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Item 4HCITY OF SOUTHLAKE MEMORANDUM (November 4, 2014) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Director of Public Works Item 4H Subject: Award purchase agreement with various vendors for the purchase of asphalt through an interlocal agreement with Tarrant County. Action Requested: Award purchase agreement with various vendors for the purchase of asphalt through an interlocal agreement with Tarrant County. Background Information: The Street Division of Southlake Public Works routinely purchases asphalt paving materials for the purpose of building and repairing streets. Chapter 271 of the Texas Local Government Code permits governmental entities to enter into interlocal agreements to share contracts which have met the statutory bidding requirements. The City of Southlake has such an agreement with a number of cities and Tarrant County. In August 2014, Tarrant County awarded the second annual renewal of bid number 2012-150 for an annual contract to five (5) suppliers of asphalt road surfacing products. Those suppliers are as follows: APAC Texas, Inc. Reynolds Asphalt & Construction Austin Asphalt, LP Vulcan Materials Company JLB Contracting, LLC 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 upcoming construction of State Street in Town Square. Because of the favorable pricing received in this contract and our experience with the contractors, staff recommends approval of the annual purchase agreement. Financial Considerations: Funding for projects under this contract is provided in the annual operating budget for Public Works Operations and the 2015 CIP budget. 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 interlocal agreements that have been reviewed by the City attorney. Alternatives: The City Council may approve or deny the award of this agreement. Supporting Documents: County commissioners court award documents Staff Recommendation: Award purchase agreement with various vendors for the purchase of asphalt through an interlocal agreement with Tarrant County. Staff Contact: Robert H. Price, P.E., Public Works Director Chuck Kendrick, Asst. Director of Public Works cou�Tj,• REFERENCE NUMBER COMMISSIONERS COURT PAS ► OF 16 •• * •• ' COMMUNICATION DATE: 8/5/2014 SU13JECT: BID NO.2012-150 w ANNUAL CONTRACT FOR ASPHALT ROAD SURFACING PRODUCTS - ALL PRECINCTS - VARIOUS VENDORS - EXERCISE SECOND AND FINAL OPTION FOR RENEWAL - SAME FIRM FIXED PRICES PLUS DELIVERY CHARGES * * * CONSENT AGENDA * * * COMMISSIONERS COURT ACTION REQUESTED: It is requested that the Commissioners Court approve renewal of Bid No. 2012-150, Annual Contract for Asphalt Road Surfacing Products, to the following vendors, for the second and final optional twelve (12) month period at the same firm fixed prices plus delivery charges: APAC Texas, Inc. Austin Asphalt, LP JLB Contracting, LLC Reynolds Asphalt and Construction Vulcan Materials BACKGROUND: On August 21, 2012, through Court Order #113480, the Commissioners Court awarded Bid No. 2012- 150, Annual Contract for Asphalt Road Surfacing Products, for all Precincts, to the following vendors; APAC Texas, Inc. Austin Asphalt, LP JLB Contracting, LLC The Lane Construction Corporation Reynolds Asphalt and Construction Vulcan Materials The awards were based upon low bid per item and contained options to renew for two (2) additional twelve (12) month periods at the same prices. The Lane Corporation Construction Company elected not to renew. SUBMITTED BY: Purchasing PREPARED BY: Tim Jones APPROVED BY: � ;� 'coN��•.. COMMISSIONERS COURT COMMUNICATION REFERENCE NUMBER: DATE: 