Loading...
Item 4H MemoItem 4H Page 1 of 4 M E M O R A N D U M (November 19, 2019) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Approve annual purchase agreements with Reynolds Asphalt & Construction Co. (RAC) for pavement resurfacing services and for the purchase of asphalt paving materials through Interlocal Agreements (ILAs) with the City of Grand Prairie and Tarrant County in an amount not to exceed $1,500,000. Action Requested: Approve annual purchase agreements with Reynolds Asphalt & Construction Co. (RAC) for pavement resurfacing services and for the purchase of asphalt paving materials through Interlocal Agreements (ILAs) with the City of Grand Prairie and Tarrant County in an amount not to exceed $1,500,000. Background Information: The Streets & Drainage Division requires the purchase of asphalt paving materials for the purpose of in -house smaller scope projects to build and repair streets. For larger scale projects, the Division contracts the services of RAC to resurface and reconstruct roadways that are part of the annual pavement rehabilitation program. This program aims to maintain the structural integrity of the streets while improving mobility and ride quality for motorists. The determination of roadway segments for the pavement rehab program is based on their Pavement Quality Index (PQI) scores. The PQI is a composite score of the road’s structural integrity, surface quality, and ride quality determined by a third-party consultant. The City’s target PQI average is 78, and the City’s current PQI average, based off of 2,571 data points, is 81.4. For FY 2020, the Division plans to address approximately 19 roadway segments with a PQI average of 50.2. These roadway segments total 2.6 miles which will be resurfaced as part of the pavement rehab program. Below are the projects selected, along with their PQI scores, distance in linear feet, and estimated costs: Item 4H Page 2 of 4 FY 2020 Pavement Rehab Program – Scheduled Tier Segment PQI Length (ft.) Est. Costs 1 Shady Oaks Dr. 46.7 2,348.4 $ 220,996.87 W. Dove Rd. 42.8 495.4 $ 45,727.88 Johnson Rd. 64.9 1,880.0 $ 179,140.27 Ten Bar Trl. 40.5 1,735.5 $ 163,127.55 2 Blue Teal Ct. 39.6 557.9 $ 55,789.44 Flamingo Ct. 56.4 552.1 $ 51,576.75 White Wing Ct. 42.2 565.4 $ 49,000.84 Fox Hollow Cir. 38.8 337.5 $ 33,749.66 Hunters Creek Dr. 53.3 793.2 $ 68,743.31 Post Oak Trl. 34.3 253.3 $ 25,326.44 3 Dene Ct. 44.3 225.7 $ 19,560.47 Harty Ct. 50.0 399.4 $ 34,614.32 Victoria Ln. 60.7 1,200.6 $ 104,050.96 Mockingbird Ln. 45.8 252.1 $ 21,844.69 Robin Ln. 56.9 450.0 $ 39,001.48 Grand Total 50.2 12,046.6 $ 833,707.42 These segments have been categorized into three tiers. The segments in Tier 1 are estimated to commence in December 2019, with Shady Oaks Dr. as the first project, during the winter break to minimize impacts to mobility. The Division’s goal is to complete all roadway segments in Tier 1 and 2 by the end of the third quarter of FY 2020. Upon entering the fourth quarter of FY 2020, the Division will utilize any remaining unencumbered funds to buy down projects on the Tier 3 list. Projects that are part of the Tier 3 list that are not completed this fiscal year will be rolled to the next fis cal year as Tier 1 projects. Item 4H Page 3 of 4 Financial