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HomeMy WebLinkAboutPACKET JUL 02 2002 _q~ � C City of Beaumont CITY OF BEAUMONT SPECIAL MEETING OF THE CITY COUNCIL, COUNCIL CHAMBERS JULY 2, 2002 10:00 A.M. CALL TO ORDER * Roll Call * Read notice of Executive Session Recess EXECUTIVE SESSION * Consider matters related to employment, evaluation and duties of a public officer or employee in accordance with Section 551.074 of the Government Code: City Clerk -Q9rj City of Beaumont REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS JULY 2, 2002 1:30 P.M. AGENDA CALL TO ORDER • Invocation Pledge Roll Call • Presentations and Recognition • Public Comment: Persons may speak on scheduled agenda items • Consent Agenda GENERAL BUSINESS 1. Consider a resolution that would allow the City of Beaumont/Clean Community Department to remove all heavy equipment, vehicles, litter and debris from property located at 11175 Carpenter Road and across from 11175 Carpenter Road 2. Consider approval of a mutual aid agreement between the City of Beaumont and Jefferson County 3. Consider approval of a mutual aid agreement between the City of Beaumont and the City of Nederland 4. Consider approving the purchase of eight paratransit vehicles for the Beaumont Municipal Transit System WORK SESSION * FY 2003 Budget COMMENTS • Councilmembers comment on various matters • City Manager's Report - YMCA Downtown Facility; Fletcher Mini-Park Renovations; Enforcing of Litter Laws; Weapons of Mass Destruction Class; Neighborhood Update; Arbitrage Compliance Services; Texas Safety Association Awards • Public Comment (Persons are limited to 3 minutes) EXECUTIVE SESSION * Consider matters related to employment, evaluation and duties of a public officer or employee in accordance with Section 551.074 of the Government Code: City Clerk 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 July 2, 2002 Council consider approving a resolution that would allow the City of Beaumont/Clean Community Department to remove all heavy equipment,vehicles,litter and debris from property located at 11175 Carpenter Road and across from 11175 Carpenter Road City o f Beaumont •�• Council Agenda Item K g TO: City Council FROM: Stephen J. Bonczek, City Manager PREPARED BY: John Labrie, Clean Community Department Director MEETING DATE: July 2, 2002 AGENDA MEMO DATE: June 24, 2002 REQUESTED ACTION: Consider a resolution that would allow the City of Beaumont/Clean Community Department to remove all heavy equipment, vehicles, litter and debris from the following properties: 11175 Carpenter Rd ( PL RS5; Tr.184;Abst. 20; D Easley) and across from 11175 Carpenter Rd(PL RS5; Tr. 93; Abst. 20; D. Easley). RECOMMENDATION At the request of City Manager Stephen J. Bonczek, Administration recommends that the City abate all litter, vehicles, heavy equipment, and debris from the property located at 11175 Carpenter Rd. and the property located across from 11175 Carpenter Rd. BACKGROUND Since 1989, City of Beaumont code enforcement officers have issued, 123 junk motor vehicle notices, I 1 litter notices, and 4 rodent harborage notices to the owners of the property. The condition of the property has negatively affected the aesthetic appearance of the neighborhood, and the quality of life of residents since 1989. The property owners have continually disregarded code enforcement notifications to clean the property. BUDGETARY IMPACT The City will incur the cost of cleaning the properties. PREVIOUS ACTION In May 2001, after being contacted by an attorney from the City Attorney's office and staff of the Clean Community Department, the owner of the properties, agreed to cause the properties to be cleaned. The owner has not fulfilled this agreement. SUBSEQUENT ACTION If council approves the resolution staff will secure bids to conduct a thorough cleanup of the property. RECOMMENDED BY City Manager and Clean Community Department Director. RECOMMENDED MOTION Approve/Deny the resolution to allow staff to conduct a cleanup of the property located at 11175 Carpenter Rd. and the property across from 11175 Carpenter Rd. 2 July 2, 2002 Council consider approval of a mutual aid agreement between the City of Beaumont and Jefferson County City of Beaumont Council Agenda Item TO: City Council FROM: Stephen J. Bonczek, City Manager PREPARED BY: Michel G. Bertrand, Fire Chief, EMC R.J. Smith, Assistant Emergency Management Coordinator MEETING DATE: July 2, 2002 AGENDA MEMO DATE: June 24, 2002 REQUESTED ACTION: Council approval of a mutual aid agreement between the City of Beaumont and Jefferson County initiating a contract to provide mutual aid assistance. RECOMMENDATION: Council consideration to authorize the Mayor to sign an agreement for providing mutual aid as may be requested by Jefferson County for emergency conditions as defined by the Texas Disaster Act of 1975. BACKGROUND: Congress, in November 2000,updated and replaced many sections of the Stafford Act(Emergency Management Act) with the Disaster Mitigation and Recovery Act. One of the requirements was to have in place, signed mutual aid agreements between political subdivisions. This is to insure that if mutual aid assistance is provided to another jurisdiction, and there is a Public Assistance Declaration, both entities (assisting jurisdiction, and the affected jurisdiction) are eligible for full reimbursement for services performed. Failure to have these agreements executed prior to the event will negate any reimbursement for the affected or responding jurisdiction. The guidance offered is that the respective county should have signed agreements with all of the incorporated cities within the county,and each incorporated city within the respective county should likewise have agreements executed. BUDGETARY IMPACT: None. PREVIOUS ACTION: None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager and Fire Chief/Emergency Management Coordinator. RECOMMENDED MOTION: Approve/deny authorization for the Mayor to enter into an agreement for providing mutual aid as may be requested by Jefferson County. 