8/5/2014 PAGE 2 OF 16 The remaining vendors notified Purchasing in writing that their prices will remain firm through September 30, 2015. The four (4) Maintenance Precincts notified Purchasing in writing that they are pleased with the above listed vendors. Therefore, it is the joint recommendation of the four (4) Maintenance Precincts and Purchasing that the Commissioners Court approve the renewal of Bid No. 2012-150, Annual Contract for Asphalt Road Surfacing Products, for another twelve (12) month period. FISCAL IMPACT: Expenditures for last year were approximately $2,047,610.00, Orders are placed on an as -needed basis. Forty (40) governmental entities utilize this contract. JA CHDEACHAM, CXP:M., AL,F.P. PURCHASINGAGIENT Juige 6,2014 Steve McCorlathy APAC Texas, Inc. P,O, Box 1807 Fort Worth, Texas 76101 fie: Bid No. 2012-150, Annual Contract for Asphalt Road Surfacing Products Dear Mr. McConathy, ASSISTANT PUFORAWNGAGENT On August 21, 2012, Tarraffl County Commissioners Court awarded your company Bid No, 2012-150, Annual Contract for Asphalt Road Surfacling Products, Bid Na. 2012-150, was awarded ftKtm August:0, 2012, through September 30, 2013, with twa (2) options to renew for additional twelve (12) month, periods. Tarrant County Commissioners Court approved the first renewal on August 6, 2013. Tarrant County wishes to exercise our second and. final option to renew this contract. If you agree to this renewal the following will apply, Renewal contract period: October 1, 2.014 through. 5aptember 30, 2015. Prices from original award will remain firm fixed prices during 1he entire renewal rontract. period unless pricing increase is authwized'in, aoi;ordance With the bid specifications. Pease check one of the foilowng and reWm this letter by 5:00 p.m. Monday, June 30, 2G14, via fax to (817) 212-3048, _4Z Yes, APAC Texas, Inc. desires to renew Bid:No. 2012-150 No, APAC Texas, Inc. does not is now Bid No, 2012-150 q'4'4: Date. Are any otheyr governmental entities currefitlutilizing thl bid? :�Yesl If yes, please pmvide a listing of entities currently utilizing this bid. If possible, please include dollar amount poy-chased by each enW. If you have anyquesbons, I can be rear by telephone at (317) 8184-2620, or by fax at (817) 212-3048, My e-mail address is one ��rra.r0€e�urtly.oszrrt. Respectfully, Tim Jones Senior Buyer 'PARRANT COUNTY ADMINISTRATI ON BUILD1 XG, ROOM 803 ICOE,WL,'.A'PHERT�'()'[LD,r,GIZTWOR'rR,Tif576196 817­SF4-1.414,817�"4-2629 (Fax) TARRANT COUNTY PURCHASING DEPARTMENT JACK BEACHA M, C.P,M., A.P.P. ROB COX, C.P.M., A.P.P, PURCHASING AGENT ASSISTANT PURCHASING AGENT June 6, 2014 Pat Tinsley Austin Asphalt, LP 6330 Commerce Drive, #150 Irving, Texas 75063 Re: Bid No. 2012-150, Annual Contract for Asphalt Road Surfacing Products Dear Mr, Tinsley, On August 21, 2012, Tarrant County Commissioners Court awarded your company Bid No. 2012-150, Annual Contract for Asphalt Road Surfacing Products, Bid No. 2012-150, was awarded from August 31, 2012, through September 30, 2013, with two (2) options to renew for additional twelve (12) month periods, Tarrant County Commissioners Court approved the first renewal on August 6, 2013, Tarrant County wishes to exercise our second and final option to renew this contract. If you agree to this renewal the following will apply: Renewal contract period: October 1, 2014 through September 30, 2015. Prices from original award will remain firm fixed prices during the entire renewal contract period unless pricing increase is authorized in accordance with the bid specifications, Please check one of the following and return