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Item 4DCITY OF SOUTHLAKI MEMORANDUM (March 3, 2015) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Director of Public Works Item 41) Subject: Approve annual purchase agreement with Hard Kountry Concrete through an interlocal agreement with the City of North Richland Hills Action Requested: Approve annual purchase agreement with Hard Kountry Concrete through an interlocal agreement with the City of North Richland Hills. 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 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 including the City of North Richland Hills. In November 2014 the City of North Richland Hills renewed bid number 13-032 for concrete services with Hard Kountry Concrete. 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 Hard Kountry Concrete through an interlocal agreement with the City of North Richland Hills. Executing an additional contract for the provision of concrete services will provide city staff with options in scheduling work related to the construction of sidewalks, curb and gutter work, retaining wall, concrete flatwork, etc. Today, we solely utilize the services of on one contractor, Manning Concrete which sometimes adversely impacts the delivery time on city projects done in-house. Financial Considerations: Funding for projects under this contract and the existing Manning Concrete Services contract are provided in the annual operating budget for Public Works Operations and the 2015 Capital Improvement Program. For FY 2015, the funds available for these services include $320,000 in the Streets Materials line item, $100,000 each in the Utility -Water and in the Utility -Sewer System Maintenance line items. In addition, funding for concrete services is also provided for in various CIP projects including the annual PMA program in an amount of $800,000. Services under this contract will not exceed funding approved by the City Council in the 2015 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: North Richland Hills Contract documents Staff Recommendation: Approve annual purchase agreement with Hard Kountry Concrete through an interlocal agreement with the City of North Richland Hills. Staff Contact: Robert H. Price, P.E., Public Works Director Chuck Kendrick, Asst. Director of Public Works Nk*,KTH RICHLAND H 1 L L S City of Choice Hard Kountry Concrete Barbara Marshall 5533 Taylor Road Fort Worth, TX7 6114 Re: 13-032 Miscellaneous Concrete Improvements Dear Ms. Marshall, Referenced contract was for one (1) years with four (4) options to renew for additional twelve (12) months each. The original contract was for the period of November 14, 2013 through November 13, 2014. The effective dates for the ist renewal option wi11 run from November 14, 2014 through November 14, 2015. The North Richland Hills Purchasing Department hereby extends an invitation to Hard Kountry Concrete for an additional one (1) year period for this contract as awarded on November 14, 2013. Please marls the appropriate response below and provide your signature above your printed name. All prices must remain firm for the option renewal period through November 14, 2015. ❑ Yes, Hard Kountry Concrete will accept the offer to extend the same contract pricing through November 14, 2015. 02'Yes, Hard Kountry Concrete will accept the offer to extend the contract through November 14, 2015, but with the attached price changes. ❑ No, Hard Kountry Concrete will NOT accept the offer to extend the same contract pricing through November 14, 2015. Please email response to eramirez(a7�nrhtx.conn Sincerely, EMS Eva Ramirez Barbara Marshall Buyer Hard Kountry Concrete 13-032 MISCELLANEOUS CONCRETE IMPROVEMENTS SPECIFICATIONS BID # 13-032 WORK The Contractor shall provide and pay for all materials, supplies, machinery, equipment, tools, superintendence, labor, services, insurance, and all water, fuel, transportation and other facilities necessary for the execution and completion of the work covered by the contract documents. All materials shall be new and workmanship shall be of a good quality. The Contractor shall, if required, furnish satisfactory evidence as to the kind and quality of materials. Contractor agrees that the City of North Richland Hills Public Works Department has the right to make all final determinations as to whether the work has been satisfactorily completed and meets all specifications. SITE OBSERVATION Public Works shall make periodic visits to the site to familiarize them self with the progress of the executed work and to determine if such work meets the requirements of the specifications and contract documents. Deviation