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Item 4F Memo
Item 4F M E M O R A N D U M (January 16, 2018) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Approve annual purchase agreements with various vendors for the purchase of asphalt through an Interlocal Agreement (ILA) with Tarrant County in an amount not to exceed $500,000. Action Requested: Approve annual purchase agreements with various vendors for the purchase of asphalt through an Interlocal Agreement (ILA) with Tarrant County in an amount not to exceed $500,000. Background Information: The Public Works Streets and Drainage 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 five suppliers of asphalt road surfacing products. In July 2017, Tarrant County renewed the purchasing agreement (Attachment A). The City of Southlake anticipates only using the following two vendors due to favorable service history, price and availability of product. • Reynold’s Asphalt & Construction • JLB Contracting, LLC The City anticipates primarily using Reynolds Asphalt due to their pricing for Fine Grade Surface Course Hot Mix Asphaltic Concrete Item 4F Page 2 of 2 Type “D” being the lowest price per ton at $52 per ton (Attachment B line item 3). 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 budgeted in the FY 2018 annual operating budget for the Streets and Drainage Division and the FY 2018 CIP budget. Expenditures will not exceed budgeted funds. For the last four fiscal years, the City has spent the following with Reynolds Asphalt & Construction and JLB Contracting, LLC: • FY 2014, $ 384,261 • FY 2015, $ 185,899 • FY 2016, $ 281,429 • FY 2017, $ 205,546 • FY 2018, $ 45,243 (to date) 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 (B2) to collaborate with select partners to implement service solutions and (F2) to invest to provide and maintain high quality public assets. Citizen Input/ Board Review: N/A Legal Review: This agreement conforms with previous ILAs 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: Pricing Staff Recommendation: Approve annual purchase agreements with various vendors for the purchase of asphalt through an Interlocal Agreement (ILA) with Tarrant County in an amount not to exceed $500,000. Staff Contact: Rob Cohen, Director of Public Works Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public Works 1 2 5 9 9 1 • a••1f♦� ♦�11s y. Y• 1 r v`• ♦• ~•••♦••• TARRANTCOUNTY PURCHASING DEPARTMENT JACK BFACHAK C_P_Mi A-P-P- ROB COX,CP.M.,A.P.P. pVRCHASING AGENT ASSISTANT PURCHASING AGENT July 5,2017 Steve McConathy Oldcastle Materials Texas, Inc. P.O.Box 224048 Dallas,Texas 75222-4048 Re: Second and Final Renewal of Bid No.2015-189, Annual Contract for Asphalt Road Surfacing Products Dear Mr. McConathy, On September 8, 2015, Tarrant County Commissioners Court awarded your company a Primary Award for Bid No.2015-189,Annual Contract for Asphalt Road Surfacing Products. Bid No. 2015-189, was awarded from October 1, 2015 through September 30, 2016, with two (2) options to renew for additional twelve (12) month periods. On July 5, 2016, the Tarrant County Commissioners Court approved the first renewal. Tarrant County wishes to exercise our second and final renewal option of this contract. If agreeing to the renewal, please also provide Form 1295 as discussed in my e-mail. If you agree to this renewal the following will apply: Renewal contract period: October 1, 2017 through September 30, 2018. Pricing will be at the same pricing, terms and conditions of the original award. Please check one of the following and return this letter via fax to (817)212-3048 by 5:00 p.m. CDT Monday, July 17, 2017. Yes, Oldcastle Materials Texas, !tip;. desires to renew Bid No. 2015-189 No, Oldcastle Materials Texas, Inc.10s not wish to renew Bid No. 2015-189 Name: c �Signature' Date: 7- 7" 2 o 17 Are any other governmental entities currently utilizing this bid? _✓Yes _No If yes, please provide a listing of entities currently utilizing this bid. ff possible, please include dollar amount purchased annually by each entity. If you have any questions, I can be reached by telephone at(817) 884-2620,or by fax at(817)212-3048. My e-mail address is tionesatarrantcounty.com. Respectfully, <�C'�� Tim Jones Senior Buyer TARRANT COUNTy.ADNIINISTBATION BUMDING,ROOM 303 loo E.WEATHERFORD,FORT WORTH,TEXAS 76196 817-884-1414,817-884-2629(Fax) ,•' COUNq,.44% TARlAl\I 1 COUNTY PURCHASING DEPARTMENT JACK BEACHAM,C.P.M.,A.P.P. ROB COX,C.P.M.,A.P.P. PURCHASING AGENT ASSISTANT PURCHASINGAGENT July 5, 