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Home My WebLink AboutPACKET JUL 31 2018BEAUMONT TEXAS REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS July 31, 2018 1:30 PM CONSENT AGENDA Approval of minutes — July 24, 2018 Confirmation of board and commission member appointments Laurie Leister would fill the unexpired term of Parker Langley on the Parks and Recreation Advisory Committee. The term would commence July 31, 2018 and expire September 30, 2019. (Mayor Becky Ames) A. Authorize the City Manager to apply for and receive funding through the Department of Homeland Security Grant Program B. Approve the award of contracts for the emergency use of portable toilets and hand washing stations during.an emergency event C. Authorize the settlement of the claim of Shirley Allen RESOLUTION NO. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT Laurie Leister is appointed to the Parks and Recreation Advisory Committee to fill the unexpired term of Parker Langley. The term will commence July 31, 2018 and expire September 30, 2019. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 31st day of July, 2018. - Mayor Becky Ames - BEAUMONT TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Todd Simoneaux, Chief Financial Officer MEETING DATE: July 31, 2018 REQUESTED ACTION: Council consider a resolution authorizing the City Manager to apply for and receive funding in an amount up to $69,059.78 through the Department of Homeland Security Grant Program (HSGP). BACKGROUND On February 27, 2018, Council approved Resolutionl8-042 authorizing the City Manager to apply for and receive funding in an amount up to $147,830 through the HSGP. Grant requirements include separating the equipment into specified projects based on allocation and use. Projects include an LETPA (Law Enforcement Terrorist Prevention Activities) Sustaining Special Response Teams Project to purchase a mobile camera surveillance system, tactical equipment for SWAT, tactical helmets, plotter for the EOC, Smart Board, Camcorder, EOC Media Project and tourniquets. The second project is an SHSP Sustaining Special Response Team Project to replace MINIRAE lite monitors and radios to support the Beaumont Fire/Rescue Department During the application process, the state has reviewed Resolution 18-042 and has requested that specific language be included in a final resolution. Additionally, funding from the Department of Homeland Security Grant Program was lowered to $69,059.78 leading to a reduction in the amount of equipment to be purchased for fiscal year 2018. FUNDING SOURCE No local match is required. RECOMMENDATION Approval of the resolution. RESOLUTION NO. WHEREAS, on February 27, 2018, the City Council of the City of Beaumont, Texas approved Resolution No. 18-042 authorizing the City Manager to apply for and receive funding in the amount of up to $147,830 from the Department of Homeland Security Grant Program (HSGP) through the Office of the Governor, Homeland Security Grant Division for fiscal year 2018; and, WHEREAS, funding from the Department of Homeland Security Grant Program (HSGP) was reduced to an amount up to $69,059.78; and, WHEREAS, the state has requested that additional specific language be included stating that the City agrees to provide applicable matching funds for the project; and, WHEREAS, it is necessary to amend Resolution No. 18-042 to allow the City Manager to apply for and receive funding in the amount of up to $69,059.78 from the Department of Homeland Security Grant Program (HSGP) through the Office of the Governor, Homeland Security Grant Division for fiscal year 2018 and to allow for additional specific language stating that the City ,,of Beaumont agrees to provide applicable matching funds for the said project as required by the Department of Homeland Security Grant Program (HSGP); 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 Resolution No. 18-042 be and is hereby. amended to allow the City Manager to apply for and receive funding in the amount of up to $$69,059.78 from the Department of Homeland Security Grant Program (HSGP) through the Office of the Governor, Homeland Security Grant Division for fiscal year 2018 and to allow for additional specific language stating that the City of