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HomeMy WebLinkAboutPACKET DEC 02 2014BEAUMONT TEXAS REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS DECEMBER 2, 2014 1:30 P.M. CONSENT AGENDA Approval of minutes — November 12, 2014 Confirmation of committee appointments Glenn Durst (Police Department Representative) would be appointed to the Animal Health Advisory Committee. The term would commence December 2, 2014 and expire December 1, 2016. (Mayor Becky Ames) Sherry Ulmer (Public Health Director) would be reappointed to the Animal Health Advisory Committee. The current term would expire November 15, 2016. (Mayor Becky Ames) Matthew Fortenberry (Animal Control Supervisor) would be reappointed to the Animal Health Advisory Committee. The current term would expire November 15, 2016. (Mayor Becky Ames) Cindy Meyers (Humane Society Representative) would be reappointed to the Animal Health Advisory Committee. The current term would expire September 10, 2016. (Mayor Becky Ames) LinMarie Garsee would be reappointed to the Historic Landmark Commission. The current term would expire October 31, 2015. (Councilmember Gethrel Williams- Wright) A) Authorize an application for grant funds from FEMA's 2014 Assistance to Firefighters Grant Program for a mobile ventilation unit to replace Truck 74 B) Approve a contract with The Lube Shop of Beaumont to provide preventive maintenance for city vehicles C.) Approve a contract with Tri -Con, Inc., of Beaumont to provide lubricants for use by various City departments D) Approve a one year contract with the Greater Beaumont Chamber of Commerce E) Approve a payment of dues to the South East Texas Regional Planning Commission for Fiscal Year 2015 F) Authorize the City Manager to execute an annual agreement with Lamar University for video production services G) Authorize the City Manager to execute an Interlocal Agreement with Jefferson County Drainage District No. 6 for the Parkview Drive Drainage Improvement Project RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the following appointment be made: Appointment Commission Beginning Expiration of Term of Term Glenn Durst Animal Health Advisory Committee 12/02/14 12/01/16 THAT the following reappointments be made: Reappointment Commission Beginning Expiration of Term of Term Sherry Ulmer Animal Health Advisory Committee 12/02/14 11/15/16 Matthew Fortenberry Animal Health Advisory Committee 12/02/14 11/15/16 Cindy Meyers Animal Health Advisory Committee 12/02/14 09/10/16 LinMarie Garsee Historic Landmark Commission 12/02/14 10/31/15 PASSED BY THE CITY COUNCIL of the City of Beaumont this the 2nd day of December. 2014. - Mayor Becky Ames - 0 r_ T E X A S TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Anne Huff, Fire Chief MEETING DATE: December 2, 2014 REQUESTED ACTION: Council consider a resolution approving the submission of a grant to FEMA's 2014 Assistance to Firefighters Grant (AFG) requesting the funding of a mobile ventilation unit to replace Truck 74 BACKGROUND The AFG funding is provided to assist the firefighting and emergency response needs of fire departments and nonaffiliated emergency medical service organizations in obtaining critically needed equipment, gear, vehicles, and training. The grant submission will request the funding of a mobile ventilation unit at a cost of $146,200. FUNDING SOURCE The grant requires the City to match at least 10% of the grant award or $14,620. BFR allocated $20,000 for matching funds in the FYI budget to cover this match requirement. RECOMMENDATION Approval of resolution. RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be and he is hereby authorized to apply for and receive grant funding for the City of Beaumont through the Federal Emergency Management Agency 2014 Assistance to Firefighter Grant Program (AFG) in the amount of $146,200 for the purchase of a mobile ventilation unit for use by the Fire Department; and, PASSED BY THE CITY COUNCIL of the City of Beaumont this the 2nd day of December, 2014. - Mayor Becky Ames - A =F.A1,11 MMAZ k i T E X A S TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officer MEETING DATE: December 2, 2014 REQUESTED ACTION: Council consider a resolution approving a contract with The Lube Shop of Beaumont in the approximate amount of $136,548.72 to provide preventive maintenance for city vehicles. BACKGROUND Bids were requested for an annual contract to provide preventive maintenance services such as oil