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Home My WebLink AboutPACKET AUG 13 2019BEAUMONT REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS AUGUST 13, 2019 1:30 PM Ute[. I -"_ _e171 Approval of minutes — August 6, 2019 Confirmation of board and commission member appointments A) Approve a contract with Pro Demolition, LLC, of Fresno, Texas folr the demolition of forty residential structures . B) Authorize the City Manager to apply for and receive funding through the Edward Byrne Memorial Justice Assistance Grant program and to execute all documents necessary, including an inter -local agreement with the City of Port Arthur and Jefferson County in order to request these funds C) Authorize the City Manager to accept maintenance, and authorize a final payment to GADV Inc., d/b/a L & L General Contractors ,i D) Authorize the City Manager. to execute agreements with Lamar University for video production services for the years 2019 and 2020 E) Approve a contract with Steenbok Beaumont Inc. for emergency services to be used by all City departments during an emergency event F) Authorize the City Manager to execute all documents necessary for an affiliation agreement between the City of Beaumont and Texas Emergency System Training LLC G) Authorize the City Manager to execute an agreement with the Area Agency on Aging related to 2-1-1 Area Information Center 0 TEXAS TO: City Council FROM: Kyle Hayes, City Manager �/ PREPARED BY: Todd Simoneaux, Chief Financial Officer`" 7 MEETING DATE: August 13, 2019 REQUESTED ACTION: Council consider a resolution approving a contract with Pro Demolition, LLC. of Fresno, Texas for the demolition of forty (40) residential structures located in Beaumont. BACKGROUND The City has red tagged residential structures located in Beaumont that are deemed in unsafe condition as defined by the City of Beaumont's Code of Ordinances. The owners failed to make necessary repairs and the structures were presented to City Council during public hearings. All of the structures were approved for demolition by City Council or owner consent. Bids were solicited from twenty-three (23) vendors for the demolition of the structures and four bids were submitted. Pro Demolition, LLC provided the lowest qualified bid in the total amount of $180,200. Bid tabulation is attached. FUNDING SOURCE General Fund. RECOMMENDATION Approval of the resolution. RESOLUTION NO. WHEREAS, bids were received for the demolition of the forty (40) residential structures located in Beaumont, Texas; and, WHEREAS, Pro Demolition, LLC, of Fresno, Texas, submitted a qualified bid in the unit amounts shown on Exhibit "A," attached hereto, in the total amount of $180,200.00; and, WHEREAS, the City Council is of the opinion that the bid submitted by Pro Demolition, LLC, of Fresno, Texas, is the lowest responsible bidder providing the best value to the City and 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 Pro Demolition, LLC, of Fresno, Texas, for the demolition of forty (40) residential structures located in Beaumont, Texas in the unit amounts shown on Exhibit "A," attached hereto, in the total amount of $180,200.00, 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 Pro Demolition, LLC, of Fresno, Texas, for the purposes described herein. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 13th day of August, 2019. - Mayor Becky Ames - B EAU M�IV T :. PRO DEMOLITION; LLC. • FRESNO, TEXAS. 28131-6669 .'_ CHARLES'COYLE R -R DOZER & BACKHOE, LLC. BEAUMONT, TEXAS 409-794-1505 RAYMOND RICHARD AMERICAN ABATEMENT SAN ANTONIO,.TEXAS 210-881-6774 -- REGINALD POWEL JACKBUILT CONTRACTORS, LLC. ORANGE, TEXAS 409-877-1630 JARROD ANDERSON CITY OF BEAUMONT, BEAUMONT, TEXAS PURCHASING DIVISION, BID TABULATION Bid Name: Demolition of Forty (40) Residential Structures, Beaumont, Texas Bid Number: CF0719.40 4462.50 Bid Opening: 2:OOPM Thursday, August 1, 2019 Contact Person: Cynthia Miller, Buyer II 4059.00 1210 AVENUE G cynthia.m iller(D beaumonttexas. cov' 5900.00 9668.00 Phone: 409-880-3757 2516 BLANCHETTE VENDOR CITY, STATE FAX NUMBER CONTACT :. PRO DEMOLITION; LLC. • FRESNO, TEXAS. 28131-6669 .'_ CHARLES'COYLE R -R DOZER & BACKHOE, LLC. BEAUMONT, TEXAS 409-794-1505 RAYMOND RICHARD AMERICAN ABATEMENT SAN ANTONIO,.TEXAS 210-881-6774 -- REGINALD POWEL JACKBUILT CONTRACTORS, LLC. ORANGE, TEXAS 409-877-1630 JARROD ANDERSON ADDRESS 555 AVENUE C, 3800.00-, " 3650.00 4462.50 5197.50 , 2275 AVENUE.D 2900.00 ' ' 3300.00 4510.00 4059.00 1210 AVENUE G 5500:00. 5900.00 9668.00 11261.25 2516 BLANCHETTE 4900.00 5900.00 8925.00 10395.00 850 BOYD, 4500.00 ' 5950.00 8946.25 10419.75 1344 BURT, 3900.00 4200.00 5100.00 5940.00 1050 CENTER 1400.00 6100.00 10200.00 11880.00 990 CHURCH, 5800.00 '. 6975.00 10518.75 12251.25 4276 CONGRESS 3000.00 4200.00 5312.00 6187.50 3066 CORDOVA, 3900.00 6570.00 9688.00 11261.25 680 ELGIE, 3500.00 ' 3950.00 5100.00 5940.00 3450 EUCLID, 4800.00 5875.00 7700.00 9528.75 2275 EVALON, . 3500.00-. 3300.00 3900.00 3217.50 11135 FOREST GLEN, 5900.00 ... 6875.00 10800.00 13365.00 7845 FOX COVE, 2900.00 5200.00 6080.00 7524.00 1208 GILBERT, 5600.00 •. 8675.00 11200.00 13860.00 1850 GLENDALE, 3000:00 ;. 6250.00 5670.00 8019.00 5365 GOBER, 3800.00 6975.00 8400.00 11880.00 3935 IRVING, 3800.00 . " 4950.00 6375.00 7425.00 315 OAKLAND 4800.00 4900.00 4000.00 4950.00 BID TAB CONTINUED ON PAGE 2: m X w PAGE 9• rPn714.An npmni ITInN nF: F012TV fAm RFCIIIFNTIAI CTDI1(`TI IDFC RFAI imnmT TFYAC VENDOR CITY, STATE FAX NUMBER CONTACT PRO DEMOLITION, LLC: .' : FRESNO,.TEXAS . " 281-431=6669` ,; . ' CHARLES COYLE R -R DOZER &BACKHOE, LLC. BEAUMONT, TEXAS 409-794-1505 RAYMOND RICHARD AMERICAN ABATEMENT SAN ANTONIO, TEXAS 210-881-6774 REGINALD DOWEL JACKBUILT CONTRACTORS, LLC. ORANGE, TEXAS 409-877-1630 JARROD ANDERSON ADDRESS... 1250 LIVE OAK' 4900:00 ,--- ` 5800.00 4875.00 7425.00 4085 LORELOCK 5500.00 • 7250.00 7475.00 11385.00 2340 PECOS, 9500.00....' 11050.00 9750.00 14850.00 3170 PRAIRIE, 5200:00 " 6250.00' 6581.00 10023.75 2240 PRIMROSE, 4600.00 5300.00 3744.00 5702.40 3055 RENAUD, 3500.00 5200.00 3315.00. 5049.00 1380 ROBERTS „'2800.00 3200.00• 2000.00 2475.00 8110 SAN DIEGO, 3700.00 5600.00 4550.00 6930.00 1149 SCHWARNER, 3400.00 3250.00 2400.00 3960.00 - 3155 TIMBERWOOD ";' 5900:00:. 8100.00 9018.00 13736.25 2349'TULANE .4800.00.', 5800.00 4875.00 7425.00 1465 VICTORIA, 4200.00 ` 5950.00 4725.00 7796.25 2212 VICTORIA, -5800.00 % ; 11000.00 15075.00 17820.00 1386 WALL, 3600.00 4950.00 4500.00 6187.50 2435 WASHINGTON 4000.00 = 5650.00. 