DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Mike Frisbie, P.E.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT: Street Maintenance Program Contract Packages
SUMMARY:
Consideration of the following construction contracts totaling $17,245,998.40 to complete the street maintenance projects identified in the Infrastructure Management Program (IMP):
A. An ordinance accepting the lowest responsive bid and awarding the Concrete Pavement & Flatwork Task Order Contract Package 16 to San Antonio Concepts Construction, LLC in an amount not to exceed $4,593,114.30 including additive alternate #1, of which $168,650.00 will be reimbursed by San Antonio Water System (SAWS) and $1,000.00 will be reimbursed by CPS Energy for necessary adjustments to existing infrastructure.
B. An ordinance accepting the lowest responsive bid and awarding the CDBG Funded Reconstruction/Reclamation Task Order Contract Package 17 to San Antonio Constructors, Ltd. in an amount not to exceed $1,698,010.95, of which $91,500.00 will be reimbursed by San Antonio Water System (SAWS) for necessary adjustments to existing infrastructure.
C. An ordinance accepting the lowest responsive bid and awarding the 2019 Asphalt Overlay Task Order Contract Package 1 to J&P Paving Co., Inc. in an amount not to exceed $4,374,260.10, of which $59,774.00 will be reimbursed by San Antonio Water System (SAWS) and $23,435.00 will be reimbursed by CPS Energy for necessary adjustments to existing infrastructure.
D. An ordinance accepting the lowest responsive bid and awarding the 2019 Asphalt Overlay Task Order Contract Package 2 to J&P Paving Co., Inc. in an amount not to exceed $4,380,260.55, of which $59,774.00 will be reimbursed by San Antonio Water System (SAWS) and $23,435.00 will be reimbursed by CPS Energy for necessary adjustments to existing infrastructure.
E. An ordinance accepting the lowest responsive bid and awarding the 2019 Reclamation Reconstruction Task Order Contract Package 6 to AJ Commercial Services, Inc. in an amount not to exceed $2,200,352.50, of which $100.00 will be reimbursed by San Antonio Water System (SAWS) and $7,000.00 will be reimbursed by CPS Energy for necessary adjustments to existing infrastructure.
BACKGROUND INFORMATION:
As part of the FY 2018 Budget, City Council approved $99 million for the FY 2018 Street Maintenance Program (SMP), an increase of $35 million above the previous year’s program.
Recently, with the adoption of the FY 2019 Budget, City Council approved $110 million for the FY 2019 Street Maintenance Program (SMP), the largest in San Antonio’s history and an increase of $11 million over the FY 2018’s program. The SMP is being executed using a combination of in-house forces ($12 million) and contract forces ($98 million).
I. The FY 2018 SMP has been substantially completed, however, as part of the FY 2018 project delivery plan, a portion of the FY 2018 program primarily Reconstruction/Reclamation projects (funded with CDBG, and other funds) that are on an 18-month delivery timeline and are scheduled to be completed in FY 2019.
This ordinance authorizes two contracts totaling $6,291,125.25: (1) the 2018-2019 Concrete Pavement & Flatwork Task Order Contract Package 16 and (2) 2018-2019 CDBG-Funded Reconstruction/Reclamation Task Order Contract Package 17. Both Packages 16 and 17 will be utilized to complete the FY 2018 Program, and remaining capacity will be used for FY 2019 projects.
II. For the FY 2019 Street Maintenance Program, Transportation & Capital Improvements (TCI) began construction of the FY 2019 SMP utilizing five (5) contracts that were awarded on February 15, 2018, May 31, 2018, and November 1, 2018. In addition, TCI is also using remaining capacity from previous contracts awarded in FY 2018. Table 2 below summarizes the contracts awarded to date for FY 2019.
Table 2. FY 2019 Street Maintenance Program Contracts Awarded to Date
|
Awarded Contracts |
Amount Awarded |
|
FY 2019 Contracts Awarded as of 11/1/2018 |
$9,403,508.25 |
|
Proposed FY 2019 Contract Package Today |
$10,954,873.15 |
|
Total FY 2019 Contracts Approved To Date |
$20,358,381.40 |
|
Remaining Contract Capacity from FY 2018 SMP |
$8,000,000.00 |
|
Total Available Contract Capacity |
$28,358,381.40 |
|
Approved Contract Budget |
$98,000,000.00 |
|
Remaining Budget with Approved Contract Today |
$69,641,618.60 |
This ordinance authorizes three contracts totaling $10,954,873.15: (1) the 2019 Asphalt Overlay Task Order Contract Package 1, (2) the 2019 Asphalt Overlay Task Order Contract Package 2, and (3) the 2019 Reclamation Reconstruction Task Order Contract Package 6. Additional contracts are scheduled to be awarded at a later date for the remaining FY 2019 Street Maintenance Program.
