Item 4F Item 4F
Page 1 of 3
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: Authorize expenditures with Reynolds Asphalt & Construction
Co. (RAC) for Pavement Resurfacing Services through an
Interlocal Agreement (ILA) with the City of Grand Prairie in an
amount not to exceed $500,000 for a 15-month period
Action
Requested: Authorize expenditures with Reynolds Asphalt & Construction Co.
(RAC) for Pavement Resurfacing Services through an Interlocal
Agreement (ILA) with the City of Grand Prairie in an amount not to
exceed $500,000 for a 15-month period.
Background
Information: The Public Works Streets & Drainage Division resurfaces and
reconstructs local roadways each year as part of an annual
pavement rehabilitation program. The program aims to maintain the
integrity and structure of Southlake streets while improving mobility
and ride quality for motorists.
City Council authorizes annual pavement rehabilitation funds
through the Capital Improvements Program (CIP). These funds are
used to resurface or reconstruct local roadways as needed based
on their Pavement Quality Index (PQI) scores. The PQI is a
composite score that takes into account data collected on the
road’s structural integrity, surface quality, and ride quality by a third
party consultant. The City’s target PQI average is 78. The City’s
current PQI score averaged across all measured roads is 81.
The City’s bidding process for this contract award was met through
an Interlocal Agreement (ILA) with the City of Grand Prairie.
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 Grand Prairie (Attachment
A).
Item 4F
Page 2 of 3
In August 2018, the City of Grand Prairie renewed its contract
RFB#16112 for pavement resurfacing services with RAC. This
renewal is the second of the four one-year renewal options.
The execution of this contract will allow the City’s Streets &
Drainage Division to continue to utilize Pavement Management
Assessment (PMA) funds to perform pavement rehabilitation with
internal City resources, and also leverage an external contractor to
maximize the deliverables of the annual PMA Program.
Currently, five roadway segments are tentatively scheduled to be
repaved by RAC pending Council approval of this contract. Their
structural integrity (SSI) and ride quality (PCI) scores are:
Segment SSI PCI
Johnson Rd. from FM 1938 to Pearson Ln. N/A 51
Ten Bar Trail from N. Peytonville Ave. to Glen Cove N/A 20
Ginger Ct. from FM 1709 to End of Street N/A 60
W. Highland from Shady Oaks to N. White Chapel N/A 43
Burney Ln. from Lonesome Dove Rd. to Harbor Ct. 20-100 44-84
Table 1 Scores out of 100 possible points
RAC is also the City’s provider for hot asphaltic mix.
Financial
Considerations: Funding for pavement resurfacing services is budgeted in the
annual Capital Improvements Program (CIP) PMA budget in an
amount of $1,000,000. Expenditures will not exceed budgeted
funds.
Strategic Link: This item links to the City’s strategy map relative to the strategic
focus areas of Mobility and Infrastructure. The specific corporate
objectives that are met by this item include: (C2) provide travel
convenience within the City & region, (B2) Collaborate with select
partners to implement service solutions, and (F2) 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 these expenditures.
Item 4F
Page 3 of 3
Supporting
Documents: Attachment A: Interlocal Government Agreement for Purchasing
Attachment B: City of Grand Prairie RFB #16112
Attachment C: City of Grand Prairie Renewal Contract
Staff
Recommendation: Authorize expenditures with Reynolds Asphalt & Construction Co.
(RAC) for Pavement Resurfacing Services through an Interlocal
Agreement (ILA) with the City of Grand Prairie in an amount not to
exceed $500,000 for a 15-month period.
Staff Contact: Rob Cohen, Director of Public Works
Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public Works
Grand Prairie City - Contract Cover Sheet Page 1 of 1
ID 8818
Department:
Purchasing for Streets
Vendor Name:
Reynolds Asphalt&Contstruction Co
Project Name:
16112 R2 Pavement Resurfacing Service- Reynolds Asphalt&Construction Co-Amendment 2
Work Order Number(s):
Account Number:
251210-63030
Contract Amount: Implementation Date: Termination Date: City Council Appr.Date:
3,523,900.00 9/1/2018 8/31/201% 8/16/2016
Insurer A Name: Insurer A Expiration:
Valley Forge Ins Co 5/8/2019
Insurer B Name: Insurer B Expiration:
Transportation Ins Co 5/8/2019
Insurer C Name: Insurer C Expiration:
Great American Insurance Co 5/8/2019
Insurer D Name: Insurer D Expiration:
Nat'l Fire Ins Co of Hartford 5/8/2019
Insurer E Name: Insurer E Expiration:
Return Executed Copy To:
Bryce Davis,Purchasing Manager
Department Manager Signature: Date:
CbtAkiWj
I i?