Considerations: The City’s purchasing policy for these services is met through an ILA with the City of Grand Prairie for pavement resurfacing services, and with Tarrant County for the purchase of asphalt paving materials. On August 12, 2019, the City of Grand Prairie renewed its contract RFB-16112 for pavement resurfacing services with RAC; this renewal is the third of four one-year renewal options (Attachment A). On October 22, 2019, Tarrant County awarded bid number 2019-264 with two (2) twelve (12) month renewal periods for an annual contract to five suppliers of asphalt paving materials (Attachment B). The City of Southlake anticipates only using RAC due to favorable service history, price, and availability of Fine Grade Surface Course Hot Mix Asphaltic Concrete Type “D”. For the past four fiscal years, the City has spent the following with RAC for the purchase of asphalt materials and pavement resurfacing services: • FY 2016, $ 271,429 • FY 2017, $ 310,058 • FY 2018, $ 610,725 • FY 2019, $ 401,066 Funding for these services is provided in the General Fund of the FY 2020 budget via the annual operating budget for the Streets & Drainage Division and the Capital Improvement Program – Pavement Management Assessment budget. Expenditures will not exceed budgeted funds. Strategic Link: This item links to the City’s Strategy Map strategic focus areas of Mobility, Infrastructure, and Partnerships & Volunteerism. It specifically relates to the City’s Corporate Objectives, C2: Provide Travel Convenience Within 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: None. Legal Review: The agreement conforms to previous ILAs that have been reviewed by the City Attorney. Alternatives: The City Council may approve or deny the purchase agreements. Item 4H Page 4 of 4 Staff Recommendation: Approve annual purchase agreements with Reynolds Asphalt & Construction Co. (RAC) for pavement resurfacing services and for the purchase of asphalt paving materials through Interlocal Agreements (ILAs) with the City of Grand Prairie and Tarrant County in an amount not to exceed $1,500,000. Supporting Documents: Attachment A: City of Grand Prairie Renewal Contract RFB-16112 Attachment B: Tarrant County Bid Contract 2019-264 Staff Contact: Rob Cohen, Director of Public Works Kyle D. Hogue, P.E., Deputy Director/City Engineer Jack Thompson, Operations Manager Contract Coversheet T E X A S Dept:* Purchasing Contract 6482 R1 ID: For: Public Works Bid 16112 Number: Contact Angi Mize Contact 8262 Contact amize@gptx.org Name: Phone:* Email:* Vendor Reynolds Asphalt&Construction Co. Vendor ntankersley@reynoldsasphalt.com Name: Email: Project Name: Pavement Resurfacing Services Summary renewal#3 with price increase Permanent Retention* r Yes r No Contract Amount Account# Work Order# $4,013,790.00 Implementation Date Termination Date Council Approval Date 8/17/2016 8/31/2020 8/6/2019 Contract Approvals Department Manager: ctz ( tt Date 8/9/2019 City Attorney Signature AaDate 8/9/2019 City Manager Signature 1,Y/ Date 8/12/2019 City Secretary Signature C. ,C .ZKr ,; n Date 8/12/2019 Page is too large to OCR. Page is too large to OCR. Page is too large to OCR. Page is too large to OCR. Page is too large to OCR. Page is too large to OCR. Page is too large to