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HomeMy WebLinkAboutPACKET DEC 31 2002 vokai City of Beaumont SPECIAL MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS DECEMBER 31, 2002 10:00 A.M. AGENDA CALL TO ORDER * Roll Call EXECUTIVE SESSION * Consider matters related to employment, evaluation and duties of a public officer or employee in accordance with Section 551.074 of the Government Code: Interview candidates for the position of Municipal Court Magistrate Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact Pat Buehrle at 880-3725 a day prior to the meeting. 0�i -]N . K City of Beaumont REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS DECEMBER 31, 2002 1:30 P.M. AGENDA CALL TO ORDER * Invocation Pledge Roll Call * Presentations and Recognition * Public Comment: Persons may speak on scheduled agenda items/Consent Agenda * Consent Agenda GENERAL BUSINESS 1. Consider approval of a financing agreement for the purchase of a fire truck 2. Consider approval of a resolution authorizing the City Manager to increase the Sanitary Sewer Rehabilitation of Small Diameter Mains Contract-II amount for "extra work" 3. Consider approval of the payment of an invoice for customer support for the 800 MHz Trunked Communication System 4. Consider a resolution in support of increased funding for small city and rural public transit services COMMENTS * Councilmembers/City Manager comment on various matters * Public Comment(Persons are limited to 3 minutes) Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact Kyle Hayes at 880-3716 a day prior to the meeting. 1 December 31, 2002 Consider approval of a financing agreement for the purchase of a fire truck W791-j mont Cit of Beau M = Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: December 31, 2002 AGENDA MEMO DATE: December 16, 2002 REQUESTED ACTION: Council approval of a bid for a financing agreement. RECOMMENDATION Administration recommends award of a bid for a five (5) year financing agreement with a fixed interest rate of 2.735%to Banc One Leasing Corporation. Funds from the financing agreement will be used to pay for the Pierce Lance 75 ft. aerial fire truck delivered in December. BACKGROUND Four(4)bids were received for a fixed interest rate for financing the purchase of an aerial truck. The total cost of the truck and the amount to be financed is $569,381. Bids were requested for a fixed interest rate to finance the total cost for five (5)years with the first annual payment in arrears. The four(4)bids received are as follow: Financial Institution Location Interest Rate Banc One Leasing Corporation Corsicana., TX 2.735% Wells Fargo Brokerage Services Houston, TX 3.079% Koch Financial Corporation Scottsdale, AZ 3.31% Baystone Financial Group Manhattan, KS 3.975% Financing Agreement December 16, 2002 Page 2 The truck was ordered through the Houston-Galveston Area Council purchasing cooperative and has been delivered. BUDGETARYIMPACT An amortization schedule indicating the cost of the financing agreement is as follows: Payment No. Payment Amount Interest Principal Purchase Option 1 $123,387.77 $15,572.57 $107,815.20 $469,276.82 2 $123,387.76 $12,623.82 $110,763.94 $355,501.31 3 $123,387.76 $9,594.43 $113,793.33 $239,395.33 4 $123,387.77 $6,482.19 $116,905.58 $120,911.13 5 $123,387.77 $3,284.82 $120,102.95 -0- TOTAL $616,938.83 $47,557.83 1 $569,381.00 The City's Finance Director compared the cost of financing the equipment purchased to the cost of paying for the equipment in full. Financing the total amount of$569,381 through a lease purchase agreement will result in a net cost of$1,417. The first annual payment of$123,387.77 will be due one(1)year after execution of the agreement. PREVIOUS ACTION The purchase of the equipment was authorized by City Council by Resolution No. 02-092, dated April 23, 2002. SUBSEQUENT ACTION None. RECOMMENDED BY The City Manager, Central Services Director and Finance Director. RECOMMENDED MOTION Approve/Deny the acceptance of a bid from Banc One Leasing Corporation for a five (5) year financing agreement with a fixed interest rate of 2.735% for the purchase of one (1) 2003 Pierce Lance 75 ft. aerial truck. uel' INTER-OFFICE MEMORANDUM M :L , City of Beaumont, Texas Finance Department Date: December 16, 2002 To: Kyle Hayes, City Manager From: Max S. Duplant, Finance Officers Subject: Lease Purchase Financing COMMENTS The City has approved the purchase of the Pierce Lance aerial truck costing 569,381 for which lease purchase financing is available. The lowest quoted interest rate is a fixed rate of 2.735% for 5 Years in arrears which was received from Banc One Leasing Corporation to finance (Municipal lease Purchase) the purchase of the equipment. If the City invested the purchase price at our current yield we would earn $75,756 over the five year period.The cost of interest to finance the purchase of the equipment is projected at$47,558. Since