4875.00 8043.75 5220 WILDWOOD, 6600.00 7200.00 7500.00 12375.00 2560 WILSON 3860.00 ' 6800.00 7500.00 10890.00 5015 MADDOX, 6000.00 6200.00 5550.00 9157.50 1212 ROYAL, '6400.00 7200.00 7200.00 11880.00 2165 POTTS 5800.00 - 13000.00 13500.00 22275.00 TOTAL BID $180,200.00 $244,445.00 $275,563.50 $369,948.15 TOTAL VENDOR PROVIDED ON BID SHEET ,-,$179,900.00 $244,445.00 $241,982.00 $369,948.15 80 BUSINESS DAYS • ' 90 BUSINESS DAYS 90 BUSINESS DAYS 90 BUSINESS DAYS BEAUMONT i aZ:I_1&I TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: James P. Singletary, Chief of Police MEETING DATE: August 13, 2019 REQUESTED ACTION: Council consider a resolution authorizing the City Manager to apply for and receive funding through the Edward Byrne Memorial Justice Assistance Grant program and to execute all documents necessary, including an inter -local agreement with the City of Port Arthur, Texas and Jefferson County, Texas in order to request these funds. BACKGROUND The City of Beaumont has been awarded funding through the Edward Byrne Memorial Justice Assistance Grant program for the past thirteen years. The funding has been used to upgrade technology through the purchase of computer hardware and software, purchase additional officer safety equipment and to fund several community policing programs. Due to Jefferson County being designated a disparate jurisdiction by the Department of Justice, an inter -local agreement must be filed with the joint application, and the agencies must agree to funding all allocations prior to application for funding. Total allocation for 2019 is $113,715 of which, $70,987 will be allocated to Beaumont, $25,671 to Port Arthur and $17,057 to Jefferson County. Funds awarded to Beaumont will be used for the Technology Enhancement Program. FUNDING SOURCE No matching funds are,required. RECOMMENDATION Approval of the 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 funding for the City of Beaumont in the amount of $70,987.00 from the Edward Byrne Memorial Justice Assistance Grant Program for law enforcement equipment and programs; and, BE IT FURTHER RESOLVED that the City Manager be and he is hereby authorized to execute an interlocal agreement to reallocate funds in the amounts of $25,671.00 to the City of Port Arthur and $17,057.00 to Jefferson County. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 13th day of August, 2019. - Mayor Becky Ames - c BEAUMONT TEXAS TO: City Council. . FROM; Kyle Hayes, City Manager PREPARED BY: Dr. Joseph Majdalani, P.E., Public Works Director MEETING DATE: August 13, 2019 REQUESTED ACTION: Council consider a resolution authorizing the City Manager to accept maintenance, and authorize, final payment to GADV_ Inc., d/b/a L & L General Contractors. BACKGROUND On December 15, 2015; by Resolution 15-293, City Council awarded a contract to GADV Inc., d/b/a L & L General Contractors of Beaumont, for the -Construction of an 8 -Unit T=Hangar and Removal of 2 Existing T -Hangars Project at the Beaumont Municipal Airport. - The project has been inspected -by H.W. Lochner, Inc., and found to be complete in accordance with the provisions and terms set out in the contract. Final payment in the amount of $22,491.00 which includes $2,016.00 in interest is recommended. FUNDING SOURCE FAA approved Oil and Gas Revenues. RECOMMENDATION - Approval of the resolution. RESOLUTION NO. 15-293 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Council hereby approves the award of a contract to GADV, Inc., d/b/a L & L General Contractors, of Beaumont, Texas, in the amount of $409,500.00 for the Construction of an 8 -Unit T -Hangar and Removal of Two (2) Existing T -Hangars at the Beaumont Municipal Airport Project. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 15th day of December, 2015. i s - Mayor Be&y Ames - Zi LHNER August 4, 2017 Mr. Kirk Leblanc Vice President GADV Inc. dba L&L General Contractors 11988 FM 365 Beaumont, TX 77005 Re: Project Closeout Accounting Beaumont Municipal Airport T -Hangar Project - PW1016-01 Dear Mr. Leblanc, H.W. Lochner, Inc. 12001 N Central Expressway Suite 1050 Dallas, TX 75243 T 214.373.7873 F 214.373.7875 hwlochner.com On June 28, 2017, we performed the final inspection of the captioned project and all punch list items were found complete. The project time ended as of this date and the one-year warranty began. An accounting of the project is summarized below: Original Contract Amount: Net Change by Change Orders: Contract Amount to Date: Total Retainage to Date: Balance to Finish, Including Retainage: Contract Term (Days): Total Actual Days to Complete: Eligible Rain Days: Days Subject to.Liquidated Damages: Liquidated Damages (245 days x $500 per day) $ 409,500.00 $ 0.00 $ 409,500.00 $ 20,475.00 $ 20,475.00 180 485 60 245 $ 122,500.00 Eligible rain days were computed in strict accordance with the General Provisions by utilizing the number of rain days logged in the RPR log book and subtracting the normal rain events for this area for the 485 day period from March 1, 2016 to June 28, 2017. We notified L&L General Contractors by email on six (6) different occasions that liquidated damages were accumulating to serve notice that they will be enforced. Liquidated damages were included in this contract to pay for unbudgeted expense items including expenses and lost revenue associated with exceeding the contract term. A LOCH"NER Mr. Kirk Leblanc Page 2 August 4, 2017 These items include: 1. Extended engineering construction administration and project inspection oversight; 2. Loss in revenues from fuel sales and hangar rentals; and 3. Reimbursement for failed construction materials laboratory testing per the General. Provisions. The City of Beaumont requests that all parties meet to discuss the liquidated damages owed so this project can be closed as soon as possible. Please contact me at your earliest convenience to arrange a meeting time and date. Sincerely, tk4'' .c Robert C. Jutton, PE Sr. Project Manager, Aviation Division CC: Dr. Joseph Majdalani, PE, Public Works Director Mr. Zheng Tan, PE, City Engineer, City of Beaumont Mr. Tyrone Cooper, City Attorney I:\DAL\PRJ\000010510\PROJECT FILES\WPC\LETTERS\Project Closeout - Beaumont Municipal Airport T -Hangar Project - City Bid No. PW1016-01.docx Application and Certificate for Payment TO OWNER: - City of Beaumont PROJECT: 8 Unit T -Hangar at KBMT APPLICATION # 6 Distribution to: 801 Main Street 455 Keith Road APPLICATION DATE: 2117/2018 Beaumont, Texas 77705 Beaumont, Texas 77713 PERIOD FROM: 8/1/2016 ARCHITECT FROM . VIA PERIOD TO: 9/30/2016 NOWNER CONTRACTOR CONTRACTOR: Lk General Contractors ARCHITECT: Lochner FIELD 11988 FM 365 12001 North Central Expressway, Suite 1050 CONTRACT DATE: 1/10/2016 OTHER Beaumont, Texas 77705 Dallas, Texas' 75243 PROJECT NOS 1016-01 CONTRACTOR'S APPLICATION FOR PAYMENT The undersigned Contractor certifies that to the best of the Contractor's knowledge, information and the Work covered by this Application for Payment has been completed in accordance with the Contract, Application is made for Payment, as shown below, In connection with the Contract. that all amounts have been paid by the Contractor for Work for which previous Certificates for Payment AIA Document G703TM, Continuation Sheet, is attached. were issued and payments received from the Owner,.and that current payment shown herein is now due. 1. ORIGINAL CONTRACT SUM.............................................................................. $ 409,500.00 2. NET CHANGE BY CHANGE ORDERS............................................................ $ - 3. CONTRACT SUM TO DATE.............................................................................. $ 409,500.00 4. TOTAL COMPLETED & STORED TO DATE.(Column G on G703).. $ 409,500.00 b. RETAINAGE: a. 5% of Completed Work $ 20.475.00 (Columns D + E on G703) b. 5% of Stored Material (Column F on G703) CON IRACCTOOOR: By.. y /fes Date: 2/17!2017 State of TKAS County of. JEFFERSON `oar�rry�, MCCLAIN MCDONALD Z�s6 TAANyAP✓i f- �: Notary Public, State of Texas Subscribed a d sworn to bete this Day of �;,'.