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Item 4ECity of Southlake, Texas MEMORANDUM November 20, 2007 To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Public Works Director Subject: Approve the use of FY 2008 and previously budgeted funds for repair of concrete paving and the placement of sidewalks /trails through the use of an inter -local agreement with the City of Grapevine. Action Requested: Approve the use of FY 2008 and previously budgeted funds for repair of concrete paving and the placement of sidewalks /trails through the use of an inter -local agreement with the City of Grapevine. Background Information: Throughout the year, the Operations Divisions of Public Works and Community Services have the need to hire a contractor to make repairs to concrete streets, sidewalks, trails and other concrete structures as well as constructing new improvements. The need for these repairs and improvements result from utility repairs, normal wear and tear, implementation of pedestrian mobility plans and pavement failure. On June 20, 2006, the Southlake City Council approved an inter -local purchasing agreement with the City of Grapevine. The City of Grapevine presently has an annual contract with Manning Concrete resulting from competitive bids solicited in accordance with state law. In order to facilitate necessary concrete repairs and to take advantage of pricing obtained through the competitive bidding process; staff feels that using this contract is in the City's best interest. This item provides authorization to use budgeted funds from various sources under this purchasing agreement. Financial Considerations: Funding for improvements and routine maintenance of pavement, sidewalks, trails, and other concrete structures is provided in the FY 2008 operating budgets for the Street and Drainage Utility divisions, the Community Services budget and in the current and previously approved Capital Improvement Programs. Citizen Input/ Board Review: None Legal Review: None. Alternatives: The City Council may approve or deny this request. Supporting Documents: City of Grapevine pricing contract with Manning Concrete. Inter -local Purchasing Agreement with the City of Grapevine Staff Recommendation: Approve the use of FY 2008 and previously budgeted funds for repair of concrete paving and the placement of sidewalks /trails through the use of an inter -local agreement with the City of Grapevine. Staff Contact: Robert H. Price, P.E., Public Works Director Steve Polasek, Community Services Director Chuck Kendrick, Deputy Director of Public Works /Operations 20707 -- Cart --26 03:36 PM City of Grapevine Ptirchosing 8174103066 Commodity Items Awarded T6 Tht,' Vondor ftgm #### Item DesgrE tr ion Gl �y PN Ot. Unit Ven Price 01 Price per occurence of 4" thick flat work -to perform all N/A 1 Sq_ Ft_ M.f) O concrete work/No rernovsVdisposat /Forprojects of 1- 500SF 02 Price per occurance of 6" thick €1Gt t+vork -to perform all WA 1 Se. Ft. $6350 Cites of Graygylru. Tbxas COM,MOd'11 C€ ntradS Catalog e Nk 500SF eS 43 [3 st f t� tCtr€ �e jc.es -Concrete Fie € -Work .... . N/A 1 Sq_ Ft. $6.500 Vendor LAanntn oncrete 5a�vin Contract Ends or # r� eeWs Q 6/7/2008 Vendor Co ntact Henry MAnninq Vendor Phone (01.7) 244 -6862 P urchase Order 9 17182 Vendor Fax (617) 244 -0662 Contract# 204 204 - 2004.17182 Vendor Type PRIMARY Contrac Rernarks; plus Commodity Items Awarded T6 Tht,' Vondor ftgm #### Item DesgrE tr ion Gl �y PN Ot. Unit Ven Price 01 Price per occurence of 4" thick flat work -to perform all N/A 1 Sq_ Ft_ M.f) O concrete work/No rernovsVdisposat /Forprojects of 1- 500SF 02 Price per occurance of 6" thick €1Gt t+vork -to perform all WA 1 Se. Ft. $6350 concrete werklNo removalldisposal /For project of 1 500SF 43 Price per occurance of 8" thick flat work -to perform a N/A 1 Sq_ Ft. $6.500 concrete work /N rem ovoUd isposal /For project of 