City Council Special Meeting

AGENDA City Council Special Meeting Monday, August 3, 2020 1102 Lohmans Crossing Road, Lakeway, TX 78734 6:30 PM VIA VIDEOCONFERENCE This meeting of the Lakeway City Council will be conducted via videoconference, pursuant to Governor Abbott’s Temporary Suspension of Open Meetings Laws issued on March 16, 2020. As always, you may watch the meeting using the city’s live stream at: https://www.lakeway-tx.gov/1062/Videos---Meetings-Events. There will be no in-person attendance at this meeting. Citizen Participation on posted agenda items will occur via telephone. If you wish to provide comments on a specific agenda item via telephone during the meeting, submit a public comment form on the city website before 3:00 pm Monday, August 3, 2020. Go to https://lakeway-tx.civicweb.net/Portal/CitizenEngagement.aspx to complete the form. Email joanntouchstone@lakeway-tx.gov if you have any questions regarding citizen participation. City staff will send an email providing instructions for commenting during public participation via videoconference directly to those registered to comment. The same rules apply to telephone comments as to in-person comments. They must be on the topic of the agenda item, and they must be no more than 3 minutes in length. Page 1 ESTABLISH QUORUM AND CALL TO ORDER. 2 PLEDGE OF ALLEGIANCE. CONSENT AGENDA 3 AWARD BID FOR 2020 ASPHALT PAVEMENT OVERLAY IMPROVEMENTS TO THE SUCCESSFUL BIDDER AND AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT. Staff Report 4 - 11 Solicitation Process and Recommendation Official Bid Tabulation 2020 Pavement Overlays Page 1 Page 1 of 11  2020 Pavement Overlays Page 2 2020 Pavement Overlays Page 3 2020 Pavement Overlays Page 4 2020 Pavement Overlays Page 5 END CONSENT AGENDA 4 FY 2021 BUDGET. • Presentation by City Manager Julie Oakley. • Citizen participation. • Council discussion/action. 5 EXECUTIVE SESSION. ENTER INTO EXECUTIVE SESSION TO DELIBERATE REGARDING THE POTENTIAL PURCHASE, EXCHANGE, LEASE, OR VALUE OF REAL PROPERTY, AS AUTHORIZED BY TEXAS GOVERNMENT CODE SECTION 551.072, AND TO OBTAIN LEGAL ADVICE FROM COUNSEL, AS AUTHORIZED BY TEXAS GOVERNMENT CODE SECTION 551.071 (CONSULTATION WITH ATTORNEY). NO ACTION WILL BE TAKEN IN EXECUTIVE SESSION; ACTION, IF ANY, WILL BE TAKEN IN OPEN SESSION. • Lakeway MUD Property Request 6 EXECUTIVE SESSION. ENTER INTO EXECUTIVE SESSION TO DELIBERATE THE APPOINTMENT, EVALUATION, REASSIGNMENT, AND DUTIES OF MUNICIPAL OFFICERS, PURSUANT TO TEXAS GOVERNMENT CODE SECTION 551.074. 7 ADJOURNMENT. Signed this 31st day of July, 2020. ________________________________ Sandra L. Cox, Mayor All items may be subject to action by City Council pursuant to Ordinance No. 2001-10-29-1, Article VI. The City Council may adjourn into Executive Session at any time during the course of this meeting to discuss any matters listed on the agenda, as authorized by the Texas Government Code including, but not limited to, Sections: 551.071 (Consultation with Attorney), 551.072 (Deliberations about Real Property), 551.073 (Deliberations about Gifts and Donations), 551.074 (Personnel Matters), 551.076 (Deliberations about Security Devices), 551.087 (Economic Development), 418.183 (Deliberations about Homeland Security Issues) and as authorized by the Texas Tax Code including, but not limited to, Section 321.3022 (Sales Tax Information). Certification: I certify that the above notice of meeting was posted on the City of Lakeway Official Community Bulletin Board on the 31st day of July, 2020 Page 2 of 11 at 1:00 p.m. Council approved agendas and action minutes are available on line at http://www.lakeway-tx.gov/. The City of Lakeway Council meetings are available to all persons regardless of ability. If you require special assistance, please contact Jo Ann Touchstone, City Secretary, at 512-314-7506 at least 48 hours in advance of the meeting. _________________________________ Jo Ann Touchstone, City Secretary Page 3 of 11  Dale Delong