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HomeMy WebLinkAboutPACKET MAY 11 1999 CITY OF BEAUMONT REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS May 11, 1999 1:30 P.M. CONSENT AGENDA * Approval of minutes -*—.`C-onfi tinn of_,corr mittee appointments A) Approve the payment of an invoice for emergency repairs to an excavator used y at the City's landfill 1 B) f Approve adding two firms to the City's approved list of broker/dealers 9q.14,& C) Authorize a pledge of collateral by Hibernia National Bank 99 D) , Approve a lease agreement for the placement of fiber optic cable E) Approve the acquisition of property for the Major Drive Project F) / Approve the settlement of a claim • Consent Agenda Summary May 11, 1999 • Approval of minutes • Confirmation of committee appointments A) Approve the payment of an invoice for emergency repairs to an excavator used at the City's landfill A payment of $24,100.19 would be made to CLM Equipment Company, Inc. The unit was damaged by fire on February 4, 1999 while in use at the landfill and the damage necessitated repairs from the local authorized service center. The excavator is one of two used at the landfill to excavate and move ground cover. A copy of the staff memorandum is attached. B) Approve adding two firms to the City's approved list of broker/dealers Duncan-Williams, Inc. and Everen Securities, Inc. would be added to the City's approved list of broker/dealers. Both firms meet all the requirements of the City's Investment Policy. They are 0 regional dealers who are registered with the Texas Securities Commission, NASD certified and come under the SEC regulation and their Uniform Net Capital Rule. The City's current list of authorized broker/dealers includes Chase Securities and Prudential Securities. The addition of the two firms will further ensure that the City is receiving the highest possible yield for its investments. A copy of the staff memorandum is attached for your review. C) Authorize a pledge of collateral by Hibernia National Bank The sale of the Beaumont branches of Chase Bank of Texas to Hibernia National Bank will take place on May 20, 1999. Hibernia National Bank would pledge a security with the Federal Reserve Bank, Atlanta, effective May 20, 1999 which would be sufficient to collateralize the principal held by the City along with any accrued but unpaid interest as required. A copy of the staff memorandum is attached for your review. D) Approve a lease agreement for the placement of fiber optic cable The lease agreement would be with Level 3 Communications. Several other long distance companies currently have agreements in force with the City, and the proposed agreement is in the same format. Level 3 Communications will pay the City an initial agreement fee of$500 and an annual fee of$1.20 per linear foot per year. A copy of the staff memorandum is attached for your review. 0 E) Approve the acquisition of property for the Major Drive Project Property located at the northwest corner of the intersection of Major Drive and Walden Road (0.138 acre out of Lots 17 and 18, Block 3 of the South Amelia Addition) would be purchased from Mr. and Mrs. Eugene R. Heartfield in the amount of$12,000. The property was appraised by Bishop Real Estate Appraisers, Inc. A copy of the staff memorandum is attached for your review. F) Approve the settlement of a claim The claim of Lola Seastrunk would be settled in the amount of $17,500. This matter was discussed in an Executive Session on May 4, 1999. i A • "�'~" INTER-OFFICE MEMORANDUM .l�.J! 0L City of Beaumont,Texas Central Services Department Date:April 29, 1999 To: Ray A. Riley, City Manager From: Kirby Richard, Central Services Director Subject: Repairs to Kobelco Excavator COMMENTS Authorization is requested for payment of an invoice to CLM Equipment Company,Inc. for emergency repairs to Unit 5 100, a 1990 Kobelco excavator. The unit was damaged by fire on February 4, 1999, while in use at the City's Landfill. The excavator is one of two used at the landfill to excavate and move ground cover. State of Texas statutes provide for an exemption to competitive bidding if the procurement is necessary because of unforseen damage to public machinery and equipment. Extensive damage to the unit necessitated repairs from the local authorized service center,CLM Equipment Company, Inc. The total cost of repairs is$24,100.19. Repairs include replacement of the engine short block and rebuilding the cylinder heads. Funds for this expenditure are available in the Fleet Maintenance budget. INTER-OFFICE MEMORANDUM B umoftw .ter.. City of Beaumont,Texas Finance Date: May 5, 1999 To: Ray Riley, City Manager From: Beverly P. Hodges, Finance Officer. Subject: Approved list- Broker/Dealers COMMENTS Request a resolution adding Duncan-Williams, Inc. and Everen Securities, Inc. to the City's approved list of broker/dealers. Duncan-Williams, Inc. is headquartered in Memphis, Tennessee and is a female owned firm chaired by Ms. Carolyn Williams. Mr. Tony D. Sekaly will serve as the firm's representative. His office is located at 9801 Westheimer, Suite 211, Houston, Texas. Mr. Sekaly is active in the Government Finance Officer's Association and specializes in working with cities, counties and . school districts. He currently has a client base which includes the City of Houston as well as several other Texas Cities. Everen Securities, Inc. is headquartered in Chicago, Illinois. Mr. Michael E. Swan and Mr. Howard N. Herring will serve as the firm's representatives. Their office is located at 620 Newport Center Drive, Suite 1300, Newport Beach, California. They have been active in the Municipal Treasurers Association as well as the Government Treasurers Organization of Texas for more than ten years and have many years of experience in assisting municipal governments with their various investment needs. They currently do business with many Texas cities including Austin, Fort Worth and Houston. Both firms meet all the requirements of the City's Investment Policy. They are regional dealers who are registered with the Texas Securities Commission, NASD certified and come under the SEC regulation and their Uniform Net Capital Rule. They have also both signed the required certification form which states that the representatives