�y� Comm. Expires 01-24-2021 41" OF t"�P� otary Publ c:�ain McDonald rrnura Notary ID 129271508 Total Retainage (Lines 5a + 56, or Total in Column I of G703)... S 20,475.00 My.commsion expires 1-24-2017 6. TOTAL EARNED LESS RETAINAGE............................................................. $ 389,025.00 (Line 4 minus Line 5 Total 7. LESS PREVIOUS CERTIFICATES FOR PAYMENT .................................... S 389,025.00 (Line 6 from prior Certificate) 8. CURRENT PAYMENT DUE............................................................................. $ 20,475.00 9. BALANCE TO FINISH, INCLUDING RETAINAGE .................................. $' (Une 3 minus Line 6) CHANGE ORDER SUMMARY I ADDITIONS 1 DEDUCTIONS Total changes approved in previous months by Owner Total approved this month TOTAL I $ $ NET CHANGES by Change Order I $ ENGINEER'S CERTIFICATE FOR PAYMENT In accordance with the.Contract Documents, based on on-site observations and the data comprising this application, the Engineer certifies to the Owner that to the best of the Engineer's knowledge, Information and belief the Work has progressed as indicated, the quality of the Work is in accordance with the Contract Documents, and the Contractor is entitled to payment of the AMOUNT CERTIFIED. AMOUNT CERTIFIED ................................................. $ ' 20,475.00 (Attach explanation if amount certified ddfers from the amount applied. Initial all figures on this Application and r%nAnuation She a s changed to conform with the amount'cedified.) , By, Date: ,,. 08-07-2019 ENGINEER: By; Date: RESIDENT INSPECTOR: This Certificate is not negotiable. The AMOUNT CERTIFIED is payable only to the Contractor named herein. Issuance, payment, and acceptance of payment are without prejudice to any rights of the Owner or Contractor under this Contract OWNER: BEAUMONT MUNICIPAL AIRPORT BEAUMONT, TX 77701 . CONTRACTOR: GADV INC dba L & L GENERAL CONSTRUCTION 11988 FM 365 - BEAUMONT, TX 77701 PAY APPLICATION NO.: 6 WORK COMPLETED THROUGH: APPLICATION FOR PAYMENT BEAUMONT MUNICIPAL AIRPORT IMPROVEMENTS BEAUMONT MUNICIPAL AIRPORT BEAUMONT TX BEAUMONT PROJECT NO. PW1016-01. Substantial Completion 9-15-2016 Preliminary, Walk Through 9-30-2016 Punchlist items Completed 10/412016 Final Walk Throught 10/712016 Punchiist Items Completed 101712016 STATEMENT OF CONTRACT COSTS: Original Base Bid Contract Price: $ 409,500.00 Total Original Contract Price: $ 4091500.00 Net Change, by Change Orders: $0.00 Current Contract Cost: $ 409,500.00 Total Completed & Stored To Date: 409,500.00 Less 5% Retainage: $20,475.00 Total Earned Less Retainage: 389,025.00 Less Previous Applications for Payment: $ 389,025.00 Amount Due Contractor for Application No. 6: 20,475.00 Percent Complete: 100.00% CONTRACTOR'S CERTIFICATION: The undersigned Contractor. certifies that to the best of his. knowledge, Information and, belief, that (l) -the work covered by this Application for Payment has been completed in accordance with the Contract Documents, (2) all previous progress payments received from Owner on account of work done under the Contract referred to above have been applied to discharge, in full, all obligations of Contractor incurred in connection with work covered by prior Applications for Payment, and (3) title to all materials and equipment incorporated in said work or otherwise listed in or covered by this Application for Payment will 'pass to Owner at time of payment free and clear of all liens, claims, security interests and encumbrance sept such as covered by Bond acceptable to Owner); By: U!*� Name of Co actor: Date: 2/17/2017 ENGINEER'S CERTIFICATION: We have examined this application for payment and certify to the best of our knowledge and belief that the materials used and the construction accomplished meet-therequirements of the Plans and Specifications, and payment of the amount due this Application for Payment is recommended. By: Residentanspector. Date: By: . Engineer Date: 08-07-2019. OWNER APPROVAL: By:. _ Name of Owner Date: i Pae 2 of 2 Pa es CONTINUATION SHEET APPLICATION NUMBER: 6 . APPLICATION AND CERTIFICATION FOR PAYMENT, containing APPLICATION DATE: 2/17/2016 PERIOD FROM: 8/1/2016 Contractor's signed Certification is attached. TO: 913012016 In tabulations below, amounts are stated to the nearest dollar. ARCHITECT S PROJECT NO: 1016-01 Use Column Ion Contracts where variable retainage for line.itemisapply. I A B CD E F G H WORK COMPLETED TOTAL COMPLETED ITEM DESCRIPTION OF WORK SCHEDULED PREVIOUS THIS APPLICATION AND STORED - % BALANCE' . VALUE APPLICATIONS WORK IN PLACE STORED MATERIALS TO DATE (GIC) TO FINISH RETAINAGE N0. NOT IN D ORE D+E+F C -G 5% 1 Mobilization $ 40,950.00 S 40,950.00 $ 40,950.00 100.00% $ S 2,047.50. - 2 Layout $ 3,000.00 $ 3,000.00. S 3,000.00 100.00% $ - $ 150.00 a Site Work, $ 59,500.00.5 59,500.00 $ 59,500.00 100.00°% $ $ 2,975.00 4 Concrete Work Foundations $ 75,000.00 $ 75,000.00 $ 75,000.00 1100.00% S - $. 3,750.00 s Metal Building and Erection S 195,000.00: S 195,000.00 $ 195,000.00 100.00°% S $ 9,750.00 a Electrical Wiring and Equipment $ 27,750.00 $ 27,750.00 $ 27,750.00 100.00% S $ 1,387.50 7 EAsting Hangar Modifications 8 8,300.00 S 8,300.00 S 8,300.00 100.00% $ $ 415.00 $ S. 8 $ $ S fl $ $ S 1 s $ $ $ 11 12 1s 14 1a 1a 17 19 $ $ - $ _ RESOLUTION NO. WHEREAS, on December 15, 2015, the City Council of the City of Beaumont, Texas passed Resolution No. 15-293 awarding a contract in the amount of $409,500.00 to GADV Inc., d/b/a L&L General Contractors, of Beaumont, Texas, for the Construction of an 8 -Unit T -Hangar and Removal of 2 Existing T -Hangars Project at the Beaumont Municipal Airport; and, WHEREAS, the project has been inspected by H.W. Lochner, Inc. 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 Construction of an 8 -Unit T -Hangar and Removal of 2 Existing T - Hangars Project be and the same is hereby accepted; and, BE IT FURTHER RESOLVED THAT the City Manager is hereby authorized to make final payment in the amount of $22,491.00 to GADV Inc., d/b/a L&L General Contractors, of Beaumont, Texas. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 13th day of August, 2019. - Mayor Becky Ames - BEAUMONT TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Bart Bartkowiak, Chief Technology Officer MEETING DATE: August 13, 2019 REQUESTED ACTION: Council consider a resolution authorizing the City Manager to execute agreements with Lamar University annually for $12,499 for video production services for the years 2019 and 2020. 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 Spectrum on cable channel 4. City staff are satisfied with the cooperation and quality of service provided by Lamar University. These agreements cover September 1, 2018 through August 31, 2019 and September 1, 2019 through August 31, 2020. FUNDING SOURCE General Fund. RECOMMENDATION Approval of resolution. Lamar University Lamar University Media Alliance - SETCAST P.O. BOX 10064 Beaumont, TX 77710 Phone 409-880-8164 TO: Mr. Kyle Hayes, City Manager City of Beaumont PO Box 3872 Beaumont, TX 77704 Thank you for your business! INVOICE INVOICE #1-19AUG-19 DATE: AUGUST 6, 2019 FOR: SETCAST production of SETX Regional Planning Commission meeting. See description, below. Make all checks payable to: Lamar University Media Alliance - SETCAST Payment is due within 30 days. If you have any questions concerning this invoice, contact Gordin Williams at 409-880-8038 DESCRIPTION AMOUNT Videotapes of Beaumont City Council meetings from 9/1/2018 — 8/31/2019 12,499.00 TOTAL 121499.00 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 Letters of Agreement with Lamar University in the annual amounts of $12,499.00 to provide video production services for the City of Beaumont from September 1, 2018 through August 31, 2019 and September 1, 2019 through August 31, 2020. The Agreements are substantially in the forms attached hereto as Exhibits "A" and "B," and made a part hereof for all purposes. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 13th day of August, 2019. - 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, 2oi8 to August 31, 2019. 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 video, 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 and post -production equipment related to the creation of public service announcements. d) 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 $12,499 to the Lamar University Department of Communication for video production services provided from September 1, 2018 to August 31, 2019. For Lamar University, For the City of Beaumont, Ashley Scott, Director for Contract Management Kyle Hayes, Beaumont City Manager Date EXHIBIT "A" Date 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, 2019 to August 31, 2020. 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 video, 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 and post -production equipment related to the creation of public service announcements. d) 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 $12,499 to the Lamar University Department of Communication for video production services provided from September 1, 2019 to August 31, 2020. For Lamar University, Ashley Scott, Director for Contract Management Date EXHIBIT "B" For the City of Beaumont, Kyle Hayes, Beaumont City Manager Date E BEAUMONT TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Todd Simoneaux, Chief Financial Officer MEETING DATE: . August 13, 2019 REQUESTED ACTION: Council consider a resolution approving a contract with Steenbok Beaumont Inc. for emergency catering services to be used by all City 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. Specifications called for a three year contract with two renewal periods of one year each. Request for Proposals (RFP) were solicited from twenty (20) vendors and one response was received. A panel of City employees met and evaluated the vendor response utilizing the scoring method provided in the RFP. A copy of the pricing per meal and the criteria evaluation score is attached. FUNDING SOURCE Contingent upon the occurrence of a declared emergency. RECOMMENDATION Approval of the resolution. City of Beaumont, Texas RFP Number: PF0419-07 RFP Name: Emergency Services - Catering RFO Opening: June 27, 2019 CRITERIA EVALUATION SCORES Vendor Steenbok Beaumont Inc Beaumont, Tx. Criteria Max Points Score Firm Qualifications 20 12.50 Staff Qualifications 15 8.50 Project Approach 15 8.50 Cost 20 10.00 Response Time 20 10.00 Ability to provide any options 10 6.00 Total Points 100 55.50 RESOLUTION NO. WHEREAS, requests for proposals were received for a three (3) year contract with an option to renew for two (2) additional one (1) year contracts for emergency catering services to be provided to essential employees in the event of a natural disaster or all -hazards disaster; and, WHEREAS, Steenbok Beaumont, Inc., of Beaumont Texas, submitted a response in the unit amounts shown in Exhibit "A" attached hereto; and, WHEREAS, City Council is of the opinion that the proposal submitted by Steenbok Beaumont Inc., of Beaumont, Texas, should be accepted; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the proposal submitted by Steenbok Beaumont, Inc., of Beaumont, Texas, in the unit amounts shown in Exhibit "A", for a three (3) year contract with an option to renew for two (2) additional one (1) year contracts for emergency catering services to be provided to essential employees in the event of a natural disaster or all -hazards disaster 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 Steenbok Beaumont, Inc., of Beaumont, Texas, for the purposes described herein. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 13th day of August, 2019. - Mayor Becky Ames - * Attach a minimum of THREE (3) MENUS -for each meal: Breakfast, Lunch, Dinner. INSERT RESPONDER'S COMPANY NAME: -22- EXHIBIT .22-EXHIBIT "A" r! BREAKFAST:*' 100 - 300 MEALS $ -301- 500 MEALS $ LUNCH: 100-,300 MEALS $ A, � eZ T _ 301- 500.MEALS /4/ L DINNER: 100 - 300 MEALS $ 301- 500 MEALS _ * Attach a minimum of THREE (3) MENUS -for each meal: Breakfast, Lunch, Dinner. INSERT RESPONDER'S COMPANY NAME: -22- EXHIBIT .22-EXHIBIT "A" r! RFP PRICING TABLE Emergency Services Catering RFP NO. PF0419-07 SECTION II Meals:Served.T*enty_Four (24).Ae Seveoty:Tvio.:(72):Howrs after the Downgrade to a Txopical,Storin or along Term.Emergency Event: DESCRIPTION PRICE PER MEAL BREAKFAST: * Attach a minimum of TEN (10) MENUS for each meal: Breakfast, Lunch, Dinner. 'S COMPANY -23- 200 — 400 MEALS $ 2 $ j $ $ 401— 600 MEALS 601---:800 MEALS LUNCH: 200 — 400 MEALS 401= 600 MEALS 601— 800 MEALS f DINNER: $ . $ er r $ $ S 760, 00 � �} 200 — 400 MEALS 401— 600.MEALS 601— 800 MEALS Optional Sandwich -Type Meal (1:00 AM to 3:00 AM) 50 =15,0 MEALS Air Conditioned Tent with Chairs and Tables to Seat 150 Employees * Attach a minimum of TEN (10) MENUS for each meal: Breakfast, Lunch, Dinner. 'S COMPANY -23- l RFP PRICING TABLE EMERGENCY SERVICES — CATERING PF0419-07 Time required to be completely set up to serve meals after notification —_ 9 hours Fee•to Pi de Air. Condi6ned Structure Set up/take down fee (total cost) $� /total Cost per day for air-conditioned structure $ /day Optipn II - Meals provided 11:00 P.M. until . 2:OO A.M: Cost per: supper -type meal $ /each Cost per sandwich -type meal $ '�a /each INSERT RESP ONDER'S.COMPANY NAME: -24- f TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Sherry Ulmer, public Health Director MEETING DATE: August 13, 2019 REQUESTED ACTION: Council consider -a resolution approving the City Manager to execute all documents necessary for the affiliation agreement between the City of Beaumont and Texas Emergency System Training LLC.. BACKGROUND.. .Texas Emergency System Training- LLC. is requesting an agreement with. the City of Beaumont's Emergency Medical Services Division to provide clinical experience to its students majoring inthe Texas Emergency System Training (TEST) EMS Course. The -responsibilities of TEST will include but not be limited to the following: • provisionof. classroom theory; • preparation of students assignments; • continuous communication with Beaumont EMS regarding student performance; and supervision of students. The responsibilities of Beaumont EMS will include but not be limited to the following: •. acceptance- and reasonable orientation of students; • coordination of the assignment schedule;- •: assistance in evaluation of each student; • designation of an individual to serve as liaison; • provision of basic medical care to students in case of an emergency; • provision of reasonable opportunities for students to observe and assist in various zspects of patient care; and. •. ultimate control of responsibility of patient care. . 