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Home My WebLink About02/14/2013 - Regular Agenda Packet - City CouncilTable of Contents Agenda 4 Consent No. 2a - Minutes Coversheet Revised 9 Workshop 10 Regular 15 Monday's Retreat 20 Tuesday's Retreat 25 Consent No. 2b - Emerald Forest Drainage Improvements Construction Contract Project Number: SD-1006 Coversheet Revised 30 Bid Tabulation 31 Location Map 32 Consent No. 2c - Contract for the development of a Traffic Operations Master Plan Coversheet Revised 33 Consent No. 2d - Wellborn Area Two Course Seal Coat Project Number ST1302 Coversheet Revised 34 Map 35 Bid Tabulation 36 Consent No. 2e - Bee Creek Parallel Trunk Line Project – Phase II (WF1369909) Resolution Determining Need and Necessity for Easement Acquisition Coversheet Revised 37 Project Map 38 Easement Exhibit 39 Needs Resolution 42 Consent No. 2f - Commercial and Multifamily Recycling Collection - 2nd and Final Reading Franchise Agreement – Brannon Industrial Group Coversheet Revised 46 Franchise Ordinance 48 Consent No. 2g - Residential Construction and Demolition Debris Collection - 2nd and Final Reading Franchise Agreement – Budget Roll-Off Services Coversheet Revised 72 Franchise Ordinance 73 Consent No. 2h - Café Eccell Lease Extension Coversheet Revised 97 Eccell Lease with 45-day 98 Consent No. 2i - 30-Inch Water Transmission Line Reinstallation Project Number WF1344704 Coversheet Revised 102 Location Map 103 Consent No. 2j - Water Supply - Direct Potable Re-Use Study 1 Coversheet Revised 104 Funding Summary 105 List of Participants 106 Consent No. 2k - Rental of Heavy Machinery Coversheet Revised 107 Bid Tab Sheet 108 Consent No. 2L - Debt Reimbursement Resolution for the Health Science Center Parkway Roadway projects Coversheet Revised 110 Resolution 111 Consent No. 2m - TexPool Resolution Amending Authorized Representatives Coversheet Revised 114 Resolution 115 Consent No. 2n - TexSTAR Resolution Amending Authorized Representatives Coversheet Revised 118 Resolution 119 Consent No. 2o - Agreement with the Brazos Valley Umpires Association For Officiating Services for City Athletic Leagues and Programs Cover Sheet BVSUA Renewal 122 1 - Renewal Acceptance Contract 12-093 signed Brazos Valley Softball Umpires Association 123 2- Contract 12-093 Brazos Valley Softball Umpires Association 124 Consent No. 2p - Office of the Governor Criminal Justice Division (CJD) Grant Coversheet Revised 133 Resolution 135 Consent No. 2q - Electric Equipment Purchase Coversheet Updated 137 13-032 Bid Tabulation 138 Consent No. 2r - Replacement Parts for Ford Vehicles Coversheet Updated 139 Regular No. 1 - Resolution, Purchase & Sale Agreement, and Economic Development Agreement between the City, Research Valley Partnership, and Asset Plus Realty Corporation Coversheet Updated 140 Regular No. 2 - Public Utility Easement Abandonments Second Revision, Oak Terrace Addition, Blocks 9, 10 and 12 Coversheet Updated 141 Map 143 Location Map 144 Ordinance 149 Ordinance Exhibit 158 Regular No. 3 - Right-of-Way Abandonments – Culpepper Drive and Milam Avenue Second Revision, Oak Terrace Addition 2 Coversheet Updated 163 Vicinity Map 165 Location Map 166 Ordinance 170 Ordinance Exhibit 179 Regular No. 4 - Council appointments Coversheet Updated 182 Regular No. 5 - Board appointments Coversheet Updated 183 Regular No. 6 - Green College Station Action Plan Coversheet Updated 184 3 CITY or COllEGE STATION Home ofTexilS A&M University"Mayor Council members Nancy Berry Blanche Brick Mayor Pro Tem Jess Fields Karl Mooney John Nichols Interim City Manager Julie M. Schultz Frank Simpson James Benham Agenda College Station City Council Regular Meeting Thursday, February 14,2013 at 7:00 PM City Hall Council Chamber, 1101 Texas Avenue College Station, Texas I. Pledge of Allegiance, Invocation, Consider absence request. Hear Visitors: A citizen may address the City Council on any item which does not appear on the posted Agenda. Registration forms are available in the lobby and at the desk of the City Secretary. This form should be completed and delivered to the City Secretary by 5:30 pm. Please limit remarks to three minutes. A timer alarm will sound after 2 112 minutes to signal thirty seconds remaining to conclude your remarks. The City Council will receive the information, ask staff to look into the matter, or place the issue on a future agenda. Topics of operational concerns shall be directed to the City Manager. Comments should not personally attack other speakers, Councilor staff. Consent Agenda At the discretion of the Mayor, individuals may be allowed to speak on a Consent Agenda Item. Individuals who wish to address the City Council on a consent agenda item not posted as a public hearing shall register with the City Secretary prior to the Mayor's reading of the agenda item. Registration forms are available in the lobby and at the desk of the City Secretary. 2. Presentation, possible action and discussion of consent agenda items which consists of ministerial or "housekeeping" items required by law. Items may be removed from the consent agenda by majority vote of the Council. a. Presentation, possible action, and discussion of minutes for: • January 24, 2013 Workshop • January 24, 2013 Regular Council Meeting • January 28, 2013 Strategic Planning Retreat • January 29, 2013 Strategic Planning Retreat b. Presentation, possible action, and discussion regarding approval of a contract between the City of College Station and Environmental Safety Services, Inc. in the amount of $209,195.00 for the purposes of constructing the Emerald Forest Drainage Improvements Project. City Council Regular Meeting Page 2 Thursday, February 14, 2013 c. Presentation, possible action, and discussion regarding approval of a contract between the City of College Station and Kimley-Horn Associates, Inc. in the amount of $122,100.00 to develop a Traffic Operations Master Plan. d. Presentation, possible action, and discussion regarding construction contract 13-131 with Glen Fuqua, Inc, in the amount of $152,000 for the installation of a two course seal coat on McCullough Road, Live Oak Street, Madison Street, Church Street, and Royder Road in the Wellborn Area. e. Presentation, possible action, and discussion regarding approval of a Resolution that will authorize City staff to negotiate for the purchase of easements needed for the Bee Creek Parallel Trunk Line Project. f. Presentation, possible action, and discussion on the second and final reading of a franchise agreement with Brannon Industrial Group d/b/a Premier Metal Buyers; for the collection of recyclables from commercial businesses and multi-family locations. g. Presentation, possible action, and discussion on the second and final reading of a franchise agreement with Budget Roll-Off Services; for the collection of construction and demolition debris from residential locations. h. Presentation, possible action, and discussion on a 45-day lease extension for Deluxe Burger Bar of College Station, Inc. (aka Cafe Eccell) on the First Street Property. 1. Presentation, possible action, and discussion on a Professional Services Contract with KIT Professionals, Inc. in the amount of $76,997, for the design, bidding, construction administration and construction materials testing for the 30-Inch Water Transmission Line Reinstallation Project. J. Presentation, possible action, and discussion on a Professional Services Contract with Alan Plummer Associates, Inc., in the amount of $19,303 for a contribution toward a State-wide study for implementation of Direct Potable Re-Use for water supply. k. Presentation, possible action and discussion regarding an annual bid award for the machinery with Mustang Rental Services of Bryan, IX in the amount of$75,000 annually. rental of heavy 1. Presentation, possible action, and discussion regarding approval of a "Resolution Declaring Intention to Reimburse Certain Expenditures with Proceeds from Debt" for expenditures related to the City of College Station's portion of the cost for the construction of the Health Science Center Parkway IB and Phase 2A. m. Presentation, possible action and discussion on a resolution amending the authorized representatives on the local government pool account, TexPoo1. n. Presentation, possible action and discussion on a resolution amending the authorized representatives on the local government pool account, Texas Short Term Asset Reserve ("TexSTAR"). o. Presentation, possible action, and discussion regarding first renewal of an Agreement for Services with the Brazos Valley Softball Umpires Association to provide officiating services for City athletic leagues, programs and tournaments (Contract Number 12-093) in an amount not to exceed $190,000.00 per year. City Council Regular Meeting Page 3 Thursday, February 14,2013 p. Presentation, possible action, and discussion on the application and acceptance of a grant from the Office of the Governor, Criminal Justice Division (CJD) to assist with the expenses incurred as a result of the capital murder and subsequent investigation of Constable Brian Bachmann. q. Presentation, possible action, and discussion regarding the award of Bid #13-032 for a trailer mounted underground cable puller to TSE International, Inc. r. Presentation, possible action, and discussion on approving an annual blanket purchase order for the purchase of replacement parts and components for City vehicles from Varsity Ford -Lincoln (College Station, TX) for the amount of $60,000.00. Regular Agenda At the discretion of the Mayor, individuals may be allowed to speak on a Regular Agenda Item. Individuals who wish to address the City Council on a regular agenda item not posted as a public hearing shall register with the City Secretary prior to the Mayor's reading of the agenda item. Registration forms are available in the lobby and at the desk of the City Secretary. Individuals who wish to address the City Council on an item posted as a public hearing shall register with the City Secretary prior to the Mayor's announcement to open the public hearing. The Mayor will recognize individuals who wish to come forward to speak for or against the item. The speaker will state their name and address for the record and allowed three minutes. A timer alarm will sound at 2 112 minutes to signal thirty seconds remaining to conclude remarks. After a public hearing is closed, there shall be no additional public comments. If Council needs additional information from the general public, some limited comments may be allowed at the discretion of the Mayor. If an individual does not wish to address the City Council, but still wishes to be recorded in the official minutes as being in support or opposition to an agenda item, the individual may complete the registration form provided in the lobby by providing the name, address, and comments about a city related subject. These comments will be referred to the City Council and City Manager. 1. Presentation, possible action, and discussion of a Resolution, Purchase & Sale Agreement, and Economic Development Agreement between the City, Research Valley Partnership, and Asset Plus Realty Corporation regarding the First Street Property. 2. Public Hearing, presentation, possible action, and discussion approving an ordinance vacating and abandoning: 1) A 0.29 acre public utility easement, which is located of Block 9 the Second Revision, Oak Terrace Addition according to the plat recorded in Volume 152, Page 237 of the Deed Records of Brazos County, Texas, and 2) A 0.23 acre public utility easement, which is located of Block 10 the Second Revision, Oak Terrace Addition according to the plat recorded in Volume 152, Page 237 of the Deed Records of Brazos County, Texas, and 3) A 0.03 acre (1350 Sq. Ft.) public utility easement, which is located of Block 12 the Second Revision, Oak Terrace Addition according to the plat recorded in Volume 152, Page 237 of the Deed Records of Brazos County, Texas. City Council Regular Meeting Page 4 Thursday, February 14,2013 3. Public Hearing, presentation, possible action, and discussion approving an ordinance vacating and abandoning: 1) A 0.77 acre portion of Culpepper Drive Right-of-Way, in the Second Revision, Oak Terrace Addition according to the plat recorded in Volume 152, Page 237 of the Deed Records of Brazos County, Texas, and 2) A 0.88 acre Milam Avenue Right-of-Way, which in the Second Revision, Oak Terrace Addition according to the plat recorded in Volume 152, Page 237 of the Deed Records of Brazos County, Texas. 