have received and reviewed the City's policy and have implemented reasonable controls to ensure that unauthorized investment transactions do not occur. The City's current list of authorized broker/dealers includes Chase Securities and Prudential Securities. Policy requires the City's investment officers to receive at least 2 offers or bids on all investment securities that are purchased or sold to verify that the City is receiving a fair market value or price. The addition of Duncan-Williams and Everen Securities to the City's approved list of broker/dealers will further ensure that the City is receiving the highest possible yield for it's investments. C DOMINTER-OFFICE MEMORANDUM Finance City of Beaumont, Texas Date: May 5, 1999 To: Ray Riley, City Manager -� From: Beverly g P. Hodges, Finance Officer Subject: Pledge of Collateral COMMENTS The sale of the Beaumont branches of Chase Bank of Texas to Hibernia National Bank will take place on May 20, 1999. Although the City's current depository contract will convert to Hibernia with all fees remaining the same, the Surety Bond which Chase currently has pledged as collateral on City funds will not transfer. Hibernia National Bank would like to pledge the following security which will be held at the Federal Reserve Bank, Atlanta , effective May 20, 1999: Receipt# Description Current Value Market Value 31294JV47 FHLMC, 6.5% due 3/1/14 $5,100,000.00 $5,080,411.41 The City of Beaumont maintained uncollected ledger balances at Chase Bank of Texas, N.A. in the amount of$4,841,628.68 on May 4, 1999. All balances will transfer to Hibernia on May 20, 1999. The above pledged security plus FDIC coverage is sufficient to collateralize the principal along with any accrued but unpaid interest as required. D CITY OF BEAUMONT •••••• PUBLIC WORKS INTEROFFICE MEMORANDUM DATE: May 4, 1999 TO: Ray A. Riley, City Manager FROM: Tom Warner, Director of Public Works SUBJECT: COUNCIL ITINERARY- LEASE AGREEMENT COMMENTS The City of Beaumont has been requested by Level 3 Communications to enter into a lease agreement for the placement of fiber optic cable. Several other long distance companies currently have agreements in force with the City, and the proposed agreement is in the same format. Level 3 Communications will pay the City an initial agreement fee of $500.00 and an annual fee of$1.20 per linear foot per year. The Public Works Department has reviewed the proposed agreement and recommends that City Council authorize the City Manager to execute the agreement. A copy of the proposed agreement in substantial form is enclosed. I cm`. Tom Warner Attachment 0 PUBLIC RIGHT-OF-WAY USE AGREEMENT THE STATE OF TEXAS § COUNTY OF JEFFERSON § WHEREAS,Level 3 Communications,LLC desires to use certain public right-of-way within the City of Beaumont for the purposes set forth below; and, WHEREAS, it is the position of the City of Beaumont that Level 3 Communications, LLC must obtain a license in order to use the public right-of-way; and, WHEREAS, the City Council of the City of Beaumont has determined that it is appropriate to make the following agreement with Level 3 Communications, LLC; and, NOW, THEREFOR; The City of Beaumont, hereinafter called "City" for and in consideration of the receipt of good and valuable consideration, as set out more fully herein, hereby agrees with Level 3 Communications, LLC that Level 3 Communications, LLC may lay, maintain, operate, replace or remove a fiber optic communication system (the"system") for the transportation of long distance communications in,on,under or across the streets, alleyways and easements set forth in Exhibit"A" and situated in the City of Beaumont, Jefferson County, Texas, as more specifically set out herein and subject to the following conditions: (a) The system shall be installed in such a manner as has been approved by the City Engineer and/or the Texas Department of Transportation, if applicable, so that the finished installation shall, in no way, interfere with the use of the public streets and alleys by the public. Permits shall be obtained by Level 3 Communications, LLC or Level 3 Communications, LLC contractor from the Public Works Department of the City prior to any installation, maintenance or removal requiring excavation. 1 (b) The system shall be buried at a depth of no less than thirty(30) inches unless otherwise authorized by the City Engineer and/or the Texas Department of Transportation, if applicable. The system is to be installed a minimum of thirty-six inches (36")below the existing flow line of the adjacent drainage ditch,when crossing or placed in said ditch. Level 3 Communications, LLC will notify the Public Works Department of the City of Beaumont prior to installation of the system under this agreement, and shall obtain City permits at a cost not to exceed a one-time charge of Ten Dollars ($10) plus Five Dollars ($5) for each day of construction. (c) The installation and operation of the system shall not interfere with the natural drainage in that area nor with the drainage system of the City, nor with sanitary sewer lines, water lines, or other facilities. (d) All excavations within the right-of-way shall be backfilled in accordance with City Standards. All surplus material shall be removed from the right-of-way. (e) Excavations necessary for the installation, repair or maintenance of the system shall be performed in such a manner as will cause the least inconvenience to the public and Level 3 Communications, LLC shall promptly restore to as good a condition as before and to the reasonable satisfaction of the City Engineer and/or the Texas Department of Transportation, all streets, alleys, or easements, excavated by it. (f) The system will be installed in accordance with the drawings approved by the City and to the specifications which set out the specific location, depth, method of construction, etc., of the installation. (g) Construction along roadways shall be performed in such a manner that excavated materials shall create the minimum hazard and obstruction. All property where operations are performed will be restored to original condition or better. The cost of any repairs to road surface, roadbed, structures or other right-of-way features as a result of this installation will be borne by the