Item 4H MemoItem 4H
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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:
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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.
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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.
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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
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