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HomeMy WebLinkAboutPACKET JAN 14 2014III( )I 1A'i711 0V1'0kt1;%iIA' BEA-[1MQN* T• E• X A - S REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS JANUARY 14, 2014 1:30 P.M. CONSENT AGENDA Approval of minutes — January 7, 2014 Confirmation of committee appointments A) Approve a resolution authorizing the City Manager to execute all documents necessary to accept funding from the Texas Department of State Health Services for the Preparedness and Prevention Community Preparedness Section/Bioterrorism Discretionary Public Health Emergency Preparedness Grant to the Beaumont Public Health Department B) Approve a resolution authorizing the City Manager to execute an annual agreement with Lamar University for video production services C) Approve a resolution authorizing the Mayor to execute a waiver granting permission for the Jefferson County Mosquito Control District to operate aircraft at a low altitude over the City of Beaumont for mosquito control purposes 0 RICH WITH OPPORTUNITY IIEA,UI�1011T T - E• X - A - S TO: City Council Agenda Item City Council FROM: Kyle Hayes, City Manager PREPARED BY: Sherry Ulmer, Public Health Director MEETING DATE: January 14, 2014 REQUESTED ACTION: Council consider a resolution approving the City Manager to execute all documents necessary to accept funding from the Texas Department of State Health Services (DSHS) for the Preparedness and Prevention Community Preparedness SectionBioterrorism Discretionary Public Health Emergency Preparedness Grant (PREP) in the amount of $24,200.00 awarded to the Beaumont Public Health Department. BACKGROUND The Texas Department of State Health Services has awarded the Beaumont Public Health Department grant funds in the amount of $24,200.00. The funding from this grant will assist the Beaumont Public Health Department's activities in support of Public Health Emergency Preparedness (PHEP), in cooperation with the Centers of Disease Control's new five -year PHEP - Hospital Preparedness Program (HPP) Cooperative Agreement, perform activities and services that will improve or strengthen local public health infrastructure within the State of Texas. This contract will begin 01/01/14 and end on 06/30/14. FUNDING SOURCE Not Applicable. RECOMMENDATION Approval of the resolution. DEPARTMENT OF STATE HEALTH SERVICES �1•�14rw 0 n o This contract, number 2014- 045396 (Contract), is entered into by and between the Department of State Health Services (DSHS or the Department), an agency of the State of Texas, and BEAUMONT CITY HEALTH DEPARTMENT (Contractor), a Government Entity, (collectively, the Parties). 1. Purpose of the Contract. DSHS agrees to purchase, and Contractor agrees to provide, services or goods to the eligible populations as described in the Program Attachments. 2. Total Amount of the Contract and Payment Method(s). The total amount of this Contract is $24,200.00, and the payment method(s) shall be as specified in the Program Attachments. 3. Funding Obligation. This Contract is contingent upon the continued availability of funding. If funds become unavailable through lack of appropriations, budget cuts, transfer of funds between programs or health and human services agencies, amendment to the Appropriations Act, health and human services agency consolidation, or any other disruptions of current appropriated funding for this Contract, DSHS may restrict, reduce, or terminate funding under this Contract. 4. Term of the Contract. This Contract begins on 01/01/2014 and ends on 06/30/2014. DSHS has the option, in its sole discretion, to renew the Contract as provided in each Program Attachment. DSHS is not responsible for payment under this Contract before both parties have signed the Contract or before the start date of the Contract, whichever is later. 5. Authority. DSHS enters into this Contract under the authority of Health and Safety Code, Chapter 1001. 6. Documents Forming Contract. The Contract consists of the following: a. Core Contract (this document) b. Program Attachments: 2014 - 045396 -001 Preparedness and Prevention Community Preparedness Section / Bioterrorism Discre c. General Provisions (Sub- recipient) d. Solicitation Document(s), and e. Contractor's response(s) to the Solicitation Document(s). f. Exhibits 92648 -1 Any changes made to the Contract, whether by edit or attachment, do not form part of the Contract unless expressly agreed to in writing by DSHS and Contractor and incorporated herein. 7. Conflicting Terms. In the event of conflicting terms among the documents forming this Contract, the order of control is first the Core Contract, then the Program Attachment(s), then the General Provisions, then the Solicitation Document, if any, and then Contractor's response to the Solicitation Document, if any. 8. Payee. The Parties agree that the following payee is entitled to receive payment for services rendered by Contractor or goods received under this Contract: Name: CITY OF BEAUMONT Address: PO BOX 3827 BEAUMONT, TX 77704 Vendor Identification Number: 17460002789023 9. Entire Agreement. The Parties acknowledge that this Contract is the entire agreement of the Parties and that there are no agreements or understandings, written or oral, between them with respect to the subject matter of this Contract, other than as set forth in this Contract. 