HomeMy WebLinkAbout04-13-13 Special Meeting of La Porte City CouncilLOUIS RIGBY
Mayor
JOHN ZEMANEK
Mayor Pro-Tem, Councilmember at Large A
DOTTIE KAMINSKI
Councilmember at Large B
MIKE MOSTEIT
Councilmember District 1
CHUCK ENGELKEN
Councilmember District 2
CITY COUNCIL SPECIAL MEETING AGENDA
DARYL LEONARD
Councilmember District 3
TOMMY MOSER
Councilmember District 4
JAY MARTIN
Councilmember District 5
MIKE CLAUSEN
Councilmember District 6
Notice is hereby given of a Special Meeting of the La Porte City Council to be held Saturday,
April 13, 2013, beginning at 8:30 a.m., in the Council Chambers of City Hall, 604 West Fairmont
Parkway, La Porte, Texas, for the purpose of considering the following agenda items. All agenda
items are subject to action.
1. CALL TO ORDER
2. DISCUSSION OR OTHER ACTION - The purpose of this meeting is to discuss and formulate City
Council and staff plans, operations, policies, and/or future projects, including the following:
(a) Financial Overview — Michael Dolby
(b) Main Street Festival Electrical Project Update — Councilmember Moser (S. Barr)
(c) Future Affordable Housing on Northside — Councilmember Moser (C. Alexander)
(d) Model T Storage Building — Councilmember Kaminski (C. Alexander)
(e) Expansion of Summer Camp Programming — Councilmember Moser (S. Barr)
(f) Trail System, including extension of N. E St. Linear Park — Councilmembers Martin/Moser
(S. Barr)
(g) Streets & Utilities Multi -Year Plan — Mayor Rigby (D. Mick)
(h) Golf Course Fairway Upgrades — Mayor Rigby (T. Leach)
(i) Department of Justice Complaint — Councilmember Engelken (T. Leach)
Q) Major CIP Projects — D. Mick; K. Adcox; D. Ladd; J. Suggs
(k) Health Fund and Insurance Information — K. Anderson
(1) Future Audit of Departments/Functions — C. Alexander/T. Leach
(m) Community Cooperative Projects — T. Leach
3. RECEIVE DIRECTION FROM COUNCIL ON UPCOMING 2013-14 FISCAL YEAR BUDGET
4. COUNCIL COMMENTS — Regarding matters appearing on the agenda; recognition of community
members, city employees, and upcoming events; inquiry of staff regarding specific factual information or
existing policies — Mayor Rigby, Councilmembers Mosteit, Clausen, Martin, Moser, Kaminski, Zemanek,
Leonard and Engelken.
5. EXECUTIVE SESSION — The City Council reserves the right to meet in closed session on any agenda
item should the need arise and if applicable pursuant to authorization by Title 5, Chapter 551, of the Texas
Government Code.
6. RECONVENE into session and consider action, if any, on items discussed in executive session.
7. ADJOURN
In compliance with the Americans with Disabilities Act, the City of La Porte will provide for reasonable accommodations
for persons attending public meetings. To better serve attendees, requests should be received 24 hours prior to the
meeting. Please contact Patrice Fogarty, City Secretary, at 281.470.5019.
CERTIFICATION
I certify that a copy of the April 13, 2013, agenda of items to be considered by the City Council was posted on the
City Hall bulletin board on April 5, 2013.
Patrice Fogarty, City Secretary
Council Agenda Item
April 13, 2013
CALL TO ORDER
***********************************************************************************
E
Council Agenda Item
April 13, 2013
DISCUSSION OR OTHER ACTION:
(a) Financial Overview — Michael Dolby
(b) Main Street Festival Electrical Project Update — Councilmember Moser (S. Barr)
(c) Future Affordable Housing on Northside — Councilmember Moser (C. Alexander)
(d) Model T Storage Building — Councilmember Kaminski (C. Alexander)
(e) Expansion of Summer Camp Programming — Councilmember Moser (S. Barr)
(f) Trail System, including extension of N. E St. Linear Park — Councilmembers
Martin/Moser (S. Barr)
(g) Streets & Utilities Multi -Year Plan — Mayor Rigby (D. Mick)
(h) Golf Course Fairway Upgrades — Mayor Rigby (T. Leach)
(i) Department of Justice Complaint — Councilmember Engelken (T. Leach)
Q) Major CIP Projects — D. Mick; K. Adcox; M. Boaze; J. Suggs
(k) Health Fund and Insurance Information — K. Anderson
(1) Future Audit of Departments/Functions — C. Alexander/T. Leach
(m) Community Cooperative Projects — T. Leach
***********************************************************************************
REQUEST FOR CITY COUNCIL AGENDA ITEM
Agenda Date Requested: April 13, 2013
Requested By: Michael G. Dolbv, CPA
Department: Finance
Report: X Resolution: Ordinance:
Exhibits: Slide Presentation of Financials
Exhibits:
Exhibits:
Appropriation
Source of Funds:
N/A
Account Number:
N/A
Amount Budgeted:
N/A
Amount Requested:
N/A
Budgeted Item:
YES NO
SUMMARY & RECOMMENDATION
As a planning tool at the Pre -Budget Retreat staff provides a brief overview of the current
financial conditions of the City and a preliminary projection of where current trends may lead.
Highlighted in the presentation are the General Fund, Utility Fund and Health Insurance Fund.
The projections are subject to change as more data becomes available in late spring/early
summer.
Action Required by Council:
No action required by Council.
Approved for City Council Agenda
Corby D. Alexander, City Manager Date
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REQUEST FOR CITY COUNCIL AGENDA ITEM
Agenda Date Requested: April 13, 2013
Requested By: Stephen Barr
Department: Administration
Report: Resolution: Ordinance:
Exhibits: Draft RFP for Design Build of Electrical Proiect
Budget
Source of Funds:
Account Number:
Amount Budgeted:
Amount Requested:
Budgeted Item: YES NO
SUMMARY & RECOMMENDATION
This item has been placed on the agenda at the request of Councilman Moser.
In the past generators have been rented for events on Main Street such as the popular Christmas
on Main Street. The generators are noisy and disrupt the festivities, such as choir performances,
etc. The generators are often inadequate to provide sufficient power to vendors and provide
lighting for the events. The funds here are earmarked to design and install a semi -permanent
electrical system that can meet the needs of future Main Street events, and can also be used for
other events at various locations throughout the city. This project will be funded by a $145,000
Hotel/Motel transfer.
Proiect Timeline
July, 2012 — Staff met with CenterPoint representative to gather input to initialize a conceptual
plan to meet the needs listed above.
September 2012 — Using information obtained and recommendations made by CenterPoint, staff
developed a conceptual plan, utilizing new electrical service, distribution boxes, heavy electrical
cabling, spider boxes and portable lighting, to come up with a portable system that could meet
the future festival needs on Main Street. The system, as envisioned, could also be utilized at
other sites throughout the City to provide power for special events and concerts.
October, 2012 — Bob Steadman of Complete Electric was engaged as a consultant to flesh out the
plan and provide specifications for the needed equipment, and monitor the installation of new,
and updates of existing electrical service for Main Street.
January, 2013 — Bob Steadman presented design drawings and specifications for equipment to
implement the proposed plan.
January, 2013 — Staff received additional input that it would be desirable to move toward a more
permanent installation of underground conduit utilizing boring and saw cuts of existing concrete,
in order to also install a permanent outlet at each of the trees along Main Street. The purpose is to
also provide up -lighting and holiday lighting at each tree as well as provide power for festival
vendors, portable lighting, and stage amplification. Bob Steadman indicated that the change in
direction was beyond his capability to provide the more complicated plans and specifications
required. The project change in direction has delayed the project but it can still be installed prior
to our premier event in December. The change will most likely require a budget adjustment as
the cost is expected to increase substantially due to the more extensive work required to install.
February, 2013 — Staff prepared a new scope of work designed to capture the additional
components as outlined, and forward to Purchasing for developing a DESIGN/BUILD Request
for Proposal for the work.
March, 2013 — Staff received the Draft Design/Build RFP from Purchasing and it is currently
under review before providing to potential contractors.
Preliminary estimates for the revised scope of work is approximately double the current budget.
However, until the City receives proposals for the project, it will be difficult to quantify exact
cost increase to the project. At this time, staff is seeking direction on whether the current
scope of the project is acceptable to the Council. If it is, staff will proceed by letting the RFP
and will be back before Council once those proposals have been received to present firm budget
numbers. An additional option is to complete the project in phases, where design occurs this
year using existing funding and installation occurs next year by rolling over remaining design
funds and the additional allocation, as necessary.