owner of the system. (h) Any installation which takes place in, on, under, above, or across property which is not owned by the City or not a City easement or right-of-way shall require additional permission by the owner(s) of the property involved. Approval of this license agreement excludes permission to do any installation on property which is not owned by the City of Beaumont. (i) Barricades,warning signs, lights, and flagmen will be provided and installed in accordance with the Texas Manual of Uniform Traffic Control Devices 2 (current edition)by Level 3 Communications, LLC contractor when, in the opinion of the City Engineers, such is necessary for the safe installation of the system. Level 3 Communications, LLC or its contractor will provide supervision of the work which is knowledgeable in the standards referred to above. Nothing herein is to be construed as prohibiting the use by Level 3 Communications, LLC or its contractor of additional barricades, warning signs and lights or flagmen as be necessary. In the event Level 3 Communications,LLC or its contractor does not comply with the barricading standards,the City Engineer may order Level 3 Communications, LLC and its contractor to stop work; but only until compliance is achieved. (j) City reserves the rigbt to lay and to permit to be laid sewer, gas, water and other pipes and cables, and to do or permit to be done any municipal underground work that may be deemed to be necessary or proper by City in, across, along,or under any of the streets, alleys and easements, and to change any curb or sidewalk or the grade of any of said streets. In doing or permitting any such work, the City of Beaumont shall not be liable to Level 3 Communications,LLC for any damage occasioned;it being understood that nothing herein shall be construed as foreclosing Level 3 Communications, LLC rights to recover damages against any contractor or third party who may be responsible for damages to Level 3 Communications, LLC facilities. (k) If the City requires Level 3 Communications, LLC to remove, alter, change, adapt, or conform its facilities because of changes in the grade of a street or in the location or manner of constructing a water pipe, sewer pipe, or other underground or aboveground structure owned by the City, on alternative right-of-way provided by the City,Level 3 Communications,LLC shall make the alterations or changes as soon as practicable when ordered in writing by the City,without claim for reimbursement or damages against the City at no additional charge to Level 3 Communications, LLC. If these requirements impose a financial hardship on Level 3 Communications, LLC, Level 3 Communications, LLC shall have the right to present alternative proposals for the City's consideration. If the City requires Level 3 Communications, LLC to remove, alter, change, adapt or conform its facilities to enable any other corporation or person, except the City, to use, or to use with greater convenience, any public right-of-way, Level 3 Communications, LLC shall not be required to make any such changes until such other corporation or person shall have undertaken, with solvent bond, to reimburse Level 3 Communications,LLC for any loss and expense which will be caused by or arise out of such removal, alteration, change, adaptation or conformance of Level 3 Communications, LLC facilities; provided, however, the City shall never be liable for such reimbursements. 3 • (1) Level 3 Communications, LLC shall indemnify, save and hold harmless the City of Beaumont from any and all claims for injuries and damages to persons or property occasioned by or arising out of the installation, maintenance, operation, repair or removal of the system by Level 3 Communications,LLC,except to the extent arising from the sole negligence, or wanton conduct or gross negligence of the City of Beaumont, its employees or agents. (m) If the system or any part thereof installed by Level 3 Communications, LLC shall be in any respect damaged or injured by the City or any public entity in connection with any construction or maintenance of any public facility, Level 3 Communications, LLC shall not be entitled to prosecute or maintain a claim against the City or such public agency unless such damage is occasioned by Level 3 Communications, LLC or wanton conduct or gross negligence. However, nothing contained in this paragraph shall prevent Level 3 Communications, LLC from prosecuting or maintaining a claim against a private contractor employed by the City or such entity. (n) Recovery by Level 3 Communications, LLC for damages that occur to Level 3 Communications, LLC facilities, as a result of an adjoining residential homeowner's attempt to construct improvements to his frontage shall be limited to actual damages only and no loss of revenue as damages. iAny additional cost shall be borne by Level 3 Communications, LLC. (o) The system shall be maintained and operated in such a manner as to cause no damage to public facilities. Damage to public facilities occasioned by such maintenance and operation shall be at Level 3 Communications, LLC expense. Such damages shall be limited to actual damages and no loss of revenue damages. (p) Level 3 Communications, LLC contractors shall furnish the City with a certificate of insurance issued by an insurer acceptable to the City showing that the permittee has in force, and will maintain in force during the construction of the system, liability insurance of not less than$1,000,000 for any one accident and property damage insurance of not less than$1,000,000, or to applicable City insurance requirements,at the time of such construction. Such insurance shall be maintained in force during the life of the project and no modifications or change of insurance coverage and provisions shall be made without ten (10) days written advance notice to the City. 4 (q) Level 3 Communications,LLC shall make payment to the City of Beaumont as follows: • initial agreement fee of $500, payable upon execution of this agreement; • annual fee of$1.20 per linear foot in the City right-of-way which sums shall be payable January 1, 1999 and each year thereafter. Said parties shall confer and negotiate in good faith on a new rate on or before January 31, 2001, to become effective January 1, 2002 