1- 500s 04 Prim per occurance of 4" thick, flet work -to perform. all tV /A 1 Sq. Ft_ $3.950 concrete worklNo removal /disposal /For project of 50t}SF plus 05 Price per occurance of 6" thick flat work -to perform all N/A 1 Sq. F1, $6.150 concrete workiNc r emovatidisposal /For project of 500SF plus OCR Price per occurance of 8" thick flat work -to perfntm all N/A 1 Sq. Ft. $6.350 concrete worWW removal /disposal /For project of SQOSF Plus 07 Price per nccurance of 4" thick flat work-fn perform all N/A 1 Sq, Ff. $6250 concrete work ncluding removalldisposatlt=or project of 1- 5008F 08 Price per occurance of 6" thick flat work-to perform all NIA 1 Sq. Ft. $8.500 concrete worklinrluding removalldisposal /For project of 1- 5009 F F4,111 y, OrfR 26. 2007 Pilo I Pp 4/9 200 -2 03 PH Ci.? y of Grapevine P zrTl,�v it 8174103066 Con - rzrradity Items Awarded 7°6 7"' /ais Vendor ttern Item DescrQ ion City PN _Qty tJnit Vendor Price 09 Price per occurance of 8" thick flat work - to perform all NIA. 1 Sq. Ft. W500 concrete work /Including removal /disposal /For project of 1- 500SF 10 Cit of Gripevinee, Texas Com—oity Contracts C talon k �� �bT concrete workAncludinq removal/disposel /For project of (:onstruction Services - Concrete Fiat Work Vende l�lar IVIanNrt,g Concrete Satnrinq Contract Inds or Rbn &w 4 taf 1'12008 Vend Zontntt HQrtrtr_l�sl�nning Vendor Phone 847 244 -6862 I'urchasa Drder # 17182 y Fax (817) 244 -0602 Contract 204 -2044 -17182 Vendor 1yI)e _ PRIMARY Contract Remarks; concrete workltnctuding removal /dispersal /For project of Con - rzrradity Items Awarded 7°6 7"' /ais Vendor ttern Item DescrQ ion City PN _Qty tJnit Vendor Price 09 Price per occurance of 8" thick flat work - to perform all NIA. 1 Sq. Ft. W500 concrete work /Including removal /disposal /For project of 1- 500SF 10 Prig per occurance of 4" thick fiat work -to perform all NIA 1 Sq_ Ft. `iy5.500 concrete workAncludinq removal/disposel /For project of 5003E phi's 11 Price per occuranca of Ca" thick flat work4o perform all N/A 1 Sq. Ft. $8.256 concrete work/Including rarnoval1disponal /For rroiect of 500SF plus 12 Price per occurance of 8" IN& flat Work -to performs all N/A 1 Sq. Ft. $8.250 concrete workltnctuding removal /dispersal /For project of 500,F Plus 1a Price per occurance of 4" thick handicap rarnrps -to NIA 'I 5q, rt. $4.000 perform all concrete work/Including removal /disposal /Fur project of 1 -5008F 14 Price per occurance of 4" tHok handicaps ramps -to N/A 1 Sp. FL $3.950 perform all concrete workllncludln0 removal /disposal /For project of 500SF pleas 15 Prins per occurinco of 6" thick vertical retaining wall -to MIA 1 Lim Ft. perfor,nn al! concretee work/ /For project of 1-2` High veal! 16 Price per eaccuranCe of 6" thick vertical retaining wall -to NIA 1 Lin. Ft. $42.000 perform all concrete work /!For project of 2 -3' High wall Prldoy, 4ctobrr 26, 21107 Fire c 2 of 3 5/9 2007-Oct-26 03:37 PM City of Grapev Purchasing 8174103066 C , Uy d, Grauvk t� Texas Commodity Con;rgigts Catalog I i T Gonsfrnct{on. Concrete Flat Work Ve nd or lame _ Manning Concrete Sawing Contract fi=nds or Renews a 61 Vendor Contact h 2T.ry fUnr►ing Vendor Phone !617'1 244 -0$62. Purchase Order # 17182 Vendor Fax !817) 24d_06Q2 Contract 204- 2004 - 17182 Vendor Type _ � PRIMARY Contract R emarks: Awarded To This vlendan-r item # Item Do cr&(p ._ City PN Pty !nit ! Vend Price 1 Price per occurance of 6 thick vertical retaining wall -to NIA. 1 Lin_ Ff. $76.000 perform all concrete work//For project of 4 plus' High wall 18 Price per occurance of 1' thick vertical retaining wall - to ILIA 1 Lin. Ft. $29.000 perform all concrete workllFor project of 1 - 2' High wall ig Price, rer occuranne of V thick vertical reteinincg wall -to NIA; 1 Lin Ft.. $57.OGO perform all concrete +w6rkllFor project of 2 -3' High wall 20 Price per occurance of l' thick vertical relalning wall - NIA 1 Lin. Ft. $96noo rerfnrrn ail concrete worklfFor project of 4 plus' High wall 6/9 rrdr &r,`, October 26, 2007 Page afJ 2007- Oct -26 03:37 PM City oi' Grapevine Purchosing 8174103066 Construction Services - Concrete Flat Work !l Narne - Col C onstruction Contract Fnds or renews o 61412068 Vendor Contact Donnie Hunt Vendor phone — fR'17] a3t - 9636 Pg rchase Carder fl 17183 Vendor Fax __..