Action Required by Council:
None.
Approved for City Council Aeenda
Corby D. Alexander, City Manager Date
SEALED RFP #13507 — GEN 648 Main Street
Electrical Improvements
CITY OF LA PORTE
NOTICE TO RESPONDENTS
All sealed proposals shall be submitted including one (1) marked original and three (3)
duplicates on the original forms and clearly marked with RFP number and
description. Solicitation submittals will be received at the Purchasing Office, 604 W.
Fairmont Pkwy., La Porte, TX, 77571 until 2:00 p.m., XXXXXX, 2013.
The proposals will be opened and the respondent's name publicly read in the City Hall Council
Chambers immediately after the closing hour on said date.
No late submittals will be considered
Forms furnished by the City of La Porte may be obtained without deposit from:
City of La Porte Purchasing Office
604 W. Fairmont Pkwy.
La Porte, TX 77571
(281) 470-5126
purchasing(Maportetx. ov
The City of La Porte hereby notifies all respondents that in regard to any contract entered
into pursuant to this advertisement, minority business enterprises will be afforded equal
opportunities to submit proposals in response to this invitation and will not be discriminated
against on the grounds of race, color, sex, age, religion or national origin in consideration
for an award.
The City reserves the right to reject any and/or all proposals, to waive any and all
technicalities and to accept any proposal or part thereof, which in the opinion of the City
Council, is most advantageous to the City. In case of ambiguity or lack of clearness in
stating the prices in the proposal, the City reserves the right to consider the most
advantageous proposal thereof or to reject the submittal.
WIPPIPSM
CITY OF LA PORTE
RESPONDENT AFFIDAVIT
The foregoing prices shall include all labor, materials, equipment, removal, overhead,
profit, freight, insurance, etc., to cover the finished work specified in this solicitation.
All items proposed and installed under this procurement must be new and unused
and in undamaged condition.
The City of La Porte is tax exempt and no taxes shall be included in the pricing of this
solicitation.
Respondent understands that the Owner reserves the right to reject any or all offers
and to waive any informalities in the response.
The respondent agrees that this offer shall be good and may not be withdrawn for a
period of sixty (60) calendar days after the scheduled closing time for receiving
solicitations.
The undersigned affirms they are duly authorized to represent this firm, that this offer
has not been prepared in collusion with any other firm, and that the contents
contained herein have not been communicated to any other firm prior to the official
opening.
Respectfully submitted:
Business Name:
Address:
Printed Name:
Authorized Signature:
Date:
CITY OF LA PORTE
CERTIFICATION BY RESPONDENT
City of La Porte Ordinance #98-2217 prohibits any expenditure for goods or
services by the City of La Porte from any person, firm, or corporation owing any
delinquent indebtedness to the City. The undersigned respondent further certifies
that it is in compliance with the requirements of said ordinance. A copy of the
ordinance may be obtained by contacting the City of La Porte Purchasing Division
at 281-470-5126.
If undersigned respondent is not in compliance with Ordinance 98-2217, it hereby
assigns to the City of La Porte, the amount of its delinquent indebtedness to the
City of La Porte, to be deducted by the City of La Porte from the amounts due the
undersigned.
Failure to remit this certification with the offer or non-compliance with said
ordinance shall be just cause for rejection or disqualification of proposal.
The undersigned hereby certifies that it is in compliance with Ordinance 98-
2217.
Or
The undersigned assigns to the City of La Porte, the amount of its delinquent
indebtedness, to be deducted by the City of La Porte from the amounts due
the undersigned.
(Initial one of the above)
Business Name:
Address:
Printed Name:
Authorized Signature:
Date:
CITY OF LA PORTE
The City of La Porte, Texas actively supports the Immigration and Nationality Act
(INA) which includes provisions addressing employment eligibility, employment
verification, and nondiscrimination. Under the INA, employers may hire only
persons who may legally work in the United States (i.e., citizens and nationals of
the U.S.) and aliens authorized to work in the U.S.
The employer must verify the identity and employment eligibility of anyone to be
hired, which includes completing the Employment Eligibility Verification Form (1-9).
The successful respondent shall establish appropriate procedures and controls so
no services or products under the contract documents will be performed or
manufactured by any worker who is not legally eligible to perform such services or
employment.
Business Name:
Address:
Printed Name:
Authorized Signature:
Date:
CITY OF LA PORTE
INDEMNITY HOLD HARMLESS AGREEMENT
To the fullest extent permitted by law, successful respondent, its successors,
assigns and guarantors, shall pay, defend, indemnify and hold harmless the City of
La Porte, its agents, representatives, officers, directors, officials and employees
from and against all allegations, demands, proceedings, suits, actions, claims,
including claims of patent or copyright infringement, damages, losses, expenses,
including but not limited to, attorney's fees, court costs, and the cost of appellate
proceedings, and all claim adjusting and handling expenses, related to, arising
from or out of or resulting from any actions, acts, errors, mistakes or omissions
caused in whole or part by successful respondent relating to work, services and/or
products provided in the performance of this contract, including but not limited to,
any subcontractor or anyone directly or indirectly employed by or working as an
independent contractor for successful respondent or said subcontractors or anyone
for whose acts any of them may be liable and any injury or damages claimed by
any of successful respondents and subcontractor's employees or independent
contractors.
The successful respondent expressly understands and agrees that any insurance
policies required by this contract, or otherwise provided by the successful
respondent, shall in no way limit the responsibility to indemnify, keep and save
harmless and defend the City of La Porte, its Council members, officers, agents
and employees and herein provided.
Business Name:
Address:
Printed Name:
Authorized Signature:
Date:
CITY OF LA PORTE
11f I�111�
1. RECEIPT AND OPENING OF PROPOSALS
The City of La Porte, (hereinafter called the "Owner"), invites proposals on the
form attached hereto. Sealed proposals shall be submitted, including one (1)
marked original and three (3) duplicates on the original forms and clearly
marked with solicitation number and description. This form must be fully
completed and signed by authorizing agent when submitted. The name and
address of respondent shall be marked on the outside of submitted solicitation
packet.
Owner will receive responses at the Purchasing Office, 604 W. Fairmont Pkwy.,
La Porte, TX 77571. Proposals will be publicly opened and only the name read
aloud in the Council Chambers immediately after the closing hour of said date.
Any proposal received after the time and date specified shall not be
considered.
The Owner may not consider any proposal not prepared and submitted in
accordance with the provisions hereof and may waive any informalities or reject
any and all offers. Any proposal may be withdrawn prior to the scheduled time for
receipt of proposals or authorized postponement thereof.
2. SOLICITATION MODIFICATIONS
Any respondent may modify their proposal by written communication at any time
prior to the scheduled receipt of proposals, provided such communication is
received by the Owner prior to closing time. The communication should not reveal
the price, but should provide the addition or subtraction or other modification so
that the Owner will not know the final prices or terms until the sealed proposal is
opened.
Owner shall not provide interpretation of the meaning of the plans, specifications
or other pre -solicitation documents to any respondent orally. Such
communication must be in writing.
Every request for such interpretation should be in writing addressed to the
Purchasing Manager, 604 W. Fairmont Pkwy., La Porte, TX 77571 or e-mailed to
PurchasinQCDlaiDortetxgov. All requests shall be received at least five (5) days
prior to the scheduled time for receipt of proposals. Any and all such
interpretations and any supplemental instructions, will be in the form of written
addenda to the specifications which, if issued, will be submitted to all prospective
respondents not later than three (3) working days prior to the scheduled time for
receipt of proposals. Failure of any respondent to receive any such addendum or
interpretation shall not relieve respondent from any obligation of submitted
proposal. All addenda issued shall become part of the contract documents and
must be acknowledged as received on submitted document.
Instructions to Respondents
Continued
Page 2 of 4
3. COOPERATIVE PURCHASE
Vendors awarded contracts through Cooperative Purchasing Programs are
encouraged to submit proposals. Proposals must be submitted on the
appropriate Cooperative form, i.e. H-GAC, BuyBoard, etc.
4. METHOD OF AWARD
Evaluation will be based on the criteria stated in the RFP. The best proposal
submitted by a responsible respondent will be negotiated with the City of La
Porte and one or more vendors may be allowed to present a best and final
offer. If proposal amounts exceed the available funds to finance the contract,
the Owner may reject all proposals or may award the contract on a negotiated
proposal with deductible alternates applied in numerical order in which they are
listed on the Form of Proposal, as produces a net amount, which is within the
available funds.
The City of La Porte Council reserves the right waive any informalities or technical
errors, consider alternate proposals and award as lump sum, individual basis, or
any combination, that in its judgment, will best serve the interests of the City.
