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Item 4HCITY OF SOUTHLAKE MEMORANDUM (November 5, 2013) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Director of Public Works Item 4H Subject: Approve annual purchase agreement with Manning Concrete Sawing through an inter -local agreement with the City of Grapevine. Action Requested: Approve annual purchase agreement with Manning Concrete Sawing through an inter -local agreement with the City of Grapevine. Background Information: Various divisions of Southlake Public Works routinely require the services of a concrete contractor for the repair of and the placement of new concrete sidewalk, pavement and other concrete structures throughout the year. Chapter 271 of the Texas Local Government Code permits governmental entities to enter into inter - local agreements to share contracts which have met the statutory bidding requirements. The City of Southlake has such an agreement with a number of cities including the City of Grapevine. In April 2013 the City of Grapevine awarded the first annual renewal of bid number 378-2012 for an annual contract for concrete service. While several divisions will take advantage of the contract, the city's Street Division is historically the largest consumer of these services. The total of all the purchases during the twelve month agreement will exceed the $50,000 authorization power of the city manager as will individual projects such as the recent pavement repairs on Commerce St. and some of the longer sidewalk projects in the coming year. Because of the favorable pricing received in this contract and our experience with the contractor staff recommends approval of the annual purchase agreement with Manning Concrete Sawing. Financial Considerations: Funding for projects under this contract is provided in the annual operating budget for Public Works Operations and the 2014 CIP. Strategic Link: The approval of the agreement links to the city's strategy map relative to focus areas of Infrastructure and Partnerships & Volunteerism. The specific corporate objectives that are met by these services are to provide and maintain high quality public assets, and to collaborate with select partners to implement service solutions. Citizen Input/ Board Review: N/A Legal Review: This agreement conforms with previous inter -local agreements that have been reviewed by the City attorney. Alternatives: The City Council may approve or deny the award of this agreement. Supporting Documents: Inter -local government agreement for purchasing Grapevine council minutes awarding Bid 378-2012 March 20, 2013 renewal letter Staff Recommendation: Approve annual purchase agreement with Manning Concrete Sawing through an inter -local agreement with the City of Grapevine Staff Contact: Robert H. Price, P.E., Public Works Director Chuck Kendrick, Asst. Director of Public Works ORIGINAL DOCUMENT CITY�F SOUTHLAKE Council Action: Y N Ord./Res. No. Bate Approved 6 5, �- INTERLOCAL GOVERNMENTAL_ AGREEMENT FOR PURCHASING This Agreement is made and entered into by and between the cities of Keller, Texas, Southfake, Texas, Colleyville, Texas and Grapevine, Texas (hereinafter referred to as the "parties"), all of whom are governmental agencies within the State of Texas, acting by and through their duly authorized City Councils or City Managers. WHEREAS, the parties are political subdivisions of the State of Texas and are authorized to enter into an agreement with each other relative to governmental functions and services by the interlocal Cooperating Act, Texas Government Code, Chapter 791; and WHEREAS, the parties believe that cooperating in the purchasing of various goods, materials, equipment, supplies and services which both parties use in carrying out their governmental functions and services will enable the parties to obtain these goods, materials, equipment, supplies and services in better terms and/or prices than by making such purchases individually, and both desire to increase efficiency and effectiveness of such purchasing by acting jointly in competitively procuring selected goods, materials, equipment, supplies and services. NOW, THEREFORE, for and in consideration of the mutual promises and covenants contained herein, the parties agree as follows - I. AGREEMENT This Agreement shall take effect upon execution by both signatories and shall' remain in effect among those parties until notification of withdrawal from the Agreement is submitted to the City of Keller, All parties shall have the right to terminate this Agreement upon 30 days written notice. The Agreement may be amended administratively from time to time by existing parties to include additional cities who may wish to join this Agreement under its ex;sting terms. 