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 all documents necessary to enter into an Affiliation Agreement between the City of Beaumont and Texas Emergency System Training, LLC for clinical experience and educational purposes under the supervision of the Public Health Department. The Affiliation Agreement is substantially in the form attached hereto as Exhibit "A" and made a part hereof for all purposes. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 13th day of August, 2019. - Mayor Becky Ames - AFFILIATION AGREEMENT AN AGREEMENT FOR THE USE OF CLINICAL FACILITIES FOR THE EDUCATION OF EMERGENCY: MEDICAL SERVICES COURSE STUDENTS BETWEEN TEXAS EMERGENCY SYSTEM TRAINING LLC AND _ City of Beaumont Emergency Services ORIGINAL 2017 EXHIBIT "A" AFFILATION AGREEMENT EMERGENCY MEDICAL SERVICES The following Affiliation Agreement is entered into between Texas Emergency System Training LLC, Silsbee Texas, and on behalf of the Emergency Medical Services Program, hereinafter referred to as TEST LLC- of Silsbee Texas, and _City ofBeaumont Emergency -Services Beaumont: Texas, hereinafter referred to as Clinical Affiliate, and students enrolled in the Emergency Medical Services Program. It is agreedby both parties to be of mutual interest to give students an opportunity to utiliz&-the Beaumonf Health Facility as a clinical facility for educational. purposes. TEST LLC and "Clinical Affiliate" agree to accept the responsibilities and duties .stated herein. 1. It is mutually agreed by the Clinical Affiliate and TEST LLC that the educational program and curricula of.the Emergency Medical Services Program is and shall be the responsibility of, and shall be carried our under the direction of personnel of TEST LLC. 2. It is mutually agreed that clinical experiences and supervision for students enrolled in the Emergency Medical Services Program will be provided at Clinical Affiliate by TEST LLC. 3. It is mutually agreed that TEST LLC will select and assign learning experiences for students, and will further provide for teaching, evaluation, -overall supervision, and record keeping of students. Clinical Affiliate instructors will adhere to.policies as agreed upon by the two parties and will monitor students' adherence to policies mutually agreed upon. 4. It. is mutually agreed that TEST LLC and Clinical Affiliate do not, and will not dis criminate against any student, employee or applicant for. participation in the learning experience because of race, religion, -sex, color, creed,. martial status, age or national origin. 5. It is mutually agreed that the period of assignment, and the number distribution: of students .among divisions of the Clinical.Affili.ate will be determined by.representatives of TEST LLC and Clinical Affiliate. 6. X is mutually agreed that representatives of TEST LLC and Clinical Affiliate shall meet regularly to discuss _issues of mutual concern, and to make such suggestions and changes as are needed. Both parties will share information pertinent to the Affiliation Agreement. (1) To carry. out these general areas of agreement,. TEST LLC is responsible for and agrees to: 1. Protect the health and safety of all parties by:. a. Requiring. students. to obtain professional liability insurance. of no less than $1,000,000 per occurrence and in the aggregate and to provide Clinical Affiliate proof of such insurance. b. Requiring an -annual health and physical examination at no cost to Clinical Affiliate, c. Requiring compliance with the Center for Disease Control, Texas Department of State Health Services, and Clinical Affiliate rules asregarding health, safety, dress, and conduct d. Providing, or otherwise arranging for faculty and student orientation to Clinical Affiliate, its policies, rules and regulations. 2. Make arrangements with the Medical Director and specified designates for clinical learning experiences needed for students prior to each course. TEST LLC representative will provide these parties with: a. Name(s) of students b. Name(s).of faculty c. Dates; days and times of clinical learning experiences as previously agreed upon. 3. Arrange for clinical personnel to participate in evaluation of student performance. 4. Make the individual student responsible for equipment damaged or broken due to the student's negligence. 5. Make the individual student responsible for their own health needs including emergency care or follow-up in any accident (I.e. needle sticks) at the clinical site 6. Assure that each instructor and student signs an agreement which states the .Clinical Affiliate has the absolute right. and responsibility to terminate an individual's clinical rotation at Clinical Affiliates based on attitude and behavior. Such right of Clinical Affiliate is not negotiable or subject to discussion. Withdrawal from Clinical Affiliate of a student or faculty. of TEST LLC may be requested by Clinical Affiliate. Clinical Affiliate has the right to remove a student from participation under this agreement with or without cause. 7. Make the following affirmations to ensure Fair Labor Standards Act requirements are met:' a. The special regulations in the Fair Labor Standards covering "student -learners" enrolled in a bona -fide technical program are applicable to Program students. b. No hourly compensation is applicable to the student -learner while in the Program in the learning experience at Clinical Affiliate's site. c. A student is not considered an employee of Clinical Affiliate, and not eligible for Worker's Compensation. (2) 8. Assure. confidentiality of patient and Clinical Affiliate matters by: a. Instructing faculty and students to maintain the confidentiality of patient and Clinical Affiliate information and records. b. Assuring each student and facultymember execute a confidentiality agreement Attachment A, incorporated herein for reference) before beginning rotation at Clinical Affiliate. c. Agreeing that anybreach of confidentiality will result in the immediate expulsion from -Clinical Affiliate. of the person(s) responsible for the breach and may result in termination of the entire affiliation.. The Clinical Affiliate is responsible for, and agrees to: 1. Permit the use of clinical facilities by student enrolled in the Emergency Medical Services Programforthe purpose -of clinical education. 2. Maintain approval by the appropriate state and/or properly designated accrediting body, and inform TEST LLC of:any changes in that approval. 3. Inform TEST LLC and participate in joint planning, prior to accepting Emergency Medical Services from any :other institution. 4. Provide to the extent possible, conference rooms for student counseling; and locker rooms .or other secure space for students to store coats, books, etc. while on duty. 5. Allow students and faculty access to, and use of, facilities maintained by the Clinical Affiliate following it specific policies, fees or charges (such as Library and Cafeteria). 6. Charge no fee for clinical laboratory experience. 7. Collaborate with Emergency Medical Services educators to influence. curricula, including clinical and/or managerial learning experiences, when Clinical Affiliate provides clinical facilities for the Emergency Medical Services education program. 