5. FUNDING OUT CLAUSE
The City of La Porte warrants funds are available to pay for this contract until the
end of its current fiscal year and warrants that funds will be requested to make
payment in each appropriation period from now until the end of the last renewable
option year. However, if funds are not made available after such request, the City
of La Porte may terminate this agreement with thirty (30) days written notice.
6. QUALIFICATIONS OF RESPONDENT
At the time of the opening of proposals, each respondent will be presumed to be
thoroughly familiar with the plans and contract documents (including all addenda).
The failure or omission of any respondent to examine any form, instrument, or
document shall in no way relieve any respondent from any obligation in respect of
their proposal.
The Owner may make such investigations as deemed necessary to determine the
ability of the respondent to perform the work, and the respondent shall furnish to
the Owner all such information and data for this purpose as the Owner may
request. The Owner reserves the right to reject any proposal if the evidence
submitted by, or investigation of, such respondent fails to satisfy the Owner that
such respondent is properly qualified to carry out the obligations of the contract
and to complete the work contemplated therein. Conditional proposals will not be
accepted.
Instructions to Respondents
Continued
Page 3 of 4
7. CONDITIONS OF WORK
Each respondent must inform himself fully of the conditions relating to the
specifications and scope of work contained, herein. Failure to do so will not
relieve a successful respondent of his obligation to furnish all material and labor
necessary to carry out the provisions of the contract. Insofar as possible, the
successful respondent, in carrying out his work, must employ such methods or
means as will not cause any interruptions of or interference with the work of City
personnel.
8. LAWS AND REGULATIONS
The respondent's attention is directed to the fact that all applicable state laws,
municipal ordinances, and the rules and regulations of all authorities having
jurisdiction over performance of the project shall apply to the contract throughout,
and they will be deemed to be included in the contract the same as though herein
written out in full.
The successful respondent shall be responsible for receipt and payment of any
local, state, or federal fees and/or permits required for this solicitation, unless
stated otherwise.
9. SUBCONTRACTS
The respondent is specifically advised that any person, firm, or other party to
whom it is proposed to award a subcontract under this contract must be
acceptable to the Owner.
10. SAFETY STANDARDS AND ACCIDENT PREVENTION
With respect to all work performed under this contract, the successful respondent
shall:
➢ Comply with the safety standards provisions of applicable laws, building and
construction codes and the "Manual of Accident Prevention in Construction"
published by the Associated General Contractors of America, and the
requirements of the Occupational Safety and Health Act of 1970 (Public Law
91-596), if applicable.
➢ Exercise every precaution at all times for the prevention of accidents and the
protection of persons (including employees) and property.
Instructions to Respondents
Continued
Page 4 of 4
11. CONFLICT ON INTEREST
Chapter 176 of the Texas Local Government Code requires that any person,
who enters or seeks to enter into a contract for the sale or purchase of
property, goods or services with a local government entity and who has an
employment or other business relationship with a local government officer or a
family member of the officer, as described by Texas Local Government Code
Section 176.006, shall file a completed conflict of interest questionnaire with the
City Secretary within 7 business days after the latter of: 1) the date the person
begins discussions or negotiations to enter into a contract, including submission
of a proposal, or 2) the date the person becomes aware of facts that require the
statement to be filed. The Conflict of Interest Questionnaire (Form CIQ) is
available from the City of La Porte website at laortetxeov or from the
Texas Ethics Commission at www. ethics. state.us. Completed conflict of interest
forms may be mailed or delivered to the office of City Secretary, 604 W.
Fairmont Pkwy,. La Porte, TX 77571. Please consult your own legal advisor if
you have questions regarding the statute of this form.
12. SUPPLEMENTAL INFORMATION
➢ The City of La Porte is exempt from all taxes in the State of Texas, including
sales tax. A tax-exempt form will be provided upon request.
➢ Vendors shall provide a completed W-9 form with submitted documents.
➢ All prices to be F.O.B., Destination, La Porte, TX 77571. Any freight charges
must be submitted on forms, herein, and additional quotes or charges after
opening of proposals will not be considered.
➢ Invoices shall be submitted to: City of La Porte
Attn: Accounts Payable
604 W. Fairmont Pkwy.
La Porte, TX 77571
➢ Use of brand names in specifications is descriptive and not restrictive.
Alternate brands may be submitted to City staff for consideration as an
"approved equal', unless stated otherwise in the solicitation documents.
➢ All exceptions to the specification must be so stated on the submitted
proposal.
➢ Quantities are estimates and may be increased or decreased at the discretion of
the City of La Porte.
➢ Items/Sections will be considered separately and may be awarded as such.
CITY OF LA PORTE
RFP #13507
=N648 Main Street Electrical Improvements
INTENT
The City of La Porte frequently hosts events on Main Street (e.g., Christmas on
Main Street) where vendors participate and market their wares. Currently those
vendors requiring electricity receive their power from portable generator(s). These
generators are frequently noisy and may disrupt nearby festivities (choir
performances, etc.). In addition to being noisy, they sometimes fail to provide
sufficient, consistent power to sufficiently light or operate the vendor display areas.
The City is seeking competitive proposals for a design/build approach to a
permanent underground electrical solution on Main Street between the
intersections of Main and 5t" Street, continuing eastward to the intersection of Main
and Broadway.
SCOPE OF WORK
The successful respondent will be responsible to evaluate existing conditions in the
target area, develop a design to satisfy the specifications contained herein and
submit for approval by the City, and then construct/install the project in accordance
with all applicable laws, Codes, regulations, safety and permitting requirements.
EVALUATION OF PROPOSALS
Proposals will be screened and the top candidates will be selected by a
committee of City staff. The qualifications for the top candidates will be verified
and references will be checked. In reviewing the proposals, the City will carefully
weigh:
Cost Estimate (40 points)
Please provide a cost estimate for your services as described. You may break out
each individual section, but please provide a final total for us to consider as we
evaluate your proposal.
Qualifications/Experience (40 points)
Please explain why your firm is best situated to provide the design and resulting
construction/installation services described, herein. Include information regarding
your firm's years of experience, as well as the key personnel to provide services.
Please specify any design or construction recommendations that may be beneficial
or result in a cost savings to the city.
References (20 points)
Please provide, using the attached form, both current and prior projects similar in
size and nature to this scope.
PROPOSAL DETAILS
Interested firms shall submit an original and three (3) copies of their proposal.
Statement of Qualifications
• A detailed description of experience with service requested, including the
number of years and specific areas of knowledge and experience;
• Primary contractor's experience and background, and/or experience and
background of all principals of the firm, particularly experience within the
Houston metropolitan area;
• Current work load of primary contractor or firm;
• Disclose any known conflicts of interest by principals in the firm that
could result in your firm; and
• List of past/current municipal clients (including primary contact and phone
number) for which similar work was completed.
Proposal of Charges and Fees
Proposers must utilize the attached form to provide information regarding specific
charges and fees for services.
• Charges and fees for general performance of the Scope of Services, as
outlined above;
• The firm's policy regarding charges for travel including charges for travel
time to and from meetings; and
• The firm's policy regarding charges for reimbursable expenses.
ATTACHMENTS:
Please attach the following documents to the original proposal and all copies.
• All City required forms
• Statement of Qualifications
• Proposal Form (included in the RFP as Appendix A)
• References (included in the RFP as Appendix B)
Technical Specifications to RFP #13507 — GEN 648 Main Street
Minimum requirements to satisfy the requirements of the project include, but may
not be limited to:
1. Provide underground electrical outlets to each existing tree well on both the
north and south sides of Main Street between 5t" Street and Broadway.
Electrical service will be governed by either one or two circuits, capable of
providing electricity to
a. Provide holiday lighting for existing trees on a photocell or timer
b. Provide electricity to at least 4 vendors for special events, minimum
20 ampere service
2. Provide electrical outlets at the intersections of Main and 2"d, Main and 3ra
Main and 4t", Main and 5t" and on the west side of Main at Broadway that
will allow portable lighting to be utilized and is sized to meet the demand of
said portable lighting. In addition, one permanent four-Oplex outlet with 20
ampere circuit is to be installed on the east side of Broadway on East Main
to provide electricity for sound system(s) (choirs, etc.)
3. Utilize and upsize if necessary, existing city electrical service along Main
Street, including meters at Broadway, 2nd Street and 4t" Street. Additional
electrical service points are to be installed through CenterPoint, as
necessary to fulfill the design requirements.
