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HomeMy WebLinkAboutPACKET JUL 13 2010 RICH WITH OPPORTUNITY r T • E • % • A • S REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS JULY 13, 2010 1:30 P.M. CONSENT AGENDA * Approval of minutes - June 29, 2010 * Confirmation of committee appointments A) Approve a six month contract for the purchase of cement liner material B) Approve the purchase of seven Pellerin washer-extractor systems for use by the Fire Department A RICH WITH OPPORTUNITY BEAUMON* T • E • x • A • S City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officer MEETING DATE: July 13, 2010 REQUESTED ACTION: Council consider authorizing the award of a six(6) month contract for cement liner material. RECOMMENDATION Administration recommends award of a contract to Standard Cement Materials, Inc., of Houston in the estimated amount of$105,840. BACKGROUND The City sanitary sewer system utilizes thousands of brick and mortar manholes. Over time, mortar deteriorates and gives way, creating voids which can allow the infiltration of storm water into the sanitary sewer system. This infiltration creates the potential for sanitary sewer overflows, which are public health risks, and are subject to fines by the Texas Commission on Environmental Quality(TCEQ). The Water Utilities Department has developed a Sanitary Sewer Overflow Initiative(SSOI)with the TCEQ which removes the threat of fines for overflows during a five (5)year period, providing the Department adheres to the action plan. A component of this plan is the rehabilitation of damaged manholes by spray applying a cement liner material to the interior of the manhole, and thereby filling the voids caused by deteriorated mortar. The SSOI requires the rehabilitation of 600 liner feet of manholes per month in order to avoid an administrative order or fine. Six(6)vendors were solicited for bids, and there was one(1)response. The quoted price represents no change. The contract has been held by Standard Cement Materials, Inc., for several years. BUDGETARY IMPACT This expenditure is budgeted in the Water Utilities Fund. RICE 71T7 eeroxfTir-, CITY OF BEAUMONT,BEAUMONT,TEXAS BEAUNOWPURCHASING DIVISION BID TABULATION Bid Nam: Six(6)Month Contract for Cement Liner for Manhole Rehabilitation Bid Humber. BF041" Bid Opening: 6117110 Contact Person: Robert(Bob)Hollar.Buyer 11 rho1ar2&beaumonLtx_us Phone: 4DO-680-3758 Vendor Standard Cement Matt City 1 State HOUSTON Phone or Fax No_ 71 6511-0/82 QTY Unit Prim Extended REM DESC (cgs) PliOe Cement liner 1 Material 5.400 $119.60 $1185,111140.00 TOTAL BID $105,040.00 Additional Pricing 0 NOTE: AWARDED VENDOR LS HIGHLIGHTED. No Bid: Enviro Remediation.Knife River,Transit Mix, Southwest Quickrete RICH WITH OPPORTUNITY T • E BEAUMON*x • A • s City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officer MEETING DATE: July 13, 2010 REQUESTED ACTION: Council consider approving the purchase of seven(7) Pellerin washer-extractor systems. RECOMMENDATION The Administration recommends approval of the purchase from Pellerin Laundry Machinery Sales, Inc., of Houston, in the amount of$60,625. BACKGROUND Fire Fighter bunker gear requires a special type of washing equipment to safely and effectively clean and maintain heat resistance. The City presently has one(1)unit located at Fire Station 1. This single location requires personnel from other stations to travel to that location to wash their equipment.The Department requests that this equipment be placed in additional stations to provide an efficient use of resources. Pellerin Laundry Machine Sales is the manufacturer of the washer-extractor system. Vendor has submitted documentation that they are the sole source and is exempt from competitive bidding. BUDGETARY IMPACT Funding for this purchase is provided by the FEMA Assistance to Fire Fighters Grant (80%)and the City's required match (20%) is available in the Capital Reserve Fund. RICH WITH OPPORTUNITY r T - E - % - A - S REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS JULY 13, 2010 1:30 P.M. AGENDA CALL TO ORDER * Invocation Pledge Roll Call * Presentations and Recognition: * Public Comment: Persons may speak on scheduled agenda items 1-9/Consent Agenda * Consent Agenda GENERAL BUSINESS 1. Consider approving the engagement of bond counsel and a placement agent relating to the proposed issuance of up to $35 Million of Waterworks and Sewer Revenue Bonds, Multiple Series 2010 2. Consider approving an ordinance authorizing the issuance of approximately $19,200,000 in City of Beaumont, Texas, Waterworks and Sewer System Revenue Bonds, Taxable Series 2010B (Build America Bonds - Direct Payment to Issuer), the election to designate this