4. Presentation, possible action, and discussion regarding the appointment of Councilmembers to boards and commissions. 5. Presentation, possible action and discussion regarding appointments to the following boards and commlSSlOns: • Bicycle, Pedestrian and Greenways Advisory Board (one vacancy) • Historic Preservation Committee (two vacancies) 6. Presentation, possible action, and discussion regarding the Green College Station Action Plan. 7. Adjourn. If litigation issues arise to the posted subject matter of this Council Meeting an executive session will be held. City MIiI.UJoI"f'5'-'~ , Notice is hereby given that a Regular Meeting of the City Council of the City of College Station, Texas will be held on the Thursday, February 14, 2013 at 7:00 PM at the City Hall Council Chambers, 1101 Texas Avenue, College Station, Texas. The following subjects will be discussed, to wit: See Agenda. Posted this 8th day of February, 2013 at 5:00 p.m. ~2n~City Secreta I, the undersigned, do hereby certify that the above Notice of Meeting of the Governing Body of the City of College Station, Texas, is a true and correct copy of said Notice and that I posted a true and correct copy of said notice on the bulletin board at City Hall, 1101 Texas Avenue, in College Station, Texas, and the City'S website, www.cstx.gov.TheAgendaandNoticearereadilyaccessibletothegeneralpublicatalltimes.Said Notice and Agenda were posted on February 8, 2013 at 5:00 p.m. and remained so posted continuously for at least 72 hours proceeding the scheduled time of said meeting. This public notice was removed from the official posting board at the College Station City Hall on the following date and time: by __ ... Dated this __day _______,2013 City Council Regular Meeting Page 5 Thursday, February 14,2013 Subscribed and sworn to before me on this the __day of _______, 2013. Notary Public -Brazos County, Texas My commission expires: ______ The building is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive service must be made 48 hours before the meeting. To make arrangements call (979) 764-3517 or (TDD) 1-800-735-2989. Agendas may be viewed on www.cstx.gov. Council meetings are broadcast live on Cable Access Channel 19. February 14, 2013 City Council Consent Agenda No. 2a City Council Minutes To: Frank Simpson, Interim City Manager From: Sherry Mashburn, City Secretary Agenda Caption: Presentation, possible action, and discussion of minutes for: • January 24, 2013 Workshop • January 24, 2013 Regular Council Meeting • January 28, 2013 Strategic Planning Retreat • January 29, 2013 Strategic Planning Retreat Attachments: • January 24, 2013 Workshop • January 24, 2013 Regular Council Meeting • January 28, 2013 Strategic Planning Retreat • January 29, 2013 Strategic Planning Retreat 9 WKSHP012413Minutes Page 1 MINUTES OF THE CITY COUNCIL WORKSHOP CITY OF COLLEGE STATION JANUARY 24, 2013 STATE OF TEXAS § § COUNTY OF BRAZOS § Present: Nancy Berry, Mayor Council: Blanche Brick Jess Fields, arrived after roll call Karl Mooney John Nichols Julie Schultz James Benham, arrived after roll call City Staff: Frank Simpson, Interim City Manager Kathy Merrill, Deputy City Manager Carla Robinson, City Attorney Sherry Mashburn, City Secretary Tanya McNutt, Deputy City Secretary 1. Call to Order and Announce a Quorum is Present With a quorum present, the Workshop of the College Station City Council was called to order by Mayor Nancy Berry at 5:00 p.m. on Thursday, January 24, 2013 in the Council Chambers of the City of College Station City Hall, 1101 Texas Avenue, College Station, Texas 77842. 2. Executive Session In accordance with the Texas Government Code §551.071-Consultation with Attorney, §551.074-Personnel, and §551.087-Economic Development Negotiations, the College Station City Council convened into Executive Session at 5:00 p.m. on Thursday, January 24, 2013 in order to continue discussing matters pertaining to: A. Consultation with Attorney to seek advice regarding pending or contemplated litigation; to wit: 10 WKSHP012413Minutes Page 2 • City of Bryan's application with TCEQ for water & sewer permits in Westside/Highway 60 area, near Brushy Water Supply Corporation to decertify City of College Station and certify City of Bryan. • Chavers et a1 v. Tyrone Morrow et al, No. 10-20792; Chavers v. Randall Hall et al, Case No. 10 CV-3922. • College Station v. Star Insurance Co., Civil Action No. 4:11-CV-02023. • Shirley Maguire and Holly Maguire vs. City of College Station, Cause No. 11-0025 16- CV-272, in the 272nd District Court of Brazos County, Texas. • Patricia Kahlden, individ. and as rep. of the Estate of Lillie May Williams Bayless v. Laura Sue Streigler, City of College Station and James Steven Elkins, No. 11-003172- CV-272, in the 272ndDistrict Court of Brazos County, TX • Tom Jagielski v. City of College Station, Cause No. 12-002918-CU-361, In the 361 st • State v. Carol Arnold, Cause Number 11-02697-CRF-85, In the 85th District Court, Brazos County, Texas District Court of Brazos County, Texas B. Deliberation on the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer; to wit: • City Attorney C. Deliberation on economic development negotiations regarding an offer of financial or other incentives for a business prospect; to wit: • Discuss economic development incentive negotiations with T AMUS • Discuss approval of economic development incentives to Woodbolt International The Executive Session adjourned at 5:59 p.m. 3. Take action, if any, on Executive Session. No action was required from Executive Session. 4. Presentation, possible action, and discussion on items listed on the consent agenda. This item was not discussed. 5. Presentation and discussion regarding information the University Community Next Generation Innovation Project by Executive Director Blair Levin. Blair Levin, Executive Director, Gig.U, discussed the economic opportunities available with increased computing power, increased bandwidth and increased data storage. Using a football analogy and the Green Bay Packers as an example, he noted the City of Green Bay’s advantages as they applied to big bandwidth: there is an early adopter advantage; incentives to serve long- run community interests; and a financial structure that allows the small to compete with the large. He quoted former President Clinton, who addressed Dell World as to why the United States needs better broadband: "You want to help small businesses, you want to help your entrepreneurs, you want to make it possible for people living in remote towns and upstate New 11 WKSHP012413Minutes Page 3 York and West Texas to be part of the global economy? Then stop pretending we can do it with South Korea having average download speeds of four times ours." Most of the fastest communities in the world are in Asia. The US lags other countries in bandwidth consumption and is projected to fall farther behind. Instead of planning upgrades, providers talk of bandwidth caps and charging for “overages”. We shouldn’t give up on America yet because there are public and private interests working to increase the availability of high-speed broadband. The National Broadband Plan recommended the nation needed a critical mass of ultra high-speed test beds. The Strategic Bandwidth Advantage provides fast and cheap enough bandwidth to the right places to drive bandwidth-based innovation growth. It was noted that, historically, new inputs drive economic growth. Goods, services, information are increasingly delivered over bandwidth and not delivered by trucks. Ultra high-definition televisions await content and speeds to transmit that content; we do not have the pipes to deliver 4K television. Ultra high- speed data transfer can help unlock a cure for cancers; DNA sequencing depends on high speed data transfer. Effective learning platforms need bigger pipes to perform; immersive gaming is the future of training. Big Data is unlocking a new economic reality. Unfortunately, the returns for the investor do not justify the investment. Historically, investments are made when policy alters equation. The barrier to gigabit connectivity is not technology or economics. The barrier is organization; specifically, organizing demand and the better use of underutilized assets. Over the past few years, Seattle has made itself a prime candidate for investment in a gig. Officials in Kansas City continue to work with Google in terms of policy such as having a single point of contact and having inspections within two hours. Community efforts can change the math: reduce capital expenses and operation expenses; reduce risk; increase revenues; and increase ecosystem benefits. He asked how can community assets be more effectively managed to create a favorable environment for investment in a project? He stated Gig.U created a worksheet for communities to use to assess potential assets and opportunities and noted that engaging residents and businesses is crucial to potential upgrades. For communities seeking a gig, they should consider various routes such as WiFi; involving the community early and often to help manage expectations and show potential revenue streams for projects; they should also consider ways the community can become an attractive investment partner as soon as possible. He stated the City’s choices now will determine the community’s bandwidth destiny – and whether College Station will lead or follow. 6. Presentation, possible action, and discussion, and a joint meeting of the Planning and Zoning Commission and the City Council regarding the 2013 Planning & Zoning Commission Plan of Work. With a quorum present, the Joint Meeting of the College Station Planning and Zoning Commission was called to order by Chair Mike Ashfield at 6:43 p.m. on Thursday, January 24, 2013. Bob Cowell, Executive Director of Planning Services, provided a brief overview of the draft Plan of Work. He noted the Commission is seeking input from the Council on the draft Plan of Work. Council items related to affordable housing, neighborhood parking, and block length are either already in the Plan or were omitted due to having already been reviewed in the past. 12 WKSHP012413Minutes Page 4 MOTION: Upon a motion made by Councilmember Mooney and a second by Councilmember Nichols, the City Council voted seven (7) for and none (0) opposed, to accept the 2013 Plan of Work. The motion carried unanimously. There being no further business, the Joint Meeting of the City Council and the Planning and Zoning Commission adjourned at 7:05 p.m. on Thursday, January 24, 2013. Mayor Berry recessed the Workshop at 7:05 p.m. The workshop reconvened at 9:14 p.m. 7. • Council Calendar • Jan. 28 & 29 Council Strategic Plan Retreat at MTF Assembly Room - 1603 Graham Road, 8:00 am. • Jan. 30 RVP Board Meeting at RVP, 3:00 pm. • Jan. 31 CSPD Annual Awards Banquet, MTF Assembly Room - 1603 Graham Road, 7:00 pm. • Feb. 4 Bicycle, Pedestrian & Greenways Advisory Board Meeting, Council Chambers, 3:00 pm • Feb. 4 Audit Committee Meeting, Administrative Conference Room, 4:30 pm. • Feb. 5-6 Chamber Legislative Trip, Austin, Texas, 8:00 am. • Feb. 7 P&Z Workshop/Meeting, CSU Training Facilities, 6:00 p.m. (Julie Schultz, Liaison) Feb. 14 Executive Session/Workshop/Regular Meeting at 5:00, 6:00 & 7:00 p.m. Council reviewed the Council calendar. A correction was made to the CSPD Awards Banquet. It will be held at Christ United Methodist Church. 8. Presentation, possible action, and discussion on future agenda items: a Council Member may inquire about a subject for which notice has not been given. A statement of specific factual information or the recitation of existing policy may be given. Any deliberation shall be limited to a proposal to place the subject on an agenda for a subsequent meeting. Councilmember Benham asked to see Gig.U at a future workshop. 