4. Identify existing utilities locations and utilize that information to develop
technical plans and detailed drawings as needed prior to any utilization of
boring equipment, concrete saw cuts, etc. required to provide underground
conduit from existing and new electrical service to meet these
specifications. Install any specific equipment (distribution boxes, etc.)
needed to fulfill the requirements. Electrical junction boxes are to be placed
at grade. Construction drawings are to be stamped by a licensed Texas
Civil Engineer
5. Some portable electrical components are required (e.g., portable lighting).
The City will work with the successful firm to develop the specific
requirements of any proposed electrical components of this type where
specific information may be unknown at this time.
6. Repair to original conditions any disturbed concrete sidewalk, street or other
appurtenance. Leave worksite broom clean upon completion of work.
7. As built drawings shall be provided to and become the property of the City
of La Porte upon completion of the project and prior to final payment. These
drawings must be in an electronic format (e.g., *.pdf or *.dwg).
In order to facilitate comparison of competing proposals, the City respectfully
requests applicants complete the following form. Please feel free to attach
additional sheets where your response to the information requested is more
extensive than the space provided.
CONTACT INFORMATION
Name of Firm:
Mailing Address:
Physical Address:
Telephone:
Email Address:
Website:
Name of person and email address proposed as primary service provider:
PROFESSIONAL LIABILITY INSURANCE:
Insurance Carrier:
Limits:
FINANCIAL CONSIDERATION:
Not to Exceed Cost for Completing Scope of Services as outlined:
Will billable rates for travel include round trip, one way, or no charge?
Mileage expense rate:
Please identify reimbursable expenses and charges that may typically be incurred
in the prosecution of the Scope of Services for which the City will be invoiced:
Reimbursable Item
etc.)
Charge to City
(i.e. — cost per item or per hour,
I, , acting on behalf of
(firm) certify that I have reviewed and fully understand the City of La Porte's
Request for Proposal for Retail Market Study and Retail Recruitment/Marketing.
I further certify and swear that the information submitted in response to the RFP is
true, correct and fully shows all information required to be reported.
By.
Signature
Title
APPENDIX B
REFERENCES
References: a minimum of 3 each, current and past is preferred but please provide as
many as is possible
Name of Business:
Contact Name:
Address:
Phone Number:
Email Address:
Name of Business:
Contact Name:
Address:
Phone Number:
Email Address:
Name of Business:
Contact Name:
Address:
Phone Number:
Email Address:
Name of Business:
Contact Name:
Address:
Phone Number:
Email Address:
Name of Business:
Contact Name:
Address:
Phone Number:
Email Address:
Name of Business:
Contact Name:
Address:
Phone Number:
Email Address:
REOUEST FOR CITY COUNCIL AGENDA ITEM
Agenda Date Requested: April 13, 2013
Requested By: Traci Leach
Department: Administration
Report: Resolution: Ordinance:
Exhibits: List of Available Homes on Northside
Exhibits: Site Map
Budget
Source of Funds:
Account Number:
Amount Budgeted:
Amount Requested:
Budgeted Item: YES NO
SUMMARY & RECOMMENDATION
This item has been placed on the agenda at the request of Councilman Moser
A list of properties that are available for acquisition through delinquent taxes is attached as an
exhibit. The total cost of acquiring all eight residential properties is $73,186. This cost includes
all post judgment taxes owed. Should the City move forward to acquire these properties, the La
Porte Independent School District would be required to sign off on the deed to any property
struck off to the District.
Action Required by Council:
None.
Approved for City Council Agenda
Corby D. Alexander, City Manager
Date
Councilman Moser's Original List
HCAD #
Address
Lots
Block
Status
Total Acquisition Costs
023-205-083-0020
321 N First
20-25
83
Set for Trial 5/21/13
023-207-086-0026
401 N First
17 & 18
86
"Not delinquent
023-218-007-0017
503 N First
17 & 18
107
Struck Off to LPISD (9-6-2011)
$ 10,169.64
023-218-007-0032
507 N First
19
107
"Not delinquent
023-207-086-0014
402 N Second
14-16
86
Judgment signed 2/27/13
023-217-006-0026
207 N Third
26 & 27
106
Struck Off to LPISD (2-7-2012)
$ 10,269.79
023-217-006-0030
217 N Third
30-32
106
Struck Off to LPISD (2-7-2012)
$ 15,404.63
023-217-006-0003
226 N Third
3 & 4
106
Req'd perm to sell 3/11/13
023-216-004-0019
505 N Fourth
19-22
104
In the process of requesting an attorney
Ad Litem
023-216-004-0023
517 N Fourth
23-25
104
Intervention with the county; the clef was
just served 2/27/13.
023-217-005-0001
530 N Fourth
1-3
105
We submitted a request to the court to
have the Ad Litem appointed and are just
waiting on it to be signed.
023-217-005-0007
518 N Fourth
7-9
105
"City purchased in February
024-039-030-0001
606 N Fourth
1-6 & N 10ft 7
330
Struck off to City (8-7-2007)
$ 121,319.59
024-039-030-0015
630 N Fourth
14-16 & S 5ft 13
330
Struck off to the City (8-7-2007)
$ 10,196.56
023-197-066-0023
217 N Fifth
23 & 24
66
Set for Trial 3/19/13
023-197-065-0005
222 N Fifth
5-7
65
Sold to City for HOME Grant
023-203-079-0019
305 N Fifth
19 & 20
79
Deferral on account
023-204-080-0013
306 N Fifth
13 & 14
80
Judgment was submitted to the court on
3/6/13 waiting for it to be granted.
023-198-067-0022
211 N Sixth
22-24
67
Set for Trial 3/18/13.
023-197-066-0007
216 N Sith
7 & 8
66
Struck Off to LPISD (9-6-2011)
$ 10,169.64
023-203-078-0019
305 N Sixth
19 & 20
78
suit is filed we are waiting on service to be
completed.
023-209-000-0032
1406 N Sixth
1 11 & 12
90
Set for Trial 4/10/13.
023-202-077-0025
1319 N Seventh
1 25 & 26
1 77
IStruck Off to LPISD (7-3-2012)
$ 3,159.22
023-198-068-0023
1213 N Seventh
1 23 & 24
1 68
lCollection efforts in progress.
Additional Properties Identified
024-039-030-0027
IN Fourth
1 8-9 & S 15 ft 7
1 330
IStruck Off to City (8-7-2007)
$ 7,370.29
024-208-089-0027
IN Fourth
1 27 & 28
1 89
IStruck Off to City (8-7-2007)
$ 6,446.56
Grand Total
Residential Only
Note:
Total Acquisition cost includes the lesser of adjudged value or cost plus taxes, as well as any post judgment taxes due.
N Fourth Property added to the list is an adjacent parcel to 606 N. Fourth
194,505.92
73,186.33
REOUEST FOR CITY COUNCIL AGENDA ITEM
Agenda Date Requested: April 13, 2013
Requested By: Traci Leach
Department: Administration
Report: Resolution: Ordinance:
Exhibit: Estimated Cost
Exhibit: Estimated Hotel/Motel Fund Balance
Budget
Source of Funds:
Account Number:
Amount Budgeted: _
Amount Requested:
Budgeted Item: YES
SUMMARY & RECOMMENDATION
This item has been placed on the agenda at the request of Councilperson Kaminski.
NO
The Heritage Society has requested that the City consider constructing an enclosed storage
garage for a Model T car. The requested garage would be constructed adjacent to the existing
depot museum.
Staff has researched the costs to construct an enclosed structure, which would include a concrete
pad, metal building, and automatic door. Estimated total cost is $135,000. This would be an
eligible Hotel Motel Fund expenditure.
Action Required by Council:
None.
Approved for City Council Agenda
Corby D. Alexander, City Manager
Date
2013 DEPOT - GARAGE and STORAGE BUILDING
Description
Cost Est.
Design & Reimbursables
$
11,000
Earthwork
$
15,000
Building & Site Improvements
$
78,200
Special Reviews & Inspections
$
1,500
Material Testing
$
3,000
General Conditions
$
16,776
Construction Contingency
$
9,320
TOTAL
$
134,796
4/2/2013
City of La Porte
Hotel/Motel Occupancy Tax Fund (037) Summary
Fund Balance 9130111
Plus 11-12 Revenues
Less 11-12 Expenditures
Total Expenditures
Fund Balance 9130112
Plus 12-13 Revenues:
Occupancy Tax
Interest Income
Total Revenue
Equals Total Resources
Less 12-13 Expenditures:
Hotel / Motel Operations
Transfer to General CIP Fund - Mainstreet Electrical Project
Total Expenditures
Ending Fund Balance 9130113
$ 868,374
507,230
351,362
351,362
1,024,242
425,000
1,500
426,500
1,450,742
420,285
145,000
565,285
$ 885,457
Actual Projected
2011-12 2012-13
Revenues $ 507,230 $ 426,500
Expenditures & Commitments 351,362 565,285
Revenues over Expenditures $ 155,868 $ (138,785)
REQUEST FOR CITY COUNCIL AGENDA ITEM
Agenda Date Requested: April 13, 2013
Requested By: Stephen Barr
Department: Parks & Recreation
Report: Resolution: Ordinance:
Exhibits:
Budget
Source of Funds:
Account Number:
Amount Budgeted:
Amount Requested:
Budgeted Item: YES NO
SUMMARY & RECOMMENDATION
This item was placed on the agenda at the request of Councilman Moser.
