DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Mike Frisbie, P.E.
COUNCIL DISTRICTS IMPACTED: Council District 1
SUBJECT:
Contract Award: Belfast Drive & Janda Susan Road Area Phase 2
SUMMARY:
Consideration of the following items related to the Belfast Drive & Janda Susan Road Area Phase 2 Project.
A. An ordinance for the Belfast Drive and Janda Susan Road Area Phase 2 Project, in Council District 1, a 2017 Bond funded project, accepting the lowest responsive bid and awarding a construction contract in the amount of $1,664,827.05 authorized payable to E-Z Bel Construction, LLC; of which $466,582.30 will be reimbursed by the San Antonio Water System (SAWS) and $92,965.20 will be reimbursed by CPS Energy.
B. An ordinance for the Belfast Drive & Janda Susan Road Area Phase 2 project, authorizing an amendment to the existing Engineering Design Services Agreement with Stantec Consulting Services, Inc. (Stantec) in an amount not to exceed $68,698.30, to provide construction and project closeout phase.
BACKGROUND INFORMATION:
As part of the 2012-2017 General Obligation Bond Program, $2,662,000.00 was included for the Belfast and Janda Susan Area Drainage Phase 1 Project. In November 2016 the Phase 1 project was completed. The project entailed installation of 1,600 feet of underground concrete pipe for the storm drain system, which included boring under the Union Pacific Railroad and tied into a TxDOT channel.
Due to the needs of the area, it was intended that the City would continue improvements with a Belfast and Janda Susan Phase 2 project proposed in the 2017 Bond Program.
On May 6, 2017, voters approved the 2017-2022 Bond Program which authorized $2,618,000.00 for the construction of the Belfast Drive & Janda Susan Road Area Phase 2 Project which continues improvements started in the 2012 Bond Program.
Phase 2 will provide flood relief to neighborhood streets and properties by installing an underground storm drain system, 1,100 feet of concrete pipe and reconstruction of affected streets, to include new curbs, sidewalks, and driveway approaches.
Project construction is anticipated to begin April 2018 and estimated to be completed by October 2018.
Previous Council Action
On August 6, 2015, City Council authorized the contract award for the Belfast and Janda Susan Area Drainage Project to San Antonio Constructors, Ltd. in the amount of $2,507,321.02 through Ordinance 2015-08-06-0636.
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 October 2017. In addition, the bid announcement was made on TVSA and through the Small Business Economic Development Advocacy (SBEDA) Office. Plans were available for review by potential bidders at the office of Stantec, located at 70 NE Loop 410, Suite 1100 San Antonio, Texas 78216. Bids for this project were opened on December 4, 2017 and five (5) bidders responded. Of these, E-Z Bel Construction, 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 a 23% Minority/Women Business Enterprise (M/WBE) and a 2% African-American Owned Business Enterprise (AABE) subcontracting goal. EZ Bel has agreed to meet the subcontracting goals.
This construction contract was developed utilizing the low bid process; therefore, a Discretionary Contracts Disclosure Form is not required.
ISSUE:
A. This ordinance accepts the lowest responsive bid and awards a construction contract in the amount of $1,664,827.05 authorized payable to E-Z Bel Construction, LLC of which, funds in the amount of $466,582.30 will be reimbursed by the San Antonio Water System, and $92,965.20 will be reimbursed by CPS Energy.
The Belfast and Janda Susan Road Drainage Phase 2 Project is a continuation of a 2012-2017 Bond Project. Phase 2 will provide flood relief to neighborhood streets and properties by installing an underground storm drain system, 1,100 feet of concrete pipe and reconstruction of affected streets, to include new curbs, sidewalks, and driveway approaches. Project construction is anticipated to begin April 2018 and estimated to be completed by October 2018.
B. This ordinance authorizes an amendment to the existing Engineering Design Services Agreement with Stantec Consulting Services, Inc. (Stantec) in the amount not to exceed $68,698.30, to provide construction and project closeout phase services for the Belfast Drive & Janda Susan Road Area Phase 2 project.
The proposed amendment for construction and project closeout phase services are a continuation of services Stantec Consulting Services provided in the 2012 Bond Project for Belfast and Janda Susan Phase 1. The construction and project closeout phases services ensure the project is constructed and completed to the specifications designed. The services supplement and assist the project management TCI staff provides.
Construction Services provided include:
• Re-establish project control points for contractor prior to construction
• Review shop drawings
• Project site visits and reports
• Participate in construction progress meeting
• Provide final walk through and punch list review
• Assists with Texas Department of Licensing and Regulation inspection
Project Closeout Services provided include:
• Preparation of record drawings
• Preparation and assistance of final warranty inspection
ALTERNATIVES:
As an alternative, City Council could choose not to award this contract and require staff to re-advertise this project. Considering the additional time required for another solicitation process, this would adversely affect the timely completion of the project.
FISCAL IMPACT:
A. This is a one-time capital improvement expenditure in the amount of $1,664,824.05 authorized payable to E-Z Bel Construction, LLC; of this total contract amount, funds in the amount of $1,105,279.55 will be funded by the City; $466,582.30 will be reimbursed by the San Antonio Water Systems, and $92,965.20 will be reimbursed by CPS Energy for construction of Belfast Drive & Janda Susan Road Area Phase 2. The City’s portion comprises of $267,279.55 from previously authorized 2012-2017 General Obligation Bond funding and $838,000 from the 2017-2022 General Obligation Bond funding and is included in the 2018-2023 Capital Improvement Program Budget.
B. Funds in the amount not-to-exceed $68,698.30 payable to Stantec Consulting Services, Inc. and available from previously authorized 2012-2017 General Obligation Bond Funds is included in the FY 2018-2023 Capital Improvement Program Budget.
RECOMMENDATION:
Staff recommends approval of this ordinance accepting the lowest responsive bid and awarding a construction contract in the amount of $1,664,827.05, authorized payable to E-Z Bel Construction, LLC, and authorizing an amendment to existing Engineering Design Services Agreement, in the amount not-to-exceed $68,698.30, with Stantec Consulting Services, Inc. for construction and closeout services for the Belfast Drive & Janda Susan Road Area Phase 2.