DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Mike Frisbie, P.E.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
2019 Task Order Contract for Flatwork and Street Improvements
SUMMARY:
An ordinance awarding three 2019 City-wide Task Order Contracts for Flatwork and Street Improvements, Package 3 to FD Concrete, LLC, BlueTex Irrigation & Construction, LLC, and Cal-Tex Interiors Incorporated in an amount not to exceed $980,000.00 per contract with a term of one year for all three contracts in an amount not to exceed $2,940,000.00, of which $146,833.00 will be reimbursed by San Antonio Water System (SAWS) for necessary adjustments to its existing infrastructure. Funding is available and included in the FY 2019-2024 Capital Improvements Program (CIP) and identified in the FY 2019 Infrastructure Management Program (IMP) and Neighborhood Access and Mobility (NAMP) Program.
BACKGROUND INFORMATION:
Project Background
During the FY 2019 Budget process, City Council approved a $9 million Sidewalk Maintenance Program, one component of the IMP and $2 million for NAMP to complete sidewalk and pedestrian-related projects. Programmed for FY 2019, an additional $10 million is included in the 2017-2022 Bond Program. The Transportation & Capital Improvements Department (TCI) regularly solicits Task Order Contracts for construction services and utilizes various contractors to complete the construction of street and sidewalk-related infrastructure projects.
Table 1 below summarizes the Sidewalk Maintenance Program construction contracts awarded to date.
Table 1. FY 2019 Sidewalk Maintenance Program Contracts Awarded to Date
|
Awarded Contracts |
Amount Awarded |
|
Proposed Contract Packages Today |
$2,940,000.00 |
|
Contract Capacity from FY 2018 Contracts |
$4,530,000.00 |
|
Contract Capacity from FY 2019 Contracts (Approved 11/15/2018) |
$3,648,090.50 |
|
Approved Contract Budget (IMP Sidewalk and NAMP) |
$11,000,000.00 |
This ordinance authorizes three contracts totaling $2,940,000.00 for the construction of FY 2019 sidewalk maintenance projects. The additional contract capacity approved with this ordinance will be carried over to the next fiscal year, if necessary.
This package for flatwork and street improvement projects includes, but is not limited to, the construction of sidewalks, curbs, wheelchair ramps, retaining walls, street improvements, and any other work required for the completion of the assigned projects located throughout the City. SAWS participation on these packages is necessary in order to allow SAWS to complete adjustments to its existing infrastructure while a City project is under construction. SAWS will reimburse its improvement costs to the City of San Antonio based on the bid unit prices received per this construction contract.
Task order contracts are utilized when multiple projects are to be delivered through various programs and funding sources in a limited timeframe, but the specific projects (scope and limits) are not fully known. A task order contract is awarded based on the capacity, or total dollar amount, anticipated to deliver a number of projects within a specified limited timeframe. Funding for these projects may include, but is not limited to the General Fund, the Advanced Transportation District (ATD) Fund, and/or other funding sources.
Procurement of Services
Package 3, a Request for Competitive Sealed Proposals (RFCSP) was released in August 2018, advertised in the San Antonio Hart Beat, on the City’s website, and in the Texas Electronic State Business Daily. Submittals were due on September 25, 2018 with five bids received. The evaluation committee selected FD Concrete, LLC, BlueTex Irrigation & Construction, LLC, and Cal-Tex Interior Incorporated.
A diverse selection committee consisting of representatives from the Transportation & Capital Improvements Department evaluated and ranked the submissions and scored the proposals based on the City’s standard RFCSP process. Scoring was based on the published evaluation criteria, which included Evaluation of Experience and Qualifications of the Prime Firm, Key Subcontractors and Key Personnel, Understanding of the Project and Proposed Management Plan, Overall Evaluation of the Firm/Team and its Ability to Provide the Required Services, Price Proposal and participation in the Small Business Enterprise (SBE) and Emerging Small Business Enterprise (ESBE) Prime Contractor Program.
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 emerging, small, minority and women-owned business participation on the contract.
The Goal Setting Committee awarded 10 evaluation points for SBE and 10 evaluation points for ESBE Prime Contractors. FD Concrete, LLC Cal-Tex Interiors Incorporated and BlueTex Irrigation & Construction, LLC. have all agreed to meet a 22% Minority/Women Business Enterprise (M/WBE) subcontracting goal and a 1% African-American Business Enterprise (AABE) goal.
This Task Order Contract was developed utilizing a Request for Competitive Sealed Proposals. The Discretionary Contracts Disclosure Forms are attached.
ISSUE:
This ordinance awards three 2019 City-wide Task Order Contracts for Flatwork and Street Improvements, Package 3 to FD Concrete, LLC, BlueTex Irrigation & Construction, LLC. and Cal-Tex Interiors Incorporated each in an amount not to exceed $980,000.00 per contract with a one-year term per contract. These three contracts total an amount not to exceed $2,940,000.00, of which $146,833.00 will be reimbursed by San Antonio Water System (SAWS) for necessary adjustments to its existing infrastructure.
This Task Order Contract for flatwork and street improvement projects includes, but is not limited to, the construction of sidewalks, curbs, wheelchair ramps, retaining walls, street improvements and any other work required for the completion of the assigned projects located throughout the City in relation to the FY 2019 IMP and NAMP.
ALTERNATIVES:
As an alternative, City Council could require the projects to be to individually bid out for construction. However, construction bid prices could be higher than those estimated with the Task Order Contract and bidding the Projects individually would prolong the delivery of these projects. Additionally, TCI does not have the in-house staff to complete these projects in a timely manner.
FISCAL IMPACT:
Requirements for each task shall be detailed in the individual work orders assigned. If funding for any work activities is not previously appropriated, funding will be identified and appropriated through subsequent City Council action. The City makes no guarantees on the volume of work distributed.
Funds in the amount of $2,940,000.00 are available and included in the FY 2019-2024 Capital Improvement Program, which may include funds from the Community Development Block Grant, General Fund, Advanced Transportation District (ATD) Fund, NAMP funds, Certificates of Obligation, Tax Notes, or other funding sources.
RECOMMENDATION:
Staff recommends approval of this ordinance, awarding three 2019 City-wide Task Order Contracts for Flatwork and Street Improvements, Package 3 to FD Concrete, LLC, BlueTex Irrigation & Construction, LLC, and Cal-Tex Interiors Incorporated in an amount not to exceed $980,000.00 per contract totaling $2,940,000.00. Each of the three contracts is authorized for a one-year term.