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
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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.
WN.
4/17/2012 7:33:07 AM
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