DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Mike Frisbie, P.E.
COUNCIL DISTRICTS IMPACTED: Council Districts 2 and 10
SUBJECT:
A. Advanced Funding Agreement with TxDOT for Harry Wurzbach TAPS Memorial Boulevard (Harry Wurzbach at Austin Highway) Project
B. Design Services Agreement with Civil Engineering Consultants for Harry Wurzbach TAPS Memorial Boulevard (Harry Wurzbach at Austin Highway) Project.
SUMMARY:
Consideration of the following actions related to the Harry Wurzbach TAPS Memorial Boulevard (Harry Wurzbach at Austin Highway) Project, a FY 2015 Certificates of Obligation and federally funded project located in Council District 2 and Council District 10:
A) An ordinance authorizing an Advanced Funding Agreement between the City of San Antonio and the Texas Department of Transportation (TxDOT), authorizing payment in the amount not to exceed $76,131.00 to TxDOT for state oversight costs and accepting reimbursement in the estimated amount of $6,947,336.00 in federal funds from TxDOT and authorizing $1,736,834.00 from FY 2015 Certificates of Obligation for construction costs related to the Harry Wurzbach TAPS Memorial Boulevard (Harry Wurzbach at Austin Highway) Project.
B) An ordinance authorizing the execution of an Engineering Design Services Agreement with Civil Engineering Consultants (CEC), in an amount not to exceed $1,450,000.00, for engineering design and construction administration services for Harry Wurzbach TAPS Memorial Boulevard (Harry Wurzbach at Austin Highway) Project.
BACKGROUND INFORMATION:
Project Background
A Preliminary Engineering Report (PER) and schematic were prepared for the Harry Wurzbach TAPS Memorial Boulevard in 2013 that presented a plan to improve mobility along the Harry Wurzbach corridor from Fort Sam Houston to Loop 410. Currently, there is no connectivity between Harry Wurzbach and Austin Highway. CEC will design this project to provide entrance and exit ramps from Harry Wurzbach to Austin Highway, to include improvements to the roadway, bridge, retaining walls, sidewalks, utilities, pavement markings, signage, and traffic signals. Drainage enhancements will be included as necessary.
Procurement of Services
A) This Advanced Funding Agreement with TxDOT allows for the construction costs to qualify for federal cost sharing for construction and construction related costs up to the federal approved limit of $6,947,336.00. The remaining cost of $1,736,834.00 will be the responsibility of the City of San Antonio. Local Agency Managed projects are managed by the City but receive federal funds administered through TxDOT. The $76,131.00 funds to be paid to TxDOT by the City are for costs associated with state oversight for administration of the federal funds.
B) Request for Qualifications (RFQ) was released in May 2014. The RFQ was advertised in the San Antonio Hart Beat, on the City's website and the Texas Electronic State Business Daily in May and June 2014. Responses were due on July 2, 2014. 11 firms responded to the RFQ and submitted their Statement of Qualifications (SOQs) and all were deemed responsive. A Selection Committee consisting of representatives from Transportation and Capital Improvements evaluated, scored and ranked the submissions. Scoring was based on the published evaluation criteria, which included: experience and qualifications of team, understanding of the project and proposed management plan, the team's experience with San Antonio issues and past experience with City of San Antonio projects and participation in the SBE and M/WBE prime contract program.
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 applied the Small and Minority/ Women-Owned Business Enterprise Prime Contract Program with five evaluation preference points awarded to Civil Engineering Consultants, as they are a certified SBE firm located within the San Antonio Metropolitan Statistical Area. Additionally, the Goal Setting Committee set a 25% Small Business Enterprise (SBE) subcontracting goal and Civil Engineering Consultants has committed to 25% SBE subcontractor participation.
This contract was developed utilizing a formal request for qualifications process; therefore, as required by the Ethics Ordinance, the Discretionary Contracts Disclosure Form has been included herein as an attachment.
ISSUE:
Consideration of the following actions related to the Harry Wurzbach TAPS Memorial Boulevard (Harry Wurzbach at Austin Highway) Project, a FY 2015 Certificates of Obligation and federally funded project located in Council District 2 and Council District 10:
A) An ordinance authorizing an Advanced Funding Agreement between the City of San Antonio and the Texas Department of Transportation (TxDOT), authorizing payment in the amount not to exceed $76,131.00 to TxDOT for state oversight costs and accepting reimbursement in the estimated amount of $6,947,336.00 in federal funds from TxDOT and authorizing $1,736,834.00 from FY 2015 Certificates of Obligation for construction costs related to the Harry Wurzbach TAPS Memorial Boulevard (Harry Wurzbach at Austin Highway) Project.
