Loading...
HomeMy WebLinkAboutPACKET DEC 14 2004 Citu of Beaumont REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS DECEMBER 14,2004 1:30 P.M. CONSENT AGENDA Approval of minutes Confirmation of committee appointments John Falgout would be appointed to the Animal Health Advisory Committee. The term would commence December 14, 2004 and expire December 13, 2006. (Mayor Evelyn M. Lord) Ingrid Holmes would be reappointed to the Animal Health Advisory Committee. The current term would expire November 15, 2006. (Mayor Evelyn M. Lord) Dan Parker would be reappointed to the Animal Health Advisory Committee. The current term would expire November 15, 2006. (Mayor Evelyn M. Lord) Cindy Meyers would be appointed to the Animal Health Advisory Committee. The term would commence December 14, 2004 and expire December 13, 2006, (Mayor Evelyn M. Lord) Ann Reynolds would be appointed to the Animal Health Advisory Committee. The term would commence December 14,2004 and expire December 13,2006. (Mayor Evelyn M. Lord) Lieutenant Mike Manning would be appointed to the Animal Health Advisory Committee. The term would commence December 14,2004 and expire December 13,2006. (Mayor Evelyn M. Lord) A) Authorize the City Manager to execute a customer support agreement for the 800 MHz Trunked Communication System B) Approve a resolution accepting maintenance of the water and sanitary sewer improvements in the Hillebrandt Office Park subdivision a it..79171 City of Beaumont Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard,Internal Services Director MEETING DATE: December 14, 2004 AGENDA MEMO DATE: December 7, 2004 REQUESTED ACTION: Council authorize the City Manager to execute a customer support agreement for the 800 MHz Trunked Communication System. RECOMMENDATION Administration recommends authorizing the City Manager to execute a one(1)year support agreement with Motorola, Inc. in the amount of$32,259. BACKGROUND In 2000,the City purchased an 800 MHz Trunked Communication System from Motorola,Inc. The initial purchase consisted of an infrastructure to support the City's communication network and more then 400 mobile and portable radios for the Police Department. Since the initial purchase,the City has increased the number of subscriber units to 270 mobiles,425 portables, and 15 control stations. The Clean Community Department along with the Water Utilities, Fleet Management, Animal Control Divisions, and some Fire Department personnel have been added to the communication system. The customer support plan provides for the following services: Technical Support Service-offers technical assistance to the Motorola local service provider and City technicians. This service is available 7 days a week,24 hours a day for Severity Level l events. A Severity Level 1 event occurs when a system failure causes the trunking function to cease, resulting in limited or restricted communications. This service covers the Smartnet site, system repeaters, consoles, and conventional stations. Infrastructure Repair with Advanced Replacement Service - provides for overnight electronic board and component delivery for malfunctioning units. Malfunctioning boards are tested,analyzed, repaired, and returned to either be reinstalled or used as inventory. Onsite Infrastructure Response Service - is provided by Motorola's local service provider with response time within 4 hours or less for Severity Level 1 events. 800 MHz Trunked Communication System Customer Support Agreement December 7,2004 Page 2 This plan offers the critical services that the City needs to maintain the 800 MHz communication system at an adequate and responsible level. It does not include maintenance of the subscriber radios. They are maintained by City staff or are sent to Motorola for repair. BUDGETARY IMPACT The annual service agreement cost of$32,259 will be paid in quarterly increments. Funds are available from the following sources: FUND AMOUNT Police Confiscated Goods Fund $21,129.65 Water Utilities Fund $7,1 93.76 Clean Community Fund $3,354.94 General Fund $580.65 PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager and Internal Services Director ti ..79ij City of Beaumont AMMEEZEEREMK Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Joris P. Colbert, City Engineer MEETING DATE: December 14, 2004 AGENDA MEMO DATE: December 6, 2004 REQUESTED ACTION: Council consider a resolution accepting maintenance of the water and sanitary sewer improvements in the Hillebrandt Office Park subdivision. RECOMMENDATION Administration recommends approval of the water and sanitary sewer improvements for Lots 1 - 11 in the Hillebrandt Office Park subdivision. The proposed loop section of Bayoubrandt Drive will be a private road approximately 793 linear feet off the existing private non exclusive ingress and egress roadway. The new section will loop east to the non exclusive ingress and egress commercial center driveway. BACKGROUND The aforementioned improvements in the subdivision passed final inspection from the Water Utilities Division on October 11, 2004. BUDGETARY IMPACT None. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager, Public Works Director and City Engineer. EngHillebrandtAgenda.wpd December 6,2004 �.r G 0 S oO� 1 � � 1 PROJECT o° LOCATION VICINITY MAP HILLEBRANDT OFFICE PARK, SUBDIVISION I UW1 City of Beaumont REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS DECEMBER 14,2004 1:30 P.M. AGENDA CALL TO ORDER Invocation Pledge Roll Call Presentations and Recognition Public Comment: Persons may speak on scheduled agenda items 1-2/Consent Agenda Consent Agenda GENERAL BUSINESS I Consider a one-year renewal contract with Carolyn C. Chaney&Associates, Inc. to act as the City of Beaumont's Washington Assistant WORKSESSION Review and discuss a proposal to purchase a new phone system 2. Consider approving a contract for the purchase of a new phone system for various City departments COMMENTS Councilmembers/City Manager comment on various matters Public Comment(Persons are limited to 3 minutes) EXECUTIVE SESSION Consider matters related to contemplated or pending litigation in accordance with Section 551.071 of the Government Code: Penni Simonson, et al v City of Beaumont Lester Juneau, 11, et al v. City of Beaumont Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact Pat Buehrle at 880-3725 a day prior to the meeting. 1 December 14, 2004 Consider a one-year renewal contract with Carolyn C. Chaney&Associates, Inc. to act as the City of Beaumont's Washington Assistant ��K City of Beaumont afte"11 j17Ej_,!j L Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager MEETING DATE: December 14, 2004 AGENDA MEMO DATE: December 10, 2004 REQUESTED ACTION: Consider a one-year renewal contract with Carolyn C. Chaney& Associates, Inc. to act as the City of Beaumont's Washington Assistant. RECOMMENDATION Administration recommends approval of a one-year renewal contract with Carolyn C. Chaney & Associates,Inc. in the amount of$56,317.80. The contract will also include a maximum of$4,000 for reimbursable expenses. The contract is six percent higher than the amount approved in the 2004 contract;however,it will be the first increase since 1999. The new contract will be effective January 1, 2005. BACKGROUND On a yearly basis since 1980, the City has contracted with an organization to provide legislative services on the federal level. Ms. Chaney, as the City Washington Assistant, is responsible for reviewing federal executive proposals, legislation under consideration and proposed and adopted administrative rules and regulations which could impact the City of Beaumont's policies or programs. BUDGETARY IMPACT Funds are budgeted for this expenditure in the FY2005 Budget. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager. CARD YN Co CHANEY & AsSOCIATES, INC. LOCAL GOVERNMENT CONSULTANTS November 29, 2004 Mr. Kyle Hayes City Manager P.O. Box 3827 Beaumont, TX 77704 Dear Kyle: Please consider this a formal request to renew for one year the contract between the City and Carolyn C. Chaney & Associates, Inc. for federal.lobbying and information services. Enclosed is a copy of a contract for your review, which proposes a six percent increase in compensation, our first such increase since 1999. No other changes to the contract are proposed. As has been the case in recent years, Congress was unable to complete action on a number of items—most notably annual appropriations bills and a transportation reauthorization bill—before the November elections. However, Congress did manage to approve a FY 2005 budget during a post-election session, and we were pleased that $200,000 in HUD funds for the City's Downtown Improvement Program was secured. Next year, we are hopeful that the $6 million in Beaumont road improvements as recommended by the House this year in the stalled TEA-21 reauthorization bill will ultimately be approved. In addition to the items mentioned above, Congress is also expected to consider major changes to telecommunications law that could have a chilling effect on local authority to collect reasonable compensation for the use and maintenance of public rights-of-way. And we are looking forward to developing a relationship with Rep.