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File #: 20-6328   
Type: Capital Improvements
In control: City Council A Session
On agenda: 10/29/2020
Posting Language: Ordinance approving an Interlocal Agreement with Fort Sam Independent School District and accepting funds in an amount not to exceed $150,000.00 from Fort Sam Independent School District for the design of roadway improvements in relation to the Fort Sam ISD New Roadway (Winans Road to Rittiman Road) project; and approving the appropriation and amending of the FY 2021 - FY 2026 Capital Improvement Program with funds in the amount not to exceed $150,000.00 from the Fort Sam Independent School District for the 2017 Bond Program Fort Sam ISD New Roadway (Winans Road to Rittiman Road) project.
Attachments: 1. Map_Ft Sam ISD, 2. Interlocal Agreement_Fort Sam ISD, 3. CivCast Bid Summary_Fort Sam ISD, 4. Draft Ordinance - Part A, 5. Draft Ordinance - Part B, 6. Ordinance 2020-10-29-0755
Related files: 20-5347, 20-6330

DEPARTMENT: Public Works                     

 

 

DEPARTMENT HEAD: Razi Hosseini, P.E., R.P.L.S.

                     

                     

COUNCIL DISTRICTS IMPACTED: Council District 2

 

 

SUBJECT:

 

Interlocal Agreement & Contract Award: Fort Sam ISD New Roadway (Winans Road to Rittiman Road) (2017 Bond)

 

 

SUMMARY:

 

Consideration of the following items related to the 2017 Bond Program Fort Sam ISD New Roadway (Winans Road to Rittiman Road) project, located in Council District 2:

 

A.                     An ordinance approving the execution of an Interlocal Agreement with Fort Sam Independent School District and accepting funds in an amount not to exceed $150,000.00 from Fort Sam Independent School District for the design of roadway improvements in relation to the Fort Sam ISD New Roadway (Winans Road to Rittiman Road) project; and approving the appropriation and amending of the FY 2021 - FY 2026 Capital Improvement Program with funds in the amount not to exceed $150,000.00 from the Fort Sam Independent School District for the 2017 Bond Program Fort Sam ISD New Roadway (Winans Road to Rittiman Road) project.  

 

B.                     An ordinance awarding a construction contract to J3 Company, LLC in the amount of $999,720.10 for the 2017 Bond Program Fort Sam ISD New Roadway (Winans Road to Rittiman Road) project located in Council District 2.  Funds are available from the 2017-2022 General Obligation Bond Program and are included in the FY 2021 - FY 2026 Capital Improvement Program.

 

 

BACKGROUND INFORMATION:

 

Project Background

On May 6, 2017, voters approved the 2017 Bond Program which authorized $1,725,000.00 to construct a new, two-lane roadway for the Fort Sam ISD New Roadway (Winans Road to Rittiman Road) project located in Council District 2.  This project will provide for the construction of a new two-lane roadway from Winans Road to Rittiman Road adjacent to John James Park to allow for a secondary access road to Robert G. Cole Middle School.  The additive alternate accepted as part of this contract will provide for the addition of a dedicated turn lane at Rittiman Road.  Construction is anticipated to begin November 2020 and is estimated to be completed July 2021.

 

On February 22, 2018, the Board of Trustees of Fort Sam Independent School District approved an Interlocal Agreement with the City to contribute funds in the amount of $150,000.00 for the design of roadway improvements in relation to the Fort Sam ISD New Roadway (Winans Road to Rittiman Road) project.

 

Procurement of Services

This project was advertised on July 8, 2020 for construction bids in the San Antonio Hart Beat, on the City’s website, on the Texas Electronic State Business Daily, on TVSA and through the electronic bidding site CivCast.  Bids were opened on Friday August 14, 2020 and seven bids were received.  J3 Company, LLC submitted the lowest responsive bid as indicated in the included matrix.