we will be making annual payments on the lease purchase, we must factor in the annual payments as a reduction in the cash available for investment.As a result we would earn$46,141 over the term of the lease purchase which is a net cost of$1,417 and we would retain the use of our money for the length of the financing. Purchase out of current Net cost from investment of funds (loss of the use of current funds and Lease the funds) Purchase Financing ($75,756) $1,417 It is my recommendation that we use the Municipal Lease Purchase, which would allow us the flexibility of keeping an adequate fund balance even though it would result in a net borrowing cost of $1,417 on the purchase of a long term fixed asset relative to the payment schedule of the financing. 2 December 31,2002 Consider approval of a resolution authorizing the City Manager to increase the Sanitary Sewer Rehabilitation of Small Diameter Mains Contract-II amount for"extra work" ~� City of Beaumont t Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Joseph G. Majdalani, Water Utilities Manager MEETING DATE: December 31, 2002 AGENDA MEMO DATE: December 16, 2002 REQUESTED ACTION: Council approval of a resolution authorizing the City Manager to increase the Sanitary Sewer Rehabilitation of Small Diameter Mains Contract-II amount for "extra work." RECOMMENDATION Administration recommends approval of increasing the Sanitary Sewer Rehabilitation of Small Diameter Mains Contract-II amount by$201,399 to rehabilitate 2,410 linear feet of 10-inch and 2,421 linear feet of 8-inch sanitary sewer lines, replace 5 sanitary sewer manholes, replace 7 existing service connections, abandon 1 manhole in place, and remove 3 underground obstructions on Florida Avenue, Country Club Road and Caldwood Addition. BACKGROUND The existing sewer lines built in 1960 have deteriorated and require major rehabilitation. The primary goals of the project are to restore the integrity of the sanitary sewer lines, restore the carrying capacity, and provide customers with uninterrupted and adequate service. BUDGETARYIMPACT Funds for the project are available in the Water Utilities Operating Funds. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Public Works Director, and Water Utilities Manager. RECOMMENDED MOTION: Approve/Deny a resolution authorizing the City Manager to increase the Sanitary Sewer Rehabilitation of Small Diameter Mains Contract-II amount for "extra work." ContractIIExtraWork.wpd December 16,2002 APPROVAL OF CONTRACT CHANGE Change Order No. 1 &Final Date:December 16,2002 Project: City of Beaumont Sanitary Sewer Rehabilitation of Small Diameter Mains Contract-II Owner: City of Beaumont P.O.Box 3827 Beaumont,Texas 77704 Contractor: Allco,Inc. P.O.Box 3684 Beaumont,Texas 77704 To the Owner: Approval of the following contract change is requested: Reason for Change: To increase the contract amount for"extra work"performed by the Contractor to replace 2,401 linear feet of 10-inch pipe,2,421 linear feet of 8-inch pipe,5 manholes in the pavement,7 service line connections in the pavement, to remove 3 underground obstructions in the pavement, and to abandon 1 sanitary sewer manhole in place on Florida Avenue,Caldwood Addition and Country Club Road. This Change Order will also reduce the number of short side sanitary sewer services by 3,and the number of long side sanitary sewer services by 12. ORIGINAL CONTRACT AMOUNT $ 838,721. CHANGE ORDER Description Net Chance Replace 2,401 linear feet of 10-inch pipe + 79,233. Replace 2,421 linear feet of 8-inch pipe + 75.051. Replace 5 manholes in pavement + 28,500. Abandon I sanitary sewer manhole in place + 1.175. Replace 7 service line connections in pavement + 13,825. Remove 3 underground obstructions in pavement + 9,975. Reduce the number of short side services by 3 1,272. Reduce the member of long side services by 12 - 5,088. TOTAL CHANGE ORDER $ 201,399. TOTAL REVISED CONTRACT $1,040,120. CONDITION OF CHANGE "Contractor acknowledges and agrees that the adjustments in contract price and contract time stipulated in this Change Order represent full compensation for all increases and decreases in the cost of,and the time required to perform the entire work under Contract arising directly or indirectly from this Change Order and all previous Change Orders. Acceptance of this waiver constitutes an agreement between Owner and Contractor that the Change Order represents an all inclusive,mutually agreed upon adjustment to the Contract,and that Contractor will waive all rights to file a claim on this Change Order after it is properly executed." Recommended by: Approved by: Accepted by: Joseph G. Majdalani,P.E. City of Beaumont Allco,Inc. Water Utilities Manager Owner Contractor Date: /2 &- Date: Date: I L I V 02 3 December 31, 2002 Consider approval of the payment of an invoice for customer support for the 800 MHz Trunked Communication System City of