__ (817) 374 -5258 Contract fk 204- 2004 -! 7183 Vendor Tv e SFCO� NARY Contract Rgmarks; Commodity !terns Awarded To This Vendor !teat # Item Description City PN gty Unit Vendor Price 01 Prfu_ par occurance of 4" thick flat work - to perform all NIA 1 Sq. Ft. $5.250 concrete work /No removal/disposal /For project of 1- 500S1= 02 Price per occurance of 6" thick flat work -to perform ail NA concrete work/No removal /dIsoosallFor project of 1- 5ta�'Sl' 03 Price per occurance of 8" thick flat wprk-to perform all N /A concrete work/No removalldisposal /For project of 1- 5005F 04 Price per occurance of 4' thick fiat work - fa perform all NIA concrete work /No rernovalldisposallFvr project of 500SF plr±S U6 price per occurance of 5" thick fiat work -to perform all N/A concrete +ivarkiNe removal /disposal /For project of 50I?SF plus CAB Price per ocmrennn of 614 thick flat work -to perform all NIA concrete work /No rernovalldispesol /For project of 500SF phis 07 Price per occurance of 4" thick flat work -to perform all N/A cortorete workllnduding re€no allclfspossf /For proj of 1- 500SF 08 Price per occurance of 6" thick flat work-to perform all N/A Concrete work /Including romovalldisposallFor project of 1- 500SF Cathy, Ocut ei- 26, 21107 Yaffe I of 3 1 Sq. Ft. $5..800 1 $q. Mt. $7.100 1 5q. Ft. $5.uG(l 1 Sq. Ft. $5. iota 1 Sq, Ft. $6,500 1 Sq. Ft. $6,250 1 4 Ft- $7.850 7/9 2 - Oct -26 03:17 PM City of Grapevine Purchasing 8174103066 MLM C City o f Grp ovtn Texas Comm �dst' Contracts Catab � �.. : • S ag5 S erWces- C oncrele-Flat W drk a Vendor Dame C Cole Construction C ontrect En or Renews o . .6/4 .12008 Vendor Contact D Donam Hunt. Vendor Phone ( (817) ) 431-9636 Purchase Order # 1 17163 Vendor Fax ( (8 1 ,7%, 379-5258 C:ontr 2 204 -2 404 =1 7183 Vendor Type S SECO NDARY Contract Remarks: Commodity dity Items Awarded To This Vendor Itern ## Item Descrio } inn CI�PN Qty tint Vfn dgr €?rice 09 Prue per onnurance of 8" thick flat vgark -to perform all ILIA 1 Sq Ff. $8.750 concrete work/Including removal /disposal /Fran project Of 'I- 500SF 10 Price per accurance of 4" thick flat work-to perform all ILIA 1 Sq, Ft. $6.000 concrete work /Including removalldisposaWnr project of 500SF plus 11 Price per accurance of 6" thick flat work -to perform all NIA 1 Sq. Ft, $7MO concrete work / €nclud €ng removal /disposal /For project of 5008F plus 12 Price per accurance of 8" think flat w❑rk -to perform all N/A 1 Sq, Ft. $8.600 concrete work /Including rerr oval /disposal /For project of 5008F talus 13 Price per accurance of 4" thick handicap ramps -to 14 /A 1 Sit, Ft, $8,500 perform all concrete work /Includ ing removal /disposal /For project of 1 -500SF 14 Price per accurance of 4" thick handicap ramps -to N/A 1 Sq, Ft. $8.500 perform all concrete workl €nclud'€ng removal /dlsposallFor project of 500$F plus 15 Price per occurance of 6" thick vertical retaining wail -to NIA 9 Lin Ft- $47.000 perform all concrete v / /Fqr project of 1 -2' High wall 16 Price par accurance of 5" thick vertical re-tolning wall-to NIA 1 Lin, Ft, 158.000 perform all concrete work / /Far project of 24 High wall Frith.')" MfDber 24, 2001 page 2 Of 3 W 2047- Or.t -26 03:38 PM City of Gr'app� --ine Ptirchrisinq 8174103066 } Q& of Gia eying Tex-a° Commad { on'tyrads ( '� re Construction Services- Concrete Filet W or k Vendor Name Cole construallor contract E nds or Renews a F`W20013 Vendor Contact 2onnie Hunt Vendor Phone _._ tt317 431 -9636 P umbase Order .. 