DEPARTMENT: Transportation and Capital Improvements
DEPARTMENT HEAD: Mike Frisbie
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT: Contract Award: FY 2014 - FY 2015 sidewalk access Ramp Task Order Contract
SUMMARY:
This ordinance approves a task order construction contract with San Antonio Concepts Construction, LLC, for an amount not to exceed $802,680.00 for the construction of sidewalk access ramps and related sidewalk improvements across the City in conjunction with the Street Maintenance Program (SMP), a major component of the Infrastructure Management Program (IMP). The construction of sidewalk access ramps will be funded by the Advanced Transportation District (ATD) Fund. In addition, San Antonio Water Systems (SAWS) will reimburse approximately $8,625.00 for necessary adjustments to its existing infrastructure.
This contract may be utilized for construction of additional sidewalk access ramps or sidewalk improvements as funding is identified.
BACKGROUND INFORMATION:
San Antonio's Sidewalk Transition Plan (Plan) was adopted in 2008. The Plan's mission is to provide a walk-able community of sidewalks and crosswalks that are ADA compliant and available to all citizens. City staff from various departments, people with disabilities and ADA community advocates assessed the current policies and practices, reviewed the Plan's goals and established objectives and tasks. A key component of the Plan is Goal 2: Provide sidewalk access ramps for access to sidewalks when a street is "altered". Sidewalk access ramp construction is a requirement set forth by the Department of Justice ADA Title II regulation, Subpart D-Program; Accessibility, New Construction and Alterations.
All ADA sidewalk access ramps are planned to be completed as part of the scope for structural rehabilitation projects scheduled through the SMP. Five contracts, which have focused specifically on the construction of sidewalk access ramps, have been awarded since June 2010 through which the City has constructed over 1,700 ramps, using funding from the SMP, Advanced Transportation District, the American Recovery and Reinvestment Act (ARRA) of 2009, and Community Development Block Grant (CDBG) program's re-programming fund.
This contract provides the flexibility to execute the construction of sidewalk access ramps for the FY 2014 and FY 2015 SMP, so that all street rehabilitation projects are ADA compliant, as reported in the City's Plan.
This Contract was advertised for construction bids in the Hart Beat and announced on the City's Web site at http://www.sanantonio.gov and posted on the State's Web site beginning in January 2014. A pre-bid meeting was held on January 29, 2014, with prospective bidders to discuss the construction scope and respond to any questions brought up during the meeting. Bids for this Contract were opened on February 11, 2014, with twelve (12) responsive bidders. The bid tabulations are included here as Attachment A. Due to staff concerns, an administrative hearing was held on March 18, 2014, with the lowest responsive bidder to discuss bid and schedule of sidewalk access ramps to be completed. Staff deemed the bid as non-responsible and concluded that it was in the City's best interest to move forward with the lowest responsible bidder in order to meet the construction deadline.
This 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 13% Small Business Enterprise (SBE) subcontracting goal and a 10% Minority/Women Business Enterprise (M/WBE) subcontracting goal. San Antonio Concepts Construction, LLC, has committed to 13% SBE subcontractor participation and 10% M/WBE subcontractor participation.
The construction services of San Antonio Concepts Construction, LLC, will be utilized on an as-needed basis to expedite project delivery and completion.
This construction contract was developed utilizing the formal competitive bid process, therefore, a Discretionary Contracts Disclosure Form is not required.
ISSUE:
This ordinance approves a task order construction contract with San Antonio Concepts Construction, LLC, for an amount not to exceed $802,680.00 for the construction of sidewalk access ramps and related sidewalk improvements across the City in conjunction with the Street Maintenance Program (SMP), a major component of the Infrastructure Management Program (IMP). The construction of sidewalk access ramps will be funded by the Advanced Transportation District (ATD) Fund. In addition, San Antonio Water Systems (SAWS) will reimburse approximately $8,625.00 for necessary adjustments to its existing infrastructure.
This ordinance will award a task order construction contract to San Antonio Concepts Construction, LLC, in an amount not to exceed $802,680.00.
FY 2014-2015 Sidewalk Access Ramp Task Order Contract
The Contract focuses on the construction of ADA sidewalk access ramps for street projects, which will receive a structural rehabilitation through the SMP in FY 2014 and FY 2015 and allow for the correction of sidewalk deficiencies which may impede pedestrian mobility. This contract is scheduled to begin by April 2014 and is to remain in full force and effect through April 2016. An estimated 680 sidewalk access ramps may be completed through this contract over the two-year period. In addition, a limited number of adjustments to SAWS' manholes and water valves also are viable through this contract.
ALTERNATIVES:
An alternative to construction of sidewalk access ramps through this contract is to have in-house staff construct the ADA sidewalk access ramps. However, the Department does not have the capacity to handle the volume of sidewalk access ramps that are contemplated to be completed through this contractor.
A second alternative is to issue a change order to the recently awarded contracts related to the FY 2014 and FY 2015 SMP. However, the Department decided to make the sidewalk access ramp contract available for a separate contract in an effort to encourage the participation of eligible contractors.
A third alternative would be to re-bid this contract. However, there is no guarantee that lower construction bid prices will be realized and this process could potentially delay the delivery of ADA sidewalk access ramps associated with the SMP.
FISCAL IMPACT:
The cost of this contract is for an amount not to exceed $802,680.00 and payable to San Antonio Concepts Construction, LLC. Funding in the amount of $500,000.00 is available annually from the Advanced Transportation Fund (ATD) for the construction of ADA sidewalk access ramps and related sidewalk improvements. In addition, approximately $8,625.00 will be reimbursed by San Antonio Water Systems (SAWS). Work to be completed will be identified throughout the duration of the contract on an as-needed basis. Requirements for each task shall be detailed in the individual work orders assigned.
If funding for any work activities is not previously appropriated, funding will be identified and appropriated through subsequent City Council action.
RECOMMENDATION:
Staff recommends approval of this ordinance accepting the lowest responsible bid and awarding a task order construction contract for the sidewalk access ramp package to San Antonio Concepts Construction, LLC.