The URL can be used to link to this page

Home My WebLink AboutO-2013-3476 amending Fiscal 2012-2013 budget�CII� ��1r�1CQ ORDINANCE AN ORDINANCE APPROVING AN AMENDMENT TO THE BUDGET FOR THE CITY OF LA PORTE, TEXAS, FOR THE PERIOD OF OCTOBER 1, 2012 THROUGH SEPTEMBER 30, 2013; FINDING THAT ALL THINGS REQUISITE AND NECESSARY HAVE BEEN DONE IN PREPARATION AND PRESENTMENT OF SAID BUDGET; FINDING COMPLIANCE WITH THE OPEN MEETINGS LAW; AND PROVIDING AN EFFECTIVE DATE HEREOF. WHEREAS, the Charter of the City of La Porte, Texas, and the Statutes of the State of Texas, require that an annual budget be prepared and presented to the City Council of the City of La Porte, Texas, prior to the beginning of the fiscal year of said City, and that a public hearing be held prior to the adoption of said Budget; and WHEREAS, the Budget for the fiscal year October 1, 2012, through September 30, 2013, has heretofore been presented to the City Council and due deliberation had thereon, was filed in the office of the City Secretary on July 26, 2012, and a public hearing scheduled for September 10, 2012 was duly advertised and held. NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF LA PORTE: SECTION 1: That the Budget for the City of La Porte, Texas, now before the said City Council for consideration, a complete copy of which is on file with the City Secretary and a summary of which is attached hereto by reference as Exhibit "A", is hereby amended as reflected on the amended budget summary document, attached hereto by reference as Exhibit "B", as the Budget for the said City of La Porte, Texas, for the period of October 1, 2012, through September 30, 2013. SECTION 2: Be it FURTHER ORDAINED, that the said City Council finds that all things requisite and necessary to the adoption of said Budget have been performed as required by charter or statute. SECTION 3: The City Council officially finds, determines, recites and declares that a sufficient written notice of the date, hour, place and subject of this meeting of the City Council was posted at a place convenient to the public at the City Hall of the City for the time required by law preceding this meeting, as required by the Open Meetings Law, Chapter 551, Texas Government Code; and that this meeting has been open to the public as required by law at all times during which this Ordinance and the subject matter thereof has been discussed, considered and formally acted upon. The City Council further ratifies, approves and confirms such written notice and the contents and posting thereof. SECTION 4: This Ordinance shall be in effect from and after its passage and approval. PASSED AND APPROVED this the 22nd day of April, 2013. CITY OF P TE, TEXAS Lou s R Rigby, a or AT T: Patrice Fogarty, City cretary APPROVED: rk Askins, Assistant City Attorney EXHIBIT A (ORIGINAL BUDGET) City of La Porte Consolidated Summary of All Funds FY 12-13 FY 12-13 Revenues Expenses Governmental Fund Types: 8,061,800 8,079,358 General Fund 36,782,412 36,545,885 Grant Fund 6,360,348 6,552,810 Street Maintenance Sales Tax 864,699 1,200,000 Emergency Services District 864,699 802,785 Hotel/Motel Occupancy Tax 426,500 565,285 Economic Development Corporal 1,730,397 816,318 Tax Increment Reinvestment 1,634,048 2,613,579 Total Governmental Types 48,663,103 49,096,662 Enterprise: Utility 8,061,800 8,079,358 Airport 54,500 63,669 La Porte Area Water Authority 1,230,550 1,195,760 Total Enterprise 9,346,850 9,338,787 Internal Service Motor Pool 2,358,079 2,523,298 Insurance Fund 5,684,427 5,709,684 Technology Fund 170,083 - Total Internal Service 8,212,589 8,232,982 Capital Improvement: General 280,000 673,500 Utility 301,000 175,000 Sewer Rehabilitation 250,500 350,000 Drainage Improvement Fund 266,350 250,000 2007 C/O Bond Fund - 23,391 2010 C/O Bond Fund - 1,075,223 Other Infrastructure - 50,807 Total Capital Improvement 1,097,850 2,597,921 Debt Service: General 2,459,168 2,508,337 Utility 287,544 296,861 La Porte Area Water Authority 698,556 698,556 Total Debt Service 3,445,268 3,503,754 Total All Funds 70,765,660 72,770,106 EXHIBIT B (AMENDED BUDGET) City of La Porte Consolidated Summary of All Funds FY 12-13 FY 12-13 Revenues Expenses Governmental Fund Types: 2,358,079 3,381,736 General Fund 36,788,212 38,093,712 Grant Fund 6,690,048 6,922,266 Street Maintenance Sales Tax 864,699 1,200,000 Emergency Services District 864,699 802,785 Hotel/Motel Occupancy Tax 426,500 565,285 Economic Development Corporal 1,730,397 822,013 Tax Increment Reinvestment 1,634,048 2,613,579 Total Governmental Types 48,998,603 51,019,640 Enterprise: Utility 8,061,800 8,079,358 Airport 54,500 63,669 La Porte Area Water Authority 1,230,550 1,195,760 Total Enterprise 9,346,850 9,338,787 Internal Service Motor Pool 2,358,079 3,381,736 Insurance Fund 5,684,427 5,709,684 Technology Fund 170,083 - Total Internal Service 8,212,589 9,091,420 Capital Improvement: General 1,523,000 1,916,500 Utility 301,000 901,087 Sewer Rehabilitation 250,500 