OCR. CERTIFICATE OF LIABILITY INSURANCE DATE17/DD A�0 7/ /219 019 ® 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 NAME: Joyce Womack The Sweeney Company A/CNN. Ext: (817)457-6700 A/C,NO: (817)457-7246 1121 E. Loop 820 South E-MAIL Joyce@thesweeneyco.com ADDRESS: P O Box 8720 INSURER(S) AFFORDING COVERAGE NAIC# Fort Worth TX 76124-0720 INSURERA:Valley Forge Ins Co 20508 INSURED INSURER B:Am Cas Co of Reading, PA 20427 Reynolds Asphalt & Construction Company INSURERC:Great American Insurance Co 16691 P.O. Box 370 INSURER D:Continental Casualty Co 20443 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 CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE 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. INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LIMITS LTR INSD WVD POLICY NUMBER MM/DD/YYYY MM/DD/YYYY X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 A CLAIMS-MADE X OCCUR DAMAGE TO RENTED 300,000 PREMISES Ea occurrence $ X CONTRACTUAL, XCU 4028760229 5/8/2019 5/8/2020 MED EXP(Any one person) $ 5,000 X CROSS LIAB, BFPD PERSONAL &ADV INJURY $ 1,000,000 nGEINI'L AGGREGATE LIMITAPPLIES PER: GENERAL AGGREGATE $ 2,000,000 POLICY PRO ❑ LOC PRODUCTS-COMP/OP AGG $ 2,000,000 JECTOTHER: $2,000 DED PER PD OCC $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 Ea accident B X ANYAUTO BODILY INJURY(Per person) $ X ALL OWNED X SCHEDULED 4028760232 5/8/2019 5/8/2020 BODILY INJURY(Per accident) $ AUTOS AUTOS NON-OWNED PROPERTY DAMAGE X HIRED AUTOS X AUTOS Per accident) $ X Mc $ X UMBRELLA LAB X OCCUR EACH OCCURRENCE $ 10,000,000 C EXCESS LAB CLAIMS-MADE AGGREGATE $ 10,000,000 DED I X I RETENTION $ 10,000 TW 1-23-12-47 - 03 5/8/2019 5/8/2020 F $ WORKERS COMPENSATION X PER OTH- AND EMPLOYERS'LIABILITY Y/N STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE N/A E.L.EACH ACCIDENT $ 1,000,000 OFFICER/MEMBER EXCLUDED? D (Mandatory in NH) WC 4028760215 5/8/2019 5/8/2020 E.L.DISEASE-EA EMPLOYEE $ 1,000,000 If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ 1,000,000 D Excluded Debbie Reynolds, Meto Miteff,Virginia Miteff DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,maybe attached if more space is required) Vendor RFB #16112 PO 281. WC, GL & auto include a blanket automatic waiver of subrogation endt & the GL, auto include a blanket automatic additional insured endt providing additional insured & waiver of subrogation status to the cert holder only when there is a written contract between the named insured & the cert holder that requires such status. Additional insured endts contains special primary & noncontributory wording. Umbrella follows form additional insured & waiver of subrogation. The policies include an endt providing 30 days notice of canc (10 days for nonpay of premium) to the cert 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 P O BOX 534045 ACCORDANCE WITH THE POLICY PROVISIONS. GRAND PRAIRIE, TX 75053-4045 AUTHORIZED REPRESENTATIVE Charles Sweeney/JOYCE ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25(2014/01) The ACORD name and logo are registered marks of ACORD INS025(201401) 1 3 1 4 0 3 : zG�UNT;:. COMMISSIONERS COURT COMMUNICATION •*• REFERENCE NUMBER: DATE: 10/22/2019 PAGE 2 OF 12 Therefore, it is the joint recommendation of the four (4) Maintenance