17,83 Vendor Fox _ � 1817) 379 -5258 Contract # 204 -2004 -17183 Ver clor T yc o StECOND Contra remarks Ccrrimu Pity Mierris warded To TIVS Vendor Item € 4tam U¢ccrlP Min ty PIS! pN Unit Vendor price 17 Brice per oc;curance of 6" thick vertic,�l retaining well -to NIA 1 Lin. Ft. $90.000 perform. all concrete work /IFor project of 4 pits' High wall 18 Price per occureance of 1` thick vertical retaining wall-to NIA 1 Un R. $62 OOD perform all ooncretw work/IFor project of 1 -2' High wall 19 Price oar occurance of 1' thick vertical retalring wall -to N /A 1 Lin. Fl, $75,000 perform all concrete workl /For project of 2.3' high wall 20 Price per occurance of 1' thick Vertical retaining Wall-to MIA 1 Lin. Ft. $126.000 perform all concrete work //Far project of 4 plus' High wall 919 rilid a,i•, (3ctobew 26, 2007 Page 3 err 2007 - Omit -26 03;36 Per City of Grapevine purnhasing 8174103066 3/9 POEMO TO: HONORABLE MAYOR AND MEMBERS GF THE CITY COUNC FROM: BRlz NO RUMBELOW, CITY MANAGER MEETING DATE, JUNE 5, 2 SU „EV T . RENEWAL GE Dl® 204 - 2004., ANNUAL CONTRACT TO PROVIDL ColgcRETE CONSTRUCTION SERVICES RECD NDA 1ON City Council to consider award of annual contract renewals to Manning Concrete (primary) and Cole Construction (secondary) for concrete (flat work) construction services. Purchases will be H.,nited to the annual budgeted amount for this commodity. FINDING gOURCE: 174-4330 " -0 St. � Replacament'Transportation Infrast, Maintenance Bids were taker. in accordance with Local Gover Code Chapter 252, Subchapter B, Section 252.02 (a) and Section 252.041 .;ai- The bid was advertised in the Fart Worth Star Telegrdfn on September 16, 2004 and September 23, 2004. Bids were issued to eight vendors with all eight responding. This bid way firs: approved by Council on Gctober 19, 2004 and was issued to establish fixed annual pricing for concrete construction services to be purchased on an as needed basis by City Departments. This 000ntract established fixed squart foot unit pricing for concrete flat work and handicap ramps in various thicknesses and linear Moot unit pricing for retaining walls in various heights. The initial contract was for a one-year period with an option to renew the contract for four additional one -yeas periods. If renewed, this would be the second renewal period, Eight vendvcz msporided to this bid. With the excnptlon of Ed A. Wilson Company, all vendors met the requirements and specifications requested in the bid. Ed A. kAhson company should not be considered for an award because they require a1,0' minimum order. Since some of the work involved may fall under V., 00, the minimum required would penalize the City for small jobs. The lawest overall Unit pricivig was submitted by Manning Concrete. Manning has performed these services satisfactorily in prior years. The second low bid was from Green Scaping and the third low bid (that met the specifications and requirements of the bid) was from Cole Construction Company, Manning Concrete and Cole ConstruQtion have agreed to renew the contract with no increase in unlit pricing. Green Scaping declined to renew as secondary supplier. 'w;aff recommends renewal of contracts to Manning Concrete as primary vendor and (ule Construction at� secondary vendor for concrete construction spruces, CD October 26 2007 13:21 PM) 2007- fact -26 09!36 PM City of Grop(nvine PurchasIng 8174103066 1/9 'UM V1 N E ° t ;, ti •.z ,A Future With A .fast March 20, 2007 City of Southlake Purchasing Department Rttn: Debra Russell Fax # 817.748.8048 Re: Bid 204-2004 Debra: Attached is the agenda memo to our City Council approving the contract for City of Grapevin° Sid # 20442004. Also attached is a copy of the item sheet with pricing from both vendors. Let me know if you need anything else regarding this. Gary Roscher Purchasing Coordinator City of Grapevine 817 -410 -3338 817 -4110 -3088 (Fax) grost;her(,&.grapQvinPte-xas -gov Y -5.. 