2017 Pat Tinsley Austin Asphalt, LP 6330 Commerce Dr. Suite 150 Irving, Texas 75063 Re: Second and Final Renewal of Bid No. 2015-189,Annual Contract for Asphalt Road Surfacing Products Dear Mr. Tinsley, On September 8, 2015, Tarrant County Commissioners Court awarded your company a Primary Award for Bid No. 2015-189,Annual Contract for Asphalt Road Surfacing Products. Bid No. 2015-189, was awarded from October 1, 2015 through September 30, 2016, with two (2) options to renew for additional twelve (12) month periods. On July 5, 2016, the Tarrant County Commissioners Court approved the first renewal. Tarrant County wishes to exercise our second and final renewal option of this contract. If agreeing to the renewal, please also provide Form 1295 as discussed in my e-mail. If you agree to this renewal the following will apply: Renewal contract period: October 1, 2017 through September 30,2018. Pricing will be at the same pricing,terms and conditions of the original award. Please check one of the following and return this letter via fax to (817) 212-3048 by 5:00 p.m. CDT :7s, my 17,2017. Austin Asphalt, LP desires to renew Bid No. 2015-189 No,Austin ++Asphalt, LP does not wish to renew Bid No. 2015-189 Name: �rr�JtiW c�,t2 Signature: Date: 1b t Are any other governmental entities currently utilizing this bid? _Yes _No If yes, please provide a listing of entities currently utilizing this bid. If possible, please include dollar amount purchased annually by each entity. If you have any questions, I can be reached by telephone at(817) 884-2620, or by fax at(817)212-3048. My e-mail address is tiones a tarrantcounty.com. Respectfully, Tim Jones Senior Buyer TARRANT COUNTY ADMINISTRATION BUILDING,ROOM 303 ioo E.WEATHERFORD,FORT WORTH,TEXAS'76196 817-884-1414,817-884-2629(Fax) ••�GoU1vZ'�.•. TARRANT COUNTY PURCHASING DEPARTMENT JACK BEACHAM,C.P.M.,A.P.P. ROB COX,C.P.M.,A.P.P. PURCHASING AGENT ASSISTANT PURCHASING AGENT July 5, 2017 Sam Davis JLB Contracting, LLC P.O. Box 24131 Fort Worth, Texas 76124 Re: Second and Final Renewal of Bid No. 2015-189, Annual Contract for Asphalt Road Surfacing Products Dear Mr. Davis, On September 8, 2015, Tarrant County Commissioners Court awarded your company a Primary Award for Bid No. 2015-189, Annual Contract for Asphalt Road Surfacing Products. Bid No. 2015-189, was awarded from October 1, 2015 through September 30, 2016, with two (2) options to renew for additional twelve (12) month periods. On July 5, 2016, the Tarrant County Commissioners Court approved the first renewal. Tarrant County wishes to exercise our second and final renewal option of this contract. If agreeing to the renewal, please also provide Form 1295 as discussed in my e-mail. If you agree to this renewal the following will apply: Renewal contract period: October 1, 2017 through September 30, 2018. Pricing will be at the same pricing, terms and conditions of the original award. Please check one of the following and return this letter via fax to (817) 212-3048 by 5:00 p.m. CDT Monday, July 17, 2017. V Yes, JLB Contracting, LLC desires to renew Bid No. 2015-189 _ No, JLB Contracting, LLC does not wish to renew Bid No. 2015-189 Name: Sam Davis-President Signature!1.�~--- 'G- Date: 717/17 Are any other governmental entities currently utilizing this bid? ✓Yes _No If yes, please provide a listing of entities currently utilizing this bid. If possible, please include dollar amount purchased annually by each entity. If you have any questions, I can be reached by telephone at(817) 884-2620, or by fax at(817) 212-3048. My e-mail address is too nesa(D,tarrantcounty.com. Respectfully, <�rl P___ Tim Jones Senior Buyer TARRANT COUNTYADMINISTRATION BUILDING,ROOM 303 wo E.WEATHERFORD,FORT WORTH,TEXAS'76196 817-884-1414,817-884-2629(Fax) .• ooutyT�••. '% .•' TARRANT COUNTY PURCHASING DEPARTMENT JACK BEACHAM,C.P.M.,A.P.P. ROB COX,C.P.M.,A.P.P. PURCHASING AGENT ASSISTANT PURCHASING AGENT July 5, 2017 John Rauer Lane Construction Corporation P.O. Box 800 Roanoke, Texas 76262 Re: Second and Final Renewal of Bid No. 2015-189, Annual Contract for Asphalt Road Surfacing Products Dear Mr. Rauer, On September 8, 2015, Tarrant County Commissioners Court awarded your company a Primary Award for Bid No. 2015-189, Annual Contract for Asphalt Road Surfacing Products. Bid No. 2015-189, was awarded from October 1, 2015 through September 30, 2016, with two (2) options to renew for additional twelve (12) month periods. On.July 5, 2016, the Tarrant County Commissioners Court approved the