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HomeMy WebLinkAboutPACKET FEB 12 2002 IV~ ii .7 C City of Beaunwnt REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS FEBRUARY 12, 2002 1:30 P.M. AGENDA OPENING * Invocation Pledge Roll Call Presentations and Recognition Public Comment: Persons may speak on scheduled agenda items * Consent Agenda GENERAL BUSINESS 1. Consider approving a contract for collection agency services. 2. Consider amending the 2000 Consolidated Grant Program by reprogramming $99,700 from the Replacement Housing line item to Clearance & Demolition for the demolition of additional unsafe residential and commercial structures. 3. Consider conducting a public hearing/workshop to review and receive comments on the 2002 Action Plan of the Consolidated Block Grant Program and consider a request to approve the preliminary budget, schedule and application deadline for the 2002 Action Plan as it relates to the City's Five-Year Consolidated Grant Program. COMMENTS * Councilmembers comment on various matters * City Manager's Report - 2002 Strategic Action Plan Draft; Parks and Recreation Funding; Health Insurance Savings; Central Park Tennis Courts; March Madness- Neighborhood Clean-up; Crockett Street Entertainment Complex; Water Utilities Projects * 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 Kyle Hayes at 880-3716 a day prior to the meeting. 1 February 12, 2002 Consider approving a contract for collection agency services City of Beaumont Council Agenda Item TO: City Council FROM: Stephen J. Bonczek, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: February 12, 2002 AGENDA MEMO DATE: February 6, 2002 REQUESTED ACTION: Council approval of a contract for collection agency services. RECOMMENDATION Administration recommends the award of an annual contract to Management Koncepts,Inc. of San Antonio, Texas, for providing collection agency services. BACKGROUND The Cash Management Division bills and collects fees for demolition, litter and weed abatements, landfill usage, damages to City property, water utility services, and emergency medical services (EMS). Customers are billed at the time of service with subsequent statements sent at 30, 60, and 90 day intervals. Upon exhaustion of the City's collection efforts, accounts in excess of 120 days past due are considered delinquent and forwarded to a collection agency. During the fiscal year ended September 30, 2001, the City accrued $910,000 in delinquent accounts. Bidders were requested to submit separate commission rates for miscellaneous accounts and EMS accounts. Specifications stated that the proposal would be considered separately and collectively to determine which bidder represents the best value to the City. Criteria used in the evaluation are as follow: (1) Scope of Service (50%) - Range of services provided, samples of reports, and exceptions/deviations to specifications. (2) Demonstrated Experience (30%) - Service quality and performance/references/ years in business. (3) Cost of service/cost effectiveness (20%) - Detail pricing for all services provided. Annual Contract for Collection Agency Services February 5, 2002 Page 2 Thirty-seven (37) vendors were notified and proposals were received from the following companies: Commission Commission Bid Bid Company Location Miscellaneous EMS Accounts Accounts Management Koncepts, Inc. San Antonio, TX 21% 21% United Credit Systems, Inc. Atlanta, GA 20% 20% American Municipal Services Corp. Carrollton, TX 20% 20% AR Management & Solutions, LLC Dallas, TX 25% 25% Statewide Recovery Service, Inc. Metairie, LA 19% 18.5% [Medical Integrated Systems Beaumont, TX 38% 25% Management Koncepts, Inc. ranked the highest in the evaluation of the proposals. The evaluation was performed by the City Treasurer and Cash Management Division staff. The company has twenty (20) years of experience and offers a full range of services for both EMS and miscellaneous services collections. Their references reported collection rates between 30% and 65% of the total amount billed. The commission rate due the vendor is 21% of collections for all accounts. The proposals received from the other firms are ranked in the order of preference based on the information requested and each proposer's response. A brief evaluation of each company's proposal is as follows: United Credit Systems, Inc. - References were contacted and the company is highly rated. References stated that this agency's collection rate was between 5% and 10% of the total amount billed. American Municipal Service Coro. -References were contacted and collection rates as low as 0% were reported. Services provided are limited to warrant and court collections. AR Management & Solutions, LLC - Services offered limited to EMS billing collections only. References reported a 20% collection rate. Statewide Recovery Service Inc. - This agency held the collection agency services contract with the City of Beaumont from April 2000 until October 2001, at which time the City cancelled the contract due to low collection rates and general dissatisfaction with this agency's performance. Annual Contract for Collection Agency Services February 5, 2002 Page 3 Medical Inte rated Systems-Services offered limited to EMS billing collections only. Incomplete proposal submitted. BUDGETARYIMPACT Payment is strictly on a commission contingent basis and there is no cost to the City until funds have been collected. In the previous contract, the commission rate was 19%. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Central Services Director, and Treasurer. RECOMMENDED MOTION Approve/Deny the award for a one (1) year contract, with the option to renew annually for a period of two additional years, to Management Koncepts, Inc. in the amount of 21% of collections received per month. 2 February 12, 2002 Consider amending the 2000 Consolidated Grant Program by reprogramming $99,700 from the Replacement Housing line item to Clearance & Demolition for the demolition of additional unsafe residential and commercial structures C * ity of Beaumont MM Council Agenda Item TO: City Council FROM: Stephen J. Bonczek, City Manager PREPARED BY: Janett Blunt, Grants Technician MEETING DATE: February 12,2002 AGENDA MEMO DATE: February 5, 2002 REQUESTED ACTION: Council consider a request to amend the 2000 Consolidated Grant Program by reprogramming$99,700,from the Replacement Housing line item,to Clearance&Demolition for the demolition of additional unsafe residential and commercial structures. RECOMMENDATION Staff recommends Council amend the 2000 Consolidated Grant Program by reprogramming$99,700,from the Replacement Housing line item, to Clearance & Demolition for the demolition of additional unsafe residential and commercial structures, including the Star Building and the old rice dryer located on 4' Street. BACKGROUND None. BUDGETARYIMPACT The Administration recommends the Council amend the 2000 Consolidated Grant Program by reprogramming$99,700,from the Replacement Housing line item to Clearance& Demolition. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Executive Assistant to City Manager/Economic Development Director,Planning Manager, and Grants Administrator. RECOMMENDED MOTION Approve/Deny a request to amend the 2000 Consolidated Grant Program by reprogramming$99,700,from the Replacement Housing line item, to Clearance & Demolition for the demolition of additional unsafe residential and commercial structures. 3 February 12, 2002 Consider conducting a public hearing/workshop to review and receive comments on the 2002 Action Plan of the Consolidated Block Grant Program and consider a request to approve the preliminary budget, schedule and application deadline for the 2002 Action Plan as it relates to the City's Five-Year Consolidated Grant Program City of Beaumont Council Agenda Item � c TO: City Council FROM: Stephen J. Bonczek, City Manager PREPARED BY: Janett Blunt, Grants Administration MEETING DATE: February 12, 2002 AGENDA MEMO DATE: February 5, 2002 REQUESTED ACTION: Council conduct a public hearing/workshop to review and receive comments on the 2002 Action Plan of the Consolidated Block Grant Program, and consider a request to approve the preliminary budget, schedule and application deadline for the 2002 Action Plan, as it relates to the City's Five-Year Consolidated Grant Program. RECOMMENDATION The Administration recommends that Council conduct a public hearing/workshop to review and receive comments from citizens, neighborhood associations and non-profit agencies on the 2002 Action Plan of the Consolidated Block Grant Program, and that Council adopt the preliminary budget, schedule and application deadline for the 2002 Action Plan. BACKGROUND As mandated by the U. S. Department of Housing and Urban Development, City Council has conducted such public hearings/workshops in previous years prior to adopting the City's Annual Action Plan. In addition,the Community Development Advisory Committee(CDAC)has held four (4) meetings to discuss the 2002 Action Plan in preparing to make its recommendations to City Council. BUDGETARYIMPACT The 2002 federal allocation of$3,396,000 is comprised of$2,387,000 in Community Development Block Grant funds, $926,000 in HOME funds and $83,000 in Emergency Shelter Grant funds. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Executive Assistant to City Manager/Economic Development Director, Planning Manager, Housing Coordinator and Grants Administrator. RECOMMENDED MOTION Approve/Deny a request to adopt the preliminary budget, schedule and application deadline for the 2002 Consolidated Grant/One-Year Action Plan. ,I~ Fad K. Cit j of Beaumont REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS FEBRUARY 12, 2002 1:30 P.M. CONSENT AGENDA Approval of minutes ' Confirmation of committee appointments A) Approve the payment of an invoice for an annual software support agreement for a Motorola Mobile Data Communication System (MDC). 