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Item 4C Approve an annual purchase agreement for aggregate street materials Item 4C Good evening Honorable Mayor and members of the City Council. This is Cristina McMurray, Deputy Director for Public Works, and I will be presenting Item 4C for your consideration. Staff seeks City Council approval of an annual purchase agreement for aggregate street materials. 1 Requested Action Approve an annual purchase agreement with Martin Marietta Materials, Inc. for aggregate street materials through an interlocal agreement with the City of Grapevine Staff recommends that City Council approve an annual purchase agreement with Martin Marietta Materials, Inc. for aggregate street materials through an interlocal agreement with the City of Grapevine. 2 Martin Marietta Materials, Inc. Purchase Agreement Contract Materials Cement treated road base Cement treated sand Rock Grapevine Interlocal Agreement Bid # 392-2012 Various divisions of Southlake Public Works routinely require the purchase of aggregate materials such as cement treated road base, cement treated sand, and rock. These materials are necessary to repair street failures and to facilitate utility repairs under pavement. 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 the City of Grapevine. In September 2015 the City of Grapevine renewed existing contract number 392-2012 for the purchase of aggregate materials with Martin Marietta Materials, Inc. 3 Martin Marietta Materials, Inc. Purchase Agreement Typical Projects Pavement Reconstruction Pavement repairs Utility repairs Drainage maintenance Drainage repairs Retaining walls Channel reinforcement While several divisions will take advantage of the contract, the City’s Street Division is historically the largest consumer of these products related to pavement reconstruction and drainage maintenance. Martin Marietta Materials, Inc. is the sole source provider of CTB and CTS produced in a pug mill plant in the DFW Metroplex and its trademark SuperSlurry™ roadway product. These materials have a shelf life of three hours and therefore, must be purchased locally.   With the favorable pricing received in this contract and our experience with the vendor staff recommends approval of the annual purchase agreement with Martin Marietta Materials, Inc. This renewal includes no increase in the cost of the Martin Marietta Materials, Inc. line items on the original bid. 4 Martin Marietta Materials, Inc. Purchase Agreement CTB and CTS are produced in a pug mill plant Trademark SuperSlurry™ Limited product shelf life Martin Marietta Materials, Inc. is the sole source provider of CTB and CTS produced in a pug mill plant in the DFW Metroplex and its trademark SuperSlurry™ roadway product. These materials have a limited shelf life of approximately three hours and therefore, must be purchased locally.   5 Funding available: - FY2016 Annual Operating Budget - FY2016 CIP Budget Martin Marietta Materials, Inc. 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. Prior to Martin Marietta Materials purchasing Texas Industries, Inc (TXI) on July 1, 2014, the City purchased street materials from Martin Marietta Material and TXI. In FY2014, the City spent a combined total of $163,253 with Martin Marietta Materials and TXI. In FY2015, the City spent $154,087. In FY2016 to date, the City has spent $17,008 with Martin Marietta Materials. With the favorable pricing received in this contract and no proposed cost increase, staff recommends approval of the annual purchase agreement with Martin Marietta Materials, Inc. 6 City of Southlake Strategy Map Critical Business Outcomes CBO1 - Continue to implement Southlake 2030 Plan by focusing on short-term initiatives. CBO2 - Become an employer of choice by developing a plan to recruit, develop and retain employees committed to excellence. CBO3 - Develop long-term strategies to address future financial uncertainties and challenges. CBO4 - Improve mobility by proactively completing traffic analysis of key areas. CBO5 -Optimize resources through collaboration and partnerships to reduce costs and add service value. The City of Southlake provides municipal services that support the highest quality of life for our residents, businesses, and visitors. We do this by being an exemplary model of balancing efficiency, fiscal responsibility, transparency, and sustainability. Deliver on Our Focus Areas Performance Management & Service Delivery C1 Achieve the highest standards of safety & security C2 Provide travel convenience within City & region C3 Provide attractive & unique spaces for enjoyment of personal interests C4 Attract & keep top-tier businesses to drive a dynamic & sustainable economic environment C5 Promote opportunities for partnerships & volunteer involvement Serve our Customers Manage the Business B1 Achieve best-in-class status in all City disciplines B2 Collaborate with select partners to implement service solutions B3 Enhance resident quality of life & business vitality through tourism B4 Provide high quality services through sustainable business practices B5 Enhance service delivery through continual process improvement B6 Optimize use of technology Provide Financial Stewardship Promote Learning and Growth F1 Adhere to financial management principles & budget F2 Invest to provide & maintain high quality public assets F3 Achieve fiscal wellness standards F4 Establish & maintain effective internal controls L1 Ensure our people understand the strategy & how they contribute to it L2 Enhance leadership capabilities to deliver results L3 Attract, develop & retain a skilled workforce L4 Recognize & reward high performers L5 Empower informed decision-making at all levels in the organization C6 Enhance the sense of community by providing excellent customer service and citizen engagement opportunities L6 Foster positive employee engagement This item relates to the City’s strategy map focus area of Infrastructure and Partnerships & Volunteerism. It specifically relates to the City’s Corporate Objective to provide and maintain high quality public assets and to collaborate with select partners to implement service solutions. 7 Bob Price 817-748-8097 8 For questions concerning this item, please contact Bob Price at 817-748-8097. Thank you for your attention.