1 I Purchasing - (817) 410 -3336; Fax (917) 410 -3066 Or ice Address: 501 Shad Brack Drive, Rvorn 9108, Grapevine, Texas 76,05 ) Maili€ - Address; RO, Box 95104 G:•apevinc, Tex .q 76099 OFFICIAL RECORD INTERLOCAL COOPERATIVE PURCHASING AGREEMENT BY AND BETWEEN THE CITY OF GRAPEVINE, TEXAS AND THE CITY OF SOUTHLAKE, TEXAS THIS AGREEMENT is made and entered into by and between the CITY OF GRAPEVINE, a home -rule municipal corporation located in Tarrant County, Texas (hereinafter referred to as "Grapevine "), and the CITY OF SOUTHLAKE, a home -rule municipal corporation located in Tarrant County, Texas (hereinafter referred to as "Southlake "). WHEREAS, Section 271.101, Local Government Code, allows local governments to participate in cooperative purchasing programs which allows the local governments to purchase from a contract currently existing between another local government and a vendor, and such process satisfies the state law for competitive bid requirements; and WHEREAS, Grapevine has established various contracts for products and/or services, and Southlake has a need for some of the products and/or services and desires to enter into a Cooperative Purchasing Agreement with Grapevine pursuant to Chapter 271 et sea. (Cooperative Purchasing Program), Local Government Code; and WHEREAS, Southlake agrees to prepare, execute, and administer its own contracts with each contract vendor and the City of Grapevine shall not be a party to Southlake (City's) agreement with the vendor. NOW, THEREFORE, Grapevine and Southlake, for the mutual consideration hereinafter stated, agree as follows: I. EFFECTIVE DATE The effective date of this Agreement shall be effective upon execution by the parties. II. DUTIES OF Southlake (City) Southlake (City) agrees to prepare, execute, and administer its own contracts with the contract vendor and Grapevine shall not be a party to the agreement with the vendor and the other governmental entity. Grapevine shall have no obligations for payment to vendor for any services or goods incurred by any party other than Grapevine. Any payments owed the vendor for services or goods shall be paid directly by Southlake (City). Southlake (City) will be responsible for the vendor's compliance with provisions relating to the quality of items and terms of delivery; and any other terms or conditions of its agreement with the vendor. III. Current Revenue The City of Southlake, Texas hereby warrants that all payments and disbursements required of it hereunder shall be made from current revenues budgeted and available to the City of Southlake, Texas. IV. TERMINATION This Agreement may be terminated at any time, with or without cause, by either party giving thirty (30) days advance written notice to the other party. V. NOTICE Notice as required by this Agreement shall be in writing delivered to the parties via facsimile or certified mail at the addresses listed below. Each party shall notify the other in writing within ten (10) days of any change in the information listed in this paragraph. GRAPEVINE Bruno Rumbelow CITY MANAGER City of Grapevine 200 S. Main St. Grapevine, Texas 76051 Telephone: (817) 410 -3335 Facsimile: (817) 410 -3066 SOUTHLAKE Shana Yelverton CITY MANAGER City of Southlake 1400 Main St., Suite 440 Southlake, Texas 76092 Telephone: (817) 748 -8003 Facsimile: (817) 748 -8010 VI. HOLD HARMLESS Each party does hereby agree to waive all claims against, release, and hold harmless the other party and its respective officials, officers, agents, employees, in both their public and private capacities, from any and all liability, claims, suits, demands, losses, damages, attorneys fees, including all expenses of litigation or settlement, or causes of action which may arise by reason of injury to or death of any person or for loss of, damage to, or loss of use of any property arising out of or in connection with this contract. In the