13) Approve a bid for the purchase and installation of two (2) raw sewage pumps for use in the Water Reclamation Plant C) Approve authorization for City participation in a State of Texas contract for the purchase of books, publications and audio visual materials CONSENT AGENDA FEBRUARY 12, 2002 * Committee Appointments Gladys Allen would be appointed to the Board of Adjustment(Zoning). The term would commence February 12, 2002 and expire February 11, 2004. (Mayor David W. Moore) A) Approve the payment of an invoice for an annual software support agreement for a Motorola Mobile Data Communication System (MDC) Administration recommends payment of an invoice to Motorola in the amount of$34,544 for software support for a period of one (1) year. In 1999, the City purchased the mobile data communication system for the Police Department. An MDC is a wireless data communications system providing officers with direct access to the host Computer Aided Dispatch(CAD)system. The system provides officers with the ability to access information from the National Crime Information Center, Texas Crime Information Center and from the City's AS400 mainframe computer. Complete case files from the AS400 database can be accessed providing field officers with detailed graphical images including fingerprints, photographs, maps and diagrams. Funds are available in the Information Services Division's operating budget. A copy of the staff memorandum is attached for your review. B) Approve a bid for the purchase and installation of two (2) raw sewage pumps for use in the Water Reclamation Plant Administration recommends award of a bid for the purchase and installation of two (2) raw sewage pumps in the amount of$109,640 to Placo, Inc. The pumps specified in the bid are 10 million gallon per day(MGD)raw sewage pumps,vital components of the 55 MGD sewage pumping capacity at the plant. The replacement is necessary to efficiently meet the treatment plant's design and regulatory capacity. The pumps carry a one (1) year parts and labor warranty. Funds are available for this expenditure in the Water Utilities Fund. A copy of the staff memorandum is attached for your review. C) Approve authorization for City participation in a State of Texas contract for the purchase of books, publications and audio visual materials Administration recommends authorization for City participation in the State of Texas Cooperative Purchasing Program for the purchase of books, publications and audio visual material. The annual estimated cost is $200,000. Contracted book vendors are Blackwell's Book Services, Baker and Taylor,Perma Boun and Major Scientific Books. The Cooperative Purchasing Program is coordinated by the Texas General Services Commission in accordance with state bidding statutes. The program allows cities to participate in purchasing goods and services at contracted prices offered to the State. By participating with the State, cities can reduce the number of bids processed as well as take advantage of volume discounts. The contract for books, publications and audio visual material is in effect through December 31, 2002. Books with a Catalogue Service charge are shipped"shelf ready" which includes a glued book pocket and spine label,a set of cards in the inside pocket and an electronic record in full mark format for the library database. Funds are available in the Beaumont Public Library's operating budget. A copy of the staff memorandum is attached for your review. A City of Beaumont �• Council Agenda Item TO: City Council FROM: Stephen J. Bonczek, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: February 12, 2002 AGENDA MEMO DATE: February 6, 2002 REQUESTED ACTION: Council approval of the payment of an invoice for an annual software support agreement for a Motorola Mobile Data Communication System (MDC). RECOMMENDATION Administration recommends payment of an invoice to Motorola in the amount of $34,544 for software support for a period of one (1) year. BACKGROUND The software maintenance agreement provides for twenty-four (24) hour support and updates to the vendor's software during the contract period. Currently, there are 118 MDC's installed in Police, Fire, and Emergency Medical Service vehicles. The invoice includes maintenance for two (2) MDC's utilized by the Jefferson County Sheriff's Department and one (1) by the Texas Department of Public Safety. The City will be reimbursed $283.20 from the Jefferson County Sheriff's Department and$126.75 from the Texas Department of Public Safety. In 1999, the City purchased the mobile data communication system for the Police Department. An MDC is a wireless data communications system providing officers with direct access to the host Computer Aided Dispatch (CAD) system. The system provides officers with the ability to access information from the National Crime Information Center, Texas Crime Information Center and from the City's AS400 mainframe computer. Complete case files from the AS400 database can be accessed providing field officers with detailed graphical images including fingerprints, photographs, maps and diagrams. This purchase is exempt from competitive bidding since it is available from only one (1) source Purchase of Software Maintenance for MDC's Page 2 February 6, 2002 having exclusive rights to modify and maintain the software. BUDGETARY IMPACT Funds are available in the Information Services Division's operating budget. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY: City Manager and Central Services Director. RECOMMENDED MOTION: Approve/Deny payment of an invoice for an annual software support agreement for a Motorola Mobile Data Communication System (MDC) in the amount of$34,544. B City of Beaumont it• Council Agenda Item TO: City Council FROM: Stephen J. Bonczek, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: February 12, 2002 AGENDA MEMO DATE: February 1, 2002 REQUESTED ACTION: Council approval to award a bid for the purchase and installation of two (2) raw sewage pumps for use in the Water Reclamation Plant. RECOMMENDATION Administration recommends award of a bid for the purchase and installation of two (2) raw sewage pumps in the amount of$109,640 to Placo, Inc. BACKGROUND The pumps specified in the bid are 10 million gallon per day (MGD) raw sewage pumps, vital components of the 55 MGD sewage pumping capacity at the plant. The treatment plant currently utilizes two (2) existing 10 MGD pumps which have been in service since 1952 and are in poor condition, requiring frequent maintenance and causing excessive pump down-time. The replacement is necessary to efficiently meet the treatment plant's design and regulatory capacity. Bid notices were provided to twelve (12) vendors, with two (2) responding with bids. The bids received are as follow: Vendor Manufacturer Completion Time Total Bid Amount Placo, Inc. Fairbanks Morse 168 calendar days $109,640 Beaumont, Texas Model C5741 Allco Inc. Fairbanks Morse 160 calendar days $112,200 Beaumont,Texas Model C5741 The pumps carry a one (1) year parts and labor warranty. Purchase and Installation of Two (2)Raw Sewage Pumps February 1, 2002 Page 2 BUDGETARY IMPACT Funds are available for this expenditure in the Water Utilities Fund. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Central Services Director and Public Works Director. RECOMMENDED MOTION Approve/Deny accepting a bid from Placo, Inc. in the amount of$109,640 for the purchase and installation of two (2)Fairbanks Morse C5741 raw sewage pumps at the Water Reclamation Plant. c Cit y of Beaumont Council Agenda Item TO: City Council FROM: Stephen J. Bonczek, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: February 12, 2002 AGENDA MEMO DATE: February 5, 2002 REQUESTED ACTION: Council authorization for City participation in a State of Texas contract for the purchase of books, publications, and audio visual materials. RECOMMENDATION Administration recommends authorization for City participation in the State of Texas Cooperative Purchasing Program for the purchase of books, publications, and audio visual material. Contracted book vendors are Blackwell's Book Services, Baker and Taylor, Perma Bound, and Major Scientific Books. BACKGROUND The Cooperative Purchasing Program is coordinated by the Texas General Services Commission in accordance with state bidding statutes. The program allows cities to participate in purchasing goods and services at contracted prices offered to the State. By participating with the State, cities can reduce the number of bids processed as well as take advantage of volume discounts. The contract for books, publications, and audio visual material is in effect through December 31, 2002. > 'riee;LOSS Pu> cai3n� ' v�arted Vendor: Ct ogue Percentage t E ( ` 8 'g 'Se#vibe s AS ounta Legal Publishing, Trade Type Law- Blackwell's Book related. Services N/A 12% Books,Publications,and Audio Visual Material February 5,2002 Page 2 `� gF c ` rE 'i `� i {`t �' E PttbUcario i ' Awajrd d Ven4 :4U at I { Peic6ntage s Major Scientific Health Science Discount Publications Books N/A 18% Trade (Novels, Popular Fiction and Non-Fiction) Discount publications as classified by Books-in-Print Baker & Taylor $1.15/book 39% Non-Trade (Text and Technical books) Discount publications as classified by Books-in-Print Baker & Taylor $1.15/book 20% Perma-Bound Pre-bound Paperbacks Books $ .96/book 28% Video Cassettes Baker & Taylor N/A 30.5% Audio/Music Cassettes Baker & Taylor N/A 34% Audio/Compact Disks Baker & Taylor N/A 24% Books with a Catalogue Service charge are shipped "shelf ready" which includes a glued book pocket and spine label, a set of cards in the inside pocket, and an electronic record in full mark format for the library database. BUDGETARY IMPACT Funds are available in the Beaumont Public Library's operating budget. The annual estimated cost is $200,000. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Central Services Director, and Library Director. RECOMMENDED ACTION Approve/Deny authorization for City participation in the State of Texas Cooperative Purchasing Program contract for primary book vendors per the discounts and service costs stated above.