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PACKET SEP 01 2015BEAUMONT TEXAS REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS SEPTEMBER 1, 2015 1:30 P.M. CONSENT AGENDA Approval of minutes — August 25, 2015 Confirmation of committee appointments Eldon Steward would be appointed to the Community Development Advisory Committee. The term would commence September 1, 2015 and expire August 31, 2017. (Councilmember Claude Guidroz) Richard James would be appointed to the Convention and Tourism Advisory Board. The term would commence September 1, 2015 and expire August 31, 2017. (Councilmember Claude Guidroz) A) Authorize the City Manager to accept the Delaware Street Asphalt Resurface Project Phase - I, approve Change Order No. 1 and release the final payment B) Approve a three year contract for emergency catering services to Novrozsky's of Beaumont, to be used by all departments during an emergency event RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the following appointments be made: Appointment Commission Eldon Steward Community Development Advisory Committee Richard James Convention and Tourism Advisory Board Beginning Expiration of Term of Term 09/01/2015 08/31/2017 09/01/2015 08/31/2017 PASSED BY THE CITY COUNCIL of the City of Beaumont this the 1st day of September, 2015. - Mayor Becky Ames - TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Joseph Majdalani, P.E., Public Works Director MEETING DATE: September 1, 2015 REQUESTED ACTION: Council consider a resolution authorizing the City Manager to accept the Delaware Street Asphalt Resurface Project Phase - I, approve Change Order No. 1 in the amount of $9,165.84 and release final payment in the amount of $36,122.27. BACKGROUND On February 10, 2015 by Resolution No. 15-029, City Council awarded LD Construction the contract for Delaware Street Asphalt Resurface Project Phase - I in the amount of $493,338.73. Change Order No. 1 in the amount of $9,165.84 is needed to adjust the estimated quantities to reflect the actual quantities used in the completion of the project, which increases the final contract amount to $502,504.57. The project has been inspected by the Engineering Division and found to be complete in accordance with the provisions and terms set forth in the contract. Acceptance of maintenance, approval of Change Order No. 1, and release of final payment in the amount of $36,122.27 is recommended. LD Construction is a registered Minority Business Enterprise. The MBE participation represents 100% of the final contract in the amount of $502,504.57. FUNDING SOURCE Capital Program. RECOMMENDATION Approval of resolution. RESOLUTION NO.15-029 WHEREAS, bids were solicited for a contract for the Delaware Street Asphalt Resurfacing Project - Phase I to include all labor, materials, equipment and supplies to provide an asphalt overlay of Delaware Street from Dowlen Road to US 69; and, WHEREAS, LD Construction, of Beaumont, Texas, submitted a bid in the amount of $493,338.73; and, WHEREAS, City Council is of the opinion thatthe bid submitted by LD Construction, 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 LD Construction, of Beaumont, Texas, in the amount of $493,338.73 for a contract for the Delaware Street Asphalt Resurfacing Project - Phase I 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 LD Construction, of Beaumont, Texas, for the purposes described herein. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 10th day of February, 2015. CITY OF BEAUMONT DATE: August 25, 2015 PROJECT: DELAWARE STREET ASPHALT RESURFACE PROJECT PHASE -I OWNER: CITY OFBEAUMONT CONTRACTOR: LD CONSTRUCTION CHANGE ORDER NO.: 1 THE FOLLOWING CHANGES, IN THE PLANS AND/OR SPECIFICATIONS ARE HEREBY IdADEt Adjust the estimated quantities to reflect the actual quantities used in the completion of the project Item Nn. Item Code DescriptionUait $493,338.73 QuanOriginalflty New Quantity Unit Price Total 340 2001 11 12 INCH TY D ASPH.CONC. LEVEL -UP SY 16278.07 0 $5.60 -$91,157.1900 340 2002 1 12 INCH TY D ASPH.CONC. LEVEL -UP TONS 0.00 1698.03 567.88 $115,262.280 340 2003 1 INCH TYPE F ASPH. CONC. SURFACE COURSE SY 15918.33 15918.33 $3.80 0.00 340 2002 2 MCH TYPE D ASPH. CONC. SURFACE COURSE SY 37476.81 37476.81 $7.50 0.00 354 2001 PLANE ASPH. CONC. PAV. (1 -INCH TO 3 -INCH) SY 16278.07 32556.14 $0.10 1627.81 361 2001 FULL DEPTH CONC. PAVING REPAIR W/ASB SY 705.45 