9. Discussion, review and possible action regarding the following meetings: Animal Shelter Board, Arts Council of the Brazos Valley, Arts Council Sub-committee, Audit Committee, Bicycle, Pedestrian, and Greenways Advisory Board, Blinn College Brazos Valley Advisory Committee, Brazos County Health Dept., Brazos Valley Council of Governments, Bryan/College Station Chamber of Commerce, BVSWMA, BVWACS, Convention & Visitors Bureau, Design Review Board, Historic Preservation Committee, Interfaith Dialogue Association, Intergovernmental Committee, Joint Neighborhood Parking Taskforce, Joint Relief Funding Review Committee, Landmark Commission. Library Board, Metropolitan Planning Organization, National League of Cities, Parks and Recreation Board, Planning and Zoning Commission, Research Valley Partnership, Regional Transportation Committee for Council of Governments, Sister City Association, 13 WKSHP012413Minutes Page 5 TAMU Student Senate, Texas Municipal League, Youth Advisory Council, Zoning Board of Adjustments. Mayor Berry reported on the Intergovernmental Committee, BVSWMA, and the MPO. Mayor Berry honored former Councilmember Homer Adams and noted his recent passing. Councilmember Fields reported on the Arts Council. He also announced that he and his wife are expecting their first child on August 3. 10. Adjournment MOTION: There being no further business, Mayor Berry adjourned the workshop of the College Station City Council at 9:24 p.m. on Thursday, January 24, 2013. ________________________ Nancy Berry, Mayor ATTEST: _______________________ Sherry Mashburn, City Secretary 14 RM012413 Minutes Page 1 MINUTES OF THE REGULAR CITY COUNCIL MEETING CITY OF COLLEGE STATION JANUARY 24, 2013 STATE OF TEXAS § § COUNTY OF BRAZOS § Present: Nancy Berry Council: Blanche Brick Jess Fields Karl Mooney John Nichols Julie Schultz James Benham City Staff: Frank Simpson, Interim City Manager Kathy Merrill, Deputy City Manager Carla Robinson, City Attorney Sherry Mashburn, City Secretary Tanya McNutt, Deputy City Secretary Call to Order and Announce a Quorum is Present With a quorum present, the Regular Meeting of the College Station City Council was called to order by Mayor Nancy Berry at 7:16 p.m. on Thursday, January 24, 2013 in the Council Chambers of the City of College Station City Hall, 1101 Texas Avenue, College Station, Texas 77842. 1. Pledge of Allegiance, Invocation, consider absence request . Proclamation for recognition of Johnny Manziel and TAMU Football Team. Mayor Berry presented two proclamations recognizing Johnny Manziel for receiving the Heisman award and recognizing the 2012 TAMU Football Team for their outstanding season. Present to receive the proclamations were Michelle and Mary Manziel, Johnny’s mother and sister, and Gary Reynolds, Director of Football Operations and Research and Development. Citizen Comments 15 RM012413 Minutes Page 2 Judith Beckmann, 9301 Amberwood Court, reported that eight months ago she submitted a request to have a sidewalk repaired or extended for safety reasons. To this day she has no idea what has been decided. As a result, she is having a problem with her HOA. She also spoke on an issue she has with utilities. She has sinkholes on her property, and the electric box in the neighbor’s yard has sunk into the ground. She stated the City has damaged her property and her health. CONSENT AGENDA 2a. • Presentation, possible action, and discussion of minutes for: • January 10, 2013 Workshop January 10, 2013 Regular Council Meeting 2b. Presentation, possible action and discussion on a contract with the low bidder, Aquatec, in the amount of $110,630, for the re-plastering of Adamson Lagoon and the repair of the filters. 2c. Presentation, possible action, and discussion on the second and final reading of Ordinance 2013-3472, a franchise agreement with Viridiun; for the collection of organic waste from commercial business locations. 2d. Presentation, possible action, and discussion on the first reading of a franchise agreement with Budget Roll-off Services; for the collection of construction and demolition debris from residential locations. 2e. Presentation, possible action, and discussion on the first reading of a franchise agreement with Brannon Industrial Group d/b/a Premier Metal Buyers; for the collection of recyclables from commercial businesses and multi-family locations. 2f. Presentation, possible action and discussion on Resolution 01-24-13-2f, regarding a professional services contract with Halff Associates, Inc. in the amount of $482,935 for the detailed design of the Lick Creek Greenway Trail project, and approval of a resolution declaring intention to reimburse certain expenditures with proceeds from debt. 2g. Presentation, possible action, and discussion regarding approval of a contract between the City of College Station and Ross Joseph Taylor in the amount of $104,900 for the sale of 1208 Phoenix. 2h. Presentation, possible action and discussion on a bid award for the purchase of various pad-mounted distribution transformers maintained in inventory to HD Supply Utilities for $80,843.00. 2i. Presentation, possible action, and discussion regarding Resolution 01-24-13-2i, consenting to the City of Bryan's use of economic development incentives for Woodbolt International. 2j. Presentation, possible action, and discussion for Ordinance 2013-3473, approving a City Participation Agreement for water line improvements in the Castlegate II, Section 100 16 RM012413 Minutes Page 3 Subdivision being made per City Code of Ordinances, Chapter 12, Unified Development Ordinance, Section 8.5, Responsibility for Payment for Installation Costs for a total requested City participation of $26,810.00. 2k. Presentation, possible action and discussion regarding the approval of Resolution 01- 24-13-2k, accepting from the Texas Division of Emergency Management (TDEM) the 2010 Homeland Security Grant Program Grant Adjustment Notice (GAN) of $55,281.53. Item 2f was pulled for discussion. Items 2f and 2g were pulled for a separate vote. MOTION: Upon a motion made by Councilmember Schultz and a second by Councilmember Fields, the City Council voted seven (7) for and none (0) opposed, to approve the Consent Agenda, less items 2f and 2g. The motion carried unanimously. 2f: Chuck Gilman, Director of Capital Projects, clarified that alternatives for the trail materials to be used was not included in this phase. They decided to go with concrete due to the O&M costs. Additional discussion centered on whether or not the funds for this project could be used, or should be used, for prioritized sidewalk projects. (2f)MOTION: Upon a motion made by Councilmember Benham and a second by Councilmember Fields, the City Council voted two (2) for and five (5) opposed, with Mayor Berry and Councilmembers Brick, Mooney, Nichols and Schultz voting against, to table this item until the next Council meeting. The motion failed. (2f)MOTION: Upon a motion made by Councilmember Fields and a second by Councilmember Nichols, the City Council voted six (6) for and one (1) opposed, with Councilmember Benham voting against, to adopt Resolution 01-24-13-2f, regarding a professional services contract with Halff Associates, Inc. in the amount of $482,935 for the detailed design of the Lick Creek Greenway Trail project, and approval of a resolution declaring intention to reimburse certain expenditures with proceeds from debt. The motion carried. (2g)MOTION: Upon a motion made by Councilmember Nichols and a second by Councilmember Schultz, the City Council voted six (6) for and one (1) opposed, with Councilmember Fields voting against, to approve a contract between the City of College Station and Ross Joseph Taylor in the amount of $104,900 for the sale of 1208 Phoenix. The motion carried. REGULAR AGENDA 1. Presentation, possible action and discussion regarding a report on the Brazos Valley Bowl. Sylvia McMullen, Director of Operations for the Brazos Valley Bowl, and Kindra Fry, Vice President of Sales and Marketing for the CVB, reported on the Inaugural Brazos Valley Bowl held on December 1, 2012 featuring Kilgore, ranked #9, and Northwest Mississippi, ranked #11. There were three days of events, and the Saturday game featured fourteen high school drill teams from around the state of Texas, the Kilgore Band and Rangerettes, and the Northwest Band and Rangerettes. The official attendance was 4,138 - the largest attendance of any NJCAA Bowl. 17 RM012413 Minutes Page 4 The estimated economic impact was $1,344,850. Hotel rooms were sold out city-wide. No action was required from Council. 2. Presentation, possible action, and discussion regarding the approval of an agreement with the Bryan-College Station Convention and Visitors Bureau to administer the Hotel Occupancy Tax Fund Event Grant Program. MOTION: Upon a motion made by Councilmember Mooney and a second by Councilmember Nichols, the City Council voted six (6) for and one (1) opposed, with Councilmember Fields voting against, to approve an agreement with the Bryan-College Station Convention and Visitors Bureau to administer the Hotel Occupancy Tax Fund Event Grant Program. The motion carried. 3. Presentation, possible action, and discussion regarding the approval of HOT Funding for the Texas 4-H Roundup. MOTION: Upon a motion made by Councilmember Mooney and a second by Councilmember Benham, the City Council voted six (6) for and one (1) opposed, with Councilmember Fields voting against, to approve HOT Funding for the Texas 4-H Roundup. The motion carried. 4. Presentation, possible action, and discussion on a Capital Improvement Plan update. Chuck Gilman, Director of Capital Projects, provided a brief overview and update on the Capital Improvement Plan. No action was required by Council. 5. Public Hearing, presentation, possible action, and discussion approving Ordinance 2013- 3474, vacating and abandoning a 0.07 acre, 15-foot wide public utility easement, which is located on Lot 9R-A of the Sandstone Addition according to the plat recorded in Volume 2685, Page 3164 of the Deed Records of Brazos County, Texas. At approximately 9:00 p.m., Mayor Berry opened the Public Hearing. John Montgomery, 2005 Oakwood Trail, stated he is the requestor. Fifteen years ago his lot was part of the lot next door. When the home was built twelve years ago, the easement was supposedly physically abandoned. He is requesting positive consideration. There being no further comments, the Public Hearing was closed at 9:02 p.m. MOTION: Upon a motion made by Councilmember Fields and a second by Councilmember Benham, the City Council voted seven (7) for and none (0) opposed, to adopt Ordinance 2013- 3474, vacating and abandoning a 0.07 acre, 15-foot wide public utility easement, which is located on Lot 9R-A of the Sandstone Addition according to the plat recorded in Volume 2685, Page 3164 of the Deed Records of Brazos County, Texas. The motion carried unanimously. 6. Public Hearing, presentation, possible action, and discussion approving Ordinance 2013- 3475, vacating and abandoning a 0.03 acre right-of-way, which is located on Lots 1, 2, 11 & 12 of Block B of the College Heights Subdivision according to the plat recorded in Volume 7623, Page 231 of the Deed Records of Brazos County, Texas. 18 RM012413 Minutes Page 5 At approximately 9:06 p.m., Mayor Berry opened the Public Hearing. There being no comments, the Public Hearing was closed at 9:06 p.m. MOTION: Upon a motion made by Councilmember Nichols and a second by Councilmember Benham, the City Council voted seven (7) for and none (0) opposed, to adopt Ordinance 2013- 3475, vacating and abandoning a 0.03 acre right-of-way, which is located on Lots 1, 2, 11 & 12 of Block B of the College Heights Subdivision according to the plat recorded in Volume 7623, Page 231 of the Deed Records of Brazos County, Texas. The motion carried unanimously. 7. Public Hearing, presentation, possible action, and discussion approving Ordinance 2013- 3476, vacating and abandoning a 0.02 acre public utility easement, which is located on Lots 1 & 12 of Block B of the College Heights Subdivision according to the plat recorded in Volume 7623, Page 231 of the Deed Records of Brazos County, Texas. At approximately 9:11 p.m., Mayor Berry opened the Public Hearing. There being no comments, the Public Hearing was closed at 9:11 p.m. MOTION: Upon a motion made by Councilmember Fields and a second by Councilmember Benham, the City Council voted seven (7) for and none (0) opposed, to adopt Ordinance 2013- 3476, vacating and abandoning a 0.02 acre public utility easement, which is located on Lots 1 & 12 of Block B of the College Heights Subdivision according to the plat recorded in Volume 7623, Page 231 of the Deed Records of Brazos County, Texas. The motion carried unanimously. 8. Presentation, possible action, and discussion on an appointment to the Joint Relief Funding Review Committee. MOTION: Upon a motion made by Councilmember Benham and a second by Councilmember Mooney, the City Council voted seven (7) for and none (0) opposed, to appoint Kay Parker to the Joint Relief Funding Review Committee. The motion carried unanimously. 