Beaumont agrees to provide applicable matching funds for the said project as required by the Department of Homeland Security Grant Program (HSGP); and, BE IT FURTHER RESOLVED THAT the City Council finds it in the best interest of the citizens of Beaumont, that the LETPA (Law Enforcement Terrorist Prevention Activities) Sustaining Special Response Teams Project for the Police Department and the Sustaining Special Response Teams Project for the Fire Department be operated for fiscal year 2018; and, BE IT ALSO RESOLVED THAT in the event of loss or misuse of the 2018 Homeland Security Grant Program funds, the City of Beaumont assures that funds will be returned in full to the Office of the Governor, Homeland Security Grant Division; and, BE IT ALSO RESOLVED THAT the City Manager be and he is hereby designated as the authorized official. The authorized official is given the power to apply for, accept, reject, alter or terminate the grant on behalf of the applicant agency from the Department of Homeland Security Grant Program (HSGP) through the Office of the Governor, Homeland Security Grant Division in the amount up to $69,059.71 for the purposes described herein. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 31st day of, July, 2018. - Mayor Becky Ames - BEAUMONT TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Todd Simoneaux, Chief Financial Officer MEETING DATE: July 31, 2018 REQUESTED ACTION: Council consider a resolution approving the award of contracts for the emergency use of portable toilets and hand washing stations during an emergency event. •M'"10141-0-11 Portable toilets and hand washing stations are provided to multiple City locations during an emergency event. Specifications call for an annual contract with the option to renew two more years on an annual basis. Bid solicitations were provided to five vendors and four responses were received. Administration recommends the award of annual contracts to Impact Waste and Recycling of Beaumont, as primary vendor; National Toilet Rental of Beaumont, as secondary vendor; and to United Site Services of Texas located in Beaumont, as tertiary vendor. Texas Outhouse of Houston submitted a bid but did not meet specifications. Bid tab is attached for your review. FUNDING SOURCE Funding would be charged to the appropriate funds in the event of an emergency to the extent that those costs are not reimbursed by state or federal agencies. RECOMMENDATION Approval of the resolution. RESOLUTION NO. WHEREAS, proposals were received for primary, secondary and tertiary contracts for emergency use of portable toilets and hand washing units, said contracts to be for a one (1) year term with two (2) one (1) year renewals; and, WHEREAS, Impact Waste and Recycling, National Toilet Rental and United Site Services of Texas, all of Beaumont, Texas, submitted the lowest bids meeting specifications, as shown in Exhibit "A" attached hereto; and, WHEREAS, City Council is of the opinion that the proposals submitted by Impact Waste and Recycling, National Toilet Rental and United Site Services of Texas, all of Beaumont, Texas, should be accepted as primary, secondary and tertiary providers respectively; 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 proposals submitted by Impact Waste and Recycling (primary), National Toilet Rental (secondary) and United Site Services of Texas (tertiary), all of Beaumont, Texas, for one (1) year contracts for emergency use of portable toilets and hand washing units, with two (2) one (1) year renewal options, as shown on Exhibit "A" attached hereto, be accepted by the City of Beaumont; and, BE IT FURTHER RESOLVED THAT the City Manager be and he is hereby authorized to execute contracts with Impact Waste and Recycling, National Toilet Rental and United Site Services of Texas, all of Beaumont, Texas, for the purposes described herein. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 31st day of July, 2018. - Mayor Becky Ames - City of Beaumont Bid Name: Emergency Services: Rental of Portable Toilets Bid Number: PF0618-22 Bid Opening Date: July 12, 2018 Vendor City, State Impact Waste & Recycling Beaumont, TX National Toilet Rental Beaumont, TX United Site Services of Texas Beaumont, TX Texas Outhouse ** Houston, TX. Description Units Weekly Rental Price per Unit Total Weekly Rental Cost Weekly Rental Price per Unit Total Weekly Rental Cost Weekly Rental Price per Unit Total Weekly Rental Cost Weekly Rental Price per Unit Total Weekly Rental Cost Non Flushing portable toilet Units Serviced seven 7 times a week 50 $55.00 $2,750.00 $175.00 $8,750.00 $350.00 $17,500.00 $17,500.00 Non flushing portable toilet units serviced five 5 times a week 30 $35.00 $1,050.00 $125.00 $3,750.00 $300.00 $9,000.00 $7,500.00 Non flushing portable toilet units Serviced three 3 times a week 30 $27.00 $810.00 $75.00 $2,250.00 $250.00 $7,500.00 $4,500.00 Non flushing ADA portable toilet units serviced seven 7 times a week 10 $65.00 $650.00 $175.00 $1,750.00 $550.00 $5,500.00 $3,500.00 Portable hand wash hand sanitizer station serviced seven 7 times a week 40 $140.00 $5,600.00 $175.00 $7,000.00 $450.00 $18,000.00 $16,800.00 Total $10,860.00 $23,500.00 1 $57,500.00 1 $49,800.00 ** Does not meet specifications C BEAUMONT TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Tyrone E. Cooper, City Attorno-cam MEETING DATE: July 31, 2018 REQUESTED ACTION: Council consider a resolution authorizing the settlement of the claim of Shirley Allen. BACKGROUND This matter was presented and discussed in Executive Session held on July 24, 2018. The City Attorney is requesting authority to settle this claim in the amount of $10,751.92. FUNDING SOURCE General Liability Fund. RECOMMENDATION Approval of resolution. RESOLUTION NO. WHEREAS, the claim of Shirley Allen was discussed in Executive Session properly called and held Tuesday, July 24, 2018; and, WHEREAS, the City Attorney is requesting authority to settle this claim; 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 City Attorney be, and he is hereby, authorized to settle the claim of Shirley Allen for the sum of Ten Thousand Seven Hundred Fifty -One and 92/100 Dollars ($10,751.92); and, BE IT FURTHER RESOLVED THAT the City Manager be and he is hereby authorized to execute all documents related to settlement of the claim. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 31st day of July, 2018. - Mayor Becky Ames - BEAUMONT TEXAS REGULAR MEETING OF THE CITY COUNCIL COUNCIL CHAMBERS JULY 31, 2018 1:30 PM AGENDA CALL TO ORDER * Invocation Pledge Roll Call * Presentations and Recognition * Public Comment: Persons may speak on scheduled agenda items 1 and 2/Consent Agenda Consent Agenda GENERAL BUSINESS 1. Consider a resolution approving a contract with Public Management of Cleveland, Texas for grant management services related to Hurricane Harvey 2. Consider amending Section 2.02.031 of the Code of Ordinances related to the Beaumont Youth Advisory Council PUBLIC HEARING * Receive comments related to a grant application to the Federal Transit Administration (FTA) for Operating Assistance funds for the Beaumont Municipal Transit System 3. Consider a resolution authorizing the City Manager to submit a grant application and execute a contract with the Federal Transit Administration to receive Operating Assistance funds for the Beaumont Municipal Transit System COMMENTS * Public Comment (Persons are limited to 3 minutes) Councilmembers/City Manager comment on various matters Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact Kaltrina Minick at 880-3777. 1 July 31, 2018 Consider a resolution approving a contract with Public Management of Cleveland, Texas for grant management services related to Hurricane Harvey . BEAUMONT TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Todd Simoneaux, Chief Financial Officer MEETING DATE: July 31, 2018 REQUESTED ACTION: Council consider a resolution approving a contract with Public Management of Cleveland, Texas for grant management services related to Hurricane Harvey. BACKGROUND Specifications of the contract include assistance with the processes involved in applying for and submitting claims; receiving and managing public assistance; developing cost effective mitigation solutions; seeking alternative funding sources from various agencies; and securing hazard mitigation assistance grant funding. Request for Qualifications were solicited from seventeen (17) vendors. Four responses were received and evaluated by City staff. The criteria and scores are