DEPARTMENT: Public Works
DEPARTMENT HEAD: Razi Hosseini, P.E., R.P.L.S.
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Contract Award: FY 2021 Pavement Preservation Package 2 - Base Repair Task Order Contract
SUMMARY:
An ordinance accepting the lowest responsive bid and awarding the FY 2021 Pavement Preservation Package 2 - Base Repair Task Order Contract to Winters and White, LLC in an amount not to exceed $889,626.00 of which $27,250.00 will be reimbursed by San Antonio Water System (SAWS) and $11,250.00 will be reimbursed by CPS Energy for necessary adjustments to their existing infrastructure related to street maintenance pavement preservation projects identified in the Infrastructure Management Program.
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 due to financial impacts of COVID 19; and, $59 million in new projects encompassing 935 SMP projects. This ordinance authorizes a contract totaling $889,626.00 to construct FY 2021 Street Maintenance Pavement Preservation Projects. Additional contracts are scheduled to be awarded at a later date for the remaining SMP.
Procurement of Services
FY 2021 Pavement Preservation Package 2 - Base Repair Task Order Contract was advertised for construction bids on August 26, 2020 in the San Antonio Hart Beat, the City’s website, the Texas Electronic State Business Daily, on TVSA and through the electronic bidding site CivCast. Bids for the FY 2021 Pavement Preservation Package 2 - Base Repair Task Order were due on September 29, 2020 with five (5) responsive bids received. Winters and White, LLC was the lowest responsive bidder as indicated in the included bid summary matrix.
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 to maximize the amount of small, minority, and women-owned business participation on the contract. The Goal Setting Committee set a 20% Minority/Women Business Enterprise (M/WBE) subcontracting goal and 4% African American Business Enterprise (AABE) subcontracting goal. Winters and White, LLC has committed to meeting these goals.
This construction contract was developed utilizing the low bid process; therefore, Discretionary Contract Disclosure Forms are not required.
ISSUE:
This ordinance accepts the lowest responsive bid and awards the FY 2021 Pavement Preservation Package 2 - Base Repair Task Order Contract to Winters and White, LLC in an amount not to exceed $889,626.00 of which $27,250.00 will be reimbursed by SAWS and $11,250.00 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, this task order contract will allow the Public Works Department to handle multiple projects to be delivered through the Infrastructure Management Program (IMP).
This contract will be utilized to provide for asphalt base repair projects, which will include, but not limited to, the repair of a street’s base structure, asphalt surface overlay, wheelchair ramp improvements and any other required work for the completion of the IMP Pavement Preservation projects located throughout the City.
ALTERNATIVES:
City Council could request staff to re-bid these packages; however, re-bidding would delay the Street Maintenance Program's delivery.
FISCAL IMPACT:
This ordinance accepts the lowest responsive bid and award the FY 2021 Pavement Preservation Package 2 - Base Repair Task Order Contract to Winters and White, LLC in an amount not to exceed $889,626.00 of which $27,250.00 will be reimbursed by SAWS and $11,250.00 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 Improvement 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.
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 the FY 2021 Pavement Preservation Package 2 - Base Repair Task Order Contract to Winters and White, LLC in the total amount of $889,626.00 to complete street maintenance pavement preservation projects identified in the Infrastructure Management Program. Additional contracts are scheduled to be awarded at a later date for the remaining Street Maintenance Program.