92648-1 RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be and he is hereby authorized to execute all documents necessary to accept funding from the Texas Department of State Health Services (DSHS) for the Preparedness and Prevention Community Preparedness Section /Bioterrorism Discretionary Public Health Emergency Preparedness (PHEP) Grant in the amount of $24,200 effective January 1, 2014 through June 30, 2014. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 14th day of January, 2014. - Mayor Becky Ames - L�nn RICH WITH OPPORTUNITY [1EA-,[111C1111R( T • E • x • A • s City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Bart Bartkowiak, Chief Technology Officer I� MEETING DATE: January 14, 2014 REQUESTED ACTION: Council consider a resolution authorizing the City Manager to execute an annual agreement with Lamar University in the amount of $12,135 for video production services. BACKGROUND Since 1997, Lamar University has provided video production services to the City that primarily includes recording regular meetings of the City Council for broadcast over the government access channel provided by Time Warner Cable on cable channel 4. City staff are satisfied with the cooperation and quality of service provided by Lamar University. This agreement is for an annual period beginning September 1, 2013 through August 31, 2014. FUNDING SOURCE General Fund. RECOMMENDATION Approval of resolution. Lamar University Department of Communication - SETCAST P.O. BOX 10050 Beaumont, TX 77710 Phone 409 - 880 -8155 Fax 409 - 880 -8760 TO: Mr. Kyle Hayes, City Manager City of Beaumont P.O. Box 3872 Beaumont, TX 77704 FOR: SETCAST videotaping services INVOICE INVOICE #1002 DATE: OCTOBER 20, 2013 DESCRIPTION AMOUNT Videotapes of Beaumont City Council meetings from 9/1/2013 to 8/31/2014 12,135.00 This invoice represents a 3% increase from last year. This invoice represents a modest response to increasing production costs and student fees. TOTAL 12,135.00 Make all checks payable to: Lamar University Department of Communication Payment is due within 30 days If you have any questions concerning this invoice, contact O'Brien Stanley at 409 - 880 -8155 Thank you for your business! RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be and he is hereby authorized to enter into a Letter of Agreement with Lamar University to provide video production services for the recording of each regular meeting of the Beaumont City Council from September 1, 2013 to August 31, 2014. The agreement is substantially in the form attached hereto as Exhibit "A" and made a part hereof for all purposes. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 14th day of January, 2014. - Mayor Becky Ames - Letter of Agreement Between Lamar University and the Beaumont City Council for the Taping of Beaumont City Council Meetings The Lamar University Department of Communication will provide video production services to the Beaumont City Council for the recording of each regular meeting of the Beaumont City Council from September 1, 2013 to August 31, 2014. The services provided by the Lamar University Department of Communication for the Beaumont City Council shall include, but not be limited to, the following: a) the recording of each regular meeting of the City Council, b) any post production work needed to broadcast the videotapes, C) the production of two public service announcements (PSA's), or other video production projects as directed by the city. The Lamar University Department of Communication will provide all production and post - production equipment related to the creation of public service announcements. d) the use of studio time, facilities, and staffing to produce one show /session per month. The Beaumont City Council will provide: a) a schedule of and agenda for all regular City Council meetings to the Lamar University Department of Communication, b) fixed -in -place cameras and a Newtek Tri- caster switcher for the Lamar University SETCAST camera operator to use in the set -up, production, and recording of the meeting, C) a payment of $12,135 to the Lamar University Department of Communication for video production services provided from September 1, 2013 to August 31, 2014. The payment is to be made on or before October 30, 2013. For Lamar University, Mr. William chael Spears, slz Date For the City of Beaumont, Kyle Hayes, Beaumont City Manager Date EXHIBI i "A" r� RICH WITH OPPORTUNITY [I 11L A. [I 1�1 C1 I T • E • X • A • S City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Tyrone E. Cooper, City Attorney MEETING DATE: January 14, 2014 REQUESTED ACTION: Council consider a resolution authorizing the Mayor to execute a waiver granting permission for the Jefferson County Mosquito Control District to operate aircraft at a low altitude over the City of Beaumont for mosquito control purposes. BACKGROUND The Jefferson County Mosquito Control District is requesting that the City of Beaumont and other cities in their area grant authority for them to operate their aircraft at a low altitude over the City of Beaumont for the purpose of controlling mosquito populations. The Jefferson County Mosquito Control District operates their aircraft at a low altitude in accordance with all federal and state rules and regulations governing this type of application. This is an annual request. FUNDING SOURCE None. RECOMMENDATION Approval of resolution. RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the Mayor is hereby authorized to execute a document furnishing a waiver to the Jefferson County Mosquito Control District for the purpose of allowing their aircraft to fly at low altitudes over the City of Beaumont. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 14th day of January, 2014. - Mayor Becky Ames - RICH WITIi OPPORTUNITY IIEA,[IMON* T E • X - A - $ REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS JANUARY 14, 2014 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 -3 /Consent Agenda * Consent Agenda GENERAL BUSINESS 1. Consider a resolution approving the purchase of four grappler trucks from Chastang Ford of Houston for use by the Solid Waste Division 2. Consider a resolution approving the purchase of five dump trucks from Houston Freightliner, Inc. of Houston for use by the Water Utilities and Public Works Departments 3. Consider a resolution approving the purchase of sodium hydroxide from TDC, LLC., of Houston for use by the Water Utilities Department COMMENTS * Councilmembers /City Manager comment on various matters * Public Comment (Persons are limited to 3 minutes EXECUTIVE SESSIONS * Consider matters related to contemplated or pending litigation in accordance with Section 551.071 of the Government Code: Grievance of Firefighter James Williams; No. 11 -001 City of Beaumont v. Bob Shaw Consulting Engineers Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact Mitchell Normand at 880 -3777 three days prior to the meeting. 1 January 14, 2014 Consider a resolution approving the purchase of four grappler trucks from Chastang Ford of Houston for use by the Solid Waste Division RICH WITH OPPORTUNITY C, [I I I C1 I T • E • X * A • S City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officer MEETING DATE: January 14. 2014 REQUESTED ACTION: Council consider a resolution approving the purchase of four (4) grappler trucks from Chastang Ford of Houston in the amount of $1,004,948 for use by the Solid Waste Division. BACKGROUND The 2014 grappler trucks will be used for heavy trash and debris removal. The new equipment will be able to pick up and haul debris without the use of an additional trailer, reducing the need to block City streets and will thereby be more efficient and citizen friendly in operation. Seven (7) truck and trailer combinations will be removed from service. The replaced units will be disposed of according to the City's surplus equipment disposal policy. Pricing for the vehicles was obtained through the Houston- Galveston Area Council (H -GAC), a cooperative purchasing association providing cities and political subdivisions with the means to purchase specialized equipment at volume pricing. H -GAC complies with State of Texas procurement statutes A twelve (12) month warranty with an additional four year warranty on major components is provided with each unit. Warranty service is provided by Beaumont Freightliner. Delivery of the grapplers is expected in 180 days. FUNDING SOURCE The City intends to seek financing during fiscal 2014 for the above and multiple other pieces of equipment used in various City departments. RECOMMENDATION Approval of the resolution. RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager be, and he is hereby, authorized to approve the purchase of four (4) grappler trucks for use by the Solid Waste Division from Chastang Ford, of Houston, Texas, in the amount of $1,004,948 through the Houston - Galveston Area Council (H -GAC) Cooperative Purchasing Program. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 14th day of January, 2014. - Mayor Becky Ames - January 14, 2014 Consider a resolution approving the purchase of five dump trucks from Houston Freightliner, Inc. of Houston for use by the Water Utilities and Public Works Departments RICIT WITH OPPORTUNITY r C T • E • X • A • S City Council Agenda Item TO: City Council FROM: Kyle Haves, City Manager PREPARED BY: Laura Clark, Chief Financial Officer MEETING DATE: January 14. 