this letter by 5:00 p.m. Monday, June 30, 2014, via fax to (817) 212-3048. Yes, Austin Asphalt, LP desires to renew Bid No. 2012-150 No, Austin Asphalt, LP does not wish renew Bid No, 2012-150 Name: Tr TNSLEV signature: Date: / Ara any other governmental entities currently utilixi is bid? —Yes r/' No If yes, please provide a listing of entities currently utilizing this bid. If possible, please include dollar amount purchased by each entity. If you have any questions, I can be reached by telephone at (817) 884-2620, or by fax at (817) 212-3048, My e-mail address is tionesQarrantcounty.com. Respectfully, 1�10�_ Tim Jones Senior Buyer TARRANT COUNTY ADMINISTRATION BUILDING, ROOM 303 100 E. WEATHERFORD, FORT WORTH, TEXAS 76196 817-884-1414, 817-884-2629 (Fax) cor�nr�, .. b •o ,1 b• .bb66 •b.b• TARRANT COUNTY PURCHASING DEPARTMENT JACK BEACHAM, C.P.M., A.P.P. PURCHASING AGENT June 6, 2014 James G Humphrey JLB Contracting, LLC P.O. Box 24131 Fort Worth, Texas 76124 Re: Bid No. 2012-150, Annual Contract for Asphalt Road Surfacing Products Dear Mr. Humphrey, ROB COX, C.P.M., A.P.P. ASSISTANT PURCHASING AGENT On August 21, 2012, Tarrant County Commissioners Court awarded your company Bid No. 2012-150, Annual Contract for Asphalt Road Surfacing Products. Bid No. 2012-150, was awarded from August 31, 2012, through September 30, 2013, with two (2) options to renew for additional twelve (12) month periods. Tarrant County Commissioners Court approved the first renewal on August 6, 2013. Tarrant County wishes to exercise our second and final option to renew this contract. If you agree to this renewal the following will apply: Renewal contract period: October 1, 2014 through September 30, 2015. Prices from original award will remain firm fixed prices during the entire renewal contract period unless pricing increase is authorized in accordance with the bid specifications. Please check one of the following and return this letter by 5:00 p.m. Monday, June 30, 2014, via fax to (817) 212-3048. Yes, JLB Contracting, LLC desires to renew Bid No. 2012-150 __W._ No, JLB Contracting, LLC does not wish to renew Bid No. 2012-150 ,,... Name:-4aa� {; H�,�_tPJtignature: � y C Are any other governmental entities currently utilizing this bid? V Yes _ No If yes, please provide a listing of entities currently utilizing this bid. If possible, please include dollar amount purchased by each entity. If you have any questions, I can be reached by telephone at (817) 884-2620, or by fax at (817) 212-3048. My e-mail address is tiones@tarrantcou.nty.com. Respectfully, l?, P__ Tim Jones Senior Buyer TARRANT COUNTY ADMINISTRATION BUILDING, ROOM 303 100 E. WEATHERFORD, FORT WORTH, TEXAS 76196 817-884-1414, 817-884-2629 (FAai)- _ . TARRANT COUNTY PURCHASING DEPARTMENT JACK BEACHAM, C.P.M., A.P.P. PC.IRCHASING AGENT June 6, 2014 Ned Tankersley Reynolds Asphalt & Construction Company P.O. Box 370 Euless, Texas 76039 Re: Bid No. 2012-150, Annual Contract for Asphalt Road Surfacing Products Bear Mr. Tankersley, ROB COX, C.P.M., A, P,P. ASSISTANT PURCHASINO AGENT On August 21, 2012, Tarrant County Commissioners Court awarded your company Bid No. 2012-150, Annual Contract for Asphalt Road Surfacing Products. Bid No. 2012-150, was awarded from August 31, 2012, through September 30, 2013, with two (2) options to renew for additional twelve (12) month periods. Tarrant County Commissioners Court approved the first renewal on August 6, 2013. Tarrant County wishes to exercise our second and final option to renew this contract. If you agree to this renewal the following will apply: Renewal contract period: October 