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Rayzor Channel Box Culverts-6120-Award/Ordinance/Pricing Docusign City Manager Approval Transmittal Coversheet File Name Purchasing Contact DocuSign Envelope ID: 14F03A25-6533-4636-B316-6413A8BE5ABE 6120RFP Karen Smith Rayzor Channel Box Culverts Request for City Manager Approval of Purchase DATE: April 19, 2016 Questions concerning this acquisition may be directed DEPARTMENT: Electric Engineering to Phil Williams 349-8487 ACM: Howard Martin SUBJECT Approve a purchase from Johnson County Pipe Inc., dba Thompson Pipe Group Dallas, Alvarado, Texas for the purchase and delivery of 178 feet of railroad rated precast concrete box culverts for drainage improvements at RD Wells Substation in the not-to-exceed amount of $83,118. (File 6120) BID INFORMATION DME recently started constructing a new access drive to the RD Wells substation. The drive project was required to comply with an existing agreement with Rayzor Investments Ltd, whereas DME would abandon the existing drive within three years, upon Rayzor granting DME an alternative access easement. In December 2013, in conjunction with a land purchase by Paccar (Peterbilt), Rayzor granted DME an access easement extending southward from Jim Christal to the north side of RD Wells Substation. The completion of the new access drive requires extensive drainage improvements. The City of Denton, on behalf of Rayzor Investments and in accordance with the Rayzor/Paccar contract, will undertake construction of a drainage channel. The channel will extend from the Northwest corner of RD Wells Substation, westward to Western Blvd. Teague Nall and Perkins (TNP) provided engineering design services for this drainage project. Exhibit 2 shows the location of channel in reference to RD Wells Substation. The drainage channel will accommodate stormwater flows from the undeveloped Paccar (Peterbilt) tract and lands East of the Rayzor rail spur. In order to accommodate the volume of storm water runoff, the culverts under the rail spur must be replaced. The culverts must comply with railroad specifications; therefore, they are not the typical box culverts used by the City of Denton drainage department. The installation of the culverts will require cutting and removing a section of the Rayzor rail spur. This will isolate Tetra Pak from rail deliveries of their weekly supply of raw materials. Therefore, DME has met with and coordinated the extended rail outage with Tetra Pak so they can preorder and have enough materials on hand to not negatively impact their production. The precast concrete box culvert construction must be completed within 4 weeks, or else Tetra Pak has indicated that they will be forced to source raw materials from other sources via much more expensive truck deliveries or negatively impact the entire Tetra Pak Denton operation. The acquisition of the culverts at this juncture, will alleviate any potential construction delays that might be caused due to a delay of materials. The boxes will be stored at RD Wells Substation until the August construction window. DME solicited quotations using the TNP Engineering Consultant’s design from 3 precast concrete companies. Thompson Pipe, Forterra, and Rinker all submitted quotes and a tabulation of the results in included as Exhibit 1. DME proposes to move forward and procure the lowest cost option from Thompson Pipe. DocuSign Envelope ID: 14F03A25-6533-4636-B316-6413A8BE5ABE Request for City Manager Approval RD Wells Drainage Improvements, Box Culverts Page 2 This purchase falls under the DME specialized procurement policy in accordance with Ordinance 2009-189. The City Manager may approve budgeted purchases for less than $100,000 without PUB review or Council approval. PRIOR ACTION/VIEW (COUNCIL, BOARDS, COMMISSIONS) No prior action. RECOMMENDATION Approve a one-time purchase of box culverts from Thompson Pipe, in the not-to-exceed amount of $83,118. BASIS FOR SELECTION Thompson Pipe provided the lowest cost option for the railroad rated precast concrete box culverts as specified by the TNP engineered drainage channel design. PRINCIPAL PLACE OF BUSINESS Johnson County Pipe Inc., dba Thompson Pipe Group Dallas, Alvarado, Texas ESTIMATED SCHEDULE OF PROJECT Installation of culverts will occur in August 2016. Culverts will be manufactured and delivered eight (8) weeks after receipt of order. Culverts are being ordered now and will be staged at the RD Wells substation until the railroad spur work begins immediately following the last Tetra Pak raw material rail delivery. PROJECT MANAGER Chris Lutrick, Engineer IV, DME Engineering FISCAL INFORMATION