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Item 4D CITY OF Item 41) SOUTHLAKE MEMORANDUM (November 1 , 2016) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Award contract to Weatherproofing Services through Choice Partners for the DPS Headquarters Masonry Cleaning and Sealing Project in an amount not to exceed $189,442 Action Requested: Award contract to Weatherproofing Services through Choice Partners for the DPS Headquarters Masonry Cleaning and Sealing Project in an amount not to exceed $189,442. Background Information: The Department of Public Safety Headquarters (DPS HQ) Facility located at 600 State St. was built in 2010 and is 87,000 sq. ft. in size. Upon completion of construction of this facility, the exterior masonry was never sealed to prevent moisture penetration. As a result, the exterior capstone now has dark mildew stains and the brick has white powdery stains from leaching; a process in which water moves along porous brick and carries with it dissolved salts. The salt deposits left behind on the surface of the brick cause the white appearance. With time, the salt deposits cause disintegration or flaking of the brick surface. In order to restore the original appearance of the DPS HQ exterior, Weatherproofing Services will power wash the exterior masonry to clean all of the surfaces, fill the voids in the mortar, and will then apply a sealant to protect the capstone and brick from further moisture penetration and extend the life of the masonry. Weatherproofing Services performed waterproofing services on the City of Southlake Town Hall building during the period of 2011 — 2013. At the time, Weatherproofing Services was a sub-contractor to Weatherproofing Technologies, Inc. Since that time Weatherproofing Services has become a preferred vendor of Choice Partners, a division of the Harris County Department of Education (HCDE), a governmental entity of the State of Texas. Therefore, Southlake is able to save money by working with the vendor directly. City of Southlake Values: Integrity Innovation♦Accountability♦Commitment to Excellence ♦Teamwork Item 41) Financial Considerations: The City's bidding process for this contract award was met through a government purchasing agreement through Choice Partners. Choice Partners is a division of Harris County Department of Education (HCDE), a governmental entity of the State of Texas, and Weatherproofing Services was selected through a rigorous RFP process and review by a selection committee. Choice Partners' Procurement Process has been provided for review in Attachment C. Funding for this project is available in the FY 2017 CCPD budget in the amount of $189,442. This item was approved by CCPD on November 8, 2016 at the CCPD Board Meeting. Strategic Link: The approval of the agreement links to the City's strategy map relative to focus areas of Infrastructure and Partnerships & Volunteerism. The specific corporate objectives that are met by these services are to collaborate with select partners to implement service solutions, and to provide and maintain high quality public assets. Citizen Input/ Board Review: N/A Legal Review: N/A Alternatives: The City Council may approve or deny the contract award. Supporting Documents: Attachment A: Weatherproofing Contract 10/01/2016 Attachment B: Choice Partners Contract 2/23/2016 Attachment C: Choice Partners Procurement Process Staff Recommendation: Award contract to Weatherproofing Services through Choice Partners for the DPS Headquarters Masonry Cleaning and Sealing Project in an amount not to exceed $189,442. Staff Contact: Rob Cohen, Director of Public Works Cristina McMurray, M.P.A, C.P.M, Deputy Director/Operations Attachment A EATHERPR ❑ GF� ING ERVICES PROPOSAL NUMBER: 150909-102-01 DATE: 10/01/2016 TO: JOB SITE: City of South lake Headquarters Building 600 State Street Southlake, Texas ATTENTION: KurtAkermann RE: DPS HQ Masonry Cleaning and Sealing We propose to furnish equipment, labor and materials to complete the following scope: —,Y 9 /j _ irI— "Sallj� .a ss as t�. !.s_'. �acY N'� .}. � ._ P '� 11 i.'Ft t v •.t4A.1 M. The building masonry has clear signs of water penetration (dampness, efflorescence, hair-line cracks, atmospheric stains and biological growth). The precast stone is porous and the brick has many voids in the mortar which allow moisture infiltration. If the staining is not addressed it will become more evident and increasingly difficult to clean. The solution is to power wash the masonry clean, fill the voids in the mortar and apply a moisture repelling masonry sealer. ('ertified 46HUB WBII� ®����� •sssF w...