DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Mike Frisbie, P.E.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
2017-2018 Asphalt Overlay Task Order Contract Package 8
SUMMARY:
An ordinance for the 2017-2018 Asphalt Overlay Task Order Contract Package 8, accepting the lowest responsive bid and awarding a contract to J&P Paving Co., Inc. in an amount not to exceed $4,970,736.55, of which $170,020.00 will be reimbursed by San Antonio Water System (SAWS) and $20,000.00 will be reimbursed by CPS Energy for necessary adjustments to existing infrastructure.
BACKGROUND INFORMATION:
In the Fiscal Year 2017 (FY 2017), Transportation & Capital Improvements (TCI) Department has awarded nine contracts to complete the Street Maintenance projects that were part of the FY 2017 Infrastructure Management Program (IMP). This 2017-2018 Asphalt Overlay Task Orders contract will facilitate the completion of any pending FY 2017 projects and as well as to start FY2018 projects that are part of FY 2018 IMP program.
This proposed ordinance authorizes additional contract capacity in the amount of $4,970,736.55 for the construction of FY 2017-2018 street maintenance projects.
Procurement of Services
This contract was advertised for construction bids in August 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 8 were due on August 22, 2017 with 8 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 16% Minority/Women Business Enterprise (M/WBE) subcontracting goal and 1% African American Business Enterprise (AABE) subcontracting goal for each contract. J&P Paving Co., Inc. has committed to meeting the goals.
ISSUE:
This ordinance for the 2017-2018 Asphalt Overlay Task Order Contract Package 8 accepts the lowest responsive bid and awards a contract to J&P Paving Co., Inc. in an amount not to exceed $4,970,736.55, of which $170,020.00 will be reimbursed by San Antonio Water System (SAWS) and $20,000.00 will be reimbursed by CPS Energy 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 maintains the street network using a number of applications either to preserve the segments in good condition or to rehabilitate segments that have deteriorated. The applications include Crack Seals, Fog Seals, Slurry Seals, Micro-surfacing, Mill & Overlay, Full-Depth Reclamation and Reconstruction.
This contract in the amount of $4,970,736.55 million is primarily focused on Mill & Overlay projects and will facilitate the rehabilitation of 9.86 miles of the roadway network citywide.
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 2017-2018 Street Maintenance Program and would result in a portion of the street maintenance projects not being completed as programmed.
FISCAL IMPACT:
This ordinance authorizes $4,970,736.55 for a contract payable to J&P Paving Co., Inc. of which $170,020.00 will be reimbursed by San Antonio Water System (SAWS) and $20,000.00 will be reimbursed by CPS Energy. Funding for these projects may include General Fund, Certificates of Obligation, Advanced Transportation District (ATD) Program, ROW Penalty Funds, or 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. Funding for these projects will include General Fund, Certificates of Obligation, and Tax Notes as part of the FY 2017-2018 Infrastructure Management Program.
RECOMMENDATION:
Staff recommends approval of this Contract in the amount of $ 4,970,736.55 to complete the street maintenance projects identified in the FY 2017-2018 Infrastructure Management Programs.