series of bonds as`Build America Bonds," and containing other matters related thereto 3. Consider approving an ordinance authorizing the issuance of approximately $7,200,000 in City of Beaumont,Texas, Waterworks and Sewer System Revenue Refunding Bonds, Series 2010, and approximately$6,600,000 in City of Beaumont, Texas,Waterworks and Sewer System Revenue Bonds, Series 2010A, and containing other matters related thereto 4. Consider approving a resolution to provide for the reimbursement of costs incurred prior to issuance of tax-exempt Waterworks and Sewer System Revenue Bonds and taxable Waterworks and Sewer System Revenue Bonds (Build America Bonds) 5. Consider approving a contract for the purchase of traffic marking materials 6. Consider authorizing the purchase of traffic signal cabinets and controllers 7. Consider approving Change Order No. 2 for the Downtown Brick Paver Sidewalk Project 2008 8. Consider approving a contract to construct a new equipment maintenance shop and an oil drum storage facility at the Landfill 9. Consider approving the purchase of eleven Thermal Imaging Systems for use by the Fire Department 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 Mitchell Normand at 880-3777 three days prior to the meeting. 1 July 13,2010 Consider approving the engagement of bond counsel and a placement agent relating to the proposed issuance of up to $35 Million of Waterworks and Sewer Revenue Bonds, Multiple Series 2010 RYCA WITH OPPORTUNITY 11EM . � T • E • X • A • S City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager ((�� PREPARED BY: Laura Clark, Chief Financial Officer Uvf MEETING DATE: July 13, 2010 REQUESTED ACTION: Council consider approving the engagement of bond counsel and a placement agent relating to the proposed issuance of up to $35 Million of Waterworks and Sewer Revenue Bonds, Multiple Series 2010. RECOMMENDATION The administration requests approval of a resolution authorizing the engagement of Orgain, Bell & Tucker, LLP, Beaumont, Texas, as bond counsel and RBC Capital Markets Corporation, Houston, Texas, as placement agent in order to proceed with the issuance of Multiple Series 2010 Waterworks and Sewer Revenue Bonds, not to exceed $35 Million. BACKGROUND The revenue bonds will be issued to finance expansion, repair, renovation and related improvements to the waterworks and sewer system and to refund Series 2000 revenue bonds . Issuance of the Bonds is scheduled for July 13, 2010 with delivery and receipt of proceeds by the City on August 12, 2010. BUDGETARY IMPACT All debt and other expenses related to the Revenue Bonds will be incurred by the Water Utilities Fund and supported by revenues derived from the water and sewer system. ORG.XIN BELL&TUCKER,LLP "R7Rt•IEY'S AT LAW Benny H.Hughes 470 Orleans Street I P.O.Box 1751 Beaumont,Texas 77704-1751 409.838.6412,ext.365 1 Direct 409.951.7465 Fax 409.951.7365 Email:bhh @obt.com or BennyHughes@msn.com Other offices in Houston—The Woodlands and Silsbee I online at www.obt.com June 8, 2010 City of Beaumont Attention: Kyle Hayes, City Manager 801 Main Street Beaumont, Texas 77701 Re: Waterworks and Sewer Revenue Bonds, Multiple Series 2010 Dear Mr. Hayes: This letter will confirm the terms of our engagement as bond counsel to the City of Beaumont, Texas (the "City") relating to the City's proposed issuance of its Waterworks and Sewer Revenue Bonds, Multiple Series 2010, in the principal amount of up to $35,000,000 (herein collectively referred to as the "Bonds"). As bond counsel, the services to be provided by our firm will include (1)preparation and drafting of all documents customarily prepared by bond counsel in order to issue the Bonds, (2) preparation and delivery of our firm's opinions relative to the tax-exempt status of the Bonds and the absence of registration requirements, (3) review of any official statements used to market the Bonds, as well as preparation of disclosure Bonds to be delivered by the City, (4)review of the disclosure investigations made on behalf of the City, (5)preparation and filing of all documents necessary to obtain approval of the Attorney General of the State of Texas and registration of the Bonds with the Comptroller of Public Accounts, (6)review and examination of all bond insurance agreements, if applicable, and (7) review of any Bond purchase agreement proposed by the underwriters for the Bonds. We will provide these services to the City for a fee equal to 15 basis points (i.e. 0.15%) of the face amount of the Bonds issued, but subject to a minimum fee of$15,000. If the Bonds are issued in more than one series, then this fee schedule will be applicable to each series of Bonds, and the fee will be payable only at the