9. Adjournment. MOTION: There being no further business, Mayor Berry adjourned the Regular Meeting of the City Council at 9:14 p.m. on Thursday, January 24, 2013. ________________________ Nancy Berry, Mayor ATTEST: ___________________________ Sherry Mashburn, City Secretary 19 RTRT012813 Minutes Page 1 MINUTES OF THE CITY COUNCIL RETREAT CITY OF COLLEGE STATION JANUARY 28, 2013 STATE OF TEXAS § § COUNTY OF BRAZOS § Present: Nancy Berry Council: Blanche Brick Jess Fields, arrived after roll call Karl Mooney John Nichols Julie Schultz James Benham City Staff: Frank Simpson, Interim City Manager Kathy Merrill, Deputy City Manager Carla Robinson, City Attorney Sherry Mashburn, City Secretary 1. Call to Order and Announce a Quorum is Present With a quorum present, the Retreat of the College Station City Council was called to order by Mayor Nancy Berry at 8:35 a.m. on Monday, January 28, 2013 in the College Station Utilities Training Facility, 1603 Graham Road, College Station, Texas 77842. 2. Presentation and overview of the Retreat Agenda. Bob Cowell, Executive Director of Planning and Development Services, presented a brief overview of what he hoped to accomplish today and provided a binder of information to the Council. 3. Presentation, possible action, and discussion regarding the 2013 update of the City Council's Strategic Plan. Bob Cowell, Executive Director of Planning and Development Services, began by presenting the FY2012-2013 Strategic Planning and Budget Process calendar, which begins in January. The Council will participate in a mid-year review of the Strategic Plan sometime in July before 20 RTRT012813 Minutes Page 2 budget presentations and public hearings. He defined Strategic Plan as “a disciplined effort to produce fundamental decisions and actions that shape and guide what an organization is, what it does, and why it does it.” Strategic plans involve the development of a long-term vision, clarification of the City’s mission and values, analysis of challenges/opportunities and strengths/weaknesses, development of goals and strategies to achieve the desired goals, and an action plan for the projects/initiatives that will implement the strategies. The vision and mission is usually viewed as belonging to the community; the goals are the result of a partnership between the Council and the citizens; strategies are jointly developed by Council and staff; and actions are developed and implemented by staff. A graphic illustration of the decision-making model was provided. Mr. Cowell addressed the projected population growth which will bring with it new challenges and opportunities, related to ETJ, annexation, reporting guidelines for Council, etc. He noted that housing starts are showing a positive trend. There is also data on economic indicators: sales tax continues to increase; and value of new development continues to re-stabilize. Service calls have increased in both Police and Fire. The binder also provides information about the City’s indebtedness and fiscal/economic conditions and trends. These conditions and trends include a modest property tax value increase, recovering but vulnerable development activities, modest sales tax revenue increases, and the increasing demand for services with decreasing revenues. Strategic Plan achievements since the last Strategic Plan update include budget reductions, low tax rate, reduction in ROI transfers, increased fiscal transparency, increased citizen communication, secured/maintained program accreditations, increased utility services, completed/updated master neighborhood plans, increased assessment/rehabilitation of neighborhood infrastructures, bio-corridor/medical district efforts underway, moved City-owned property to market, completed/initiated street projects and parks/mobility projects, and provided new fire and police resources and facilities. An overview of some of the major considerations was presented, including political, economic, social, technological, environmental, and legal issues. In the SWOT analysis, some of the strengths that exist within the organization include strong customer service, commitment to citizens, etc. Weaknesses include limited engagement of the “middle” of the electorate and a limited diversity in the local economy. The City has several opportunities, such as the bio- corridor and medical district, and threats can be found with the stagnation in economic recovery or decline and the inability to maintain/rehabilitate existing facilities and infrastructure. Major considerations include the vulnerability of economic recovery, impacts of budget reductions and service cuts, stagnating revenue sources, etc. A graph derived from the community survey highlighting what the citizens felt about service prioritization was presented. Areas of high importance, and to maintain funding, are to continue with public safety, managing trash and recycling, providing pathways, and maintaining the appearance of parks, landscapes and facilities. Areas of high importance, and may require additional dollars, include maintain streets/roads, attracting businesses and jobs, managing traffic congestion, enforcing traffic laws, programs to retain/support existing businesses, managing storm water drainage, and code enforcement services. The top three priorities are 1) public safety; 2) balanced budget, managed growth, sustainability, maintain infrastructure/core services, 21 RTRT012813 Minutes Page 3 maintain small town/family friendly city, quality growth and development; and 3) job creation, attracting new/retain existing. Quality of life, quality of City services, the direction the City is headed, and the value received for tax dollars was value rated three to four stars on each. The 2012 initiatives or focus areas were: 1) financially sustainable City; 2) core services and infrastructure; 3) neighborhood integrity; 4) diverse growing economy; 5) improving mobility; and sustainable City. The Council participated in an exercise to determine if the Council agrees if these are the big areas the Council and staff need to focus on. Questions they were to answer were: • Are the six strategic initiatives valid? • Are the initiative goals still relevant? • How would you define success for each initiative/goal? • How does the Council define success for each initiative/goal? Mr. Cowell noted that Vision is aspirational/generational; Goals are future oriented/aspirational; Strategy is action-oriented/broad; Action is action-oriented/very specific; and Performance Measures are progess/accountability. Council was asked if they had any items that did not fit into the one of the six initiatives. Councilmember Fields stated a City should be well-managed and responsible. The sustainable could be combined with the financial. Mayor Berry said this might best fall under the mission statement. Mr. Cowell said we could either add an initiative or add an element of that piece to each of the strategies. Under Financially Sustainable City, Councilmember Nichols noted the lack what is included in “current obligations/demands”. Councilmember Benham recommended “fully fund all future obligations”. Councilmember Brick recommended removing the word, “current”, and received Council consensus. Under Neighborhood Integrity, Councilmembers Brick and Benham want to add the word, “safe”. Under Core Services and Infrastructure, Mayor Berry asked to remove the agency names in the strategies. Councilmember Benham asked for a strategy to allow private industry to deliver high quality broadband technology for a Diverse Growing Economy. He recommended changing the fourth bullet to state “Expand diversification efforts into non-consumer oriented economy.” It was also recommended to change bullet three to state “Support diversification of local economy – tourism, regional athletic events, regional medical center, etc – and non-consumer oriented economy.” “Medical District” was added to bullet two. Under Improving Mobility, bullet two was recommended to be changed to read “Ensure streets have features that promote walkability and safety.” Councilmember Fields asked for a strategy related to City outreach to neighborhoods, neighborhood organizations and HOA’s under Neighborhood Integrity. Under Sustainable City, Councilmember Benham asked for an additional strategy related to recycling. Mr. Cowell briefly addressed what we are currently doing as a City to achieve our goals. 4. Presentation, possible action, and discussion regarding the timing of appointments to City Boards and Commissions. Sherry Mashburn, City Secretary, asked for direction related to the timing of appointments to City Boards and Commissions. She noted that the ordinance creating P&Z states that Council will make appointments to the P&Z at the second regular Council meeting after the election. She 22 RTRT012813 Minutes Page 4 reported that staff cannot remember ever appointing so soon after election. It is her recommendation to continue with our practice of making appointments a couple of months after the election and amending the P&Z ordinance to reflect that change. With Council’s approval, she would like to move the appointments to January, with those that would be appointed this summer holding over. Council consensus was to move the appointment process to January, to have current appointees hold over, and to amend the P&Z ordinance, if necessary. 5. Presentation, possible action, and discussion regarding the development of the Lick Creek Park Nature Center. Chuck Gilman, Director of Capital Projects, provided background on the 2008 Bond Authorization for this project. Different scenarios were shared: Scenario A is a full-service facility; Scenario B is a self-serve concept; and Scenario C is a hybrid of A and B. In 2012 the Advisory Committee voted unanimously to proceed with Scenario C. At the September 13, 2012 Council meeting, consensus was to develop a scenario combining B and C. This was taken to the consultant who provided two alternative concepts. We are comfortable that we could get a LEED certified (silver) facility. We have been focused on the main building, but have begun working with the consultant on site amenities such as rainwater harvesting, an amphitheater, etc. Each alternative allows for 1.5 full-time employees. The construction cost for Alternative 1 is $1.8 million, and Alternative 2 is at $2 million. O&M for both alternatives is $160,000 annually. An extensive list of possible programs was provided. Council consensus was to proceed with Alternative 1. 6. Presentation, possible action, and discussion on options for the future of the Conference Center facility and operations. David Schmitz, Director of Parks and Recreation, provided a brief history of the Conference Center and how it was being utilized. Options for the future include: no longer continue conference center operations; renovate the existing facility and continue operations; sell the facility and build a new facility; modify an unoccupied building; or include additional meeting, programming and rental space at both the Lincoln Center Expansion and the Library Expansion CIP projects. Staff recommends taking advantage of the two CIP projects to add meeting, programming and rental space. MOTION: Upon a motion made by Councilmember Fields and a second by Councilmember Benham, the City Council voted seven (7) for and none (0) opposed, to direct staff to sell the Conference Center on George Bush Drive. The motion carried unanimously. MOTION: Upon a motion made by Councilmember Mooney and a second by Councilmember Nichols, the City Council voted seven (7) for and none (0) opposed, to direct staff to explore the possibility of taking advantage of the two CIP projects to add meeting, programming and rental space. The motion carried unanimously. 23 RTRT012813 Minutes Page 5 7. Presentation, recap and discussion regarding next steps. Bob Cowell, Executive Director of Planning and Development Services, provided a brief recap of the day and the schedule for Tuesday’s meeting. 8. Executive Session In accordance with the Texas Government Code §551.072-Real Estate, the College Station City Council convened into Executive Session at 3:37 p.m. on Monday, January 28, 2013 in order to continue discussing matters pertaining to: A. Deliberation regarding the purchase, exchange, lease or value of real property • Property located generally near the intersection of George Bush Drive and Holik Street in College Station ; to wit: The Executive Session adjourned at 3:54 p.m. on Monday, January 28, 2013. 