2. SCOPE AND IMPLEMENTATION It is the intent of the parties that the joint or cooperative purchasing through each other's agreements will be as broad as is allowed by applicable state statutes. Unless otherwise prevented by law, it is the intent of the parties that the parties may take part in joint purchase for goods, materials, equipment, supplies and services they may need to carry out their governmental functions, and that all parties will make reasonable efforts to allow the others to make purchases under its agreements. Any purchasing contract or purchase order shall be acknowledged by the supplier and shall be considered as being issued under this Agreement and shall be subject to all of the terms and conditions of this Agreement without the necessity of those being set out or specifically referred to in such purchasing contract or purchase order. 4. COMPLIANCE WITH LAWS The parties hereby agree to abide by and obey all applicable local, state and federal laws and requirements, which apply to their respective procurement policies. It is specifically understood and agreed that whichever party is handling the preparation and processing of the joint invitations for bid shall comply with atl legal requirements for competitive bidding which are applicable to both parties 5. NOTICES Any notices or other communication required or allowed to be given by one party to the other parties pursuant to this Agreement shall be electronically submitted, hand delivered, or mailed by United States Postal Service, proper postage affixed to the addresses shown below: To: City of Keller: Purchasing Technician 1100 Bear Creek Parkway P.O. Box T70 Keller, Texas 76244 Karla Parker (817) 743- 4030 Email Address: kparker@6tyofkeller,com To: City of Southlake Purchasing Manager 1400 Main Street, Suite 440 Southlake, Texas 76092 Tim Slifka (817) 748-8312 Email Address: tslifka@ci.southlake.tx.us To: City of Colleyville Strategic Services Manager 100 Main Street Colleyviile, Texas 76034 Eric Ellwanger (817) 503-1112 Email Address: eellwanger@colleyville.com To: City of Grapevine Purchasing Agent 501 Shady Brook Drive, Suite 108 Grapevine, Texas 76051 Bob Smeby (817) 410-3335 bsmeby@grapevinetexas.gov INTERLOCAL GOVERNMENTALAGREEMENT FGR PUKIWI NO Page 2 6. GOVERNING LAW AND VENUE This Agreement shall be governed by and interpreted in accordance with the laws of the State of Texas. This Agreement is entered into and is to be performed, wholly or in part, in the State of Texas and in Tarrant County, Texas. In any action brought under the agreement, venue shall be exclusively in Tarrant County, Texas. In the event that any portion of this Agreement shall be found to be contrary to law, it is the intent of the parties hereto that the remaining portions shall remain valid and in full force and effect to the extent possible. 7. MISCELLANEOUS PROVISIONS By execution of this Agreement, each party represents to the others that. a. In performing its duties and obligations hereunder, it wiil be carrying out one or more governmental functions or services, which it is authorized to perform; b. The undersigned officer or agent of the party has been properly authorized by that party's governing body to execute this Agreement and that any necessary resolutions extending such authority have been duly passed and are now in effect. c. All payments required or permitted to be made by a party will be made from current revenues available to the paying party; and d. All payments provided hereunder by one party to the other, if any, shall be such amounts as to fairly compensate the other party for the services or functions performed hereunder. 