Beaumont Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: December 31, 2002 AGENDA MEMO DATE: December 23, 2002 REQUESTED ACTION: Council approval of the payment of an invoice for the annual customer support plan for the 800 MHz Trunked Communication System. RECOMMENDATION Administration recommends payment of an invoice to Motorola in the amount of$68,271.72 for customer support for a period of one (1) year. BACKGROUND In 2000, the City purchased an 800 MHz Trunked Communication System from Motorola. Included in the initial purchase was infrastructure to support the majority of the City's communication users and more than 300 mobile and portable radios for the Police Department. Since the initial purchase, the City has purchased an additional 147 mobile and 48 portable radios for the Water Utilities Division and the Clean Community Department. The 800 MHz trunked radio system provides users with radio communications between departments or within their own departmental "talk group." While each department shares a common communications system infrastructure, each department is able to communicate independently and privately. If necessary, such as during emergencies requiring multi-department response, users can be organized into talk groups. The invoice includes the following services to the City's radio system infrastructure: • A system support center provides for a managed customer call center to track, monitor, interpret services requests, develop case histories and determine the appropriate service required. 800 MHz Trunked Communication System Maintenance Agreement December 31, 2002 Page 2 • Network monitoring services provide for continuous electronic, off-site monitoring to detect and report abnormal events on the system. This service has the capability to run diagnostics and initiate the appropriate response. • Radio repair service covers maintenance on consolettes. • Provides all software upgrades during the term of the agreement for repeaters, subscriber units and control stations for both voice and data applications. • Offers technical support from the Motorola service provider 7 days a week, 24 hours a day. • Provides overnight electronic board delivery for malfunctioning units. • Provides on-site repair services with a 2-hour or less response time for severity level 1 events. • Provides for an annual operational re-optimization test to ensure the City's equipment is operating in accordance with the manufacturer's original specifications. The maintenance agreement does not cover the mobile and portable radios used by City staff. It commences on January 1, 2003 and continues for one (1) year. Due to the reliance of City staff, especially in the public safety arena, on the integrity of the communication system, it is recommended that the maintenance agreement be considered. This purchase is exempt from competitive bidding since it is available from only one (1) source having exclusive rights to modify and maintain the software. BUDGETARY IMPACT Funds are available for this expenditure in the Communications Division's operating budget. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager and Central Services Director RECOMMENDED MOTION Approve/Deny payment of an invoice for an annual system support agreement with Motorola for the City's 800 MHz Trunked Communication System in the amount of$68,271.72. 4 December 31, 2002 Consider a resolution in support of increased funding for small city and rural public transit services City of Beaumont e Council A enda Item � K g TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Tom Warner, Public Works Director MEETING DATE: December 31, 2002 AGENDA MEMO DATE: December 23, 2002 REQUESTED ACTION: Council consider a resolution in support of increased funding for small city and rural public transit services. RECOMMENDATION The Administration recommends support of a resolution requesting the State to increase the funding for small and rural transit services. BACKGROUND Public transit's operations are supported by fares, contributions from local government,the State of Texas through the Texas Department of Transportation (TxDOT)„ the Federal Transit Administration(FTA)and client transportation contracts with state agencies. The Texas Legislature has supported our efforts to provide public transportation to local residents by way of a biennial appropriation. State appropriations are provide only to small city and rural transit districts, not metropolitan transit authorities. The Legislative Appropriations Request submitted by TxDOT for FY 2004-05 once again contains a reduction of twenty-five percent(25%)from that appropriated in FY 2002-03. The passage of the attached resolution would request the Legislature eliminate from consideration any pending reduction of public transit funding and that a funding increase be appropriated for small city and rural transit services. BUDGETARY IMPACT Potential twenty-five percent(25%)reduction in State funding for Beaumont Municipal Transit or approximately $131,215 based on last biennial appropriation. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Public Works Director, Transportation Manager RECOMMENDED MOTION Approve/Deny a resolution supporting increased funding for small city and rural transit services. A RESOLUTION OF THE STATE OF TEXAS, CITY OF BEAUMONT, IN SUPPORT OF INCREASED FUNDING FOR SMALL CITY AND RURAL PUBLIC TRANSIT SERVICES WHEREAS,the City of Beaumont,Texas recognizes that Beaumont Municipal Transit utilizes Federal Transit Administration and Texas Department of Transportation Section 5307 funds to provide transit services to the citizens of Beaumont; and WHEREAS, rural and small urban public transportation serves local communities across the State, providing a needed service to thousands of persons who otherwise would not be able to access medical and educational services,employment, and other vital services; and WHEREAS, the level of service needed in rural and small city Texas continues to be inadequate for the needs of local communities, and new public transit systems continue to begin service that will benefit the entire State in the movement of people; and WHEREAS,individual small city transit systems suffered reductions in services as a consequence of recent state funding; and WHEREAS, rural areas are in need of an increased level of and access to public transit services in every region of the State, and the State is in the best position to address and solve the regional and statewide financial needs of public transit as it does so for highways; and WHEREAS,public transit requires stability and predictability in the flow of funds to efficiently and effectively operate their multiple modes of transportation; and WHEREAS, the current appropriations proposals pending before the Texas Legislature include an appropriations reduction of 25 percent in rural and small cities transit funding; and WHEREAS,an increase for the 2004-05 State fiscal years is needed to continue the progress thus far achieved; and NOW, THEREFORE,BE IT RESOLVED: That the City of Beaumont strongly urges The 78'Regular session of the Texas Legislature eliminate from consideration any pending reduction of public transit funding; and BE IT RESOLVED,that a funding increase be appropriated by the Texas Legislature for small city and rural public transportation at a level of$95 million for the coming State biennium with the knowledge that such funding level would still total one-half of that actually needed; and BE IT RESOLVED, that the State undertake by means of interim Legislative Study a permanent financial resolution for public transportation that will provide long-term stability and predictability with an adequate and growing funding base for the future; and BE IT FURTHER RESOLVED, that a certified copy of this RESOLUTION be forwarded to His Excellency the Governor of Texas,Rick Perry;Speaker of the Texas House of Representatives,The Honorable James "Pete" Laney; and the Lieutenant Governor of Texas,the Honorable Bill Ratliff. INTRODUCED AND ADOPTED BY on this day of ,2002. Signature Title ATTEST: Secretary MO%W City of Beaumont REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS DECEMBER 31,2002 1:30 P.M. CONSENT AGENDA * Approval of minutes * Confirmation of committee appointments Bessie Chisum would be appointed as Vice-Chairman of the Community Development Advisory Committee. The term would commence December 31, 2002 and expire December 30, 2003. (Mayor Evelyn M. Lord) June Brailsford would be appointed to the Historical Landmark Commission. The term will commence December 31, 2002 and expire December 30,2004. (Councilmember Audwin Samuel) Bill Yoes would be appointed to the Historical Landmark Commission. The term will commence December 31,2002 and expire December 30, 2004. (Mayor Evelyn M. Lord) Gary Giarraputo would be reappointed to the Airport Advisory Committee. The current term will expire September 2,2004. (Councilmember Andrew P. Cokinos) Raymond Ambres would be reappointed to the Community Development Advisory Committee. The current term will expire December 18,2004. (Mayor Evelyn M. Lord) Anita Heilman would be reappointed to the Community Development Advisory Committee. The current term will expire February 27, 2004. (Councilmember Becky Ames) Charlie Gibbs would be reappointed to the Community Development Advisory Committee. The current term will expire December 11,2004. (Councilmember Guy Goodson) Emily Compton would be appointed to the Community Development Advisory Committee. The term will commence December 31,2002 and expire December 30,2004. (Mayor Evelyn M. Lord) A RESOLUTION OF THE STATE OF TEXAS, CITY OF BEAUMONT, IN SUPPORT OF INCREASED FUNDING FOR SMALL CITY AND RURAL PUBLIC TRANSIT SERVICES WHEREAS,the City of Beaumont,Texas recognizes that Beaumont Municipal Transit utilizes