City Attorney Signature: ate:
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City a /Deputy City ManagerSigna e: Date:
777(ei
p City Secretary Signatur-. Da e:
http://ravingfans/gptx/CMO/ContractCoverSheet/Print.aspx?ID=8818 7/11/2018
AMENDMENT TO PRICE AGREEMENT
CITY OF GRAND PRAIRIE
STATE OF TEXAS
KNOW ALL MEN BY THESE PRESENTS:
COUNTY OF DALLAS §
THIS AMENDMENT is made and entered into this date by and between the CITY OF
GRAND PRAIRIE, a Texas municipal corporation (hereinafter referred to as the "CITY", and
REYNOLDS ASPHALT& CONSTRUCTION CO. (hereinafter referred to as"VENDOR").
WHEREAS, the CITY and VENDOR have entered into a price agreement to provide
asphalt release agents per bid award resulting from vendor's response to RFB#16112, submitted by
Ned Tankersley,on July 26,2016;and
WHEREAS, the above referenced agreement was for an initial term of one year with the
option to renew for four additional one year periods, totaling up to $3,523,900.00 if all
extensions were exercised. This Contract was effective as of August 17, 2016, and was to
terminate at midnight on August 16,2017,unless the parties mutually agreed in writing to extend
the term of the Contract through an allowable renewal option, or, unless otherwise terminated as
provided in provided in paragraph XVI of the original contract;and
WHEREAS, the first of four available renewal options was executed on July 12, 2017
and extended the term of the contract through August 31,2018; and
NOW, THEREFORE, for and in consideration of the mutual acts and covenants set out
herein,the CITY and VENDOR agree as follows:
1. The parties mutually agree to extend the term of the contract and execute the second of
the four available renewal options and extend the contract expiration to midnight on
August 31, 2019 at which time all of the work called for under this Contract must be
completed unless the parties mutually agree in writing to extend the term of the
Contract through an additional allowable renewal option, or, unless otherwise
terminated as provided in provided in paragraph XVI of the original contract;and
2. The estimated annual amount to be paid to VENDOR under such contract shall remain
and not exceed the sum of$3,523,900.00,to reflect the contract renewal;and
3. This shall constitute an Authorization for extension of price agreement as set out in the
agreement between the parties, and an amendment to such contract. All of the terms
and conditions of the original contract shall remain in full force and effect, as amended
hereto,unless set out otherwise herein.
AMENDMENT PRICE AGREEMENT CONTRACT RFB#16112 Page 1 of 2
EXECUTED this theA- \day of Ally
2(kS
CITY OF ' • D PRAIRIE,TEXAS REYNOLDS ASPHALT&CONSTRUCTION CO.
By.
