DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Mike Frisbie, P.E.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
FY 2017 Infrastructure Management Program
SUMMARY:
Consideration of the following three contracts for the FY 2017-2022 Infrastructure Management Program (IMP) adopted through the Fiscal Year 2017 Budget:
A. An Ordinance for the 2017 Asphalt Overlay Contract Package 4- accepting the lowest responsive bid and awarding a contract to J&P Paving Co., Inc. in an amount not to exceed $3,769,450.25, of which $98,500.00 will be reimbursed by San Antonio Water Systems (SAWS) and $7,600.00 will be reimbursed by CPS Energy for necessary adjustments to its existing infrastructure.
B. An Ordinance for the 2017 Microsurface Task Order Package 10- accepting the lowest responsive bid and awarding a contract to Intermountain Slurry Seal, Inc. in an amount not to exceed $640,434.00.
C. An Ordinance for the 2017 Base Repair Task Order Package 11- accepting the lowest responsive bid and awarding a contract to J&P Paving Co., Inc. in an amount not to exceed $896,775.45 , of which $17,903.50 will be reimbursed by San Antonio Water Systems (SAWS) for necessary adjustments to its existing infrastructure.
BACKGROUND INFORMATION:
City Council approved $64,000,000.00 in the FY 2017 Budget to complete both in-house and contract street maintenance projects. Of this amount, approximately 97 miles and $54,000,000.00 in street maintenance projects will be completed through the use of construction contractors.
Transportation and Capital Improvements (TCI) began construction of the FY 2017 Street Maintenance Program utilizing two existing contracts that were awarded on September 1, 2016, totaling $9,148,458.30. In addition, TCI also utilized four Contracts that were awarded on October 13, 2016, totaling $26,482,246.65. Table 1 summarizes the mentioned awarded contracts.
Table 1.
|
Awarded Contracts |
Amount Awarded |
|
Contracts awarded on 9/2016 |
$9,148,458.30 |
|
Contracts awarded on 10/2016 |
$26,482,246.65 |
|
Total Awarded until today |
$35,630,704.95 |
|
Approved budget |
$54,000,000.00 |
|
Remaining Budget |
$18,369,295.05 |
The Transportation & Capital Improvements Department solicited bids for construction services and will be utilizing various construction companies to complete these projects. Additional contracts are scheduled to be awarded at a later date.
These proposed ordinances authorize additional contract capacity in the amount of $5,306,659.70 for the construction of FY 2017 street maintenance projects. Table 2 summarizes construction amounts for items A, B, and C, being presented for City Council consideration.
Table 2.
|
Contracts |
Amount |
|
2017 Asphalt Overlay Contract Package 4 |
$3,769,450.25 |
|
2017 Microsurface Task Order Package 10 |
$640,434.00 |
|
2017 Base Repair Task Order Package 11 |
$896,775.45 |
|
Total Amount |
$5,306,659.70 |
These contracts were advertised for construction bids in August and October 2016 in the San Antonio Hart Beat, on the City’s website, on the Texas Electronic State Business Daily and on TVSA. Bids for Package 4 bids were due on September 13, 2016, for Packages 10 and 11 bids were due on October 1, 2016.
Each contract will be awarded in compliance with the Small Business Economic Development Advocacy (SBEDA) Program, which requires contracts be reviewed by a Goal Setting Committee to establish a requirement and/or incentive unique to the particular contract in an effort to maximize the amount of small, minority, and women-owned business participation on the contract. The Goal Setting Committee set a Minority/Women Business Enterprise (M/WBE) subcontracting goal and an African American Business Enterprise (AABE) subcontracting goal for each contract. The table below shows the M/WBE and AABE commitments for each package proposed for contract award through these ordinances.
Table 3. Subcontracting Goals and Contractor Commitments
|
Item |
Contractor |
Pkg. |
M/WBE Commitment |
AABE Commitment |
|
A |
J&P Paving Co. |
4 |
4% |
1% |
|
B |
Intermountain Slurry Seal, Inc. |
10 |
7% |
1% |
|
C |
J&P Paving Co. |
11 |
17% |
1% |
ISSUE:
Consideration of the following contracts for the FY 2017 Infrastructure Management Program (IMP) adopted through the Fiscal Year 2017 Budget:
A. An Ordinance for the 2017 Asphalt Overlay Contract Package 4- accepting the lowest responsive bid and awarding a contract to J&P Paving Co., Inc. in an amount not to exceed $3,769,450.25, of which $98,500.00 will be reimbursed by San Antonio Water Systems (SAWS) and $7,600.00 will be reimbursed by CPS Energy for necessary adjustments to its existing infrastructure.
B. An Ordinance for the 2017 Microsurface Task Order Package 10- accepting the lowest responsive bid and awarding a contract to Intermountain Slurry Seal, Inc. in an amount not to exceed $640,434.00.
C. An Ordinance for the 2017 Base Repair Task Order Package 11- accepting the lowest responsive bid and awarding a contract to J&P Paving Co., Inc. in an amount not to exceed $896,775.45 , of which $17,903.50 will be reimbursed by San Antonio Water Systems (SAWS) for necessary adjustments to its existing infrastructure.
ALTERNATIVES:
City Council could choose not to award these contracts and request staff to re-bid these two packages; however, there are no guarantees this will result in more favorable prices. Re-bidding would delay the delivery of the FY 2017 Street Maintenance Program and would result in a portion of the street maintenance projects not being completed as programmed.
FISCAL IMPACT:
Items A to C, Contract Award for Three Street Maintenance Program Packages
Funding for these projects may include, but is not limited to, General Fund, Certificates of Obligation, Advanced Transportation District (ATD) Program, ROW Penalty Funds, and other funding sources.
Requirements for each task shall be detailed in the individual work orders assigned. The City makes no minimum guarantee pertaining to the volume of work. If funding for any work activities is not previously appropriated, funding will be identified and appropriated through subsequent City Council action as shown below:
Table 4.
|
Item |
Contractor |
Pkg. |
Base Bid |
SAWS |
CPS |
|
A |
J&P Paving Co. |
4 |
$3,663,350.25 |
$98,500.00 |
$7,600.00 |
|
B |
Intermountain Slurry Seal, Inc. |
10 |
$640,434.00 |
|
|
|
C |
J&P Paving Co. |
11 |
$878,871.95 |
$17,903.50 |
|
|
Total |
|
|
$5,182,656.20 |
$116,403.50 |
$7,600.00 |
Adjustments will be reimbursed to the City by SAWS and/or CPS as projects are identified.
RECOMMENDATION:
Staff recommends approval of these three contracts in the amount of $5,306,659.70 to complete the street maintenance projects identified in the FY 2017 Infrastructure Management Programs.