-Elect Ted Yoe and his office that will be beneficiai to both him and die City. We are very appreciative of your guidance and support over the years, and it has always been a pleasure and honor to serve the City of Beaumont. If you have any questions about the contract, or any other issues, please feel free to contact me at your convenience. Sincerely, Carolyn C. Chaney Washington Assistant 1212 NEW YORK AVENUE, NW • SUITE 250 • WASHINGTON,DC 20005-3953 TELEPHONE 202/842-4930 • FAx 202/842-5051 www.capitaledge.com/chaney.html AGREEMENT BETWEEN THE CITY OF BEAUMONT,TEXAS AND CAROLYN C. CHANEY&ASSOCIATES, INC. 1212 NEW YORK AVENUE,NW- SUITE 250 WASHINGTON, D.C. 20005-3953 Pursuant to this agreement, the City of Beaumont, Texas (hereinafter sometimes referred to as the "City") and Carolyn C. Chaney & Associates, Inc. (hereinafter sometimes referred to as "Consultant") agree to assume the following obligations. L Obligations of Consultant A. Consultant will organize and operate a unit to act as a Washington office for the Cit=y and will be the assigned member of its staff. Consultant will be responsible for obtaining and furnishing requisite staff,office space,utilities,furnishings,and equipment, common-use office supplies and services, and general administrative support according to the level of service specified in Paragraph IV; B. Consultant will confer with the City Manager and such other City personnel as the City Manager may designate at the times and places mutually agreed to by the City Manager on all organizational planning and program activities which have a bearing on the ability of the City to make the best use of federal aid programs; and will act as Washington Assistant to the City of Beaumont, Texas; C. As Washington Assistant the Consultant will review federal executive proposals, legislation under consideration,proposed and adopted administrative rules and regulations and other Washington developments for the purpose of advising the City on her own initiative of those items which may have a bearing on Civi policy or programs; D. More specifically, as Washington Assistant the Consultant will advise and consult on behalf of the City with the White House and any other Federal agencies,departments and commissions as may be necessary to the performance of full Washington service to the City Manager and the City. Additionally, the Consultant will act as liaison with the U.S. Conference of City Managers and the National League of Cities, and will furnish legislative and administrative analyses of issues as requested; E. As Washington Assistant the Consultant will secure and furnish such detailed information as may be available on federal programs in which the City indicates an interest; 1 F. As Washington Assistant the Consultant will review and continent on proposals of the City which are being prepared for submission to federal agencies when requested to do so by the City Manager or his designees; G. As Washington Assistant the Consultant will maintain liaison with the City's Congressional delegation and will assist the delegation in any matter which the City determines to be in its best interest in the same manner as any other member of the City's administrative staff might render assistance; H. As Washington Assistant the Consultant will counsel with the City regarding appearances by City personnel before Congressional committees and administrative agencies and will arrange for appointments and accommodations for City personnel as necessary; I. As Washington Assistant the Consultant will contact federal agencies on the City's behalf when City applications are under consideration by such agencies and counsel the City to take whatever steps appear to be required to obtain the most favorable consideration of such applications; J. As Washington Assistant the Consultant will advise and consult with or otherwise make assistance available to such representatives of the private sector who are engaged in economic development activities as determined by the City Manager to be in the best interests of the City; K. In fulfilling her responsibilities under this Agreement, the Washington Assistant will act in the name of the City of Beaumont, Texas under the supervision of the City Manager. Any change in the person of the Washington Assistant from the person representing the City as of the effective date of this agreement must be approved by the City Manager. H. Obligations of the CityofBeaumon4 Texas A. To advise the Consultant of the name or names of persons other than the City Manager authorized to request service and the person or persons to be kept advised by the Washington Assistant; B. To supply the Consultant with a summary of all federal programs in which the City is participating and advise the Consultant of any new applications filed, together with pertinent details as to the substance of such applications; 2 C. To supply the Consultant with copies of budgets, planning documents, and regular reports of the City Manager and departments,Council agenda and proceedings,newspapers and other materials which will assist the Consultant in keeping current on City policies and programs; D. To reimburse the Consultant for(1) all travel expenses incurred pursuant to Paragraph I,Subparagraphs D and G; (2) expenses for attendance at any other meetings attended by the Washington Assistant outside Washington,DC, at the request of the City; E. To reimburse the Consultant for other expenses which are incurred within Washington, DC on behalf of the City in carrying out the provisions of this Agreement and as approved by the City Manager subject to the provisions of Paragraph IV; F. To bear long distance telephone, photocopying, executive expenses and postage expenses. III. The City of Beaumont, Texas and the Consultant concur that the following exclusions shall apply to this Agreement- A. The G)multa?