first renewal. Tarrant County wishes to exercise our second and final renewal.option of this contract. If agreeing to the renewal, please also provide Form 1295 as discussed in my e-mail. If you agree to this renewal the following will apply: Renewal contract period: October 1, 2017 through September 30, 2018. Pricing will be at the same pricing, terms and conditions of the original award. Please check one of the following and return this letter via fax to (817) 212-3048 by 5:00 p.m. CDT Monday, July 17, 2017. Yes, Lane Construction Corporation desires to r new Bid No. 2015-189 No, Lane Construction Corporation does i�h�o2new Bid No. 2015-189 _——, Name: t i uc' Signat ' Date: r.. Are any other governmental entities currently utilizing this bid? _Yes �No If yes, please provide a listing of entities currently utilizing this bid. If possible, please include dollar amount purchased annually by each entity. If you have any questions, I can be reached by telephone at(817) 884-2620, or by fax at(817) 212-3048. My e-mail address is tiones(cDtarrantcounty.com. Respectfully, Tim Jones Senior Buyer TARRANT COUNTY ADMINISTRATION BUILDING,ROOM 303 Yoo E.WEATHERFORD,FORT WORTII,TEXAS 76196 817-884-1414,817-884-26a9(Fa.x) a TARRANT COUNTY PURCHASING DEPARTMENT JACK BEACHAM,C.P.M.,A.P.P. ROB COX,C.P.M.,A.P.P. PURCHASINGAGENr ASSISTANT PURCHASINGAGENT July 5, 2017 Gary E. Reynolds Reynolds Asphalt&Construction Company P.O. Box 370 Euless, Texas 76039 Re: Second and Final Renewal of Bid No. 2015-189,Annual Contract for Asphalt Road Surfacing Products Dear Mr. Reynolds, On September 8, 2015, Tarrant County Commissioners Court awarded your company a Primary Award for Bid No. 2015-189,Annual Contract for Asphalt Road Surfacing Products. Bid No. 2015-189, was awarded from October 1, 2015 through September 30, 2016, with two (2) options to renew for additional twelve (12) month periods. On July 5, 2016, the Tarrant County Commissioners Court approved the first renewal. Tarrant County wishes to exercise our second and final renewal option of this contract. If agreeing to the renewal, please also provide Form 1295 as discussed in my e-mail. If you agree to this renewal the following will apply: Renewal contract period: October 1, 2017 through September 30, 2018. Pricing will be at the same pricing,terms and conditions of the original award. Please check one of the following and return*this letter via fax to (817) 212-3048 by 5:00 p.m. CDT Monday,July 17,2017. Yes, Reynolds Asphalt&Construction Company desires to renew Bid No. 2015-189 No, Reynolds Asphalt&Construction Companydoes not wish to renew Bid No. 2015-189 Name:1{�Zd )�o�,lc�rs�Signature:h�`d'2*-� Date: 7 A7 Are any other governmental entities currently utilizing this bid? ✓ Yes _No If yes, please provide a listing of entities currently utilizing this bid. If possible, please include dollar amount purchased annually by each entity. If you have any questions, I can be reached by telephone at(817)884-2620, or by fax at(817) 212-3048. My e-mail address is tiones(cDtarrantcounty.com. Respectfully, Tim Jones Senior Buyer TARRANT COUNTY ADMINISTRATION BUILDING,ROOM 303 ioo E.WEATHERFORD,PORT WORTH,TEXAS 76196 817-884-1414,8r7-884-2629(Fax) Y O L Z a a E 00 m m m m m m m m O O O O O O o Z Z Z Z Z Z z cc N N � � cn a a m o o ~ Z c C C c c C 0 cm = N U C) 0 C) 0 0 0 0 0 0 0 C) 0 u 70 r a O O O S yr N m O L CO L- N L OD L N L 00 t- f6 O_ O c6 p Q p E �+ Q. (n d LO O O LO N �. 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BID No. 2015-189, ANNUAL CONTRACT FOR Project/Regulation Name: ASPHALT ROAD SURFACING PRODUCTS County Department: PURCHASING Contact Person: Jack Beacham, C.P.M., A.P.P. Phone Number for Contact Person: (817) 884-1133 Type of TIA Performed: SHORT TIA or FULL TIA, Circle one after answering the questions in Sections II and III Belo I. Stated Purpose Attach to this checklist an explanation of the purpose of the regulation, policy, guideline, court resolution or order. Note: The remainder of this Takings Impact Assessment Checklist should be completed in consultation with the Criminal District Attorney's Office. II. Potential Effect on Private Real Property 1. Does the county action require a physical invasion, occupation or dedication of real property? Yes No 2. Does the county action limit or restrict a real property right, even partially or temporarily? Yes No If you answered yes to either question, go to Section III. if you answered no to both, STOP HERE and circle SHORT TIA at the top of the form.