f/f /
LBy:T di,,,tes,.-e
w ell,Deputy City M. /ger Printed
CG CR.atee)/ Name: ,.cal ) linker-do)
ATTEST: Title: 16 AC 3444
L.A..-re% 0,,s,„, -cit."-Cathy . i Maggio, City Secretary
APPROVED AS TO FORM:
ALI ‘
Mega M. 'an, •ity Attorney
r
AMENDMENT PRICE AGREEMENT CONTRACT RFB#16112 Page 2 of 2
1 ®
ASO
DATE(MM/DDIYYYY)
5/2/2018
D CERTIFICATE OF LIABILITY INSURANCE M2018
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER
CONTACT
Joyce Womack
The Sweeney Company HONo,Ext): (
817)457-6700 AIX,No):(817)457-7246
1121 E. Loop 820 South ADDRESS:Joyce@ thesweeneyco.com
P 0 Box 8720 INSURER(S)AFFORDING COVERAGE I, NAIC#
Fort Worth TX 76124-0720 INsuRERA:Valley Forge Ins Co 20508
INSURED INSURER B:Transportation Ins Co 20494
Reynolds Asphalt & Construction Company INSURER c:Great American Insurance Co 16691
P.O. Box 370 INSURERD:Nat'l Fire Ins Co of Hartford 20478
INSURER E:
Euless TX 76039 INSURER F:
COVERAGES CERTIFICATE NUMBER:REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSRADDL SUBR POLICY EFF POLICY EXPILTRITYPEOFINSURANCEINSDWVDPOLICYNUMBERMM/DDIYYYY) (MM/DD/YYYY)' LIMITS
X 1 COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE I $ 1,000,000
DAMAGE TO RENTED
A CLAIMS-MADE X I OCCUR 300,000
I I PREMISES(Ea occurrence) $
X I CONTRACTUAL, XCU 4028760229 5/8/2018 5/8/2019 MED EXP(Any one person) $ 5,000
X CROSS LIAB, BFPD 1 I PERSONAL&ADV INJURY $ 1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER. GENERAL AGGREGATE , $ 2,000,000
POLICY x jERcOf LOC PRODUCTS-COMP/OP AGG $ 2,000,000
X ' OTHER $2,000 DED PER PD OCC 1
AUTOMOBILE LIABILITY
COMBINED SINGLE LIMIT $ 1,000,000Eaaccident)
X I ANY AUTO BODILY INJURY(Per person) $
B (
ALL OWNED SCHEDULED
X AUTOS x AUTOS U 4028760232 I 5/8/2018 5/8/2019 . BODILY INJURY(Per accident) $
NON PROPERTY DAMAGEX -HIRED AUTOS _ AUTOS Per accident)X
X MCS90 I
1 X UMBRELLA LIAB ' X_1 OCCUR EACH OCCURRENCE 10,000,000
C `
EXCESS LIAR _ !' CLAIMS-MADE I 1 AGGREGATE 10,000,000
DED X RETENTION$ 10,000 I TUU 1-23-12-47 - 02 15/8/2018 5/8/2019
WORKERS COMPENSATION 1 1 X PER 0TH-
AND EMPLOYERS'LIABILITY Y/N
STATUTE ER
ANY PROPRIETOR/PARTNER/EXECUTIVE Ii,
N/A'
E.L.EACH ACCIDENT 1,000,000 .
OFFICER/MEMBER EXCLUDED'? Y._,J 1
WC 4028760215 5/8/2018 5/8/2019D ,':(Mandatory in NH)1
E L DISEASE-EA EMPLOYEE $ 1,000,000
If yes describe under
DESCRIPTION OF OPERATIONS below E .DISEASE-POLICY LIMIT $ 1,000,000
D Excluded Debbie Reynolds,
Meto Miteff,Virginia Miteff
DESCRIPTION OF OPERATIONS/LOCATIONS I VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required)
LIME STABILIZATION, FLEX BASE AND ASPHALT PAVING FOR AVENUE C. ALL POLICIES INCLUDE A BLANKET AUTOMATIC
WAIVER OF SUBROGATION ENDORSEMENT & THE GL, AUTO & UMB POLICIES INCLUDE A BLANKET AUTOMATIC ADDITIONAL
INSURED ENDORSEMENT PROVIDING ADDITIONAL INSURED & WAIVER OF SUBROGATION STATUS TO THE CERTIFICATE HOLDER
ONLY WHEN THERE IS A WRITTEN CONTRACT BETWEEN THE NAMED INSURED & THE CERTIFICATE HOLDER THAT REQUIRES
SUCH STATUS. THE GL ADDITIONAL INSURED ENDORSEMENT CONTAINS SPECIAL PRIMARY & NONCONTRIBUTORY WORDING.
THE POLICIES INCLUDE AN ENDORSEMENT PROVIDING 30 DAYS NOTICE OF CANCELLATION (10 FOR NON-PAY OF PREMIUM)
TO THE CERTIFICATE HOLDER.
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
CITY OF GRAND PRAIRIE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
PO BOX 534045
ACCORDANCE WITH THE POLICY PROVISIONS.
GRAND PRAIRIE, TX 75053-4045
AUTHORIZED REPRESENTATIVE
Charles Sweeney/JOYCE ` "` ` y
1988-2014 ACORD CORPORATION. All rights reserved.
ACORD 25(2014/01)The ACORD name and logo are registered marks of ACORD
1NS025(201401)