DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Mike Frisbie
COUNCIL DISTRICTS IMPACTED: City-wide
SUBJECT:
Contract Awards for Street Maintenance Projects
SUMMARY:
An ordinance related to the Task Order contracts in the amount of $19,972,240.88 for the FY 2015 - 2019 Infrastructure Management Program (IMP), adopted through the 2015 Budget process on September 18, 2014:
A. An ordinance accepting the lowest responsive bid and awarding three Asphalt Overlay Task Order Contracts to Clark Construction of Texas, Inc. for Packages 4, 5, and 6 in an amount not to exceed $12,133,735.90 in which $317,450.00 is to be reimbursed by San Antonio Water Systems (SAWS) for necessary adjustments to its existing infrastructure.
B. An ordinance accepting the lowest responsive bid and awarding two Asphalt Overlay Task Order Contracts to J&P Paving Company, Inc. for Packages 7 and 8 in an amount not to exceed $7,838,504.98 in which $202,800.00 will be reimbursed by San Antonio Water Systems (SAWS) for necessary adjustments to its existing infrastructure.
BACKGROUND INFORMATION:
Project Background
City Council approved $41 million in the FY 2015 Budget to complete both in-house and contract street maintenance projects. Of this amount, approximately 53 miles and $31 million in street maintenance projects will be completed through the use of construction contractors. These contracts also will be utilized to complete $900,000.00 of bus pads and curb ramps funded with the Advanced Transportation District (ATD) and $520,250.00 of utility adjustments to be reimbursed by SAWS.
The Transportation & Capital Improvements Department has solicited bids for construction services and will be utilizing various construction companies to complete these projects.
These contracts were advertised for construction bids in September/November 2014 in the San Antonio Hart Beat, on the City's website, on the Texas Electronic State Business Daily, on TVSA and through the TCI Small Business Office. Bids for Packages 4 and 5 were due on November 4, 2014, Package 6 was due on November 18, 2014, Package 7 was due on December 2, 2014 and Package 8 was due on December 9, 2014.
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 goals and commitments for each package proposed for contract award through these ordinances.
Table 1. Subcontracting Goals and Contractor Commitments
Item |
Pkg |
M/WBE Goal |
M/WBE Commitment |
AABE Goal |
AABE Commitment |
A |
4 |
18% |
18% |
1% |
1% |
B |
5 |
18% |
18% |
1% |
1% |
C |
6 |
10% |
10% |
N/A |
N/A |
D |
7 |
10% |
10% |
N/A |
N/A |
E |
8 |
10% |
10% |
N/A |
N/A |
ISSUE:
An ordinance related to the Task Order contracts in the amount of $58,915,240.88 for the FY 2015 - 2019 Infrastructure Management Program (IMP), adopted through the 2015 Budget process on September 18, 2014:
A. An ordinance accepting the lowest responsive bid and awarding three Asphalt Overlay Task Order Contracts to Clark Construction of Texas, Inc. for Packages 4, 5, and 6 in an amount not to exceed $12,133,735.90 in which $317,450.00 is to be reimbursed by San Antonio Water Systems (SAWS) for necessary adjustments to its existing infrastructure.
B. An ordinance accepting the lowest responsive bid and awarding two Asphalt Overlay Task Order Contracts to J&P Paving Company, Inc. for Packages 7 and 8 in an amount not to exceed $7,838,504.98 in which $202,800.00 will be reimbursed by San Antonio Water Systems (SAWS) for necessary adjustments to its existing infrastructure.
TCI has begun construction of the FY 2015 Street Maintenance Program utilizing four existing construction contracts totaling $9.2M for FY 2015 projects and the five new contracts that were awarded on December 4, 2014 totaling $12.8M through Ordinance numbers 2014-12-04-0951, 2014-12-04-0952, 2014-12-04-0953, 2014-12-04-0954 and 2014-12-04-0955. These proposed ordinances authorize additional contract capacity in the amount of $19,972,240.88 for the construction of FY 2015 street maintenance projects and future FY 2016 street maintenance projects. Table 2 summarizes construction amounts for items A to E being presented for City Council consideration:
Table 2. Construction Amounts by Contractor
Item |
Pkg. |
Contractor |
FY 2015 Construction |
A |
Asphalt Overlay - Package 4 |
Clark Construction |
$ 4,326,909.05 |
B |
Asphalt Overlay - Package 5 |
Clark Construction |
$ 3,381,369.95 |
C |
Asphalt Overlay - Package 6 |
Clark Construction |
$ 4,425,456.90 |
D |
Asphalt Overlay - Package 7 |
J&P Paving |
$ 3,495,185.62 |
E |
Asphalt Overlay - Package 8 |
J&P Paving |
$ 4,343,319.36 |
|
Total: |
$19,972,240.88 |
ALTERNATIVES:
An alternative would be to re-bid the street project packages. However, there is no guarantee that this will result in more favorable prices. Re-bidding would delay the delivery of the FY 2015 Street Maintenance Program and would result in approximately 31 miles of asphalt overlay projects not being completed by the end of the fiscal year deadline. Additionally, approximately 26 miles of future asphalt overlay projects would also be negatively impacted.
FISCAL IMPACT:
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. If funding for any work activities is not previously appropriated, funding will be identified and appropriated through subsequent City Council action. In addition, an estimated $520,250.00 ($256,700.00 in SAWS Water and $263,355.00 in SAWS Sewer) will be reimbursed to the City by SAWS as projects are identified.
RECOMMENDATION:
Staff recommends approval of the Task Order contracts in the amount of $19,972,240.88 to complete the street maintenance projects identified in the FY 2015-2019 Infrastructure Management Program:
A. An ordinance accepting the lowest responsive bid and awarding three Asphalt Overlay Task Order Contracts to Clark Construction of Texas, Inc. for Packages 4, 5, and 6 in an amount not to exceed $12,133,735.90 in which $317,450.00 is to be reimbursed by San Antonio Water Systems (SAWS) for necessary adjustments to its existing infrastructure.
B. An ordinance accepting the lowest responsive bid and awarding two Asphalt Overlay Task Order Contracts to J&P Paving Company, Inc. for Packages 7 and 8 in an amount not to exceed $7,838,504.98 in which $202,800.00 will be reimbursed by San Antonio Water Systems (SAWS) for necessary adjustments to its existing infrastructure.