and shall confer and negotiate on a rate in the year 2011 and every ten (10) years thereafter. • inspection, engineering and other costs during the period of initial construction in the amount of $2000.00, payable upon receipt of invoice. (r) Actual expenses of inspection incurred by the City in connection with maintenance of the system by Level 3 Communications, LLC (except as provided in Paragraph k) shall be reimbursed to City by Level 3 Communications, LLC upon written request therefor, which shall include evidence of such costs. s Level 3 Communications, LLC agrees that it shall mark the location of its system within forty-eight(48)hours after receipt of notification of proposed construction. Level 3 Communications, LLC maintain a toll-free telephone number to be called for location of the system. Should Level 3 Communications,LLC fail to locate the system for the City within forty-eight (48) hours of request duly acknowledged, Level 3 Communications, LLC shall pay a late charge of Five Hundred Dollars($500)per day. In the event of a dispute concerning notice,Level 3 Communications, LLC audio tape of telephone messages shall provide proof of notification which tapes will be made available upon request. Alternatively,notice may be shown by delivery of a certified letter to Level 3 Communications, LLC . (t) Level 3 Communications,LLC, at no cost to the City, shall keep in the City and make available upon request, complete "as built" drawings clearly showing locations and depth of all facilities. Such drawings shall be provided by the City within sixty (60) days after completion of the project. The City shall give Level 3 Communications, LLC written notice of any violation of this agreement. If Level 3 Communications,LLC fails to correct such violation within sixty(60) days 5 of such notice, this agreement shall be immediately terminated upon said sixtieth day. Any notice to be given party iven hereunder b either art to the other may be effected either by personal delivery in writing or by registered or certified mail,postage prepaid with return receipt requested. Mail notices shall be addressed to the addresses of the parties as follows: City of Beaumont Level 3 Communications, LLC PO Box 3827 14023 Denver West Parkway Beaumont, Texas 77704 2nd Floor Golden, Colorado 80401 NOTICE PURSUANT TO PARAGRAPH"S" SHALL BE GIVEN AS FOLLOW: Toll-free Telephone Number: The above-stated addresses may be changed to such addresses as the parties may from time to time designate by written notice. Commencement of work on the fiber optic system by Level 3 Communications, LLC after the date of this agreement shall be construed as evidence of Level 3 Communications, LLC acceptance and approval of the conditions above set forth. This agreement shall be governed by and construed in accordance with the laws of the State of Texas. This agreement embodies the entire agreement between the parties hereto and supersedes all prior agreements and understandings, if any, relating to the matters addressed herein. This agreement may be amended or supplemented only by a written instrument executed by both parties. 6 IN WITNESS WHEREOF, the City of Beaumont, Texas, has caused these presents to be signed b its City Manager and the seal of the City to be herewith affixed by the City Clerk, this � Y Y g day of THE CITY OF BEAUMONT By: Ray A. Riley, City Manager ATTEST: City Clerk Level 3 Communications, LLC By: Title: ATTEST: 7 EXHIBIT "A" • LEVEL 3 COMMUNICATIONS, LLC STREET SEGMENTS LINEAR FEET Eleventh(U.P.R.R. Crossing to South) 2,234 South Street (Eleventh to Ewing) 6,896 Ewing (South to Gladys) 4,078 Gladys (Ewing to Magnolia) 1,396 Magnolia(Gladys to IH-10) 593 15,197 STREET CROSSING ONLY LINEAR FEET Keith 60 Todd 50 Coburn 60 Pinchback 50 Langham _ 0 280 TOTAL 15,477 8 E "�' I INTER-OFFICE MEMORANDUM • �--1 City of Beaumont,Texas Engineering Division Date: May 6, 1999 To: Ray A. Riley,City Manager From: Tom Warner,Director of Public Works Subject: AGENDA ITINERARY- COUNCIL ACTION REQUESTED PROPERTY ACQUISITION FOR FM 364/MAJOR DRIVE PROJECT,PHASE H COMMENTS The City of Beaumont, in cooperation with the Texas Department of Transportation, is planning improvements to FM 364/Major Drive from Highway 105 to State Highway 124. Construction is complete from College to Highway 105. This demonstration project is included in the City's CIP and requires the City to furnish clear right-of-way to the State and to adjust utilities where necessary. Construction on Phase I of the remaining project is underway and consists of property between College Street and Humble Road. Phase II,totaling 23 parcels, is from Humble Road to Interstate Highway 10. Six parcels have been acquired and one owner has accepted the appraised value. Phase III,totaling 4 parcels,is from Interstate Highway 10 to State Highway 124. Two parcels have been acquired. The owners of the parcel in Phase II listed below have agreed to accept the appraised value for their property. A plat of the property is attached. Parcel 20: 0.138 acre out of Lots 17 and 18,Block 3 of the South Amelia Addition (Northwest corner of the intersection of FM 364(Major Drive)and Walden Road Appraised Value: $12,000.00 Less Improvements Retained: 0.00 Total Compensation: $12,000.00 Appraiser: Bishop Real Estate Appraisers,Inc. Owners: Mr. and Mrs. Eugene R.Heartfield It is requested that a resolution be passed authorizing the acquisition of Parcel 20 from Mr. and Mrs. Eugene R. Heartfield for the FM 364/Major Drive Project for the appraised value. Tom Warner )pG` TW:JPC:ml Attachment HEARTFIELD@ SUBJECT FM 364/MAJOR DRIVE w WHY PROJECT, PHA3E II A 364 Sti 0 PROPERTY ACOU131TION 3 PARCEL NO. 20 ° ° Y ty. O ° ALDEN Q 0.138 ACRE OUT OF LOTS 17 & 18 J p z BLOCK 3, OF THE p� GLE SOUTH AMELIA ADDITION D❑RAL ERI 3 OWNER: = MAH AN Mr. & Mrs. EUGENE R. HEARTFIELD z IVIE 9C LEGEND SUBJECT PROPERTY L❑CATI❑N MAP N.T.S. s •fit�KM1�I �I.O[�1S,1�IfSI e p BLOW 7 ~ LOT r LOT 0 LOT• LOT 0 A SOUTH AMELI k ADDITION O �.. ua SLAT MCORM T.►a N ■�n u. w ,i N MA, =OECOW Or = N•��. i//gfOM COI/IT n•r r. W O J N.T.S. c f ; 20 flume ego= s c�� 0e!