8. CONSTRUCTION OF AGREEMENT This Agreement represents the full, final and complete agreement of the parties related to its subject matter and shall supersede any previous interlocal purchasing agreements between the parties. The Agreement may not be added to, contradicted or otherwise modified by evidence of prior or contemporaneous agreement or subsequent oral agreements or statements of either of the parties, nor by any writing not signed by all parties after the date of this Agreement. No representations, inducements, promises, or agreements, oral or otherwise, not embodied or incorporated herein shall be of any force or effect. In case of any apparent ambiguity or conflict among any of the terms or provisions of this Agreement, they shall be construed as nearly as possible as to effectuate each and all of such terms or provisions keeping in mind that the overriding purpose of this Agreement is the public purpose of increasing the efficiency and effectiveness of the respective purchases of goods, materials, equipment and supplies by the parties. _ . _. Page 3 ]hTERLGCAL GO'/ERNMENTAL AGREEMENT Po0. PURCHASING IN WITNESS WHEREOF, the Parties hereto have executed this Agreement on the dates below. City of Keller, Texas. - By: 'Aa-A6�wz NAME: LT7&eAl sPdl,<s�.t TITLE: /ax, %1'%llI14CL.� DATE: ��'Z� 'I Z City of Colleyvllle, Texas: APPROVED AS TO FORM AND LEGALITY By: NAME: + TITLE: Colleyvliie City Council MAY15 MOLAL m-RNMENTAL AGREEMENT FOR PURCHASING Approved City of lake, T s: By: NAME: bir n C,'Te `t'e 41 TITLE: m d."A tY DATE: ^ J Vim e '5, � � I- ATTEST:: — By: r} ' By: NAME: 0,11 Lt a TITLE: ;Se APPR VED S 0 Fr rLITY By: NAMEr� AAL _ TITLE: uTy ► -*r?-wN V City of G e, Texr—�_ By:: NAME: ��ff 1' o TITLE: LMo. DATE: 2 ATTEST: �1 By:�— NAME: n 6 t�--1 Sr w 11 TITLE: Lit 4't Secx cl-a.r APPROVE6 BY COUN iL 61IS112 APPROV S TO FORM AND EGALITY B NAME: G tf1 E TITLE: Irll e Page 4 STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE The City Council of the City of Grapevine, Texas met in Workshop on this the 3rd day of April, 2012 at 6:15 p.m. in the City Council Conference Room, Second Floor, 200 South Main Street, with the following members present to -wit: William D. Tate C. Shane Wilbanks Sharron Spencer Roy Stewart Darlene Freed Mike Lease Chris Coy Mayor Mayor Pro Tem Council Member Council Member Council Member Council Member Council Member constituting a quorum, with the following members of the City Staff: Bruno Rumbelow City Manager Jennifer Hibbs Assistant City Manager John F. Boyle, Jr. City Attorney Jodi C. Brown City Secretary CALL TO ORDER Mayor Tate called the workshop to order at 6:18 p.m. ITEM 1. DISCUSS, COMMUNITY ACTIVITIES CENTER (CAC)FEASIBILITY STUDY Mr. Leon Younger of Pros Consulting stated the expansion and renovation of the Community Activities Center (CAC) was one of the highest priorities to citizens in the Parks & Recreation Master Plan that was approved by Council in May 2011. Mr. Younger highlighted input received from the five citizen focus group meetings: expansion of the weight and fitness room, indoor aquatics, additional multi -purpose rooms, developing the CAC as a multi -generational facility, outdoor park amenities and additional programs for youth ages 8 to 15. It was the consensus of Council that the CAC has been an asset to the community and that expansion of the facility is a priority in meeting the future needs of the residents. There was no formal action taken by the City Council. ADJOURNMENT 04/03/ 12 Mayor Pro Tem Wilbanks, seconded by Council Member Coy, offered a motion to adjourn the workshop at 7:10 p.m. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 17th day of April, 2012. ATTEST. Jo i . Brown City Secretary APPROVED: Ag�a_ William D. Tate Mayor 04f STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE The City Council of the City of Grapevine, Texas met in Executive Session on this the 3rd day of April, 2012 at 7:00 p.m. in the City Council Conference Room, Second Floor, 200 South Main Street, with the following members present to -wit: William D. Tate C. Shane Wilbanks Sharron Spencer Roy Stewart Darlene Freed Mike Lease Chris Coy Mayor Mayor Pro Tern Council Member Council Member Council Member Council Member Council Member constituting a quorum, with the following members of the City Staff: Bruno Rumbelow City Manager Jennifer Hibbs Assistant City Manager John F. Boyle, Jr. City Attorney Jodi C. Brown City Secretary CALL TO ORDER Mayor Tate called the meeting to order at 7:10 p.m. ITEM 1. EXECUTIVE SESSION Mayor Tate announced the City Council would conduct a closed session regarding: (A) Pending or contemplated litigation relative to CBS Billboard v. Grapevine and Grapevine Board of Zoning Adjustment, Cause No. 141-254547-11 pursuant to Section 551.071, Texas Government Code; and (B) Deliberate the sale, exchange, or value of real property (Public Works) pursuant to Section 551.072, Texas Government