event of joint or concurrent negligence of the parties, responsibility, if any, shall be apportioned comparatively in accordance with the laws of the State of Texas, without, however, waiving any governmental immunity available to either party individually under Texas law. GRAPEVINE shall be responsible for its sole negligence. Southlake (City) shall be responsible for its sole negligence. The provisions of this paragraph are solely for the benefit of the parties hereto and are not intended to create or grant any rights, contractual or otherwise, to any other person or entity. VII. ENTIRE AGREEMENT This Agreement represents the entire and integrated agreement between GRAPEVINE and SOUTHLAKE (City) and supersedes all prior negotiations, representations and/or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both parties. VIII. VENUE This Agreement and any of its terms or provisions, as well as the rights and duties of the parties hereto, shall be governed by the laws of the State of Texas, and this Agreement is performable in Tarrant County, Texas. Exclusive venue shall be in Tarrant County, Texas. IX. SEVERABILITY The provisions of this agreement are severable. In the event that any paragraph, section, subdivision, sentence, clause, or phrase of this agreement shall be found to be contrary to the law, or contrary to any rule or regulation having the force and effect of the law, such decisions shall not affect the remaining portions of this agreement. However, upon the occurrence of such event, either party may terminate this Agreement by giving the other party thirty (30) days written notice of its intent to terminate. X. AUTHORITY TO SIGN / CITY COUNCIL AUTHORIZATION The undersigned officer and/or agents of the parties hereto are duly authorized officials and possess the requisite authority to execute this Agreement on behalf of the parties hereto. XI. ASSIGNMENT AND SUBLETTING The parties agree that the rights and duties contained in this Agreement will not be assigned or sublet without the prior written consent of both parties. XII. INTERPRETATION OF AGREEMENT This is a negotiated Agreement and should any part of this Agreement be in dispute, the parties stipulate that the Agreement shall not be construed more favorably for either party. �, If REMEDIES No right or remedy granted herein or reserved to the parties is exclusive of any right or remedy granted by law or equity; but each shall be cumulative of every right or remedy given hereunder. No covenant or condition of this Agreement may be waived without the express written consent of the parties. It is further agreed that one (1) or more instances of forbearance by either party in the exercise of its respective rights under this Agreement shall in no way constitute a waiver thereof. EXECUTED in duplicate originals this day of C nQ , 2006. CITY OF SO THLAKE, TEXAS CITY OF GRAPE , By: By: Shana YeIXAon Bruno Rumbelow CITY M AGER CITY MANAGER 1400 Main St., Suite 440 200 S. Main St. Southlake, Texas 76092 Grapevine, Texas 76051 APPRQVED AS TO FO 4 Tim Sralla, CITY TORNEY APPROVED AS TO FORM: 7��A ' c — Matthew Boyle, CITY ATTORNEY ACKNOWLEDGMENTS STATE OF TEXAS ) CITY OF SOUTHLAKE, TEXAS COUNTY OF TARRANT ) This instrument was acknowledged before me on the 4-5— day of 1 , 2006, by 5 A A/m / V k r ) City Manager of the CITY OF SOUTHLAKE, TEXAS, a home -rule municipal corporation, on behalf of such corporation. Notary Public, State of Texas `` 111111 % e Rice rfE 4 1N, ,r cy Pu Ote of to STATE OF TEXAS ) CITY OF GRAPEVINE, TEXAS COUNTY OF TARRANT ) This instrument was acknowledged before me on the 7 day of Aem , 2006 by BRUNO RUMBELOW, City Manager of the CITY OF GRAPEVINE, TEXAS, a home -rule municipal corporation, on behalf of such corporation. � LJ Y`tl C�4� Notary Public, State of Texas i s LINDA L. ETGEN I Notary Public, State of Texas My Commission Expires August 31, 2007