changes, tire check, check and top off fluids and grease chassis. Maintenance services for approximately one hundred (100) police patrol units are required every thirty (3 0) days. Maintenance services for approximately four hundred (400) other city vehicles are required every ninety (90) days. Specifications allow for a one (1) year extension upon expiration of the original one (1) year term at the same pricing as awarded herein. Contract pricing represents an approximate 3% increase over the previous contract. Bids were requested from six (6) vendors with three (3) responses. The lowest bidder was The Lube Shop. who is the current holder of this contract. Bid tab is attached. FUNDING SOURCE General Fund, Water Utilities Fund, and Solid Waste Fund. RECOMMENDATION Approval of resolution. 11 oo C� ) C 0 mo O C� `c D <1 v i� < m 'oo�Q A y 0 0 a d E 3 3 a 0 . o E; 0 0 0 ° v Q � o O O v ^ :D re o - o A N A - S G C O O O � � c F) II v a va w . 0 -< a° y c p � A u 0 � ,p O > > - 3 C G y, A a O. tao '0 o s s 0 3 = a w al < c a c a N o J o o v+ 0 0 Cl m • S 10 i0 10 l0 10 t0 10 10 10 V 10 tO t0 10 A nT O S A C C y H H N 3 N {n W� b V A l0 D1 t0 0o p Ot A 10 A W A 6 N A OD V OAD 0 0 0 o a N cn N N w 01 n to N y c A n A A A A A A A O O W O � A O � c X w O R M H � N k C V N to 01 O O O O O w t0 ip T w N N Sc: lD �O �O � t0 �O t0 �O '.O D t0 �0 l0 t0 lO V' ^ A •• A to w o — � c w iv ;D 1p yo yD '" � oo io n a a 0 0 0 0 V N O O) Q m m m � a n a OZZ Ri 9 3 3 A o A 0 m x �© i O O 0 C W N o � 2 o c A w o 3 m x N o N A 0 v 3 To C � n { m O D ow Z D g 3 C Z 0 � zm mm O C DO C 1 z� RESOLUTION NO. WHEREAS, bids were received for an annual contract for automotive preventive maintenance for city -owned vehicles; and, WHEREAS, The Lube Shop, of Beaumont, Texas, submitted a bid for an estimated total annual expenditure of $136,548.72 in the unit amounts shown on Exhibit' A," attached hereto; and, WHEREAS, City Council is of the opinion that the bid submitted by The Lube Shop, of Beaumont, Texas, should be accepted; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the statements and findings set out in the preamble to this resolution are hereby, in all things, approved and adopted; and, THAT the bid submitted by The Lube Shop, of Beaumont, Texas, for an annual contract for automotive preventive maintenance for city -owned vehicles for an estimated total annual expenditure of $136,548.72 in the unit amounts shown on Exhibit "A" be accepted by the City of Beaumont; and, BE IT FURTHER RESOLVED THAT the City Manager be and he is hereby authorized to execute a contract with The Lube Shop, of Beaumont, Texas, for the purposes described herein. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 2nd day of December, 2014. - Mayor Becky Ames - EXHIBIT "A" �1 W 0 ry m 3 D D V 01 N V Ot N O A In N A O 01 N O O vn N w O A W W N 0o O A N Ot O y a J J a 0 0 -i O OJ O r Ol O O l0 O O N w? S ° O G N w N N N N N N N N N N N N m N- 3 d N o_ N C J 0 m w =n -we � ^ n m p_ O G� O <� O GO l O �GOGOG O O" O_ 1 w ° {afD c J.TfD a a n_.m _ a w w o o= f a mo - T vo ooN T ao oovw aQ ArnAOtAOOND n- o n- n n n T no T C S a a !D = o J J °m p O O O 3 w 3 w < N c o n a rtv c d -0"^ a� � oo m F no o, o 0 o A n n a Z n J w T T O N m A A z A d < C C 2 O S n F Ot - 3 J o m m w w m o D H l0 0 O d A �* H H H M H H H H H R C i O = a 0 z b a A ;D a A � V t0 iD ao A b v A b Ln �D t0 w �D b . 'D $ 3 w M n Z 10 LD ID t0 10 10 b 10 b M Z w N fl_ � ry O n 3 J w H 00 M M H H Z D OD 4i VD 00 14 b m e A 0 a b ko D to 10 S2 eT 3 m No Z 1^ � O � o ? I A m b ID b b �D Z Z H H Z H H H H M M M M M H C D D ko D��i12C vvibb b b b N A � Oo lD N W N Ol N N to N 01 N 01 t0 N t0 N lD A l0 ry N O y 3 3 tD O O LO lD ID to w lD l0 tD 0 t 10 l0 10 l0 tD 7 N w ID O C ^ a= S N H W W N W w ; C N ID 1p 1p LO 3 3 00 t00 w m ID 10 ID O b JU C_ = C X Non S 3 3-0 O m IDD IDD N m 10 lD 10 10 tD = N j J A�� V 10 10 V to l0 l0 A O 10 10 LD iO N iO N M A ID V 10 _J w lD lD l° ID A lD T lD N A � 7 C w 0 ID W 0 W 0 W 0 w w 0 lD W 0 LO W 0 O w 0 0 W o 10 N w 3 3 ID l0 � � 1p LO 10 10 10 3 N d 00 n a J v iO D 0 MHO V V Co p ?; tOD (OD tOD t�D w 10 10 ID S � o w (OD f00 fOD _ [0 lD lD tp _ J lD � D T ry S 00 N A N 00 tD J W W 47 W p Ol 01 Ol Ol t0 lD iD ID ID QD 00 V V b O b i0 O O tD O O iD i0 lD iD LD l0 lD l0 T - A EXHIBIT "A" �P] BEAUMONT T E X A S — TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officer MEETING DATE: December 2, 2014 REQUESTED ACTION: Council consider a resolution