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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 1 3 1 4 0 3