Title
Consider a memorandum/resolution authorizing an agreement with Jamail & Smith Construction, LP, for the maintenance and repairs of the transfer station tunnel, in the amount of $882,114.74.
Body
DATE: January 21, 2025
TO: Kent Cagle, City Manager
FROM: Andrew Zagars, P.E. City Engineer
SUBJECT: Transfer Station Tunnel Repair Project
BACKGROUND AND FINDINGS:
The Fiscal Year (FY) 2023 Capital Improvement Plan (CIP) includes the Transfer Station Tunnel/Loading Pit Project as a funded project for design and construction. On January 3, 2023, the City Council authorized a contract with Freese and Nichols for the design of the project in the amount of $141,243.00.
On January 15, 2023, while the project was under design, a fire occurred at the transfer station that damaged the push wall. Upon working with the claims department, a separate design contract in the amount of $39,999 with Freese and Nichols was issued to create design documents to address the fire damage. Both projects continued design until September 2023, when they were both advertised for construction bids. The push wall project was advertised for bids to be returned by September 5, 2024, and the tunnel modification bids were due on September 12, 2024. The City received no bids for either project.
The City then worked with the design consultant and reached out to contractors for ways to make this a successful project. Staff combined both projects into one bid package for contractors in a means to promote more interest. The City advertised for bids to be received by May 30, 2024. Again, the City did not receive any bids.
The City then reached out to Jamail and Smith Construction, LP, to provide a Texas Buyboard purchasing cooperative quote for each project. The contractor and our design consultant reviewed the plans and coordinated information needed to provide a quote. The work will include modifications to the two existing loading tunnels to the surrounding concrete, safety walls, and steel plating. The proposed agreement to provide the materials and perform the services for the Transfer Station Tunnel/Loading Pit project is for $882,114.74.
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
N/A
CONFORMITY TO CITY POLICY:
Yes, purchases made through a cooperative concrete are exempt from the competitive bidding process as stated in Texas Local Government Code section 271.102, subchapter F; a local government that purchases good or services under this subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of goods or services.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
The total expense for this project is $882,114.74.
Is this a one-time or recurring revenue/expenditure?
This is a one-time expenditure.
Is this revenue/expenditure budgeted?
Yes
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes, funding is available in the Construction CIP Account 380-56201-900-400-923013.
RECOMMENDATION:
City Council authorize the City Manager, or his designee, to execute an agreement with Jamail & Smith Construction, LP, for the maintenance and repairs of the transfer station tunnel in the amount of $882,114.74, and authorize the City Manager, or designee, to execute any change orders or amendments within the amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Buyboard Summary
Agreement
Contract Verification
Certificate of Insurance
Certificate of Interested Parties
Presentation