Federal Transit Administration and Texas Department of Transportation Section 5307 funds to provide transit services to the citizens of Beaumont; and WHEREAS, rural and small urban public transportation serves local communities across the State, providing a needed service to thousands of persons who otherwise would not be able to access medical and educational services, employment, and other vital services; and WHEREAS, the level of service needed in rural and small city Texas continues to be inadequate for the needs of local communities, and new public transit systems continue to begin service that will benefit the entire State in the movement of people; and WHEREAS, individual small city transit systems suffered reductions in services as a consequence of recent state funding; and WHEREAS, rural areas are in need of an increased level of and access to public transit services in every region of the State, and the State is in the best position to address and solve the regional and statewide financial needs of public transit as it does so for highways; and WHEREAS, public transit requires stability and predictability in the flow of funds to efficiently and effectively operate their multiple modes of transportation; and WHEREAS, the current appropriations proposals pending before the Texas Legislature include an appropriations reduction of 25 percent in rural and small cities transit funding; and WHEREAS, an increase for the 2004-05 State fiscal years is needed to continue the progress thus far achieved; and NOW, THEREFORE, BE IT RESOLVED: That the City of Beaumont strongly urges The V' Regular session of the Texas Legislature eliminate from consideration any pending reduction of public transit funding; and BE IT RESOLVED, that a funding increase be appropriated by the Texas Legislature for small city and rural public transportation at a level of $95 million for the coming State biennium with the knowledge that such funding level would still total one-half of that actually needed; and BE IT RESOLVED, that the State undertake by means of interim Legislative Study a permanent financial resolution for public transportation that will provide long-term stability and predictability with an adequate and growing funding base for the future; and BE IT FURTHER RESOLVED, that a certified copy of this RESOLUTION be forwarded to His Excellency the Governor of Texas, Rick Perry; Speaker of the Texas House of Representatives, The Honorable James "Pete" Laney; and the Lieutenant Governor of Texas, the Honorable Bill Ratliff. INTRODUCED AND ADOPTED BY on this day of 2002. Signature Title ATTEST: Secretary APPROVAL OF CONTRACT CHANGE Change Order No. 1 & Final Date: December 16, 2002 Project: City of Beaumont Sanitary Sewer Rehabilitation of Small Diameter Mains Contract-II Owner: City of Beaumont P.O. Box 3827 Beaumont, Texas 77704 Contractor: Allco, Inc. P.O. Box 3684 Beaumont, Texas 77704 To the Owner: Approval of the following contract change is requested: Reason for Change: To increase the contract amount for"extra work"performed by the Contractor to replace 2,401 linear feet of 10-inch pipe, 2,421 linear feet of 8-inch pipe, 5 manholes in the pavement, 7 service line connections in the pavement, to remove 3 underground obstructions in the pavement, and to abandon 1 sanitary sewer manhole in place on Florida Avenue,Caldwood Addition and Country Club Road. This Change Order will also reduce the number of short side sanitary sewer services by 3, and the number of long side sanitary sewer services by 12. y ORIGINAL CONTRACT AMOUNT $ 838,721. CHANGE ORDER Description Net Change Replace 2,401 linear feet of 10-inch pipe + 79,233. Replace 2,421 linear feet of 8-inch pipe + 75,051. Replace 5 manholes in pavement + 28,500. Abandon 1 sanitary sewer manhole in place + 1,175. Replace 7 service line connections in pavement + 13,825. Remove 3 underground obstructions in pavement + 9,975. Reduce the number of short side services by 3 - 1,272. Reduce the number of long side services by 12 - 5,088. TOTAL CHANGE ORDER $ 201,399. TOTAL REVISED CONTRACT $1,040,120. CONDITION OF CHANGE "Contractor acknowledges and agrees that the adjustments in contract price and contract time stipulated in this Change Order represent full compensation for all increases and decreases in the cost of, and the time required to perform the entire work under Contract arising directly or indirectly from this Change Order and all previous Change Orders. Acceptance of this waiver constitutes an agreement between Owner and Contractor that the Change Order represents an all inclusive,mutually agreed upon adjustment to the Contract, and that Contractor will waive all rights to file a claim on this Change Order after it is properly executed." Recommended by: Approved by: Accepted by: Joseph G. Majdalani, P.E. City of Beaumont Allco, Inc. Water Utilities Manager Owner Contractor Date: Date: Dater I(, o J,