DEPARTMENT: Transportation & Capital Improvements.
DEPARTMENT HEAD: Razi Hosseini P.E., R.P.L.S.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
2020-2021 Task Order Contract for Flatwork and Street Improvements (Package 4)
SUMMARY:
An ordinance approving the execution of four Task Order Contracts with Austin Constructors, LLC, Cal-Tex Interiors; E-Z Bel Construction, LLC; and Jarvis Moore, Inc., each in an amount not to exceed $980,000.00 for a term of eighteen months, of which $85,325.00 will be reimbursed by San Antonio Water System and $3,100.00 will be reimbursed by CPS Energy to provide as needed construction services for flatwork and street improvement projects located City wide.
BACKGROUND INFORMATION:
Project Background
During the FY 2020 Budget process, City Council approved $ 2.2 million for the Neighborhood Access and Mobility Program (NAMP) and $5 million for the Sidewalk Maintenance Program, a component of the Infrastructure Management Program (IMP) to complete sidewalk and pedestrian-related projects. 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.
This proposed ordinance authorizes the execution of four (4) Task Order Contracts for a contract capacity in the total amount of $3,920,000.00, for the construction of the FY 2020-2021 Neighborhood Access and Mobility Program and the FY 2020-2021 Infrastructure Management Program projects located City wide.
These four contracts will provide construction services for flatwork and street improvement projects which 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 and CPS participation on these packages is necessary in order to allow SAWS and CPS Energy to complete adjustments to its existing infrastructure while a City project is under construction. SAWS and CPS Energy will reimburse the City of San Antonio for any necessary adjustments to their infrastructure.
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. Funding for these projects may include, but is not limited to the FY 2020-2021 Neighborhood Access and Mobility Program and the FY 2020-2021 Infrastructure Management Program.
Procurement of Services
A Request for Competitive Sealed Proposal (RFCSP) was released in September 2019 as part of a Competitive Sealed Proposal process. This RFCSP was advertised in the San Antonio Hart Beat, on the City’s website, the Texas Electronic State Business Daily, through TCI and CivCast. Responses were due on October 22, 2019 and four submittals were received. 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, background, qualifications of the firm, key personnel, and key sub-consultants, understanding of the project, construction management plan, and public outreach, overall evaluation of the firm/team and its ability to provide the required services, price proposal and participation in the SBE Prime Contractor Program.
Based on the evaluation and scoring, the selection committee made their recommendation to proceed with the four highest ranking respondents, Austin Constructors, LLC; Cal-Tex Interiors; E-Z Bel Construction, LLC; and Jarvis Moore, Inc.
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 emerging, small, minority, and women-owned business participation on the contract. The Goal Setting Committee awarded 20 evaluation points for Emerging Small and Minority/Women-Owned Business Enterprise Prime Contract Program. Two contractors, E-Z Bel Construction, LLC and Jarvis Moore were awarded these evaluation points. Austin Constructors, LLC; Cal-Tex Interiors; E-Z Bel Construction, LLC; and Jarvis Moore, Inc. have agreed to meet a 22% Minority/Women Business Enterprise (M/WBE) subcontracting goal, and a 2% African American Business Enterprise (AABE) subcontracting goal.
This contract was developed utilizing a formal request for qualifications and proposal process: therefore, as required by the Ethics Ordinance, a Discretionary Contracts Disclosure Form has been included herein as an attachment.
ISSUE:
An ordinance approving the execution of four Task Order Contracts with Austin Constructors, LLC; Cal-Tex Interiors; E-Z Bel Construction, LLC; and Jarvis Moore, Inc., each in an amount not to exceed $980,000.00 for a term of eighteen months, of which $85,325.00 will be reimbursed by San Antonio Water System and $3,100.00 will be reimbursed by CPS Energy to provide as-needed construction services for flatwork and street improvement projects located City wide.
These four contracts will provide construction services for flatwork and street improvement projects which 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 and CPS Energy participation on these packages is necessary in order to allow SAWS and CPS Energy to complete adjustments to its existing infrastructure while a City project is under construction. SAWS and CPS Energy will reimburse the City of San Antonio for any necessary adjustments to their infrastructure.
Task Order Contracts allow for the immediate execution of work. TCI will utilize these contracts to provide for needed construction services to expedite project delivery and project completion. Contractors will be paid based on the tasks they perform for each specific project.
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 Contracts 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 authorizes execution of four Task Order Contracts with Austin Constructors, LLC; Cal-Tex Interiors; E-Z Bel Construction, LLC; and Jarvis Moore, Inc., each in an amount not to exceed $980,000.00 for a term of eighteen months, of which $85,325.00 will be reimbursed by San Antonio Water System and $3,100.00 will be reimbursed by CPS Energy to provide as-needed construction services for flatwork and street improvement projects located City wide. Funding for these projects may include, but is not limited to, FY 2020-2021 Neighborhood Access and Mobility Program (NAMP) and the FY 2020-2021 Infrastructure Management Program (IMP).
Requirements for each task shall be detailed in the individual work orders assigned. Expenditures for these services are subject to available funding and are authorized by individual project capital budgets at the time work is requested or project funds are appropriated through subsequent City Council action. The City will make no minimum guarantee pertaining to the volume of work distributed.
RECOMMENDATION:
Staff recommends approving the execution of four Task Order Contracts to provide as-needed construction services for flatwork and street improvement projects located City wide.