DEPARTMENT: Public Works
DEPARTMENT HEAD: Razi Hosseini, P.E., R.P.L.S
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Contract Award: Street Maintenance Program Packages 9 & 10
SUMMARY:
Consideration of the following two construction contracts totaling $9,457,177.81 to complete the street maintenance projects identified in the Infrastructure Management Program (IMP):
A. An ordinance accepting the lowest responsive bid and awarding the 2020 Street Rehabilitation Task Order Contract Package 9 to J. Sanchez Contracting, Inc. in an amount not to exceed $4,491,931.77 of which $67,390.15 will be reimbursed by San Antonio Water System (SAWS) and $3,108.00 will be reimbursed by CPS Energy for necessary adjustments to their existing infrastructure.
B. An ordinance accepting the lowest responsive bid and awarding the 2020 Street Rehabilitation Task Order Contract Package 10 to J&P Paving Co. Inc. in an amount not to exceed $4,965,246.04 of which $64,010.00 will be reimbursed by San Antonio Water System (SAWS) and $3,500.00 will be reimbursed by CPS Energy for necessary adjustments to their existing infrastructure.
BACKGROUND INFORMATION:
Project Background
With the adoption of the FY 2020 Budget on September 12, 2019, City Council approved budget of $110 million for the Street Maintenance Program (SMP), which is comprised of both $12 million in-house and $98 million contractual street maintenance projects. However, as a result of the financial impacts of COVID-19, there was 282 street maintenance projects totaling $43 million that were deferred to FY 2021. This ordinance authorizes two contracts totaling $9,457,177.81 that will facilitate the completion of some of these deferred street maintenance projects. Additional contracts are scheduled to be awarded at a later date for the remaining SMP.
Procurement of Services
A. The 2020 Street Rehabilitation Task Order Contract Package 9 was advertised for construction bids on February 24, 2020 in the San Antonio Hart Beat, on the City’s website, on the Texas Electronic State Business Daily, on the electronic bidding site CivCast and on TVSA. Bids for Package 9 were due on March 31, 2020 with two (2) responsive bids received. J. Sanchez Contracting, Inc. was the lowest responsive bidder.
B. The 2020 Street Rehabilitation Task Order Contract Package 10 was advertised for construction bids on February 28, 2020 in the San Antonio Hart Beat, on the City’s website, on the Texas Electronic State Business Daily, on electronic bidding site CivCast and on TVSA. Bids for Package 10 were due on March 31, 2020 with four (4) responsive bids received. J&P Paving Co. 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. Summarized below are the SBEDA goals for each contract.
A. The Goal Setting Committee set a 18% Minority/Women Business Enterprise (M/WBE) subcontracting goal for 2020 Street Rehabilitation Task Order Contract Package 9. J. Sanchez Contracting, Inc. has committed to meeting these goals.
B. The Goal Setting Committee set a 4% Minority/Women Business Enterprise (M/WBE) subcontracting goal and 2% African American Business Enterprise (AABE) subcontracting goal for 2020 Street Rehabilitation Task Order Contract Package 10. J&P Paving Co. Inc. has committed to meeting these goals.
These construction contracts were developed utilizing the low bid process; therefore, Contract Disclosure Forms are not required.
ISSUE:
Consideration of the following two contracts totaling $9,457,177.81 to complete the street maintenance projects identified in the Infrastructure Management Program:
A. This ordinance accepts the lowest responsive bid and awards the 2020 Street Rehabilitation Task Order Contract Package 9 to J. Sanchez Contracting, Inc. in an amount not to exceed $4,491,931.77 of which $67,390.15 will be reimbursed by San Antonio Water System (SAWS) and $3,108.00 will be reimbursed by CPS Energy for necessary adjustments to their existing infrastructure.
B. This ordinance accepts the lowest responsive bid and awards the 2020 Street Rehabilitation Task Order Contract Package 10 to J&P Paving Co. Inc. in an amount not to exceed $4,965,246.04 of which $64,010.00 will be reimbursed by San Antonio Water System (SAWS) and $3,500.00 will be reimbursed by CPS Energy for necessary adjustments to their existing infrastructure.
As part of the Department’s continuing efforts to expedite project delivery and complete infrastructure projects, the task order contracts will allow Public Works to handle multiple projects to be delivered through the Infrastructure Management Program.
The Contracts for 2020 Street Rehabilitation TOC Package 9 (Reconstruction) and 2020 Street Rehabilitation TOC Package 10 (Asphalt Overlay) include, but are 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 and Reconstruction projects located throughout the City.
ALTERNATIVES:
City Council could choose not to award these contracts and request staff to re-bid these packages; however, re-bidding would delay the delivery of the Street Maintenance Program and would result in the further delay of the deferred street maintenance projects not being completed.
FISCAL IMPACT:
A. This ordinance accepts the lowest responsive bid and awards the 2020 Street Rehabilitation Task Order Contract Package 9 to J. Sanchez Contracting, Inc. in an amount not to exceed $4,491,931.77 of which $67,390.15 will be reimbursed by San Antonio Water System (SAWS) and $3,108.00 will be reimbursed by CPS Energy for necessary adjustments to their existing infrastructure. Funds are available and included in the FY 2021 - FY 2026 Capital Improvements Program Budget and may be funded from various funding sources to include, but not limited to, the General Fund, the Advanced Transportation District Fund, debt proceeds, or other funding sources.
B. This ordinance accepts the lowest responsive bid and awards the 2020 Street Rehabilitation Task Order Contract Package 10 to J&P Paving Co. Inc. in an amount not to exceed $4,965,246.04 of which $64,010.00 will be reimbursed by San Antonio Water System (SAWS) and $3,500.00 will be reimbursed by CPS Energy for necessary adjustments to their existing infrastructure. Funds are available and included in the FY 2021 - FY 2026 Capital Improvements Program Budget and may be funded from various funding sources to include, but not limited to, the General Fund, the Advanced Transportation District Fund, debt proceeds, or other funding sources.
A & B Requirements for each task shall be detailed in the individual task 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 total amount of $ 9,457,177.81 to complete street 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.