attached. FUNDING SOURCE All fees will be charged to the Hurricane Harvey Fund, however; those fees are considered Direct Administrative Costs (DAC) and are eligible for full reimbursement by FEMA. RECOMMENDATION Approval of the resolution. City of Beaumont, Texas Criteria Scoring Sheet RFQ Number: PF0518-19 RFQ Opening Date: June 21, 2018 RFQ Name: Grant Management Services Public Management Cleveland, Tx Ardurra Group Houston, Tx Traylor & Assoc Tyler, Tx - Knowles Consulting Services Houston, Tx Criteria Max Points Firm Qualifications 25 23.67 22.00 21.34 15.34 Staff Qualifications 25 24.00 22.34 21.67 15.00 Project Approach 25 23.00 19.00 17.34 15.00 Cost 25 22.34 23.67 20.67 9.34 Total 100 93.01 87.01 81.02 54.68 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 a contract with Public Management, of Cleveland, Texas, to address damages incurred during Hurricane Harvey and provide grant management services to assist with disaster recovery and alternate funding pursuits. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 31st day of July, 2018. - Mayor Becky Ames - 2 July 31, 2018 Consider amending Section 2.02.031 of the Code of Ordinances related to the Beaumont Youth Advisory Council BEAUMONT TEXAS TO: City Council FROM: Kyle Hayes, City Manager PREPARED BY: Chris Jarmon, Executive Assistant to the City Manager MEETING DATE: July 31, 2018 REQUESTED ACTION: Council consider amending Section 2.02.031 of the Code of Ordinances related to the Beaumont Youth Advisory Council. BACKGROUND On June 6, 2017, the Beaumont City Council passed an ordinance creating the Beaumont Youth Advisory Council. Since that time, the Beaumont Independent School District (BISD) has merged Central High School and Ozen High School into one school called Beaumont United High School. The Code of Ordinances needs to be updated to reflect that these schools have merged. FUNDING SOURCE Private donations will be used to fund the activities of the Youth Advisory Council. RECOMMENDATION Approval of the Ordinance. Division 2. Beaumont Youth Advisory Council's Sec. 2.02.031 Established (a) There is hereby established a Beaumont Youth Advisory Council to be composed of ten 10 members to be confirmed by the city council. The members shall be residents of the city and must attend one of the following schools: (1) Beaumont United High School. Gen#al Mediea4 Magnet Mgh Sehoel. (2) Harmony Science Academy. (3) Legacy Christian Academy. (4) Monsignor Kelly Catholic High School. (6)-5� West Brook High School. (b) The advisory council will be composed of two (2) members from each school listed in subsection (a) above. (c) The members shall meet at least once per month. (d) The members serve at the pleasure of the city council. (Ordinance 17-037, sec. 2, adopted 6/6/17) ORDINANCE NO. ENTITLED AN ORDINANCE AMENDING CHAPTER 2, ARTICLE 2.02, SECTION 2.02.031(a) OF THE CODE OF ORDINANCES OF BEAUMONT, TEXAS TO MAKE CHANGES RELATING TO THE BEAUMONT YOUTH ADVISORY COUNCIL; PROVIDING FOR SEVERABILITY; PROVIDING FOR REPEAL; AND PROVIDING A PENALTY. BE IT ORDAINED BY THE CITY OF BEAUMONT: Section 1. THAT Chapter 2, Article 2.02, Section 2.02.031(a) of the Code of Ordinances of the City of Beaumont, be and the same is hereby amended to read as follows: Division 2. Beaumont Youth Advisory Council Sec. 2.02.031 Established (a) There is hereby established a Beaumont Youth Advisory Council to be composed of ten (10) members to be confirmed by the city council. The members shall be residents of the city and must attend one of the following schools: (1) Beaumont United High School. (2) Harmony Science Academy. (3) Legacy Christian Academy. (4) Monsignor Kelly Catholic High School. (5) West Brook High School. Section 2. That if any section, subsection, sentence, clause of phrase of this ordinance, or the application of same to a particular set of persons or circumstances, should for any reason be held to be invalid, such invalidity shall not affect the remaining portions of this ordinance, and to such end, the various portions and provisions of this ordinance are declared to be severable. Section 3. That all ordinances or parts of ordinances in conflict herewith are repealed to the extent of the conflict only. Section 4. That any person who violates