DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Mike Frisbie, P.E.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
2016-2017 Task Order Contracts
SUMMARY:
Consideration of the following two contracts totaling $4,774,298.50 for the FY 2016-2017 Infrastructure & Street Maintenance Program:
A) An ordinance awarding the 2016-2017 Flatwork Task Order Contract to Austin Constructors, LLC in an amount not to exceed $3,692,171.00, of which $32,250.00 will be reimbursed by San Antonio Water System, for the construction of Infrastructure Maintenance Program projects, located throughout the City.
B) An ordinance awarding the 2016-2017 Flatwork and Pavement Markings Task Order Contract to San Antonio Constructors, Ltd in an amount not to exceed $1,082,127.50, of which $15,600.00 will be reimbursed by San Antonio Water System, for construction related to Street Maintenance Program (SMP) projects, located throughout the City.
BACKGROUND INFORMATION:
Project Background
During the FY 2016 Budget process, City Council approved $15 million to complete numerous sidewalk and pedestrian-related projects. Transportation and Capital Improvements Department has solicited bids for construction services and will be utilizing various construction companies to complete the construction of several sidewalk-related projects.
These two Task Order Contracts include, but is not limited to, the construction of sidewalks, curbs, wheelchair ramps, retaining walls, pavement markings, and any other work required for the completion of the assigned projects located throughout the City. SAWS participation on these contracts is necessary in order to complete adjustments to its existing infrastructure that impact City projects. SAWS will reimburse its improvement costs to the City of San Antonio based on the bid unit prices received per these construction contracts.
Task order contract are utilized when multiple projects are to be delivered through various programs and funding sources in a limited timeline, but the project specifics (scope and limits) are not known. A task order contract is awarded based on the capacity, or total dollar amount, anticipated to deliver a number of projects within a specified limited timeframe. Funding for these Projects may include, but is not limited to, Advanced Transportation District (ATD), General Fund, or other funding sources.
The Sidewalk Infrastructure Maintenance Program is currently utilizing capacity from previously approved task order contracts which total approximately $10.1 million. The contracts for Austin Constructors and San Antonio Constructors will award the remaining funding available from the previously approved $15 million for sidewalk and pedestrian-related projects.
Procurement of Services
A) This Contract was advertised for construction bids in August 2015, in the San Antonio Hart Beat, on the City’s website, and in the Texas Electronic State Business Daily. Bids were due on October 20, 2015 and three bidders responded. Of these, Austin Constructors, LLC, submitted the lowest responsive bid.
Austin Constructors, LLC is a small, minority-owned business and has agreed to meet a 8% Minority/Women Business Enterprise (M/WBE) subcontracting goal, and a 1% African American Business Enterprise (AABE) Subcontracting Goal.
B) This Contract was advertised for construction bids in August 2015, in the San Antonio Hart Beat, on the City’s website, on the Texas Electronic State Business Daily, and on TVSA. Bids were due on November 3, 2015 and four bidders responded. Of these, San Antonio Constructors, Ltd submitted the lowest responsive bid.
San Antonio Constructors, Ltd is a small, minority-owned business and has agreed to meet a 8% Minority/Women Business Enterprise (M/WBE) subcontracting goal, and a 1% African American Business Enterprise (AABE) Subcontracting Goal.
These Task Order contracts were developed utilizing the formal competitive bid process. Therefore, a Discretionary Contracts Disclosure Form is not required.
ISSUE:
Consideration of the following two contracts totaling $4,774,298.50 for the FY 2016-2017 Infrastructure & Street Maintenance Program:
A) This ordinance awards the 2016-2017 Flatwork Task Order Contract to Austin Constructors, LLC in an amount not to exceed $3,692,171.00, of which $32,250.00 will be reimbursed by San Antonio Water System for necessary adjustments to its existing infrastructure.
B) This ordinance awards the 2016-2017 Flatwork and Pavement Markings Task Order Contract to San Antonio Constructors, Ltd in an amount not to exceed $1,082,127.50, of which $15,600.00 will be reimbursed by San Antonio Water System for necessary adjustments to its existing infrastructure.
This ordinance awards two task order contracts for the construction of sidewalks, ADA-compliant ramps, installation of pavement markings and pedestrian related projects to facilitate the completion of FY 2016 street maintenance projects and the FY 2016 through FY 2020 Infrastructure Maintenance Program (IMP).
The FY 2016 Sidewalk Infrastructure Maintenance Program provided $15 million for completion of sidewalk projects and approximately $10.1 million has already been previously approved by City Council. The remaining $4.7 million will be awarded upon approval of these two task order contracts to Austin Constructors and San Antonio Constructors. Approximately $300,000.00 will remain in the balance of the Sidewalk IMP funds and will be used for environmental services, material testing, and project management.
These contracts will be utilized to ensure the timely completion of those projects along with any other sidewalk projects that materialize throughout the duration of these contracts.
ALTERNATIVES:
City Council could choose to not approve these contracts and an alternative would be to individually bid out the contracts for construction. However, construction bid prices could be higher than those estimated with Task Order Contracts and bidding the contracts individually would prolong the delivery of these projects.
FISCAL IMPACT:
The two contracts total $4,774,298.50 for the FY 2016-2017 Infrastructure & Street Maintenance and Funding for these projects may include, but is not limited to, Advanced Transportation District (ATD) funds, General Fund and Certificates of Obligation.
Requirements for each task shall be detailed in the individual work orders assigned. If funding for any work activities in not previously appropriated, funding will be identified and appropriated through subsequent City Council action.
RECOMMENDATION:
Staff recommends approval of these ordinances, awarding the following two contracts necessary to complete sidewalk-related projects identified in the FY 2016- FY 2017 Infrastructure Management & Street Maintenance Program:
A) 2016-2017 Flatwork Task Order Contract to Austin Constructors, LLC in an amount not to exceed $3,692,171.00.
B) 2016-2017 Flatwork and Pavement Markings Task Order Contract to San Antonio Constructors, Ltd in an amount not to exceed $1,082,127.50.