Procurement of Services
A. The 2018-2019 Concrete Pavement & Flatwork Task Order Contract Package 16 was advertised for construction bids in July 2018 in the San Antonio Hart Beat, on the City’s website, on the Texas Electronic State Business Daily and on TVSA. Bids Package 16 were due on August 28, 2018 with five bids received. San Antonio Concepts Construction, LLC was the lowest responsive bidder.
B. The 2018-2019 CDBG Funded Reconstruction/Reclamation Task Order Contract Package 17 was advertised for construction bids in July 2018 in the San Antonio Hart Beat, on the City’s website, on the Texas Electronic State Business Daily and on TVSA. Bids for Package 17 were due on August 21, 2018 with four bids received. San Antonio Constructors, Ltd. was the lowest responsive bidder.
C. The 2019 Asphalt Overlay Task Order Contract Package 1 was advertised for construction bids in August 2018 in the San Antonio Hart Beat, on the City’s website, on the Texas Electronic State Business Daily and on TVSA. Bids for Package 1 were due on September 4, 2018 with six bids received. J&P Paving Co., Inc. was the lowest responsive bidder.
D. The 2019 Asphalt Overlay Task Order Contract Package 2 was advertised for construction bids in August 2018 in the San Antonio Hart Beat, on the City’s website, on the Texas Electronic State Business Daily and on TVSA. Bids for Package 2 were due on September 11, 2018 with eight bids received. J&P Paving Co., Inc. was the lowest responsive bidder.
E. The 2019 Reclamation Reconstruction Task Order Contract Package 6 was advertised for construction bids in August 2018 in the San Antonio Hart Beat, on the City’s website, on the Texas Electronic State Business Daily and on TVSA. Bids for Package 6 were due on September 4, 2018 with four bids received. AJ Commercial Services, 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.
Table 3. SBEDA Goals by Contract
|
Awarded Contract |
Contractor |
SBEDA Subcontracting Goals |
Commitment to SBEDA Goals |
|
2018 - 2019 Concrete Pavement & Flatwork Task Order Contract, Package 16 |
San Antonio Concepts Construction, LLC |
30% SBE 24% M/WBE 2% AABE |
San Antonio Concepts Construction, LLC has committed to meeting these goals. |
|
2018 - 2019 CDBG Funded Reconstruction/ Reclamation Task Order Contract, Package 17 |
San Antonio Constructors, Ltd. |
0% (Federally funded - Section 3 Utilization Plan governs any subcontracting requirements) |
San Antonio Constructors, Ltd. will utilize certified Section 3 Business Individuals. |
|
2019 Asphalt Overlay Task Order Contract, Package 1 |
J&P Paving Co., Inc. |
4% M/WBE 1% AABE |
J&P Paving Co., Inc. has committed to meeting these goals. |
|
2019 Asphalt Overlay Task Order Contract, Package 2 |
J&P Paving Co., Inc. |
4% M/WBE 1% AABE |
J&P Paving Co., Inc. has committed to meeting these goals. |
|
2019 Reclamation Reconstruction Task Order Contract, Package 6 |
AJ Commercial Services, Inc. |
20% M/WBE 1% AABE |
AJ Commercial Services, Inc. has committed to meeting these goals. |
ISSUE:
A. This ordinance accepts the lowest responsive bid and awards the 2018 - 2019 Concrete Pavement & Flatwork Task Order Contract Package 16 to San Antonio Concepts Construction, LLC in an amount not to exceed $4,593,114.30 additive alternate #1, of which $168,650.00 will be reimbursed by San Antonio Water System (SAWS) and $1,000.00 will be reimbursed by CPS Energy for necessary adjustments to existing infrastructure.
