DEPARTMENT: Public Works
DEPARTMENT HEAD: Razi Hosseini, P.E., R.P.L.S
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Contract Award: 2021 Street Maintenance Program Packages 1 & 2
SUMMARY:
Consideration of the following two construction contracts totaling $9,228,513.40 to complete the street maintenance projects identified in the Infrastructure Management Program (IMP):
A. An ordinance accepting the lowest responsive bid and awarding the 2021 Street Rehabilitation Task Order Contract Package 1 to J&P Paving Co. Inc. in an amount not to exceed $4,697,654.60 of which $126,015.00 will be reimbursed by San Antonio Water System (SAWS) and $8,750.00 will be reimbursed by CPS Energy for necessary adjustments to their existing infrastructure.
B. An ordinance accepting the lowest responsive bid and awarding the 2021 Street Rehabilitation Task Order Contract Package 2 to J&P Paving Co. Inc. in an amount not to exceed $4,530,858.80 of which $126,015.00 will be reimbursed by San Antonio Water System (SAWS) and $8,750.00 will be reimbursed by CPS Energy for necessary adjustments to their existing infrastructure.
BACKGROUND INFORMATION:
Project Background
With the adoption of the FY 2021 Budget on September 17, 2020, City Council approved a $102 million Street Maintenance Program (SMP) budget, comprised of both $12 million in-house and $90 million contractual street maintenance projects. The FY 2021 SMP includes 282 Street Maintenance projects totaling $43 million, deferred from FY 2020 as a result of financial impacts of COVID 19; and, $59 million in new projects encompassing 935 SMP projects. This ordinance authorizes two contracts for FY 2021 totaling $9,228,513.40 for the construction of deferred and new street maintenance projects. Additional contracts are scheduled to be awarded at a later date for the remaining SMP.
Procurement of Services
A. The 2021 Street Rehabilitation Task Order Contract Package 1 was advertised for construction bids on July 29, 2020 in the San Antonio Hart Beat, the City’s website, the Texas Electronic State Business Daily, the electronic bidding site CivCast and TVSA. Bids for Package 1 were due on August 21, 2020 with five (5) responsive bids received. J&P Paving Co. Inc. was the lowest responsive bidder as indicated in the included bid summary matrix.
B. The 2021 Street Rehabilitation Task Order Contract Package 2 was advertised for construction bids on July 29, 2020 in the San Antonio Hart Beat, the City’s website, the Texas Electronic State Business Daily, the electronic bidding site CivCast and TVSA. Bids for Package 2 were due on August 25, 2020 with three (3) responsive bids received. J&P Paving Co. Inc. was the lowest responsive bidder as indicated in the included bid summary matrix.
These contracts are 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. Summarized below are the SBEDA goals for each contract.
A. 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 2021 Street Rehabilitation Task Order Contract Package 1. J&P Paving Co. 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 2021 Street Rehabilitation Task Order Contract Package 2. 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 $9,228,513.40 to complete the street maintenance projects identified in the Infrastructure Management Program:
A. This ordinance accepts the lowest responsive bid and awards the 2021 Street Rehabilitation Task Order Contract Package 1 to J&P Paving Co. Inc. in an amount not to exceed $4,697,654.60 of which $126,015.00 will be reimbursed by San Antonio Water System (SAWS) and $8,750.00 will be reimbursed by CPS Energy for necessary adjustments to their existing infrastructure.
B. This ordinance accepts the lowest responsive bid and awards the 2021 Street Rehabilitation Task Order Contract Package 2 to J&P Paving Co. Inc. in an amount not to exceed $4,530,858.80 of which $126,015.00 will be reimbursed by San Antonio Water System (SAWS) and $8,750.00 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 enable Public Works to execute multiple projects that are being delivered through the Infrastructure Management Program.
The Contracts for 2021 Street Rehabilitation TOC Package 1 and 2 (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 projects located throughout the City.
ALTERNATIVES:
City Council could 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 deferred street maintenance projects not being completed.
FISCAL IMPACT:
A. This ordinance accepts the lowest responsive bid and awards the 2021 Street Rehabilitation Task Order Contract Package 1 to J&P Paving Co. Inc. in an amount not to exceed $4,697,654.60 of which $126,015.00 will be reimbursed by San Antonio Water System (SAWS) and $8,750.00 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 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 2021 Street Rehabilitation Task Order Contract Package 2 to J&P Paving Co. Inc. in an amount not to exceed $4,530,858.80 of which $126,015.00 will be reimbursed by San Antonio Water System (SAWS) and $8,750.00 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 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 $9,228,513.40 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.