DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Mike Frisbie, P.E.
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Task Order Contracts (2) for Street Maintenance Projects.
SUMMARY:
Consideration of the following Task Order Contracts for Infrastructure Management Program (IMP), adopted through the Fiscal Years 2016 and 2017 Budget:
A. An Ordinance for the 2016-2017 Asphalt Overlay Task Order Contract- accepting the lowest responsive bid and awarding a Task Order Contract to J&P Paving Co., Inc. in an amount not to exceed $4,662,293.80, of which $108,000.00 will be reimbursed by San Antonio Water Systems (SAWS) and $9,450.00 will be reimbursed by CPS Energy for necessary adjustments to their existing infrastructure.
B. An Ordinance for the 2016-2017 Reconstruction Task Order Contract- accepting the lowest responsive bid and awarding a Task Order Contract to AJ Commercial Services in an amount not to exceed $4,486,164.50, of which $455.00 will be reimbursed by San Antonio Water Systems (SAWS).
BACKGROUND INFORMATION:
Project Background
City Council approved $64,000,000.00 in the FY 2016 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 2016 Street Maintenance Program utilizing three existing contracts that were awarded on February 12, 2015, totaling $12,263,961.88. In addition, TCI also utilized four Contracts that were awarded December 3, 2015, totaling $25,322,203.28, and three Contracts that were awarded February 11, 2016, totaling $15,470,947.75.
|
Awarded Contracts |
Amount Awarded |
|
Contracts awarded on 2/2015 |
$12,263,961.88 |
|
Contracts awarded on 12/2015 |
$25,322,203.28 |
|
Contracts awarded on 2/2016 |
$15,470,947.75 |
|
Total Awarded until today |
$53,057,112.91 |
|
Total Awarded Budget $53,057,112.91 |
|
|
Approved budget |
$54,000,000.00 |
|
Remaining Budget |
$942,887.09 |
These proposed ordinances authorize additional contract capacity in the amount of $9,148,458.30 for the construction of FY 2016 & FY 2017 street maintenance projects. Table 1 summarizes construction amounts for items A and B being presented for City Council consideration.
These contracts were advertised for construction bids in June 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 8 were due on July 12, 2016 and bids for Package 9 were due on July 5, 2016.
The Small Business Economic Development Advocacy (SBEDA) Program Goal Setting Committee set a 4% Minority/Women Business Enterprise (M/WBE) subcontracting goal for each contract. The table below shows the M/WBE and commitments for each package proposed for contract award through these ordinances. All vendors have committed to meet the SBEDA goals.
Table 1. Subcontracting Goals and Contractor Commitments
|
Item |
Contractor |
Pkg |
FY2016 Construction |
M/WBE Commitment |
|
A |
J&P Paving Co., Inc. |
8 |
$ 4,662,293.80 |
4 % |
|
B |
AJ Commercial Services, Inc. |
9 |
$ 4,486,164.50 |
4 % |
|
Total |
|
|
$ 9,148,458.30 |
|
ISSUE:
Consideration of the following two Task Order Contracts in the combined amount of $9,148,458.30 for the FY 2016 & FY 2017 Infrastructure Management Program (IMP), adopted through the FY 2016 & 2017 Budgets:
A. This ordinance for the 2016-2017 Asphalt Overlay Task Order Contract- Package 8 accepts the lowest responsive bid and awards a Task Order Contract to J&P Paving Co., Inc. in an amount not to exceed $4,662,293.80, of which $108,000.00 will be reimbursed by San Antonio Water System (SAWS) and $9,450.00 will be reimbursed by CPS Energy for necessary adjustments to their existing infrastructure.
B. This ordinance for the 2016-2017 Reconstruction Task Order Contract-Package 9 accepts the lowest responsive bid and awards a Task Order Contract to AJ Commercial Services in an amount not to exceed $4,486,164.50, of which $455.00 will be reimbursed by San Antonio Water System (SAWS).
ALTERNATIVES:
City Council could choose not to award these two Task Order Contracts and request staff to re-bid these two packages; however, there are no guarantees this will result in more favorable prices. Re-bidding could delay the delivery of the FY 2017 Street Maintenance Program and could result in a portion of the street maintenance projects not being completed as programmed.
FISCAL IMPACT:
Items A to B, Contract Award for Two 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. In addition for 2016-2017 Asphalt Overlay Task Order Contract Package 8 an estimated $108,000.00 ($50,500.00 in SAWS Water and $57,500.00 in SAWS Sewer) and $9,450.00 for CPS. In addition for 2016-2017 Reconstruction Task Order Contract Package 9 an estimated $455.00 ($320.00 in SAWS Water and $135.00 in SAWS Sewer) adjustments will be reimbursed to the City by SAWS and/or CPS as projects are identified.
RECOMMENDATION:
Staff recommends approval of these two Task Order contracts in the amount of $9,148,458.30 to complete the street maintenance projects identified in the FY 2016 & FY 2017 Infrastructure Management Programs.