Total costs for the City's Project Harry Wurzbach TAPS Memorial Boulevard (Harry Wurzbach at Austin Highway) Project are estimated at $11,647,336.00 of which a not to exceed amount of $6,947,336.00 will be reimbursed by TxDOT as part of the Local Agency Management Program. Actual costs to be reimbursed by TxDOT will be finalized with the awarding of a construction contract. Funds in the amount of $1,736,834.00 will be provided from FY 2015 Certificates of Obligation for the City's portion of the construction costs. TxDOT will determine if any additional funding is available to provide the remaining $2.9 million in estimated costs for the project.
B) An ordinance authorizing the execution of an Engineering Design Services Agreement with Civil Engineering Consultants (CEC), in an amount not to exceed $1,450,000.00, for engineering design and construction administration services for Harry Wurzbach TAPS Memorial Boulevard (Harry Wurzbach at Austin Highway) Project.
This project will provide for improvements to the entrance and exit ramps from Harry Wurzbach to Austin Highway, to include improvements to roadway, bridge, retaining walls, sidewalks, utilities, pavement markings and signage, and traffic signals. Drainage enhancements will be added as necessary. Project construction is anticipated to begin Spring 2017 and estimated to be completed by Spring 2019.
CEC will (a) design and prepare plans for bid, (b) adhere to federal/state (TxDOT, American Association of State Highway and Transportation Office and Manual on Uniform Traffic Control Devices) standards, (c) perform the Project survey and geotechnical services required to clarify design needs and criteria, (d) coordination with TxDOT and (e) provide construction phase services.
Approval of these ordinances will be a continuation of City Council policy to collaborate with other governmental agencies in supporting the City's commitment to maintaining and improving existing infrastructure.
ALTERNATIVES:
A) As an alternative, City Council could choose not to approve; however, the City will lose the opportunity receive reimbursement from TxDOT for these costs. This would then delay the Project or require a change in scope to fit the budget. .
B) As an alternative, City Council could choose not to execute this contract and require staff to complete a new solicitation process for the work. Considering the additional time required for another solicitation process, this would adversely affect the timely completion of the project and funding. Furthermore, the City will lose the opportunity to collaborate with TxDOT on this Project.
FISCAL IMPACT:
A) This ordinance allows the City to enter into an Advanced Funding Agreement with TxDOT to provide for reimbursement of construction costs up to a total of $6,947,336.00 in federal funds allocated to the City by the Metropolitan Planning Organization and administered by TxDOT as a federal pass through grant associated with the construction of Harry Wurzbach TAPS Memorial Boulevard (Harry Wurzbach at Austin Highway) and to pay TxDOT $76,131.00 for state oversight costs. The City will provide $1,736,834.00 as part of its required 20% match of total construction costs. Funds for match and state oversight costs are available from 2015 Certificates of Obligation funds and are included in the FY 2015-2020 Capital Improvements Budget.
B) This one-time capital improvement expenditure in the amount of $1,450,000.00 payable to Civil Engineering Consultants (CEC). Funds are available from approved FY 2015 Certificates of Obligation fund and are included in the FY 2015-2020 Capital Improvements Budget.
RECOMMENDATION:
Staff recommends approval of the following actions related to the Harry Wurzbach TAPS Memorial Boulevard (Harry Wurzbach at Austin Highway) Project, a FY 2015 Certificates of Obligation and federally funded project located in Council District 2 and Council District 10:
A) An ordinance authorizing an Advanced Funding Agreement between the City of San Antonio and the Texas Department of Transportation (TxDOT), authorizing payment in the amount not to exceed $76,131.00 to TxDOT for state oversight costs and accepting reimbursement in the estimated amount of $6,947,336.00 in federal funds from TxDOT and authorizing $1,736,834.00 from FY 2015 Certificates of Obligation for construction costs related to the Harry Wurzbach TAPS Memorial Boulevard (Harry Wurzbach at Austin Highway) Project.
B) An ordinance authorizing the execution of an Engineering Design Services Agreement with Civil Engineering Consultants (CEC), in an amount not to exceed $1,450,000.00, to provide engineering design and construction administration services for Harry Wurzbach TAPS Memorial Boulevard (Harry Wurzbach at Austin Highway) Project.