time of delivery of the Bonds. This fee does not include any fee for co-bond counsel, should the City elect to employ one. In addition to payment of the fees set forth above, the City will reimburse our firm for the reasonable and actual out-of-pocket expenses incurred in each financing transaction. Such expenses typically average approximately$1,500 to $2,000 per transaction. These expenses are City of Beaumont June 8, 2010 Page 2 of 2 in addition to the expenses the City will incur for publication costs and the fee payable to the Texas Attorney General's Office for its examination and approval of the Bonds. We very much appreciate the opportunity to serve the City in this matter. Sincerely yours, ORG BE & TUCKER, LLP Benny H. H es BHH/lr ACCEPTED ANDAGREED TO this day of 2010. THE CITY OF BEAUMONT, TEXAS By: Its: Z July 13,2010 Consider approving an ordinance authorizing the issuance of approximately $19,200,000 in City of Beaumont, Texas, Waterworks and Sewer System Revenue Bonds, Taxable Series 2010B (Build America Bonds - Direct Payment to Issuer), the election to designate this series of bonds as `Build America Bonds," and containing other matters related thereto RICH WITH OPPORTUNITY [I I'Ll ► � T • E • X • A • S City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager yy�`�� PREPARED BY: Laura Clark, Chief Financial Officerw-1 MEETING DATE: July 13, 2010 REQUESTED ACTION: Council consider an ordinance authorizing the issuance of approximately $19,200,000 in City of Beaumont, Texas, Waterworks and Sewer System Revenue Bonds, Taxable Series 2010B (Build America Bonds - Direct Payment to Issuer), the election to designate this series of bonds as "Build America Bonds," and containing other matters related thereto. RECOMMENDATION Administration requests approval. BACKGROUND Results of the sale will be presented by the City's Financial Advisor, Ryan O'Hara of RBC Capital Markets. A recommendation will be made to award the bonds to the underwriters. The American Recovery and Investment Act of 2009 authorizes the City to issue taxable bonds known as "Build America Bonds (Direct Payment to Issuer)" to finance capital expenditures that could be financed with the issuance of tax-exempt bonds and to elect to receive a subsidy payment from the federal government equal to 35% of each interest payment on such taxable bonds. The City has determined to treat the Series 2010B Bonds as Build America Bonds, which will mature September 1, 2021 through September 1, 2036 with interest payable semiannually in March and September beginning March 1, 2021. Delivery and receipt of proceeds by the City is scheduled for August 12, 2010 Proceeds will be used to provide funds for the expansion, repair, renovation and related improvements to the waterworks and sewer system. BUDGETARYIMPACT All debt shall be incurred in the Water Utilities Fund which is supported by revenues of the waterworks and sewer system. Increased Water and Sewer rates, necessary to meet debt service requirements on the Revenue Refunding Bonds, will be presented in a future work session. 3 July 13,2010 Consider approving an ordinance authorizing the issuance of approximately $7,200,000 in City of Beaumont, Texas, Waterworks and Sewer System Revenue Refunding Bonds, Series 2010, and approximately $6,600,000 in City of Beaumont, Texas, Waterworks and Sewer System Revenue Bonds, Series 2010A, and containing other matters related thereto RICH WITH OPPORTUNITY [1EA,[11�1U1111 T • E • X • A • S City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officer ' MEETING DATE: July 13, 2010 REQUESTED ACTION: Council consider an ordinance authorizing the issuance of approximately $7,200,000 in City of Beaumont, Texas, Waterworks and Sewer System Revenue Refunding Bonds, Series 2010, and approximately $6,600,000 in City of Beaumont, Texas, Waterworks and Sewer System Revenue Bonds, Series 2010A, and containing other matters related thereto. RECOMMENDATION Administration requests approval. BACKGROUND Results of the sale will be presented by the City's Financial Advisor, Ryan O'Hara of RBC Capital Markets. A recommendation will be made to award the bonds to the underwriters. Proceeds from the Series 2010 Bonds will be used to refund Series 2000 Bonds issued on August 1, 2000, maturing on September 1, 2019 and September 1, 2020. The refunding bonds will mature September 1, 2011 through September 1, 2036 with interest payable semiannually in March and September beginning March 1, 2011. Proceeds from the Series 2010A Bonds will be used to provide funds for the expansion, repair, renovation and related improvements to the waterworks and sewer system. The Bonds will mature September 1, 2011 through September 1, 2020 with interest payable semiannually in March and September beginning March 1, 2011. The Bank of New York Trust Company, N.A., Dallas, Texas, will serve as paying agent/registrar. Delivery and receipt of proceeds by the City is scheduled for August 12, 2010. BUDGETARYIMPACT All debt shall be incurred in the Water Utilities Fund which is supported by revenues of the waterworks and sewer system. Increased Water and Sewer rates, necessary to meet debt service requirements on the Revenue Bonds, will be presented in a future work session. 4 July 13,2010 Consider approving a resolution to provide for the reimbursement of costs incurred prior to issuance of tax-exempt Waterworks and Sewer System Revenue Bonds and taxable Waterworks and Sewer System Revenue Bonds (Build America Bonds) RICH WITH OPPORTUNITY I'Em ► � T • E • X • A • S City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officer 1 MEETING DATE: July 13, 2010 REQUESTED ACTION: Council consider a resolution to provide for the reimbursement of costs incurred prior to issuance of tax- exempt Waterworks and Sewer System Revenue Bonds and taxable Waterworks and Sewer System Revenue Bonds (Build America Bonds). RECOMMENDATION Administration recommends approval. BACKGROUND A maximum aggregate amount of$27 Million in Waterworks and Sewer System Revenue Bonds and taxable Build America Bonds will be issued in August 2010 to fund water and sewer projects that have been previously approved by Council and are listed in the 2010 Capital Program. It is necessary to incur some of the costs associated with these projects prior to the issuance of the obligations. A resolution allowing for the reimbursement of costs is routine and will allow the City to continue projects that are currently underway. It is the intent of the City to reimburse itself out of proceeds of the obligations for all such costs which are paid prior to issuance. These costs shall include fees paid for engineering and other professional services, expenditures for materials, and construction costs. BUDGETARYIMPACT All debt and related expenses shall be incurred by the Water Utilities Fund which is supported by revenues derived from the water and sewer system. A.7 RESOLUTION CONCERNING ISSUANCE OF THE CITY OF BEAUMONT, TEXAS WATERWORKS AND SEWER SYSTEM REVENUE BONDS, SERIES 2010A AND THE CITY OF BEAUMONT, TEXAS WATERWORKS AND SEWER SYSTEM REVENUE BONDS, TAXABLE SERIES 2010B (BUILD AMERICA BONDS — DIRECT PAYMENT TO ISSUER), AND OFFICIAL INTENT TO USE PROCEEDS THEREFROM TO REIMBURSE THE CITY FOR ORIGINAL EXPENDITURES PAID PRIOR TO THE ISSUE DATE OF SUCH BONDS ON PROJECTS TO BE FINANCED THEREBY WHEREAS, the City of Beaumont, Texas (the "City") desires and intends to acquire, expand, renovate, construct, reconstruct, equip, and improve in the Waterworks and Sewer System located within the City described in Exhibit A attached hereto (collectively, the "Project"); and WHEREAS, in order to finance and pay the costs of the Project, the City intends to issue Waterworks and Sewer System Revenue Bonds, Series 2010A and City of Beaumont, Texas Waterworks and Sewer System Revenue Bonds, Taxable Series 201013 (Build America Bonds — Direct Payment to Issuer), in the maximum aggregate principal amount of up to $27,000,000 (the "Obligations"), payable from Waterworks and Sewer System revenues and other sources pledged to the payment thereof; and WHEREAS, the City reasonably expects to pay a portion of the capital expenditures for the Project prior to the issue date of the Obligations from other available sources ("Original Expenditures") WHEREAS, the City finds, intends and declares that this resolution and order shall constitute its official binding commitment and official declaration of intent made pursuant to the Internal Revenue Code of 1986, as amended (the "Code") and the regulations pertaining thereto, including but not limited to Treasury Regulation Section 1.150-2, whereas, subject to the terms hereof, the City declares that it intends to reimburse itself out of the proceeds of the Obligations for some of the Original Expenditures in connection with the Project paid prior to the issuance of the Obligations; and WHEREAS, the City Council, on behalf of the City, finds, considers and declares that the issuance and sale of the Obligations in the amount and for the purposes set forth will be appropriate and consistent with the objectives of the City and the laws authorizing the issuance of the Obligations, and that the adoption of this resolution and order is and constitutes and is intended as (1) an inducement to proceed with providing for the acquisition, expansion, renovation, construction, reconstruction, equipping and improvement of the Project, and (2)the taking of affirmative official action by the City, acting by and through the City Council, toward the issuance of the Obligations and the reimbursement to the City out of the proceeds of the Obligations for Original Expenditures paid in connection with the Project prior to the issuance of the Obligations, all within the meaning of federal income tax laws and regulations with respect to issuance of tax-exempt obligations; and -I- A.7 WHEREAS, the City has given notice of the meeting at which this Resolution is to be adopted as required by the Texas Open Meetings Law, Chapter 551 of the Texas Government Code Annotated Vernon's 1994, as amended. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT, TEXAS, THAT: Section 1. Subject to the terms hereof, the City Council adopts this resolution on behalf of the City of its official intent to a. Issue the Obligations after the date hereof to provide for the financing of the Project, in the maximum aggregate principal amount up to $27,000,000, if the City Council determines that the terms of such financing are in the City's best interest; b. Take such action and authorize the execution of such documents as may be necessary in connection with the issuance of the Obligations, providing, among other things, for payment of the principal of, interest on, paying agents' charges and other fees, if any, on the Obligations, and the acquisition, expansion, renovation, construction, reconstruction, equipping and improvement, of the Project, all as shall be authorized, required or permitted by law and shall be satisfactory to the City; C. Pay such Original Expenditures on the Projects as are necessary to be incurred and paid prior to the issue date of the Obligations; d. Pay such Original Expenditures out of one or more of the following funds or accounts: Waterworks and Sewer System Fund e. Reimburse the City out of proceeds of the Obligations, when issued, for Original Expenditures paid not more than sixty (60) days prior to the date of adoption of this resolution of official intent; f. Take or cause to be taken such other actions as may be required to implement the aforesaid undertakings or as the City may deem appropriate in pursuance thereof. Section 2. The City Manager and Chief Financial Officer are authorized to make reimbursement allocations from the proceeds of the Obligations in writing that evidences the use of such proceeds to reimburse the Original Expenditures paid not more than sixty (60) days prior to the date of adoption of this resolution of Official Intent and to do so in compliance with the requirements of Treasury Regulation Section 1.150-2. Section 3. This resolution shall constitute the official declaration of Official Intent by the City pursuant to which the City declares that it intends to reimburse itself out of the proceeds of -2- A.7 the Obligations for Original Expenditures as provided herein, and is made pursuant to Treasury Regulation Section 1.150-2 and generally with the laws and regulations of the federal income tax laws governing the issuance of tax-exempt obligations. Section 4. This resolution and order and the declaration of official intent herein shall be available for public inspection at all times at the City's business office and shall remain available for public inspection until the Obligations are issued and thereafter this resolution shall be maintained as part of the permanent records of the City Council of the City. [The remainder of this page is intentionally left blank] -3- A.7 PASSED AND APPROVED this day of , 2010. THE CITY OF BEAUMONT, TEXAS By: MAYOR ATTEST: CITY CLERK THE CITY OF BEAUMONT, TEXAS (SEAL) -4- A.7 EXHIBIT "A" Design or Construction Phase Estimated Cost Master Plan for Water& Sewer System $ 400,000 Water Department Security System 250,000 Water Projects: 36"Transmission Line 8,800,000 Ammonia Addition to Loeb Well 550,000 Automatic Flushing Devices 100,000 Lawson's Pump Station 700,000 Loeb Tank Rehabilitation 230,000 Water Bottling Plant 1,500,000 Water Line and Fire Hydrant Installation/Replacement 3,000,000 Water Rights Study 200,000 Water Treatment Plant Improvements—Phase II 8,750,000 Sewer Projects: 54"Central Trunk Rehabilitation 6,000,000 60"Trunk Line Rehabilitation 5,000,000 72"and 36"Trunk Lines Rehabilitation 6,000,000 Degritter—Wastewater Treatment Plant 8,000,000 Dredge Ponds 1 and 2 at Wastewater Treatment Plant 800,000 East Lucas Relief Project 2,200,000 Florida Avenue& Fannett Road Interceptors 3,000,000 Frint Lift Station 1,200,000 Grit Pump Replacement—Wastewater Treatment Plant 1,150,000 Lift Station Repairs 1,200,000 Sanitary Sewer Rehabilitation—Small Mains(Pipe Bursting) 6,000,000 Twenty-Third Street Lift Station 1,500,000 Wastewater Treatment Plant Aerobic Digesters 350,000 Wastewater Treatment Plant Bar Screens 1,300,000 Wastewater Treatment Plant Clarifiers Rehabilitation 3,800,000 Wastewater Treatment Plant Generators 2,200,000 Wastewater Treatment Plant Holding Pond 2,700,000 Wastewater Treatment Plant Master Plan 600,000 Wastewater Treatment Plant Piping Rehabilitation 1,200,000 Wetlands Design& Rehabilitation 10,250,000 -5- A.7 Design or Construction Phase(continued) Estimated Cost Water/Sewer for Street Projects: Avenue A—Washington to US 69S $ 780,000 Belvedere—Regina to Dead End 380,000 Calder—Main to Phelan 2,496,000 College Street—IH-10 to Goliad 1,008,000 Concord Road—Phase IV—East Lucas to Hwy 105 1,368,000 Delaware—Concord to Dowlen 3,276,000 Dowlen—College to Walden 1,872,000 Dowlen—IS 69N to Delaware 1,092,000 Downtown Improvements: Park—Century Tower 50,000 Willow—North to Laurel 50,000 Pearl, Park,Neches, Liberty&College 150,000 East Lucas—US 69N to Pine 2,304,000 Eleventh Street—Washington to US 69N 528,000 Fannett Road 240,000 Fannin—Fourth to Eleventh 997,000 Gladys Street—IH-10 to Dowlen 1,536,000 Gulf Street- Live Oak to Delaware 624,000 Howell—Regina to Sue 467,000 Laurel—IH-10 to Office Park 588,000 Madison—Irving to Grove 132,000 Magnolia—Bowie to East Lucas 2,928,000 North Street—ML King to Twenty-Third 1,152,000 Old Dowlen—Dowlen to Hwy 105 636,000 Regina—Howell to Thomas 456,000 Seventh Street—IH-10 to Laurel 612,000 Washington— IH-10 to ML King 2,400,000 Washington—Langham to Major 2,076,000 -6- 5 July 13,2010 Consider approving a contract for the purchase of traffic marking materials RICH WITH OPPORTUNITY 11LM ► ( T • E • X • A • S City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officer MEETING DATE: July 13, 2010 REQUESTED ACTION: Council consider authorizing the award of annual contracts for the purchase of traffic marking materials. RECOMMENDATION Administration recommends the award of annual contracts to various vendors which are included in the attached bid tabulation, totaling an estimated aggregate amount of$511,804.90. BACKGROUND Sealed bids were received for annual contracts to purchase a variety of traffic marking materials on an as needed basis by the Transportation Division of the Public Works Department. These materials will be used in the construction, maintenance, and installation of traffic signs, pavement marking, and street repair projects. The specifications divide products into groups of similar items, such as vinyl reflective sheeting, ceramic raised markers, pavement marking paint, sign posts, and sign blanks. Specifications indicate that all sections of similar products are awarded to the lowest overall bidder per section. Contracts are recommended as follows: Award of Contracts for Traffic Marking Materials July 13, 2010 Page 2 ITEMS VENDOR TOTAL Section 1 - Sign Blanks Vulcan Signs of $44,289.70 Foley, AL Section 2 - Sign Faces Vulcan Signs of $41,486.50 Foley, AL Section 3 - Finished Custom Products, Inc. of $53,763.50 Signs Jackson, MS Section 4 - Sheet 3M Company of $67,026.20 Material St. Paul, MN Section 5 - Hardware Allied Tube, Inc., of $245,340.00 Harvey, IL Section 6 - Marking Tantex, Inc., of $32,195.00 Materials Houston Section 7 - Paint Pathmark, Inc., of $9,217.50 San Marcos, TX Section 8 - Traffic Trantex, Inc. of $18,486.50 Control Equipment Houston BUDGETARYIMPACT These expenditures are provided for in the Public Works Transportation Division's operating budget and in the Capital Program. BEAUMON CITY OF BEAUMONT,BEAUMONT,TEXAS PURCHASING DIVISION BID TABULATION 7 - i - I - ♦♦ Bid Name: ANNUAL CONTRACT FOR TRAFFIC MARKING MATERIALS Bid Number: SF0510-39 Bid Opening: 6f24110 Contact Person:Robert(Bob)Holler,Buyer 11 rhollar9ki.beaumont.h.us Phone: 409.880-3758 Vendor PATHMARK SWARCO 3M COMPANY TRANTEX,INC. ALLIED TUBE VULCAN SIGNS ENNIS PAINT CUSTOM PRODUCTS City I State SAN MARCOS,T X COLUMBIA,TN ST PAUL,MN HOUSTON HARVEY,IL FOLEY,AL ENIS,TX JACKSON,MS Phone or Fax No. 800 547-0874 931 386-5900 800 553-1380 281 448-7711 800 882-5543 800 633-6845 331-8118 801 933-8282 SECTION DESCRIPTION SECTION TOTAL SECTION TOTAL SECTION TOTAL SECTION TOTAL SECTION TOTAL SECTION TOTAL SECTION TOTAL SECTION TOTAL 1 SIGN BLANKS $58,643.55 $0.00 .00 .00 .00 0 $0.00 $50,266.30 2 SIGN FACES $62,232.00 $0.00 $0.00 $0.00 $0.00 $41AN.50 $0.00 $45,036.00 3 FINISHED SIGNS $69,061.00 $0.00 $0.00 $0,00 $0.00 $53,942.00 $0.00 63 753.50 4 SHEET MATERIAL $0.00 $0.00 $67,026.20 $0.00 $0,00 $0.00 $0.00 5 HARDWARE $276,040.00 $0.00 $0.00 $305,577.00 $24155S340.00 $332,223.00 $0.00 $309,613.00 6 MARKING MATERIALS $40595.00 $18.025.00 $0.00 21!5.00 $0.00 $0.00 $17,665.00 $41,524.60 7 PAINT 217.50 $0.00 $0.00 $9,378.70 $0.00 $0.00 $35,527.50 8 TRAFFIC CONTROL EQUIP $21,625.00 $0.00 $0.00 1 .50 $0.00 $0.00 1 $0.001 $19.882.00 TO AL BID $537,414.05 $18,025.00 7,026.20 1 $365,637.201 $245,340.00 1 $471,941.201 $53,192.501 $520.085.40 ** Section Totals in red represent incomplete bid from vendor I 6 July 13,2010 Consider authorizing the purchase of traffic signal cabinets and controllers RICH WITH OPPORTUNITY I'Lm ► � T • E • X • A • s City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officer(/L MEETING DATE: July 13, 2010 REQUESTED ACTION: Council consider authorizing the purchase of traffic signal cabinets and controllers. RECOMMENDATION The Administration recommends the purchase of traffic signal cabinets and controllers from Naztec, Inc., in the estimated amount of$388,800. BACKGROUND The City of Beaumont was awarded a grant to replace outdated traffic signal equipment, install traffic signal communications, and implement an Advanced Traffic Management System. The signal cabinets and controllers are an essential component of traffic signal efficiency and vital to traffic management. The cabinets and controllers are needed to replace existing units which are failing and to provide additional signal operational capabilities. Cabinets and controllers were replaced at thirty (30) intersections in 2009. This purchase will replace existing cabinets and controllers at an additional thirty-two (32) intersections. In accordance with the requirements of the grant, the project is to be completed by December 2011. These units will require approximately four (4) months for delivery, installation will begin upon delivery. Naztec, Inc., is the sole vendor for this equipment, which is utilized throughout the City and is the only equipment which is fully compatible with the City's existing traffic signal infrastructure and the requirements of the grant. BUDGETARY IMPACT Funds are available for this expenditure through the Transportation Energy Efficiency Traffic Signal Synchronization or Stimulus Replacement Grant. The total project is $2,566,853 with grant award amounting to $2,061,968. The remainder of$504,885 is the City's match which has already been satisfied through an in-kind match of existing equipment and a cash match on a prior purchase. a E ■ ) z ML-,' Nor-h ode L lert,,, LaUrE Co,ege k Penn 'ash nE- .cn Lu e; S gan e a r,s rd Isc-, Elever-.- & e N4LX I On PdLKj I r,,i rg catre L f 7 July 13, 2010 Consider approving Change Order No. 2 for the Downtown Brick Paver Sidewalk Project 2008 RICH WITH OPPORTUNITY IIEA,111�ICIIII City Council Agenda Item T • E • X • A • S TO: City Council FROM: Kyle Hayes, City Manager iL'9 PREPARED BY: Tom Warner, Director of Public Works MEETING DATE: July 13, 2010 REQUESTED ACTION: Council consider a resolution authorizing approval of Change Order No. 2 for the Downtown Brick Paver Sidewalk Project 2008. RECOMMENDATION The Administration recommends approval of Change Order No. 2 in the amount of$371,755.55, for adding construction item quantities to the Downtown Brick Paver Sidewalk Project 2008. BACKGROUND On November 4, 2008, City Council awarded Brystar Contracting the contract for the Downtown Brick Paver Sidewalk Project in the amount of$8,595,437.53. Change Order No. 1 was issued to increase the construction item quantities for roadway and sidewalk improvements in the amount of$337,559.00 increasing the contract amount to $8,932,996.53. Change Order No. 2 is required to add construction item quantities for Brick Sidewalk improvements for Neches Street (College St. to the railroad tracks), Trinity Street (College St. to the railroad tracks), south side of College Street(Neches St. to Trinity St.) and Crockett Street (Park St. to Orleans St.) to the contract. This Change Order in the amount of$371,755.55 will increase the contract amount to $9,304,752.08. A copy of the change order is attached. BUDGETARY IMPACT Funds are available through the Capital Program. CITY OF BEAUMONT DO: June 28,2010 P Downtown Brick Paved Sidewalk Project 2008 OWNER: City of Beaumont CONTRACTOR: BRYSTAR CONTRACTING CHANGE ORDER NO.: 2 9 AB£O>LO�PIIfQHARA31#}T8 I1F.3RP;; L1li9R llllill� I172E3E&;AE Add all construction items to the contract outlined below: Description AMOUNT EXTRA BRICK SIDEWALK WORK ON NECHES ST.,FROM COLLEGE ST.SOUTH TO THE RAILROAD TRACKS ON BOTH SIDES OF ROAD $151,163.00 EXTRA BRICK SIDEWALK WORK ON TRINITY ST.,FROM COLLEGE ST.SOUTH TO THE RAILROAD TRACKS ON EAST SIDE IF ROAD $96,798.80 EXTRA BRICK SIDEWALK WORK ON COLLEGE ST.FROM NECHES ST.TO TRINITY ST.ON THE SOUTH SIDE OF ROAD $60,157.50 EXTRA BRICK SIDEWALK WORK ON CROCKETT ST.FROM PARK ST.TO ORLEANS ST.ON THE