9. Take action, if any, on Executive Session. No action was required from Executive Session. 10. Adjournment MOTION: There being no further business, Mayor Berry adjourned the Retreat of the College Station City Council at 3:56 p.m. on Monday, January 28, 2013. ________________________ Nancy Berry, Mayor ATTEST: _______________________ Sherry Mashburn, City Secretary 24 RTRT012913 Minutes Page 1 MINUTES OF THE CITY COUNCIL RETREAT CITY OF COLLEGE STATION JANUARY 29, 2013 STATE OF TEXAS § § COUNTY OF BRAZOS § Present: Nancy Berry Council: Blanche Brick Jess Fields, arrived after roll call Karl Mooney John Nichols Julie Schultz James Benham City Staff: Frank Simpson, Interim City Manager Kathy Merrill, Deputy City Manager Carla Robinson, City Attorney Sherry Mashburn, City Secretary 1. Call to Order and Announce a Quorum is Present With a quorum present, the Retreat of the College Station City Council was called to order by Mayor Nancy Berry at 8:30 a.m. on Tuesday, January 29, 2013 in the College Station Utilities Training Facility, 1603 Graham Road, College Station, Texas 77842. 2. Presentation and overview of the Retreat Agenda. Bob Cowell, Executive Director of Planning and Development Services, presented a brief overview of what he hoped to accomplish today. 3. Executive Session In accordance with the Texas Government Code §551.086 – Competitive Matters, the College Station City Council convened into Executive Session at 8:31 a.m. on Tuesday, January 29, 2013 in order to continue discussing matters pertaining to: A. Deliberation on a competitive matter; to wit: 25 RTRT012913 Minutes Page 2 • Power supply The Executive Session adjourned at 9:58 a.m. on Tuesday, January 29, 2013. 4. Take action, if any, on Executive Session. No action was required from Executive Session. 5. Presentation, possible action and discussion on the Parks and Recreation and Code Enforcement service level impacts due to the budget reductions of the past few years. David Schmitz, Director of Parks and Recreation, updated the Council on the budget reductions and implications on Parks services. A comparison of the past several years was provided. A lot of changes related to how we provide services to the citizens have occurred. One major operational change was separating out a Recreation Fund from the General Fund. The Parks Master Plan changed to address neighborhood and community parks. Grounds maintenance operations in both public works and parks and recreations were consolidated for a good savings in the budget. The Aquatics Division was audited and many recommendations were provided; in 2012, the program was converted to a more seasonal-type program. All staff training is now done through the Red Cross, and we have reduced offerings at the Natatorium due to being charged for use. In 2012 there was a reduction in staff. The organization was flattened at the top for a savings; an entire level of supervision was eliminated. They also combined a lot of duties within the department, and some duties were outsourced to other departments. They have tried to do all they could to save money without impacting the level of service. Currently, there is a push to renovate existing parks to bring them back up to speed, but there are some new parks scheduled for 2013 as new development occurs. They are also looking to purchase a large parcel of property for another community park. A program survey will be used to determine what the citizens expect from the parks programs. For FY 13, $15 million is budgeted for Parks and Recreation projects, such as the artificial turf fields in Veterans Park. Bob Cowell, Executive Director of Planning and Development Services, updated the Council on the budget reductions and implications on Code Enforcement services. For years, Code Enforcement was under the purview of the Fire Department and was moved to Planning and Development. In the past, there were four code officers and a supervisor; in 2009, we had six officers, a supervisor and a staff assistant. Due to the 2011 budget cuts, staff was reduced to four officers and a supervisor. The case load per officer has been fairly stable over the years, with 12,000 cases in 2008 and 10,500 in 2011. 2011 is also when the City introduced See Click Fix. The cases coming in by See Click Fix are increasing each year. In 2012, we had 9,000 cases. We moved from being proactive to being more reactive when we made the budget changes in 2011. It is important that we protect the core services of code enforcement, responding to those complaints submitted. When we shifted to a reactive mode, the number of cases went down because we weren’t out looking for violations. Each individual code officer now handles commercial enforcement instead of one dedicated officer as in the past. They would like to keep the case load at no more than 3,000 cases per officer. It has become more manageable because we have shifted to a reactive mode. 26 RTRT012913 Minutes Page 3 6. Presentation, possible action, and discussion regarding the planning, financing, and construction of public infrastructure to development areas within and adjacent to the City of College Station. Bob Cowell, Executive Director of Planning and Development Services, provided an overview on the possible extension of infrastructure. His objectives were to help Council understand how the City has provided for infrastructure in the past and what has changed that affects that delivery, where infrastructure is needed, where we are currently constructing and what is need for the future, and the financing options. Initially, the City’s development was compact and the infrastructure needs were very limited. Development has sprawled, and we are now almost fifty square miles. Most of our basic infrastructure was delivered through a combination of City, TXDOT and development. City facilities have been through debt, rates, grants, oversize participation, and limited impact fees. Things have changed, such as stagnating revenue sources, less TXDOT funding, aging infrastructure, increased sprawl, increased regulatory requirements, and increased resistance to financing tools. These mean we have slower growing debt capacity, needs are going unmet, a greater share of rates and debt are needed for rehabilitation and replacement. It will be more expensive to deliver a dispersed infrastructure, and a greater share of rate/debt is needed to meet regulatory compliance. He noted we only have so many tools in the tool kit; the more tools we reject, the fewer tools we have to use. We will not be able to meet our future needs if we continue to rely only upon our current policies, tools and resources. Chuck Gilman, Director of Capital Projects, provided a brief overview of the City’s five-year plan. In the works is the reconstruction of Bird Pond Road, Cooner Street, Rock Prairie Road East, Luther, and Munson. Also included in the Plan is the extension/widening of Jones Butler, HSC Parkway, Rock Prairie Road West, Rock Prairie Road Overpass, and Barron East/Lakeway South. Dave Coleman, Director of Water, noted the water/wastewater infrastructure needed in association with these projects. Mr. Cowell reported they have identified six major areas for development: 1) the area by the Texas Speedway and south of Pebble Creek (area is lacking basic infrastructure); 2) the area by Arrington (a proposed low density development lacking all basic infrastructure); 3) the Medical district; 4) the west side by Great Oaks (a fairly dense development lacking basic infrastructure); 5) the area adjacent to George Bush and Wellborn (lacking the infrastructure to accommodate future needs); and 6) the Biocorridor. He noted that development is also occurring in Northgate; the infrastructure there now is appropriate, but additional infrastructure will be needed as it develops. These are all significant pieces of infrastructure. Various Master Plans are needed to serve future development, such as the Thoroughfare Plan, the Water Master Plan, and the Wastewater Master Plan, in addition to several others. Mr. Gilman and Mr. Coleman listed the types of infrastructure that will be needed in these areas. Mr. Cowell said we need to continue to prioritize projects for future bond initiatives, continue to use/increase rates, continue to invest in maintenance to avoid expensive replacement, and maximize the efficiency of systems to defer expensive replacements/expansions. We will, more than likely, be required to increase our participation in TXDOT projects and seek ways to reimburse City expenditures. We should look at targeted impact fees, development agreements, 27 RTRT012913 Minutes Page 4 assessments, and the strategic use of TIRZ, MUD and MMD. The City needs to focus its funding on big projects with the traditional tools of debt and rates for arterials, wastewater treatment plants, water towers, etc. The City should participate in strategic partnerships to fund projects with the traditional tools of debt and rates. Also, the City should allow/create tools that will enable reimbursement to the developer who fronts the cost of infrastructure delivery through tools such as an MMD, MUD, etc. Staff recommends a series of workshops to develop policies for each of these areas and to tailor our policies and tools for the specific development/redevelopment areas. They each have their own challenges. Consensus was to provide the Council with multiple tools (scenarios) with the next development submission. 7. Presentation, possible action, and discussion regarding the 2013 update of the City Council's Strategic Plan. This item did not require further discussion (see minutes from January 28, 2013). 8. Presentation, possible action, and discussion regarding the development of the Lick Creek Park Nature Center. This item did not require further discussion (see minutes from January 28, 2013). 9. Presentation, possible action, and discussion on options for the future of the Conference Center facility and operations. This item did not require further discussion (see minutes from January 28, 2013). 10. Presentation, recap and discussion regarding next steps. Bob Cowell, Executive Director of Planning and Development Services, reviewed the Council’s direction from yesterday’s meeting; to wit: • Revise goal for financially stable city to remove "current" • Under core services add additional PD strategies - need to talk through what these are Revise continued support of agencies engaged in community programs and strike specific programs and add "when they demonstrate good stewardship of public funds Revise Neighborhood Integrity to reflect that we work with HOA's and NA's to address specific neighborhood issues/concerns Revise Neighborhood Integrity goal to add "safe" • Revise diverse growing economy strategy on incompatible encroachments add "medical district" • Revise strategy with tourism to add "support & diversification" • Add "Support diversification and expansion of non-consumer economy - business to business" • Revise strategy talking about diversification efforts focused on job growth versus just biotech Add strategy on supporting private delivery of broadband tech - need language from James Benham For Improving Mobility revise second strategy to add promoting 28 RTRT012913 Minutes Page 5 "safe” walkability and remove reference to sidewalks, short block length, and landscaping • Possible new initiative, revised mission, or incorporation into multiple initiatives regarding good governance - responsive, accountable, transparent, effective, efficient, etc. with strategies such as strategic planning, community surveys, etc. Staff will consolidate/refine the direction given at yesterday’s meeting. There will be further discussion on unresolved items, if necessary. The finalized Plan will be presented to Council for adoption, possibly in March. Department service plans will also be presented. The budget/mid- year review will be May-July. Performance measure reports will be provided to the Council quarterly. Mayor Berry asked Council to provide an evaluation of the retreat to the City Manager or City Secretary. 