� •• t � . � 1 i 1 .C. OTA.17O•IO.OI •r f V. 1107•4 O'!A'ti IN .00 O X55 p x 39 F RESOLUTION NO. WHEREAS, the claim of Lola Seastrunk has been discussed in an Executive Session properly called and held Tuesday, May 4, 1999; and, WHEREAS, the Council desires to authorize the settlement of the claim; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Attorney be and he is hereby authorized to settle the claim of Lola Seastrunk in the amount of Seventeen-Thousand Five-Hundred ($17,500) Dollars. PASSED BY THE CITY COUNCIL of the City of Beaumont this the day of 21999. - Mayor - CITY OF BEAUMONT REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS May 11, 1999 1:30 P.M. BARBARA LIMING CITY CLERK AGENDA CITY CLERK'S OFFICE OPENING • Invocation Pledge Roll Call • Presentations and Recognition • Public Comment: Persons may speak on scheduled agenda items • Consent Agenda GENERAL BUSINESS I. Conduct an election of Mayor Pro Tempore N 2. Consider the purchase of a wireless data communications system and software for 1 a t e Police, Fire and Emergency Medical Service (EMS) vehicles 1 3. Consider a contract for the demolition of the Old Alice Keith Park Pool and the wading pool located at 4050 Reed Street 4. Consider a contract for the purchase of asphalts, oils, and emulsions for use in the r Streets and Drainage Division/Public Works t� 5. Consider a lease purchase agreement for a digital copier to be used in the Finance Department COMMENTS * Councilmembers comment on various matters * Public Comment (Persons are limited to 3 minutes) EXECUTIVE SESSION * Executive Session in accordance with Section 551.071 of the Government Code to discuss contemplated or pending litigation: Claim of Stella Deaver * 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 Manager 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 May 11, 1999 Conduct an election of Mayor Pro Tempore The City Council shall elect one of its members as Mayor Pro Tempore for a one (1) year term. The Mayor Pro Tempore shall perform the duties of the Mayor in case of the absence or inability of the Mayor to perform the duties of the office, and, if a vacancy occurs, shall become Mayor for the unexpired term. If the Mayor Pro Tempore is unwilling to assume the duties of Mayor in the event of a vacancy in that office, then the City Council shall appoint a Mayor Pro Tempore from its membership. 2 May 11, 1999 Consider the purchase of a wireless data communications system and software for Police, Fire and Emergency Medical Service (EMS) vehicles 1) The wireless data communication system will be purchased through the Houston-Galveston Area Council (H-GAC) Cooperative Purchasing Program in the amount of$962,486.40 which includes an administrative fee of$14,985.20. Funds will be provided in part by a Community Oriented Policing Services (COPS) Making Officers Redeployment Effective (MORE) grant in the amount of$765,894. Funds for the remaining cost of the project will be provided through a financing agreement. The Year 2000 (Y2K) compliant wireless data communication system will consist of 111 mobile workstations to be installed in Police, Fire and EMS vehicles, a radio network controller and a data base station communications link. The system will be installed over a six-month period. 2) The second component is the communication or operating software, server hardware and 111 licenses. Software and hardware would be purchased from Software House International, Inc. of Somerset,New Jersey in the amount of$225,392. Delivery, installation and training will be provided. Funds for this purchase will be provided through a financing agreement. A copy of the staff memorandum is attached for your review. UINTER-OFFICE MEMORANDUM ..UU..�z K, City of Beaumont,Texas Central Services Department Date: May 5, 1999 To: Ray A. Riley, City Manager From: Kirby Richard,Central Services Director Subject: Purchase of a Wireless Data Communications System and Software COMMENTS The City's Management Information Systems Division (MIS) and the Police Department are requesting the replacement of the current mobile data terminal system(MDT)with a wireless data communications system(WDCS). The Motorola mobile data communication system was purchased in 1993 and is not Year 2000(Y2K)compliant. Also, the system's outdated technology provides limited functions to police officers. The requested WDCS consists of two components, the infrastructure to be furnished by Motorola, Inc. of Schaumburg, Illinois, and the communication software to be furnished by Software House International,Inc. of Somerset,New Jersey. The first component consists of a wireless data communication system that includes 111 mobile workstations to be installed in Police,Fire and Emergency Medical Services(EMS)vehicles,a radio network controller(RNC)and a data base station communications link. The WDCS will provide officers with direct access to the host Computer Aided Dispatch(CAD) system. The new system will provide 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. Currently,they have limited search capabilities that include warrant information from city and county records, addresses from the Water Department files, and registration of vehicles, driver's license and stolen property information from the State of Texas. In addition,reports taken from the public and entered in the officer's laptop computer can immediately be uploaded to the file server via the mobile workstation. This feature will eliminate delays in receiving and disseminating the information to other officers. Previously,reports were delivered to the station at the end of the officer's shift or if needed immediately,the officer had to leave their assigned area and deliver reports during his/her shift. The new mobile workstations are designed with a separate detachable keyboard allowing individual users to place the keyboard at a comfortable position for entering information. The viewing screen is larger and can be stored in a folded position when not in use. • Purchase of Wireless Data Communications System May 5, 1999 Page 2 The second component is the communication or operating software, server hardware and 111 licenses. The communication software will provide message routing,logging,syntax translation and security. The operating system consists of a TCP/IP interface for communicating with the Motorola Radio Network Controller (RNC), a RS232 interface for communicating with the existing Computer Aided