8.. Assist in evaluating student performance. (3) TERMS OF AGREEMENT Only in so far as it is authorized by law to do so. TEST LLC agrees to hold the Clinical Affiliate harmless From and against any and all liability for personnel injury, including injury resulting in death, or damage, or both, resulting directly or indirectly from the.use by TEST LLC of the Clinical Affiliates Clinical Facility. Nothing in this Affiliation Agreement is to be construed as transforming financial responsibility from one party to another. The terms of this agreement will be 2(two) years upon mutual consent of both parties unless earlier terminated as per the terms of the agreement. Plans to initiate termination of the Agreement may be instituted by either party upon no less than six (6) months written notice by mail. The plans for termination must include specific procedures to assure that there will be no adverse affect to the rights and privileges of students actually enrolled in the program, as long as they are making normal progress toward completion. Annual renewal of this agreement will be considered automatic unless mutual agreement by both parties.is to end the -same. FOR -TEST LLC: FOR CLINICAL AFFILIATE: TESTA ADMINISTRATOR Kim P Best PA = CW -2 Army Ret EMS COURSE COORDINATOR Kim D Best PA. CW -2 Army Ret Date. Completed Chief Administrator City of Beaumont Emergency Services Date Completed G BEAUMONT TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Bart Bartkowiak, Chief Technology Officer 13-6 MEETING DATE: August 13, 2019 REQUESTED ACTION: Council consider a resolution authorizing the City Manager sign a Memorandum of Understanding with the Area Agency on Aging related to the 2-1-1 Area Information Center. BACKGROUND The Area Agency on Aging, which is a division of the Southeast Texas Regional Planning Commission (SETRPC), operates the 2-1-1 Area Information Center. 2-1-1 is a confidential and free helpline that provides referral and information services to individuals seeking information on social services, health and human services, and financial services. The MOU provides that any calls Beaumont 3-1-1 receives that can be handled by 2-1-1 will be directed to 2-1-1, and any calls that 2-1-1 receives that can be handled by 3-1-1 will be sent to Beaumont 3-1-1. This MOU is reviewed on an annual basis. There are no changes from last year's agreement. FUNDING SOURCE Not applicable. RECOMMENDATION Approval of the 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 Memorandum of Understanding between the City of Beaumont and the Area Agency on Aging relating to the 211 Area Information Center and Beaumont 311. The Memorandum of Understanding is substantially in the form attached hereto as Exhibit "A" and made a part hereof for all purposes. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 13th day of August, 2019. - Mayor Becky Ames - Memorandum. of Understanding -between. : Area Agency on Aging of Southeast Texas 2-1-1 Area Information Center of Southeast Texas and City of Beaumont 3-1-1 Helpline This Memorandum of Understanding is between the Area Agency on Aging of.Southeast Texas, 2-1-1 Area Information Center of Southeast Texas, and the City of Beaumont 3-1-1 Helpline. The purpose .of this understanding is to ensure a cooperative working agreement and :exchange of information between 2-1-1 Area Information Center of Southeast.Texas and CityofBeaumont 3-1-1 _Helpline. -This understanding provides that both agencies will cooperate and mutually support each other to the extent necessary to ensure that all Southeast Texas citizens have access to Information and Referral..(I&R) resources and non -emergency services and information. AAASET2-1-1 Area Information Center of Southeast Texas agrees to:. • Maintain an accurate, organized system of regional health and human service resources in a centralized database-for:Hardin,.Jefferson, and Orange counties. • Maintain centralized- well -staffed 2-1-1 Texas Area Information Center, which operates during normal business hours, 8:00 a.m. — 5:00 p.m., Monday through Friday. Twenty- four. hour coverage is provided. by routing after -hour, weekend, and holiday calls to the United Way of Greater Houston 2-1-1 Area Information Center. • Follow pre -established protocols to direct any non-emergency=City of Beaumont related calls to Beaumont 3-1-1 as quickly as possible. If the -individual is able to hung up and dial 3-1-1, they will be directed to do -so. However, if they are unable to hang up and dial 3-1-1 themselves they will be'transferred_to 409 -980 -8311. -Otherwise, protocols and procedures developed collaboratively by 3-1-1 and 2-1-1 will be followed. - • Provide 3-1-1 with after-hours.contact.information for 2-1-1 Area Information. Center of Southeast Texas. management staff and United Way of Greater Houston 2-1-1 Area Information. Center management staff. • Provide United Way of Greater Houston 2-1-1 Area Information Center with contact information for City of Beaumont 3-1 -1 Helpline. • Provide access to1ocal resources via an.online database at www.211texas.org. • As requested by Beaumont 3-1-1 staff, provide in-service training to 3-1-1 staff regarding 2-1-1 Area Information Center of Southeast Texas and.the delivery of non -emergency information. • Provide increased accessibility to 2-1-1.Area Information. Center of Southeast Texas by. providing Language Line Service availability. City of Beaumont 3-1-1 agrees. to: • Work closely and collaboratively with 2-1-1 Area Information Center of Southeast Texas to ensure that -relevant social and: human. service- calls and information requests: are directed to 2-1-1 Area Information Center of Southeast Texas. EXHIBIT "A" On an as -needed basis, provide appropriate in-service_training to 2-1-1 Area Information Center -of Southeast Texas staff regarding the services, operational strategies and call transfer procedures of 3-1-1. Notify 2-1-1 Area Information Center of Southeast Texas. immediately of any problems that may arise or become known to 3-1-1 regarding confusion in 3-1-1 and 2-1-1 calls, or issues concerningcall transfer procedures, service delivery, printed or electronic resource materials, or other areas that might hinder a positive working relationship_ . between. the parties. This agreement is made in the spirit of cooperation between the -Area Agency on Aging of Southeast Texas, 2-1-1 Area Information center of Southeast Texas, and City of Beaumont 3-1- _1, with the goalof having calls properly directed calls to Beaumont 3-1-1 and 2-1-1 Texas. Compensation: • No compensation shall be paid to either party for, providing services under this MOU. Term: • This agreement shall be effective for a period not to exceed one (1) year from the date of execution. For AAASET 2-1-1 AIC of Southeast Texas: For City of Beaumont Colleen Halliburton, Director Date Kyle Hayes, City Manager Date Area Agency on -Aging of Southeast Texas City of Beaumont 2-1 -1AIC of Southeast Texas BEAUMONT REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS AUGUST 13, 2019 1:30 PM AGENDA CALL TO ORDER * Invocation Pledge Roll Call Presentations and Recognitions Public Comment: Persons may speak on scheduled agenda items 1-5/Consent Agenda * Consent Agenda GENERAL BUSINESS 1. Consider a resolution receiving the proposed FY 2020 Budget and scheduling a public hearing 2. Consider a resolution receiving the proposed FY 2020 