3 July 2, 2002 Council consider approval of a mutual aid agreement between the City of Beaumont and the City of Nederland 1175 City of Beaumont vw_ Council Agenda Item TO: City Council FROM: Stephen J. Bonczek, City Manager PREPARED BY: Michel G. Bertrand, Fire Chief, EMC R.J. Smith, Assistant Emergency Management Coordinator MEETING DATE: July 2, 2002 AGENDA MEMO DATE: June 24, 2002 REQUESTED ACTION: Council approval of a mutual aid agreement between the City of Beaumont and City of Nederland initiating a contract to provide mutual aid assistance. RECOMMENDATION: Council consideration to authorize the Mayor to sign an agreement for providing mutual aid as may be requested by City of Nederland for emergency conditions as defined by the Texas Disaster Act of 1975. BACKGROUND: Congress, in November 2000, updated and replaced many sections of the Stafford Act(Emergency Management Act)with the Disaster Mitigation and Recovery Act. One of the requirements was to have in place, signed mutual aid agreements between political subdivisions. This is to insure that if mutual aid assistance is provided to another jurisdiction, and there is a Public Assistance Declaration, both entities (assisting jurisdiction, and the affected jurisdiction) are eligible for full reimbursement for services performed. Failure to have these agreements executed prior to the event will negate any reimbursement for the affected or responding jurisdiction. The guidance offered is that the respective county should have signed agreements with all of the incorporated cities within the county,and each incorporated city within the respective county should likewise have agreements executed. BUDGETARY IMPACT: None. PREVIOUS ACTION: None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager and Fire Chief/Emergency Management Coordinator. RECOMMENDED MOTION: Approve/deny authorization for the Mayor to enter into an agreement for providing mutual aid as may be requested by City of Nederland. 4 July 2, 2002 Council consider approval of the purchase of eight paratransit vehicles for the Beaumont Municipal Transit System City of Beaumont Council Agenda Item TO: City Council FROM: Stephen J. Bonczek, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: July 2, 2002 AGENDA MEMO DATE: June 25, 2002 REQUESTED ACTION: Council approval to award a bid for the purchase of eight (8) paratransit vehicles. RECOMMENDATION Administration recommends award of a bid in the amount of$794,332 to National Bus Sales and Leasing, Inc. of Marietta, Georgia for the purchase of eight (8) paratransit vehicles. BACKGROUND Paratransit vehicles are utilized to transport citizens with medical conditions which limit their mobility and/or capacity to ride the fixed route bus system. The units are equipped with lift aids and anchoring positions for wheelchairs. The service is limited to those persons qualifying per guidelines of the Americans with Disabilities Act (ADA). The vehicles will replace seven (7) units currently in service and provide one (1) additional unit. The replaced vehicles are 1995 models and have accumulated in excess of 200,000 miles each. The new vehicles were specified in two (2) seating configurations to allow for eight(8)wheelchair positions and two (2) wheelchair positions. Bid notices were provided to thirty-three (33) vendors, with two (2) responding with bids. The apparent low bidder, Texas Bus Sales, Inc. of Houston, submitted a bid quoting 2002 model vehicles. Bid specifications required that vendors furnish vehicles of the latest improved model in current production, in this instance being model year 2003. The low bid is therefore considered to be non-responsive to specifications. The bid provided by National Bus Sales and Leasing, Inc. specifies 2003 model vehicles. The bids received are reflected in the attached bid tabulation. Purchase of Eight(8) Paratransit Vehicles June 25, 2002 Page 2 BUDGETARY IMPACT Funds for this expenditure are provided for in the following manner: $635,465.60 in a grant from the U.S. Department of Transportation via the Federal Transit Administration, and the City's 20% matching share of$158,866.40 from the Municipal Transit 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 National Bus Sales and Leasing,Inc. in the amount of$794,332 for the purchase of eight (8) paratransit vehicles. Purchase of Eight(8) Paratransit Vehicles June 25, 2002 Page 3 Vendor 8 wheelchair Qty. 2 wheelchair Qty. Total,Bid Amount position unit position unit Texas Bus Sales, Inc. $98,560/ea. 7 $99,917/ea. 1 $789,837 Houston, Texas National Bus Sales/Leasing $99,600/ea. 7 $97,132/ea. 1 $794,332 Marietta, Georgia -Q- 1 A City of Beaumont REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS JULY 2, 2002 1:30 P.M. CONSENT AGENDA * Approval of minutes * Confirmation of committee appointments A) Approve an annual contract for ground maintenance at Cattail Marsh B) Approve an annual contract for employee work uniforms C) Approve an annual contract for automotive preventive maintenance D) Approve a change in signatories for a Workers Compensation Account at Hibernia National Bank E) Authorize a change order between the City of Beaumont and Allco, Inc. related to the Concord Road Pavement Widening Project, Phase III F) Authorize a reimbursement to Alon Petroleum Pipe Line Company for the adjustment of their facilities on FM 364/Major Drive G) Approve an annual contract for the purchase of limestone base material for use in the Public Works Department CONSENT AGENDA JULY 29 2002 * Committee Appointments Chris Coco would be appointed to the Civil Service Commission. The term would commence July 2, 2002 and expire July 1, 2004. (Stephen J. Bonczek) A) Approve an annual contract for ground maintenance at Cattail Marsh The Administration recommends approval of an annual contract for grounds maintenance at Cattail Marsh with Bourque's Oilfield Services of Winnie, Texas in the amount of$65,000. The constructed wetland known as Cattail Marsh is adjacent to Tyrrell Park. The 40 acres of turf area to be maintained under this contract consists of approximately 20 acres of flat turf area and the sloped turf on either side of approximately I 1 miles of levee. The contract requires that mowing and trimming occur during the first 10 days of each month, excluding January and February. The grounds at Cattail Marsh have previously been mowed by City staff. Funds are available for this expenditure in the Water Fund. A copy of the staff memorandum is attached for your review. B) Approve an annual contract for employee work uniforms The Administration recommends approval of an annual contract for the purchase of civilian employee work uniforms from Shepherd's Uniform and Linen Supply Company, Inc. of Beaumont in the estimated amount of$34,656. City employee work uniforms include pants and shirts, as well as other items such as jackets, smocks, overalls, and caps when appropriate. Currently, approximately 400 civilian employees are issued three to five sets of uniforms each year. Individual City