approving a contract with Tri -Con, Inc., of Beaumont in the estimated amount of $96,010.90 to provide lubricants. BACKGROUND Bids were solicited for a six (6) month contract to supply approximately 13,000 gallons of various lubricants at fixed costs for use by various City departments in maintaining vehicles and equipment. Specifications allow for a six (6) month extension upon expiration of the original term at the same pricing as awarded herein. The new contract represents a 1 % increase in price over the previous contract. Bids were requested from eleven (11) vendors with two (2) responses. The Apache Oil Company bid did not include pricing and was rejected. Bid tab is attached. FUNDING SOURCE Fleet Fund. RECOMMENDATION Approval of resolution. RESOLUTION NO. WHEREAS, bids were solicited for a six (6) month contract, with an option to renew for a period of six (6) months, for the purchase of lubricants for use by various City departments in maintaining vehicles and equipment; and, WHEREAS, Tri -Con, Inc., of Beaumont, Texas, submitted a qualified bid in the unit amounts shown on Exhibit "A," attached hereto, for an estimated total expenditure of $96,010.90; and, WHEREAS, City Council is of the opinion that the bid submitted by Tri -Con, Inc., of Beaumont, Texas, should be accepted; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the statements and findings set out in the preamble to this resolution are hereby, in all things, approved and adopted; and, THAT the bid submitted by Tri -Con, Inc., of Beaumont, Texas, for a six (6) month contract, with an option to renew for a period of six (6) months, for the purchase of lubricants for use by various City departments in maintaining vehicles and equipment for an estimated amount of $96,010.90 be accepted by the City of Beaumont, and, BE IT FURTHER RESOLVED THAT the City Manager be and he is hereby authorized to execute a contract with Tri -Con, Inc., of Beaumont, Texas, for the purposes described herein. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 2nd day of December, 2014. - Mayor Becky Ames - • CITY OF BEAUMONT, BEAUMONT, TEXAS PURCHASING DIVISION BID TABULATION - T E X A S- _.. - - - -- - - - - - Bid Name: SIX MONTH CONTRACT FOR LUBRICANTS Bid Number: BF1015 -05 Bid Opening: Thursday, November 13, 2014 Contact Person: Robert J. Hollar, Buyer ii rhollar(a)ci. beau mont.tx.us Phone: 409 - 880 -3758 Vendor City / State Phone No. TRI -CON BEAUMONT (409) 835 -2237 APACHE OIL HOUSTON (281) 487 -5400 APPROX QTY DESCRIPTION Unit Extended Unit Extended Price Price Price Price ENGINE OIL ,. 3,200 GAL Engine Oil 15W-40 (BULK DELIVERIES >250 GALLONS) $7.99 $25,568.00 1,000 GAL Engine Oil 15w-40 (55 gal drums) $8.69 $8,690.00 MANUFACTURER AND BRAND BID: 1 10 GAL En ine Oil SAE 40 (55 al drums) $4.Z4 $466.40 MANUFACTURER AND BRAND BID: TRANSMISSION FLUID)HYDRAULIC dIL £ 61111'-4 ° 1,300 QT Dexron III (quart containers) $1.99 $2,587.00 250 GAL 100 GAL Dexron III (bulk deliveries >250 al) $6.99 $1,747.50 Decron III (55 gal drums) $7.89 $789.00 MANUFACTURER AND BRAND BID: 100 QT I Mercon 5 (quart containers) $2.99 $299.00 MANUFACTURER AND BRAND BID: 4,700 GAL Multi-purpose Transmission /Hydraulic Oil (bulk deliveries >250 al) 7.99 $37,553.00 500 GAL Multi- purpose Transmission /Hydraulic Oil (55 gal drums) $8.79 $4,395.00 MANUFACTURER AND BRAND BID: 500 GAL Caterpillar TO -4 Compatible Lubricants, SAE 10W bulk deliveries > 259 gallons) $8.37 $4,185.00 500 GAL Caterpillar TO -4 Compatible Lubricants, SAE 50 (bulk deliveries >250 gallons) $8.77 $4,385.00 275 GAL Caterpillar TO -4 Compatible Lu ricants, SAE l OW (55 gal. drum) $9.29 $2,554.75 275 GAL Caterpillar TO -4 Compatible Lubricants, SAE 50 (55 gal. drum) $10.15 $2,791.25 MANUFACTURER AND BRAND BID: DRUM DEPOSIT'CHARGE: 04 tlr TOTAL BID $96,010.90 No Response: JAM DISTB, PUMPELLY OIL, MARTN ENERGY, MIDTEX OIL, RELADYNE, SUN COAST, MATRIX, THOMAS, SPIDEL & SPIDEL BID REJECTED AS INCOMPLETE NO PRICES PROVIDED EXHIBIT "A" BEAUMONT TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officer MEETING DATE: December 2, 2014 REQUESTED ACTION: Council consider a resolution authorizing a one year contract with the Greater Beaumont Chamber of Commerce in the amount of $85,000 for the period of January 1, 2015 through December 31, 2015. BACKGROUND Funding will be used for marketing Beaumont and business retention/recruitment efforts. Administration is extremely pleased with the relationship between the City and the Chamber. FUNDING SOURCE General Fund. RECOMMENDATION Approval of resolution. RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be, and he is hereby, authorized to execute a one (1) year contract with the Greater Beaumont Chamber of Commerce in the amount of $85,000 for economic development purposes effective January 1, 2015 through December 31, 2015. The contract is substantially in the form attached hereto as Exhibit "A" and made a part hereof for all purposes. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 2nd day of December, 2014. - Mayor Becky Ames - STATE OF TEXAS § COUNTY OF JEFFERSON § This agreement, executed in duplicate, is made and entered into by and between the City of Beaumont, Texas, a municipal corporation of the State of Texas, hereinafter called "City ", acting herein by and through its duly authorized City Manager, and the Greater Beaumont Chamber of Commerce, a non - profit corporation, hereinafter called "Chamber ", acting herein by and through its President. WHEREAS, the City believes that economic development is crucial to the continued economic success of City and believes that Chamber should be retained to carry out a program of work on behalf of City for the economic development of City; NOW, THEREFORE, in consideration of the mutual promises made herein, the City and the Chamber agree as follows: 1. City does hereby employ, engage and hire Chamber to engage in a comprehensive range of activities and projects to create jobs in Beaumont directed at economic development. The Chamber does hereby agree to accept such hiring, engagement and employment and to discharge such duties in accordance with the terms and conditions herein set forth. 2. Chamber is hired as an independent contractor and is not an agent of the City. EXHIBIT "A" 3. Chamber agrees to engage in a comprehensive range of activities and projects to create jobs in Beaumont. Chamber's program will be directed toward four separate aspects of job growth: a) retaining existing jobs; b) creating new businesses; C) expanding existing businesses; and, d) attracting new employers. To achieve these goals, the Chamber will maintain a capable paid staff with necessary expertise; recruit and organize volunteer workers from the community; maintain contacts and relationships with primary economic development allies of both public and private offices; gather and publish necessary information and statistics for prospects; maintain and build relationships with management of existing businesses; and promote any other specific activities or projects which will contribute to an environment conducive to job growth. EI City hereby agrees to pay to Chamber during the term of this agreement Eighty - Five Thousand Dollars ($85,000). Payments of Twenty -One Thousand Two - Hundred Fifty Dollars ($21,250) will be made upon receipt of invoice dated in January of 2015, April 1, 2015, July 1, 2015 and October 1, 2015. Chamber agrees to expend in excess of One- Hundred - Thousand Dollars ($100,000) in other Chamber funds for the purposes outlined in paragraph 3 hereof. 5. In conjunction with its annual audit, Chamber agrees to audit, on a review basis, the functional areas outlined in this agreement. Chamber agrees to provide City a copy of the report done by Chamber's certified public accountants on an annual basis. 2015. A The term of this agreement shall be from January 1, 2015 until December 31, 7. Chamber agrees to indemnify, save harmless, and defend the City of Beaumont from any and all claims, causes of action and damages of every kind arising from the operations of the Chamber, its officers, agents and employees, including the officers, agents and employees involved in economic development and specifically including herein any and all acts of negligence by the City of Beaumont, its agents, officers or employees, carried out under the terms of this agreement. Chamber shall carry, or cause to be carried, general public liability and automobile liability insurance on all operations embraced by this agreement in the amount of Five - Hundred Thousand Dollars ($500,000) for each occurrence and property damage liability insurance in the amount of Twenty -Five Thousand Dollars ($25,000) for each occurrence. Said liability policies shall include contractual liability coverage in the same amounts as stated herein. Said insurance policies shall name the City of Beaumont as an additional insured. Said policies