The Parks & Recreation Department offers a variety of summer recreation activities at its
recreation centers each summer, including Track & Field, Basketball Camp, a Summer Camp
Program at Evelyn Kennedy, and recreation summer programs at Brookglen and Northside
Parks. The Police Department D.A.R.E. program also offers a Safety Camp, four times during
the summer with different safety aspects featured for each camp.
Our traditional Summer Camp programming is restricted as to the number of kids who can
participate, mainly due to limitations on staffing levels and very limited transportation. Summer
Camps are offered for ages 6-12 for three one -week sessions at the Evelyn Kennedy Civic Center
for $60 for each of the three week sessions. Evelyn Kennedy Civic Center was chosen for the
traditional Summer Camp because of its central location when compared to the other two
centers.
For a number of years, the City worked with Harris County to provide a summer camp program
at Northside Park. In addition to the County Summer Camp, the City participated in a free lunch
program through a federally funded program administered by the City of Houston that is open to
anyone. The Summer Camp program was cut by Harris County after the summer of 2010 due to
extreme budget constraints brought about by the recession. The City of Houston Summer Lunch
program has continued and runs from approximately 3 days after school lets out, through the
second week in August (school starts back on August 23ra)
Parks and Recreation implemented a substitute program in 2011 that was able to duplicate some
of the Harris County program that was eliminated. Some highlights of that summer program are
as follows:
• Starting when school is out, the Northside Center is open from loam until 9pm each
weekday
• Lunch is served at 1 lam to any person under the age of 18, who signs in for the program
(based on availability of meals provided for the day, which varies based on demand
from the day before, and scheduled by City staff).
• Recreation and educational activities were scheduled throughout the day and
transportation is coordinated for some events through the Harris County bus service (i.e.
trips to the San Jacinto/Wave Pools). Movies, a field trip to an Astros game, Seabreeze
Fishing trips, and bowling are examples of the types of activities scheduled throughout
the summer
• Children sign in for the meal only and are free to participate in the scheduled activities,
or not, throughout the day. This differs from the Harris County Summer Camp, which
required participants to stay in the program all day, until picked up by a parent at the
end of the day (the Evelyn Kennedy Summer Camp has the same restriction).
Staffing and Transportation
We currently have three permanent staff positions, one for each of the recreation centers. During
the summer months, we supplement the regular staffing with four seasonal employees, normally
high school students who help keep order, organize games and activities, and generally support
the regular staff during the special events and camps. Two are assigned to Jennie Riley/Charles
Walker Recreation Center, one at Evelyn Kennedy Civic Center, and one at Brookglen
Recreation Center. For the three weeks of the traditional Summer Camp, staff is redistributed
with 4 staff at EK, 3 at Northside, and 1 at Brookglen. Total P&RD summer staffing for
recreational programming, including all summer special events, camps, recreation center
operation, D.A.R.E. and Track and Field, and two supervisors, is eleven.
Transportation for these programs is shared with the Senior Program and the Special Needs
Program. We have one bus each and one van each, assigned to these two programs, and a single
van assigned to Recreation. The Senior and SP buses and vans are scheduled in advance for the
whole summer with each of those programs getting top priority for their own use. The Recreation
programs get the remainder of the time that is not being used by the Senior and Special
Programs. Our biggest limitation for expansion is that our five transportation units are shared
by the two other programs (Seniors and Special Programs) so the bus and van time has to be
shared between all the competing groups.
Comparisons
• Northside summer program provides needed meals as well as recreation opportunities, in
a less structured environment. Traditional Summer Camp at Evelyn Kennedy provides
more structured, supervised setting where children are not given access to come and go.
• When the County co-operated the Northside Camp, there were two separate operations;
the county's camp, while free of charge was exclusive in that the parental authorization
for participation was required; the City operated one was "participate if you like"; but
both groups were able to participate in the free lunch program.
• While the Northside program is free of charge and lasts all summer, the Evelyn Kennedy
Camps consists of three one week sessions and participants are charged a $60 weekly fee
for participation. The $60 goes to pay for the special events (i.e. bowling, Wave Pool,
movies, snacks, etc.) that take place during the week.
• During the time that the summer camp sessions are not taking place at Evelyn Kennedy
and Brookglen, staff also provides a program very similar to that at Northside, without
the meals program.
• The traditional programs at Evelyn Kennedy have, for the most part, been at capacity for
the past three years. According to staff, attendance at the Harris County structured camp
conducted at the Northside Park had dwindled down to 10-15 regular participants by
2010 (the City program enjoyed continued high participation, mainly because it was
"come and go as you will").
Proposed Program Changes for La Porte
Should Council make the determination that expanding the summer camp programming, staff is
prepared to implement two changes for summer 2013. First, the maximum capacity for each of
the one -week camps can be increased to a number that can still be accommodated by our existing
transportation. Currently, class size is capped at 20 participants, which is easily accommodated
with the bus. We could raise the cap to 39 participants by utilizing both the bus and the van for
transportation. For the weeks of the upcoming camps at Evelyn Kennedy, the bus has been
reserved for camp use and the van is dedicated for recreation programs.
Secondly, staff can continue the expanded recreation programing at Northside, with the less
structured environment as we have been. Additionally, as an added recreational opportunity, staff
has discussed feasibility of allowing children from the Northside Park area, whose parents are
interested in the more structured concept, to sign up their children to participate in the Evelyn
Kennedy program, at no charge, for up to the 19 new available slots. Transportation could be
provided from Northside to Evelyn Kennedy each morning and afternoon. By offering those slots
early as "first come, first served", staff could gauge the interest. If those slots were unfilled, they
could be offered to La Porte citizens as additional slots to the 20 currently available. Revenue
shortfall from Northside participation, would amount to about $3,300 for the three week
sessions, if all 19 slots were filled. An added feature would be to allow the children enrolled in
the Evelyn Kennedy program to partake of the free meals at Northside by transporting them over
from EK at lunchtime.
Council Direction
Our current program charges $60 per session, which essentially covers basic costs for field trips,
some lunches (field trips), and supplies. Staffing and transportation units are absorbed as a fixed
budgeted cost through the general fund. We do not have a reduced rate for those on financial aid;
our rates are comparable to those charged at other cities in our area, for all children.
• Does the City want to move in the direction of additional subsidies for recreational
amenities for those unable or unwilling to pay for that amenity?
• Does the City want to expand the age group upward and or downward to include more
children? It should be noted that the 6-12 age group (latchkey kids) is the most
vulnerable when left unsupervised and has traditionally been the target for summer
programming. Moving the age downward increases the costs exponentially with
increased standards of care, staffing, etc.
Action Required by Council:
None.
Approved for City Council Agenda
Corby D. Alexander, City Manager
Date
REOUEST FOR CITY COUNCIL AGENDA ITEM
Agenda Date Requested: April 13, 2013
Requested By: Stephen Barr
Department: Administration
Report: Resolution: Ordinance:
Exhibits: Trail/Sidewalk Presentation
Budget
Source of Funds:
Account Number:
Amount Budgeted:
Amount Requested:
Budgeted Item: YES NO
SUMMARY & RECOMMENDATION
This item has been placed on the agenda at the request of Councilman Martin. Councilman
Moser has also requested that the Northside Linear Park trail be considered at the Retreat and
this item is covered within this presentation, as well.
The City has a Trail Masterplan in place currently. Since its adoption in June 2003, significant
progress has been made towards implementation and construction of recommended trail
segments. The current Council policy direction received has been to place additional trail
construction on hold in order to focus on other infrastructure needs. As such, no trails/sidewalks
have been added to the City's inventory in the past two fiscal years.
Staff has included a presentation outlining where we are today, alternative options for
trail/sidewalk construction that are more cost effective than full concrete, and information on the
extension of the E. St linear park.
Action Required by Council:
None.
