposals for any or all activities. Please provide within your proposal a list of past client local governments, as well as the background and experience of employees who will or may be assigned to provide assistance for these projects if your firm is awarded a project administration, management and/or planning activities services contract. PROPOSED COST OF SERVICES: These include a proposed cost by Scope of Work category for project administration, management and/or planning activities services your firm feels is appropriate. Please note that we will not use lowest bid as the sole basis for entering into a contract. EVALUATION CRITERIA: The proposals received will be evaluated and ranked according to the following criteria separately for project administration, management and/or planning services: Criteria Maximum Points Experience 40 Work Performance 25 Proposed Cost 20 Capacity to Perform 10 Small/Minority Business 5 Total 100 DEADLINE FOR SUBMISSION: Interested parties shall submit a combined or separate proposal(s) for any or all activities to the Office of the County Treasurer, Kerr County, 700 Main, Kerrville, Texas 78028, no later than 4:00 PM on February 20, 2004. SELECTION OF CONSULTANTS: We shall review all material submitted, and if required schedule interviews with prospective consultants in order to select the most qualified for each activity. We are an Affirmative Action/Equal Opportunity Employer and reserve the rights to reject any and all proposals, extend the RFP deadline and to waive formalities in our selection. Kerr County January 30, 2004 GrantWorks, Inc. Eric Hartzell austin@grantworks. net David J. Waxman & Associates David Waxman waxman@datarecall. net Langford Community Management Judy Langford langfd@texas. net Lucas Consulting Chuck Lucas lucasconsults@aol.com Municipal Consulting Services Valree Cox valreecox@hotmail.com RE: RFP for Project Administration, Management and/or Planning Services Attached is a copy of the Request for Proposals for necessary Project Administration, Management and/or Planning Services for future grants awarded from the Texas Community Development Program. The submission requirements for these proposals are included on the attached information Sheet. Deadline for submission of proposals is 4:00 PM, February 20, 2004. We reserve the right to negotiate with any and all persons or firms submitting proposals, per the Texas Professional Services Procurement Act Office of Management and Budget Circular No. A- 102. We are Affirmative Action/Equal Opportunity Employer. INFORMATION SHEET REQUEST FOR PROPOSALS FOR ENGINEERING SERVICES Kerr County is seeking proposals for professional services with aState-registered engineer for grants awarded under the Program Year 2004-2006 Community Development Block Grant Fund from the Texas Community Development Program (TCDP). Contracts will be awarded contingent upon receipt of a grant award. SCOPE OF WORK: The engineering contract will encompass all project related engineering services, including but not limited to the following: • Preliminary and final design plans and specifications. • Preparation of the bid package. • Conduct of all field testing and inspections. • Other special engineering services. STATEMENT OF QUALIFICATIONS: We are seeking to contract with a competent engineering firm, registered to practice in the State of Texas, that has had experience in the following areas: a) Municipal utility systems b) Federally funded construction projects c) Project located in this general region of the state Submit at least 8 copies of proposals for our review and consideration. Also submit 1 copy of the proposal to GrantWorks, 2201 Northland, Austin Texas 78756. Please provide within your proposal a list of past client local governments, as well as resumes of all employees who will or may be assigned to provide assistance for these projects if your firm is awarded a engineering services contract. EVALUATION CRITERIA: The firm who is deemed the most qualified shall be recommended to be awarded the contract. This is subject to the firm meeting the reasonable, responsive and responsible tests according to federal procurement procedures. The proposals received will be evaluated and ranked according to the following criteria: Criteria Maximum Points Experience 40 Work Performance 25 Capacity to Perform 10 Small/Minority Business 5 Total 80 DEADLINE FOR SUBMISSION: Interested parties shall submit proposal to the Office of the County Treasurer, Kerr County, 700 Main, Kerrville, Texas 78028, no later than 4:00 PM on February 20, 2004. SELECTION OF CONSULTANTS: We shall review all material submitted, and if required schedule interviews with prospective engineers in order to select the most qualified. We are an Affirmative Action/Equal Opportunity Employer and reserve the right to reject any and all proposals and to waive formalities in its selection. Kerr County January 30, 2004 Tetratech, Inc. Garcia & Wright Klein Engineering 501 Soledad 407 West Rhapsody 8611 Botts Lane, Suite 101 San Antonio, TX 78205- San Antonio, TX 78216 San Antonio, TX 78217 kamran.kaviani@ttisg.com rhgarcia@garciawright.com rklein@kleinengineering.com marylou.yohe@ttisg.com Civil Engineering Consultants HDR - Simson Engineering 11550 IH 10 West, Suite 395 1100 NE Loop 410, Suite San Antonio, TX 78230 200 ddurden@cectexas.com San Antonio, TX 78209 dburger@hdrinc.com RE: RFP for Engineering Consultant Services Dear Sir or Madam: Attached is a copy of the Request for Proposals for necessary engineering services for future grants awarded from the Texas Community Development Program to carry out certain utility improvements. The submission