Code. (C) Conference with City Manager and Staff to discuss and deliberate commercial and financial information received from business prospects the City seeks to have locate or expand in the City; with which businesses the City is conducting economic development negotiations under Section 551.087, Texas Government Code. Upon reconvening in open session in the Council Chambers, Mayor Tate asked if there was any action necessary relative to the closed session. City Manager Bruno Rumbelow stated there was no action necessary relative to (A) pending or contemplated litigation or (C) conference with City Manager and Staff under Sections 551.071 or 551.087, Texas Government Code. 04/03/12 (B) Regarding real property, City Manager Rumbelow recommended the City Council authorize the City Manager to proceed with the sale of a 0.60 acre tract of Anderson - Gibson Road right-of-way bordering the west boundary of Lot 1 R3, Block 1, Grapevine Mills Addition in accordance with Section 272.001(c), Local Government Code. Council Member Coy, seconded by Mayor Pro Tern Wilbanks, offered a motion to authorize the City Manager to proceed with the sale of a 0.60 acre tract of Anderson - Gibson Road right-of-way bordering the west boundary of Lot 1 R3, Block 1, Grapevine Mills Addition in accordance with Section 272.001(c), Local Government Code. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None NOTE: City Council continued with the Regular City Council meeting in open session in the City Council Chambers. ADJOURNMENT Council Member Lease, seconded by Council Member Mayor Pro Tern Wilbanks, offered a motion to adjourn the meeting at 8.12 p.m. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 17th day of April, 2012. ATTEST: <�5z� OBJ-� J . Brown City Secretary APPROVED: — 4%�� William D. Tate Mayor 2 STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE The City Council of the City of Grapevine, Texas met in Regular Session on this the 3rd day of April, 2012 at 7:30 p.m. in the City Council Chambers, Second Floor, 200 South Main Street, with the following members present to -wit: William D. Tate C. Shane Wilbanks Sharron Spencer Roy Stewart Darlene Freed Mike Lease Chris Coy Mayor Mayor Pro Tern Council Member Council Member Council Member Council Member Council Member constituting a quorum, with the following members of the City Staff: Bruno Rumbelow City Manager Jennifer Hibbs Assistant City Manager John F. Boyle, Jr. City Attorney Jodi C. Brown City Secretary CALL TO ORDER Mayor Tate called the meeting to order at 7:37 p.m. INVOCATION AND PLEDGE OF ALLEGIANCE Mayor Pro Tem Wilbanks delivered the Invocation and led the Pledge of Allegiance. ITEM 1A. CITIZENS COMMENTS, NASH FARM Mr. Paul Tamasi, 602 Homestead Lane, expressed support of designating the Nash Farm area as a historic landmark and stated his concern of charging admission fees. ITEM 1B. CITIZENS COMMENTS, NASH FARM Mr. Jonathan Jones, 718 Cabernet Court, requested consideration be given to any changes being contemplated and the impact on the residents surrounding Nash Farm, and read the following letter for the record: 04/03/12 April 2, 2012 The Honorable Mayor William D. Tate Grapevine City Council Members Grapevine City Secretary As the representing body for the residents of Heritage Place, we the Board members of the Homeowners Association would like to share our neighborhood's concerns as to the further development of Nash Farm. Nash Farm in its present state is an integral and central component to our neighborhood. The Farm is visited and enjoyed daily by residents of Heritage Place as well as the greater community at large. We believe that the suggested plans to severely limit the access to the farm by gating the entire property, and the idea apparently under consideration to eventually charge admission fees, would not only aesthetically challenge the open visual of the Farm but remove an important resource we value greatly. Furthermore, we would like to voice concern that the structures being considered to be moved onto the farm property are not period appropriate with the original Thomas Jefferson Nash House, will compromise the historical integrity of the farm, and will compromise the beauty of the open space. As we have always been lead to believe the value of the Farm is as an educational tool to demonstrate life on the early Grapevine prairie in a simple and non -commercialized setting. We would ask that the board consider