Loading...
Item 4L MemoItem 4L Page 1 of 3 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. Item 4L Page 2 of 3 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”. Item 4L Page 3 of 3 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 1 3 1 4 0 3 1 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,  2   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