1, 2014 through September 30, 2015. Prices from original award will remain firm fixed prices during the entire renewal contract period unless pricing increase is authorized in accordance with the bid specifications. Please check one of the following and return this letter by 5:00 p,m. Monday, June 30, 2014, via fax to (817) 212-3048. O Yes, Reynolds Asphalt & Construction Company desires to renew laid No. 2012-150 No, Reynolds Asphalt & Construction Company does not wish to renew Bid No. 2012-150 Name:A&d Leo_r'r(c_ Signature: _4date: �Aj dl Are any other governmental entities currently utilizing this aid' s` 'Yes No If yea, please provide a listing of entities currently utilizing this bide if possible, please Include dollar amount purchased by each entity. If you have any questions, I can be reached by telephone at (817) 884-2620, or by fax at (817) 212-3048. My e-mail address is tjonesCdtarrantcounty corn. Respectfully, Tim Jones Senior Buyer TARRANNT COUNT' ADMINISTRATION BUILDING, ROOM 308 100 E. WEATHER.FORD, FORT WORTH, TEXAS 76196 8I7-884-1414, $17-854-2629 (Fax) TARRANT COUNTY PURCHASING DEPARTMENT JACK BEACEIAM, C.P.M., A.P.P. PURCHASING AGENT June 6, 2014 Hal A. Reichenau Vulcan Materials 6100 Western PL DR, Suite 400 Fort Worth, Texas 76107 Re: Bid No, 2012.150, Annual Contract for Asphalt Road Surfacing Products Dear Mr. Relchenau, RUB COX, CORM., A.P.P. ASSISTANT PURCHASING AGENT On August 21, 2012, Tarrant County Commissioners Court awarded your company Bid No. 2012-150, Annual Contract for Asphalt Road Surfacing Products, Bid No. 2012-160, was awarded from August 31, 2012, through September 30, 2013, with two (2) options to renew for additional twelve (12) month perlads, Tarrant County Commissioners Court approved the first renewal on August 6, 2013, Tarrant County wishes to exercise our second and final option to renew this contract. If you agree to this renewal the fallowing will apply: Renewal contract period: October 1, 2014 through September 30, 2015. Prices from original award will remain firm fixed prices during the entire renewal contract period unless pricing Increase is authorized In accordance with the bid specifications. Please chec a of the following and return this letter by 5:00 p.m. Monday, ,tune 30, 2014, via fax to (617) 21 48, Yes, Vulcan Materials desires jw[sh 4tonew Bid No. 2012-150 No, Vulcan Materials does nut Bid No. 2012-150 Name; &02 - Slgntili Date: f Are any other governmental entities currently utilizing this bid? Yes Na If yes, please provide a listing of entities currently utilizing this bid. If possible, please include dollar amount purchased by each entity. If you have any questions, I can be reached by telephone at (817) 884-2620, or by fax at (617) 212-3048. My a mall address Is tlonss Dtarrantcounty.com. Respectfully, <' rl Tim Jones Senior Buyer TARRANT COUNTY ADMINISTRATION BUILDING, ROOM 303 inn E. WEATHElt3a'ORD, FORT WORTH, TEXAS 76190 817.884-1414, 817-884-2G29 (Fos) AARRANT T PURWASINO DEPARTMENT JACK BEACRAM, CIP.ML, A.P.P. PURCHASING AGENT June-6, 20'144 Jason P. McLear The Lane Construction Corporation P.O. Box BOO Roanoke, Texas 76262 Re: Bid No, 2012-150, Annual Contract for Asphalt Road Surfacing Products ©.ear Mr. McLean, ROB COX C,P;.K., A.P.P. On August 21, 2012,.Tarrant County Comirsissioners Court awarded your company laid No. 2.012-150, Annual Contract for Asphalt Road. Surfacing Products, Bid No. 201Z,,160, was awarded from August 31, 2012, through September 30, 2013, with two (2) options to renew for additional twelve (12) month periods. Tarrant County Commissioners Court approved the first renewal on August 6, 20fS, Tarrant County wishes to exercise our second and final option to renew this contract, If you agree to this renewal the following will apply: Renewal contract period: October 1,. 