allowing our GCISD students to continue to be afforded field trips to the farm at no cost to our schools. To this end, there is currently a movement within our neighborhood and the greater Grapevine community to gather signatures to have the entire Nash Farm Homestead designated as a Historical Landmark. This would ensure that any further changes to the Farm be considered in a historical context. It is our goal to maintain the historical integrity of this original Grapevine farm for future generation of citizens and visitors to enjoy. We ask that the Grapevine City Council consider our concerns in an open discussion before any further plans for Nash Farm are considered or implemented. We are available and would be very willing to elaborate to the board the overwhelming majority of our neighborhood's feelings on this topic. s\The Heritage Place Home Owner Association Board 2 04/03/12 Mr. Martin Dixon, President 720 Cabernet Court Mr. Jonathan Jones 718 Cabernet Court Mrs. Diana Bergeron 713 Cabernet Court Mrs. Laurie Tamasi 602 Homestead Lane Mr. Mark Jobe 702 Briana Court ITEM 1 C. CITIZENS COMMENTS, NASH FARM Ms. Tami Bannister, 424 Ball Street, stated her concern on the current zoning of Nash Farm being "GV" Grapevine Vintage District Regulations, as compared to wineries in the community with the same zoning designation. She commented that Nash Farm is a wonderful example of the community's heritage and not an example of wine making, and requested consideration be given to providing protection to Nash Farm by landmarking the property. ITEM 1 D. CITIZENS COMMENTS, NASH FARM Mr. Ross Bannister, 424 Ball Street, expressed his appreciation for comments presented at the Nash Farm Community Input meeting held March 29, 2012 by the Office of Historic Preservation, and requested the Farm be considered for historic landmark designation. ITEM 1 E. CITIZENS COMMENTS, NASH_ FARM Mr. Rahim Quazi,1300 Martin Court, stated his concern forthe property becoming a tourist destination instead of remaining an outside, educational farm allowing school children to experience life on the prairie. ITEM 1 F. CITIZENS COMMENTS, NASH FARM Mr. Robert Crill, 903 Homestead Lane, spoke of the dual roles of the Convention & Visitors Bureau relative to historical preservation and tourism being a conflict in the operation of Nash Farm, and requested consideration be given to landmarking the property. ITEM 1. PRESENTATION, PROCLAMATION, CHILD ABUSE PREVENTION MONTH Mayor Tate presented Ms. Katy Tomlinson, Community Educator with Alliance For Children, a proclamation declaring April as Child Abuse Prevention Month. Ms. Tomlinson expressed her appreciation to the City Council and the City of Grapevine for their support of the Alliance for Children Center. ITEM 2. PRESENTATION, GRAPEVINE GARDEN CLUB RECOGNITION Mayor Tate presented Ms. Karen Rice, President of the Grapevine Garden Club, a certificate recognizing the Grapevine Garden Club in being selected as the 2011 Gold Texas Garden Club of the Year for their outstanding projects and civic involvement. 3 04/03/12 ITEM 3. PRESENTATION, TEXAS RECREATION & PARK SOCIETY Mr. Michael Massey, Past President of the Texas Recreation & Park Society, presented to the City of Grapevine Parks & Recreation Department the following awards: Maintenance Innovation Award for the in-house construction of the Christmas drum decoration; Recreation Programming Award for The GrapeYard, a candy -free Halloween Family Fun Event; Legacy Park Award for Heritage Park --a park area in service for 50 years and being of historical significance; and Gold Medal City Award for the Parks & Recreation Department's best practices and best management of amenities in a parks and recreation system. ITEM 4. RESOLUTION AUTHORIZE PURCHASE RESTROOM FACILITY Parks & Recreation Director Doug Evans recommended approval of a resolution authorizing the purchase and installation of a precast concrete restroom facility for Pickering Park in the amount not to exceed $43,998.74 from CXT Precast Products through an established cooperative agreement with the State of Texas TXMAS purchasing program. Mr. Evans stated the proposed restroom facility at Pickering Park is being funded through the Quality of Life Fund, will have a split face block exterior and will match the existing colors of the park pavilion. Motion by Council Member Freed, seconded by Mayor Pro Tem Wilbanks, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None