Approved for City Council Agenda
Corby D. Alexander, City Manager
Date
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REQUEST FOR CITY COUNCIL AGENDA ITEM
Agenda Date Requested: April 13, 2013
Requested BY: David Mick
Department: Public Works
Report: Resolution: Ordinance:
Exhibit: Draft 3 Yr CIP (Current Funding)
Exhibit: Draft 3 Yr CIP (Additional Funding)
Budget
Source of Funds: N/A
Account Number:
Amount Budgeted:
Amount Requested:
Budgeted Item: N/A — For Discussion
SUMMARY & RECOMMENDATION
Staff presented a high-level summary of potential utility and street funding needs at city
council's March 25, 2013 meeting. Prior to this meeting, staff received a request from Mayor
Rigby that a multi -year street improvement program be included with the Pre -Budget Workshop
information. The information is provided with this summary.
A few thoughts or ideas to supplement the March 251' presentation in summary fashion:
A stable_ long-term funding Dlan drives the organization. This is esDecially true for
public works. When future capital improvement funding levels are uncertain or year-to-
year, then staff s outlook is more inclined to be year-to-year as well. On the other hand,
if there is stability in the funding model that allows Public Works staff to anticipate a
level of funding over the next six to seven years that is sufficient enough to develop a
logical, systematic replacement and system improvement program, then staffs outlook is
now at least that far out and hopefully beyond.
• Streets and utilities often go hand -in -hand and so both are included on the attached draft
multi -year CIP plan. The Farrington Boulevard Improvement project is a good example
of a street improvement project triggering the need for associated utility work.
Even with the attached shorter -term 3-year plan (as opposed to a 5-year plan that would
be staffs ultimate goal) it becomes aparent that a consistent, stable capital improvement
program sets a lot of thin _gs up from an organization standp0 from an organization standpoint. In-house designs are
slotted out for consistency year to year, grant opportunities are more recognizable when
the organization is operating with a longer range CIP plan, utility replacement projects
can be well coordinated with streets and drainage projects reducing the unit cost for each
component, public works employees know not to spend significant resources repairing
roadway segments that will be replaced in 3 — 5 years, city debt and other financial
decisions are made with a consideration of the longer term needs of the city.
At the March 251' meeting, staff recommended an annual Utility Capital Improvement
Program of at least $2-million/year. This funding level is essential in staffs opinion.
• Staff also suggested a streets maintenance budget of $3.5-million/year at the same
council meeting. Contrary to the Utility CIP recommendation, this request may or may
not be necessary — it depends on the level of service desired by city council. Cracked
streets, though perhaps not aesthetically appealing, can still be very serviceable. This
may be a better alternative to some residents than spending $3.5-million/year. That is as
long they can get in and out of their driveways, their ride isn't so rough that it becomes a
distraction, they can get to where they need to go and emergency vehicles and school
buses can get to them. It comes down to what the residents and the city council members
prefer. However, staff does recommend a minimum funding level of $2.5-million for
streets so that the cost of deferred maintenance does not become too overwhelming in n the
future. $2.5-million for streets represents a $1.63-million increase in the current streets
funding
• Regarding the two alternate CIP plans that are attached, the first plan assumes existing
funding for streets and that sufficient funding is allocated to the Utility program to at
least fund the sanitary sewer overflow projects that the city is committed to complete
through an existing agreement with TCEQ. The second plan 3-year CIP assumes the
$3.5-million/year streets + $2.0-million/year utilities CIP funding ($5.5-million/year;
$16.5-million total over the three year program) that was proposed during staffs March
25 presentation with $0.218-million coming from the drainage tax. Essentially the $3.5-
million for streets would also be contributing toward drainage and utility funding
shortfalls to fully fund the projects.
• The draft CIP plan that is provided as an alternate to the current funding plan isn't a firm
recommendation but is provided more to illustrate a "what if'. That said, there was
considerable thought put in to the plan provided. Eventually the 3-year plan would
evolve to a 5-year plan that would be included with the annual budgets approved by City
Council with staff working even a year or two beyond the 5-year plan.
CTRF,F,TC-
The annual streets maintenance goal provided in the draft City Strategic Plan is 1.5-miles to 2.0-
miles concrete streets + 4.0-miles asphalt streets. 5.5-miles to 6.0 miles total concrete + asphalt
street each year.
Next 3 Fiscal Years — Current Budget Option ($870,000/year): $2,610,000 total
(excluding city crew time and materials)
FY 14
miles
FY15
miles
FY16
miles
Total
Miles
Concrete Street Reconstruction
0.4
0
0
0.4
Asphalt Street Resurfacing
0
1.5
1.5
3.0
City Crews Reconstruct Asphalt Street
1
1
1
3.0
City Crews Chip Seal Surface
1 2
1 2
1 2
1 6
Cone. Street Design going into FY 18
1
1
1
11
Next 3 Fiscal Years — Option to Add $2,635,000/year ($3,505,000/year totals $10,515,000 total
(excluding city crew time and materials);
Includes $8,339,000 allocated specifically for streets, $234,000 to the Utility Fund to supplement
the $2,000,000 Utility Capital Improvement Funds to pay for portion of the utility relocates
associated with street improvement projects, and $1,942,000 toward the cost of drainage -related
construction assuming $218,000 total from the Drainage fund over this 3-year period.
FY 14
(miles)
FY15
(miles)
FY16
(miles)
Total
Miles
Concrete Street Reconstruction
0.7
2.3
0
3.0
Asphalt Street Resurfacing
2
0.5
8
10.5
City Crews Reconstruct Asphalt Street
1
1
1
3.0
City Crews Chip Seal Surface
2
2
2
6
Cone. Street Design going into FY 18
2
While the $3,505,000/year option does not quite meet the strategic plan goal for linear miles of
concrete and asphalt street rehabilitated, still to be considered with both of these alternatives is
the potential for Harris County participation in an upcoming program to overlay county and city
streets as part of a county resurfacing project. The scope and budget of the county project has
not been determined, but based on what the county has proposed in other jurisdictions, an
increase of 5 to 7-miles of asphalt resurfacing to either of the above scenarios may not be out of
the question.
UTILITIES:
• As the Utility budget is currently structured, there are no funds available next year for
Utility CIP projects.
• Short-term funding solutions (one-time transfers, offsets, loans, etc.) may help staff to
expand their year-to-year planning outlook by a year or two but for only as long _ as s the
short term solution is in effect.
• As mentioned earlier in this report, staff considers the $2-million/year minimum Utility
CIP request to be essential.
Action Required by Council:
None.
Approved for City Council Agenda:
Corby D. Alexander, City Manager Date
I. Carlow Intersection]_Dranage_lmprovements
150
20
60
230
Drive (Survey and ACAD Baseline Only?, P/E Dept
12
12
Sylvan [North of Bayshore] (Survey and ACAD Baseline
)esign?)
12
12
nd Dr. Street and Drainage Imp.
500
200
250
950
Dn_Sylvan Dr. [North of Bayshore]
300
100
100
500
Subdivision (Survey Only, P/E Dept Design?)
25
25
'.eclaimed/Surfaced: 2 Rated Streets in HDR Report
an, Cypress, Flintlock, Patty, West F, West G)
350
350
urfac�: Bayside Terrace Subdivision
500
500
tepair - Remove/Replace (Small Sections)
150
150
tepair - Slab Jacking (Small Sections)
30
30
-pair Materials (City Crew Construction)
70
70
ap Ramp (Where Sidewalk Exists, Full Height Curb, No
30
30
acts
ion (SSO Plan)
350
350
i Main Replacement (SSO Plan)
Dvem' eats ( SO Plan)
185
35
185
35
. Line Extension (In-house)
29
29
Dment In-house
45
45
J Tank Exterior/Interior Re -Coating
125
125
trols Replacement Construction
200
200
unk Sewer —Lift Station Consolidation
500
500
ermain Replacement Projects
75
75
rojects
is time
moss_Fernrock Street_Drainage_ and Utility
1,300
650
500
2450
Belfast Pineybrook Street Dranage_lmprovements
1,500
200
600
2300
'.eclaimed/Surfaced: (North E, North 12th - South of North
3ay Colony west of Sunrise Dr, West Madison))
250
250
tepair - Remove/Replace (Small Sections)
150
150
tepair - Slab Jacking (Small Sections)
30
30
-pair Materials (City Crew Construction)
70
70
ap Ramp (Where Sidewalk Exists, Full Height Curb, No
30
30
and E. F St. [San Jac to Utah] (Survey and ACAD
'/E Dept Design?)