or duplicate originals thereof shall be filed with the City Clerk, or her designated representative, before any operations contemplated by this agreement are begun. EXECUTED in duplicate originals this the day of 4161151 CITY OF BEAUMONT ATTEST: City Clerk Kyle Hayes City Manager GREATER BEAUMONT CHAMBER OF COMMERCE ATTEST: Name: Title: Chairman of the Board � 001 LA ZU TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officer MEETING DATE: December 2, 2014 REQUESTED ACTION: Council consider a resolution approving a payment of dues to the South East Texas Regional Planning Commission (SETRPC) in the amount of $43,233.92 for Fiscal Year 2015. BACKGROUND The SETRPC was established in June of 1970 under enabling legislation as a voluntary association of local governments. Its purpose is to encourage and permit local governments to join and cooperate with one another to improve the health and safety of their citizens, to plan for future development and transportation efforts, and to recognize the needs of agriculture, business and industry, among other things. The City of Beaumont supports the SETRPC and the community projects they perform. Some of the programs these dues will fund are the Area Agency on Aging (AAA) Program; the Homeless Coalition; the Foster Grandparents Program (FGP); and the Retired Senior Volunteer Program (RSVP). FUNDING SOURCE General Fund. RECOMMENDATION Approval of resolution. South East Texas Regional Planning Commission 2210 Eastex Freeway Beaumont, Texas 77703 -4929 T FY: (409) 899 -8444 October 8, 2014 INVOICE SETRPC Dues $14,195.52 Criminal Justice Programs $ 1,874.34 AAA Program $10,903.02 Homeless Coalition $ 9,298.56 FGP Program $ 2,661.28 RSVP Program $4,301.20 Total Invoice 43.233.9 THANK YOU PLEASE RETURN YELLOW COPY WITH PAYMENT RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Council hereby approves the payment of fiscal year 2015 dues to the South East Texas Regional Planning Commission (SETRPC) in the amount of $43,233.92. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 2nd day of December, 2014. - Mayor Becky Ames - F BEAUMONT TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Bart Bartkowiak, Chief Technology Officer 13 3 MEETING DATE: December 2, 2014 REQUESTED ACTION: Council consider a resolution authorizing the City Manager to execute an annual agreement with Lamar University in the amount of $12,135 for video production services. BACKGROUND Since 1997, Lamar University has provided video production services to the City that primarily includes recording regular meetings of the City Council for broadcast over the government access channel provided by Time Warner Cable on cable channel 4. City staff are satisfied with the cooperation and quality of service provided by Lamar University. This agreement is for an annual period beginning September 1, 2014 through August 31, 2015. FUNDING SOURCE General Fund. RECOMMENDATION Approval of resolution. RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be and he is hereby authorized to enter into a Letter of Agreement with Lamar University in the amount of $12,135.00 to provide video production services for the City of Beaumont from September 1, 2014 to August 31, 2015. The agreement is substantially in the form attached hereto as Exhibit "A" and made a part hereof for all purposes. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 2nd day of December, 2014. - Mayor Becky Ames Letter of Agreement Between Lamar University and the Beaumont City Council for the Taping of Beaumont City Council Meetings The Lamar University Department of Communication will provide; video production services to the Beaumont City Council for the recording of each regular meeting of the Beaumont City Council from September 1, 2014 to August 31, 2015. The services provided by the Lamar University Department of Communication for the Beaumont City Council shall include, but not be limited to, the following: a) the recording of each regular meeting of the City Council, b) any post production work needed to broadcast the videotapes, C) the production of two public service announcements (PSA's), or other video production projects as directed by the city. The Lamar University Department of Communication will provide all production and post- production equipment related to the creation of public service announcements. dJ the use of studio time, facilities, and staffing to produce one show /session per month. The Beaumont City Council will provide: a) a schedule of and agenda for all regular City Council meetings to the Lamar University Department of Communication, b) fixed -in -place cameras and a Newtek Tri- caster switcher for the Lamar University SETCAST camera operator to use in the set -up, production, and recording of the meeting, c) a payment of $12,135 to the Lamar University Department of Communication for video production services provided from September 1, 2014 to August 31, 2015. The payment is to be made on or before October 30, 2014. f.