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
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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
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