Title
Consider/Discuss/Act on a Resolution Authorizing the City Manager to Execute a Contract and All Necessary Change Orders with Axis Contracting, Inc. for the Town Center Infrastructure Improvements Project (CO4238)
Summary
COUNCIL GOAL: Operational Excellence
(2B: Balance available resources to accommodate the growth and maintenance needs of the city)
Enhance the Quality of Life in McKinney
(5E: Develop sustainable quality of life improvements within the City of McKinney)
MEETING DATE: May 5, 2020
DEPARTMENT: Development Services / Engineering
CONTACT: Nick Ataie, PE, Engineering CIP Manager
Blake Sills, PE, CIP Engineer II
RECOMMENDED CITY COUNCIL ACTION:
• Approval of Resolution
ITEM SUMMARY:
• This Resolution authorizes the City Manager to execute a contract and all necessary change orders with Axis Contracting, Inc. for the Town Center Infrastructure Improvements (Louisiana Street) Project, for a total aggregate contract amount, inclusive of any supplemental agreements, not to exceed $5,650,000.
BACKGROUND INFORMATION:
• Civil Consulting Group, PLLC prepared the construction plans for the Town Center Infrastructure Improvements Project (CO4238) which is generally located along Louisiana Street between Church Street and Kentucky Street (Phase 1) and between Tennessee Street and McDonald Street (Phase 2).
• The overall project consists of reconstruction of approximately 1,300 linear feet of the Louisiana Street corridor (building face to building face) including replacement of approximately 4,100 linear feet of various underground utilities (storm, water, and wastewater).
• The project also includes upgrades to lighting, including overhead smart festoon lights, wider sidewalks, hardscape and landscape improvements, and a designated valet section.
• On Thursday, April 16, 2020, the Purchasing Department opened the Request for Competitive Sealed Proposals (RFCSP) for the project. Two (2) Competitive Sealed Proposals were received for Proposal No. 20-31CSP.
• The following is a summary of the bids:
|
Bid No. |
Bidder |
Bid Amount |
|
1 |
Axis Contracting, Inc. |
$4,905,360.95 |
|
2 |
Urban Infraconstruction |
$5,549,958.20 |
• The RFCSP evaluation process was selected to offer the City the opportunity to evaluate the potential contractors.
• An evaluation team comprised of two engineering staff and one member from Civil Consulting Group, PLLC reviewed and ranked the proposals based on the following criteria for possible maximum score of 100 points:
o 20 Points: Proposer’s Narrative Approach to Traffic Control and Pedestrian Accessibility
o 20 Points: Contractor Qualifications
o 40 Points: Proposal Price
o 20 Points: Contractor Schedule of Calendar Days for Substantial Completion
• The following is a summary of evaluation scores:
|
Evaluation Category |
Axis Contracting, Inc. |
Urban Infraconstruction |
|
Approach (20 Pts) |
15 |
1.67 |
|
Qualifications (20 Pts) |
19 |
7.67 |
|
Price (40 Pts) |
40 |
35.35 |
|
Schedule (20 Pts) |
20 |
20 |
|
Total Score |
94 |
64.69 |
• Axis Contracting, Inc. scored the highest total score in the categories above (94/100). Their Bid Proposal Price of $4,905,360.95 was also the lowest proposal.
• Axis Contracting, Inc. submitted references and qualifications that were evaluated in accordance with the bid specifications as noted in the attached Letter of Recommendation from Civil Consulting Group, PLLC dated April 22, 2020.
• The evaluation team recommends awarding Axis Contracting, Inc. the construction contract for the Town Center Infrastructure Improvements (Louisiana Street) Project.
• The project is split into two separate construction phases. The first phase of construction includes Louisiana Street (West) from Church Street to Kentucky Street. The second phase includes Louisiana Street (East) from Tennessee Street to McDonald Street.
• If awarded, construction notice to proceed for the first phase (Church Street to Kentucky Street) will be issued on May 18, 2020. The contract documents require that the first phase of the project be substantially completed within 122 calendar days. To further incentivize early completion, a bonus for early completion ($3,000 per day up to maximum $30,000) is included in the contract documents, for substantially completing the first phase of construction up to 10 days before September 17, 2020.
• If awarded, construction notice to proceed for the second phase (Tennessee Street to McDonald Street) will be issued on January 4, 2021. The contract documents require that the second phase of the project be substantially completed within 172 calendar days. An incentive for early completion ($3,000 per day up to maximum $30,000) is included in the contract documents, for substantially completing the second phase of construction up to 10 days before June 25, 2021.
• Due to the current situation surrounding COVID-19 and its impact on local businesses, a survey was distributed via email to downtown stakeholders on April 22 soliciting feedback regarding schedule of the proposed improvements.
• Four options were presented regarding the schedule of the proposed improvements.
o Option 1 - Proceed with the current schedule. West Louisiana would be under construction from May 2020 to September 2020. East Louisiana would be under construction from January 2021 to July 2021.
o Option 2 - Delay the project until January 2021 and consolidate the project schedule such that all of the improvements (West and East Louisiana) would be completed by Oktoberfest 2021.
o Option 3 - Delay the project by one year and keep the existing phasing. West Louisiana would be under construction from May 2021 to September 2021. East Louisiana would be under construction from January 2022 to July 2022.
o Option 4 - Delay the project by one year and switch phasing. East Louisiana would be under construction from March 2021 to September 2021. West Louisiana would be under construction from January 2022 to May 2022.
• 45 responses were received to the survey. Below is a summary of the responses.
o Option 1 - 16 votes (35.56%)
o Option 2 - 5 votes (11.11%)
o Option 3 - 14 votes (31.11%)
o Option 4 - 10 votes (22.22%)
o Overall, 64% of the respondents preferred delaying the project.
• Two resolutions have been included with the agenda item to provide city council the opportunity advance or delay construction of these improvements:
o OPTION 1 (Advance Project): Approval of the resolution to execute a contract with Axis Contracting, Inc. would include the current planned phasing mentioned above. Construction of Phase 1 would begin this month between Church Street and Kentucky Street.
o OPTION 2 (Delay Project): Approval of the resolution to reject all bids received would require the Engineering Department to re-bid the project at a later date. Alternate phasing options as provided in an attached presentation could be considered in the event that all bids are rejected and the project is rebid in the future.
FINANCIAL SUMMARY:
• This Resolution authorizes a contract and all necessary change orders with Axis Contracting, Inc. for an amount not to exceed $5,650,000.
o $500,000 (8.8%) allocated towards utility funding (Fund 20)
o $5,150,000 (91.2%) allocated towards street funding (Fund 21)
• With the approval of this item for the Town Center Infrastructure Improvements Project, $180,000 will remain in Project CO4238.
o $0 will remain in utility funding (Fund 20)
o $180,000 will remain in street funding (Fund 21)
BOARD OR COMMISSION RECOMMENDATION:
• N/A