RESOLUTION NO. 2012-29 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PURCHASE A PRECAST RESTROOM FACILITY THROUGH AN ESTABLISHED STATE COOPERATIVE CONTRACT AND PROVIDING AN EFFECTIVE DATE ITEM 5. RESOLUTION, APPROVE TARRANT COUNTY CONTRACT, 37T" YEAR COMMUNITY DEVELOPMENT BLOCK GRANT STREET RECONSTRUCTION PROJECT Public Works Director Stan Laster recommended approval of a resolution approving the Tarrant County contract with Quality Excavation, Ltd. in the amount of $146,717.00 forthe 37th Year Community Development Block Grant (CDBG) Street Reconstruction Project of the 500 block of East Franklin Street, and authorize Staff to forward the approval recommendation to Tarrant County. The street reconstruction project includes new curb and gutter, paving, sidewalks, handicap ramps and driveway approaches. 4 04/03/12 Motion by Council Member Coy, seconded by Council Member Lease, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None RESOLUTION NO. 2012-30 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, APPROVING THE 37T" YEAR COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROJECT CONTRACTOR AND CONTRACT PRICE AND PROVIDING AN EFFECTIVE DATE CONSENT AGENDA The next order of business for the City Council to consider was the consent agenda items, which were deemed to need little or no discussion and were acted upon as one business item. Mayor Tate asked if there was any member of the audience or the City Council who wished to remove an item from the consent agenda for full discussion. There were none. Item 6. Resolution, Authorize Shade Structure Purchase, Heritage Park Parks & Recreation Director recommended approval of a resolution authorizing the purchase of a shade structure for Heritage Park from The Playwell Group through an interlocal participation agreement with the Local Government Purchasing Cooperative (Buyboard) in the amount of $19,761,60. Motion by Council Member Stewart, seconded by Council Member Coy, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, lease & Coy Nays: None RESOLUTION NO. 2012-31 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PURCHASE A SHADE STRUCTURE FOR HERITAGE PARK THROUGH AN ESTABLISHED INTERLOCAL AGREEMENT AND PROVIDING AN EFFECTIVE DATE Item 7. Resolution, Authorize Purchase Swimming Pool Sanitation Chemicals Parks & Recreation Director recommended approval of a resolution authorizing the purchase of swimming pool sanitation chemicals from DCC, Inc. through an intedocal participation agreement with the Local Government Purchasing Cooperative (Buyboard) in an amount not to exceed $18,000.00, 04/03/12 Motion by Council Member Stewart, seconded by Council Member Coy, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None RESOLUTION NO. 2012-32 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PURCHASE SWIMMING POOL SANITATION CHEMICALS THROUGH AN ESTABLISHED INTERLOCAL AGREEMENT AND PROVIDING AN EFFECTIVE DATE Item 8. Resolution, Authorize Utility Vehicle and Greens Mower Purchase Director of Golf recommended approval of a resolution authorizing the purchase of a utility vehicle and a greens mower for the Golf Course from Professional Turf Products, L.P. through an interlocal participation agreement with the Local Government Purchasing Cooperative (Buyboard) in the amount of $49,967.24. Motion by Council Member Stewart, seconded by Council Member Coy, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None RESOLUTION NO. 2012-33 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PURCHASE A UTILITY VEHICLE AND MOWER THROUGH AN ESTABLISHED INTERLOCAL AGREEMENT AND PROVIDING AN EFFECTIVE DATE Item 9. Resolution, Authorize PlanetAir Golf Greens Aerator Purchase Director of Golf recommended approval of a resolution declaring KD Turf Renovation as the sole source provider and authorizing the purchase of a PianetAir golf greens aerator for the Golf Course in the amount of $23,300.00. Motion by Council Member Stewart, seconded by Council Member Coy, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None 1.1 04/03/12 RESOLUTION NO. 2012-34 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO DECLARE KD TURF RENOVATION A SOLE SOURCE PROVIDER FOR A PLANETAIR GREENS AERATOR FOR THE GOLF COURSE AND PROVIDING AN EFFECTIVE DATE Item 10. Renew Vineyards Restroom and Cabin House Cleaning Services Annual Contract Parks & Recreation Director recommended approval of the renewal of the Vineyards Restroom and Cabin House