% For Lamar Uni ersity % For the City of Beaumont, Mr. William Mi'cc Wl Spears, A -ssistant- Vi- ce-- resident-for, �- Kvle Hayes, Beaumont City Manager Date Date EXHIBIT "A" Lamar University Department of Communication - SETCAST P.O. BOX 1005C Beaumont, TX 77710 INVOICE #100 Phone 409- 880 -8155 Fax 409 - 880 -8760 DATE: OCTOBER 11. 2014 TO: FOR: Mr. Kyle Hayes, City Manager SETCAST videotaping services Citv of Beaumon- P.O. Box 3872 Beaumont, TX 77704 DESCRIPTION AMOUNT Videotapes of 12 135.00 Beaumont City Council meetings from 9/1/2014 to 8/31/2015 TOTAL 1 12,135.00 Make all checks payable to: Lamar University Department of Communication Payment is due within 30 days. If you have any questions concerning this invoice, contact O'Brien Stanley at 409 - 880 -8155 Thank you for your business! 1001 TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Dr. Joseph Majdalani, P.E., Public Works Director MEETING DATE: December 2, 2014 REQUESTED ACTION: Council consider a resolution authorizing the City Manager to execute an Interlocal Agreement with Jefferson County Drainage District No. 6 (JCDD6) for the Parkview Drive Drainage Improvement Project. BACKGROUND In an effort to address flooding near the Parkview Street drainage ditch crossing located in the Tyrrell Park area, Jefferson County Drainage District No. 6 (JCDD6) and the City of Beaumont agree to enter into an Interlocal Agreement to make improvements to the City's drainage infrastructure. Through coordination with JCDD6 it has been determined that replacing the existing drainage structure with 8' x 3' concrete drainage boxes would alleviate flooding occurrences in the area. According to the terms of the agreement, the City will provide the 8' x 3' concrete drainage boxes, coordinate traffic control during construction and resurface the area of excavation with asphalt pavement. The Drainage District will provide all necessary equipment and labor to perform the excavation and installation of the proposed drainage boxes. 'The City has received bids for the purchase of 32 linear feet of 8'x 3' concrete drainage boxes in the amount of $10,560.00. FUNDING SOURCE Capital Improvement Fund for Street Rehabilitation. RECOMMENDATION Approval of resolution. RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be and he is hereby authorized to execute an Interlocal Agreement between the City of Beaumont and Jefferson County Drainage District No. 6 (JCDD6) for the Parkview Drive Drainage Improvement Project. The Interlocal Agreement is substantially in the form attached hereto as Exhibit "A" and made a part hereof for all purposes. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 2nd day of December, 2014. - Mayor Becky Ames - INTERLOCAL AGREEMENT Parkview Drive Improvement Project City of Beaumont and Jefferson County Drainage District No. 6 Page 1 INTERLOCAL AGREEMENT THE CITY OF BEAUMONT AND JEFFERSON COUNTY DRAINAGE DISTRICT NO.6 (PARKVIEW DRIVE DRAINAGE IMPROVEMENT PROJECT) STATE OF TEXAS § COUNTY OF JEFFERSON § This agreement is made by and between the City of Beaumont, a home rule City of the State of Texas (hereinafter called "City ") and Jefferson County Drainage District No. 6, a special district of the State of Texas (hereinafter called "District ") under authority of the Interlocal Cooperation Act, Chapter 791 of the Texas Government Code. WHEREAS, the City and the District are working together to improve the City's drainage infrastructure in the south end of Beaumont, Jefferson County, Texas, in the area of Parkview Drive westerly to Tyrrell Park Road. This work shall include the installation of 8'x3' concrete drainage boxes and new pavement at the Parkview Drive crossing of the District's drainage ditch number 108 -A1. WHEREAS, the City owns and maintains the afore - mentioned street, and the City and the District are desirous of reciting in writing, certain duties and obligations between the parties