Title
Approval of Agreement AGR 19-08a to Allied 360 Construction LLC; AGR 19-08b to Cisneros Concrete; AGR 19-08c to GM Emulsion LLC; and AGR 19-08d to Los Alamos Landscaping and More LLC for On-Call Concrete Services in an Aggregate Amount Not to Exceed the combined sum of $3,000,000.00 Excluding Applicable Gross Receipts Tax.
Recommended Motion
I move that Council Approval of Agreement AGR 19-08a to Allied 360 Construction LLC; AGR 19-08b to Cisneros Concrete; AGR 19-08c to GM Emulsion LLC; and AGR 19-08d to Los Alamos Landscaping and More LLC for On-Call Concrete Services in an Aggregate Amount Not to Exceed the combined sum of $3,000,000.00 Excluding Applicable Gross Receipts Tax.
County Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
On July 26, 2018, the County advertised a formal multi-source competitive solicitation for On-Call Concrete Services through Request for Proposal No. 19-08. Five responses were received, and staff is recommending award to four responders. There are four separate contracts considered for award and are attached for reference (Attachments A thru D). The fifth responder did not have competitive pricing.
The On-Call Services contracts provide as needed, task order-based services. The term of this Agreement shall commence October 31, 2018 and shall continue through October 30, 2022 unless sooner terminated, as provided herein. At County’s sole option this Agreement may be renewed for up to three (3) consecutive one-year periods, unless sooner terminated with a term of seven (7) years. The total combined compensatory sum of all four contracts is capped at $3,000,000.00 (excluding applicable gross receipts tax). No one firm is guaranteed any particular task, nor is the full amount of compensation guaranteed. This is an aggregate total amount contract.
Concrete On-Call services are vital to ensure timely successful completion of projects. The County has limited in-house capability to provide these services for County projects. Having identified and contracted qualified companies, on-call allows for quicker request for quotes and the ability to assign work in less than a month.
These services costs will vary on the size and complexity of the project for which services are requested. Each of these contracts have set hourly rates for the services during the initial phases where options are evaluated, and then once a particular option is determined, finalizing the design’s cost is based on set percentages of the estimate, all of which is standard industry practice for these types of services.
Task order signature approval is based on the associated compensation in accordance with the Procurement Code and if a task order exceeds $200,000, the task order would be brought to Council for approval. The availability of four contracts provides staff the option to complete work based on quoted unit price, demonstrated availability, responsiveness, performance, and quality of previous work particularly when urgent needs arise. There is no obligation to offer a minimum amount of work or compensation to any Contractor. Staff will be responsible for tracking the expenditures of all contracts to ensure that contract limits are not exceeded.
Alternatives
Council could choose to award to only one contractor, two contractors, three contractors or all four contracts. Award to only one contractor would limit staff's options to one contractor regardless of availability, responsiveness, performance, and quality of previous work. Failing to award any of the contracts would require staff to follow Procurement Code processes to procure such services on an individual project by project basis and delays would ensue.
Fiscal and Staff Impact/Planned Item
The aggregate compensation of all agreements (AGR 19-08a, AGR 19-08b, AGR 19-08c and AGR 19-08d) are not to exceed the sum of three million dollars, ($3,000,000.00), excluding New Mexico gross receipts taxes (NMGRT). The County shall pay compensation for performance of the services in accordance with each issued task order through applicable and properly appropriated funding sources.
Compensation shall be paid in accordance with the rate schedule set out in Exhibit "A," of each agreement. The Public Works Department will manage all agreements, other departments such as DPU, and Parks can work with Public Works staff to utilize these contracts for their work.
Attachments
A - AGR 19-08a - Allied 360 Construction LLC
B - AGR 19-08b - Cisneros Concrete
C - AGR 19-08c - GM Emulsion LLC
D - AGR 19-08d - Los Alamos Landscaping and More LLC