DEPARTMENT: Transportation & Capital Improvements
DEPARTMENT HEAD: Razi Hosseini, P.E., R.P.L.S.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
FY 2019-2020 Task Order Contract for Flatwork & Street Improvements Package 4
SUMMARY:
An ordinance accepting the lowest responsive bid and awarding the 2019-2020 Task Order Contract for Flatwork & Street Improvements Package 4 to Austin Constructors, LLC in an amount not to exceed $3,474,306.92, of which $188,500.00 will be reimbursed by San Antonio Water System (SAWS) and $1,750.00 will be reimbursed by CPS Energy respectively, for necessary adjustments to their existing infrastructure. Funds in the amount of $3,474,306.92 are included and available in the FY 2019 Adopted Budget and funded from various funding sources to include the General Fund, Advanced Transportation District Fund, debt proceeds, or other funding sources.
BACKGROUND INFORMATION:
Project Background
During the FY 2019-2020 Budget process, City Council approved $9 million for the Sidewalk Maintenance Program, a component of the Infrastructure Management Program (IMP) and $2 million for Neighborhood Access and Mobility Program (NAMP) to complete sidewalk and pedestrian-related projects. The 2017-2022 Bond Program for Sidewalks Improvements to be delivered in 2019-2020 is estimated to be an additional $10 million. 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 projects. Table 1 below summarizes the Sidewalk Street Maintenance Program construction contracts awarded to date.
Table 1. FY 2019 Sidewalk Maintenance Program Contracts Awarded to Date
|
Awarded Contracts |
Amount Awarded |
|
FY 2019 Contracts Awarded to Date |
$6,662,342.00 |
|
Proposed Contract Packages to be awarded Today |
$3,474,306.92 |
|
Total FY 2019 Contracts Approved To Date |
$10,136,648.92 |
|
Remaining Contract Capacity from FY 2018 Contracts |
$4,530,000.00 |
|
Total Available Contract Capacity |
$14,666,648.92 |
|
Approved Contract Budget (IMP Sidewalk and NAMP) |
$11,000,000.00 |
This ordinance authorizes a contract totaling $3,474,306.92 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.
Procurement of Services
The 2019-2020 Task Order Contract for Flatwork & Street Improvements Package 4 was advertised for construction bids on February 1, 2019 in the San Antonio Hart Beat, on the City’s website, the CIVCAST electronic bidding website, the Texas Electronic State Business Daily and on TVSA. Bids were due on February 26, 2019 with three responsive bids received. Austin Constructors, LLC was the lowest responsive 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. Austin Constructors, LLC has agreed to a 22% Minority/Women Business Enterprise (M/WBE) subcontracting goal.
This construction contract was developed utilizing the low bid process; therefore, a Discretionary Contracts Disclosure Form is not required.
ISSUE:
This ordinance is for the FY 2019-2020 Infrastructure Management Program (IMP), awarding the 2019-2020 Task Order Contract for Flatwork & Street Improvements Package 4 to Austin Constructors, LLC in an amount not to exceed $3,474,306.92, of which $188,500.00 will be reimbursed by San Antonio Water System (SAWS) and $1,750.00 will be reimbursed by CPS Energy respectively for necessary adjustments to their existing infrastructure. This contract is for construction of the FY 2019-2020 Sidewalk Maintenance Program and the Neighborhood Access and Mobility Program projects. Funds in the amount of $3,474,306.92 are included and available in the FY 2019 Adopted Budget and funded from various funding sources to include the General Fund, Advanced Transportation District Fund, debt proceeds, or other funding sources.
The scope of this contract includes, but is not limited to, the construction of sidewalks, curbs, wheelchair ramps, street improvements and any other work required for the completion of the assigned projects located throughout the City. SAWS and CPS participation on this package is necessary to enable them complete adjustments to their existing infrastructure while a City project is under construction. SAWS and CPS will reimburse their improvement costs to the City of San Antonio based on the bid unit prices received as part of this construction contract.
Task order contracts are utilized when multiple projects are to be delivered through various programs and funding sources in a limited timeline but the specific projects (scope and limits) are not 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, Advanced Transportation District (ATD), or other funding sources.
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:
This ordinance accepts the lowest responsive bid and awards the 2019-2020 Task Order Contract for Flatwork & Street Improvements Package 4 to Austin Constructors, LLC in an amount not to exceed $3,474,306.92, of which $188,500.00 will be reimbursed to the City by San Antonio Water System (SAWS) and $1,750.00 will be reimbursed to the City by CPS Energy respectively, for necessary adjustments to their existing infrastructure. Funds totaling $3,474,306.92 are included and available in the FY 2019 Adopted Budget and may be funded from various funding sources to include, but not limited to, the General Fund (specifically, the Neighborhood Access and Mobility Program), the Advanced Transportation District Fund, debt proceeds, or other funding sources.
Requirements for each task shall be detailed in the individual work orders assigned. The City makes no guarantees on the volume of work distributed. All expenditures will be in accordance with the FY 2019 Adopted Budget approved by City Council. Future fiscal year expenditures are contingent upon Council approval of the annual budget.
RECOMMENDATION:
Staff recommends approval of an ordinance for the FY 2019-2020 Infrastructure Management Program (IMP) awarding the 2019-2020 Task Order Contract for Flatwork & Street Improvements Package 4 to Austin Constructors, LLC in an amount not to exceed $3,474,306.92, of which $188,500.00 will be reimbursed by San Antonio Water System (SAWS) and $1,750.00 will be reimbursed by CPS Energy respectively for necessary adjustments to their existing infrastructure.