---�w.e- CHOICE PARTNERS 2336 Oak Grove Lane Crossroads Texas 76227 * 972-731-8222 * 972-731-8225 FAX Website: www.WsTexas.com * Email:ServiceMsTexas.com \\O/K Z,4ERPRDEFING ERVICES Clean Masonry,Tuck-point Brick and Seal Masonry(All sides of the building, Brick AND Pre-cast Stone Masonry) Scope of Work - • Setup safety and staging equipment • Power wash all brick and precast stone masonry per manufacturers specification • Tuck point voids in mortar with color blended non-shrinking mortar per manufacturers specification • Apply Hydrozo Envoroseal clear 40 penetrating sealer per manufacturers specification Price...........................................................................................$189,442 Choice Partners Contract Number; 121054PB-10 All work to be done in a good workmanship like manner with daily removal of debris, Approved by: (Signature) Date Esti ated y: Gary Place _Mayor Laura Hill (Print Name) QrNUB Schedufe C/P E BCFtOiCE "°°"° .up.be PARTNERS 2336 Oak Grove Lane Crossroads Texas 76227 * 972-731-8222 * 972-731-8225 FAX Website: www.WsTexas.com * Email:Service@WsTexas.com Attachment B CPCHOICEP"' PARTNERS The Right Resources. Hight Now. February 23, 2016 Dianne Whitfield, President Weatherproofing Services 2336 Oak Grove Lane Cross Roads, TX 76227 Subject: Contract Renewal for 12/054PB-10 for Waterproofing/Masonry, Restoration, Cleaning and Related Services for Harris County Department of Education (HCDE)/Choice Partners, School Districts, Institutions of Higher Learning, Government Agencies, and Nonprofit Entities in Texas Dear Ms.Whitfield: Congratulations! On December 15, 2015 the Harris County Department of Education Board of Trustees approved a contract extension for your services to cover the contract period January 15, 2016 through January 14, 2017. We are looking forward to working with you. If you have any questions concerning this renewal,please contact your contract manager Joann Nichols at 713-696-2122. Sincerely, Jeff Drury, Director Choice Partners A division of Harris County Department of Education Division of Harris County Department of Education HCI]E 6005 Westview Dr., Houston, TX 77055 713.696.2122 877.696.2122 www.ChoicePartners.org Attachment C CPCHOICE SM PARTNERS The Right Resources. Right Now. Choice Partners is a division of Harris County Department of Education (HCDE), a political subdivision (governmental entity) of the state of Texas. THE CHOICE PARTNERS PROCUREMENT PROCESS* 1. Determine the Need for a Service and/or Product The need for new products and/or services is identified through innovative thinking and communication with members and potential vendor partners. Members' needs are determined in various ways, including formal surveys and informal conversations. Choice Partners staff meet with vendor partners and potential proposers to determine what is state of the art for a product or service,then gather information about company capabilities and assess if there are contract opportunities for goods and services that would benefit Choice Partners members. Ideas are discussed at contract managers meetings and viable ideas are followed up with additional investigation and market research. 2. Develop the Draft RFP Document a. Upon assignment,the contract manager creates a project timeline, predicting a future HCDE Board of Trustees meeting to propose a contract award that allows sufficient time for the development and review process. b. Choice Partners staff conducts research to determine proposal specifications.Staff might contact cooperative members and/or potential vendors for background information, knowledge and product specifications. If applicable, past specifications from the library of archived proposal solicitations may be considered. c. Choice Partners utilizes standard templates,which are reviewed and updated by HCDE legal counsel to comply with procurement law requirements,as appropriate,specified in Texas Educ. Code§44,Texas Local Gov't.Codes§262 and 271,and in the case of job order contracts,Texas Government Code§2267,and Fed'I. Regulations Code 24 CFR 85.36. d. Once the RFP is completed,it is reviewed by HCDE senior administrative staff. 3. Solicitation Choice Partners adheres to procurement law for notification and solicitation; e.g. Choice Partners advertises for two successive weeks in The Houston Chronicle or a national publication,as required by Texas Education Code§44.The solicitation is posted at www.choicepartners.org,www.hcde-texas.org and, if applicable,the electronic bidding system. Providing the RFP Document: Interested companies can access Choice Partners RFP solicitation documents by registering as a potential proposer at the website database under the appropriate product/service category then either downloading the documents,submitting a written request for hardcopy via email, FAX,or letter or by calling 1-877-696-2122 to request the solicitation document from Choice Partners. Some solicitations may be issued and submitted electronically in the eBid system. Proposer Questions:Questions are submitted online through the Choice Partners website.The contract manager for that RFP, assisted by other staff, monitor the website and will answer questions within 24 hours of receipt and post the answers on-line, so that all potential proposers have the same access to the Q&As. Questions are not answered by phone. Addenda: If there are modifications to the RFP solicitation,an addendum will be issued. Addenda are sent to all potential proposers who have already registered and downloaded a copy of the RFP solicitation. Notification of addenda will be posted to the Choice Partners website:www.choicepartners.org Pre-proposal Conference:A pre-proposal conference may be scheduled if deemed necessary. 