217.97 $60.00 -29248.80 500 2001 MOBILIZATION LS 1.00 1.00 S5,000.00 0.00 502 2001 BARRICADE SIGNS AND TRAFFIC HANDLING MON 2.00 3.00 S4,500.0 4500.00 712 2001 ]DINT SEAL LF 3548 14457 $0.75 8181.75 TOTAL: 9165.84 CONTRACT TIME OF ONE MONTH 1S ADDED BY THIS CHANGE ORDER ORIGINAL CONTRACT AMOUNT: $493,338.73 NET FROM PREVIOUS CHANGE ORDERS: $493,338.73 TOTAL AMOUNT OF THIS CIIANGE ORDER: $9,165.84 PERCENT OF THIS CHANGE ORDER: 1.86% TOTAL PERCENT CHANGE ORDER TO DATE: 1.86% NEW CONTRACT AMOUNT:' S502,504.57 ACCEPTED BY: PREPARED BY: TROY DODSON, LD CONSTRUCTION RA AE MIRANDA, ROADW Y D ' 1GNER APPROVED BY:19 A"r -4%0 �\_' ZHENG TAP, P.E. , CITY ENGINEER R. JOSEPH IA ALANI, P.E. PUBLIC NVORiOi DIRECTOR APPROVED BY: ATTESTED BY: KYLE HAYES, CI'T'Y MANAGER TINA BROUSSARD, CITY CLERK CITY OF BEAUMONT CITY OF BEAUMONT MC]NTHI Y PAYMENT F.RTIMATF PAGE OF PROJECT: DELAWARE STREET ASPHALT RESURFACING PROJECT PH NEW CONTRACTAMOUNT: $493,338.73 PERCENT OF TIME. USED: 153,33% CONTRACTOR: LD CONSTRUCTION CONTRACT DATE: February: 10, 2015 PERCENT OF WORK COMPLE' _ 101.86% MO ESTIMATE #: 5 CONTRACT CALENDAR DAYS: 60 PERIOD ENDING; June 30, 2015 CALENDAR DAYS,USED : 92 CHANGE ORDERS: I TOTAL AMOUNT ITEM NO. DESC CODE DESCRIPTION UNIT I MEASURE EST. QTY. PREVIOUS I ESTIMATE TO DATE I ESTIMATE T6TAL.ESTIMATE TO DATE UNIT PRICE I TOTAL AMOUNT MATERIAL ON HAND $0.00 DELAWARE STREET ASPHALT RESURFACING PROJECT - PHASE 1 SUB TOTAL: $502,504.57 340 2002 11/2 INCH TY D ASPH.CONC. LEVEL -UP TONS 1 1372.62 1,698.03 0.00 1,698.03 $67.88 $115,262.28 340 2003 1 INCH TYPE F ASPH. CONC. SURFACE COURSE SY 15918.33 15,918.33 0.00 15,918.33 $3.80 $60,489.65 340 2002 2 INCH TYPE D ASPH. CONC. SURFACE COURSE SY 37476.81 37,476.81 0.00 37,476.81 $7.50 $281,076.08 354 2001 PLANE ASPH. CONC. PAV. (I -INCH TO 3-rNTCH) SY 16637.81 16,637.81 15,918.33 32,556.14 $0.10 $3,255.61 361 2001 FULL DEPTH CONC. PAVING REPAIR W/ASB SY 705.45 164.07 53.90 217.97 $60.00 $13,078.20 500 2001 MOBILIZATION LS 1 1.00 1 1.001 0.00 1.00 $5,000.00 $5,000.00 502 2001 BARRICADE SIGNS AND TRAFFIC HANDLING MON 2.00 3.00 0.00 3.00 $4,500.00 $13,500.00 712 2001 JOINT SEAL LF 3548 14,457.00 1 0.00 14,457.00 $0.75 $10,842.75 GRAND TOTAL AMOUNT OF WORK DONE: $502,504.57 PREPARED BY: LESS 5% RETAINAGE: $0.00 RAFAEL MIRAN A, R ADWAY DESIGNER MATERIAL ON HAND $0.00 SUB TOTAL: $502,504.57 RECOMMENDED BY: TAN ZHENG, P.E. CITY ENGINEER LESS PREVIOUS PAY ESTIMATE: ($466,382.30) APPROVED BY: 1 . OS '` q �` /`� i AMOUNT DUE THIS ESTIMATE: $36,122.27 DR. JOS H G AJDALANI, .E. UBLIC WORKS DIRECTOR Contractor: J I certify that all work including rriderials covered by this invoice have been completed or delivered in accordance with Contract documents. RESOLUTION NO. WHEREAS, on February 10, 2015, the City Council of the City of Beaumont, Texas, passed Resolution No. 15-029 awarding a contract in the amount of $493,338.7,3 to LD Construction, of Beaumont, Texas, for the Delaware Street Asphalt Resurfacing — Phase I Project; and, WHEREAS, Change Order No. 1, in the amount of $9,165.84, is required to adjust the estimated quantities to reflect the actual quantities used in the completion of the project, thereby increasing the total contract amount to $502,504.57; and, WHEREAS, the project has been inspected by the Engineering Division and found to be complete in accordance with the provisions and terms set forth in the contract; 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 City Manager be and he is hereby authorized to execute Change Order No. 1 adjusting quantities used to complete the project as described above, thereby increasing the contract amount by $9,165.84 for a revised total contract amount of $502,504.57; and, BE IT FURTHER RESOLVED THAT the Delaware Street Asphalt Resurfacing — Phase I Project be and the same is hereby accepted; and, BE IT ALSO RESOLVED THAT the City Manager is hereby authorized to make final payment in the amount of $36,122.27 to LD Construction, of Beaumont, Texas. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 1st day of September, 2015. - Mayor Becky Ames - TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officer MEETING DATE: September 1, 2015 REQUESTED ACTION: Council consider a resolution approving a three year contract for emergency catering services to Novrozsky's of Beaumont, to be used by all departments during an emergency event. BACKGROUND The City of Beaumont's Emergency Preparedness Plan identified the need for catering services in the event of a natural disaster or all -hazard disaster. Emergency catering services were requested for essential employees that provide services during the evacuation process. The contract will provide three meals a day, which will include breakfast, lunch and dinner. There is an option for an additional serving time for those working the late evening shift. The vendor will provide all labor, equipment, food, condiments, disposable dinnerware and beverage supplies. Vendors were requested to provide pricing per meal and provide menus for each meal to be served during an emergency event. Request for Proposals (RFP) were solicited from fifteen (15) vendors and one (1) response was received. A panel of City employees met and evaluated the vendor utilizing the scoring method provided in the RFP. A copy of the pricing per meal and the evaluation sheet is attached. FUNDING SOURCE Contingent upon the occurrence of a declared emergency. RECOMMENDATION Approval of resolution. Pricing for Emergency Services — Catering Section 1 Meals served prior to tropical storm event or during a short term declared emergency Description Price per meal Breakfast 100 — 300 meals $10.00 301— 500 meals $10.00 Lunch 100 — 300 meals $15.00 301— 500 meals $15.00 Dinner 100 — 300 meals $21.00 301— 500 meals $21.00 Section 2 Meals served twenty four (24) hours After the downgrade to a tropical storm or a long term emergency event Breakfast 200-400 meals $12.00 401- 600 meals $12.00 601— 800 meals $12.00 Lunch 200-400 meals $15.00 401— 600 meals $15.00 601— 800 meals $15.00 Supper 200 — 400 meals $25.00 401— 600 meals $25.00 601— 800 meals $25.00 Optional sandwich type meal (1:00 AM to 3:00 AM) 50 —150 meals $20.00 Air conditioned tent with chairs and tables to seat 150 employees (if needed) $1,000.00 per day RFP Number: PF0415-18 RFP Name: Emergency Services - Catering RFO Opening: July 30, 2015 CRITERIA EVALUATION SCORES Vendor Novrozsky's Beaumont, Tx. Criteria Max Points Score Capability and experience of Contractor 40 32.50 Price 35 22.50 Menu Selection 25 20 Total Points 100 75 RESOLUTION NO. WHEREAS, bids were solicited for a three (3) year contract for emergency catering services in the event of a natural disaster or all -hazards disaster; and, WHEREAS, Novrozsky's, of Beaumont Texas submitted a bid in the amounts shown below: Section 1 Meals served prior to tropical storm event or during a short term declared emergency Description Price per meal Breakfast 100 — 300 meals $10.00 301— 500 meals $10.00 Lunch 100-300 meals $15.00 301— 500 mea Is $15.00 Dinner 100 — 300 meals $21.00 301— 500 meals $21.00 Section 2 Meals served twenty four (24) hours After the downgrade to a tropical storm or a long term emergency event Breakfast 200-400 meals $12.00 401- 600 meals $12.00 601— 800 meals $12.00 Lunch 200-400 meals $15.00 401— 600 meals $15.00 601— 800 meals $15.00 Supper 200 — 400 meals $25.00 401— 600 meals $25.00 601— 800 meals $25.00 Optional sandwich type meal (1:00 AM to 3:00 AM) 50 —150 meals $20.00 Air conditioned tent with chairs and tables to seat 150 employees (if needed) $1,000.00 per day ; and, WHEREAS, City Council is of the opinion that the bid submitted by Novrozsky's should be accepted; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the bid submitted by Novrozsky's, of Beaumont, Texas, in the amounts shown above, for a three (3) year contract for emergency catering services in the event of a natural disaster or all -hazards disaster be accepted by the City of Beaumont. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 1st day of September, 2015. - Mayor Becky Ames — BEAUMONT REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS SEPTEMBER 1, 2015 1:30 P.M. AGENDA CALL TO ORDER ' * Invocation Pledge Roll Call * Presentations and Recognition * Public Comment: Persons may speak on the Consent Agenda * Consent Agenda WORK SESSION * Review and discuss a possible Ambulance Supplemental Payment Program * Review and discuss subdivision regulations within the City of Beaumont's Extraterritorial Jurisdiction (ETJ) 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. WORK SESSION Review and discuss a possible Ambulance Supplemental Payment Program WORK SESSION Review and discuss subdivision regulations within the City of Beaumont's Extraterritorial Jurisdiction (ETJ)