by the Contractor from plans and specifications that may have been in evidence during any such visitation or observation by the Public Works, whether called to the Contractor's attention or not shall in no way relieve the Contractor from his responsibility to complete all work in accordance with said plans and specifications. DURATION OF AGREEMENT AND PRICE ADJUSTMENTS The successful bidder will be awarded a twelve (12) month agreement effective the date of award. Prices are to remain firm for the twelve (12) month agreement period. At the City's option, the agreement may be renewed for three (3) additionaI twelve month (12) month periods at a price proposed by the contractor. The Contractor shall submit the renewal proposal with price changes and justification to the Purchasing Department at least sixty (601 days before the expiration of the current agreement. Increase in contract pricing shall not exceed the consumer price index of the Dallas/Fort Worth standard metropolitan statistical for the previous twelve (12) month period or 5%, which ever is smaller. Renewal shall be at the sole discretion of the City of North Richland Hills departments utilizing the contract. All areas of non-conformance shall be submitted in writing to the Purchasing Manager and must be corrected within 10 days from date of notification. After three non-conformance complaints the contract may be subject to cancellation. The quantities listed are estimated quantities using the best information available. The City reserves the right to choose the items that will be purchased and to purchase more than or less than the quantities listed. PAYMENTS FOR WORK Public Works shall review Contractor's applications for payment and supporting data, determine the amount owed to the Contractor and approve, in writing, payment to Contractor. Page 15 of 46 13-032 MISCELLANEOUS CONCRETE IMPROVEMENTS BID FORM BID # 13-032 The general intent of this contract is to provide concrete repairs and replacement as required for the Street Division of the City,of North Richland Hills. Award may be. made for primary and secondary contracts. If these terms are not agreeable to Contractor, please provide explanation in the space provided on the bid form. Public Works shall havc the responsibility of the supervision of the construction. All lines, grades, sub -grade and reinforcing steel placement must be checked by the Public Works. ITEM EST. DESCRIPTION UNIT EXTENDED # QTY. PRICE PRICE 1 3,000 Remove and replace valley gutter, SF complete in place. 2' 2,000 Remove and replace reinforced 4' SF concrete sidewalk, complete in place. 3' 10 Installhandicap ramp, complete in •$ Each place 4' 8,000 Remove and replace concrete curb and Q da 'T� $ �� LF gutter, complete in place. 5 500 Remove and replace driveway flow 7 �c ~ $ SF line, complete in place. b. 8,500 Remove and replace driveway, $ fa� 7a $ SF complete in place. �' I00 Remove and replace curb inlet ear or �5 LF return, complete in place 8 5,000 Remove and Replace Concrete 5 $� SF Pavement, complete in place- 5" thick 9 2,000 Remove and replace concrete- $ SF pavement, complete in place- 6" thick �---'— 10' ,2,000 Remove and replace concrete 5-0 $ SOD. SF pavement, complete in place- 7" thick Page 23 of 46 13-032 MISCELLANEOUS CONCRETE IMPROVEMENTS BID FORM CONTINUED BID # 13-032 11. 2,000 Remove and replace concrete 5 �' $3 i0D I SF pavement, complete in place— 8" thick 1 Remove and replace standard curb - $ z 2�o- $ I2. Each inlet, complete in place, 13 2 Remove and replace standard curb $ 134P $2731)— Each inlet top, complete in place. 14. 100 Remove and replace channel head $ 4-0$ �D pace FT wall, complete in place. 15. I Minimum fee per work order. S g1J0 co - ,Lump Sum GRAND TOTAL S' 3 Y #, c1 •z 7, o0 SECONDARY AWARD: Would you, be willing to accept a Secondary Award to provide materials/services in the absence of the primary contractor at the prices submitted on this bid form? See "Secondary Contractor" page # 12 Yes No Page 24 of 46 13-032 MISCELLANEOUS CONCRETE IMPROVEMENTS CONTRACTOR INFORMATION Name of Firm: f7g ?'rl A,014 n 7 r Type of Firm: ❑ Corporation W Sole Proprietorship ❑ Other Address: Phone Number:(, 17) qq *' 1 4, ilv Fax Number. Number of years in business:.. Names of Principals: President: Vice -President: Secretary: Treasurer: I.R.S. Number: 4 2 - .2 7 - U � 4, A list of all previous experience with similar type and size projects must be submitted with bid. List must include company name, contact, contact phone number and type of project. A similar list must also be submitted for all sub -contractors proposed to complete work under this agreement. 