hereto with regards to this Parkview Drive Drainage Improvement Project; THEREFORE the City and the District agree as follows: WITNESSETH I. The District agrees to provide all necessary surveying work for the layout and installation of said concrete drainage boxes; EXHIBIT "A" INTERLOCAL AGREEMENT Parkview Drive Improvement Project City of Beaumont and Jefferson County Drainage District No. 6 Page 2 2. The District agrees to provide all necessary equipment and personnel required to perform the excavation and installation of said concrete drainage boxes; 3. The City agrees to purchase and provide the required number of 8'x3' concrete drainage boxes for the project; 4. The City agrees to restore the area of excavation with new asphalt pavement; 5. The City agrees to provide and maintain all traffic control devices during said construction. Executed this ATTEST: By: City Clerk ATTEST: By: Vice President /Secretary J M /CM day of _, 2014. CITY OF BEAUMONT By: -- City Manager JEFFERSON COUNTY DRAINAGE DISTRICT NO. 6 By: — President Address: 5150 Jefferson Chemical Road Quotation Conroe, Texas 77301 Mail: P.O. Box 3007 Quote Number: ..: r, ° MI—VI JUTC Conroe, Texas 77305 -3007 Bid Date: 12- November -2014 Sales: (713) 301 -5060 Time: 3:00 PM Fax: (281) 516 -1097 CONROE PIPE, INC. Plant: (936) 441 -2277 An American Owned Company Plant Fax: (936) 760 -2269 Project Name: CITY OF BEAUMONT PARK VIEW RBC ziP CODE a KM r: County or MunicipalitylMUDj: JEFFERSON Terms: Net 30 Days from Date of Invoice Engineer: PRIVATE Agency: PRIVATE Delivery Location: F.O.B. Jobsite Control / Job / Project No.: We propose to furnish all of the materials and /or services listed herein for this project, subject to Conroe Pipe, Inc. TERMS AND CONDITIONS that shall control and take precedence over any terms and conditions to the contrary in any purchase order or other document. item No, Number of dorms Approidmte Amount Product Size with Material description and specification p Tp.��'.P=.) n Project Discount Total unit Price 0% 1 5 32 LF 8'X3' C1577 R.C. Box ASTM C1577 0' to 20' Fill with Joint Sealant $ 330.00 $ 330.00 $ 10,560.00 R.G. = Reinforced Concrete Quotation Total: $ 10,560.00 NOTE: Prices are firm for 30 days from quote date to place order and are firm for 60 days from quote date to delivery date. Price quoted are for this project arty and do not tndude sales or use Uwas, i arty. Arty quantities above are from our take -off and are not guaranteed Bidders are encouraged to Perform their mon take-off and to consider overlap regrireinents when ordering materials. ACCEPTED, upon the terms and conditions hereof, subject to being awarded contract RESPECTFULLY SUBMITTED: FIRM: CITY OF BEAUMONT CONROE PIPE, INC. BY: TRAVIS TEYKL DATE: Friday, November 14, 2014 BY: TITLE: DATE: I I:1 ���1MA U*M I T E X A S REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS DECEMBER 2, 2014 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 -2 /Consent Agenda * Consent Agenda GENERAL BUSINESS 1. Consider a resolution approving the purchase of a winch assembly from Earth Tool Company, Inc., of Houston for use by the Water Utilities Department 2. Consider a resolution approving the award of a contract for workers' compensation excess insurance to McGriff, Seibels & Williams of Texas Inc. 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: Jay Brocato, et al vs. City of Beaumont, Texas; Cause No. D- 183,620 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. I December 2, 2014 Consider a resolution approving the purchase of a winch assembly from Earth Tool Company, Inc.. of Houston for use by the Water Utilities Department FAXII MA * T E X A S TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officer MEETING DATE: December 2, 2014 REQUESTED ACTION: Council consider a resolution approving the purchase of a winch assembly from Earth Tool Company, Inc., of Houston in the amount of $158,200 for use by the Water Utilities Department. BACKGROUND The Hammerhead Winch is used in the City's pipe bursting program to replace water and sewer lines. The new winch will replace Unit 9252, purchased in October 2002 which has become unsuited for further service due to age and condition. The old unit will be traded in for a credit of $50,000. This is considered to be the best value to the city as it is a specialized piece of equipment and not expected to sale for that amount or more through the normal surplus auction process. Pricing for