Item 4L MemoItem 4L
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M E M O R A N D U M
(October 20, 2020)
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 2,202 data points, is 82.6.
In FY 2020, the Division completed 14 of the 15 selected roadway
segments including Johnson Road, Dove Road, and Ten Bar Trail.
In addition, the Division also completed enhancements within Town
Square with resurfacing of Federal Way and Main Street. For FY
2021, the Division plans to address approximately 9 roadway
segments with a PQI average of 42.9. These roadway segments
total 1.7 miles which will be resurfaced as part of the pavement
rehab program.
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Below are the projects selected, along with their PQI scores,
distance in linear feet, and estimated costs. The Division’s goal is to
complete all roadway segments by the end of the third quarter o f
FY 2021.
FY 2021 Pavement Rehab Program – Scheduled
Segment PQI Length (ft.) Est. Costs
Simmons Ct. 69.4 1,683.0 $ 168,118.80
Briar Ln. 44.2 1,251.7 $ 108,479.58
Brookwood Ln. 40.0 567.0 $ 56,699.43
Hillcastle Ln. 40.0 498.3 $ 49,829.50
Hillside Ct. 40.4 979.7 $ 87,447.98
Hilltop Dr. 42.2 1,178.8 $ 102,161.65
Raintree Dr. 40.0 1,261.6 $ 126,158.74
Westpark Cir. N 40.2 564.8 $ 56,479.44
Westpark Cir. S 29.9 711.7 $ 71,169.29
Est. Total $ 826,544.41
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 July 17, 2020, the City of Grand Prairie renewed its contract
RFB-16112 for pavement resurfacing services with RAC; this
renewal is the fourth and final one-year renewal option (Attachment
A). On October 20, 2020, Tarrant County is expected to renew its
contract 2019-264 to five supplies of asphalt paving materials; this
is the first of two one-year renewal options (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”.
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For the past four fiscal years, the City has spent the followin g with
RAC for the purchase of asphalt materials and pavement
resurfacing services:
• FY 2017, $ 310,058
• FY 2018, $ 610,725
• FY 2019, $ 401,066
• FY 2020, $ 1,495,630
Funding for these services is provided in the General Fund of the
FY 2021 budget via the annual operating budget for the Streets &
Drainage Division and the Capital Improvement Program 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.
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 $1,500,000.
Supporting
Documents: Attachment A: City of Grand Prairie Renewal Contract RFB-16112
Attachment B: Tarrant County Bid Contract 2019-264
Staff
Contact: Rob Cohen, Director of Public Works
Jack Thompson, Operations Manager
VENDOR AGREEMENT NAME 16112 REYNOLDS ASPHALT
DESCRIPTION PAVEMENT RESURFACING SERVICES
VENDOR NUMBER 3514
AGREEMENT TYPE SERVICE
PO NUMBER/CONTRACT 281
LINE-DESCRIPTION DESCRIPTION2 BASE-COST UOM
1 HMAC Type D Delivered Default 232010-02004703-63030 74.50$ TN
2 HMAC Type D Delivered <1499 TN Default 232010-02004703-63030 80.00$ TN
3 HMAC Type D Delivered <499 TN Default 232010-02004703-63030 92.00$ TN
4 HMAC Type C Delivered Default 232010-02004703-63030 74.00$ TN
5 HMAC Type C Delivered <1499 TN Default 232010-02004703-63030 78.30$ TN
6 HMAC Type C Delivered <499 TN Default 232010-02004703-63030 92.00$ TN
7 HMAC Type B Delivered Default 232010-02004703-63030 73.50$ TN
8 HMAC Type B Delivered <1499 TN Default 232010-02004703-63030 77.00$ TN
9 HMAC Type B Delivered <499 TN Default 232010-02004703-63030 91.00$ TN
10 Additional Mileage Charge Default 232010-02004703-63030 0.60$ TN
11 Move In Charge Default 232010-02004703-63030 1,200.00$ EA
12 Thorough Fare Traffic Control Default 232010-02004703-63030 2,400.00$ EA
13 Manhole Ring Riser Default 232010-02004703-63030 250.00$ EA
14 Valve Ring Riser Default 232010-02004703-63030 150.00$ EA
15 Base Repair Default 232010-02004703-63030 67.00$ SY
16 Flex Base Compaction only Default 232010-02004703-63030 32.20$ TN
17 Recycling 8" Deep Default 232010-02004703-63030 7.90$ SY
18 Recycling 8" Deep <2999 sqyd Default 232010-02004703-63030 9.00$ SY
19 Recycling 8" Deep <1399 sqyd Default 232010-02004703-63030 16.50$ SY
20 Hauling Excess Material Default 232010-02004703-63030 18.70$ CY
21 Hauling Excess Material <100 c Default 232010-02004703-63030 21.00$ CY
22 Hauling Excess Material <50 cy Default 232010-02004703-63030 30.00$ CY
23 Milling - Wedge Default 232010-02004703-63030 3.80$ LF
24 Milling - Full Depth Default 232010-02004703-63030 4.50$ SY
25 Backfill Default 232010-02004703-63030 0.75$ LF
26 Pulverization Default 232010-02004703-63030 4.45$ SY
27 Petromat <2500 sqyd Default 232010-02004703-63030 5.35$ SY
28 Petromat 2500-4999 sqyd Default 232010-02004703-63030 3.15$ LF
29 Petromat >5000 sqyd Default 232010-02004703-63030 2.60$ SY
31 BACKFILL SHOULDERS Default 232010-02004703-63030 1.40$ LF
32 Milling - Full Depth Default 232010 0200470363030 4.50$ SY
VENDOR AGREEMENT PRICE DETAILS
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Lydia Ruiz
From:Brandie J. Bingham <BJBingham@tarrantcounty.com>
Sent:Monday, October 5, 2020 8:34 AM
To:Lydia Ruiz
Subject:RE: Bid No. 2019-264
Looks like Oct. 20th.
Thank you,
Brandie Bingham
Senior Buyer
Tarrant County Purchasing
From: Lydia Ruiz <lruiz@ci.southlake.tx.us>
Sent: Monday, October 5, 2020 8:33 AM
To: Brandie J. Bingham <BJBingham@tarrantcounty.com>
Subject: RE: Bid No. 2019‐264
EXTERNAL EMAIL ALERT! Think Before You Click!
Good morning Brandie,
Thank you for the update. If you don’t mind me asking, when will the renewal be available?
Lydia Ruiz
Executive Secretary
Planning & Development and Public Works Admin
817-748-8098
From: Brandie J. Bingham <BJBingham@tarrantcounty.com>
Sent: Friday, October 2, 2020 10:54 AM
To: Lydia Ruiz <lruiz@ci.southlake.tx.us>
Subject: RE: Bid No. 2019‐264
It has not been renewed just yet. I am working on it.
Thank you,
Brandie Bingham
Senior Buyer
Tarrant County Purchasing
From: Lydia Ruiz <lruiz@ci.southlake.tx.us>
Sent: Thursday, October 1, 2020 1:18 PM
To: Brandie J. Bingham <BJBingham@tarrantcounty.com>
Subject: Bid No. 2019‐264
EXTERNAL EMAIL ALERT! Think Before You Click!
Good afternoon Brandie,
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Has Tarrant County renewed this contract? If so, can you please provide me a copy of it? Let me know if you have any
questions.
Thank you,
Lydia Ruiz
Executive Secretary
Planning & Development and Public Works Admin
817-748-8098