6Jf� ae Ae, Ile r- Si'm RD!�J�ffo - 2 t7- 7,� 3 0 ei7-' OVIP,prfh RiedlIan d 9)IIS- 11`r}n'1�1 (�Ae.j - 9/11—X27- !I 441 Page 28 of 46 13-032 MISCELLANEOUS CONCRETE IMPROVEMENTS NON -COLLUSION AFFIDAVIT OF BIDDER State of e X d S County of -rar r g&+ e-verifies that: (Name) (1) He/She is owner, partner, officer, representative, or agent of r! �i rd t(yyt Yr r _�1G_C , has submitted the attached bid; (Company Name) I (2) He/She is fully informed in respect to the preparation, contents and circumstances in regard to attached bid; (3) Neither said bidder nor any of its officers, partners, agents or employees has in any way colluded, conspired or agreed, directly or indirectly with any other bidder, firm or person to submit a collusive or sham bid in connection with attached bid and the price or prices quoted herein are fair and proper. "A' SIGNATUR Kfte+�x... - PRINTED NAME Subscribed and sworn to before me this 3) da 2013. a ,.Ar:,,,,, —Tq87ARY43UI3LIC in and for ,' �' G��,•;O' —I—Ram{- County, Texas. .y My commission expires { delis,_ 06-1 J_ .10 THIS FORM MUST BE COMPLETED, NOTARIZED AND SUBMITTED WITI1 BID Page 30 of 46 13-032 MISCELLANEOUS CONCRETE IMPROVEMENTS STATEMENT OF RESIDENCY Is your principal place of business in the state of Texas? Y YES NO If"NO" state address: If "YES" state address 11drd kvantq .5' 337,E lar W,114- Definition; "Non -Resident Bidder" - A bidder whose principal place of business is not in the state of Texas, but excludes a contractor whose ultimate parent company or majority owner has its principal place of business in the state of Texas. "Resident Bidder" - A bidder whose principal place of business is in the state of Texas and includes a contractor whose ultimate parent company or majority owner has its principal place of business in the state of Texas. Page 31 of 46 A t Rx CERTIFICATE OF LIABILITY INSURANCE 10 Tf xoi� ) THIS CERITIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO MOM UPON THE CERTIFICATE µOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER TI'ifr COVERAGE AFFORDED BY THE POLICIES BELOW. T" CERTIFICATE Of INSURANCE OOZES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING M3URER(8), AUTHOALMO REPRESENTAYiYE OR PRODUCER, AND THE CERTIFICATE HOLOER. IMPORTANT. If the C*rtlflCpte holdor Is an ADDITIONAL INSUPXP, the policyp") must be ondoned. If SUBROGATION IS WANED, sub)ett to tho torms and conomona of the Policy, COMM poAcl•s msy requlro in ondorimment A statornant on this Cartftcde dogs not Confer Ashes W thr cortlfketo holder In 06u of such enGor"men sj. 'ROoucgA GUWACT AUCOTE INSURANCE AGENCY NAB - - PO BOX 500 L,� N ell 297-7767 ' AllNvc,No�$17 297-35: CROWLEY TX 76036 ADDRESS --- uJ4l!!lu!Pl. An'PReiNg C6vouga j WUCs NSUREO HM HOUNTRY CONCRETE uISURER B : T e m.t 4rd TCENNY MARSHALL 4 BARBARA MARSHALL INSURER c ; 5533 TAYLOR RU INsuRER O FT WORTH, TX 76114 INsURCR E : INSUIitR f XIVERACES CERTIFICATE NUMBER: REVISION NUMBER: I nRf I.] Iu 4t1%11PT IMAI r"L POLICIES OF INSURANCE LISTED 13ELQW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWFTHSTANDING ANY REOUIREINENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POUCIES DE$CRIOED HEREIN 15 SU9.IECT TO ALL THE TERMS, EXCLUS1ONSAND CONDITIONS OF SUCH POLICIES, iw LIMMS SHOWN MAY HAVE BEEN REDUCED AY PAID CLAIMS. TYPE! Of INSURANCE POLICY NUMBER LIMITs . GENERAL IIA84irY EACH OCCURRENCE $500,000 X COlaLaEmm GENERAL LiABIUTY PR EIk a e�ooam.rp. 3 100 OQO CIA---MAQE a OCCUR i gL4 1.1000 { MUO EXP mny oneoww) �► ART411982 11/01/1211/0L/13 PERSONAL 4ADVINA Y 500,000 - GENERAL AGGREGATE 1$1, 000 , 000 4EN': AGGREOAYE U►1rT APPLFA PCR PRODUCTS - COMPIOP AGG 3 $500 , 00Q POLICY n JpEller El LOC S AUTOMOBILE L"LrrY Fe epCkknS g BODILY INJURY (Pw ww) S ANYAVrO AUTOS NtO AUfOsuLED 80DILYINJURY (Poe Kd"M S HIREDAVT45 AAVTOSV/tVEO PK ; S UVMRaLA LIAR Id OCCUR EACH OCCURRF_NCE S EXCESS LIA9 CLAIMS•MADE AGGRCGATE 6 DED R Nn4N s s WORKERS COMPENSATION AND A0 H. T EMPLOYERS' LIMILrrYFR �aunYe Y© a �G 4i7 �t,`L31216 21/13/12 11/13123 E.LEACHACCIDENT S $500,000 Nde4gorre++W Hyyr�uu deealbeundor %Rs C1. DISEASE . Fit EMPLOYE S $500 .000 EL. DMEMC - POLICY umrT $ $500 , 000 DE84LRIVTIDN OF OF'ERATK]Ns helaw :SCRIPYION OF OPERATI4N$I LOCATIONS I VEHICLES (M6uh ACORD 101, Addlilonel Rertrr A 50equlo. If more .pace;, t.µ frrd) PrAll City of North Richland mils 7301 NE hoop 820 North Richland Hills TX 76180 817 427 6151 SHOULD ANY OF THE ABOVC OESCRtSE0 POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF. NOTICE WILL Or; DELIVERED IN ACCORDANCE VOTH THE POLICY PROVi314N3. AVYHORLZFO RgPRESENTATM All6013 reserved. 'OR025(2010105) The ACORL) name and logo are regIstered marks of ACORD