departments determine the number of uniforms issued to each employee. Funds for uniforms are budgeted in each department's operating budget. A copy of the staff memorandum is attached for your review. C) Approve an annual contract for automotive preventive maintenance The Administration recommends approval of an annual contract to JMPKL, Inc. d.b.a. The Lube Shop for automotive preventive maintenance at the unit costs stated in the attached memorandum with an estimated total expenditure of$61,317. The Lube Shop has satisfactorily held the contract to service City vehicles for the past three years. The company has locations at 5030 College Street and 5340 Eastex Freeway. The multiple locations ensure a sufficient number of service bays to timely handle the volume of work required. It is estimated that the vendor will provide approximately 2,725 maintenance service orders for 460 City vehicles during the annual contract period. Funds are available for this expenditure in the Fleet Management Division's operating budget. A copy of the staff memorandum is attached for your review. D) Approve a change in signatories for a Workers Compensation Account at Hibernia National Bank Ward Strategic Claims Solutions is the administrator for the City's workers' compensation claims. Claims are paid from the Workers Compensation Account at Hibernia National Bank. The Administration recommends approval of the addition of Lisa Foster as an authorized signatory on the account. It is also requested that Paulo Garcia and Jocelyn Harden be deleted as signatories on the account. The above-named employees work for Ward Strategic Claims Solutions. Signatories on all other City of Beaumont accounts for banking or investment purposes will remain unchanged. A copy of the staff memorandum is attached for your review. E) Authorize a change order between the City of Beaumont and Allco, Inc. related to the Concord Road Pavement Widening Project, Phase III The Administration recommends approval of Change Order No. 1 in the amount of$22,120.17 for additional work required to remove an existing 10' x 6' concrete box. On September 19, 2000, City Council awarded a contract to Allco, Inc. for the construction of the Concord Road Pavement Widening Project, Phase III at a cost of$5,538,569.25. During roadway excavation,the abandoned concrete box was found and removed to allow for the construction of the roadway. This work was not part of the original contract. A copy of the staff memorandum is attached for your review. F) Authorize a reimbursement to Alon Petroleum Pipe Line Company for the adjustment of their facilities on FM 364/Major Drive The Administration recommends authorizing the expenditure of$38,515.11 to reimburse Alon Petroleum Pipe Line Company. A three-party Utility Agreement between the City of Beaumont, the Texas Department of Transportation and Alon Petroleum Pipe Line Company was approved by the City Council on March 19, 2002. The total eligible cost for the adjustment of the pipeline facilities is $38,515.11, which is the amount owed to the utility company by the City of Beaumont. The Texas Department of Transportation will reimburse the City of Beaumont 80% of the total cost, which is $30,812.09. The net cost to the City is $7,703.02. A copy of the staff memorandum is attached for your review. G) Approve an annual contract for the purchase of limestone base material for use in the Public Works Department The Administration recommends approval of an annual contract with Trinity Aggregate Distribution of Beaumont for purchasing limestone base material with an estimated total expenditure of$85,000. The material is used as a base for street repairs. The Public Works Department will use approximately 7,700 tons of limestone base material during the term of the contract. Funds are available for this expenditure in the Public Works Department's operating budget. A copy of the staff memorandum is attached for your review. A UE . Cat ouncy of Beaumont g Cil A enda Item � TO: City Council FROM: Stephen J. Bonczek, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: July 2, 2002 AGENDA MEMO DATE: June 25, 2002 REQUESTED ACTION: Council consider an annual contract for grounds maintenance at Cattail Marsh. RECOMMENDATION Administration recommends the award of an annual contract for grounds maintenance at Cattail Marsh to Bourque's Oilfield Services of Winnie, Texas in the amount of$65,000. BACKGROUND The constructed wetland known as Cattail Marsh is adjacent to Tyrrell Park. The forty (40) acres of turf area to be maintained under this contract consists of approximately twenty (20) acres of flat turf area and the sloped turf on either side of approximately eleven (11) miles of levee. The contract requires that mowing and trimming occur during the first ten (10) days of each month, excluding January and February. This contract shall be in effect for a period of one (1) year beginning within thirty (30) days after City Council approval. Additional levees are being constructed in the wetland and will require mowing and trimming services to begin monthly after construction is completed. The Bid Package requested a price quote to mow and trim the new levees which are each approximately one (1) mile in length when this becomes necessary. Furthermore, pricing was requested for any additional mowing that may be required on an "as needed" basis in other areas of the wetland. The grounds at Cattail Marsh have previously been mowed by City staff. Ten (10) contractors were notified and two (2) responded with bids as follows: Contract for Grounds Maintenance- Cattail Marsh June 25, 2002 Page 2 SERVICE BOURQUE'S OILFIELD SANDRA'S ENTERPRISES, DESCRIPTION SERVICES INC. WINNIE, TX NEDERLAND, TX Mowing Cattail Marsh - 10 months per year, $ 6,500.00 / month $12,627.20 / month March through December, including approximately 20 $65,000.00 / year $126,272.00 / year acres of flat turf& 11 miles of levee Mowing newly constructed levees as completed: • Levee between Cells 2&3 - $900 / month $1,000 / month approx. 1 mile long • Levee between Cells 3&4 - $900 / month $1,000 / month approx. 1 mile long Mowing additional area as required: • Flat turf area $19 / acre $16 / acre • Sloped turf area $38 / acre $36 / acre BUDGETARY IMPACT Funds are available for this expenditure in the Water Fund. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Central Services Director, and Public Works Director. RECOMMENDED ACTION Approve/Deny the award of an annual contract for grounds maintenance at Cattail Marsh to Bourque's Oilfield Services of Winnie, Texas in the amount of$65,000 with prices as stated for additional mowing. B Cit y of Beaumont M EL Council Agenda Item TO: City Council FROM: Stephen J. Bonczek, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: July 2, 2002 AGENDA MEMO DATE: June 24, 2002 REQUESTED ACTION: Council consider awarding an annual contract for employee work uniforms. RECOMMENDATION Administration recommends an annual contract for the purchase of civilian employee work uniforms from Shepherd's Uniform and Linen Supply Company, Inc. of Beaumont, Texas, in the estimated yearly amount of$34,656. BACKGROUND City employee work uniforms include men's and women's pants and shirts, as well as other items such as jackets, smocks, coveralls, and caps when appropriate. Currently, approximately 400 civilian employees are issued three (3) to five (5) sets of uniforms each year. Individual City departments determine the number of uniforms issued to each employee. Bids were solicited from eight(8)vendors. The two (2)bids that were submitted are detailed in the attached Bid Tabulation. Vendors were given approximate yearly usage quantities and were asked to provide an itemized price list and samples of their work uniforms. The specifications requested a surcharge quote for oversized items which are generally defined as items in sizes greater than a 2X shirt or 48" waist size. Additionally, the bid specifications required the successful bidder to have a physical storefront within the city limits of Beaumont to expedite the issuance of uniforms to newly hired employees throughout the contract period. BUDGETARY IMPACT Funds for uniforms are budgeted in each Department's operating budget. Annual Contract for Work Uniforms June 24, 2002 Page 2 PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager and Central Services Director. RECOMMENDED ACTION Approve/Deny an annual contract for the purchase of work uniforms for various City Departments from Shepherd's Uniform and Linen Supply Company, Inc. of Beaumont, Texas, at the stated unit cost with an estimated annual expenditure of$34,656. Annual Contract for Work Uniforms June 24, 2002 Page 3 BID TABULATION ISHE EPH RD S UNIFORM&LINEN CINTAS CORP. Beaumont,TX Beaumont,TX _ Approx. %Added for %Added for I Qty _-- - Description Oversize Unit Price Total Oversize Unit Price I Total 600 Men's Long Sleeve Shirts 20% $8.34 $5,004.00 20% $10.01 $6,006.00 ----------- _....._._ 600 Men's Short Sleeve Shirts 20% $7.42 $4,452.00 20% $9.20 $5,520.00 125 Ladies'Long Sleeve Shirts- 20% $8.80 $1,100.00 20% $11.20 $1,400.00 90 Ladies'Short Sleeve Shirts 20% $7.30 $657.00 20% $9.90 $89 700 Men's Pants/Regular Style 20% $10.67 ! $7,469.00 20% $13.40_ $9,380.00 200 Men's Pants/Jean Cut Style 20°/6 $12.19 ° _ _.._...._.__y_____.. 1_$2,438.00 20k $13.40 1 $2,680.00 150 Ladies'Pants 20% $11.55 $1,732.50 20% $15.99 ! $2,398.50 100 Long Sleeve Coverall 20% ; $18.10 ! $1,810.00 20% $1979 $1,979.00 75 Short Sleeve Coverall 20% $18.10 $1,357.50 20% $29.99 ! $2,249.25 20 _Short Sleeve Speedsuits 20% $17_.88 $357.60 20% $21.60 $432.00 200 Jackets 20% $21.34 $4,268.00 : 20% $24.40 $4,880.00 _._. _1.25 Caps -T-n � $200 _ _$250.00 $1,123.75__ 10 Ladies Smock _ 20% $9.92 $99.20 20°kv $11.50 $115.00 2000 Emblems: City of Beaumont -' $0.85 $1,700.00 { I $2.15 $4,300.00_ 90 Civic Center $0.85 $76.50 1 $2.15 $193.50 20 Button Down Oxford Long Sleeve Shirt 20% $10.75 $215.00 20% $14.45 $289.00 40 ;Button Down Oxford Short Sleeve Shirt_ 20% $9.35 $374.00 20% $13.50 $540.00 20 Men's Pleated Slacks 20% $16.91 $338.20 20% $16.20 $324.00 -.. - _ . - 10 Men's Traditional Work Pants 20% $15.61 $156.10 20% $13.40 $134.00 10 Team Jackets 20% $21.74 $217.40 20% $34.50 $345.00 5 Men's Long Sleeve Uniform Security Shirts 20%° $16.28 $81.40 $18.00 $90.00 50 Denim Jeans 20% $10.06 $503.00 20%T$16.49 $824.50 YEARLY ESTIMATED COST: . $34,656.40 _ $46,094.50 c City of Beaumont Council Agenda Item E g TO: City Council FROM: Stephen J. Bonczek, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: July 2, 2002 AGENDA MEMO DATE: June 21, 2002 REQUESTED ACTION: Council approval of an annual contract for automotive preventative maintenance. RECOMMENDATION Administration recommends award of an annual contract to JMPKL, Inc. dba The Lube Shop for automotive preventative maintenance at the unit costs stated below with an estimated total annual expenditure of$61,317. BACKGROUND Bids were requested for an annual contract for automotive preventative maintenance to maintain city-owned vehicles and equipment. Sixteen (16) vendors were notified with one (1), JMPKL, Inc. dba The Lube Shop submitting a responsive bid as reflected in the table below. The Lube Shop has satisfactorily held the contract to service City vehicles for the past three (3) years. The company has locations at 5030 College Street and 5340 Eastex Freeway. The multiple locations ensure a sufficient number of service bays to timely handle the volume of work required. It is estimated that the awarded vendor will provide approximately 2,725 maintenance service orders for 460 City vehicles during the annual contract period. BUDGETARY IMPACT The contract provides for the vendor to furnish automotive preventative maintenance at the following fixed unit prices: Annual Contract for Automotive Preventative Maintenance June 21, 2002 Page 2 Routine Maintenance Vehicle Type Prior Contract Current Contract Price Price Automobiles(includes patrol, non-patrol vehicles, & $17.49 $17.49 vans) Pickup Trucks(Gasoline engines) $17.49 $17.49 Pickup Trucks(Diesel engines) $38.19 $34.99 Pickup Trucks(Diesel turbo charged engines) $44.39 $42.99 Vans $17.49 $17.49 Generators, Onan 4500 NA $20.99 Transmission Service Vehicle Type Prior'COntract Current Contract Price Price Automobile 4.6 Liter V8 Gasoline engine $38.99 $49.99 Automobile 3.8 Liter V6 Gasoline engine $38.99 $38.99 Pickup Truck 4.3 Liter V6 Gasoline engine $32.49 $38.99 Pickup Truck 7.3 Liter V8 Diesel engine $44.49 $49.99 Filters Vehicle Type Filter Type Prior Contract Current Contract Price Price Automobiles Air Filters $ 5.49 each $ 5.49 ea. (Ford) $7.49 ea. (Chevrolet) Automobiles Fuel Filters $15.99 each $15.99 each Pickup Trucks- Gasoline(GMC) Air Filters $ 5.49 each $ 5.49 each Pickup Trucks- Gasoline, (GMC) Fuel Filters $15.99 each $15.99 each Pickup Trucks - 7.3 V8 Diesel (Ford) Air Filters $16.99 each $16.99 each Pickup Trucks- 7.3 V8 Diesel (Ford) Fuel Filters $32.49 each $33.49 each Annual Contract for Automotive Preventative Maintenance June 21, 2002 Page 3 Vehicle Type Filter Type Prior Contract. Current Contract Price Price Pickup Trucks, Gasoline(Dodge) Air Filters NA $49.99 each Pickup Trucks, Diesel (Dodge) Air Filters NA $16.99 each Pickup Trucks, Diesel (Dodge) Fuel Filters NA $24.99 each The total estimated expenditure is $61,317 for the one (1) year contract period, based on the charges for routine maintenance. Additional pricing was requested for transmission fluids and service, air and fuel filters, and various parts and services to be purchased as needed. These prices are reflected in the attached tabulation. Funds are available for this expenditure in the Fleet Management Division's operating budget. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager and Central Services Director. RECOMMENDED MOTION Approve/Deny award of a one (1) year contract for automotive preventative maintenance to JMPKL, Inc. dba The Lube Shop at the unit prices stated above. BID TABULATION FOR AUTOMOTIVE PREVENTATIVE MAINTENANCE BID NUMBER: RF0402-36 BID OPENING DATE: JUNE 6, 2002 ..... .. .... _._... .. _..------- - -, ...... PART I - ROUTINE MAINTENANCE 'The Lube Shop _ :Beaumont, TX MONTHLY DESCRIPTION Unit Total 120 Automobiles, includes 5 quarts of oil $17.49 $2,098.80 45 Gasoline Pick Up Trucks, includes 5 quarts of oil $17.49 $787.05 20.Diesel Pick Up Trucks, includes 10 quarts of oil $34.991 $699.80 30 Diesel Pick Up Trucks, includes 14, quarts of oil $42.99 $1,289.70 . 5 Vans, includes 5 quarts of oil $17.49 $87.45 7 Generators, Onan 4500 oil change i $20.99 — $146.93 MONTHLY TOTAL: $5,109.73 ESTIMATED ANNUAL TOTAL-ROUTINE MAINTENANCE $61,316.76 1998 and later 6 Ford Crown Victoria, 4.6 Liter V8 Gasoline Automatic Transmission Service. $49.99 Air Filter $5.49 Fuel Filter $15.99 2000-01 Chevrolet Impala, 3.87 Liter V6 Gasoline Automatic Transmission Service $38.99 Air Filter $7.49 Fuel Filter $15.99 1998 GMC 1/2 Ton Pick Up, 4.3 Liter V6 Gasoline Automatic Transmission Service $38.99 Air Filter $15.99 Fuel Filter $15.99 — - ........... 2000 Ford F350 Pick Up, 7.3T-V Diesel Automatic Transmission Service: $49.99 Air Filter $16.99 Fuel Filter _ $33.49 2001 Dodge Pick Up, Gasoline Automatic Transmission Service $49.99 Air Filter $7.49 Fuel Filter no bid 2001 Dodge Pick Up, Diesel Automatic Transmission Service. $49.99 Air Filter $16.99 _ ------- -------- -- -- ---Fuel Filteta - $24.99 BID TABULATION FOR AUTOMOTIVE PREVENTATIVE MAINTENANCE BID NUMBER: RF0402-36 BID OPENING DATE: JUNE 6, 2002 ADDITIONAL SERVICES/PARTS PRICING Automatic transmission fluid -quart, DEXRON III $1.50 Automatic transmission fluid -quart, MERCON V $2.50 Automatic transmission fluid -quart, Mopar ATF+4 $2.50 Engine oil -quart, above crankcase capacity _ $1.50 Percentage discount for filters not listed 1 _ 20% i State inspection? no Percentage discount for serpentine belts cost+15% Labor charge, serpentine belt replacement $8.00 Radiator flush -gallon, Dex-Cool AF $9.99 _Radiator flush gallon, ESE-M971344-A Spec AF _ $5.25 Labor charge, radiator flush $15.00 2 step fuel injection service $24.50 3 step fuel injection service $29.99 _Windshield wiper full frame_replacement, 16-20" — $6.00 - - - Windshield wiper full frame replacement, 22-24" $9.00 Replacement fuel tank cap $9.991, Exceptions _ _ none D Cit y of Beaumont �• Council Agenda Item TO: City Council FROM: Stephen J. Bonczek, City Manager PREPARED BY: Kandy Daniel, Treasurer MEETING DATE: July 2, 2002 AGENDA MEMO DATE: June 26, 2002 REQUESTED ACTION: Council consider a resolution requesting a change in signatories for the Workers Compensation Account No. 5007019284 at Hibernia National Bank. RECOMMENDATION The administration requests approval of the addition of Lisa Foster as authorized signatory on the above listed account. It is also requested that Paulo Garcia and Jocelyn Harden be deleted at signatories on the account. Signatories on all other City of Beaumont accounts for banking or investment purposes shall remain unchanged. BACKGROUND Ward Strategic Claims Solutions is the administrator for the City's Workers' Compensation Claims. Claims are paid from the City of Beaumont Account No. 5007019284 at Hibernia National Bank. Both Ward employees and City employees are authorized to sign on the account. Michael Hamilton, Sydney Post, Judy Ventrca, Diana Rollinson, Paulo Garcia, Jocelyn Harden, Sherry Brown and Jennifer Escobar are Ward employees who are currently authorized as signatories on the account. Stephen J. Bonczek, Kandy Daniel and Kyle Hayes are the City employees currently authorized as signatories on the account. BUDGETARY IMPACT None. PREVIOUS ACTION Jocelyn Harden, Sherry Brown and Jeniffer Escobar were added and Kevin Glidwell, Lanell Garcia and Beverly Hodges were deleted as authorized signatories on this account on October 9, 2001. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager and Treasurer. RECOMM ENDED MOTION Approve/Deny a resolution adding Lisa Foster and deleting Paulo Garcia and Jocelyn Harden as authorized signatories on the City of Beaumont Worker's Compensation Account No.5007019284 at Hibernia National Bank. vow I...0 City of Beaumont L"J 'a Council Agenda Item � g TO: City Council FROM: Stephen J. Bonczek, City Manager PREPARED BY: Joris P. Colbert, City Engineer MEETING DATE: July 2, 2002 AGENDA MEMO DATE: June 19, 2002 REQUESTED ACTION: Council consider a resolution authorizing approval of Change Order No. 1 between the City of Beaumont and Allco,Inc. In the amount of $22,120.17. RECOMMENDATION Administration recommends the execution of Change Order No. 1 between Allco, Inc. and the City of Beaumont for additional work required to remove an existing 10' x 6' concrete box. BACKGROUND On September 19, 2000, City Council awarded a contract to Allco, Inc. For the construction of the Concord Road Pavement Widening Project, Phase III at a cost of$5,538,569.25. During roadway excavation an abandoned 10'x 6' concrete box was encountered and was required to be removed to allow the construction of the roadway. This work was not part of the original contract. This change order will increase the contract amount to $5,560,689.42. BUDGETARY IMPACT None. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Public Works Director and City Engineer. RECOMMENDED MOTION Approve/Deny authorizing the execution of Change Order No. 1 in the amount of $22,120.17 between Allco, Inc. and the City of Beaumont. colagn/jld CITY OF BEAUMONT DATE: May 10,2002 PROJECT: CONCORD ROAD PAVEMENT WIDENING PROJECT PHASE III(INCLUDING TRAVIS STREET) OWNER: CITY OF BEAUMONT CONTRACTOR: ALLCO INC. TH :F(?1,L,f1Wl.NS3; ,11A Add the following Items in the Contract: ITEMS ADDED QUANTITY UNIT PRICE AMOUNT Item No.496-006 Remove Old Structures(Large) LS $22,120.17 $22,120.17 (Concrete Bridge) TOTAL AMOUNT ADDED TO CONTRACT $22,120.17 ORIGINAL CONTRACT AMOUNT: $5,538,569.25 NET FROM PREVIOUS CHANGE ORDERS: $5,538,569.25 TOTAL AMOUNT OF THIS CHANGE ORDER: $22,120.17 PERCENT OF THIS CHANGE ORDER: 0.40% TOTAL PERCENT CHANGE TO DATE: 0.40% NEW CONTRACT AMOUNT: $5,560,689.42 . ........... : . ..... ANTRA TTIME 1 TilAT.AFF T> AYThI$: HAN .QRpER.:: ........ ACCEPTED BY: CONTRACT R APPROVED BY: JORIS P.COLBERT,P.E. CITY ENGINEER THOMAS A.WARNER,P.E. DIRECTOR OF PUBLIC WORKS STEPHEN J.BONCZEK,CITY MANAGER ATTESTED BY: CITY CLERK co INC. CONTRACTORS • ENGINEERS May 17, 2002 Attn: Hassan Shomalzadeh, P.E. City of Beaumont P.O. Box 3827 Beaumont, Texas 77704-3827 Re: Concord Road Phase III Widening Project Allco Project No. TX-444 Dear Hassan: Please find attached, daily work orders for the existing concrete bridge removal on the above referenced project. We performed this extra work as directed in your Mr. Rafael G. Miranda's letter dated March 21, 2002. The total for these 3 days of work is $22,120.17. At your earliest convenience,please issue a change order to cover this additional cost. If you have any questions, please call in care of the undersigned. Sincerely, ALLCO, INC. Keith Burrell Project Manager P O BOX 3684•BEAUMONT,TEXAa ­n4 »09;8664-459•FACSIMILL;"w' 260-39:.: wvr _c ccrr.•emai:aucoeaucc cc�r k FIELD WORK ORDt=R ALLCO, INC. "OATS I JOB NO SEC. I SERIAL CONTRACTORS ENGINEERS P.O.BOX 3684 BEAUMONT.TEXAS 77,704 838-6343 UNIT CLIENT O OTY. DESCRIPTION PRICE I EXTENSION // 0 Ln WPROJECT /J m Ni rr cr CLIENT REFERENCE ~_ TOTAL N V .e 1r(z(L a 2 O ` HOURS WORKED PAYROLL RATE INCL AMOUNT _ NAME CLASS ST iK DT HRS FRINGES r a J P T SUPERVISION > _ w _ 2-,( 1 O to J � V O ` 4. LIL � Z L TMI. FMLO WORK _:;' - SUB TOTAL a THE WORK DESCRIBED HEREIN IS TO BE OIIDl11 It IM r... - y PERFORMED ON THE BASIS OF: (CHECK) To."rh On IM Roo• INSURANCE.TAXES TIOM Tp. .< 1 UNIT PRICES THE PO4OV's.or.s or AND INDIRECT$ m AT cowrRACT./ANY TIME AND MATERIAL *LLl P"O•iot PoliOs• LABOR TOTAL © LUMP SUM No swWL HRS. EQUIPMENT IRATE HRS EQUIPMENT RATE _ . PAYMEUT BASIS . . . UNIT j PICK-UP TRUCK OR OTHER VEHICLE i J ,0{SJ c; PRICE TOTAL 0�,L Cr 320 � ,L Al a S�Q TMs tY W � �,,c, , D S� .� (' Load� �° BOR S 1531. 7 0- ( TOOL 1 Q ( %u0S4 1�.�.►yrr-s� oAk Q "`a"r 'l [ 7 � . .fULOWANCE AU Lu Q r MATERIAL Z m '.Q EQUIPMENT EQUIPMENT AN 3��3• f� FUEL3S% USE �j TOTAL�/ i FUEL �ri U��� r TOTAL / /� �� SUB 7i3. �0 CONTRACT �� q cA ,��J I ^ J � i s i�o. �! J /4G/$C- /J (�S L►.L cJ/�• :.Q ��JSPLC/'aC- L/I�J�/� �I/2 S SUB TOTAL J ccn U ZO °� MAM ERIADL 69 Q :a TOTAL' 2O s (/O 7 cm z a m LUMP .Z. SUM w ' TOTAL 0 a Q SALES TAX TOTAL �S3 r - w. TOTAL ALLCO, INC. CLIENT ! BY DATE BY -- k FIELD WORK ORDER ALLCO, INC. O I JOB NO. SEO. SERIAL CONTRACTORS ENGINEERS P.O.BOX 3684 r- r BEAUMONT,TEXAS 77704 I F 838 6343 CLIENT OTY DESCRIPTION UNIT EXTENSION O PgICE ^ w PROJECT m I— 0 W cr TI i CUENT REFERENCE V z N ��ULf l ��'t ' TOIAL a O HOURS WORKED PAYROLL RATE INCL 2 (� NAME CLASS sr iva or MRS FRINGES AMOUNT < } SUPERVISION Li'J O v � Z 1 3 j � S In LU LU I` 3 o S. nossLf%su� d Z— 11 !3 1�1. S 40 o N�, UJ \ y `I ty p THE WORK DESCRIBED HEREIN IS TO BE I0f 11 r»la itto WORK SUB TOTAL $ 0!11 11 IN COMN(C. p���� m PERFORMED ON THE BASIS OR (CHECK) TION MTN Mo.TO A CONTRACT. ON IN ADO- INSkiRANCE TAXES 67 Q t UNIT PRICES TNa PROVIa1oN• of ANDWOIRECTS /J $ fn TWAT CONTRACT.■ANT 2 MATERIAL .SAmsoVloa rR1«- LABOR TOTAL $ LUMP skim EQUIPMENT RATE HRS. - . EQUIPMENT RATE PAYMENT BASIS- U ; I D NfT PICK-UP TRUCK OR OTHER VEHICLE s /O J � �J f1 / v J RICE t 0 "TOTAL 1'iIIJ L ITZ,T � 1104-1 6P Z2,Z a �n.A)ca4- I ),v Sa> .LABOR s /6/-83. TOOL DA" L ,D_01 Sti / LLOWANCE Z Q MATERIAL _ r o Q z Z BARE Q. EQUIPMENT 1• f J aS ° / ' MANNED FUEL USE TAX s TOTAL FUEL QUIPMEN T USE TAX '`.37 SUB • Z73 CONTRACT m ',yS i c.i:C:'D S,�o - 71, 3 >; J P �!'^r�-lL — Zo ! " S. SUB TOTAL '�: 7!. �• S�G NS A'A,4'A Le FEE CD U TIME AND U ►¢'. MATERIAL �. U TOTAL 0 S QS9 Z J m O y LUMP LU SUM Q SALES TAX TOTAI /�� TOTAL /_/ f$ TOTAL O3 $ l0 0 ALLCO, INC. CLIENT BY BY DATE FIELDWORK ORDER ALLCO, INC. OATS JOB NO. SEO. SERIAL CONTRACTORS ENGINEERS P O.BOX 3684 BEAUMONT•TEXAS 77704 838-6343 CLIENT OTy DESCRIPTION UNIT EXTENSION C S SQ LU PROJI T Q w v W 1� CLIENT REFERENCE nn TOTAL HOURS WORKED PAYROLL RATE INCL NAME CLASS ST „y OT HRS FRINGES AMOUNT SUPERVISION < > � y- 2 � y uI `11 y (Z THE WORK DESCRIBED HEREIN IS TO 13E " t"RS aaLO wo"a �: S J V� J 0) PERFORMED ON THE BASIS OF: (CHECK) o"oa"Rs "co""Ec- SUB TOTAL Tq"MT"00 IN ADO- INSURANCE.TAXES 0) 'no"To A CONTRACT. f �V $ Q t UNIT PRICES T"a P"ovlslows or AND INDIRECTS l�l �3 Ca TIR T CONTRACT.w ANT TIME AND 2 LUMP SUM MATERIAL .o vloa PRICE. LABOR TOTAL $ QI 0' .0 1 HRS. '. EQUIPMENT RATE: HRS. EQUIPMENT ' RATE PAYMENT BASIS D a ^ . o Lf F. UNIT PICK-UP TRUCK OR OTHER VEHICLE 37— l�i5 10, RC S TOTAE L $� I o w a �,� (,. M.2r� ''i��.:. ' 87�a Q o A" I Gf /C/A2f�L<! 12���D TOOL Q.S 5.�,.) ' Jam/ 'f0 w TERIAL �, z 017 Q EQUIPMENT " MANNED 35'SGI ` EQUIPMENT C SUB FUEL // USE �srj T07AL,lA i °LIFE IIJ USE T TOTA���� CONTRACT m /1lJ/Lf ze:9 1 Ses->J!) SUB TOTAL 0 FEE 0 TIME AND z U 0 TTOOTAL OZ z0 s �8Z7 J �.l U) LUMP UJ .7 Sum Q SALES TAX TOTAL Z J 3� ~�.v TOTAL I .L�� TOTAL O3 a ALLCO, INC, CLIENT BY BY �� ��� _ DATE City of Beaumont •�• Council Agenda Item TO: City Council FROM: Stephen J. Bonczek, City Manager PREPARED BY: Joris P. Colbert, City Engineer MEETING DATE: July 2, 2002 AGENDA MEMO DATE: June 24, 2002 REQUESTED ACTION: Council approve a resolution authorizing the expenditure of 538,515.11 to reimburse Alon Petroleum Pipe Line Company for the adjustment of their facilities on FM364/Major Drive. RECOMMENDATION Administration recommends reimbursement. BACKGROUND A Three Party Utility Agreement,as executed between the City of Beaumont,the Texas Department of Transportation and Alon Petroleum Pipe Line Company, was given Council approval by Resolution No. 02-058, dated March 19, 2002. The total eligible cost for the adjustment of the pipeline facilities is $38,515.11, which is the amount owed to the utility company by the City of Beaumont. Subsequent to the City's reimbursement, the Texas Department of Transportation will reimburse the City of Beaumont 80% of the total cost, which is $30,812.09. That is a net cost of S7,703.02 to the City. BUDGETARY IMPACT None. PREVIOUS ACTION A Three Party Utility Agreement,as executed between the City of Beaumont,the Texas Department of Transportation and Alon Petroleum Pipe Line Company, was given Council approval by Resolution No. 02-058, dated March 19, 2002. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Public Works Director and City Engineer. RECOMMENDED MOTION Approve/Deny a resolution authorizing the expenditure of$38,515.11 to reimburse Alon Petroleum Pipe Line Company for the adjustment of their facilities on FM364/Major Drive. alon/jla Texas Department of Transportation 8350 EASTEX FREEWAY•BEAUMONT,TX 77708•(409)892-7311 June 17, 2002 Alon Pipeline UI-3958 Jefferson County 9120-00-01 Hwy.: FM 364 From SH 124 to Humble Rd. Mr. Ronnie Pullin Public Works Department City of Beaumont P.O. Box 3827 Beaumont,Texas 77704-3827 Dear Mr. Pullin: Reference is made to the submission for the above noted utility adjustment that was forwarded to this office. The Right of Way Division and Audit office in Austin have reviewed the billing from Alon Pipeline. It has been determined that the upper limit of State cost participation is $67,880.00. An eligibility ratio of 56.74% has been approved. The City is authorized to make payment to the Utility in the amount of$38,515.11. The State will reimburse the City of Beaumont 80%when the City has reimbursed the utility company. Enclosed for your signature is the Tabulation of Utility Adjustment showing a requested reimbursement amount of$30,812.09. This amount represents 80% of the eligible reimbursement to the Utility. A copy of the invoice from the Utility has been included for your use. If you have any questions, please contact Wayne David at 409-898-5770. Sincerely � rr � Lynwood Walters District ROW Administrator WD cc: Bob Reed Encl. 1 An EQ03i Oppor;umr; Ernp;ove- Form ROW-U43 712000 (Replaces Form D-15-13) (Electronic version GSD-EPC Word 97) Page 1 of 2 THREE PARTY UTILITY AGREEMENT Agreement No. County: Jefferson ROW CSJ No.: 0786-01-064 Federal Project No.: DPR OOS7 (001) Highway No.: FI4 364 Contract No.: 20-2 S- �450Z:6 Account No.: 9120-00-001 This Agreement by and between the State of Texas,acting by and through the Texas Transportation Commission,hereinafter called the State, and The City 9f Beaumont,Texas, acting by and through its duly authorized official under Ordinance No.:y2 192- dated the Z day ofytli , /19 Z ,hereinafter called the City,and ALON PETROLEUI4 PIPE LINE CC14PANyacting by and through its duly authorized representative,hereinafter called the Owner,shall be effective on the date of approval and execution by the State. WHEREAS, it has been determined necessary to make certain highway improvements in the State Highway System as designated by the State and generally described as follows: Jefferson County; FM 364; located from SH 124 To SH 105. WHEREAS,the State and the City have previous to this date entered into a contractual agreement, agreeing to handle by separate agreement the adjustment, removal or relocation of certain utility facilities necessitated as a result of highway improvements on the hereinabove designated project on the basis of an 80/20 State to City funding/participation ratio with the 309,16 State portion being in fact federal funds in which the State acts as steward;and, WHEREAS, the State as steward,and the City will participate in the costs of relocating and adjusting certain facilities of the Owner to the extent as may be eligible for State participation under Transportation Code,Title 6,Chap.203,Sec. 203.092;and, WHEREAS, the Owner, in Affidavit, Form D-15-U1, dated l rwk 2002,has asserted an interest in certain lands and that this proposed highway improvement will necessitate the adjustment,removal or relocation of certain facilities of the Owner now located upon such lands as indicated in the following statement of work: Cold-cut, purge and remove existing 10"-diameter pipe to edge of existing pavement. Slick-bore and install new, 10"-diameter, 0.365" w.t. steel line pipe approx. 10' north of existing utility crossing, with 4' of cover (min.) beneath lowest ditch grade, ; and for a distance of 2931 . New crossing will be hydrostatically-tested to 1800 psig, with all welds X-rayed and coating electronically inspected. WHEREAS,t?.e State will administer federal funds in payment of the costs incurred in the adjusting of Owner's facilities under provisions of Title 23 Code of Federal Regulations, Part 645;and, WHEREAS, the State and the City desire to accomplish the adjustment, removal or relocation of the Owner's utility facilities by entering into an agreement with the Owner and such work is shown in more detail in Owner's preliminary plans,specifications and cost estimates which are attached hereto and made a part hereof,and which are prepared in the form and manner required by Title 23 Code of Federal Regulations, Part 645 and; WHEREAS,the State, City,and Owner wish to document their agreement for the effectuation of these terms, HOW,THEREFORE, BE IT MUTUALLY AGREED: The City will pay to the Owner the costs incurred in relocating and adjusting Owner's facilities up to the amount said costs may be eligible for state and federal cost participation with the State then reimbursing the City. The Owner has determined that the method to be used in developing the relocation or adjustment costs shall be as specified for the method checked and described hereafter: ✓(I)Actual direct and related indirect costs accumulated in accordance with a work order accounting procedure prescribed by the applicable federal or state regulatory body. _(2)Actual direct and related indirect costs accumulated in accordance with an established accounting procedure developed by the Owner and approved by the State. .Y f--}Arra,reed4um"um-of-S , as-supported-by-the-detailed-itemization-of-esst4mat^/ed4�estts-/a�tttache"ereto. Flisibilit), ratio as tZp ( J tet�'t�e't's 6 j J��7V- Upon execution of this agreement by the parties hereto the City will, by written notice,authorize the Owner to proceed with the necessary adjustment,removal or relocation,and the Owner agrees to prosecute such work diligently in accordance with the plans attached hereto,to completion in such manner as will not result in avoidable interference or delay in either the State's highway construction or in the said work. Such authorization to proceed shall constitute notice on the part of the State that the utility relocation has been included in an approved program as an item of right of way acquisition,that a project