Item 4C - Memo Final CITY OF Item 4C
SOUTH LAKE
MEMORANDUM
(January 17, 2017)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Approve an annual purchase agreement with various vendors
for the purchase of asphalt through an interlocal agreement
with Tarrant County in an amount not to exceed $275,000.
Action
Requested: Approve an annual purchase agreement with various vendors for
the purchase of asphalt through an interlocal agreement with
Tarrant County in an amount not to exceed $275,000.
Background
Information: The Public Works Streets Division requires the purchase of asphalt
paving materials for the purpose of building and repairing streets.
The City's bidding process for this contract award was met through
an interlocal agreement (ILA) with the City of Grapevine. Chapter
271 of the Texas Local Government Code allows governmental
entities to enter into an ILA 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. In
September 2016, Tarrant County renewed the purchasing
agreement. 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.
Item 4C
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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.
Financial
Considerations: Funding for this contract is provided in the FY 2017 annual
operating budget for the Streets Division and the FY 2017 CIP
budget. Expenditures will not exceed budgeted funds.
In FY 2014, the City spent a combined total of $384,261 with JLB
Contracting, LLC and Reynolds Asphalt & Construction. In FY
2015, the City spent $185,899 with JLB Contracting, LLC and
Reynolds Asphalt & Construction, in FY 2016, the City has spent
$271 ,429 with Reynolds Asphalt & Construction and in FY 2017 to
date, the City has spent $10,658.99 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 ILA that have been
reviewed by the City attorney.
Alternatives: The City Council may approve or deny this purchasing agreement.
Supporting
Documents: Attachment A: County Commissioners Court Award Documents
Attachment B: 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 in an amount not to exceed $275,000.
Staff Contact: Rob Cohen, Director of Public Works
Cristina McMurray, M.P.A, C.P.M, Deputy Director/Operations