25
25
gay Pavement and Drainage [Main St. to West G]
200
25
75
300
[Spencer to South Line of Brookglen Park]
75
30
25
130
acts
'!on (SSOPjan)
Dlo-Deslgn Phase II&III (SO Plan
350
300
350
300
ment Replacement(S80 Plan)
40
40
Storage Tank #5 (25th Street)
475
475
Dment In-house
45
45
ermain Replacement Projects
150
150
rojects
is time
iff Subdivision Street Resurfacing, Drainage, Utility
450
600
500
I Streets to the Bay East of Bayshore Dr_ Garfield, Forrest,
(Survey and ACAD Baseline Only?, P/E Dept Design?)
tepair - Remove/Replace (Small Sections)
150
tepair - Slab Jacking (Small Sections)
30
-pair Materials (City Crew Construction)
70
ap Ramp (Where Sidewalk Exists, Full Height Curb, No
30
irfa�: (North 5th St., North 4th St. - North of West
St., West A Street - East of South 4th, West B Street,
/t S. 6th and S. 8th, West E St - b/t S. 4th and S. 8th,
. 4th and S. 8th, South 1 st Street, East C St., Kansas-
�t., Montana St, L Ave, Oregon Ave - L Street to Forest)
1500
'.eclaimed: N. Lobit, N. Utah, Browninq, McCarty
225
aWrmt [r, N Axo t Strqe t
da nage ,ro,B-om ve , eats
150
20
60
230
amwr� (o.row „ ym ,nw:d-aaG AD i ra„aG , 4R 9:* , 24; 91 tp,:...
42
42
Sylvan [North of Bayshore], lira ,_ 1# 12
and ACAD Baseline Only?, P/E Dept Design?)
20 12
20 42
rood DF7 &F e aaaud pPrp:
16N222
2t2
)n_Sylvan Dr. [North of Bayshore]
300
0.4.22,
100
400500
ub&46:jon i aw&r°,o„e:y e fi 1V' F:,4Q,: tl Qi ortwa"sp.
2.5
2.5
e !"n m4 d(' Urfa e& 2 RiRted.Strei ts.lna i OR 2,sp dy
an, Gyrd re ,s, FiNntlanw t, i "n2,/.' W t i ,-W t G)
350
350
,ow4 no + od t arpr &P,4; 4: d ro+,u+ gu,oh4v46krro.
tepair - Remove/Replace (Small Sections)
150
150
1!6292:uF "t.dauh,f,r�°t;bst a.ra,rVdtt, lu,�aa;,I:;ro
-pair Materials (City Crew Construction)
70
70
ap Ramp (Where Sidewalk Exists, Full Height Curb, No
301
1
30
acts
ion (SSQPlan)
i Mal'n Replacement: (SSO Plan) ,
350
185
350
185
ovements� ( SO Plan}
35
35
i Oe ExY,:, rroskm �ln.Nw e)
2.9
2.9
Bream lra how,,:e
45
44
I d R4 ;;rY rr,orliaak+!!,:cn,,; Re Go, :Rting
1.25
1.25
II 6 R,i:I:,pe aro orot-G,::1 r .tFue ion
222
222
lonrk Se wae,r 4,ttSta kmt:oros6daBnon
500
522
rnr aO Pa l-1µn � roaont 20+ p uwv,„:.
tyro
29
rojects
is time
Iimss hwnro t Street Dr a�nay ,naa,;l.d ltwlity
i nt ,Vila, he
u,'Jr ; � -rlr !',,- }
3401300
GWI
4401
3401150
2, dt n at -2nxaa yaCar, a bw ntr„ t B':;ad,n "wy :B° oCa , ,r a aakv,a.
4,622
200
222
2222
'.eclaimed/Surfaced: (North E, North 12th - South of North
3ay Colony west of Sunrise Dr, West Madison))
250
250
tepair - Remove/Replace (Small Sections)
150
150
tepair - Slab Jacking (Small Sections)
30
30
-pair Materials (City Crew Construction)
70
70
ap Ramp (Where Sidewalk Exists, Full Height Curb, No
30
30
a d i h..•Stw Rgan.,,dwa+ tl� 1 A1,: hj m nwwr°,eya awi wae;,,.A,2..
"4i Dept tt B':; a, aohr •)
26
22
,aya i avesoreM aro+d.4 aa'aaa-o,rge [M,aka St to West G
222
25
75
222
[ p ne,,,,.r. to goAh..,f 4rou t i,'dw B" y8+ aa.,.2 ard" 1
72'
30
26
1,.22,
acts
ion (SSOPlan)
350
350
flo-Desigfr Phase II &III (SSO Plan)
ment Replacement (O Plan) _
300
300
40
40
ttaaage ;:'. nk # ti " 5th StreetT.
tth
tth
Bream 4how,,,e
451
+rm auaa Repa ear et Froots
1-22
1-22
rojects
is time
If &Feet 2, ewwrB'a,�e° ng, B F a�Oa go+ 1 d1,.d.u:dv,,r..
.I g i,i rri I e i i, EeI'fa s i I V <aIIey, b ot
St .' anti-Irn4vf.an I ,rll'fVr
alirre
1504.22
20600
606
I Strei::ts to the ir„n,yt..i a .t of i::6aysh<:re 2r a"arfiedu d, i � meet,
qSaa; ar+„ r :nRmJ A,(',AQ i r,nsen e. t wNy "a, 2''/t Di 2t 2:� owgn?m .
tepair - Remove/Replace (Small Sections)
150
tepair - Slab Jacking (Small Sections)
30
-pair Materials (City Crew Construction)
70
ap Ramp (Where Sidewalk Exists, Full Height Curb, No
30
Irfa�: (Remaining portion of Bay Terrace Subdivision
)0), 84dh 5th St ,..,4 dh hth St 1 i3Oh+rot W et.`:d yr a
est A Street - East of South 4th, West r Street, ,. West t .
Sylvan [North of Bayshore], Scotchmoss House # 3210 to
I ACAD Baseline Only?, P/E Dept Design?)
20
20
Dn_Sylvan Dr. [North of Bayshore]
300
100
400
tepair - Remove/Replace (Small Sections)
150
150
-pair Materials (City Crew Construction)
70
70
ap Ramp (Where Sidewalk Exists, Full Height Curb, No
30
30
acts
ion (SSOPlan)
Main Replacement (SSO Plan)
Dvements(SO Plan)
350
350
185
35
185
35
rojects
is time
'.esurfaced -Bay Terrace Subdivision ($0.5-million current
ace the portion of the subdivision that budget permits.)
340
340
'.eclaimed/Surfaced: (North E, North 12th - South of North
3ay Colony west of Sunrise Dr, West Madison))
250
250
Zepair - Remove/Replace (Small Sections)
150
150
tepair - Slab Jacking (Small Sections)
30
30
-pair Materials (City Crew Construction)
70
70
ap Ramp (Where Sidewalk Exists, Full Height Curb, No
30
30
acts
Jo n (SSOPlan)
350
350
Dlo-Desigp Phase II &III (SSO Plan)
ment Raplacernent (O Plan)
300
300
40
40
rojects
is time
)Ifast [Valleybrook to Farrington]_Pineybrook Street
I. Carlow Intersection]_Dranage_lmprovements
150
20
E
tepair - Remove/Replace (Small Sections)
150
tepair - Slab Jacking (Small Sections)
30
-pair Materials (City Crew Construction)
70
ap Ramp (Where Sidewalk Exists, Full Height Curb, No
30
irfa�: (Remaining portion of Bay Terrace Subdivision
)0),-West A Street - East of South 4th)
215
'.eclaimed: N. Lobit, N. Utah, Browning, McCarty
225
�ctsp
350
REQUEST FOR CITY COUNCIL AGENDA ITEM
Agenda Date Requested: April 13, 2013
Requested By: Traci Leach
Department: Administration
Report: Resolution: Ordinance:
Course photos
Budget
Source of Funds:
Account Number:
Amount Budgeted:
Amount Requested:
Budgeted Item: YES NO
SUMMARY & RECOMMENDATION
This item has been placed on the agenda at the request of Mayor Rigby.
Many improvements have been completed at Bay Forest Golf Course since its original
construction in 19987-88. One area of the course that has been identified for maintenance is the
fairway areas. Many fairways are severely rutted and bumpy due to shifting soils since course
construction. As soil expands and contracts, it creates peaks and valleys, which then creates
drainage issues in isolated locations throughout the fairways.