Precincts and Purchasing that Bid No. 2019-264, Annual Contract for Asphalt Road Surfacing Products, be awarded to the vendors listed above at the per unit price. FISCAL IMPACT: Expenses from last year are approximately $2,929,656.30. Orders are placed on an as-needed basis. v Cts " U p =H Z } EE O o 0 0 0 0 0 0 0 Q J cL a H rZ D O v a = _ OU Z W � � � � 6�9 64 � m CC U) W U L O C7 ca � > Z = vi U) U '= O A - Cl) w o � a i Q. ? aa � o 0 0 0 o LO .a y E � 0 - W LO w ti LO U) LO w o D c p s = O Z a 69 69 69 69 64 6g 69 0 Cl) p p U v U � V E +� a) w a) o aa) UZ Q N �'" z >- O o ti o ti o ti o c a _ O co cfl h LO Lf) Lf) cm vi Cl) +, = 0 j a 69 69 69 69 6F} 69 6F? o N - U p � Q c O u- w I— C9 cu cu U QZ E O O O E O O c Q CO O S o 0 0 0 o 0 0 0 I- o H Z ' O O O N N U Z W O Ocu O O a) W L U U) .� Q = _ _ Of _ _ _ = a U) N N N 0 N N N N Co Z w N N N w N N N N U) Z Z a 4 4 O F- " T d O c6 E O CD cm cm rl- Q (D co CD ti U L Q U z � o a Q d n O a a oU J a) cfl z i= N U (D m m m U m m m C C; W a U U U U U U 0 N U U o �- � �_ Z n Q a — (Da) o a) E Z � > >, >, Z � p p M I- H I- p co I-m F- I- f- 4- :CZ; W W N M W W d M CD - CO - .V L n Q i-- U p O a c� z U L � O ~ w O o a`) p = , J z ) O LO Ln O LO LO Lf) O CO cC vj _ � 0 Cl) CD M M V- O p 5 N c O F- LO LO LO Lii LLO LO LO Q 2 — 9 69 6F} 6F} Ef} 6F} EF} Q O w 6 Qzn. CO I— J w Q " X o U z 2d ON ~ z0 0 0 0 0 0 0 0 cu ai a a Q aXi = 0 w 64 D V> 9 64 O o ~ C ? a O u- w I— C9 co ca U Q z E O O O O O Q COS o 0 0 0 o 0 0 z o 0 N o 0 , N N , N N z w O O O U J w Q Q Q a, Q Q Q Q z w N N N 0 CV N N N z z Of 4 4 O f 19t d d' O Q Q (D O O ti Q CD (D O I- a Q 0- ate. 0- O a a_ a a_ CD z F- N U (D m m m Q m m m W Of U U U < U U U U) CO U U) U) U) N Q Q :E U 0 0 om U 0 0 p O M O M I— t- F- g m W Z w w �i ri w u L6 6 r� U) cn — v � o a) U z H Q U p .=~ z > O .a 72 L o LO J c CL (L U JE �� m 0 I- 0 0 0 Lf) C = _ ? a O o W W U CL 06 x Z 6 = vi U 0- ° _ — oU) z Q U) 0 c = z >- � O LL Q L a CL jL I- m m m Lo ti ti 20o � = 0 W z z z � � Cl) O p U v U (L C ❑ U O Z w o a U z c6 Q N z > CD R0 � z' o LO o CL a �- m co ti oo ui CO '� = p ? a z z N U Q O LL W V az E E E Z w - o 0 0 0 O cu J J U Q 0 m W Z X �_ 0¢_. N N Z O 0 (0 J 4 I� Q H J J 0 Q p am (D 0 d a o o = U D (L d CG U w a) U) N U O x m d m m r' p X Q E Q 4 N 0 � U `o w U) (n t O❑_ = H =c O Q a •�= I- I O O = > a) > aZ O � Q Q Q c 0N O hW- Z w oo 6 w w U) - U) (n U) U O a 0 z U x LL J 0 o N U Z Q CD R 'c z } � O a o � o 0 v N p a F- 0 75 N •� � O H W z 1- z Q > C (D Q 2 U Z d E!3 F- J W 2 00 F- z i V 0 c o 0 I- m cox 0 CD to o 0 Q a) = o2 � z z — D O u- w I- 0 U) Q Q Z E U) .E U) U) .� U) O o o o o �•_ 1- Z z Cl) o 0 0 0 O U � J J U Q 0 m W U a > N N z Z p ° x 4 o O ca J cfl Q J o Q o 0 CD �t a p o = E U a N U O U m d m m O p X o cc� 2 0 LU LU cp ca N = U 0 m ii F'- F- ON O = O F- F- F- F °' 1- m Hz ww °° 6 LU � w r cNi CO — CO p cn v CU cu X o U) CO U a'� z � — O a a o E"" Q J ° •� a d F- m m m m m m J x r O Cl) D o ~ W Z Z Z Z Z Z = Z a O L- ® U) U D W U a x O06 Z L o _vi w U a_ :- — o (1) U Z L Q � CL -a z CL CL m m m m N tt !� o � = 0W � �W z z z z ° ° U 0 � U R 0 � Z A- H J X o (1) U Z z r n' O o o c o 0 0 ti I �-- LO o ? oaf N N cc o o C11 co N N = ° LU ° ? a Q a — � Q O u- w UQ z E U .E <n E ( .E u) � .