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Item 9A Final CITY OF Item 9A SOUTHLAKI= MEMORANDUM (September 5, 2017) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Award a contract to Weatherproofing Services through Choice Partners for the refinishing of the DPS HQ Fire Apparatus Bay Floor in the amount of$58,825 Action Requested: Award a contract to Weatherproofing Services through Choice Partners for the refinishing of the DPS HQ Fire Apparatus Bay Floor in the amount of$58,825. Background Information: The Department of Public Safety Headquarters (DPS HQ) Facility located at 600 State St. was built in 2010. The 87,000 sq. ft. facility includes a 7,500 sq. ft. Fire Apparatus Bay which houses two fire engines and an EMS ambulance. Given the exposures and traffic patterns, the epoxy coated floor installed in this environment needs to be heavy duty, highly functional, easy to clean and maintain, slip resistant and aesthetically appealing. The fire apparatus bay floor is currently in need of refinishing in order to maintain its integrity. The epoxy finish on the fire apparatus bay floor is bubbling, chipping, and wearing away in multiple places. It is aesthetically unappealing and is a slip hazard when the floor is wet. As part of the resurfacing project, the contractor will be preparing the floor's surface by repairing cracks, leveling high spots and installing a prime coat as a moisture barrier. Weatherproofing Services is recommending a more durable epoxy product and application method to maximize the durability of the product (5 year warranty and 10+ year life expectancy). In addition, the surface preparation will allow for optimum application. Weatherproofing Services has satisfactorily overseen and completed numerous facility maintenance projects for the City of Southlake including the recently completed power washing and masonry sealing project at DPS HQ. Item 9A 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. By utilizing the government purchasing agreement, the City is able to benefit from a cost savings. Funding for this project is available in the FY 2017 Facility Maintenance Reserve budget (011199-570202) in the amount of $49,000. As a result of the additional surface prep and product upgrade, this item is over budget. Staff recommends that the shortfall be funded from the Facilities Operating budget in an amount of$9,825. Strategic Link: The award of this contract links to the City's strategy map relative to the focus areas of Infrastructure and Safety & Security. The specific corporate objectives that are met by this contract are F2 invest to provide and maintain high quality public assets, and C1 achieve the highest standards of safety & security. 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 Services Proposal 160610-102-01 Attachment B: Choice Partners Contract Attachment C: Choice Partners Procurement Process Attachment D: Warranty Letter Staff Recommendation: Award a contract to Weatherproofing Services through Choice Partners for the refinishing of the DPS HQ Fire Apparatus Bay Floor in the amount of$58,825. Staff Contact: Rob Cohen, Director of Public Works Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public Works/Operations Page 2 of 2 Attachment B Y4THERPRODFING ERVICES PROPOSAL NUMBER: 160610-102-01 DATE: 09/05/2017 TO: JOB SITE: City of Southlake DPS Headquarters Fire Bay Floor 600 State Street Southlake,Texas ATTENTION: KurtAkermann RE: Exopy Floor Renovation We propose to furnish equipment,labor and materials to complete the following scope: Scope of Work- • Setup safety and staging equipment • Remove existing polyurethane floor coating with ride on propane scrapers and diamond grinders with PCD's • Remove all existing joint sealant • Shot blast floor to CSP-3 surface profile • Repair all cracks with Roadware 10 minute mender • Patch all holes and spalls in concrete • Install BASF MasterTop VB 240FS Epoxy primer moisture barrier system @ 70 sq ft per gallon • Install BASF MasterTop TC 493 aliphatic polyurethane floor topping @ 275 SQ(approx.7500 sq ft) • Install UVR 65 Joint filler into all joints NOTES: Price does not include base coves(there are none existing). Price does not included moving equipment, furniture, lockers, etc. The job is priced to be done in two phases, 1/2 bay each. Price............................................................................$58,825 Choice Partners Contract Number: 12/054PB-10 Approved by:(Signature) Date Es imat I By:Gary Place (Print Name) Terms of Payment:We will invoice 30%upon job start and the remaining 70%at completion,due upon receipt. Weatherproofing Services LLC will NOT be responsible for the possibility of nor the presence of mold and/or mildew resulting from water and/or other sources. This includes any contamination prior to or after work was completed by Weatherproofing Services LLC.This exclusion also pertains to microorganisms,biological organisms and/or organic contamination. a,NUBSchedule �PCHOICE ARTNERS Z e.u.m[nmpu� PARTNERS 2336 Oak Grove Lane, Crossroads,Texas 76227 * 972-731-8222 * 972-731-8225 FAX Website: www.WsTexas.com * Email: Servicena.WsTexas.com CPCHOICE"' Attachment B PARTNERS The Right Resources. Right Now. March 8, 2017 Mr. Gary Place,Vice President Weatherproofing Services 2336 Oak Grove Lane Crossroads, TX 76227 Subject: Contract Renewal for 12/054PB-10 for Waterproofing/Masonry Restoration, Cleaning&All Other 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 Mr. Place: Congratulations! On December 13, 2016 the Harris County Department of Education Board of Trustees approved a contract extension for your services to cover the contract period January 15, 2017 through January 14, 2018. 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 H[;I]E, 6005 Westview Dr., Houston, TX 77055 713.696.2122 877.696.2122 www.ChoicePartners.org Attachment C Cf) CHOICESM 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. Attachment D K T -1 -NA MAILING:P.O.BOX 883,MIDLOTHIAN,TX76065 No. PHYSICAL:4591 OLD HWY 67,MIDLOTHIAN,TX 76065 Phone:972-291-8254 Faz:972-291-8294 1* www.texconrest.com March 3, 2017 Weatherprooffing Services 2336 Oak Grove Lane Cross Roads, Texas 76227 RE: Southlake Fire Station #1 600 State Street Southlake,Texas We hereby warrant the Epoxy Floor Rejuvenation work completed at located at Southlake Fire Station #1, 600 State Street, Southlake, Texas to be in accordance with the contract documents for this project and warrant all materials and workmanship to be free of defects for the period noted below. This warranty does not cover damages caused by misuse, abuse, negligence, acts of nature, or substrate movement. WARRANTY PERIOD: 5 years from the Substantial Completion Date of CLAIM PROCEDURE: In the event a warranty claim is required, please contact: Pete Haveron - President Texas Concrete Restoration, Inc. P.O. BOX 883 Midlothian, TX. 76065 Office: 972-291-8254 Fax: 972-291-8294 Cell: 214-317-2226 peteh@texconrest.com Roy L. "Pete" Haveron, Jr., President Level Master,Elite ��� INTERNATIONAL 44������ CONCRETE REPAIR INSTALLER INSTITUTE