350,000 Drainage Improvement Fund 266,350 250,000 2006 GO Bond Fund - 48,700 2007 C/O Bond Fund - 23,391 2010 C/O Bond Fund - 1,075,223 Other Infrastructure - 50,807 Total Capital Improvement 2,340,850 4,615,708 Debt Service: General 2,459,168 2,508,337 Utility 287,544 296,861 La Porte Area Water Authority 698,556 698,556 Total Debt Service 3,445,268 3,503,754 Total All Funds 72,344,160 77,569,309 REQUEST FOR CITY COUNCIL AGENDA ITEM Agenda Date Requested: February 11, 2013 Requested By: Stephen L. Barr Department: Parks & Recreation Report: X Resolution: Ordinance: Exhibits: Quote Tabulation Exhibits: Exhibits: SUMMARY & RECOMMENDATION The Pecan Park Sports Complex has centrally located restroom facilities to service the 10 baseball fields located at the park. This has created hardship for older visitors as well as very young participants who have a substantial walk to get to the existing facilities. The City issued a design -build project quote to add an additional satellite restroom facility on the north end of the park to accommodate those needs. Staff requested the use of $40,000 in funding from leftover bond money from the original project in a previous Council meeting, based on an estimate by an outside consultant. Funding at the $40,000 level was approved in the FY2013 Budget Amendment presented at the January 286' Council meeting. Quotes were opened January 31 s` for the design build project. The apparent low quote was received from Aztec Remodeling and Landscaping in the amount not to exceed $48,700. There are sufficient funds in the remaining Fund 48 funds to meet this $8,700 budget shortfall that would be available upon approval by the City Council. Staff recommends acceptance of the apparent low quote from Aztec Remodeling and Landscaping in the amount not to exceed $48,700 for design -build installation of a satellite restroom facility for Pecan Park Sports Complex as the quote best meeting the needs of the City, and approving additional available funding from Fund 48 bond monies. Action Required by Council: Consider acceptance of the apparent low quote from Aztec Remodeling and Landscaping in the amount not to exceed $48,700 for design -build installation of a satellite restroom facility for Pecan Park Sports Complex as the quote best meeting the needs of the City, and approving additional available funding from Fund 48 bond monies. Approved for City Council Agenda Corby D. Alexander, City Manager Date Appropriation Source of Funds: Fund 48 Acc't Number: 048-9892-984-1100 Amount Budgeted: $40,000 Amount Requested: $48,700 Budgeted Item: YES X NO SUMMARY & RECOMMENDATION The Pecan Park Sports Complex has centrally located restroom facilities to service the 10 baseball fields located at the park. This has created hardship for older visitors as well as very young participants who have a substantial walk to get to the existing facilities. The City issued a design -build project quote to add an additional satellite restroom facility on the north end of the park to accommodate those needs. Staff requested the use of $40,000 in funding from leftover bond money from the original project in a previous Council meeting, based on an estimate by an outside consultant. Funding at the $40,000 level was approved in the FY2013 Budget Amendment presented at the January 286' Council meeting. Quotes were opened January 31 s` for the design build project. The apparent low quote was received from Aztec Remodeling and Landscaping in the amount not to exceed $48,700. There are sufficient funds in the remaining Fund 48 funds to meet this $8,700 budget shortfall that would be available upon approval by the City Council. Staff recommends acceptance of the apparent low quote from Aztec Remodeling and Landscaping in the amount not to exceed $48,700 for design -build installation of a satellite restroom facility for Pecan Park Sports Complex as the quote best meeting the needs of the City, and approving additional available funding from Fund 48 bond monies. Action Required by Council: Consider acceptance of the apparent low quote from Aztec Remodeling and Landscaping in the amount not to exceed $48,700 for design -build installation of a satellite restroom facility for Pecan Park Sports Complex as the quote best meeting the needs of the City, and approving additional available funding from Fund 48 bond monies. Approved for City Council Agenda Corby D. Alexander, City Manager Date REQUEST FOR CITY COUNCIL AGENDA ITEM Agenda Date Requested: April 1, 2013 Requested By: David Mick Department: Public Works Report: X Resolution: Ordinance: Exhibit: Executed Change Order Exhibit: Exhibit: Budeet Source of Funds: Fund 002 (Utility) Account Number: N/A Amount Budgeted: Not Budgeted Amount Requested: $67,770.50 Budgeted Item: YES _ NO SUMMARY & RECOMMENDATION This item is a companion item to the previous agenda item for the Council consideration of the award of the Farrington Boulevard Utility Relocation project. The Farrington