� cn Q D0 o o o o o o z Z W — o 0 0 0 0 0 OO J � } w Of N N > N N �` N N Z D N N Q N N W N N Z 0 X O of CD O 0 O O I.I.. Q CO L N U m m U m m U m m a� Q Q Q Q Q Q UQ c �w > N O CO U) U) U) 0 — Z > ~ CL 0- > v a Q> v 0 (DN E J Z >+ >+ Z >+ >+Z ~ Q >, > O O co I- I- O cm H F- E m ~ ~ ~ W c c w0ww C Uw r (0 W ¢ i— zco— � F- cn �= :�i U Q O 0_ a C7 z_ U X OJ O 0 a`)) UZ a. m m m m m m Q + .L. c 00 0 �_ 0 0 0 0 0 0 Q > _ Q = 0 Z W z z z z z z H a. J W 2 00 z° � R0 0 0 0 0 0 0 a m tea ~ L6 f Q 0 = o0ZW V> � � V> V> � — 0 O L- w (~j Qz E U) .E U) E U) .E u, U) .� 0 L I I i Z W _ o 0 0 00 0 OO J � } w i z N N Q N N W CN N Z ~ O a_ > 0 Q 0 X ~ w (D o O ~ o J U) N U m m U m m U m m w > Q U Q Q Q Q N o O U) CO o to w o (n Cl) 0 = U tL � � 0 � 2 U w > 1— a) m > �- 0 a> > �- W a) Z Z � Q Zlt >1 az ~ CL Q Q Q Oct 0co F- Occoo F- m g �-- � F- � � -SW wOUW CO Uw jai coUw � ti ao W w ~ Q � zU) - 2 r U) co :E I— U M 0 O a. O z U M > to � o LL fC -0 fC X L Fa E O NCD L Q Q J C = a p �O n' O O CL L ca J (n > r O r p r r = p N N O O OL � 0 U) EA O O 00 Q WVN aCi a O X G) G) L J p =d N W � N Om (ai) Q.t L C Lm C Qa 00 m .0- o N -a N E C � N O p cv C w Q v v F-- Fo- al ` N 0 ti d, °s jEm `m � z O z a a LL U cfl g co o Q = X L. o L O L N rL 4 c Z O O MO O N G O O F— r F— O O m U a) ff} O 4A EA J a a a a D z z Q CO _r N co N > N .� U ins U cn V/ LL L L >, >,O to 0) U > > 0) U > > U N 0) Y c� °� m m ca '� a) a) U a) U i U i � Q L w 'a p C C m a p C C `o m > Q 0 0 LL z 0 < O N C'7 Cfl U D cl O 0 z U a LL w D 0 Q O C L O Q� J X 0 F- Q y J O O O N L C N 00 a Z m m a. Z m O Q Q 0- O .� '" O O O O Z (A U m Q = �_ z z = o Z N o Q to Co CU = H m FO- C6 c O > °- z a 69- LL m L iO x � CDN a) 6,� Mo o CL ui +, d =La 60- N = 60- N Z G p>, O F- L F ~ 0 cn J a a Q D z z Q a o cu o m L a) a, CD c`B c`v N (D L N t N � 4 1•� U c� 1U U COC13 cm m ❑ VI U! ^L^,, L L L ^L^`` 0 N U > > U > > U N a) '� aD N U N U U ❑ ❑ U i p p Q Z U L } L � W W O �_ C > O Q C C a) o m >_ 0 ❑ LL >� ❑ LL 2E � ❑ Z (DQ 6) O J CV C 5 4 L6 O �— N N LL N N N N N 4- c E E E E E E E E O O n. 0- Q. 0- E 0- 0- Q n. N LO d d m v d �r Ln o °' E E E E E E E E E = r co a o o cu g o r r n C° r— ` — P- CD O O a. o ° Un cn t) iO � ri uL_ LL_ LL_ ti C7 >, rZ Z 0 a 0 0 0 0 0 c c c c LaL coo .� m LO �_ (n v � O C° � r- 00 r- (D co ~ N C L O L Cfl N o ~ CDo o (0o r- Q c Ln i i i - - F- w - L U U J _0 Q ry a a m m c ® m O Q `= Q c 0 (n o E cA c E °a r= UL U c U 2 U 2 a aa)i U 0 Q O Ln w U ~ 0) C� L 0 o rn o cfl O ti ao 0 0 car U') F— ce) N O CA LO N Z CV O U = a) U) O — J O E C N C — 0 O .� Q i <4 O U) � > d a- C a) L Q. Z .§ C LO a) Q Z C C LU Ca Q) a Q O N Q Q o a U o L U) CO 0 O CN 21 mil+ C Ocu co m Co y r C 06 Q. 06 C2 06 Q. 0 � O C O O O N (n o 0 M 0 � 0 E = U U U c L U O O -O Q Q N J () c (n c (n c c J Z Q Q O Q O Q O c� - o 0 �(n( 0 0y 0 C0 0 U Q � co MM MM MM U vi —1 7O + O ++ O r U) U) (n (n C L Ccc m U) >1 a � L U > x x x x () ca O a) O a) O a) O m _I co a) a) a) a) cB (L Q 0-- U w U � 0 W J 0- F- H I- I- > a•MO°••e cou'v s. >: a •° °••vee•° o TAKINGS IMPACT ASSESSMENT CHECKLIST Complete this form for any county action that involves the adoption of a regulation, policy, guideline, court resolution, or order. Bid No. 2019-264, Annual Contract Project/Regulation Name: for 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.