Cleaning Services Annual Contract to TCB Landscaping, Inc. in the budgeted amount of $55,000.00. Motion by Council Member Stewart, seconded by Council Member Coy, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None Item 11. Renew Traffic Signs, Blanks and Sheeting Hardware Annual Contract Pubic Works Director recommended approval of the renewal of the Traffic Signs, Blanks and Sheeting Hardware Annual Contract to Vulcan Signs, on an as needed basis, in the budgeted amount of $31,000.00. Motion by Council Member Stewart, seconded by Council Member Coy, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None Item 12. Award Bid 378-2012 Concrete Curb Gutter and Flatwork Services Annual Contract Public Works Director recommended approval of the award of Bid 378-2012 Concrete Curb, Gutter and Flatwork Services Annual Contract to Manning Concrete, as primary vendor, and Estrada Concrete Company, as secondary vendor, for Public Works and other City departments on an as -needed basis. Motion by Council Member Stewart, seconded by Council Member Coy, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None 7 04/03/12 Item 13. Consideration of Minutes City Secretary recommended approval of the minutes of the March 20, 2012 City Council meetings as published. Motion by Council Member Stewart, seconded by Council Member Coy, to approve as recommended prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None ADJOURNMENT Council Member Lease, seconded by Mayor Pro Tem Wilbanks, offered a motion to adjourn the meeting at 8:12 p.m. The motion prevailed by the following vote: Ayes: Tate, Wilbanks, Spencer, Stewart, Freed, Lease & Coy Nays: None PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 1 lth day of April, 2012. ATTEST. APPROVED: William D. Tate Mayor r, u 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 ofnoo(n000(n(no(n000000000000000000000 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o O (n f- (O f- f- In O O mMo�MmoMNNNNNNNNNN V) V) V) V) V) V) V) V) V) V) V) V) V) V) V) O N N a) IO O O O O O It V) V) V) V) V) V) VV) V) V) V) V) V) V) V) V) V) r V) 0) 0) x W O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O 000070000 O In O O V! O O O V! 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O E; In--0 OIn — O In In O N M V In (O r o0 d) O NMVOr-0) In O N M J— NVr In (O 000) NN N N N MM (`') M MUST BE SIGNED BY ALL DESIGNATED STAFF BELOW THE SOLID LINES PRIOR TO SUBMITTAL TO CITY SECRETARY AT TUESDAY AGENDA MEETING AGENDA MEMO SIGN -OFF SHEET MEETING DATE: APRIL 3, 2012 SUBJECT: APPROVAL FOR THE AWARD OF BID 378-2012 FOR AN ANNUAL CONTRACT FOR THE PURCHASE OF CONCRETE CURB, GUTTER, AND FLATWORK SERVICES ON AN AS NEEDED BASIS I have read and approve the attached agenda memo referenced above. TO BE REVIEWED INITIALS & REVIEW DATE STAFF TO REVIEW MEMO X Bruno Rumbelow, City Manager X Jennifer Hibbs, Assistant City Manager X Jodi Brown, City Secretary X Stan Laster, Public Works Director Scott Williams, Development Services Director X Doug Evans, Parks & Recreation Director X Gary Livingston, Budget Manager X Karen Walker, Controller Carolyn Van Duzee, Personnel Director X Bob Smeby, Purchasing Agent X John McGrane, Administrative Services Director Eddie Salame, Police Chief Steve Bass, Fire Chief X P. W. McCallum, CVB Director Janis Roberson, Library Director John Jennery, Information Technology Manager 4/17/2012 7:33:07 AM Russell Pulley, Golf Director Dan Hambrick, Risk Manager 4/17/2012 7:33:07 AM MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: APRIL 3, 2012 SUBJECT: APPROVAL FOR THE AWARD OF BID 378-2012 FOR AN ANNUAL CONTRACT FOR THE PURCHASE OF CONCRETE CURB, GUTTER, AND FLATWORK SERVICES ON AN AS NEEDED BASIS RECOMMENDATION: City Council to consider approval of the award of Bid 378-2012 for an annual contract for the purchase of concrete curb, gutter and flatwork services to a primary vendor Manning Concrete and a secondary vendor Estrada Concrete Company for the Public Works Department and other various departments. FUNDING SOURCE: Funding for this purchase is limited to the budgeted amount by each department in an estimated amount of $400,000.00. BACKGROUND: Bids were taken in accordance with Local Government Code Chapter 252, Subchapter B, Section 252.021 (a) and Section 252.041 (a). The bid advertisement was posted February 16, 2012 and February 23, 2012. The bid was opened publicly on March 15, 2012. Through the City E-Bid system, 152 vendors were