11. Adjournment MOTION: There being no further business, Mayor Berry adjourned the Retreat of the College Station City Council at 1:01 p.m. on Tuesday, January 29, 2013. ________________________ Nancy Berry, Mayor ATTEST: _______________________ Sherry Mashburn, City Secretary 29 February 14, 2013 Consent Agenda Item No. 2b Emerald Forest Drainage Improvements Construction Contract Project Number: SD-1006 To: Frank Simpson, Interim City Manager From: Chuck Gilman, P.E., PMP, Public Works Director Agenda Caption: Presentation, possible action, and discussion regarding approval of a contract between the City of College Station and Environmental Safety Services, Inc. in the amount of $209,195.00 for the purposes of constructing the Emerald Forest Drainage Improvements Project. Relationship to Strategic Goals: 1. Neighborhood Integrity Recommendation(s): Staff recommends approval of the contract. Summary: The purpose of this project is for drainage improvements to the common back lot line of Emerald Forest Phases Three and Four, specifically adjacent to the common utility easement from Emerald Parkway to Sebesta Road. A naturally occurring creek runs along the back lots of several residential homes within these two sections and has shown areas of stagnant water and erosion at several locations. The improvements include re-grading several locations along the creek, clearing and grubbing of overgrown brush and trees, and the installation of gabion basket walls and mattresses. The gabion baskets are necessary to help prevent future erosion at drainage junction points within the neighborhood. Six firms submitted a construction bid in response to the Invitation to Bid (ITB No. 13-023). The contract is for a base bid of $209,195.00 without any alternatives. Construction is expected to take approximately three months. Budget & Financial Summary: The current budget for this project is $257,120. A total of $83,134 has been expended or committed to date, leaving a balance of $173,986 for construction and related expenditures. To cover the estimated overage, budget will be transferred from the Minor Drainage Improvements project. The Minor Drainage Improvements project is budgeted on an annual basis to be used for unanticipated drainage projects that may arise during the year. Reviewed and Approved by Legal: Yes Attachments: 1. Contract – On File in City Secretary’s Office 2. Bid Tabulation ITB No. 13-023 3. Location Map 30 City of College Station - Purchasing Division Bid Tabulation for #13-023 "Emerald Forest Drainage Improvements" Open Date: Wednesday, December 12, 2012 @ 2:00 p.m. Page 1 of 1 ITEM QTY UNIT DESCRIPTION UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE 1 1 LS Mobilization complete for the sum of:$50,000.00 $50,000.00 $8,000.00 $8,000.00 $12,000.00 $12,000.00 $25,000.00 $25,000.00 $31,777.00 $31,777.00 $35,000.00 $35,000.00 2 1 LS Material Staging,Security Fencing,and Restoration complete for the sum of:$25,000.00 $25,000.00 $3,000.00 $3,000.00 $7,800.00 $7,800.00 $4,240.00 $4,240.00 $5,720.00 $5,720.00 $8,500.00 $8,500.00 3 1 LS Traffic Control complete for the sum of:$3,000.00 $3,000.00 $2,500.00 $2,500.00 $6,700.00 $6,700.00 $2,120.00 $2,120.00 $2,860.00 $2,860.00 $8,500.00 $8,500.00 4 0.55 AC Clearing and Grubbing complete for the sum of:$1,500.00 $825.00 $7,000.00 $3,850.00 $34,000.00 $18,700.00 $42,400.00 $23,320.00 $49,926.00 $27,459.30 $30,000.00 $16,500.00 5 17 SY Remove Existing Concrete complete for the sum of:$60.00 $1,020.00 $50.00 $850.00 $51.00 $867.00 $39.22 $666.74 $57.00 $969.00 $290.00 $4,930.00 6 280 LF Remove Existing Wall complete for the sum of:$12.00 $3,360.00 $25.00 $7,000.00 $3.00 $840.00 $50.88 $14,246.40 $30.00 $8,400.00 $85.00 $23,800.00 7 110 LF Relocate Existing Wrought Iron Fence complete for the sum of:$30.00 $3,300.00 $30.00 $3,300.00 $31.00 $3,410.00 $31.80 $3,498.00 $34.00 $3,740.00 $50.00 $5,500.00 8 1 LS Drainage Channel Embankment (Appx.62 CY)complete for the sum of:$2,500.00 $2,500.00 $5,200.00 $5,200.00 $5,500.00 $5,500.00 $5,300.00 $5,300.00 $6,800.00 $6,800.00 $8,500.00 $8,500.00 9 1 LS Drainage Channel Excavation Haul Off (Appx.624 CY)complete for the sum of:$12,500.00 $12,500.00 $39,000.00 $39,000.00 $22,000.00 $22,000.00 $21,200.00 $21,200.00 $22,800.00 $22,800.00 $35,000.00 $35,000.00 10 40 CY Over Excavation removal,placement,and compaction of Structural Fill Bedding Compacted to 95%Standard Proctor Density for Gabion Baskets complete & in place for the sum of:$45.00 $1,800.00 $82.00 $3,280.00 $49.00 $1,960.00 $7.95 $318.00 $165.00 $6,600.00 $165.00 $6,600.00 11 29 CY Cement Stabilized Sand Bedding in Lieu of Structural Fill when Authorized by Owner complete & in place for the sum of:$120.00 $3,480.00 $68.00 $1,972.00 $108.00 $3,132.00 $54.09 $1,568.61 $45.00 $1,305.00 $225.00 $6,525.00 12 428 CY Gabion Basket Retaining Walls complete and in place for the sum of:$200.00 $85,600.00 $285.00 $121,980.00 $320.00 $136,960.00 $303.18 $129,761.04 $312.00 $133,536.00 $490.00 $209,720.00 13 40 CY 1' Gabion Basket Mattress complete and in place for the sum of:$225.00 $9,000.00 $400.00 $16,000.00 $420.00 $16,800.00 $312.44 $12,497.60 $420.00 $16,800.00 $590.00 $23,600.00 14 2 EA Connect to Existing Timber Wall complete &in place for the sum of:$500.00 $1,000.00 $550.00 $1,100.00 $95.00 $190.00 $190.80 $381.60 $875.00 $1,750.00 $8,500.00 $17,000.00 15 6.2 SY 6" Concrete Flume complete and in place for the sum of :$400.00 $2,480.00 $100.00 $620.00 $330.00 $2,046.00 $685.82 $4,252.08 $452.12 $2,803.14 $85.00 $527.00 16 160 LF Orange Plastic Construction Fence complete and in place for the sum of:$3.00 $480.00 $3.00 $480.00 $3.00 $480.00 $1.59 $254.40 $6.75 $1,080.00 $8.00 $1,280.00 17 125 LF Rice Waddle complete & in place for the sum of:$3.00 $375.00 $11.00 $1,375.00 $6.00 $750.00 $6.89 $861.25 $6.40 $800.00 $25.00 $3,125.00 18 60 LF Rock Check Dam complete & in place for the sum of:$35.00 $2,100.00 $82.00 $4,920.00 $44.00 $2,640.00 $31.80 $1,908.00 $34.00 $2,040.00 $240.00 $14,400.00 19 0.55 AC Hydromulch Disturbed Areas complete & in place for the sum of:$2,500.00 $1,375.00 $3,800.00 $2,090.00 $8,700.00 $4,785.00 $2,540.00 $1,397.00 $3,400.00 $1,870.00 $5,000.00 $2,750.00 TOTAL - D. CHANNEL CONSTRUCTION ITEMS TOTAL BASE BID (A+B+C+D)$431,757.00    $160,679.14 $279,109.44    ERS of MS, Inc. (Jackson, MS) $52,000.00 $50,730.00 $56,625.00 $272,402.00 $26,500.00 $31,360.00 Dudley Construction Ltd. (College Station, TX) $40,357.00 $40,568.30 $37,505.00  $49,452.00 D. CHANNEL CONSTRUCTION ITEMS $209,195.00 $226,517.00 $247,560.00 $252,790.72  Austin Filter Systems, Inc. (Austin, TX)   Certification of Bid TOTAL - C. GRADING ITEMS TOTAL - B. DEMOLITION ITEMS   A. ALLOWANCES $20,280.00  $8,505.00 $15,000.00 $23,817.00 $41,731.14 B. DEMOLITION ITEMS C. GRADING ITEMS TOTAL - A. ALLOWANCES   $32,592.00  Bid Bond  Acknowledged Addendums Vox Construction (Bryan, TX) $28,386.61 $102,410.00 $148,565.00 $164,651.00 $151,312.97 Environmental Safety Services, Inc. (Austin, TX) Larry Young Paving, Inc. (College Station, TX) $78,000.00 $13,500.00 31 32 February 14, 2013 Consent Agenda Item No. 2c Contract for the development of a Traffic Operations Master Plan To: Frank Simpson, Interim City Manager From: Chuck Gilman, P.E., PMP, Public Works Director Agenda Caption: Presentation, possible action, and discussion regarding approval of a contract between the City of College Station and Kimley-Horn Associates, Inc. in the amount of $122,100.00 to develop a Traffic Operations Master Plan. Relationship to Strategic Goals: 1. Improving Mobility Recommendation(s): Staff recommends approval of the City’s standard Professional Services Contract. Summary: The City of College Station is growing and there is an ever-increasing need to keep the City moving efficiently and safely. The development of a Traffic Operations Master Plan is an important planning tool to help staff maintain and improve mobility for the residents and visitors of College Station. This plan will identify how the City will upgrade, update, and replace field equipment, such as traffic signal controllers, cabinets, and communications infrastructure. This project will find ways in which the traffi c division can monitor field operations and implement changes to the traffic operation remotely; track metrics that assess the quality of the system; and assist field operations staff to identify faulting equipment; all of which are fundamental to maintaining an efficient transportation system. Budget & Financial Summary: Budget in the amount of $100,000 was included in the Public Works O&M budget for the Traffic Operations Master Plan as an approved FY13 Service Level Adjustment. It is anticipated that the additional funds needed for this contract will be covered from budget savings expected to be realized due to vacancies within the Public Works Department. Review and Approved by Legal: Yes Attachments: 1. Consultant Contract – On file in the City Secretary’s Office 33 February 14, 2013 Consent Agenda Item No. 2d Wellborn Area Two Course Seal Coat Project Number ST1302 To: Frank Simpson, Interim City Manager From: Chuck Gilman, P.E., PMP Public Works Director Agenda Caption: Presentation, possible action, and discussion regarding construction contract 13-131 with Glen Fuqua, Inc, in the amount of $152,000 for the installation of a two course seal coat on McCullough Road, Live Oak Street, Madison Street, Church Street, and Royder Road in the Wellborn Area. Relationship to Strategic Goals: 1. Core Services and Infrastructure 2. Improving Mobility Recommendation(s): Staff recommends approval of this construction contract. Summary: As part of the April 2011 Annexation Service Plan, the City of College Station agreed to install a two course seal coat on McCullough Road, Live Oak Street, Madison Street, Church Street, and Royder Road in the Wellborn Area within 2-½ years after the effective date of annexation. City staff will place additional road base material and blade the unimproved roads in preparation for the installation of the two course seal coat to be installed under this contract. Budget & Financial Summary: Funds in the amount of $125,000 are budgeted for this project in the Streets Capital Projects Fund. These funds originated from the General Fund as the project does not support the use of debt. A total of $1,642 has been expended or committed to date, leaving a balance of $123,358 for construction and remaining expenditures. Total project costs are expected to be $175,000, which exceeds the remaining budget available. It is proposed that an additional $50,000 be included on an upcoming FY13 budget amendment. These funds will also come from the General Fund but will be transferred to the Streets Capital Projects Fund for expenditure. Attachments: 1. Construction Contract – On File in City Secretary’s Office 2. Map 3. Bid tabulation 34 LIVE OAK STMCCULLOUGH RDROYDER RD C H U R C H S T M A D I S O N S T FM 2154GUS ROY RDGREENS PRAIRIE RDKOPPE BRIDGE RDI &GN RDGREENS PRAIRIE TRPOST O AK BEND S DOWLING RD CODY DR CLAYTONCHEYENNE DRHAZY MEADOW CT SILVER SPRINGS CT GREENS PRAIRIE RD W TURNBERRY CRSUN CREEK CR² Service Plan Roadway Compliance Project Legend City Limit Project Limits 35 City of College Station - Purchasing Division Bid Tabulation for #13-041 "Service Plan Roadway Compliance Project" Open Date: Wednesday, January 30, 2013 @ 2:00 p.m. ITEM QTY UNIT DESCRIPTION UNIT PRICE TOTAL PRICE 11LS General Overhead for all Work Including Mobilization, Bonds, Insurance, Staking and Related Items $10,000.00 $10,000.00 2 1 LS Hydromulch Seeding $2,000.00 $2,000.00 3 20,000 SY One Course Surface Treatment $3.00 $60,000.00 4 20,000 SY Two Course Surface Treatment $4.00 $80,000.00   BASE BID $152,000.00 Certification of Bid TOTAL BASE BID (ITEMS 1-4) Glenn Fuqua, Inc. (Navasota, TX) Bid Bond  Acknowledged Addendums Page 1 of 136 February 14, 2013 Consent Agenda Item No. 2e Bee Creek Parallel Trunk Line Project – Phase II (WF1369909) Resolution Determining Need and Necessity for Easement Acquisition To: Frank Simpson, Interim City Manager From: Chuck Gilman, P.E., PMP, Public Works Director Agenda Caption: Presentation, possible action, and discussion regarding approval of a Resolution that will authorize City staff to negotiate for the purchase of easements needed for the Bee Creek Parallel Trunk Line Project. Relationship to Strategic Goals: Core Services and Infrastructure - Plan for and invest in infrastructure, facilities, services, personnel and equipment necessary to meet projected needs and opportunities. Recommendation(s): Staff recommends Council approval of the Resolution Determining Public Need and Necessity. Summary: The existing Bee Creek Trunk Line serves areas along FM 2818, from Carters Creek Wastewater Treatment Plant to areas just north of FM 2154, near Cain Road. Much of the existing trunk line was installed in 1973 and does not have sufficient capacity to convey additional flow. This project will include the installation of a gravity sewer line that will increase the system capacity to meet the anticipated demand in these areas. Approval of the Resolution Determining Need and Necessity will authorize staff to negotiate for the purchase of easements necessary to complete Phase II of the project. Phase II, which extends from CCWWTP to SH 6, is currently under design. Phase I of the project, extending from Bee Creek Park to an existing sewer system southwest of Welsh Avenue and FM 2818, did not require easement acquisition and is anticipated to begin construction in June of 2013. Any easement needs for Phases III and IV will be brought back to Council for approval at a later date. Budget & Financial Summary: Funds in the amount of $14,703,625 are budgeted for this project in the Wastewater Capital Projects Fund. A total of $1,528,929 has been expended or committed to date. Reviewed and Approved by Legal: Yes Attachments: 1. Project Map 2. Easement Exhibit prepared by Kimley-Horn 3. 