DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Mike Frisbie, P.E.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
2018-2019 Street Maintenance Program Package 13 and 15
SUMMARY:
A) An ordinance for the 2018-2019 Reconstruction Task Order Contract Package 13, accepting the lowest responsive bid and awarding a contract to AJ Commercial Services, Inc. in an amount not to exceed $4,770,856.50, of which $295.00 will be reimbursed by San Antonio Water System (SAWS) and $20.00 will be reimbursed by CPS Energy for necessary adjustments to existing infrastructure.
B) An ordinance for the 2018-2019 Asphalt Overlay Task Order Contract Package 15, accepting the lowest responsive bid and awarding a contract to Clark Construction of Texas, Inc. in an amount not to exceed $4,634,481.05, of which $88,000.00 will be reimbursed by San Antonio Water System (SAWS) and $32,000.00 will be reimbursed by CPS Energy for necessary adjustments to existing infrastructure.
BACKGROUND INFORMATION:
City Council approved $99 million in the FY 2018 Budget to complete both in-house and contract street maintenance projects. This was an increase of funding in the amount of $35 million above the $64 million provided the previous two fiscal years for street maintenance. This will provide for approximately an additional 122 miles of street maintenance upon the completion of the FY 2018 Street Maintenance Program.
Transportation & Capital Improvements (TCI) began construction of the FY 2018 Street Maintenance Program utilizing twelve (12) contracts that were awarded on October 19, 2017, November 2, 2017, December 14, 2017, February 15, 2018 and April 12, 2018. In addition, TCI is also using remaining capacity from previous contracts awarded in FY 2017. TCI will use $87 million of the allocated budget to deliver the street projects using contract forces. Additional contracts are scheduled to be awarded at a later date for the remaining street maintenance program. Table 1 summarizes the contracts awarded to date for this fiscal year.
Table 1.
|
Awarded Contracts |
Amount Awarded |
|
Contracts Awarded as of 5/31/2018 |
$67,479,167.89 |
|
Proposed Contract Package Today |
$9,405,337.55 |
|
Total Contracts Approved To Date |
$76,884,505.44 |
|
Approved Budget |
$87,000,000.00 |
|
Contract Capacity from FY 2017 Contracts |
$7,200,000.00 |
|
Remaining Budget with Approved Contract Today |
$2,915,494.56 |
This proposed ordinance authorizes contract capacity in the amount of $9,405,337.55 for the construction of 2018-2019 Reconstruction Task Order Contract Package 13 and 2018-2019 Asphalt Overlay Task Order Contract Package 15. Additional contracts are scheduled to be awarded at a later date for the remaining Street Maintenance Program.
Procurement of Services
A) 2018-2019 Reconstruction Task Order Contract Package 13 was advertised for construction bids in March 16, 2018 in the San Antonio Hart Beat, on the City’s website, on the Texas Electronic State Business Daily and on TVSA. Bids for 2018-2019 Reconstruction Task Order Contract Package 13 were due on April 10, 2018 with 3 bids received. AJ Commercial Services, Inc. was the lowest responsive bidder.
B) 2018-2019 Asphalt Overlay Task Order Contract Package 15 was advertised for construction bids in March 15, 2018 in the San Antonio Hart Beat, on the City’s website, on the Texas Electronic State Business Daily and on TVSA. Bids for 2018-2019 Asphalt Overlay Task Order Contract Package 15 were due on April 10, 2018 with 6 bids received. Clark Construction of Texas, Inc. was the lowest responsive bidder.
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 small, minority, and women-owned business participation on the contract.
A) The Goal Setting Committee set a 19% Minority/Women Business Enterprise (M/WBE) subcontracting goal and 1% African American Business Enterprise (AABE) subcontracting goal for 2018-2019 Reconstruction Task Order Contract Package 13. AJ Commercial Services, Inc. has committed to meeting these goals.
B) The Goal Setting Committee set a 4% Minority/Women Business Enterprise (M/WBE) subcontracting goal and 1% African American Business Enterprise (AABE) subcontracting goal for 2018-2019 Asphalt Overlay Task Order Contract Package 15. Clark Construction of Texas, Inc. has committed to meeting these goals.
ISSUE:
A) This ordinance for the 2018-2019 Reconstruction Task Order Contract Package 13, accepting the lowest responsive bid and awarding a contract to AJ Commercial Services, Inc. in an amount not to exceed $4,770,856.50, of which $295.00 will be reimbursed by San Antonio Water System (SAWS) and $20.00 will be reimbursed by CPS Energy for necessary adjustments to existing infrastructure.
B) This ordinance for the 2018-2019 Asphalt Overlay Task Order Contract Package 15, accepting the lowest responsive bid and awarding a contract to Clark Construction of Texas, Inc. in an amount not to exceed $4,634,481.05, of which $88,000.00 will be reimbursed by San Antonio Water System (SAWS) and $32,000.00 will be reimbursed by CPS Energy for necessary adjustments to existing infrastructure.
As part of the Department’s continuing efforts to expedite project delivery and completion of infrastructure projects, these task order contracts will allow TCI to handle multiple projects that are to be delivered through Infrastructure Management Program (IMP).
A) This Task Order Contract is for reconstruction projects that includes, but not limited to, the replacement of a street’s base structure and asphalt surface, curbs, driveways, sidewalk improvements and any other required work for the completion of the IMP reconstruction projects located throughout the City.
B) This Task Order Contract is for Asphalt Overlays projects that includes, but not limited to, the repair of a street’s base structure, asphalt surface overlay, wheelchair ramps improvements and any other required work for the completion of the IMP Asphalt Overlay projects located throughout the City.
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 2018 Street Maintenance Program and would result in a portion of the street maintenance projects not being completed as programmed.
FISCAL IMPACT:
A) This ordinance authorizes FY 2018 Budget for the amount of $4,770,856.50, payable to AJ Commercial Services, Inc. of which $295.00 will be reimbursed by San Antonio Water System (SAWS) and $20.00 will be reimbursed by CPS Energy. The $4,770,541.50 in IMP funding for these projects may include the General Fund, Advanced Transportation District (ATD) Fund, ROW Penalty Funds, or other funding sources.
B) This ordinance authorizes FY 2018 Budget for the amount of $4,634,481.05, payable to Clark Construction of Texas, Inc. of which $88,000.00 will be reimbursed by San Antonio Water System (SAWS) and $32,000.00 will be reimbursed by CPS Energy. The $4,514,481.05 in IMP funding for these projects may include the General Fund, Advanced Transportation District (ATD) Fund, 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.
RECOMMENDATION:
Staff recommends approval of two Contracts in the amount of $9,405,337.55 to complete the street maintenance projects identified in the FY 2018 Infrastructure Management Program. Additional contracts are scheduled to be awarded at a later date for the remaining Street Maintenance Program.