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.
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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.
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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
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