2014 REQUESTED ACTION: Council consider a resolution approving the purchase of five (5) dump trucks from Houston Freightliner. Inc. of Houston in the amount of $562..500. BACKGROUND Four of the dump trucks will be used by the Water Utilities Department and one by the Public Works Department. Four of the new trucks will replace 2002 model or older units. Age and condition render the old units unfit for continued use. The old units will be disposed of in accordance with the City's surplus equipment disposal policy. One of the dump trucks for the Water Department will be used by new crews that were established in the fiscal 2014 budget to increase efficiencies, reduce overtime and meet the demands of an aging infrastructure. The Department does not have idle equipment available for use by the new crews; therefore new equipment is needed. Pricing for the dump trucks was obtained through the Houston - Galveston Area Council (H- GAC), a cooperative purchasing association providing cities and political subdivisions with the means to purchase specialized equipment at volume pricing. H -GAC complies with State of Texas procurement statutes. Warranty for the dump trucks is two (2) years with unlimited mileage. Warranty service is provided by the local dealer. Delivery is expected in approximately 120 days. FUNDING SOURCE Capital Reserve Fund and financing to be obtained during fiscal year 2014 for the dump trucks for Water Utilities as well as multiple other pieces of equipment for various City departments. RECOMMENDATION Approval of the resolution. RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Council hereby approves the purchase of five (5) dump trucks for use by the Water Utilities Department and Public Works Department from Houston Freightliner, Inc., of Houston, Texas, in the amount of $562,500 through the Houston - Galveston Area Council (H -GAC) Cooperative Purchasing Program. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 14th day of January, 2014. - Mayor Becky Ames - 3 January 14, 2014 Consider a resolution approving the purchase of sodium hydroxide from TDC, LLC., of Houston for use by the Water Utilities Department RICH WITH OPPORTUNITY r A., [I 1�1 C1 11 T • E • x • A • s City Council Agenda Item TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Laura Clark, Chief Financial Officerm% MEETING DATE: January 14, 2014 REQUESTED ACTION: Council consider a resolution approving the purchase of sodium hydroxide from TDC, LLC., of Houston in the amount of $220,000 for use by the Water Utilities Department. BACKGROUND Sodium hydroxide is used to purify the City's water supply. The Water Utilities Department expects to purchase approximately five hundred (500) dry tons of this material during the term of the contract. Formal bids were requested from eight (8) vendors for a six (6) month contract to supply sodium hydroxide. Three (3) bids were received. Low bid of $220,000 was submitted by TDC, LLC, of Houston. This represents an approximate fifteen percent (15 %) decrease from the last contract price. There are no local vendors of this commodity. FUNDING SOURCE Water Utilities Fund. RECOMMENDATION Approval of resolution. ƒ m f a) E / \ 0 ƒ 0 2 p C/) LL � R k U ± I 2 O u 0 ry \ 2 2 L U) Z O I 3 u ol� O 2 V S 0 0 m $ / 0 v 2 X m 6 f C14 �: r-L 0m = 0 D/\ f § ■ > m� & 2 Iq I� % cm k g / _ CO k =§f \ 2 E cl) IL ƒ = E CO \// ��� 9 6 0 0 # 7 �� k = E 0 © +*cm m / f i 2 !�. |� « R a S \ § F § act■ = -E E 2 k 2 O k } 2 2 2 E c I a 3 0 ƒ m f a) E / \ 0 ƒ 0 2 p C/) LL � R k U ± I 2 O u 0 ry \ 2 2 L U) Z O I 3 u ol� O 2 S 0 0 / / . =7 6 f C14 C14 r-L 0 D/\ f c0# & I� / k \ 0 / ƒ / 7 f 2 R S \ R k 2 /Ct / C _ c 04 0 $ \Rq 2 ®mv v]\ w / / / C % / 0 0 7 O 'E a _ E S \ ± / k LO \ k k / c C q q $ c23 $ a «0 f w E §7 §Io LL m 2 .g o R / $ / � � o e >- Lo CY k U) w e o -0 I E 0 m LU 0 w 2 x 4) LL ■ c� a o w m « m o ■ w LL :) k 0 2 « > U I I R Im ƒ m f a) E / \ 0 ƒ 0 2 p C/) LL � R k U ± I 2 O u 0 ry \ 2 2 L U) Z O I 3 u ol� O 2 RESOLUTION NO. WHEREAS, bids were solicited for a six (6) month contract for the purchase of Sodium Hydroxide for use by the Water Utilities Department; and, WHEREAS, TDC, LLC, of Houston, Texas, submitted a bid for an estimated total expenditure of $220,000 in the unit amounts shown below: VENDOR UNIT PRICE PER ESTIMATED COST DRY TON 500 DRY TONS TDC, LLC $440.00 $220,000.00 Houston, TX ; and, WHEREAS, City Council is of the opinion that the bid submitted by TDC, LLC, of Houston, Texas, should be accepted; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT- THAT the statements and findings set out in the preamble to this resolution are hereby, in all things, approved and adopted; and, THAT the bid submitted by TDC, LLC, of Houston, Texas, for a six (6) month contract for the purchase of Sodium Hydroxide in the unit prices shown above for an estimated total expenditure of $220,000 be accepted by the City of Beaumont; and, BE IT FURTHER RESOLVED THATthe City Manager be and he is hereby authorized to execute a contract with TDC, LLC for the purposes described herein. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 14th day of January, 2014. - Mayor Becky Ames -