Dispatch for Police, Fire and Emergency Medical Services(EMS),an interface for communicating with the existing records system and the AS 400 mainframe computer. An interface will also be provided for communicating with the National and State Crime Information Centers. Licensed copies of Premier MDT client software are required to operate Police,Fire and EMS mobile data workstation computers. Microsoft Windows NT operating software Will also be installed on each mobile data workstation computer. The software vendor will install and configure all hardware and software necessary for the complete operation of the Premier MDT server. The purchase of the infrastructure is proposed through the Houston-Galveston Area Council (H-GAC)Cooperative Purchasing Program. This program provides guaranteed pricing from Motorola,Inc. for components of the system. Contracts offered through H-GAC have been bid according to the State purchasing statutes. The City is able to reduce staff time in the development and evaluation of highly technical purchases by taking advantage of H-GAC's expertise and contract pricing. The communication software will be purchased from Software House International,Inc., a State of Texas Qualified . Information Systems Vendor (QISV). The State of Texas Cooperative Purchasing Program offers the Catalogue Purchasing Program for the purchase of high technology items. A list of Qualified Information Systems Vendors (QISV)is provided by the State for the procurement of high technology goods such as personal computers,softer are and telecommunications systems. Software House International,Inc. is the only QISV offering software compatible with the Motorola Wireless Data Communications System. Therefore,it is recommended that the infrastructure be purchased through H-GAC at a cost of$947,501.20 plus an administrative fee of$14,985.20,resulting in a total cost of$962,486.40, and that the communication software and hardware be purchased from Software House International,Inc. in the amount of$225,392. The Motorola system will be installed over a period of six(6)months. Mobile workstations will be installed in 100 police vehicles. Six(6)mobile workstations will be installed in the Fire Department's Deputy Chiefs' vehicles and five(5)mobile workstations will be installed in EMS ambulance units. A one year warranty is provided by Motorola for all of the equipment provided. Delivery,installation and training will be provided by Software House International for all software components. The software and server hardware are also warranted for a period of one year. The total cost of the WDCS project is $1,187,878.40. Included in this price is a trade in allowance of$156,728 for 104 mobile data terminals. Funds for this project will be provided in part by a Community Oriented Policing Services (COPS)Making Officers' Redeployment Effective(MORE)grant. A COPS MORE 98 program grant in the amount of$765,894 was awarded to the City for the purchase of this system. Funds for the balance of the project will be provided through a financing agreement. • 3 May 11, 1999 Consider a contract for the demolition of the Old Alice Keith Park Pool and the wading pool located at 4050 Reed Street The contract would be with Gissco of Beaumont in the amount of$22,200. It is anticipated that the demolition will commence on or about May 24 and will be completed in 20 days. Funds for the project are available in the General Improvements Fund. The pool was closed in 1997 due to structural problems and non compliance with the Americans with Disabilities Act (ADA). Due to the excessive cost to renovate the outdated structure, the new Alice Keith Park Pool was constructed. The Parks and Recreation Advisory Committee recommended that the old pools be demolished. Luke Jackson, Parks and Recreation Director, concurs with the demolition of the two structures. A copy of the staff memorandum is attached for your review. • • INTER-OFFICE MEMORANDUM IMAM IL City of Beaumont,Texas Central Services Department Date: May 3, 1999 To: Ray A. Riley, City Manager From: Kirby Richard,Central Services Director f4l Subject: Demolition of Structures-4050 Reed Street COMMENTS Eight(8)bids were received for the demolition of two structures located at 4050 Reed Street. The structures are the old Alice Keith Park Pool and the children's wading pool,both constructed in 1927. The pool has been closed since 1997 because of structural problems and non compliance with the American with Disabilities Act(ADA). Due to the excessive cost to renovate the outdated structure,a new pool was constructed and is scheduled to open this summer. The eight(8)bids received are as follow: VENDOR PRICE COMPLETION TM Working Days Gissco $22,200.00 20 Beaumont,TX Coastal Demolition,Inc. $24,300.00 18 Beaumont,TX Arkcraft,Inc. $32,238.00 22 Houston,TX Senior Citizen Demolition $38,000.00 Did not fiunish Pt.Arthur,TX Butch Crain Construction $44,900.00 30 Beaumont,TX G.Greenstreet,Inc. $78,110.00 40 Lubbock,TX CST Environmental,Inc. $102,232.00 20 Houston,TX Assured Environmental Quality,Inc. $112,000.00 30 Houston,TX Demolition of Structures-4050 Reed Street May 3, 1999 Page 2 A pre-bid conference was held on March 11 to discuss demolition plans and specifications. The specifications require the successful contractor to secure the area and remove the above ground pool and the children's wading pool. All foundations and surrounding sidewalks will be removed. The excavated areas will be backfilled to the site's natural grade. It is recommended that this contract be awarded to Gissco in the amount of$22,200 for the demolition and removal of the nonfunctional Alice Keith Park Pool and the children's wading pool. An asbestos survey of the structures was conducted and no asbestos containing materials were found. It is anticipated that this contract will begin on or about May 24 and will be completed in twenty(20)days. Funds for this project are available in the General Improvements Fund. Luke Jackson, Parks and Recreation Director,concurs with the demolition of the two structures. 