Public Works Director Staff Report Meeting date: August 3, 2020 Agenda item: Contract Award – 2020 Asphalt Pavement Overlay Improvements Background: Staff issued an Invitation to Bid to find a qualified contractor who will provide overlay improvements on various streets throughout the City. Streets chosen for overlay improvements were identified through the pavement management program, and the City is refurbishing the most degraded areas first. Four responses were received: 1) Bennett Paving, Inc. 2) Alpha Paving Industries, LLC. 3) Texas Materials 4) Lone Star Paving Term: Project to be completed in twenty-eight (28) calendar days. Fiscal Impact: Upon City Council approval, staff will enter into a contract for asphalt overlay improvements with Bennett Paving, Inc. The total price of $526,369.50 falls below the budgeted amount of $600,000.00. Please refer to the Bid Tabulation – 2020 Asphalt Pavement Overlay Improvements. Recommendation: After evaluating the bids according to the criteria stated in the bid documents, staff recommends awarding the contract to the low bidder, Bennett Paving, Inc. Enclosure(s): Bid Tabulation – 2020 Asphalt Pavement Overlay Improvements Page 4 of 11  SOLICITATION PROCESS AND RECOMMENDATION PROJECT: 2020 ASPHALT PAVEMENT OVERLAY IMPROVEMENTS Bid Due Date: July 24, 2020, 2:00 p.m. The City of Lakeway advertised the project in three (3) local publications for two (2) consecutive weeks and posted the proposal documents on the City’s website. Additionally, eight (8) vendors were contacted to be made aware of the solicitation advertisement. List of emailed vendors: 1. Lone Star Paving Company 2. Bennett Paving, Inc. 3. Alpha Paving Industries, LLC 4. Texas Materials 5. LC Paving & Construction LLC. 6. RDC Paving 7. Hellas Construction 8. Old Castle Materials Legal Notices: 1. Austin American Statesman 2. Lake Travis View 3. Westlake Picyuane 4. City of Lakeway Website Bids Received: 1. Bennett Paving, Inc. 2. Alpha Paving Industries, LLC. 3. Texas Materials 4. Lone Star Paving Recommendation: After evaluating the proposals according to the solicitation, staff recommends awarding to the lowest bidder meeting all requirements of the bid. The total bid was below bid amount expectations. Page 5 of 11  IFB FOR 2020 ASPHALT PAVEMENT OVERLAY IMPROVMENTS Bennett Paving, Inc. Texas Materials Alpha Paving, Industries, Lone Star Paving Vendors: LLC Item Quantity Unit Item Description and Written Total Unit Price Unit Price Amount Unit Price Amount Unit Price Amount Unit Price Amount No. Sawcut, remove and replace 5" depth asphalt with 1 1,400 SY $45.55 $63,000.00 $68.00 $95,200.00 $42.29 $69,006.00 $60.00 $84,000.00 Type B HMAC, complete in place, per square yard: Pavement edge mill (3' width), complete in place, per 2 9,356 SY $3.00 $28,068.00 $8.00 $74,848.00 $5.25 $49,119.00 $6.00 $56,136.00 square yard: Pavement grinding of butt joints (5'), complete in 3 384 SY $4.00 $1,536.00 $18.00 $6,912.00 $5.25 $2,016.00 $11.50 $4,416.00 place, per square yard: 1 1/2 " thick Type D HMAC overlay, including tack 4 41,311 SY $10.50 $433,765.50 $13.50 $557,698.50 $11.50 $475,076.00 $10.35 $427,568.85 coat, complete in place, per square yard: Base Bid Total: $526,369.50 $734,658.50 $595,217.00 $572,120.85 Page 6 of 11  RYC R T E K T IMP ANA GOSD R DR TOS L OSA LTO SD AL R OS L DR OMA K NA F ALL BRO OKC T SA LT S DU CK I EL CT LLO L AKECT DO BL UE RA ROY AL L AKECT DO A OKC V CEDA R O RCKCT 2 02 S 0APHA LTP A V EMN E TO VERL A Y S TW IN SH O H ILL SCT W L OWC T Page 7 of 11  T P ORP OIS E NC R HO S T ER E D D EER FIE LDC V CV E IR SA CO 2 020A SPHA LTP A E VME N TO VERL A Y S Page 8 of 11 MOR NIN G C LOUDCV 2 020A SPHA LTP A E VME N TO VERL A Y S Page 9 of 11  W EES COT TCV G ANN ETC V H IGH LAN DERC V S EAS HEL LST 30 9 S UNF ISH 2 020A SPHA LTP A E VME N TO VERL A Y S Page 10 of 11  ST P MER R Y C SA PH CV ZE Y ACH TCT CK V DEC I VXEN CT HAY DEN R IDG ELN 2 020A SPHA LTP A E VME N TO VERL A Y S Page 11 of 11