agreement which includes the work has or will be executed, and that the utility relocation or adjustment will be required by the final approved project agreement and plans. If costs are developed under procedure(1)or(2)as before specified,upon satisfactory completion of the relocation or adjustment and upon receipt of a final billing from the Owner prepared in form and manner as prescribed by Title 23 Code of Federal Regulations Part 645 and after the required audit,the City will pay to the Owner the full amount of costs found eligible by said audit and the costs paid by the City pursuant to this agreement shall be full compensation to the Owner for the costs incurred in making such adjustment, removal or relocation. Bills for work contemplated herein shall be submitted to the City not later than ninety(90)days after completion of the work. The State will reimburse the City in an amount equal to eighty(80%)percent of the payment to the Owner by the City upon receipt of evidence and certificate that payment in this amount has been made to the Owner. The City agrees that if requested by the Owner, it will pay ninety(90%)percent of the total billed costs to the Owner upon receipt of Owner's final bill resulting in a ten(10%)percent retainage pending audit results. The City may elect to request its eighty(80%)percent reimbursement from the State if this option is elected. And,accordingly,upon conclusion of the audit and settlement of its findings all remaining retainage is to be promptly paid the Owner by the City and the City agrees to promptly request final reimbursement from the State. If costs are developed under procedure(3)as before specified, the City will, upon satisfactory completion of the relocation and adjustment by the Owner and upon receipt of a billing prepared in acceptable form,make payment to Owner in the agreed to amount. And as before,the City may then claim eighty(80%) reimbursement from the State. In this instance, no audit shall be required prior to paymnent. Form D-15-48 enclosed with owner's prenminary estimatz attached to this agreement, is^nproved as complying with Title 23, Code of Federal Regulations, Part 615, Sec. 645.115 and Owner is authorized, but:tct required,to contract such work. The preliminary estimate will indicate the extent to which work is to be performed under each contract. Other work shall be contracted by Owner only with approval of the State in accordance with Title 23, Code of Federal Regulations, Part 645. In the event it is determined that a substantial chance from the statement of work contained in this agreement is required, reimbursement therefor shall be limited to costs covered by a modification of this agreement or a written change or extra work order approved by the State. It is expressly understood that this agreement is subject to cancellation by the State at any time up to the date that work under this agreement has been authorized and that such cancellation will not create any liability on the part of the State. The Owner by execution of this agreement does not waive any of the rights which Owner may legally have within the limits of the law. City of Beaumont,Texas 4Beaa ON RE 1 ENDS By: d �v1eYo+ Clt 'Ma nag r eer, xasDe m nto Transportation strict ATTEST: TH E STATE OF TEXAS Certified as being executed for the purpose and effect of activating and/or carrying out the orders,established policies, or work programs heretofore approved and authorized by the Owner: ALON PETROLEUM PIPE LINE CCKdPANY Texas Transportation Commiss' �� By: By: •• — rector,Right of wav D' Randy Hi1Lt, 2� Title: Vice President ate: , Date: March 01, 2002 G moor City of Beaumont qw_ Council Agenda Item TO: City Council FROM: Stephen J. Bonczek, City Manager PREPARED BY: Kirby Richard, Central Services Director MEETING DATE: July 2, 2002 AGENDA MEMO DATE: June 26, 2002 REQUESTED ACTION: Council approval of an annual contract for the purchase of limestone base material. RECOMMENDATION Administration recommends award of an annual contract to Trinity Aggregate Distribution for purchasing limestone base material at the unit costs stated below with an estimated total annual expenditure of $85,000. BACKGROUND Bids were requested for an annual contract for limestone base material for use by the Public Works Department, Streets and Drainage Division. The material is used as a base for street repair. The Streets and Drainage Division generally obtains the material at the plantsite, though pricing was also requested for jobsite delivery by the vendor. It is estimated that approximately 7,700 tons of limestone base material will be used during the term of the contract. Ten (10) vendors were notified with four (4) responding with bids. The product bid by Trinity Aggregate Distribution has been utilized previously by the City and meets requirements set forth in the bid specifications. The contract provides for the vendor to furnish approximately 7,700 tons of limestone base material at the following fixed unit costs: Trinity Aggregate Distribution - Beaumont, Texas Limestone Base, FOB Plant - 3150 Hollywood and 1250 E. Florida $10.75 /ton Limestone Base, FOB Jobsite $13.05 /ton Annual Contract for Purchase of Limestone Base Material June 26, 2002 Page 2 Prices for the prior contract period were $10.75 per ton for plantsite pickup and $13.05 per ton for jobsite delivery. Approximately 90% of the volume utilized during the contract period was obtained by the division at the plantsite. BUDGETARY IMPACT The total estimated expenditure is $85,000 for the one (1) year contract period. Funds are available for this expenditure in the Public Works Department's operating budget. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Central Services Director, and Public Works Director. RECOMMENDED MOTION Approve/Deny award of a one (1) year contract for purchasing limestone base material to Trinity Aggregate Distribution at the following unit costs: $10.75 per ton for plantsite pickup, $13.05 per ton for jobsite delivery. Annual Contract for Purchase of Limestone Base Material .tune 26, 2002 Page 3 Bid Tabulation: Vendor Limestone FOB Jobsite FOB Jobsite FOB Jobsite FOB Jobsite Location of Plant FOB Plant Zoned Zone 2 Zone 3 Zone 4 Trinity Aggregate Dist. S10.75 S13.05 $13.05 $13.05 $13.05 3150 Hollywood, Bmt. 1250 E. Florida, Bmt. Gulf Coast Limestone $11.95 $13.99 $13.99 $13.99 $13.99 2650 Cedar, Bmt. Martin Marietta Agg. $12.50 $14.95 $14.95 $14.95 $14.95 1415 Herring (Port of Bmt.) APAC-Texas $13.75 $16.75 $16.75 $16.75 $16.75 860 Pine. Bmt.