HomeMy WebLinkAbout(0038) M&C 20-0400City of Fort Worth, Texas
Mayor and Council Communication
DATE: 06/16/20 M&C FILE NUMBER: M&C 20-0400
LOG NAME: 13P HIGH WATER WARNING SYSTEM CONVERSION TPW ADK
SUBJECT
Authorize Execution of a Two -Year Agreement with Distinctive AFWS Designs, Inc., for Project Management Assessments and Installation
Services for the High Water Warning System (HWWS) Conversions in Amount Up to $1,196,001.00 for the Transportation and Public Works
Department (TPW) (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize execution of a two-year agreement with Distinctive AFWS Designs, Inc., for project management
assessments and installation services for the High Water Warning System (HWWS) Conversions. in an amount up to $1,196,001.00 with an option
to renew for an additional two-year term, for the Transportation and Public Works Department (TPW)
DISCUSSION:
The TPW Department, Stormwater Division (SWM) approached the Purchasing Division to conduct a bid for project management, assessments
and flood warning system integration services, including rehabilitation and conversion of telemetry at sites from Automated Local Evaluation in
Real Time (ALERT) to ALERT2 protocol. The City's ALERT based High Water Warning System (HWWS) consists of 53 locations at which
roadway flooding is an identified threat to public safety. Each existing site consists of a "master" which senses water level (and may include other
sensors such as rainfall), along with one or more remotely controlled warning signs with flashing lights ("flashers" or "remotes"). The flashers are
triggered by the master to activate when water rises above a critical level, and to turn off when the water recedes to a lower, safe level. Water level
and operational parameters are reported in real time to a central location where alarms are generated that initiate City personnel field response to
affected sites.
The ALERT HWWS also includes 7 lake level monitoring sites that collect and report rain, water level and other parameters in real time, but lack
any remote flashers. These HWWS stations will be rehabilitated and upgraded to ALERT2 technology this contract.
The City began the process of conversion to ALERT2 technology in 2017 with the addition of central ALERT2 receiving, processing and display
capabilities, followed by the installation of 21 dedicated ALERT2 weather stations in 2018 (CSC 48974).
The Request for Proposal (RFP) was advertised on Wednesday's, beginning February 5, 2020 through February 26, 2020 in the Star Telegram.
Sixteen vendors were solicited from the purchasing vendor database system. Two responses were received; Distinctive AFWS Designs, Inc.
and High Sierra Electronics. The proposals received were reviewed by an evaluation committee consisting of city staff from the TPW Department
and Information Technology Departments. The evaluation factors included qualifications and experience (including sub -contractors), proposed
equipment and materials, project schedule and availability, past performance, and cost. Distinctive AFWS Designs, Inc., scored the highest,
therefore we recommend a contract be awarded with a two-year initial term, accompanied by one two-year renewal at the city's discretion.
M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the
M/WBE Office, in accordance with the BIDE Ordinance, because the purchase of goods or services is from sources where subcontracting or
supplier opportunities are negligible.
ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager up to the amount allowed
by relevant law and the Fort Worth City Code and does not require specific City Council approval as long as sufficient funds have been
appropriated.
Upon City Council approval, the agreement shall begin on the effective date and will be for an initial two-year period with up to one optional two-
year renewal. The action to renew does not require specific City Council approval provided that the City Council has appropriated sufficient funds
to satisfy the City's obligations during the renewal term.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that funds are available in the current capital budget, as previously appropriated, in the Stormwater Capital
Projects Fund Adv Flood Warning Installation project to support the approval of the above recommendation and amendment of the agreement.
Prior to any expenditure being incurred, the Transportation & Public Works Department has the responsibility to validate the availability of funds.
Submitted for City Manager's Office by: Jay Chapa 5804
Dana Burgdoff 8018
Originating Business Unit Head: Reginald Zeno 8517
Additional Information Contact: Cynthia Garcia 8525
Ashley Kadva 2047