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Item 4J - MemoCITY OF SOUTHLAKE MEMORANDUM (June 7, 2022) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Item 4J Subject: Authorize additional expenditures with Reynolds Asphalt & Construction Co. (RAC) for pavement resurfacing services and for the purchase of asphalt paving materials in an amount not to exceed $2,300,000. Action Requested: Authorize additional expenditures with Reynolds Asphalt & Construction Co. (RAC) for pavement resurfacing services and for the purchase of asphalt paving materials in an amount not to exceed $2,300,000. 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 2,433 data points, is 80.0. Financial Considerations: City Council authorized expenditures with RAC at the October 19, 2021 Council meeting in an amount not to exceed $1,650,000. To date in FY 2022, $1,487,941 has been encumbered for paving projects. 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. Page 1 of 3 Item 4J The table below itemizes services performed and scheduled to be performed by RAC in FY 2022: FY 2022 RAC Services to Date Cost Asphalt Materials $ 27,450 SLTS — Prospect Street $ 62,328 SLTS — Grand Avenue $ 57,509 SLTS — Summit Avenue $ 46,375 Pine Drive $ 263,794 Cherry Lane $ 69,599 Raintree Drive $ 218,879 Cherry Court $ 13,793 Briarwood Drive $ 202,765 Greenbough Lane $ 197,384 Rainforest Court $ 102,776 Rolling Lane $ 173,729 White Chapel Court $ 51,560 Expenses -to -date $ 1,487,941 Shady Lane $ 522,375 N. White Chapel Blvd. $ 150,000 Total expected expenditures $ 2,160,316 As projects increased to complete, and the scopes of scheduled projects increased, therefore staff is seeking additional authorization of expenditures up to $2,300,000 for the remainder of the year should unforeseen field conditions increase the scope of these projects. Funding for these services is provided in the General Fund via the Streets & Drainage operating budget and the Capital Improvement Program budget. Expenditures will not exceed available 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, 132: Collaborate With Select Partners To Implement Service Solutions, and F2: Invest To Provide & Maintain High Quality Public Assets. The Critical Business Outcome is, CBO2: Enhance Mobility Through Aggressive Traffic Management Initiatives And Capital Project Implementation. Page 2 of 3 Item 4J Citizen Input/ Board Review: None. Legal Review: None. Alternatives: The City Council may approve or deny the request. Staff Recommendation: Authorize additional expenditures with Reynolds Asphalt & Construction Co. (RAC) for pavement resurfacing services and for the purchase of asphalt paving materials in an amount not to exceed $2,300,000. Supporting Documents: Attachment A: City of Grand Prairie Contract RFB-21117 Attachment B: Tarrant County Bid Contract 2019-264 Staff Contact: Rob Cohen, Director of Public Works Jack Thompson, Deputy Director of Public Works — Operations Page 3 of 3