Item 4DCITY OF
SOUTHLAKE
MEMORANDUM
(January 19, 2016)
To: Shana Yelverton, City Manager
From: Robert H. Price, P.E., Director of Public Works
Item 4D
Subject: Approve an annual purchase agreement with various vendors
for the purchase of asphalt through an interlocal agreement
with Tarrant County
Action
Requested: Approve an annual purchase agreement with various vendors for
the purchase of asphalt through an interlocal agreement with
Tarrant County.
Background
Information: The Public Works Streets Division requires the purchase of asphalt
paving materials for the purpose of building and repairing streets.
Chapter 271 of the Texas Local Government Code allows
governmental entities to enter into interlocal agreements with other
governmental entities to share contracts which have met the
statutory bidding requirements as prescribed by the State of Texas.
The City of Southlake has such an agreement with Tarrant County.
In September 2015, Tarrant County awarded bid number 2015-189
with two (2) twelve (12) month renewal periods for an annual
contract to six suppliers of asphalt road surfacing products. The
City anticipates only using the following three vendors due to
favorable service history and availability of product.
• Reynold's Asphalt & Construction
• Austin Asphalt, LP
• JLB Contracting, LLC
The City anticipates primarily using Reynolds Asphalt due to their
pricing for Fine Grade Surface Course Hot Mix Asphaltic Concrete
Type "D" being the lowest price per ton.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Page 2 of 2
Financial
Considerations:
Item 4D
The total of all the purchases during the twelve month contract will
exceed the $50,000 authorization power of the City Manager;
therefore, this agreement requires City Council Approval.
With the favorable pricing received in this contract and our
experience with the vendors, staff recommends approval of the
annual purchase agreement.
Funding for this contract is provided in the FY2016 annual
operating budget for the Streets Division and the FY2016 CIP
budget. Expenditures will not exceed budgeted funds.
In FY2014, the City spent a combined total of $384,261 with JLB
Contracting, LLC and Reynolds Asphalt & Construction. In FY2015,
the City spent $185,899 with JLB Contracting, LLC and Reynolds
Asphalt & Construction, and in FY2016 to date, the City has spent
$56,069 with Reynolds Asphalt & Construction.
Strategic Link: This item relates to the City's strategy map focus areas of
Infrastructure and Partnerships & Volunteerism. It specifically
relates to the City's Corporate Objectives to invest to provide and
maintain high quality public assets and to collaborate with select
partners to implement service solutions.
Citizen Input/
Board Review: N/A
Legal Review: This agreement conforms with previous interlocal agreements that
have been reviewed by the City attorney.
Alternatives: The City Council may approve or deny this purchasing agreement.
Supporting
Documents: County Commissioners Court Award Documents
Bid Award Recommendation
Staff
Recommendation: Approve an annual purchase agreement with various vendors for
the purchase of asphalt through an interlocal agreement with
Tarrant County.
Staff Contact: Robert H. Price, P.E., Public Works Director
Cristina McMurray, C.P.M, Public Works Dep. Director/Operations
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
.'e�pouryT
N ; > COMMISSIONERS COURT
COMMUNICATION
REFERENCE NUMBER / 0 ( n
PAGE I OF 11
DATE: 9/8/2015
SUBJECT: BID NO. 2015-189 — ANNUAL CONTRACT FOR ASPHALT ROAD
SURFACING PRODUCTS — ALL PRECINCTS — VARIOUS VENDORS - PER
UNIT PRICE AND DISCOUNT FROM LIST PRICE
COMMISSIONERS COURT ACTION REQUESTED:
It is requested that the Commissioners Court award Bid No. 2015-189, Annual Contract for Asphalt
Road Surfacing Products, for all Precincts, to the following vendors at the per unit price and
discount from list price:
Primary APAC-Texas
Austin Asphalt
JLB Contracting
Lane Construction
Reynolds Asphalt & Construction
Zack Burkett
BACKGROUND:
Notice of the County's intent to bid was advertised in local newspapers, as required by State statute,
and posted on the Internet, the Arlington Black Chamber of Commerce, the Fort Worth Hispanic
Chamber of Commerce, the Fort Worth Metropolitan Black Chamber of Commerce, and the Tarrant
County Asian American Chamber of Commerce. Seventy (70) vendors were contacted and
requested to participate in this bid process. All documents pertaining to this bid were posted on the
Tarrant County website and were downloaded by interested bidders. Six (6) bids were received.
Bids were evaluated by the four (4) Maintenance Precincts and Purchasing representatives. Primary
award recommendations are to all vendors meeting specifications. Zack Burkett did not meet
specifications for Item 15A because vendor did not provide a delivery time as required.
The term of the contract is twelve (12) months, effective October 1, 2015, with two (2) options for
renewal periods of twelve (12) months each.
SUBMITTED BY:
Purchasing
PREPARED BY:
Tim Jones % �!
APPROVED BY:
COMMISSIGNERS COURT �
COMMUNICATION
* •• *• REFERENCE NUMBER: DATE: 9/8/2015 PAGE 2 OF
IE
Therefore, it is the joint recommendation of the four (4) Maintenance Precincts and Purchasing that
Bid No. 2015-189, Annual Contract for Asphalt Road Surfacing Products be awarded to the vendors
listed above vendors at the per unit price and discount from list price.
FISCAL IMPACT:
Expenses from last year are approximately $2,888,000.00. Orders are placed on an as -needed basis.
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