DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Mike Frisbie, P.E.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
2017-2018 Reconstruction-Reclamation Contract Package 7
SUMMARY:
An ordinance for the 2017-2018 Reconstruction-Reclamation Contract Package 7, accepting the lowest responsive bid and awarding a contract to J & P Paving Co., Inc. in an amount not to exceed $3,863,978.96, of which $97,872.00 will be reimbursed by San Antonio Water System (SAWS) for necessary adjustments to existing infrastructure.
BACKGROUND INFORMATION:
City Council approved $64,000,000.00 in the FY 2017 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 & Capital Improvements (TCI) began construction of the FY 2017 Street Maintenance Program utilizing two existing contracts that were awarded on September 1, 2016, totaling $9,148,458.30. In addition, TCI also utilized four (4) contracts that were awarded on October 13, 2016, totaling $26,482,246.65, three more Contracts awarded on December 15, 2016, totaling $5,315,659.70, and one (1) more contract awarded on March 9, 2017, totaling $5,262,783.50. Table 1 summarizes the awarded contracts to date.
Table 1.
|
Awarded Contracts |
Amount Awarded |
|
Contracts Awarded on 9/2016 |
$9,148,458.30 |
|
Contracts Awarded on 10/2016 |
$26,482,246.65 |
|
Contracts Awarded on 12/2016 |
$5,315,659.70 |
|
Contracts Awarded on 3/2017 |
$5,262,783.50 |
|
Total Awarded Until Today |
$46,200,148.15 |
|
Proposed Contract Package Today |
$3,863,978.96 |
|
Approved Budget |
$54,000,000.00 |
|
Remaining Budget with Approved Contract Today |
$3,935,872.89 |
This proposed ordinance authorizes additional contract capacity in the amount of $3,863,978.96 for the construction of FY 2017 street maintenance projects. Additional contracts are scheduled to be awarded at a later date for the remaining Street Maintenance Program funding.
Procurement of Services
This contract was advertised for construction bids in February 2017 in the San Antonio Hart Beat, on the City’s website, on the Texas Electronic State Business Daily and on TVSA. Bids for Package 7 were due on April 11, 2017 with 5 bids received and J & P Paving Co., Inc. being the lowest responsible bidder.
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 a 17% Minority/Women Business Enterprise (M/WBE) subcontracting goal and 1% African American Business Enterprise (AABE) subcontracting goal for each contract. J & P has committed to meeting the goals.
ISSUE:
This ordinance for the 2017-2018 Reconstruction-Reclamation Contract Package 7 accepts the lowest responsive bid and awards a contract to J & P Paving Co., Inc. in an amount not to exceed $3,863,978.96, of which $97,872.00 will be reimbursed by San Antonio Water System (SAWS) for necessary adjustments to existing infrastructure.
As part of the Infrastructure Management Program, Transportation & Capital Improvements Department oversees the maintenance of city streets through a five year street maintenance plan. TCI manages street maintenance through a number of applications. The typical street is of asphalt consistency with three basic layers: top asphalt surface, middle base course, and bottom moisture conditioned subgrade. In order to maintain the three layers, TCI implores different street applications to maintain roadways.
This contract provides $3.8 million and 4.91 miles of reconstruction or reclamation projects. The reclamation process consists of rebuilding worn out asphalt pavements by recycling the existing roadway. The old asphalt and base materials are pulverized, mixed with cement and water, or asphalt emulsion and compacted to produce a strong, durable base. After grading and compacting the base, a new layer of asphalt surface is added to complete the process. The reconstruction process consists of reconstructing or replacing all three of the basic layers with new materials.
ALTERNATIVES:
City Council could choose not to award this contract and request staff to re-bid this package; however, re-bidding would delay the delivery of the FY 2017 Street Maintenance Program and would result in a portion of the street maintenance projects not being completed as programmed.
FISCAL IMPACT:
This ordinance authorizes $3,863,978.96 for a contract payable to J & P Paving Co. Inc., of which $97,872.00 will be reimbursed by San Antonio Water System (SAWS). Funding for these projects will include General Fund, Certificates of Obligation, and Tax Notes as part of the FY 2017 Infrastructure Management Program.
RECOMMENDATION:
Staff recommends approval of this Contract in the amount of $3,863,978.96 to complete the street maintenance projects identified in the FY 2017 Infrastructure Management Programs.