DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Mike Frisbie, P.E.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
2017-2018 City Wide Task Order Contracts for Flatwork and Street Improvements
SUMMARY:
An ordinance awarding the 2017-2018 City Wide Task Order Contract for Flatwork and Street Improvements to GL Contracting & DRH Construction JV; MCOR Construction Company; HESI Enterprises, LLC; Straight Line Management, LLC; and Jarvis Moore Incorporated in the amount not to exceed $450,000.00 for each contract with a term of one year with an additional one-year renewal option for a total for all five contracts in amount not to exceed $2.25 million over a one-year period, of which $343,992.15 will be reimbursed by San Antonio Water System for necessary adjustments to its existing infrastructure. .
BACKGROUND INFORMATION:
Project Background
During the FY 2017 Budget process, City Council approved $15 million for the Sidewalk Maintenance Program, a component of the Infrastructure Management Program (IMP) and $2 million for Neighborhood Access and Mobility Program (NAMP) to complete sidewalk and pedestrian-related projects. Transportation & Capital Improvements Department regularly solicits Task Order Contracts for construction services and utilizes various contractors to complete the construction of street and sidewalk-related projects.
Transportation & Capital Improvements (TCI) began construction of the FY 2017 Sidewalk Maintenance Program and the Neighborhood Access and Mobility Program utilizing remaining capacity of $600,000 from two existing contracts that were awarded on November 19, 2015. In addition, TCI also utilized contracts that were awarded on January 28, 2016, totaling $3,692,171.00 and two more contracts awarded on December 1, 2016, totaling $6,689,027.50. Two additional contracts were awarded on March 2, 2017, totaling $3,674,258.50. Table 1 summarizes the awarded contracts to date.
Table 1.
|
Awarded Contracts |
Amount Awarded |
|
Remaining Capacity from Contracts awarded on 11/2015 |
$600,000.00 |
|
Contracts awarded on 1/2016 |
$3,692,171.00 |
|
Contracts awarded on 12/2016 |
$6,689,027.50 |
|
Contracts awarded on 3/2017 |
$3,674,258.50 |
|
Total Awarded until today |
$14,655,457.00 |
|
Approved budget |
$17,000,000.00 |
|
Remaining Budget |
$2,344,543.00 |
This City Wide Task Order Contract for flatwork and street improvement projects includes, but is not limited to, the construction of sidewalks, curbs, wheelchair ramps, retaining walls, street improvements, and any other work required for the completion of the assigned projects located throughout the City. SAWS participation on this contract is necessary in order to allow SAWS to complete adjustments to its existing infrastructure while a City project is under construction. SAWS will reimburse its improvement costs to the City of San Antonio based on the bid unit prices received per this construction contract.
Task order contracts are utilized when multiple projects are to be delivered through various programs and funding sources in a limited timeline but the specific projects (scope and limits) are not known. A task order contract is awarded based on the capacity, or total dollar amount, anticipated to deliver a number of projects within a specified limited timeframe. Funding for these projects may include, but is not limited to the General Fund, Advanced Transportation District (ATD), or other funding sources.
Procurement of Services
A Request for Competitive Sealed Proposals (RFCSP) was released in December 2016, in the San Antonio Hart Beat, on the City’s website, and in the Texas Electronic State Business Daily. Submittals were due on February 1, 2017 and ten contractors responded. Of these, five contractors: GL Contracting & DRH Construction JV; MCOR Construction Company; HESI Enterprises, LLC; Straight Line Management, LLC; and Jarvis Moore Incorporated were selected.
A diverse selection committee consisting of representatives from the Transportation & Capital Improvements Department evaluated and ranked the submissions and scored the proposals based on the City’s standard RFCSP process. Scoring was based on the published evaluation criteria, which included Evaluation of Experience and Qualifications of the Prime Firm, Key Subcontractors and Key Personnel, the Team’s Experience with San Antonio Region issues, past experience with City of San Antonio contracts, Price Proposal and participation in the SBE Prime Contractor Program.
These contracts 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 emerging, small, minority, and women-owned business participation on the contract.
The Goal Setting Committee awarded 20 evaluation points for Emerging Small and Minority/Women-Owned Business Enterprise Prime Contract Program. All selected contractors were awarded these evaluation points. Additionally, GL Contracting & DRH Construction JV; MCOR Construction Company; HESI Enterprises, LLC; Straight Line Management, LLC; and Jarvis Moore Incorporated are all small, minority-owned businesses and have agreed to meet a 12% Minority/Women Business Enterprise (M/WBE) subcontracting goal, and a 1% African American Business Enterprise (AABE) subcontracting goal.
ISSUE:
This ordinance awards the 2017-2018 City Wide Task Order Contracts for Flatwork and Street Improvements to GL Contracting & DRH Construction JV; MCOR Construction Company; HESI Enterprises, LLC; Straight Line Management, LLC; and Jarvis Moore Incorporated in the amount not to exceed $450,000.00 for each contract with a term of one year with an additional one-year renewal option for a total for all five contracts in amount not to exceed $2.25 million over a one-year period, of which $343,992.15 will be reimbursed by San Antonio Water System for necessary adjustments to its existing infrastructure.
These Task Order Contracts for flatwork and street improvement projects include, but are not limited to, the construction of sidewalks, curbs, wheelchair ramps, retaining walls, street improvements, and any other work required for the completion of the assigned projects located throughout the City in relation to the FY 2017 Infrastructure Management Program (IMP) and Neighborhood Access and Mobility (NAMP) Program
ALTERNATIVES:
As an alternative, City Council could require the projects to be to individually bid out for construction. However, construction bid prices could be higher than those estimated with the Task Order Contracts and bidding the Projects individually would prolong the delivery of these projects. Additionally, TCI does not have the in-house staff to complete these projects in a timely manner.
FISCAL IMPACT:
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.
Funding for these projects may include, but is not limited to, Neighborhood Access and Mobility Program (NAMP), Advanced Transportation District (ATD), Street Maintenance Program (SMP), or other funding sources.
RECOMMENDATION:
Staff recommends approval of this ordinance, awarding the 2017-2018 City Wide Task Order Contract for Flatwork and Street Improvements to GL Contracting & DRH Construction JV; MCOR Construction Company; HESI Enterprises, LLC; Straight Line Management, LLC; and Jarvis Moore Incorporated an amount not to exceed $450,000.00 each for a one-year period with an additional one-year renewal option. The total for all five contracts equates to an amount not to exceed $2.25 million for a one-year period, of which $343,992.15 will be reimbursed by San Antonio Water System for necessary adjustments to its existing infrastructure.