the winch was obtained through the BuyBoard purchasing cooperative, which provides cities and political subdivisions with the means to purchase specialized equipment at volume pricing. BuyBoard complies with State of Texas procurement statutes. Warranty for the new unit is two (2) years. Warranty service is provided by the dealer. Delivery is expected in approximately thirty (30) days. FUNDING SOURCE Funds from the financing agreement for equipment for various departments approved in FY 2014. RECOMMENDATION Approval of resolution. RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT- THAT the City Council hereby approves the purchase of a winch assembly for use by the Water Utilities Department from Earth Tool Company, Inc., of Houston, Texas, in the amount of $158,200 through the BuyBoard Cooperative Purchasing Program. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 2nd day of December, 2014. - Mayor Becky Ames - 2 December 2, 2014 Consider a resolution approving the award of a contract for workers' compensation excess insurance to McGriff, Seibels & Williams of Texas Inc. BEAUMONT T E X A S TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officer MEETING DATE: December 2, 2014 REQUESTED ACTION: Council consider a resolution approving the award of a contract for workers' compensation excess insurance to McGriff, Seibels & Williams of Texas Inc.. of San Antonio, in the amount of $113,302.80. BACKGROUND The City is self - insured for its workers' compensation program. The excess insurance coverage limits the City's liability for claims from anyone job- related accident or injury. The city's liability is called Self Insured Retention (SIR), which means the insurance carrier will cover all cost incurred on any individual claim of more than $1,000,000 up to any amount authorized by statute. Our current policy is with Midwest Employers Insurance Company. The annual premium for the calendar year 2014 was $120,758. Approximately 1255 full -time employees and 168 part-time, temporary and /or casual employees are covered by workers' compensation. A Request for Proposal was sent to nineteen (19) vendors. Three (3) responses were received. A panel of City employees reviewed the responses. The recommendation of the panel was McGriff, Seibels & Williams who represents Colony Insurance of San Antonio. Colony Insurance has a Best Rating of A XII. All specifications were met and the results are attached for review. The policy is for one (1) year. There is no option to renew. Based on the 2014 projected payroll of $75,600,000, the annual premium is $113,302.80. FUNDING SOURCE Employee Benefits Fund. RECOMMENDATION Approval of resolution. x x x n '71 T T T -0 Z O Z v -a c (DD �. Q CD cn CU cn O 0 -n 0 � (D a- O (n (D M 0 w O O o N a O CD 7 N w O m x n CD w cn cn C v n CD C7 CD N cn n O co cn CD CD O O O x CS CD CD j g N O M O NCD o Q CD O 0 C O o N -0 O Cn 0 a a r: o' 7 N CD CU 3 x cn O O O Cr O Q N co CA W Ui — 0 — 0 — 0 0 N 0 0 D V w w O O O Ui O S CD -1 N - - -• 0 001 0 0 0 0 x x x n '71 T T T -0 Z O Z v -a c (DD �. Q CD cn CU cn O 0 -n 0 � (D a- O (n (D M 0 w O O o N a O CD 7 N w O m x n CD w cn cn C v n CD C7 CD N cn n O co cn CD CD RESOLUTION NO. WHEREAS, bids were received for a policy for excess workers' compensation insurance; and, WHEREAS, McGriff, Seibels and Williams of Texas, Inc., of San Antonio, Texas, representing Colony Insurance, submitted a bid as follows: and, $113,302.80 Annual rate based on the 2014 projected payroll of $75,600,000 WHEREAS, City Council is of the opinion that the bid submitted by McGriff, Seibels and Williams of Texas, Inc., of San Antonio, Texas, representing Colony Insurance, should be accepted; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the statements and findings set out in the preamble to this resolution are hereby, in all things, approved and adopted; and, THAT the bid submitted by McGriff, Seibels and Williams of Texas, Inc., of San Antonio, Texas, representing Colony Insurance, for a policy for excess workers' compensation insurance in the amount of $113,302.80 be accepted by the City of Beaumont. The policy is effective January 1, 2015 with no option to renew; and, BE IT FURTHER RESOLVED THAT the City Manager be and he is hereby authorized to execute a contract with Colony Insurance, of San Antonio, Texas, for the purposes described herein. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 2nd day of December, 2014. - Mayor Becky Ames -