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Item 4MCITY OF SOUTHLAKE MEMORANDUM (November 5, 2013) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Director of Public Works Item 4M Subject: Approve annual purchase agreement with TXI through an inter -local agreement with the City of Grapevine Action Requested: Approve annual purchase agreement with TXI through an inter - local agreement with the City of Grapevine Background Information: Various divisions of Southlake Public Works routinely require the purchase of aggregate materials such as cement treated road base, cement treated sand, and rock. These materials are necessary to repair street failures and utility repairs under pavement. Chapter 271 of the Texas Local Government Code permits governmental entities enter in to 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 September 2013 the City of Grapevine renewed existing contract number 392-2012 for the purchase of aggregate materials with TXI. While several divisions will take advantage of the contract, the city's Street Division is historically the largest consumer of these products related to pavement reconstruction and drainage maintenance. Because the total of all the purchases during the twelve month agreement will exceed the $50,000 authorization power of the City manager this agreement requires City Council approval. With the favorable pricing received in this contract and our experience with the vendor staff recommends approval of the annual purchase agreement with TXI. Financial Considerations: Funding for 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: None Alternatives: The City Council may approve or deny the award of this agreement. Supporting Documents: Inter -local government agreement for purchasing Grapevine renewal letter and pricing Staff Recommendation: Approve annual purchase agreement with TXI 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 TXI Attention: Etta Dean 1341 West Mockingbird Lane Dallas, Texas 75247 September 4, 2013 Re: CONTRACT RENEWAL LETTER City of Grapevine Contract with Renewals: #392-2012 Contract Title: Aggregate Materials Renewal Options: First of four, one year optional renewals Renewal period: September 21, 2013 through September 20, 2014 Renewal Purchase Order, 19867 (All invoices must have this P.O. listed) Dear Ms, Dean, The above referenced contract with P.O. 19550 will expire on September 20, 2013. The City of Grapevine has decided to renew this contract based on your intent to renew conformation with no increase in pricing for line items 3, 4, 20, 22, 25 and 26. Line item 14 will not be renewed. All other Terms and Conditions for the renewal period will remain the same, Please sign this Contract Renewal letter and return to Lance Wright at j_WMhtQq ,Lgpeyin or fax 817-410-3066 within five business days of this notification. All invoices must reference the current Purchase Order 19867 for Aggregate Materials. 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 contact me with any questions. Sincerely, Lance Wright Purchasing Coordinator Parc,hasing (81'7)!110-33')6;1-,'ax(817)410-3066 Oflicc Address: `J0 I Shady Brook Drive, Roorn 4 108, Grapovim,,Texas 76051 Page 1 of 2 ACCEPTANCE 9/4 tz-- Signed: Printed name: Attachment; Renewal Purchase Order Purcliasi.n.g (917) 410-3336; Fax (81?) 410-3066 (..)fjjo.e MdEess: 501 Sha& rook .Drive, Room U 108, Grapevine, Texas 76051 Page 2 of 2 Line Quantity 11OM Description jAward Response jAward Quanti Awarded Supplier 2 700 ton Manufactured Sand for De-icing Pickup No Award 11 300 cubic yd 80120 Percent Clay -Sand Mixture Delivered No Award 12 300 cubic yd 80120 Percent Clay -Sand Mixture Pickup No Award 18 100 yard Baseball Clay Screened Pickup No Award 28 200 ton Rap Rock 13 to 15 inches Pickup No Award 29 200 ton Lime Slurry Delivered No Award 6 200 ton Top Dressing Sand Bells Savoy, Etc. Pickup $17.00 200 BIG SANDY SAND COMPANY 7 600 ton Tee Box Sand East Texas Silica Delivered $30.00 600 BIG SANDY SAND COMPANY 10 800 cubic yd Screened Sandy Loam Top Soil Pickup $11.00 800 BIG SANDY SAND COMPANY 1 700 ton Manufactured Sand for De-icing Delivered $14.80 700 DFW MATERIALS 15 800 ton Washed Limestone 1 inch Delivered $19.55 800 DFW MATERIALS 19 3000 ton Cement Treated Base CTB Delivered $31.00 3000 DFW MATERIALS 27 200 ton Rap Rock 13 to 15 inches Delivered $29.49 200 DFW MATERIALS 16 800 ton Washed Limestone 1 inch Pickup $11.00 800 Hanson Aggregates LLC 23 1500 ton Rap Rock 6 to 8 inches Delivered $22.13 1500 Hanson Aggregates LLC 24 1500 ton Rap Rock 6 to 8 inches Pickup $11.00 1500 Hanson Aggregates LLC 9 800 cubic yd Screened Sandy Loam Top Soil Delivered $22.50 800 Lowery Sand & Gravel Co- Inc. 13 1000 cubic yd Unwashed Cushion Sand Delivered $14.50 1000 Lowery Sand & Gravel Co- Inc. 17 100 yard Baseball Clay Screened Delivered $37.50 100 Lowery Sand & Gravel Co. Inc. 5 200 ton Top Dressing Sand Bells Savoy, Etc. Delivered $28.05 200 Neese Materials, Inc- 8 50 ton Kosse White Sand Trap Sand Delivered $37.98 50 Neese Materials, Inc. 3 1000 ton 2:27 Sand Cement Delivered $34.05 1000 TXI 4 1000 ton 2:27 Sand Cement Pickup $24.00 1000 TXI TXI 01 60-r R 14 1000 cubic yd Unwashed Cushion Sand Pickup $7.00 1000 to 20 3000 tan Cement Treated Base CTB Pickup $24.00 3000 TXI 21 1500 ton Flexible Base Delivered $16.50 1500 TXI 22 1500 ton Flexible Base Pickup $6.00 1500 TXI 25 250 ton Rap Rock 9 to 12 inches Delivered $27.50 250 TXI 26 250 ton Rap Rock 9 to 12 inches Pickup $15.50 250 TXI