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Item 4C Item 4C 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 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. 1 Requested Action 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 requests that City Council: 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. 2 Purchase Agreement for Asphalt County interlocal agreement Bid # 2015-189 Multi-Vendor Award Reynolds Asphalt & Construction Austin Asphalt, LP JLB Contracting, LLC The Public Works Streets Division requires the purchase of asphalt paving materials for the purpose of building and repairing streets. 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. Due to favorable service history and availability of product, the City anticipates using the following three vendors: Reynolds 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 on the bid tab @ $52 per ton. 3 Purchase Agreement for Asphalt Funding available: FY2017 Annual Operating Budget FY2017 CIP Budget Historical expenditures: FY 2014: $384,261 FY 2015: $185,899 FY 2016: $271,429 Funding for this contract is provided in the FY 2017 annual operating budget for the Streets Division and the FY 2017 CIP budget. In FY 2014, the City spent $384,261 on asphalt. In FY 2015, the City spent $185,899, in FY 2016, the City has spent $271,429, and in FY 2017 to date, the City has spent $10,658.99. Expenditures will not exceed budgeted funds. 4 City of Southlake Strategy Map 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. 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 Deliver on Our Focus Areas 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 (B2) collaborate with select partners to implement service solutions and (F2) invest to provide and maintain high quality public assets. 5 Questions? 6 For questions concerning this item, please contact Rob Cohen at 817-748-8097. Thank you for your attention.