requirements for these proposals are included on the attached information sheet. Deadline for submission of proposals is 4:00 PM, February 20, 2004. We reserve the right to negotiate with any and all persons or firms submitting proposals, per the Texas Professional Services Procurement Act Office of Management and Budget Circular No. A- 102. We are Affirmative Action/Equal Opportunity Employer. INSTRUCTIONS FOR RATING SERVICE PROVIDER PROPOSALS Administration, Management, and Planning consultant services 1. In rating proposals for management (administration) and Planning services, the following factors should be weighed when considering experience: ^ What is the extent of experience the proposing firm has had with Texas Community Development Program projects? ^ Does the firm or consultant indicate they have had experience in the following areas: Federal procurement procedures, environmental reviews, fair housing/equal employment opportunity, financial management, real property acquisition, project construction management, labor standards requirements and audit/contract close- out? ^ What is the extent of experience the firm and/or its consultant has had locally? With other local governments in the area? ^ In addition to the above, for Planning proposals, does the firm have staff members with a background in city planning? Is any staff member a certified planner (AICP}? 2. The following factors should be weighed when considering work performance (if necessary, the reviewer may wish to contact the firm and/or consultant's past or current clients): ^ Were past TCDP projects completed in a satisfactory manner, on time and within budget? ^ Is the firm's work product consistently of a high quality with a low level of errors? ^ Have past TCDP projects had few monitoring findings and/or State staff concerns? ^ Has the firm and/or consultant responded to concerns or requests for actions in a timely manner? 3. The following factor should be weighed when considering proposed cost: ^ Does the firm and/or consultant calculate its fee based on a percentage of only the grant amount or on the total project cost? ^ If fees are higher, is there a corresponding level of service provided? 4.The following factors should be weighed when considering capacity to perform: ^ What is the staffing level and experience of the staff? ^ Does the firm and/or consultant have an adequate level of resources to complete management/administration of the project? For Housing Rehab Management, does the firm have in-house expertise in construction management and lead-based paint testing? For Planning, does the firm provide in-house expertise for digital color mapping/GIS? 5. The following factors should be weighed when considering small/minority or woman-owned business: ^ Is the firm and/or consultant a small business, minority-owned or women-owned business? ^ Does the firm's proposal indicate that it will subcontract with firms that are small, minority-owned or women-owned businesses? 2004-06 ADMINISTRATION/MANAGEMENT PROPOSAL SUMMARY INFORMATION Locality: Kerr County Local Scorer: Firm: Location: Project Manager: Experience (possible 40 points) ~ Points TCDP Projects: Other Federal Projects: Locally: Similar Work: Work Performance (possible 25 points) ~ Points Capacity to Perform (possible 10 points) ~ Points Proposed Cost (possible 20 points) ~ Points SmalUMinority or Woman-owned Business (possible 5 points) ~ points Total points (maximum of 100 points possible): ~ Points Other comments: INSTRUCTIONS FOR RATING SERVICE PROVIDER PROPOSALS Engineering consultant services 1. In rating proposals for engineering/architectural services, the following factors should be weighed when considering experience: ^ What is the extent of experience the firm has had designing the type of improvements being proposed (water/wastewater systems)? ^ What is the extent of experience the firm has had with construction management? ^ What is the extent of experience the firm has had with Federally funded construction projects? ^ Has the firm worked on projects that were located in this general region? ^ What is the extent of experience the firm and/or its consultant has had locally? 2. The following factors should be weighed when considering work performance (if necessary, the reviewer may wish to contact the firm's past or current clients): • Were past projects completed in a satisfactory manner, i.e. on time and within budget? • Is the firm's work product consistently of a high quality with a low level of errors? • Has the firm responded to concerns or requests for actions in a timely manner? 3. The following factors should be weighed when considering capacity to perform: • What is the staffing level and experience of the staff? • Does the firm have an adequate level of resources to complete the various tasks associated with the project? • Does the firm have professional liability insurance in force? 4. The following factors should be weighed when considering small/minority or woman owned business: • Is the firm a small business, minority-owned or women-owned business? • Does the firm's proposal indicate that it will subcontract with a firm or firms that are small, minority- or woman-owed businesses? 2004-06 ENGINEERING PROPOSALS SUMMARY INFORMATION Locality: Kerr County Local Scorer: Firm: Location: Project Manager: Experience (possible 40 points) ~ Points TCDP Projects: Other Federal Projects: Locally: Similar Work: Work Performance (possible 25 points) ~ Points Capacity to Perform (possible 10 points) ~ Points Small/Minority-or Woman-owned Business (possible 5 points) ~ Points Total points (maximum of 80 points possible): Points Other comments: