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HomeMy WebLinkAboutPacket OCT 05 2010 RICH WITH OPPORTUNITY BEA,UMON* T • E - B - A - S REGULAR MEETING OF THE CITY COUNCIL CITY HALL (801 Main Street,Suite 300,Beaumont) OCTOBER 5,2010 10:00 A.M. OPENING * Roll Call WORK SESSION-The following items will be discussed: • Capital Program for Fiscal Years 2011-2015 • Funding for Various Projects Identified in the Capital Program for Fiscal Years 2011-2015 • Closing comments by the City Council RECESS RECONVENE at 1:30 P.M.in Council Chambers 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. RICH WITH OPPORTUNITY i T - E - 8 - A - S REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS OCTOBER 5,2010 1:30 P.M. CONSENT AGENDA * Approval of minutes- September 28,2010 * Confirmation of committee appointments A) Approve the purchase of air conditioning condensing units for City Hall B) Approve a change order to increase the Wastewater Treatment Plant Emergency Generators Project C) Authorize the City Manager to execute all documents necessary to accept the project titled"FY 2011 Safety Traffic Enforcement Program(S.T.E.P.)Waves" D) Approve the renewal of an annual maintenance agreement for software support 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: October 5, 2010 REQUESTED ACTION: Council consider the purchase of air conditioning condensing units for City Hall. RECOMMENDATION Administration recommends the purchase of two (2) 100-ton air conditioning condensing units from Trane Company of Houston in the amount of$103,670 through The Cooperative Purchasing Network. BACKGROUND The Cooperative Purchasing Network(TCPN)is administered by the Region 4 Education Service Center, a government agency authorized by the Texas Education Code. The purchasing network is available for use by public and private schools, college, cities, counties, and other government entities. TCPN complies with all state bidding statutes and participation allows members to purchase items or services from contracted vendors. TCPN has contracted with Trane Company to provide heating, ventilating, and air conditioning(HVAC)products. The two (2) existing condensing units to be replaced were manufactured in March of 1991. Replacement parts are no longer available and the units are well beyond their life expectancy. Maintenance on the units is continuous and inefficient. The new high efficiency air cooled condensers will provide an annual savings of approximately 79,500 kWh. Delivery is expected in approximately ten(10)weeks. Installation will be provided by the City's contracted HVAC and Electrical Services vendors. BUDGETARYIMPACT Funds are budgeted in Capital Reserve for this project. RICH WITH OPPORTUNITY BEAUMON* T • E • X • A • S City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Dr. Hani Tohme, P.E., Director of Water Utilities MEETING DATE: October 5, 2010 REQUESTED ACTION: Council consider authorizing the City Manager to increase the Wastewater Treatment Plant Emergency Generators project amount. RECOMMENDATION The Administration recommends approval of increasing the contract with McDonald Electric of Houston in the amount of$73,945.00. BACKGROUND The change order will furnish all necessary matting and materials to install a 1.0 megawatt generator at the north side of the plant, install four(4) concrete pads and eight(8) stair units for generator access,provide generator interface to the switchgear, and modify the existing switchgear so that the utility and generator breakers can be manually operated safely from the outside. A savings in the amount of$10,000 is also included for the substitution of a concrete duct bank with the direct burial of the conduit related to the installation of the 1.0 megawatt generator. The proposed extra work will represent an increase of 6.13 percent from the original contract amount. The existing Wastewater Treatment Plant(WWTP) is located on Lafin Road. The generators will provide the secondary power required to process sanitary sewer in case of power outages. This will provide customers with uninterrupted and adequate service while protecting public health and safety. This project will also provide auxiliary power that will satisfy proposed legislation regarding wastewater facilities. BUDGETARYIMPACT Funds for the project are available in the Capital Program. II APPROVAL OF CONTRACT CHANGE CHANGE ORDER No.One DATE: September 22.2010 PROJECT: City of Beaumont,Texas W WTP Emergency Generators 1 OWNER: City of Beaumont.Texas 801 Main Street Beaumont,Texas 77704 CONTRACTOR: McDonald Electric 5044 Timber Creek Houston.Texas 77017 TO THE OWNER: Approval of the following contract change is requested. Reason for Change: To furnish all necessary matting and materials to install 1.0 MW Generator at MCC-5 and provide savings for substitution of concrete duct bank with direct bury conduit ORIGINAL CONTRACT AMOUNT: S 1,205.679.00 THIS CHANGE ORDER Description: NetChangc Furnish all necessary matting and materials to install 1.0 MW Generator at MCC-5. $ 39,000,00 Provide savings for substitution of concrete duct bank with direct bury conduit. $ (10,000.00) Furnish all necessary,labor,materials,and equipment to install four concrete pads $ 10 293.00 and install eight stair units for generator access. Provide generator interface to switchgear to allow switchgear breaker to open in the S 3,570.00 event of a generator failure. Modify the MV switchgear so that the utility and generator breakers can be manually $ 31,082.00 operated from the outside with break-before-make interlocking to satisfy the utility. Provide under-voltage lockout relays in the main breakers for MCC-I,MCC-2.MCC- .. 3,MCC-4 and MCC-6(Blower MCC).Provide g enerator start selector switch on the face of the MV switchgear at the generator breaker.Provide emergency lighting unit at the MV switchgear(mount on wall behind switchgear above SCADA panel to illuminate front ofswitchgear)and 480 VAC switchboard(mount on wall beside switchboard above exit door.)Replace the laminated operator instructions on the face ofthe MV switchgear.Engineer will provide the language after review by the City. TOTAL AMOUNT OF THIS CHANCE ORDER $ 73.94500 TOTAL REVISED CONTRACT AMOUNT INCLUDING THIS CHANGE ORDER: S 1,279,624.00 CONTRACT TIME Original Contract Time: 450 Calendar Days Additional Time Requested: 150 Calendar Days Revised Contract Time per this Change Order. 600 Calendar Days CONDITION OF CHANGE: "Contractor acknowledges and agrees that the adjustments in contract price and contract time stipulated in this Change Order represents full compensation for all increases and decreases in the cost of,and the time required to perform the entire work under the 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 Approved by: Approved by: � ""4\ Lockw4d.Andrews&Newnam,Inc. City of Beaumont McDonald Electric Engineer Owner Contractor Date: 21 z Z�b Date: Date: J:u1n731%1?&104494*JZ0=*_0cb�R-.d"_nC,.n,no..�twr�w RICH WITH OPPORTUNITY BEAUMO,N* T • E • X • A • s City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Frank C. Coffin, Jr., Chief of Police MEETING DATE: October 5, 2010 REQUESTED ACTION: Council consider authorizing the City Manager to execute all documents necessary to accept the project titled "FY 2011 Safety Traffic Enforcement Program(S.T.E.P.)Waves." RECOMMENDATION Administration recommends Council approval. BACKGROUND In January, 1999, the City Council passed a resolution authorizing the city to apply for matching funds for a traffic safety"Safe and Sober S. T. E. P." grant project. The Police Department has successfully applied for and the City Council approved several traffic safety grants since that one,. This grant application will provide funding for a"FY 2011 S. T.E.P. Waves"grant program which occurs between October 1, 2010 and September 30,2011 and would assist in enhancing the safety of the motoring public and reducing motor vehicle crashes which often result in loss of life or personal injury. The grant would be in an amount not to exceed $19,984.09 from the Texas Department of Transportation with a city"match"funding of$10,823.55 as our portion of the costs for the project titles"FY 2011 S.T.E.P.Waves"which are Thanksgiving 2010 holiday,Valentine's Day 2011 holiday, Memorial Day 2011 holiday, and Labor Day 2011 holiday. BUDGETARYIMPACT City would receive grant funding in an amount not to exceed $19,984.09 with a city contribution of$10,823.55. RICH WITH OPPORTUNITY BEAUMON* T • $ • X • A • S City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Bart Bartkowiak, Chief Technology Officer MEETING DATE: October 5, 2010 REQUESTED ACTION: Council consider renewal of an annual maintenance agreement for Sungard Public Sector software support. RECOMMENDATION The Administration recommends payment of an invoice to Sungard Public Sector for the renewal of an annual maintenance agreement for software support in the amount of$87,005. BACKGROUND Sungard Public Sector is used by various City departments. 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. The software maintenance agreement provides for unlimited telephone support and up to three (3) software updates during the annual term. This agreement is for an annual period beginning October 1, 2010 and includes the following applications. Software Application Contract Amount Building Codes and Permitting $4,720 Finance Cash Receipts $2,870 Finance Fixed Assets $2,720 Finance GMBA Accounting System $11,280 Finance Loans Module $2,300 Finance Accounts Receivable $3,990 Finance Purchasing $6,200 Finance Payroll $9,320 Imaging Interfaces $2,595 C1ick2GOV Citizen Web Portal $3,780 Municipal Court $8,740 Jury Management $2,220 Land Management $4,250 Occupational License $1,990 Document Management Services $960 Water Billing and Citizen Online Payments $10,770 Application Modifications $8,300 Total $87,005 BUDGETARYIMPACT Funding is budgeted for fiscal year 2011 as follows: General Fund $57,295 Municipal Court Technology Funds $17,640 Water Fund $12,070 Total $87,005 RICH WITH OPPORTUNITY BEA1 UMON* T • E • X • A • S REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS OCTOBER 5,2010 1:30 P.M. AGENDA CALL TO ORDER * Invocation Pledge Roll Call * Presentations and Recognition: * Public Comment: Persons may speak on Consent Agenda * Consent Agenda COMMENTS * Councilmembers/City Manager comment on various matters * Public Comment(Persons are limited to 3 minutes) EXECUTIVE SESSION * Consider matters related to contemplated or pending litigation in accordance with Section 551.071 of the Government Code: City of Beaumont v. Greg Abbott,Attorney General of Texas, et al 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.