2014 through September 30, 2015. Prices from original award will remain firm fixed prices during the entire renewal contract period unless pricing increase is authorized in ac:cordanoewith the btd:speelf.ications. Please cheek one of the folfowing a.'nd return this letter by :00 p_rt Monday, June $0, 2014, via fax W (817) 212-304.8. — Yes, The Lane. Construction Corporation desires to renew Bid No, 2012-150 No:; The Lane Construction Co.poratio s o wish to renew B'd No.. 201.2-150. Name e( i Signa.tu:r lI)ate:. ll Are any other governmental entities currently utilizing this. bid? —Yes, ZANo If yes, please provide A listing of entities. currently utiliAng this bid.. If passible, please include dollar amount purchased by each entity. If you have any questions, f can be reached by telephone at (817) 884-2620,. or by fax at (817) 212-30 8, My e-mail address issnes iarrarrtaa:ty;.om. Respectfully, 110 Tim Jones Senior Buyer TARRANT co-uNTY AT)m NTSTRATION BUILDLNC,12:00K $4.� 1(10 E, WEA'PFI)'1tFORD, FORT WORT141 TLXA.S U1.96 &i7-8�3A-1�14, �77 88<I-2fiu�3 fl+ass) 91 0 0 C) Wl LO L" y[ >L `V LO Ln 4 u �3 we+ 0 0 ' -"d LO Q Q) q Ln v- w Ln LO fix , Z d C �} z Tt to LO w d U° v m CJ c uj CL E E z Q k,� �i 1e1� e U2 i7 4 u �n1� CL c� 0 Q 4 sn 00 CL E N E Q M 1 LtA 'r- � tJ CL Z, Jw ] LLl 2 CCI Z C[S z CO CLl 7r ai W 41 Q pCi ? q m Z K(� W S C ~Z CLl LLi Lb Cl �y" ,k' }� z z z z z. r � V a CL7 z ISM Z �4 27, Ct7 [0 7- 7- m z m z Co z CQ W 00 Z C(7 4 :R! Z O yy � �C � m LT7 GC1 Ct] CQ m m m fJ5 �1 Ctl m m Z z Q z Vi A. Ll C1. F {J a sd N O CL i H, 3 m m m 9q �p �!i fw7 q t�D eX7f c tt� 0 p 0� CO m m to m Gn CIJ CO LLl fl z Z z z z z z 4 m a m m m w m m m as co m m m m Z Z z Z z Z z z z z Z Z m m 0 0 m m m so m rn A z z rL 73 $ s � U CP 49 CL z z Im z a C a 4 w CL �' � ad ca ca � z z z z 4 � � as 2 `w S 7 a wV+ UuS a .80 xa V1+ p p N Q. LO C L3 6!y t7 j,� yp aSw 40 Q co �U L7� i 0.� 0 uj y, C7 C7 Y!7 y as Criuj Gi a gG p R r.L a Gi C � 0.s [L Q .N TAKINGS IMPACT ASSESSMENT CHECKLIST Complete this form for any county action that involves the adoption of a regulation, policy, guideline, court resolution, or order. Bid No. 2012-150, Annual Contract for Project/Regulation Name: Asphalt Road Surfacing Products County Department: PURCHASING Contact Person: Jack Beacham, C_P.M., A.P.P. Phone Number for Contact Person: (817) 884-1133 Type of TIA Performed: SHORT TIA or FULL TIA, Circle one after answering the questions in Sections 11 and III belo I. Stated Purpose Attach to this checklist an explanation of the purpose of the regulation, policy, guideline, court resolution or order. ** *'h'* *'k'k�C:E:tY�*WY�*:tW yeWW rifkfY*fMYeW W W W W :Y%Yr%YcfM%Fc�e�e�MfFfYW Ve W Ye*fM�t W W �t�c�'titYtitit W �F rtFr9t'le �k W**tlr W>F�F�kik W* W W W W W W WWWWWW W W W W W W W W �FW'k W* W W W W Note: The remainder of this Takings Impact Assessment Checklist should be completed in consultation with the Criminal District Attorney's Office. II. Potential Effect on Private Real Property 1, Does the county action require a physical invasion, occupation or dedication of real property? Yes No 2, Does the county action limit or restrict a real property right, even partially or temporarily? Yes No If you answered yes to either question, go to Section Ill. If you answered no to both, STOP HERE and circle SHORT TIA at the top of the form. 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