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Relationship to Strategic Goals: Wise stewardship of the natural resources and features needed to meet current demands without compromising the ability of future generations to do the same. Recommendation(s): Staff recommends approval of this franchise agreement. Summary: The proposed agreement would allow Brannon Industrial Group d/b/a Premier Metal Buyers to collect recyclables from commercial businesses and multi- family locations within the City of College Station. Recyclables or Recyclable Commodities are defined as materials recovered from the solid waste stream for reuse or reclamation, a substantial portion of which are consistently used in the manufacturing of products that may otherwise be produced using raw or virgin materials. Recyclable commodities or recyclables are not solid waste unless they are abandoned or disposed rather than reprocessed into another product. The company will be responsible for developing onsite collection of recyclables so as not to interfere with the collection of municipal solid waste (MSW). Section 104 of the City Charter states that “The City of College Station shall have the power by ordinance to grant any franchise or right mentioned in the preceding sections hereof, which ordinance, however, shall not be passed finally until it shall have been read at three (3) separate regular meetings of the City Council.” Budget & Financial Summary: N/A Reviewed and Approved by Legal: Yes 46 Attachments: 1. Franchise Ordinance 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 February 14, 2013 Consent Agenda Item No. 2g Residential Construction and Demolition Debris Collection - 2nd and Final Reading Franchise Agreement – Budget Roll-Off Services To: Frank Simpson, Interim City Manager From: Chuck Gilman, P.E., PMP, Public Works Director Agenda Caption: Presentation, possible action, and discussion on the second and final reading of a franchise agreement with Budget Roll-Off Services; for the collection of construction and demolition debris from residential locations. Relationship to Strategic Goals: Wise stewardship of the natural resources and features needed to meet current demands without compromising the ability of future generations to do the same. Recommendation(s): Staff recommends approval of this franchise agreement. Summary: The proposed agreement would allow Budget Roll-Off Services to collect construction and demolition debris from residential locations within the City of College Station. Construction and demolition debris is defined any building material waste resulting from demolition, remodeling, repairs, or construction, as well as materials discarded during periodic temporary facility clean-up generated within the City. The company will be responsible for developing onsite collection of recyclables so as not to interfere with the collection of municipal solid waste (MSW). Section 104 of the City Charter states that “The City of College Station shall have the power by ordinance to grant any franchise or right mentioned in the preceding sections hereof, which ordinance, however, shall not be passed finally until it shall have been read at three (3) separate regular meetings of the City Council.” Budget & Financial Summary: N/A Reviewed and Approved by Legal: Yes Attachments: 1. Franchise Ordinance 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 February 14, 2013 Consent Agenda Item No. 2h Café Eccell Lease Extension To: Frank Simpson, Interim City Manager From: Randall Heye, Economic Development Analyst Agenda Caption: Presentation, possible action, and discussion on a 45-day lease extension for Deluxe Burger Bar of College Station, Inc. (aka Café Eccell) on the First Street Property. Relationship to Strategic Goals: Diverse growing economy Staff Recommendation: Staff recommends approval of this lease extension. Summary: Deluxe Burger Bar of College Station, Inc. (aka Café Eccell) signed a five year lease agreement on December 1, 1998 for the lease of Lots 1-11 and 22 of the block commonly referred to as the First Street Property in Northgate. The agreement provided the tenant a single ten year renewal option at the end of the initial term. In 2003, the tenant exercised the option to renew. Therefore the current lease will expire November 30, 2013. Café Eccell has requested an extension of the lease in order to obtain the benefit of graduation and holiday bookings during the 2013 season. Budget & Financial Summary: During the 45-day extension period, the tenant will provide $6,327.50 in lease revenue to the City of College Station. Reviewed and Approved by Legal: Yes Attachments: Amendment No. 1 to Lease of Real Property – Renewal Term 97 98 99 100 101 February 14, 2013 Consent Agenda Item No. 2i 30-Inch Water Transmission Line Reinstallation Project Number WF1344704 To: Frank Simpson, Interim City Manager From: Chuck Gilman, P.E., PMP, Public Works Director Agenda Caption: Presentation, possible action, and discussion on a Professional Services Contract with KIT Professionals, Inc. in the amount of $76,997, for the design, bidding, construction administration and construction materials testing for the 30-Inch Water Transmission Line Reinstallation Project. Relationship to Strategic Goals: Goal I, Financially Sustainable City Providing Response to Core Services and Infrastructure. Recommendation(s): Staff recommends approval of the professional services contract. Summary: KIT Professionals, Inc. is the most highly qualified firm for this project. They provided the preliminary engineering report to identify options for reinstalling a segment of 30-inch water transmission located at Villa Maria and FM 2818. This line is the older of two transmission lines that conveys raw water from the Sandy Point Pump Station to Dowling Road Pump Station. A segment of the 30-inch line was removed from the TxDOT right-of- way to facilitate construction of a grade separation at FM 2818 and Villa Maria. This project will replace the portion of the 30-inch transmission line removed at FM 2818 and Villa Maria. Budget & Financial Summary: Funds in the amount of $1,379,836 are budgeted for this project in the Water Capital Improvement Projects Fund. Funds in the amount of $263,256 have been expended or committed to date, leaving a balance of $1,116,580 this contract and for project construction. Reviewed and Approved by Legal: Yes Attachments: 1.) Contract – On file in the City Secretary’s Office 2.) Project Location Map 102 !! ! ! ! ! ! ! ! ! !(!(!(LÉ LÉ "¥ "¥ "¥ !(!(!(!(!(42" Casing Proposed 30-Inch Water Transmission Line Existing 36-Inch Water Transmission Line FM 2818 Villa Maria 30-Inch Water Transmission Line Reinstallation 103 February 14, 2013 Consent Agenda Item No. 2j Water Supply - Direct Potable Re-Use Study To: Frank Simpson, Interim City Manager From: Dave Coleman, P.E., Water Services Director Agenda Caption: Presentation, possible action, and discussion on a Professional Services Contract with Alan Plummer Associates, Inc., in the amount of $19,303 for a contribution toward a State-wide study for implementation of Direct Potable Re-Use for water supply. Relationship to Strategic Goals: Goal I, Financially Sustainable City Providing Response to Core Services and Infrastructure. Recommendation: None – presented for information. Summary: “Direct Potable Re-Use” (DPR) is a process whereby treated wastewater effluent is piped to a water treatment plant, brought up to drinking water standards, and then placed directly into a potable water distribution system. In the 2012 State Water Plan, the Texas Water Development Board (TWDB) estimates that State-wide water re-use (both potable and non-potable re-use) must more than double by 2060 to meet demands. Locally, in our Region (Brazos G) the existing level of re-use must more than quadruple to meet future demands. For this amount of water re-use to be achieved, we must create reasonable regulations and a permitting process for Direct Potable Re-Use projects. To date, the Texas Commission on Environmental Quality (TCEQ) has granted only one permit for DPR, to the city of Big Spring. Other cities have submitted similar permit requests, only to be put on hold. Because DPR is so new, and the technology is not fully developed, TCEQ is reluctant to issue more permits than the pilot project in Big Spring. To resolve this problem, the TWDB provided a $100,000 grant to the engineering firm Alan Plummer Associates, Inc. (APAI), since they are a leader in water resources technology. The goal of the grant is to develop a resource document that can be used by TCEQ as a technically sound basis to promote safe and practical implementation of DPR in Texas. However, the TWDB grant only covers a portion of the cost to execute this task. APAI has provided the opportunity for the cities and other water suppliers who will benefit from the study to participate in funding the balance of the $600,000 total cost. College Station and the Brazos Valley Groundwater Conservation District have both agreed to participate, and APAI has proportioned the costs so that each will pay $19,303 (see attached funding summary and list of other participants). By providing this contribution, we can participate in the study process and provide input at every step of the 2-year study. College Station can potentially benefit greatly from the resource document created by this study, and the ability to be a stakeholder in the study process fully justifies the expense. Budget & Financial Summary: Funds are available in the Water Fund. Reviewed and Approved by Legal: Not required. Attachment: 1.) Funding summary 2.) List of participants 104 Task Description TOTAL TASK BUDGET College Station 1 Kickoff Meeting 15,646$ 650$ 2 Relevance of COCs 19,100$ 630$ 3 Water Quality Performance Targets 90,176$ 2,476$ 4 Stakeholder Source WQ Char.96,250$ 4,140$ 5 Source Control Evaluation 7,000$ 273$ 6 Evaluation of Treatment Technologies 93,250$ 2,772$ 7 Significance of Environmental Buffers 7,400$ 247$ 8 Quantitative Relative Risk Assessment 86,550$ 3,707$ 9 Sample Pilot Protocols- 2 60,020$ 1,972$ 10 Legal/Regulatory Review 26,520$ 978$ 11 Resource Document 68,464$ 1,458$ ADMINISTRATIVE/QC TASKS 29,280$ -$ 599,656$ 19,303$ Texas Water Development Board Direct Potable Reuse for Texas Task Budget TOTAL 1/14/13105 List of Contributors to APAI DPR Study • College Station • Brazos Valley Groundwater Conservation District • Upper Trinity Compact: o Dallas o Fort Worth o Trinity River Authority o North Texas Municipal Water District • San Antonio Water System • El Paso • Lewisville • Irving • Lubbock • Houston • Water Reuse Texas • Allan Plummer Assoc. Inc. 106 February 14, 2013 Consent Agenda Item No. 2k Rental of Heavy Machinery To: Frank Simpson, Interim City Manager From: Jeff Kersten, Executive Director Business Services Agenda Caption: Presentation, possible action and discussion regarding an annual bid award for the rental of heavy machinery with Mustang Rental Services of Bryan, TX in the amount of $75,000 annually. Relationship to Strategic Goals: 1. Financially Sustainable City 2. Core Services and Infrastructure Recommendation(s): Staff recommends that Council approves the award of an annual pricing agreement