Boulevard Utility Relocation project was designed and bid by city staff with the understanding that only the portion of the water main crossovers to be abandoned with this relocation project that is in direct conflict with the proposed Harris County storm sewer would be removed. The City has since been advised (on March 25th) that the federal grant requirements were established such that the entire length of the existing asbestos concrete pipe would be removed from the roadway area. This is a change to the scope of the project as bid by the apparent lowest and best bidder, Paskey, Incorporated. Paskey, Incorporated submitted a change order document in the amount of $67,770.50 for Paskey to complete this work necessary to fully comply with the federal grant requirements. The change order amount is at or below the cost increase that was anticipated by staff. Staff recommends approval of the change order necessary for the complete removal of the asbestos concrete pipe water mains that are located within the roadway limits. With this change order, the total Farrington Boulevard Utility Relocation project funding authorized by City Council is $646,086.72, which is an increase of $67,770.50. Action Required by Council: Consider approval or other action authorizing the City manager to execute a $67,770.50 change order proposal submitted by Paskey, Incorporated for the removal of the existing asbestos concrete pipe water main from the Farrington Boulevard roadway limits. Anaroved for City Council Asenda Corby D. Alexander, City Manager Date CHANGE ORDER PROJECT: Far i>,igton Brndevard Utility Relocation 04--13 OWNER: City of LaPorte 604 W. Fairmont Parkway t Porte. Texas 77571 CONTRACTOR: 1'rpolnted „1?,$ q 8Street a # Texas 77571 CONTRACT FOR: You aro hereby directed to make the following changes in tale Contract Documents: Desorlptim DATi3 OF ISSUANCE: OWNER'S PROIECTNO.� 13-42000001 Remove all sbandoned waterlimes 6 -inch, 8 -filch and Much, approXilnately 2000I11leal'Feet illeitI ing removal of pavement, bald off excess spoil, additional traffte control, cement stabilized bacllfili, haul removed pipe to City of La Porto storage yard and tomporary asphalt pavaniont. Purpose of Change Order: Removal of AsbestoR Coment'Waterline within Farrington Boulevard Project limits aq required by HRMS! County Pct. 2 to meet Environmental Raviow Record requirement of the CDBG Grant Funding. Attachments: (List documents supporting change) CHANGE IN CONTRACT PRICK CHANGE IN CONTRACT TIME: Original ContraetPrico Original Contract Time $539,849.02 60 Calendar days Previous Change Orders Net Change from Previous Change Orders $a -a Contract price prior to tills Change Order Contract'1'ime prior to the Changs Order $0 60 Calendar days Net Increase Desrame of this Change Order Net Inerease (Deorense) of this Change Order $67,770.50 0 days Contract PrIco with all Approved Chnnge Orders Contract Time, with all Approved f:llango Orders $607,619.52 r 60 Calendar days RRCOMMSNDBD: APPROVED: APPRC)J,fBD� lgilte Owner Contra r REQUEST FOR CITY COUNCIL AGENDA ITEM Agenda Date Requested: April 1. 2013 Requested By: David Mick Department: Public Works Report: X Resolution: Ordinance: Budeet Source of Funds: Fund 002 (Utility) Account Number: N/A Amount Budgeted: Not Budgeted Amount Requested: $578,316.22 Exhibit: Site Map I Exhibit: Bid Tabulation Budgeted Item: YES — NO _ g Exhibit: Bidders Notification List March 20 "Final Notice to Utilit Comnanles" RMcived from Harris County SUMMARY & RECOMMENDATION At the March 25, 2013 city council meeting, staff provided city council with an update of the Farrington Boulevard Utility Relocation Project. Harris County met with city staff the morning of March 25 and advised staff that the Harris County project design was modified after the city review of the 95% -complete design set provided earlier by Harris County. Also staff was advised by Harris County's engineering consultant during the same meeting that the environmental document prepared for this project indicates that that the existing asbestos concrete water main located within the roadway limits will be removed by the City of La Porte. Harris County then suggested that the county may be able to fund up to $150,000 of the city's cost to remove the asbestos concrete pipe. Staff in turn presented this item to City Council the evening of March 25 with a recommendation that the award of the Farrington Boulevard Utility Relocate project be tabled at that March 25 city council meeting in favor of council consideration with additional information at a special meeting on April 1. UPDATE: Harris County communicated to city staff on March 26 that the interpretation from County legal staff was that the county could not participate in the cost of this work except for perhaps loaning the City funds to allow the project to move forward. Current Harris County improvements that are proposed or now underway in the City of La Porte include: • Sylvan Beach