04/05/1999 11: 34 409-838-4206 CITY OF BMT:PARKS PAGE 02 PARKS AND RECREATION ADVISORY COMMITTEE MEETING OCTOBER 13, 1997 2930 GULF STREET 4:15 P.M. • MEMBERS PRESENT: Gary Celli Lula Henry Ronnie Clark Bruce James Robert Harris Nell Phillips Buddy Hebert Brett Vickers MEMBERS ABSENT: Myra Clay Bill Munro Clifton Guillory Eddie Seniguar Adrian Hudspeth Gethrel Williams STAFF PRESENT: Luke Jackson, Director, Lewis D. Hiltpold, Parks Manager, Lou Cappi, Recreation Superintendent, and Janice Matte, Secretary The meeting was called to order by the Chairman, Lula Henry. Mrs. Henry introduced a new member to the committee, Mr. Ronnie Clark. Nell Phillips made a motion to accept the minutes from the September meeting, as written. The motion was seconded by Ronnie Clark and passed by unanimous vote. As of 4:15 p.m. there was not a quorum, but by 4:30 p.m. a quorum was present rboth ort..explai�..tn the committee that at�;he December 1996 meeting tficre,.v - n on the future of Alice Keith large swimming pool and the possible purchase of the adjacent to Alice Keith Park (north of the park) at 3905 Highland Ave. Both items ded in the Parks and Recreation Department's proposed capital improvement request were considered by City Council during the budget process. After a brief discussion, r. James made a recommendation that the City purchase the property adjacent to Alice Keith rk (formerly known as the Buckner Property) for additional park property. Mr. Hebert nded the motion and the motion was carried by unanimous vote. Mr. Jackson reminded e committee that at the December 1996 meeting there was also a recommendation that the build a new swimming pool to replace the one at Alice Keith Park with possible sites being er Sprott Park, the old Giles Elementary School site or Alice Keith Park After further estigation,it has been determined that Sprott Park is eliminated because of a conflict with the Iton Y.M.CA, and the old Giles school site is not park property. After a brief discussion, Mr. made a recommendation that the city build a new large swimming pool at Alice Keith Park . Hebert seconded the motion and the motion was carried by unanimous vote. Mr. Jackson a o informed the committee that the existing pool facility is over 50 years old, has greatly aged and is no longer usable unless for an alternative recreation activity or be demolished. e only other activity suggested was a skateboard area, but after a brief discussion the mittee was not in favor of this idea. Mr. Harris made a recommendation that the existing i at Alice Keith Paris be demolished,the motion was seconded.by Mr.James and.the motion • 04/05/1999 11:34 409-838-4206 CITY OF BMT:PARKS PAGE 03 Parks and Recreation Advisory Committee 0 Minutes - December 9, 1996 PAGE -2- Next on the agenda was a discussion on the Parks and Open Space Element of the Comprehensive Plan. Mr. Hiltpold explained that the City Council of the City of Beaumont is required to publicly review and re-adopt the Comprehensive Plan every two years. An element of that plan is the Parks amd open Space Plan which is the official and complete statement of public goals, objectives, Policies, and recommendations endorsed by the council concerning the future development of the parks and recreational facilities and open space resources over the next twenty to thirty years. It is needed in order to insure objectivity, consistency, and equality in meeting the parks, recreational, and open space needs and desires of all the resident of Beaumont. Development and adoption of c clearly place the responsibility for setting the City's parks, recreation, and o spa goals, objectives,and policies with the elected officials of the City. There are three items in the preliminary plan that the Parks and Recreation Department ttthe asking the October meeting and included new park make sites, recommendations. The first Item was reviewed i_e. old Giles Elementary School site and Edward School site. Secondly, besides the new park locations, the committee needs to be aware of the relocation of Carroll Street Park, as well as,the reclassification of several parks. Some parks have been removed from the inventory including Haynes Park. Haynes is a leased ten acre site in the north end off of Roland Road. The lease will expire in April 1997. With the addition of Halbouty and Lefler Parks in the north end, Haynes is not needed for a park site Geographically speaking, the City can only expand to the west and south,therefore, the plan calls for additional parks in those areas. This plan is extremely important to assist us in • determining projects because the Texas Parks and V rildhfe Department, our state funding source, and the National Park Service, our federal funding sources require the City to have a Park and Open Space Plan. The pion is extremely beneficial in generating points for grant applications. W. Mpold informed the committee they would receive a copy of the plan when it is completed. Mr. Jackson remanded the committee this is a long term plan with a twenty to thirty year range. W. Celli made a motion to recommend to City Council, the approval of the preliminary plan for the Parks and Open Space Element of the Comprehensive Plan as presented. Mrs. Clay seconded the motion and it was carried by unanimous vote. an the agen&.YA - hethSA ,XbWd,or resHOde l c�iGeitli~+ e . ° poo >s 50 years old and even after putting major money into repairs, the pool has not been ready to open, on time, in the last three(3) years. The committee was given copigs of the cost estimates for the proposed renovation of the existing pool and pool house_ Total cost estimate to renovatelrefurbish Alice Keith pool would be $574,250.00. The committee was also shown examples of a new pool facility in Port Arthur at a cost of$920,000.00. After a brief discussion,Adrian Hudspeth made a motion to recommend to City Council to demolish the existing large swimming pool at Alice Keith and to build a new pool at the old Gales Elementary School site. b t. seconded the-motion and it was passed by unanimous vote. Mr.Jackson tbanked all the Parks and Recreation Advisory Committee members for their continued support and with the committees assistance we,will grow to have the finest park system in the State of Texas_ !r 4 May 11, 1999 Consider a contract for the purchase of asphalts, oils, and emulsions for use in the Streets and Drainage Division/Public Works The contract would be with Koch Materials, Co. of Houston who has a plant in Port Neches. Based