Capital Program and scheduling a public hearing 3. Consider establishing and taking a record vote on the proposed 2019 tax rate and schedule public hearings 4. Consider a resolution authorizing the City Manager to apply for, and if approved, enter into an Advanced Funding Agreement with the Texas Department of Transportation (TxDOT) for the Safe Routes to School -Infrastructure (SRTS) Program 5. Consider a resolution authorizing the City Manager to remit the balance of EDA funds in the City's Small Business Revolving Loan Fund Program to the U.S. Economic Development Administration COMMENTS * Public Comment (Persons are limited to 3 minutes) * Councilmembers/City Manager comment on various matters EXECUTIVE SESSION Consider matters related to contemplated or pending litigation in accordance with Section 551.071 of the Government Code: James Mathews vs. City of Beaumont, Texas; Cause No. A-192,887 Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact Kaltrina Minick at 880-3777. FA 1 August 13, 2019 Consider a resolution receiving the proposed FY 2020 Budget and scheduling a public hearing I A I.AIL!"CA TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Todd Simoneaux, Chief Financial Officer MEETING DATE: August 13, 2019 REQUESTED ACTION: Council consider a resolution receiving the proposed FY 2020 Budget and scheduling a public hearing. BACKGROUND Article VI, Section 2 of the City Charter requires that the proposed budget be submitted to the Council at least 45 days prior to the beginning of the new fiscal year. In addition, Section 4 requires Council to schedule a public hearing on the proposed budget. FUNDING SOURCE Not applicable. RECOMMENDATION The Administration recommends that a public hearing be held on August 27, 2019, at 1:30 p.m. in Council Chambers, located at 801 Main Street. The City Clerk will publish the notice of the public hearing. RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the proposed FY 2020 Budget has been received and a public hearing is hereby scheduled for August 27, 2019 at 1:30 PM in the City Council Chambers, City Hall, 801 Main Street, Beaumont, Texas; and, BE IT FURTHER RESOLVED THAT the City Clerk is to publish notice of said hearing pursuant to the Charter of the City of Beaumont. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 13th day of August, 2019. - Mayor Becky Ames - 2 August 13, 2019 Consider a resolution receiving the proposed FY 2020 Capital Program and scheduling a public hearing BEAUMONT TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Todd Simoneaux, Chief Financial Officer MEETING DATE: August 13, 2019 REQUESTED ACTION: Council consider a resolution receiving, the proposed FY 2020 Capital Program and scheduling a public hearing. BACKGROUND The proposed 2020 Capital Program was originally submitted to Council on May 14, 2019. Article VI, Section 20 of the City Charter requires Council to schedule a public hearing on the proposed Capital Program. FUNDING SOURCE Not applicable. RECOMMENDATION The Administration recommends that a public hearing be held on August 27, 2019, at 1:30 p.m. in Council Chambers, located at 801 Main Street. The City Clerk will publish the notice of the public hearing. RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the proposed FY 2020 Capital Program has been received and a public hearing is hereby scheduled for August 27, 2019 at 1:30 PM in the City Council Chambers, City Hall, 801 Main Street, Beaumont, Texas; and, BE IT FURTHER RESOLVED THAT the City Clerk is to publish notice of said public hearing pursuant to the Charter of the City of Beaumont. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 13th day of August, 2019. - Mayor Becky Ames - 3 August 13, 2019 Consider establishing and taking a record vote on the proposed 2019 tax rate and schedule public hearings �:] 1A1 I* i TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Todd Simoneaux, Chief Financial Officer -41 MEETING DATE: August 13, 2019 REQUESTED ACTION: Council consider establishing and taking a record vote on the proposed 2019 tax rate and schedule public hearings. BACKGROUND Chapter 26 of the Property Tax Code requires taxing units to comply with truth -in -taxation laws in adopting their tax rate and requires the governing body to hold two public hearings when the proposed tax rate exceeds the lower of the rollback rate or the effective rate. Administration recommends Council establish a tax rate required to support the City Manager's proposed budget equal to the tax rate of $0.71/$100 of valuation. In accordance with Chapter 26 of the Property Tax Code, if the proposed rate exceeds the lower of the rollback rate of $.754820/$100 or the effective tax rate of $.699158/$100, the City Council must take a record vote to place the proposal to adopt the rate on the agenda of a future meeting. The effective tax rate is the rate that would produce the same amount of taxes in FY 2020 as was produced in FY 2019 if it was applied to the same properties taxed in both years. The proposed tax rate of $0.710000/$100 exceeds the effective tax rate of $.699158/$100 by $.010842/$100 or 1.55%. If the motion passes, two public hearings must be scheduled. It is recommended that the public hearings be held on August 27, 2019 and September 10, 2019 at 1:30 p.m. in the Council Chambers. FUNDING SOURCE Not applicable. RECOMMENDATION The Administration recommends that public hearings be held on August 27, 2019 and September 10, 2019, at 1:30 p.m. in Council Chambers, located at 801 Main Street. The City Clerk will publish the notice of the public hearings. RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the 2019 tax rate is proposed to be $0.71/$100 of valuation; and, BE IT FURTHER RESOLVED THAT the dates of August 27, 2019 and September 10, 2019 be and the same are hereby set as the dates at which the City Council will conduct public hearings on the proposed tax rate. The meetings will be held in the City Council Chambers, City Hall, 801 Main Street, Beaumont, Texas at 1:30 PM August 27, 2019 and September 10, 2019 at which times the Council will receive public comment on the proposed tax rate of $0.71/$100 of valuation; and, BE IT ALSO RESOLVED THAT the City Clerk is to publish notice of said public hearing pursuant to V.T.C.A., Tax Code §26.06. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 13th day of August, 2019. - Mayor Becky Ames - 1i August 13, 2019 Consider a resolution authorizing the City Manager to apply for, and if approved, enter into an Advanced Funding Agreement with the Texas Department of Transportation (TxDOT) for the Safe Routes to School -Infrastructure (SRTS) Program BEAUMONT TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: . Dr. Joseph Majdalani, Public Works Director MEETING DATE: August 13, 2019 REQUESTED ACTION: Council consider a resolution authorizing the City Manager to apply, and if approved, enter into an Advanced Funding Agreement. with the Texas Department of Transportation (TxDOT) for the Safe Routes to School -Infrastructure (SRTS) Program. 1 .