Item 4L - Memo FINAL Item 4L
M E M O R A N D U M
(October 02, 2018)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Authorize expenditures with Weatherproofing Services in an
amount not to exceed $160,000 in FY 2019
Action
Requested: Authorize expenditures with Weatherproofing Services in an
amount not to exceed $160,000 in FY 2019.
Background
Information: The City of Southlake contracts with Weatherproofing Services to
complete preventative and corrective maintenance on City facilities
as needed. Facility maintenance projects include leak investigation
and repairs; roof maintenance; parking garage concrete work; and
concrete joint sealing.
Weatherproofing Services has previously completed various
preventative and corrective maintenance projects for the City
including the concrete joint sealing of the upper deck in the Town
Square East parking garage to prevent water penetration and
damage to the parking structure; the refinishing of the Department
of Public Safety Headquarters (DPS HQ) Fire Apparatus Bay floor;
and the power washing and sealing of the masonry on the exterior
of the DPS HQ building.
The following City facility maintenance projects are planned for FY
2019 with Weatherproofing Services:
Facilities Maintenance Project Cost (est.)
SLTS West Parking Garage Upper Deck Joint Sealing $ 65,000
SLTS West & East Parking Garage Spalding Repairs $ 30,000
DPS HQ Planters #5 & #6 Leak Repairs/Liners $ 20,000
Annual Leak Testing and Repairs As Needed $ 20,000
Facility Roof Maintenance As Needed $ 25,000
Total $ 160,000
Item 4L
Page 2 of 2
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 selection committee. Choice Partners’
Procurement Process has been provided for your review in
Attachment C.
By utilizing the government purchasing agreement, the City is able
to benefit from a cost savings. Funding for these projects is
available in the FY 2019 Facilities Operating Budget and the
Facility Maintenance Fund.
Strategic Link: This item links to the City’s strategy map relative to the strategic
focus areas of Infrastructure and Performance Management &
Service Delivery. The specific corporate objectives that are met by
this item include: (B2) Collaborate with select partners to implement
service solutions and (F2) Invest to provide & maintain high quality
public assets.
Citizen Input/
Board Review: N/A
Legal Review: N/A
Alternatives: The City Council may approve or deny this request.
Supporting
Documents: Attachment A: Contract #12/054PB-10 Renewal Letter
Attachment B: Contract #17/038DG-16 Renewal Letter
Attachment C: Choice Partners Procurement Process
Attachment D: Quote - SLTS W. Parking Garage Joint Sealing
Attachment E: Quote - SLTS W. Parking Garage Spalding Repairs
Attachment F: Quote - SLTS E. Parking Garage Spalding Repairs
Staff
Recommendation: Authorize expenditures with Weatherproofing Services in an
amount not to exceed $160,000 in FY 2019.
Staff Contact: Rob Cohen, Director of Public Works
Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public Works
Division of Harris County Department of Education
6005 Westview Dr., Houston, TX 77055 713.696.2122 877.696.2122 www.ChoicePartners.org
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
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’l. 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.