Pavilion and Beach Restoration • Farrington Boulevard Improvements— $3,100,000 to $3,800,000 + Sens Road Widening - $12,000,000 (+) Also a one-time Harris County project to pave certain city -streets was suggested by Harris County though the project budget and schedule is still undefined. The latest word from the county is that the project may occur within the next year. The Farrington Boulevard Utilitv Relocation Contract Award: Advertised, Sealed Bid # 13012 — Farrington Boulevard Utility Relocate was opened and read on March 12, 2013. Solicitation requests were advertised in the Houston Chronicle, posted on the City of La Porte website and notices were mailed out to 27 vendors. Seven additional vendors either made inquiries or picked up plans. Paskey, Incorporated, located in La Porte, and Horseshoe Construction, located in the La Porte ETJ area, were the only bidders. Paskey, Incorporated provided the lowest and best bid of $539,849.02 for the Base Bid. Staff included an Alternate Bid for the "Section A" items listed on the attached bid tab. The Alternate Bid for the Paskey bid was $14,107.00 less than the Base Bid. The Alternate Bid method includes tapping both ends of the new water main connections that will reduce service disruptions for the water customers and is the method recommended by staff. A competent, capable contractor is especially needed on this project considering the maintenance of traffic requirements, necessary precision, and the tight timeframe. Staff s concern going into the project bid was: 1) getting a competent contractor, 2) price. Certainly staff is familiar with Paskey, Incorporated and is confident in their work. As for price, construction costs are sharply rising in this region due to the large volume of work for both private and public projects now being bid. Staff well -considered rebidding this project but ultimately concluded that there is real potential for the city to end up with a less competent contractor at the same cost or greater than this bid that the city now has in hand. Plus the project would be significantly delayed which has other ramifications perhaps for coordinating the proposed work in front of Rizzuto Elementary. Given the totality of considerations associated with this contract including the complexity of the project, the timeframe necessary for Harris County to complete their project, and the on-going coordination required between the city and Harris County for other projects within the City of La Porte, staff recommends awarding the construction contract to Paskey, Incorporated in the amount of $525,742.02 plus $52,574.20 (10%) contingency for a totalproject allocation of $578,316.22. Other Considerations: • A change order in the amount of $67,770.50 for this project will also be considered at this April t council meeting. If approved, this would increase the total contract allocation to $646,086.72. The $646,086.72 expenditure from the Utility Fund will reduce the number of days of working capital in this fund to approximately 60 -days total and less than the 90 -day working capital goal recently established by city council. Pro'ect Benefits Liabilities and Operating Cost: Benefits: • Harris County Pct 2 proposes to upgrade their storm drainage facilities and concrete road surface along Farrington Boulevard. The improved storm sewer system will greatly reduce the potential for overland flooding into residential structures in portions of Fairmont Park Sections One and Two. The current roadway condition is poor and requires reconstruction. Liabilities of Maintaining the Status Quo: • The city utilities are located within Harris County right-of-way and some of these existing facilities must be relocated in order to allow Harris County to construct the proposed storm and roadway improvements that will benefit motorists and the local residents. Operating Costs: • The majority of the relocation work involves the existing water main crossovers. These mains are 50 -years old and have required repair on numerous occasions over the past several years. Replacing the mains will eliminate need for emergency repairs on those replaced segments likely for several decades. Proiect Timeline: September 2012 — City first notified that the Farrington Road Improvement Project was moving forward. At this time Harris County was going to include city utility relocates with the county project with no city financial participation required (100% grant funded). December 6, 2012 — Staff advised by Harris County that the available grant funding was not sufficient to fund the city utility relocates. The city would be responsible. The city was provided a 30% design plan set that did not yet include the project storm sewer. City_ staff did not have sufficient information to begin desig_n., January 17, 2013 -- Staff receives a list of potential conflicts between city facilities and the proposed new county facilities. Staff replies back with comments designed to reduce the number