&: 1. Will not represent commercial or industrial establishments of the City in pursuit of federal business except in accordance with the provisions of Paragraph I,Subparagraph J, above; 2. Will not, by virtue of this Agreement, represent other local government agencies in Beaumont, Texas except those which are instrumentalities or agencies of the City of Beaumont, Texas; 3. Will not perform any legal, engineering, accounting or other similar professional service; 4. Will not directly or indirectly participate in or intervene in any political campaign on behalf of or in opposition to any candidate for public office in or representing the City. 3 IV. Compensation The cost of service will be $56,317.80 for twelve months,payable in advance, in equal monthly installments of $4,693.15 commencing on the first day of January, 2005. In addition, a maximum of $4,000.00 for reimbursable expenses incurred pursuant to Paragraph II,Subparagraphs D,E, and F. V. Termination Either party may terminate this Agreement at anytime by giving the other at least sixty (60) days notice in writing of such termination. IN WITNESS WHEREOF: ATTEST DATE i � � a� rolyn C. Chaney,Wasllingtor6Tsistant Kyle Hayes, City Manager 4 2 December 14, 2004 Consider approving a contract for the purchase of a new phone system for various City departments City Of Beaumont U73-J Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Kirby Richard, Internal Services Director MEETING DATE: December 14, 2004 AGENDA MEMO DATE: December 10, 2004 REQUESTED ACTION: Council consider award of a contract for a communications system. RECOMMENDATION Administration recommends the award of a contract to SBC Communications for the purchase of a networked voice communication system. The total cost including a one (1) year warranty and an additional five(5)year maintenance contract is $344,560.40. BACKGROUND The City's main telephone communication system has become unreliable and replacement is recommended. Three separate failures since October have resulted in the loss of phone service to the Police Station, City Hall and the Health Department. The system is outdated and new replacement circuit boards are no longer manufactured or available. During the past seven years, newly manufactured parts have not been available but there has always been an adequate supply of refurbished parts. Parts availability has become extremely limited, forcing the City to seek funding for replacing the system. Staff contacted authorized vendors from the State's Department of Information Resources (DIR) for quotations and recommendations for a networked digital communication system. DIR is an authorized state agency that provides contracted telecommunication service providers to government entities,thus eliminating the bidding process. Initial proposals and prices received from four vendors resulted in only two of them having the capability to provide a system the size and configuration required to meet the City's needs. After reviewing both companies, SBC Communications, in conjunction with Nortel Networks, was selected to provide a detailed proposed system. Purchase of Communication System December 10, 2004 Page 2 A digital networked system is recommended for the replacement of the current Centel analog Private Branch Exchange(PBX)located in City Hall,the Health Department,the Police Station,and the Fire Department. The Centel system, purchased in 1988, included all phone equipment and a PBX at a cost of$415,184. According to the analysis prepared at the time ofthis purchase,the Centel system's life expectancy was seven(7)to ten(10)years. Although, this system has remained operational, it has far exceeded its life expectancy. In addition to limited parts availability, it has reached its maximum growth and cannot be upgraded to current technology standards. The system is no longer supported and programming changes must be made onsite. There is limited networking among city locations and no uniform dialing plan. The phone system is limited as users do not have voice mail or caller identification. Prior