 

This contract is awarded in compliance with the Small Business Economic Development Advocacy (SBEDA) Program, which requires contracts to 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. The Goal Setting Committee set a 24% Minority/Women Business Enterprise (M/WBE) subcontracting goal and a 4% African American Business Enterprise (AABE) subcontracting goal. J3 Company, LLC has committed to meeting the subcontractor participation goal.

 

This construction contract was developed utilizing the low bid process. Therefore, a Contracts Disclosure Form is not required.

 

 

ISSUE:

 

Consideration of the following items related to the 2017 Bond Program Fort Sam ISD New Roadway (Winans Road to Rittiman Road) project located in Council District 2:

 

A.                     This ordinance approves the execution of an Interlocal Agreement between Fort Sam Independent School District and accepts funds in an amount not to exceed $150,000.00 for the design of roadway improvements in relation to the Fort Sam ISD New Roadway (Winans Road to Rittiman Road) project. 

 

On February 22, 2018, the Board of Trustees of Fort Sam Independent School District approved an Interlocal Agreement with the City to contribute funds in the amount of $150,000.00 for the design of roadway improvements in relation to the Fort Sam ISD New Roadway (Winans Road to Rittiman Road) project.  As part of this agreement, the Fort Sam Independent School District and the City agree to share the cost of the design and the City will be responsible for any costs and expenses for the design, construction, operation and maintenance of the roadway improvements in relation to the Fort Sam ISD New Roadway (Winans Road to Rittiman Road) project in excess of the District’s contribution.

 

B.                     This ordinance accepts the lowest responsive bid and awards a construction contract including an additive alternate to J3 Company, LLC in the amount of $999,720.10 for the Fort Sam ISD New Roadway (Winans Road to Rittiman Road) project, a 2017 Bond funded project, located in Council District 2. 

 

This project will provide for the construction of a new two-lane roadway from Winans Road to Rittiman Road adjacent to John James Park to allow for a secondary access road to Robert G. Cole Middle School.  The additive alternate accepted as part of this contract will provide for the addition of a dedicated turn lane at Rittiman Road.  Construction is anticipated to begin November 2020 and is estimated to be completed July 2021. 

 

 

ALTERNATIVES:

 

A.                     As an alternative, City Council could choose not to approve the Interlocal Agreement; however, the City would then lack the sufficient funding to complete the project.  

 

B.                     As an alternative, City Council could require staff to re-advertise the project; however, given the additional time required for another solicitation process this would extend the timeline for completing the project.

 

 

FISCAL IMPACT:

 

A.                     This ordinance approves the execution of an Interlocal Agreement with Fort Sam Independent School District and accepts funds in an amount not to exceed $150,000.00 from Fort Sam Independent School District for the design of roadway improvements in relation to the Fort Sam ISD New Roadway (Winans Road to Rittiman Road) project.  This ordinance also approves the appropriation and amending the FY 2021 - FY 2026 Capital Improvement Program with funds in the amount not to exceed $150,000.00 to the Fort Sam ISD New Roadway (Winnans Road to Rittiman Road) project.

 

B.                     This is a one-time capital improvement expenditure in the amount of $999,720.10 payable to J3 Company, LLC.  Funds are available from the 2017-2022 General Obligation Bond Program and are included in the FY 2021 - FY 2026 Capital Improvement Program.

 

 

RECOMMENDATION:

 

A.                     Staff recommends approval of this ordinance approving the execution of an Interlocal Agreement with Fort Sam Independent School District and accepting funds in an amount not to exceed $150,000.00 from Fort Sam Independent School District for the design of roadway improvements in relation to the Fort Sam ISD New Roadway (Winans Road to Rittiman Road) project.

 

B.                     Staff recommends approval of this ordinance accepting the lowest responsive bid and awarding a construction contract including an additive alternate to J3 Company, LLC in the amount of $999,720.10 for the Fort Sam ISD New Roadway (Winans Road to Rittiman Road) project.