any provision of this ordinance shall, upon conviction, be punished, as provided in Section 1.01.009 of the Code or Ordinance of Beaumont, Texas. The meeting at which this ordinance was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 31st day of July, 2018. - Mayor .Becky Ames - PUBLIC HEARING � Receive comments related to a grant application to the Federal Transit Administration (FTA) for Operating Assistance funds for the Beaumont Municipal Transit System -K July 31, 2018 Consider a resolution authorizing the City Manager to submit a grant application and execute a contract with the Federal Transit Administration to receive Operating Assistance funds for the Beaumont Municipal Transit System BEAUMONT TEXAS TO: City Council FROM: Kyle Hayes, City Manager Z) 15 PREPARED BY: Chris Boone, Planning & Community Development Director MEETING DATE: July 31, 2018 REQUESTED ACTION: Council conduct a public hearing and consider a resolution authorizing the City Manager to submit a grant application and execute a contract with the Federal Transit Administration (FTA) to receive Operating Assistance funds for the Beaumont Municipal Transit System. BACKGROUND Beaumont Municipal Transit has prepared a grant application for FY 2018 FTA funds. The grant will help fund the labor, fringe benefits, parts and supplies, purchased services, utilities, insurance, licenses, and all other miscellaneous expenses needed for the operation and maintenance of the Beaumont Municipal Transit (BMT) System in FY 2018, the period from October 1, 2017 through September 30, 2018. FUNDING SOURCE The grant will pay up to 50% of the net operating deficit. Sourc"e"'. A_ mount• FTA Grant $2,139,995 City Share $1,636,210 State $503,785 Total: $4,279,990 RECOMMENDATION Approval of the resolution. PUBLIC NOTICE The City of Beaumont/Beaumont Municipal Transit (BMT) is considering applying for a grant from the Federal Transit Administration (FTA) for expenses incurred in FY2018. The grant will be for operating assistance (5307 funding) for the Beaumont Municipal Transit System for up to one-half of the net operating deficit for FY 2018, the period between October 1, 2017 through September 30, 2018. Operating assistance will cover all expenses related to the operation and maintenance of the transit system to include labor, fringe benefits, fuel, tires, bus parts, lubricants, other materials and supplies, insurance, utilities, purchased services, taxes and licenses, and any other miscellaneous expenses. A breakdown of the operating assistance project follows: Line Item Federal State Local Total Operating $2,139,995 $503,785 $1,636,210 $4,279,990 Assistance A Public Hearing will be held on Tuesday, July 31, 2018 at 1:30 pm at the City Council Chambers at City Hall, 801 Main Street, Beaumont, Texas, 77704. The Public Hearing will offer an opportunity for interested persons, agencies, and private transportation providers to comment on the proposal. The hearing will also afford the opportunity for interested persons to be heard on the social, economic, and environmental aspects of the proposal. Prior to the hearing, additional information may be requested and/or written comments may be submitted to: William J. Munson General Manager Beaumont Municipal Transit 550 Milam Street Beaumont, Texas 77701 (409)835-7895 In addition, the proposed grant application data may be viewed prior to the Public Hearing by the public at the Beaumont Municipal Transit Office at 550 Milam Street, Beaumont, Texas, 77701, during normal business hours of 8:00 am until 4:30 pm on weekdays. The above proposed Program of Projects will become final unless amended by the City Council. The final approved grant application data for this grant will be available for public review at the Beaumont Municipal Transit Office at 550 Milam Street, Beaumont, Texas, 77701, or a copy can be requested by calling (409)835- 7895. 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 submit a grant application and execute a contract with the Federal Transit Administration (FTA) to receive an Operating Assistance Grant in the amount of $2,139,995 for the Beaumont Municipal Transit System. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 31st day of July, 2018. - Mayor Becky Ames -