5. Proposer Responses The date,time and place for responses to solicitations are specified in the proposal document,the solicitation advertisement and the Choice Partners website. Responses may require an online or manual response depending on the product or service. For manual responses, proposals are accepted at the HCDE administration building located at 6300 Irvington Blvd., Houston,TX 77022. Each proposal response is stamped to indicate arrival time and date. A proposal opening will be held in a reserved room at the 6300 Irvington Blvd. address.All present will sign in on a 'proposal opening'attendance sheet. Proposers who submit a proper proposal will be publicly announced and recorded by Choice Partners staff at the proposal opening. Further information will not be disclosed nor will public review of the responses be allowed at this time.Once the contract has been awarded at a public meeting by the HCDE Board of Trustees,the document becomes subject to public open records law. 6. Evaluate Proposer Responses a. Submissions deemed responsive according to time/date stamps and package labeling,will be moved forward to the next step in the process. Non-responsive submissions are rejected and not considered for an award. b. An evaluation team is formed; members evaluate/score each response according to the published evaluation criteria in the proposal document. Here again,submissions are deemed responsive or non-responsive.Submissions deemed responsive will be moved forward to the next step in the process. Non-responsive submissions are rejected and not considered for an award. b-1. Evaluation Criteria The evaluation criteria meets or exceeds the requirements of the procurement laws specified in number 2 above, and may include some or all of the following, as specified in the proposal document: • purchase price; • experience and reputation of the vendor and of the vendor's goods/services; • quality of the vendor's goods/services; • extent to which the goods or services meet the member's needs; • vendor's past relationship with Choice Partners and/or cooperative members; • impact on the ability of the member to comply with laws and rules relating to historically underutilized businesses (HUB/MWBE/SBE); • total long-term cost to the member to acquire the vendor's goods or services; • whether the vendor or the vendor's ultimate parent company or majority owner: (a)has its principal place of business in Texas; or(b) employs at least 500 persons in Texas (applies to contracts for goods and services,other those related to telecommunications and information services, building construction and maintenance,or instructional materials); • proposer's marketing plan; • any proposed value add products/services; and • any other relevant factors specifically listed in the requests for proposal. c. During the evaluation process, negotiations and/or discussions may be held with proposers,and a final and best offer is submitted upon request, if necessary. d. Choice Partners staff tabulate the response. e. The evaluation committee makes contract award recommendations. 9. Contract Awards Contracts are solely awarded by the HCDE Board of Trustees at a public meeting.All awarded proposers will be notified via an award letter. More than one vendor may receive an award letter('multiple awards').An announcement is made to Choice Partners members and vendor partners via multiple methods, including but not limited to,a press release posted on the Choice Partners website,an announcement published in The Leader's Choice newsletter,and the Co-opportunities enewsletter. Contracts may be awarded for a one-or two-year initial award,with subsequent annual renewals for a possible total of five years. Each successive contract renewal must be approved by the HCDE Board of Trustees annually. 10. Public Review of Choice Partners RFPs Issued and/or Contracts Awarded Choice Partners provides contracts and supporting documentation on the Choice Partners website in the'Due Diligence'section on the contracts page for each awarded vendor. Choice Partners staff assists members as needed to review those documents. *HCDE awarded contracts may be used by other governmental agencies; in Texas,sign an interlocal contract,as specified in Government Code 791. Outside of Texas, register with Choice Partners,then follow your state statutes.