The funding will be provided by DME’s Capital Improvement Project Account, 603293500.1350.3550. Aid in construction funds will be received from Rayzor Investments Ltd., for their allotted portion of this drainage project. EXHIBITS Exhibit 1: Pricing Tabulation DocuSign Envelope ID: 14F03A25-6533-4636-B316-6413A8BE5ABE Request for City Manager Approval RD Wells Drainage Improvements, Box Culverts Page 3 Exhibit 2: Project overview map Requested by: Name: Phil Williams, General Manager Phone: 349-8487 Requisition #128760 Respectfully submitted: Purchasing Expenditure Approved: __________________________ City Manager or Designate __________________________ Date DocuSign Envelope ID: 14F03A25-6533-4636-B316-6413A8BE5ABE 4/26/2016 Exhibit 1 6120 - Tabulation for Razor Channel Box Culverts Line Qty UOM Descripton Unit Price Total Unit Price Total Unit Price Total 1 104 FT 8' x 5" Box Culvert - E-80 Load 494.95$ 51,474.80$ 597.00$ 62,088.00$ 675.00$ 70,200.00$ 2 74 FT Standard Loading Box Culvert 8' x 5"416.80$ 30,843.20$ 447.75$ 33,133.50$ 591.00$ 43,734.00$ 3 1 EA Delivery 800.00$ 800.00$ -$ 4,125.00$ 4,125.00$ Total 83,118.00$ 95,221.50$ 113,934.00$ Thompson Pipe Rinker Forterra DocuSign Envelope ID: 14F03A25-6533-4636-B316-6413A8BE5ABE Tetra Pak Rail Spur New RD Wells Access Drainage Project RD Wells Substation DocuSign Envelope ID: 14F03A25-6533-4636-B316-6413A8BE5ABE Certificate Of Completion Envelope Id: 14F03A2565334636B3166413A8BE5ABE Status: Completed Subject: ****City Manager Approval ******Docusign Item 6120 Source Envelope: Document Pages: 6 Signatures: 2 Envelope Originator: Certificate Pages: 5 Initials: 0 Karen E. Smith AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-06:00) Central Time (US & Canada) karen.smith@cityofdenton.com IP Address: 129.120.6.150 Record Tracking Status: Original 4/19/2016 8:48:36 AM Holder: Karen E. Smith karen.smith@cityofdenton.com Location: DocuSign Signer Events Signature Timestamp Karen E. Smith karen.smith@cityofdenton.com Assistant Purchasing Manager City of Denton Security Level: Email, Account Authentication (Optional) Completed Using IP Address: 129.120.6.150 Sent: 4/19/2016 8:51:14 AM Viewed: 4/19/2016 8:51:24 AM Signed: 4/19/2016 8:51:44 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Elton Brock elton.brock@cityofdenton.com Purchasing Manager City of Denton Security Level: Email, Account Authentication (Optional) Using IP Address: 129.120.6.150 Sent: 4/19/2016 8:51:46 AM Resent: 4/21/2016 3:54:25 PM Viewed: 4/20/2016 8:35:53 AM Signed: 4/21/2016 4:23:48 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: George C. Campbell george.campbell@cityofdenton.com City Manager City of Denton Security Level: Email, Account Authentication (Optional) Using IP Address: 129.120.6.150 Sent: 4/21/2016 4:23:51 PM Viewed: 4/25/2016 10:25:49 AM Signed: 4/26/2016 11:08:27 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Carbon Copy Events Status Timestamp Robin Fox Robin.fox@cityofdenton.com Security Level: Email, Account Authentication (Optional) Sent: 4/21/2016 4:23:50 PM Viewed: 4/25/2016 10:32:03 AM Electronic Record and Signature Disclosure: Accepted: 10/9/2015 1:39:51 PM ID: 04463961-03db-4c4d-9228-d660d6146ed6 Jane Richardson jane.richardson@cityofdenton.com Security Level: Email, Account Authentication (Optional) Sent: 4/26/2016 11:08:29 AM Viewed: 4/26/2016 11:10:00 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Jennifer Bridges jennifer.bridges@cityofdenton.com Procurement Assistant City of Denton Security Level: Email, Account Authentication (Optional) Sent: 4/26/2016 11:08:29 AM Viewed: 4/27/2016 9:47:44 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Julia Winkley julia.Winkley@cityofdenton.com Contracts Administration Supervisor City of Denton Security Level: Email, Account Authentication (Optional) Sent: 4/26/2016 11:08:29 AM Viewed: 4/26/2016 11:27:06 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign ID: Chris Lutrick chris.lutrick@cityofdenton.com Engineer IV City of Denton (DME) Security Level: Email, Account Authentication (Optional) Sent: 4/26/2016 11:08:29 AM Electronic Record and Signature Disclosure: Accepted: 1/22/2016 8:21:32 AM ID: 08cec3f5-472a-45f2-9853-9bc38078799c Notary Events Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 4/26/2016 11:08:29 AM Certified Delivered Security Checked 4/26/2016 11:08:29 AM Signing Complete Security Checked 4/26/2016 11:08:29 AM Completed Security Checked 4/26/2016 11:08:29 AM Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, City of Denton (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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