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M E M O R A N D U M
(January 15, 2019)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Approve annual purchase agreement with Reynolds Asphalt &
Construction Co. (RAC) 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 agreement with Reynolds Asphalt &
Construction Co. (RAC) 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 & 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 Tarrant County. 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 (Attachment A).
In September 2018, Tarrant County awarded bid number 2018-165
with two (2) twelve (12) month renewal periods for an annual
contract to six suppliers of asphalt road surfacing products. The
City of Southlake anticipates only using one vendor, Reynolds
Asphalt & Construction Co. (RAC), due to favorable service history,
price and availability of product. Their pricing for Fine Grade
Surface Course Hot Mix Asphaltic Concrete Type “D” is $61 per ton
(Attachment B line item 3).
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With the favorable pricing received in this contract and ou r
experience with the vendor, staff recommends approval of the
annual purchase agreement.
Financial
Considerations: Funding for this contract is budgeted in the FY 2019 annual
operating budget for the Streets & Drainage Division and the FY
2019 Capital Improvements Program (CIP) budget. Expenditures
will not exceed budgeted funds.
For the past four fiscal years, the City has spent the following with
RAC on asphalt material:
FY 2015, $ 185,899
FY 2016, $ 271,429
FY 2017, $ 310,058
FY 2018, $ 491,703
FY 2019, $ 3,199 (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 & maintain high quality public assets.
Citizen Input/
Board Review: N/A
Legal Review: This agreement conforms to previous ILA that has been reviewed
by the City attorney.
Alternatives: The City Council may approve or deny this purchasing agreement.
Supporting
Documents: Attachment A: Interlocal Government Agreement for Purchasing
Attachment B: County Commissioners Court Award Documents
Staff
Recommendation: Approve annual purchase agreement with Reynolds Asphalt &
Construction Co. (RAC) 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