on annual usage, the total contract is estimated at $37,460. These products are used in various stages of repair and maintenance of streets. Funds are available in the Streets and Drainage Division's budget. A copy of the staff memorandum is attached for your review. INTER-OFFICE MEMORANDUM TUJ M IL City of Beaumont, Texas Central Services Department Date: May 5, 1999 To: Ray A. Riley, City Manager From: Kirby Richard, Central Services Director Subject: Contract for Asphalts, Oils, and Emulsions COMMENTS On Monday, March 22, 1999, sealed bids were received for an annual contract for the purchase of asphalts, oils, and emulsions for the Public Works Department/Streets and Drainage Division. These products are used in the various stages of repair and maintenance of streets. SS-1 is a slow setting emulsion utilized as a bonding agent between potholes and patching material. RS-2 is a rapid setting emulsion used to bond limestone rock into existing potholes. The AES-300 oil is mixed with asphaltic material that has been removed from a road surface. The result of this mixture is"recycled" asphaltic material. AE-P is an • emulsified asphalt which is used as a prime coat. Road surfaces are coated with AE-P prior to the overlay of asphaltic material. The three (3) bids received were as follow: Est. Description Koch Materials Co. Bridges Asphalt Products, Gator Recyclers Gallons Houston, TX Inc. La Marque, TX Garland, TX Unit Ext. Price Unit Ext. Price Unit Ext. Price Price/Gal. Price/Gal. Price/Gal. 3,000 SS-1 $0.65 $1,950 $0.77 $2,310 $0.46 $1,380 30,000 RS-2 $0.64 $19,200 $0.77 $23,100 $0.55 $16,500 20,000 AES-300 $0.70 $14,000 $0.825 $16,500 $0.63 $12,600 3,000 AE-P $0.77 $2,310 $0.825 $2,475 $0.71 $2,130 Plant Location Port Neches, TX Port Neches, TX Hitchcock, TX Mileage from plant site 11 miles 11 miles 114 miles to 2610 Concord Contract for Asphalts, Oils, and Emulsions May 5, 1999 Page 2 Streets and Drainage personnel currently procure the materials from the vendor's plant site at a capacity of 200 gallons per trip. Due to the frequency of trips, bids were evaluated by assessing a$0.40 per mile cost factor per truck load to each bid per their respective round-trip distance. The award recommendation below reflects the lowest bids upon analysis of each company's bid(amounts shown in award section do not include the $0.40 cost factor, as that is used only for bid evaluation and is not actually paid to the vendor). It is recommended that the annual contract for asphalts, oils, and emulsions be awarded to Koch Materials Co. at the following prices: SS-1 $ 0.65/gal. Koch Materials Co. RS-2 $ 0.64/gal. F.O.B. Plant Site Pt. Neches, TX AES-300 $ 0.70/gal. AE-P $ 0.77/gal. Based on an estimated annual usage, the total contract amount is approximately $37,460. The previous contract prices are as follow: SS-1 $ 0.64/gal. RS-2 $ 0.64/gal. AES-300 $ 0.70/gal. AE-P $ 0.77/gal. Finance concurs that funds are available in the Streets and Drainage Division's heavy materials budget. ! 5 May 11, 1999 Consider a lease purchase agreement for a digital copier to be used in the Finance Department A Xerox digital copier would be purchased by executing a 60-month lease of$418.39 per month, and a buy out cost of$500 totaling $25,603.40 from the Xerox Corporation through the State of Texas Qualified Information System Vendor program. A digital copier is one piece of equipment capable of scanning, printing, copying, and faxing documents. A copy of the staff memorandum is attached for your review. I INTER-OFFICE MEMORANDUM City of Beaumont,Texas c Central Services Department Date: May 4, 1999 To: Ray A. Riley, City Manager From: Kirby Richard, Central Services Director P,___ Subject: Lease Purchase Agreement of a Digital Copier COMMENTS Authorization is requested to lease purchase one (1) digital copier from the Xerox Corporation for the Finance Department. A digital copier is one piece of equipment capable of scanning, printing, copying, and faxing documents. In addition, documents can be printed directly from a personal computer network or the AS/400 mainframe. The clarity of prints directly produced from a computer file is far superior to copies duplicated on a standard copier. The State of Texas Cooperative Purchasing Program offers the Catalogue Purchasing Program for the purchase or lease of high technology items. Qualified Information Systems Vendor(QISV) are provided by the State for the procurement of high tech goods such as personal computers, software, and telecommunications systems. Vendors must offer either a published catalogue with pricing or an Internet site offering products and pricing information. Local entities may contact a minimum of three (3)vendors for furnishing specified products that meet criteria that includes technical support,expansion and upgrading, compatibility, and price. Three (3) QISV vendors were contacted to quote prices for the lease purchase of one (1) digital copier capable of printing, faxing, and scanning thirty (30) copies per minute. Two companies responded and submitted the following prices for a sixty(60) month lease program: Monthly Monthly Buy-Out Total Lease Lease QISV Vendor Make&Model# Price Option Amount 60 Xerox Corporation Xerox DC230 $ 418.39 $ 500.00 $ 25,603.40 60 Ikon Office Solutions Ricoh 350 $ 668.00 $ .00 $ 40,080.00 The monthly lease from Xerox includes unlimited prints. The City is responsible for consumable supplies Lease Purchase Agreement of a Digital Copier May 4, 1999 Page 2 such as toner and paper. The monthly lease from Ricoh includes 12,000 prints per month plus $ 0.012 for each copy over the monthly allowance of 12,000. The low bid was submitted by the Xerox Corporation. The proposed digital copier has been evaluated and approved by the Management Information Systems Division (MIS). The City will be responsible for consumable supplies and Xerox Corporation is responsible for on-site maintenance. It is recommended that the purchase of a Xerox DC230 digital copier be authorized by executing a sixty(60) month lease of $418.39 per month, and a buy out cost of $500 totaling $25,603.40 from the Xerox Corporation through the State of Texas Qualified Information System Vendor program. Finance concurs that funds are available in the Capital Reserve Fund.