DEPARTMENT: Transportation and Capital Improvements
DEPARTMENT HEAD: Mike Frisbie
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Contract Award: FY 2014 and FY 2015 Alley Maintenance Program - Package I
SUMMARY:
An ordinance accepting the lowest responsive bid and awarding a task order contract to F.D. Concrete, LLC not to exceed $2,752,764.58 for the FY2014 and 2015 Alley Maintenance Program and other Infrastructure Maintenance Program (IMP) funded projects, located City Wide. Of this amount, $50,750.00 will be reimbursed by San Antonio Water Systems (SAWS) for their work.
BACKGROUND INFORMATION:
Project Background
This contract primarily will be utilized to reconstruct Solid Waste service alleys. This contract also may be utilized to reconstruct minor street and sidewalk projects. Project construction is anticipated to begin April 21, 2014.
Task Order Contracts are utilized for small construction projects to allow for quick execution of work. As part of the department's continuing efforts to improve efficiency, The Transportation & Capital Improvements Department (TCI) will utilize these services under this agreement to expedite project delivery and completion. Task Order Contracts are advertised with an estimated quantity of work, and unit prices are set by the bidding contractor for the duration of the contract. Bid item quantities may vary from the estimated bid amount, as long as the contract does not exceed the awarded amount.
An ordinance awarding Package III for the 2014 and 2015 Alley Program is currently scheduled for the May 8, 2014 City Council meeting. Package II will not be awarded. The 2014 and 2015 Alley Maintenance Program projects will be delivered under Package I or III. Package I and III will be awarded to different contractors in order to expedite the alley maintenance projects. Multiple packages are being awarded to ensure 2014 and 2015 alley projects are completed by September 30th of each fiscal year. Historically, it has taken 18 months, as opposed to 12 months, to complete the alley projects identified on the annual Alley Maintenance Program. As part of the alley projects, utility companies are provided the opportunity to upgrade their facilities, which can take many months to complete. With multiple contractors working to complete the alley projects, it increases the chances that the annual alley projects will be completed by September 30 of each fiscal year. For Fiscal Year 2014, 44 alley projects are identified on the Alley Maintenance Program. For Fiscal Year 2015, 49 alley projects are identified on the Alley Maintenance Program.
The TCI Department will utilize the construction services of F.D. Concrete, LLC on an "as-needed" basis, in order to expedite project delivery and completion of various alley maintenance projects located City-wide.
Procurement of Services
This project was advertised for construction bids in the San Antonio Hart Beat, on the City's website and the Texas Electronic State Business Daily in January 2014. In addition, the bid announcement was made on TVSA and through the Small Business Economic Development Advocacy (SBEDA) Office. Bids for this project were opened on February 4, 2014 and Seven (7) bidders responded. Of these, F.D. Concrete, LLC, submitted the lowest responsive bid. A matrix of the bid outcome is included herein as Attachment 2.
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 an 18% Minority/Women Business Enterprise (M/WBE) subcontracting goal. F.D. Concrete, LLC has committed to 18% M/WBE subcontractor participation.
This construction contract was developed utilizing the low bid process; therefore, a Discretionary Contracts Disclosure Form is not required.
ISSUE:
An ordinance accepting the lowest responsive bid and awarding a construction contract in the amount of $2,752,764.58 authorized payable to F.D. Concrete, LLC, for construction of the FY 2014 and 2015 Alley Maintenance Program, a collaborative effort between the Transportation and Capital Improvements Department (TCI) and Solid Waste Management Department (SWMD) funded project, located City Wide. Of this amount, $50,750.00 will be reimbursed by SAWS for their work.
ALTERNATIVES:
An alternative option is to individually bid out projects for construction. To solicit for services on a per project basis would adversely affect the timely completion of projects and funding because there is an economy of scale for combining this work.
FISCAL IMPACT:
No funds are appropriated by this action. Expenditures for these services are subject to available funding and are authorized by individual project capital budgets at the time work is requested or project funds are appropriated through ordinance. Requirements for each task shall be detailed in the individual work orders assigned. The City will make no minimum guarantee pertaining to the volume of work.
The Storm Water Operating Fund and the Solid Waste Management Fund will fund the $2,752,764.58. Of this amount, SAWS will reimburse $50,750.00 of this amount. Requirements for each task shall be detailed in the individual work orders assigned; the cumulative amount for the task orders shall not exceed $2,752,764.58 authorized payable to F.D. Concrete, LLC.
RECOMMENDATION:
Staff recommends approval of this ordinance accepting the lowest responsive bid and awarding a task order contract in the amount of $2,752,764.58 authorized payable to F.D. Concrete, LLC.