of conflicts. Staff did not yet have sufficient information to begin design. The county design was still changing at that point. February 1, 2013 - Staff receives 95% drawings from the Harris County consultant. February 4, 2013 — Staff receives the electronic drawings from Harris County necessary for design. Cit staff can now begin design. Initial cost estimate was $400,000 based on scope of work outlined in the 95% plans. (This is $125,742 below the apparent low bid. Staff identified two additional sanitary sewer conflicts which accounts for nearly half of this difference at approximately $60,000. Also staff closely compared the bid received to the Engineer's Estimate and concluded that the difference between the bid prices and the Engineer's Estimate was due to the complexity of the project. There were no recent projects similar to this one for staff to use as a guide in estimating the costs. Staff's efforts to estimate the contractor's production time for a project essentially consisting of 20 small separate replacement areas is not going to be as good as the contractor performing this work regularly.) February 21, 2013 — Initial advertisement for bid is published. In 2-1/2 weeks, Planning and Engineering staff designed and prepared contract documents that the county engineering_ consultant's proposed $70,000 fee to design. March 12, 2013 --- Construction bids opened. Initial project cost was $525,742.02, not including contingency. March 20, 2013 — Access to final county construction drawings forwarded to staff. March 25, 2013 - Staff advised of the environmental permit language concerning the city asbestos concrete water main and the potential for other conflicts with county plan revisions made after the 95% -plan submittal. Discussions with apparent low bidder to incorporate these changes into the scope of work resulted in proposal for Change Order No. 1, resulting in an additional $67,770 in utility work, Action Required by Council: Council may: 1. Consider rejecting all bids for Sealed Bid #13012 — Farrington Boulevard Utility Relocate and re -bid the project; or 2. Consider approval or other action authorizing the City Manager to enter into a contract with Paskey, Incorporated in the amount of $525,742.02, accepting the Alternate Bid, and further allocating up to $578,316.22 for this contract including a $52,574.20 contingency (10.0%). The $578,316.22 contract will be funded from the Utility Fund reserve reducing the working capital to just over 60 -days; or 3. Direct staff to pursue any other option desired by the City Council. Anuroved for City Council Agenda Corby D. Alexander, City Manager Date From: Dolby, Michael To: Wolny. Shelley Subject: FW: Audit Contract Date: Thursday, April 11, 2013 9:28:03 AM From: Leach, Traci Sent: Wednesday, April 10, 2013 4:54 PM To: Mitrano, Denise; Dolby, Michael Cc: Cream, Susan Subject: RE: Audit Contract Yes- put it on the list for the April 22 budget amendment. From: Mitrano, Denise Sent: Wednesday, April 10, 2013 3:28 PM To: Leach, Traci; Dolby, Michael Cc: Cream, Susan Subject: RE: Audit Contract According to the Escrow Account Balances information that Phyllis sent to me yesterday, the Judicial Efficiency fund has a 3/31/13 balance of $17,696. Out of that total number, $7,500 was put in the Court's current fy budget for juror appreciation items, etc...; and, I am about to order those items. So, can we pay the $7,000 audit fee from the portion of the judicial efficiency fund that is NOT currently in the Court's budget? Are y'all with me? I guess my proposal would require a budget amendment to access the money? From: Leach, Traci Sent: Wednesday, April 10, 2013 3:01 PM To: Mitrano, Denise; Cream, Susan Cc: Dolby, Michael Subject: RE: Audit Contract I seem to recall a discussion that suggested maybe this would be eligible in your special revenue funds... Thinking judicial efficiency would fit like a glove but I do not know the statutory requirements for expenditures there. From: Mitrano, Denise Sent: Wednesday, April 10, 2013 2:57 PM To: Cream, Susan; Leach, Traci Cc: Dolby, Michael Subject: RE: Audit Contract The Agreement looks to be appropriate in scope. Where will the funds come from to pay for the audit? Thank you, Denise From: Cream, Susan Sent: Wednesday, April 10, 2013 8:50 AM To: Leach, Traci; Mitrano, Denise Cc: Dolby, Michael Subject: FW: Audit Contract Ladies, here is the agreement for the Municipal Court audit. Thanks, Susan From: Jason Robbins[mailto•iasonCabhardinrobbins.com] Sent: Tuesday, April 09, 2013 5:11 PM To: Cream, Susan Subject: Audit Contract Ms. Cream, I have attached the audit contract to the email. Please look over it, and let me know if you have any questions or concerns. Also please fill out the information in the Notices to Client section. Thank you, Jason E. Robbins 4301 W William Cannon Ste. B-150 Box 135 Work: 512-827-8689 Mobile: 512-963-6231 Fax: 866-506-7521 i ason(� hardinrobbins.com xnvw. h and i n robb i n s. co m