SOUTH SIDE OF ROAD $63,636.25 $371,755.55 O L CONTRACT AMOUNT: $8,595,437.53 N M PREVIOUS CHANGE ORDER NOA: $8,932,996.53 TOTAL AMOUNT OF THIS CHANGE ORDER: $371,755.55 PERCENT OF THIS CHANGE ORDER: 4.32% TOTAL PERCENT CHANGE ORDER TO DATE: 8.25% NEW CONTRACT AMOUNT: $9,304,752.08 1 DA7f.A�IDI�D T�3 ff�l7R'!"I?AL'r�3tE�BIB CSXltA6�RDE� ACCEPTED BY: CONTRACTOR APPROVED BY: JORIS P.COLBERT,CITY ENGINEER TOM WARNER,DIRECTOR OF PUBLIC WORKS KYLE HAYES,CITY MANAGER ABY: TINA BROUSSARD,CITY CLERK 8 July 13,2010 Consider approving a contract to construct a new equipment maintenance shop and an oil drum storage facility at the Landfill RICH WITH OPPORTUNITY BEA,UMON* T - E • x • A • S City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Tom Warner, Director of Public Works MEETING DATE: July 13, 2010 REQUESTED ACTION: Council consider the award of a bid to construct a new equipment maintenance shop and an oil drum storage facility at the Landfill. RECOMMENDATION Administration recommends the award of a contract to L&L General Contractors of Beaumont in the amount of$146,916. BACKGROUND Bids were solicited for the construction of a new equipment maintenance shop to replace the open-sided wooden barn previously used for this purpose which was destroyed by Hurricane Rita in 2005. Specifications requested a Base Bid for all labor, materials, and equipment necessary to construct an enclosed 3,000 sq. ft. metal structure. The new maintenance shop will feature three bays with overhead rolling doors measuring 17' high and 18' wide. Bidders were asked to provide pricing for two alternates. Alternate No. 1 is to construct a separate 465 sq. ft. metal structure to house lubricants. A separate structure is recommended due to the flammable nature of the products to be stored. Alternate No. 2 is for the fabrication and installation of wood floor runners in two of the three maintenance shop bays. After further review, it was determined that portable mats would provide the mechanics with a better workspace than permanently installed mats, thus Alternate No. 2 is not recommended for award. The following bids were received: Landfill Equipment Maintenance Facility July 8, 2010 Page 2 Vendor Location Base Bid & Alt. No. 1 Completion Time L&L General Contractors Beaumont $146,916 130 days Goss Building, Inc. Beaumont $150,030 80 days Cleveland Construction, Inc. Mauriceville $150,984 195 days Bruce's General Construction Beaumont $155,200 90 days McInnis Construction Silsbee $159,200 100 days Cleveco Construction Co., Inc. Lumberton $173,505 70 days Brammer Construction, Inc. Nederland $174,298 90 days Lange Brothers, Inc. Pt. Arthur $198,212 90 days Work is expected to commence in July and be completed within 130 days. There is no MBE participation on this project. BUDGETARY IMPACT Partial funding in the amount of$47,432 is available from the insurance settlement claim received from Hurricane Rita. The balance, or$99,484 is budgeted in the Solid Waste Management Fund. 9 July 13, 2010 Consider approving the purchase of eleven Thermal Imaging Systems for use by the Fire Department RICH WITH OPPORTUNITY T • E BEAUMON*X • A • S City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officer MEETING DATE: July 13, 2010 REQUESTED ACTION: Council consider approving the purchase of eleven(11) Bullard T3 Max Thermal Imaging Systems for use by the Fire Department. RECOMMENDATION The Administration recommends approval of the purchase from Metro Fire Apparatus Specialists, Inc., of Houston, in the amount of$109,945. BACKGROUND Pricing for these units is obtained through Buy Board. Buy Board is a cooperative purchasing association providing cities and political subdivisions with the means to purchase specialized equipment at volume pricing. Buy Board complies with State of Texas procurement statutes, and satisfies the requirement for competitive bidding. Thermal Imaging cameras provide real-time imaging through smoke and fire. They offer increased fire fighting efficiency by locating persons in smoke filled environments.In addition,they substantially improve firefighter safety by revealing hidden fires within structures. Each system consists of a camera with a truck mounted charger. The Department currently has sixteen (16) of these systems. Three(3) are placed on District Chief cars and thirteen (13) on various fire units throughout the department. These eleven (11) will be placed on additional fire units. BUDGETARY IMPACT Funding for six(6) systems is available through the State Homeland Security Program(SHSP) Grant, funded at 100%. Funding for the remaining five(5) systems is provided by the FEMA Assistance to Fire Fighters Grant and the City's Capital Reserve Fund.