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Item 4D Approve an annual purchase agreement for asphalt Item 4D 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 4D for your consideration. Staff seeks City Council approval of an annual purchase agreement for asphalt. 1 Requested Action Approve an annual purchase agreement with various vendors for the purchase of asphalt through an interlocal agreement with Tarrant County Staff recommends that City Council approve an annual purchase agreement with various vendors for the purchase of asphalt through an interlocal agreement with Tarrant County. 2 County Interlocal Agreement Bid # 2015-189 Multi-Vendor Award Reynolds Asphalt & Construction Austin Asphalt, LP JLB Contracting, LLC Asphalt Paving Materials 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 twelve month renewal periods to various asphalt vendors. The City anticipates using the following three vendors Reynolds Asphalt & Construction Austin Asphalt, LP JLB Contracting, LLC due to favorable service history and availability of product. 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. 3 Funding available: FY2016 Annual Operating Budget FY2016 CIP Budget Asphalt Paving Materials 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 on asphalt and in FY2015, the City spent $185,899. 4 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. 5 Bob Price 817-748-8097 6 For questions concerning this item, please contact Bob Price at 817-748-8097. Thank you for your attention.