Staff proposes addressing the entire course over two budget years, with nine holes being
addressed each year. Repairs would consist of using sand to fill and smooth out rough areas,
installing new sod as needed, irrigation repairs, worn areas along cart paths, practice areas, and
clubhouse. The estimated annual budget to complete repairs, similar to what has been completed
on Hole 16, for each set of 9 holes is $85,000. It should be noted that not every hole would need
new sod and irrigation repairs, as was done on Hole 16. Scope of work for each hole will be
dictated by conditions on each fairway. A total budget allocation of $170,000 is needed to
address all 18 holes. A breakdown of the $85,000 per nine holes is as follows:
• Sand and sod ($40,000)
• Irrigation supplies, such as pipe, sprinkler heads and satellite stations ($20,000)
• Equipment rental ( $5,000) and
• Overtime ($20,000)
Given that the sod and repaired areas will need to grow in, repairs must be done during the
summer months. This project would interrupt play during the week. The back nine is the first
priority.
Action Required by Council:
None.
Approved for City Council Agenda
Corby D. Alexander, City Manager
Date
Hole 16 Improvements
Fairway Conditions
REQUEST FOR CITY COUNCIL AGENDA ITEM
Agenda Date Requested: April 13, 2013
Requested By: Traci Leach
Department: Administration
Report: Resolution: Ordinance:
Exhibit: Lost Home Value of Buy Out Lots
Budget
Source of Funds:
Account Number:
Amount Budgeted:
Amount Requested:
Budgeted Item: YES NO
SUMMARY & RECOMMENDATION
This item has been placed on the agenda at the request of Councilman Engelken.
Harris County Flood Control has administered a program to purchase homes with repetitive
flooding within the Brookglen neighborhood. To date, 43 homes have been bought out utilizing
this program. The buy-out program has had negative effects within the neighborhood and
remaining homes, such as:
• Homeowners cannot sell their homes due to the condition of the neighborhood;
• The buyout lots have become eye sores because they are not being maintained adequately
by Harris County Flood Control;
• Insurance rates for the remaining homeowners has quadrupled;
• Net loss in property value to the City for buy-out lots is $4,083,650, resulting in loss of
$28,993 annually in ad valorem revenue.
Councilman Engelken has requested that the City file a formal complaint with the Department of
Justice against Harris County Flood Control for deceptive and unfair administration of the buy-
out program.
Legal assistance will be required to draft and provide liaison assistance between the City and the
Department of Justice. Staff is estimating a budget between $5,000 and $10,000 for this issue.
Action Required by Council:
None.
Approved for City Council Agenda
Corby D. Alexander, City Manager Date
Rai
(n
REQUEST FOR CITY COUNCIL AGENDA ITEM
Agenda Date Requested: April 13, 2013
Requested By: Traci Leach
Department: Administration
Report: Resolution: Ordinance:
Exhibit: Presentation
Budget
Source of Funds:
Account Number:
Amount Budgeted:
Amount Requested:
Budgeted Item: YES NO
SUMMARY & RECOMMENDATION
Staff has prepared a summary of major capital improvement projects that will be included in the
upcoming 2013-14 budget and beyond. The projects included in this presentation fall into one of
the following categories:
• They are required by a state agency;
• They are recommended by national industry standards;
• They require commitment of multi -year funding in order to implement; or
• They are required due to equipment obsolescence.
The projects identified do not represent a full listing of projects for the capital budget, which will
be reviewed by staff, management, and the Council during the budget workshops in August.
Action Required by Council:
None.
Approved for City Council Agenda
Corby D. Alexander, City Manager
Date
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REQUEST FOR CITY COUNCIL AGENDA ITEM
Agenda Date Requested: April 13, 2013
Requested By: Katherine Anderson
Department: Human Resources
Report: Resolution: Ordinance:
Exhibit: Presentation
Budget
Source of Funds:
Account Number:
Amount Budgeted:
Amount Requested:
Budgeted Item: YES NO
SUMMARY & RECOMMENDATION
Each year the Chapter 172 Board makes recommendations to Council regarding the plan design
and funding of the self -insured Medical Plans. The purpose of this presentation is to give
Council an update on the current financial status of the plans and to get input on potential
opportunities for savings and improvements to the plan design. The opportunities are designed
to improve the wellness of the City employees, maintain competitive benefits and ensure the
sustainability of the Fund.
The Plan experience is showing positive results from the design changes implemented January,
2011. There are, however, opportunities for improvement for the covered employees and their
dependents. In particular, the Board would like to explore several weak areas such as:
prescription drug improvements, wellness initiatives, subsidizing dental benefits and providing a
free health plan for employee only coverage. Prior to researching these and other potential
changes, the Board is requesting direction from Council to ensure that we are moving in a
direction that is consistent with the desire of the Council.
Action Required by Council:
None.
Approved for City Council Agenda
Corby D. Alexander, City Manager
Date
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9
REQUEST FOR CITY COUNCIL AGENDA ITEM
Agenda Date Requested: April 13, 2013
Requested By: Traci Leach
Department: Administration
Report: Resolution: Ordinance:
Budget
Source of Funds:
Account Number:
Amount Budgeted:
Amount Requested:
Budgeted Item: YES NO
SUMMARY & RECOMMENDATION
As part of the City's commitment towards continual improvement, staff is proposing additional
audits of various City functions, services, and departments. At this time, staff is proposing a
revenue audit of the City's franchise agreements and other key revenue sources, such as the
Industrial District Agreements and sales tax. There are several different ways this can be
achieved. Some of the revenue sources are very specialized, such as the gas and electric sectors,
and the City may be better served to engage an industry consultant to conduct the audit and
evaluate the submittals from the respective franchise utilities.
As a starting point for discussion, staff contacted the current City auditor and requested an
estimate based on the following scope of services provided by a single firm, as opposed to
splitting out evaluation areas among multiple firms:
• Review all transactions for key revenue sources- all franchises, in lieu of payments, and
sales tax
• Review the processes and procedures regarding the submission and verification of
revenues associated with each revenue source
• Recommend changes to enhance collection and reduce likelihood of lost revenue
However, the auditor provided an approximate estimate of between $15,000 and $17,000 to
conduct a complete review of the in lieu of payments only. It was recommended that the City
engage a separate form to review the franchises based on the expertise required. Should Council
desire to move forward with this audit area, staff will complete more extensive research on
potential firms and pricing to assist with the audit.
Staff is also asking for Council input on additional areas for study that may be more urgent than
the revenue review.
Action Required by Council:
None.
Approved for City Council Aeenda
Corby D. Alexander, City Manager Date
REQUEST FOR CITY COUNCIL AGENDA ITEM
Agenda Date Requested: April 13, 2013
Requested By: Traci Leach
Department: Administration
Report: Resolution: Ordinance:
Budget
Source of Funds:
Account Number:
Amount Budgeted:
Amount Requested:
Budgeted Item: YES NO
SUMMARY & RECOMMENDATION
At one time, the City had budgeted funds in the Capital Improvement Program to for partnership
projects between athletic associations, homeowners associations, and the City. The City
budgeted between $20,000 and $40,000 annually to complete cooperative projects with these
community groups. Examples of projects completed include the landscaping and play equipment
with the Glen Meadows HOA, installation of the Ansel hood in the concession stand with the
Rodeo Association, and shade structures and storage building installation with Girls Softball.
In its previous form, the program parameters were as follows:
• Each partnership project had a maximum City contribution of $5,000.
• Each association could receive funding for one project per year.
• Projects were based on first come, first served basis.
• Projects needed to benefit the entire association/member group
In 2010, the City eliminated this line item from the CIP budget due to lack of projects. The City
would review individual requests from associations on an individual basis. During the past two
years, there have been no requests, until the past three months. The City has received two
partnership requests from HOAs for participation on projects. Staff recommends re -instating the
partnership program at the $20,000 level and would like an opportunity to use the upcoming
budget year to more heavily advertise it to the associations within the City. The parameters that
were in place previously worked well and would be reasonable to include moving forward.
Action Required by Council:
None.
Approved for City Council Agenda
Corby D. Alexander, City Manager
Date
Council Agenda Item
April 13, 2013
3. RECEIVE DIRECTION FROM COUNCIL ON UPCOMING 2013-14 FISCAL YEAR
BUDGET
4. COUNCIL COMMENTS regarding matters appearing on the agenda; recognition of
community members, city employees, and upcoming events; inquiry of staff regarding
specific factual information or existing policies — Mayor Rigby, Councilmembers Mosteit,
Clausen, Martin, Moser, Kaminski, Zemanek, Leonard and Engelken.
5. EXECUTIVE SESSION
The City Council reserves the right to meet in closed session on any agenda item should
the need arise and if applicable pursuant to authorization by Title 5, Chapter 551, of the
Texas Government Code.
6. RECONVENE into regular session and consider action, if any, on item(s) discussed in
executive session.
7. ADJOURN
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