to 1988, the City leased phone service and equipment from Southwestern Bell Telephone Company. The leased Centrex system included all phone equipment, lines and service, and the use of Southwestern Bell's telephone switch or PBX located at the telephone company's site. A consultant hired by the City determined that it was more cost effective to purchase a PBX than lease the system through Southwestern Bell Telephone. SBC's proposed system will provide substantial growth flexibility, a centralized voice mail system, detailed call accounting, internal programing and failsafe redundancy. Programming changes can be made remotely by Communication personnel using a standard personal computer. Detailed call accounting is capable of tracking calls by department or by individual extensions. Analog lines incorporated in the system provide a failsafe mode in the event there is a system failure. The proposed integrated system will network Fire Headquarters,Police,Health and City Hall. City Hall will house the Call Pilot Centralized Voice Processing System and the Optivity Telephony Manager (OTM). The OTM provides management tools and call accounting for tracking inbound/outbound call traffic. The Call Pilot capacity is 2,000 users and up to 1,200 hours of voice mail. The system includes caller identification, voice mail, call accounting, unified messaging, 500 digital multi-line telephones and all related software. The unified messaging component allows users to fax and receive faxes via their email inbox and retrieve voice mail via their email inbox. The initial purchase will replace the main communication system and provide new phone equipment and service to all personnel located in City Hall, Fire Headquarters, Police Department and the Health Department. As funding becomes available, remote sites may be added providing them with the same features and technology. Currently,remote sites have their own telephone switch which are maintained by the Communication's Division staff. The cost for the addition of a site will be offset by the reduced monthly telephone line charges. For example,the addition ofthe Streets and Drainage Division offices will cost approximately $16,993. This price includes all connectivity to the main system and twenty-two(22)telephone units. The monthly recurring charges for lines will be reduced from the current cost of$493 per month to $220 per month, a savings of$273 per month. Purchase of Communication System December 10, 2004 Page 3 Sites within 2,500 feet of the City Hall hub, such as the Civic Center and Main Library, could be connected at no additional cost other than the purchase of phone equipment. Two phone units selected for use with this system will be purchased at a cost of$208.80 each for a two-line set and $342.56 each for a multi-line set. As additional sites are added,more savings should be realized from lower monthly line charges. For comparison, Staff requested quotes from SBC for the Plexar system which is similar in operation to the previously leased Centrex system. The telephone switch or PBX is based at the SBC Communications site and calls are processed through their system. This system can only be leased and the monthly line cost exceeds the cost of lines required for the proposed system by approximately $80,000 a year. Additionally, switching equipment at each of the four sites and telephone sets would have to be purchased. SBC does not recommend Plexar for a communication system as large as the City's due to its cost and limitations. For example,there are additional monthly charges for the voice mail feature and programming changes have to scheduled through SBC. As employees move to other departments or leave the City, changes could not be made in-house. The total cost of the proposed SBC Nortel Networks communication system is$453,821.59 This price reflects substantial year-end discounts from Nortel Networks ifthe order is placed by December 17, 2004. In addition, proceeds from a legal settlement with SBC provide for an additional 30% discount from the total cost. The price includes all equipment, software, installation, training and a one (1) year warranty. An additional maintenance contract for a period of five (5) years in the amount of$38,407.56 is recommended. The 30% discount will also be applied to this cost. All purchases made through SBC Communications until the expiration date of December 9,2005 qualify for the 30'% discount. BUDGETARY IMPACT The total net cost of the communication system and the additional five(5) year warranty after the lawsuit settlement discount of 30%is$344,560.40. Funds are available in the Capital Reserve Fund for this expenditure. PREVIOUS ACTION None. SUBSEQUENT ACTION None. RECOMMENDED BY City Manager and Internal Services Director.