- ►- lTZm11Jt;M11 The Texas Department of Transportation (TxDOT) issued a call for projects in February 2019 for communities to apply for funding assistance through the Transportation Alternatives Set -Aside (TASA).and/or Safe Routes to School -Infrastructure (SRTS) Programs. The SRTS funds maybe used for development of plans, specifications, estimates, environmental documentation, and construction of pedestrian and/or bicycle infrastructure. The SRTS funds do not require -a local match. The City, through this resolution is indicating its willingness to enter into an Advanced Funding Agreement with TxDOT, and will commit to the. project's development, implementation, construction maintenance, management, and financing of all non -reimbursable costs, and 100% of overruns should they occur. The table below indicates the projects which will be submitted to TxDOT for consideration: Project Name Project Estimate. TxDOT's Admin. Cost Total Project Cost Homer Drive Elementary School SRTS $500,000.00 $75,000.00 $575,000.00 Guess Elementary School SRTS $500,000.00 $75,000.00 $575,000.00 Caldwood Elementary School SRTS $500,000.00 $75,000.00 $575,000.00 Marshall Middle School SRTS $500,000.00 $75,000.00 $575,000.00 King Middle School SRTS $500,000.00 $75,000.00 $575,000.00 Charlton Pollard Elementary School SRTS $500,000.00 $75,000.00 $575,000.00 Assumption.School SRTS (Pietzsch- MacArthur Elementary & Blanchette Elementary) $1,000,000.00 $150,000.00 $1,150,000.00 FUNDING SOURCE Not applicable. RECOMMENDATION Approval of the resolution. RESOLUTION NO. A RESOLUTION SUPPORTING CITY OF BEAUMONT'S APPLICATION TO THE TEXAS DEPARTMENT OF TRANSPORTATION'S 2019 TRANSPORTATION ALTERNATIVES SET-ASIDE (TASA)/SAFE ROUTES TO SCHOOL - INFRASTRUCTURE (SRTS) CALL FOR PROJECTS. WHEREAS, the Texas Department of Transportation (TxDOT) issued a call for projects in February 2019 for communities to apply for funding assistance through the Transportation Alternatives Set -Aside (TASA) and/or Safe Routes to School - Infrastructure (SRTS) Progam; and, WHEREAS, the SRTS funds may be used for development of plans, specifications, and estimates; environmental documentation; and construction of pedestrian and/or bicycle infrastructure. The SRTS funds do not require a local match. As the Project Sponsor, the Local Government would be responsible for all non - reimbursable costs and 100% of overruns, if any, for SRTS funds; 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 of Beaumont supports funding the projects, as shown in Exhibit "A," attached hereto and made a part hereof for all purposes, and described in the Local Government's 2019 TASA/SRTS Detailed Application (including the construction budget, TxDOT's administrative cost, and the required local match, if any), and is willing to commit to the project's development, implementation, construction, maintenance, management, and financing. The City of Beaumont is willing and able to authorize, by resolution or ordinance, the Local Government to enter into an agreement with TxDOT should the projects be selected for funding. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 13th day of August, 2019. - Mayor Becky Ames - 2019 TRANSPORTATION ALTERNATIVES SET-ASIDE (TASA)/SAFE ROUTES TO SCHOOL -INFRASTRUCTURE (SRTS) PROGRAM PROJECTS EXHIBIT "A" Project TxDOT's Total Project Name Estimate Admin. Cost Project Cost Homer Drive Elementary School SRTS $500,000.00 $75,000.00 $575,000.00 Guess Elementary School SRTS $500,000.00 $75,000.00 $575,000.00 Caldwoodd-Elementary School SRTS $500,000.00 $75,000.00 $575,000.00 Marshall Middle School SRTS $500,000.00 $75,000.00 $575,000.00 King Middle School SRTS $500,000.00 $75,000.00 $575,000.00 Chariton Pollard Elementary School SRTS $500,000.00 $75,000.00 $575,000.00 Assumption School SRTS (Pietzsch- MacArthur Elementary & Blanchette Elementary) $1,000,000.00 $150,000.00 $1,150,000.00 EXHIBIT "A" 5 August 13, 2019 Consider a resolution authorizing the City Manager to remit the balance of EDA funds in the City's Small Business Revolving Loan Fund Program to the U.S. Economic Development Administration BEAUMONT TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Chris Boone, Planning & Community Development Director MEETING DATE: August 13, 2019 REQUESTED ACTION: Council consider a resolution authorizing the City Manager to remit the balance of EDA funds in the City's'Small Business Revolving Loan Fund Program to the U.S. Economic Development Administration (EDA). In 1987, The City of Beaumont received a $500,000 grant from the U.S. Economic Development Administration (EDA) to establish a Revolving Loan Fund Program (RLF). This EDA grant was matched with Community Development Block Grant (CDBG) funds in the amount of $250,000. Over the years, numerous loans from have been made through this program. However, there has been decreasing interest in the program. Most applicants now seek loans through the Lamar Small Business Development Center (Lamar SBDC) and the Southeast Texas Economic Development Foundation (SETEDF). Due to the decrease in the number of applications and loans awarded through this program, EDA is seeking to recover these funds. In addition, recent changes in rules controlling the CDBG portion of the program resulted in the City being responsible for the repayment of underperforming loans. As a result, this portion of the program has already been suspended. It should be noted that attempts were made to reallocate the EDA funds to the Lamar SBDC or the SETEDF, but this was not possible due to CDBG requirements. Approval of this resolution would allow the return of the EDA funds back to EDA and the reallocation of the CDBG portion to other activities in our CDBG program. The allocation will be submitted to City Council at a later date. FUNDING SOURCE Not applicable. RECOMMENDATION Approval of the resolution. RESOLUTION NO. WHEREAS, in 1987, the City of Beaumont received a $500,000.00 grant from the United States Economic Development Administration (EDA) to establish a Revolving Loan Fund (RLF) Program; and, WHEREAS, the EDA grant was matched with Community Development Block Grant (CDBG) funds initially in the amount of $250,000.00; and, WHEREAS, interest in the program has decreased and most applicants now seek loans through the Lamar Small Business Development Center (Lamar SBDC) and the Southeast Texas Economic Development Foundation (SETEDF); and, WHEREAS, due to the decrease in the number of applications and loans awarded through the RLF Program, EDA is seeking to recover these funds; and, WHEREAS, recent changes in rules controlling the CDBG portion of the program has resulted in the City being responsible for the repayment of underperforming loans, therefore, this portion of the program has been suspended; and, WHEREAS, City Council is of the opinion that it is in the best interest of the citizens of the City of Beaumont to remit the balance of $250,000.00 in EDA funds in the City's Small Business Revolving Loan Fund (RLF) Program to the United States Economic Development Administration (EDA) and to reallocate the CDBG portion to other activities in the City's CDBG to be approved by the City Council at a future date; 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 remit the balance of the United States Economic Development Administration (EDA) funds in the amount of $250,000.00 in the City's Small Business Revolving Loan Fund (RLF) Program to the United States Economic Development Administration (EDA). The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 13th day of August, 2019. - Mayor Becky Ames -