invited to bid on these vehicles. Eight bids were submitted with two other bids received being a no -bid. (See attached bid tabulation). This contract is for fixed pricing to construct new concrete flat work, retaining walls or curb and gutter. Additionally the contract includes handicap ramp construction and brick paver installation as well as any repairs needed. The contract will be used by various departments as needed. Manning Concrete was the overall lowest responsive and responsible bidder and has provided like service in the past with satisfactory results. Staff recommends awarding a secondary contract to the next lowest responsive and responsible bidder Estrada 4/17/2012 7:33:07 AM Concrete Company to avoid time delays on emergency work and projects or if primary vendor is unable to respond in a timely matter. Staff recommends approval. GR 4/17/2012 7:33:07 AM Mar20 13 04:50p p.1 is i lei+ h44F q� Manning Concrete Sawing Attention: Henry Manning P.O_ Box 123566 Fort Worth, Texas 76121 March 20, 2013 Re: CONTRACT RENEWAL LETTER City of Grapevine Contract with Renewals: #378-2012 Contract Title: Concrete Curb, Gutter and Flatwork Services Renewal Options: One of four, one year optional renewals Renewal period: April 3, 2013 through April 2, 2014 Renewal Purchase Order_ 19707 (All invoices must reference this P.O.) ON ct n Dear Alir.11111110 J The above referenced contract with P.O. 19427 will expire on April 2, 2013. The City of Grapevine has decided tD renew this contract with the same Terms and Conditions for the renewal period noted. Please sign this Contract Renewal letter and return to Lance Wright at or fax 817-410-3066 within five business days of notification. All invoices must reference the current Purchase Order number 19707 for Concrete Curb; Gutter and Flatwork Services. Please return with this renewal letter a current Insurance Certificate if required in the contract. The City appreciates your excellent service and commitment to our needs on this contract and we look forward to continuing this successful business relationship. Please let me know if you have any questions. Sincerely, Lance Wright Purchasing Coordinator Pui-chasi€i- (517) 410 )6; F ix (S17) 41C€-3066 Of ice Address: 501 Shady Brook Drive, Room 4108, Grap,-vilie, Texas 76051 Page 1 of 2 Mar 20 13 04;50p p.2 ACCEPTANCE Date: '�a ✓ Signed: l� Printed name: r ` s��"�- h' I Attachment. Renewal Purchase Order 1'urchasin,, (817) 410-33 36; Fax (817) 410-3066 OCEice,Adcl•ess: 501 Shady Broom Drive, Roorr, #008, irrt,.�eyi=1e; `i'cxas 7'05= Page 2 of 2 MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: APRIL 3, 2012 SUBJECT: APPROVAL FOR THE AWARD OF BID 378-2012 FOR AN ANNUAL CONTRACT FOR THE PURCHASE OF CONCRETE CURB, GUTTER, AND FLATWORK SERVICES ON AN AS NEEDED BASIS RECOMMENDATION: City Council to consider approval of the award of Bid 378-2012 for an annual contract for the purchase of concrete curb, gutter and flatwork services to a primary vendor Manning Concrete and a secondary vendor Estrada Concrete Company for the Public Works Department and other various departments. FUNDING SOURCE: Funding for this purchase is limited to the budgeted amount by each department in an estimated amount of $400,000.00. BACKGROUND: Bids were taken in accordance with Local Government Code Chapter 252, Subchapter B, Section 252.021 (a) and Section 252.041 (a). The bid advertisement was posted February 16, 2012 and February 23, 2012. The bid was opened publicly on March 15, 2012. Through the City E-Bid system, 152 vendors were invited to bid on these vehicles. Eight bids were submitted with two other bids received being a no -bid. (See attached bid tabulation). This contract is for fixed pricing to construct new concrete flat work, retaining walls or curb and gutter. Additionally the contract includes handicap ramp construction and brick paver installation as well as any repairs needed. The contract will be used by various departments as needed. Manning Concrete was the overall lowest responsive and responsible bidder and has provided like service in the past with satisfactory results. Staff recommends awarding a secondary contract to the next lowest responsive and responsible bidder Estrada 4/17/2012 7:33:07 AM Concrete Company to avoid time delays on emergency work and projects or if primary vendor is unable to respond in a timely matter. Staff recommends approval. 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