B. This ordinance accepts the lowest responsive bid and awards the 2018 - 2019 CDBG Funded Reconstruction/Reclamation Task Order Contract Package 17 to San Antonio Constructors, Ltd. in an amount not to exceed $1,698,010.95, of which $91,500.00 will be reimbursed by San Antonio Water System (SAWS) for necessary adjustments to existing infrastructure.
C. This ordinance accepts the lowest responsive bid and awards the 2019 Asphalt Overlay Task Order Contract Package 1 to J&P Paving Co., Inc. in an amount not to exceed $4,374,260.10, of which $59,774.00 will be reimbursed by San Antonio Water System (SAWS) and $23,435.00 will be reimbursed by CPS Energy for necessary adjustments to existing infrastructure.
D. This ordinance accepts the lowest responsive bid and awards the 2019 Asphalt Overlay Task Order Contract Package 2 to J&P Paving Co., Inc. in an amount not to exceed $ 4,380,260.55, of which $59,774.00 will be reimbursed by San Antonio Water System (SAWS) and $23,435.00 will be reimbursed by CPS Energy for necessary adjustments to existing infrastructure.
E. This ordinance accepts the lowest responsive bid and awards the 2019 Reclamation Reconstruction Task Order Contract Package 6 to AJ Commercial Services, Inc. in an amount not to exceed $ 2,200,352.50, of which $100.00 will be reimbursed by San Antonio Water System (SAWS) and $7,000.00 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).
These Task Order Contracts are for Concrete Pavement and Flatwork, Reconstruction, and Reclamation projects that include, 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 Reconstruction and Reclamation 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 and FY 2019 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 $4,593,114.30, payable to San Antonio Concepts Construction, LLC, of which $168,650.00 will be reimbursed by San Antonio Water System (SAWS) and $1,000.00 will be reimbursed by CPS Energy for necessary adjustments to their respective existing infrastructure. Funding in the amount of $4,423,464.30 is available and included in the FY 2018-2023 Capital Improvements Program. IMP funding for these projects may include the General Fund, Advanced Transportation District Fund, Right of Way Fund, Certificates of Obligation, Tax Notes, or other funding sources.
B. This ordinance authorizes $1,698,010.95, payable to San Antonio Constructors, Ltd., of which $91,500.00 will be reimbursed by San Antonio Water System (SAWS) for necessary adjustments to its existing infrastructure. The remaining $1,606,510.95 is available and included in the FY 2018-2023 Capital Improvements Program. The $1,606,510.95 in Community Development Block Grant (CDBG)-funding for these projects may include Federal Funds, the General Fund, Right of Way, or other funding sources.
C. This ordinance authorizes $4,374,260.10, payable to J&P Paving Co., Inc., of which $59,774.00 will be reimbursed by San Antonio Water System (SAWS) and $23,435.00 will be reimbursed by CPS Energy for necessary adjustments to their respective existing infrastructure. The remaining $4,291,051.10 is available and included in the FY 2019-2024 Capital Improvements Program. IMP funding for these projects may include the General Fund, Advanced Transportation District (ATD) Fund, Certificates of Obligation, Tax Notes, or other funding sources.
D. This ordinance authorizes $4,380,260.55, payable to J&P Paving Co, Inc., of which $59,774.00 will be reimbursed by San Antonio Water System (SAWS) and $23,435.00 will be reimbursed by CPS Energy for necessary adjustments to their respective existing infrastructure. The remaining $4,297,051.55 is available and included in the FY 2019-2024 Capital Improvements Program. IMP funding for these projects may include the General Fund, Advanced Transportation District (ATD) Fund, Certificates of Obligation, Tax Notes, or other funding sources.
E. This ordinance authorizes $2,200,352.50, payable to AJ Commercial Services, Inc., of which $100.00 will be reimbursed by San Antonio Water System (SAWS) and $7,000.00 will be reimbursed by CPS Energy for necessary adjustments to their respective existing infrastructure. The remaining $2,193,252.50 is available and included in the FY 2019-2024 Capital Improvements Program. IMP funding for these projects may include the General Fund, Advanced Transportation District (ATD) Fund, Certificates of Obligation, Tax Notes, or other funding sources.
A - E. 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 five Contracts in the amount of $17,245,998.40 to complete the maintenance projects identified in the Infrastructure Management Program. Additional contracts are scheduled to be awarded at a later date for the remaining Street Maintenance Program.