with Mustang Rental Services for Citywide rental of heavy machinery in an amount not to exceed $75,000 annually. Summary: The City of College Station and the City of Bryan combined their annual requirements for heavy machinery rental and jointly solicited formal bids. On January 9, 2013, five (5) sealed bids were received and opened. Staff at the City of College Station and the City of Bryan independently reviewed the bids and both Cities are recommending award to Mustang Rental Services. Award of this price agreement will meet the needs of various City departments requiring the rental of heavy and/or specialized machinery and equipment. Evaluations were based on the monthly rental price; however, prices were also requested for daily and weekly rental rates. Mustang Rental Services was the lowest bidder on 82% of the items bid. Budget & Financial Summary: Funds are budgeted and available in the General Fund, Public Works and Parks Operations, Public Utilities Fund, and Electric/Water/Waste Water Operations. Reviewed and Approved by Legal: N/A Attachments: Bid Tabulation 13-030 107 Annual Bid for Heavy Machinery Rental Bid Tabulation #13-030 Bid Opening Date: January 9, 2013 @ 2:00pm Page 1 Item Description Unit Price Unit Price Unit Price Unit Price Unit Price Unit Price Unit Price Unit Price Unit Price Unit Price Unit Price Unit Price Unit Price Unit Price Unit Price No.Loaders Monthly Weekly Daily Monthly Weekly Daily Monthly Weekly Daily Monthly Weekly Daily Monthly Weekly Daily 1 Backhoe/Loader & accessories; 78 HP $1,850.00 $750.00 $250.00 $900.00 $300.00 $100.00 $1,632.00 $629.00 $222.00 $1,200.00 $450.00 $170.00 $1,500.00 $750.00 $300.00 2 Backhoe/Loader & accessories; 78 HP w/hyd thumb NB $1,600.00 $535.00 $178.00 NB $1,600.00 $525.00 $200.00 NB 3 Backhoe/Loader & accessories; 74 HP (4x4)$1,850.00 $750.00 $250.00 $900.00 $300.00 $100.00 NB $1,200.00 $500.00 $180.00 $1,700.00 $850.00 $350.00 4 Backhoe/Loader & accessories; 93HP (4x4)NB $1,600.00 $535.00 $178.00 NB $1,500.00 $540.00 $200.00 NB 5 Backhoe/Loader & accessories; 78 HP w/1000# Hammer $4,550.00 $1,875.00 $625.00 $3,600.00 $1,200.00 $400.00 $3,626.00 $1,335.00 $471.00 $2,500.00 $925.00 $325.00 NB 6 Backhoe/Loader and accessories; 93 HP w/1000# Hammer NB NB NB $3,600.00 $1,200.00 $400.00 NB 7 Backhoe/Loader and accessories; 78 HP w/Extendahoe NB $1,500.00 $500.00 $167.00 $1,632.00 $629.00 $222.00 $1,550.00 $580.00 $220.00 NB 8 Backhoe/Loader and accessories; 93 HP w/Extendahoe NB NB NB $1,710.00 $620.00 $250.00 NB 9 Backhoe/Loader and accessories 78HP w/Extendahoe, 18' 2" digging depth NB $1,100.00 $367.00 $125.00 NB $1,500.00 $540.00 $200.00 NB 10 Backhoe 93 HP - w/IT tool carrier w/ldr. Bucket and forks NB $1,600.00 $535.00 $178.00 NB $1,710.00 $620.00 $250.00 NB 11 Skid Steer Loader - 62 HP - 5700 lbs.$1,575.00 $525.00 $175.00 $900.00 $300.00 $100.00 $1,329.00 $586.00 $177.00 NB $1,300.00 $600.00 $200.00 12 Track Skid Steer Loader - 62 HP - 6618 lbs.$2,400.00 $800.00 $267.00 $1,600.00 $535.00 $178.00 $1,632.00 $706.00 $213.00 NB $2,200.00 $850.00 $350.00 Loader Box Blade Tractors 13 Tractor w/1 yd. loader bucket & box blade $1,800.00 $750.00 $250.00 $875.00 $295.00 $98.00 $1,559.00 $552.00 $195.00 $1,100.00 $490.00 $170.00 $1,500.00 $500.00 $250.00 14 Tractor (4x4) w/1yd. Loader bucket & hyd box blade $1,800.00 $750.00 $250.00 $875.00 $295.00 $98.00 $1,559.00 $552.00 $195.00 $1,100.00 $490.00 $170.00 $1,700.00 $600.00 $300.00 Wheel & Track Mini Skid Loaders 15 Wheel skid steer - 62HP - Wt. 5700 lbs $1,215.00 $405.00 $135.00 $900.00 $300.00 $100.00 $1,329.00 $586.00 $177.00 NB $1,300.00 $600.00 $200.00 16 Mini track loader - 62 HP - wt. 6618 $1,215.00 $405.00 $135.00 $1,600.00 $535.00 $178.00 $1,632.00 $706.00 $213.00 NB NB Skid Steer Atttachments 17 Cold planner NB $2,340.00 $780.00 $260.00 NB NB NB 18 Hydraulic auger $720.00 $240.00 $80.00 $400.00 $135.00 $45.00 $639.00 $302.00 $106.00 NB $700.00 $300.00 $100.00 19 Hydraulic hammer $1,575.00 $525.00 $175.00 $500.00 $175.00 $60.00 $1,305.00 $462.00 $163.00 NB NB 20 72" Angle Blade NB $750.00 $250.00 $85.00 NB NB NB 21 Grapple Bucket $750.00 $250.00 $85.00 $350.00 $125.00 $40.00 $362.00 $192.00 $68.00 NB NB 22 Grapple Forks NB $450.00 $150.00 $50.00 $145.00 $77.00 $27.00 NB NB Mini Excavators 23 Cat 301.6 (or equal) 6' 10"' depth -11'10" Reach $1,575.00 $525.00 $175.00 $1,100.00 $370.00 $125.00 $1,269.00 $557.00 $168.00 NB $1,200.00 $500.00 $195.00 24 Cat 303C-CR (or equal) 9' 11"' depth - 16' 10" Reach $1,800.00 $630.00 $210.00 $1,200.00 $400.00 $135.00 $1,380.00 $612.00 $186.00 NB NB 25 Cat 302.5 (or equal) 9' 7" depth - 15' 9" Reach $1,665.00 $555.00 $185.00 $1,150.00 $385.00 $130.00 $1,341.00 $582.00 $177.00 NB $1,400.00 $600.00 $225.00 Excavators 26 17,730 lbs - 22' 3" Reach 15' 5" Depth $4,150.00 $1,575.00 $525.00 $2,344.00 $795.00 $265.00 $2,256.00 $942.00 $295.00 $2,600.00 $850.00 $290.00 NB 27 28,970 lbs - 28' 3" Reach - 19' 10" Depth $4,150.00 $1,575.00 $525.00 $2,963.00 $988.00 $330.00 $3,667.00 $1,413.00 $462.00 $3,600.00 $1,200.00 $400.00 NB 28 36,930 lbs - 28' 8" Reach - 19' 19" Depth $4,950.00 $1,950.00 $650.00 $3,469.00 $1,157.00 $386.00 $4,473.00 $1,704.00 $562.00 $3,800.00 $1,250.00 $420.00 NB 29 32,500 lbs - 28' 3" Reach - 19' 10" Depth $4,950.00 $1,950.00 $650.00 $2,963.00 $988.00 $330.00 $4,473.00 $1,704.00 $532.00 $3,600.00 $1,200.00 $400.00 NB 30 47,400 lbs - 31' 10" Reach - 21' 7" Depth $5,850.00 $2,250.00 $750.00 $3,900.00 $1,300.00 $435.00 $4,473.00 $1,935.00 $630.00 $4,200.00 $1,400.00 $475.00 NB 31 46,300 lbs - 31' 10" Reach - 21' 7" Depth w/thumb $6,200.00 $2,250.00 $750.00 $4,500.00 $1,500.00 $500.00 $4,473.00 $1,935.00 $630.00 $4,900.00 $1,650.00 $550.00 NB 32 64,460 lbs - 35' Reach - 23' 11" Depth NB $6,900.00 $2,300.00 $770.00 NB $6,700.00 $2,235.00 $745.00 NB 33 79,700 lbs - 36' 1" Reach - 24' 7" Depth NB $7,200.00 $2,400.00 $800.00 NB $7,800.00 $2,700.00 $900.00 NB Wheel Excavators 34 42,000 lbs - 169 HP - 30'1" Reach - 19'2" Depth NB $5,666.00 $1,890.00 $630.00 NB NB NB Specialty Excavators 35 47,400 lbs - w/5000 lb hammer $11,700.00 $3,900.00 $1,300.00 $12,500.00 $4,170.00 $1,390.00 NB $12,500.00 $4,500.00 $1,500.00 NB 36 47,400 lbs w/Pin and thumb attachment $6,200.00 $2,400.00 $800.00 $4,500.00 $1,500.00 $500.00 NB $4,900.00 $1,650.00 $550.00 NB 37 Long Reach - w/60' Reach - 45' Depth NB $8,100.00 $2,700.00 $900.00 NB $8,400.00 $2,800.00 $935.00 NB Dozers 38 74 HP Dozer w / 6-way Blade $3,600.00 $1,250.00 $420.00 $1,795.00 $600.00 $200.00 $2,720.00 $963.00 $340.00 $2,100.00 $750.00 $250.00 NB 39 84 HP Dozer w / 6-way Blade $4,050.00 $1,400.00 $475.00 $2,100.00 $700.00 $235.00 $3,264.00 $1,156.00 $408.00 $2,800.00 $950.00 $325.00 NB 40 96 HP Dozer w / 6-way Blade $4,500.00 $1,550.00 $525.00 $2,600.00 $870.00 $290.00 $3,610.00 $1,279.00 $451.00 $3,300.00 $1,100.00 $335.00 $2,800.00 $1,500.00 $600.00 41 121 HP Dozer w / 6-way Blade $5,850.00 $2,000.00 $660.00 $4,290.00 $1,430.00 $480.00 NB $4,545.00 $1,515.00 $505.00 NB 42 125 HP Dozer w / 6-way Blade $7,500.00 $2,550.00 $860.00 $4,290.00 $1,430.00 $480.00 NB $4,545.00 $1,515.00 $505.00 NB 43 36,497 lbs - 150 HP Dozer w/6-way Blade NB $4,400.00 $1,470.00 $490.00 NB $6,340.00 $2,115.00 $705.00 NB 44 44,200 lbs - 175 HP Clearing Dozer Rake & Blade NB $6,375.00 $2,125.00 $710.00 NB $7,900.00 $2,640.00 $880.00 NB 45 200 HP Dozer w/Straight Blade w/Tilt 44,420 lbs NB $5,900.00 $1,970.00 $660.00 NB $7,900.00 $2,640.00 $880.00 NB 46 200 HP Cat D6R-XL Dozer (or equal) with Straight Blade w / Tilt NB $5,900.00 $1,970.00 $660.00 NB $7,900.00 $2,640.00 $880.00 NB Low Ground Pressure Dozers 47 74 HP LGP Dozer w / 6-way Blade $3,600.00 $1,250.00 $420.00 $2,700.00 $900.00 $300.00 $2,829.00 $1,002.00 $353.00 $2,600.00 $850.00 $280.00 NB 48 84 HP LGP Dozer w/ 6-way Blade $4,050.00 $1,400.00 $475.00 $3,000.00 $1,000.00 $335.00 $3,409.00 $1,207.00 $426.00 $3,200.00 $1,070.00 $360.00 NB 49 96 HP LGP Dozer w/6-way Blade 19,700 lbs $4,500.00 $1,550.00 $525.00 $3,200.00 $1,070.00 $360.00 $3,808.00 $1,349.00 $476.00 $3,600.00 $1,200.00 $400.00 NB 50 125 HP LGP Dozer w / 6-way Blade $5,850.00 $2,000.00 $660.00 $4,200.00 $1,400.00 $465.00 NB $5,050.00 $1,685.00 $565.00 NB 51 150 HP LGP Dozer w / 6-way Blade $7,500.00 $2,550.00 $860.00 $4,500.00 $1,500.00 $500.00 NB $6,340.00 $2,115.00 $705.00 NB 52 200 HLGP Dozer w/ straight Blade w / Tilt NB NB NB NB NB 53 200 HP LGP Dozer w/straight Blade w/ Tilt CAB NB $6,960.00 $2,320.00 $775.00 NB $7,900.00 $2,640.00 $880.00 NB Landscape Tractor 54 78 HP Tractor Box Blade / Front End Loader 4x4 $1,800.00 $750.00 $250.00 $875.00 $295.00 $98.00 $1,559.00 $552.00 $195.00 $1,100.00 $490.00 $170.00 $1,500.00 $600.00 $250.00 Wheel Loaders 55 2.3 Yard Bucket - 129 HP $3,600.00 $1,200.00 $400.00 $2,100.00 $700.00 $250.00 $3,892.00 $1,379.00 $449.00 $2,800.00 $930.00 $315.00 NB 56 2.6 Yard Bucket - 143 HP $4,700.00 $1,625.00 $550.00 $2,800.00 $935.00 $315.00 $3,892.00 $1,379.00 $449.00 $3,600.00 $1,200.00 $400.00 NB 57 3 Yard Bucket - 149 HP $5,000.00 $1,850.00 $600.00 $3,050.00 $1,020.00 $340.00 $4,243.00 $1,503.00 $489.00 $3,600.00 $1,200.00 $400.00 NB 58 3.25 Yard Bucket - 160 HP $6,100.00 $2,033.00 $677.00 $3,650.00 $1,220.00 $410.00 NB $4,200.00 $1,400.00 $470.00 NB 59 4Yard Bucket - 196 HP $7,600.00 $2,533.00 $845.00 $4,600.00 $1,535.00 $515.00 NB $5,400.00 $1,800.00 $600.00 NB Integrated Tool Carrier Wheel Loaders 60 2.3 Yard Bucket - 129 HP $3,600.00 $1,200.00 $400.00 $2,800.00 $935.00 $315.00 $3,892.00 $1,379.00 $449.00 $3,385.00 $1,130.00 $380.00 NB 61 3.0 Yard Bucket - 143 HP $5,000.00 $1,850.00 $600.00 $3,100.00 $1,035.00 $345.00 $4,243.00 $1,503.00 $489.00 $3,600.00 $1,200.00 $400.00 NB 62 3.3 Yard Bucket - 160 HP w/Cab $6,100.00 $2,033.00 $677.00 $3,800.00 $1,270.00 $425.00 NB $4,200.00 $1,400.00 $470.00 NB Scrapers 63 11 CY Self Loading NB NB NB NB NB 64 17 CY Self Loading NB NB NB NB NB 65 22 CY Self Loading NB NB NB NB NB Pad Drum Compactors 66 50" Single Vibratory Drum 83 HP $2,250.00 $830.00 $275.00 NB $2,248.00 $796.00 $281.00 NB NB 67 66" Single Vibratory Drum - 100 HP $3,375.00 $1,235.00 $400.00 $2,400.00 $800.00 $270.00 $2,885.00 $1,023.00 $360.00 $2,700.00 $900.00 $300.00 NB 68 84" Single Vibratory Drum - 150 HP $4,275.00 $1,550.00 $500.00 $2,900.00 $970.00 $325.00 NB $3,500.00 $1,200.00 $400.00 NB Smooth Drum Compactors 69 66" Single Vibratory Drum - 100 HP $3,375.00 $1,235.00 $400.00 $2,300.00 $770.00 $260.00 $2,885.00 $1,023.00 $360.00 $2,700.00 $900.00 $300.00 NB 70 84" Single Vibratory Drum - 156 HP $4,275.00 $1,550.00 $500.00 $2,700.00 $900.00 $300.00 NB $3,400.00 $1,150.00 $3,850.00 NB Doggett Heavy Machinery Services, LLC Equipment DepotUnited RentalsMustang Rental ServicesVolvo Rents 108 Annual Bid for Heavy Machinery Rental Bid Tabulation #13-030 Bid Opening Date: January 9, 2013 @ 2:00pm Page 2 Item Description No.Loaders Asphalt Equipment 71 14 ton - 9 Wheel Pneumatic 100 HP NB $1,600.00 $535.00 $180.00 NB NB NB 72 47" Static Steel Drum Roller $1,980.00 $700.00 $225.00 $1,495.00 $499.00 $167.00 $1,668.00 $591.00 $208.00 NB NB 73 Asphalt Recycler NB NB NB NB NB 74 Pulver Mixer 335 HP - 8' Drum Soil Stabilizer NB $8,200.00 $2,735.00 $915.00 NB NB NB 75 Water Truck 2000 Gallon $3,400.00 $1,250.00 $400.00 $1,800.00 $600.00 $200.00 $2,498.00 $1,065.00 $322.00 NB NB 76 Self Propelled Mechanical 7' 6" Broom Diesel $2,250.00 $900.00 $295.00 $1,350.00 $450.00 $150.00 $1,595.00 $565.00 $199.00 NB NB 77 Catepillar 815F Soil Compactor NB $8,350.00 $2,785.00 $930.00 NB NB NB Motor Graders 78 Noram 65E/Leeboy686B 68 HP $5,000.00 $1,675.00 $559.00 $2,900.00 $970.00 $325.00 NB NB NB 79 Cat 120 (or equal) 125 HP - 12' Moldboard $9,200.00 $3,067.00 $1,023.00 $3,400.00 $1,135.00 $380.00 NB $5,000.00 $1,670.00 $555.00 NB 80 Cat 135H 135 HP 14' Moldboard NB NB NB $5,000.00 $1,670.00 $555.00 NB 81 Cat 12H 140 HP 14' Moldboard NB $4,500.00 $1,500.00 $500.00 NB $5,000.00 $1,670.00 $555.00 NB 82 Cat 140H 165 HP 14' Moldboard NB $4,650.00 $1,550.00 $520.00 NB $5,300.00 $1,770.00 $595.00 NB Articulated Off Road Trucks 83 25 Ton Off Road Truck NB $6,400.00 $2,135.00 $715.00 NB $7,500.00 $2,500.00 $850.00 NB 84 30 Ton Off Road Truck NB NB NB $10,000.00 $3,500.00 $1,250.00 NB Forklifts 85 6000 lb. Straight Mask Rought Terrain w / 21' Lift $1,755.00 $585.00 $195.00 $995.00 $335.00 $115.00 $1,632.00 $578.00 $222.00 NB $1,500.00 $600.00 $250.00 86 7000 lb Tele Handler 44' Lift 30' Reach $2,977.00 $1,050.00 $350.00 $1,595.00 $535.00 $180.00 $2,619.00 $976.00 $344.00 NB $2,800.00 $900.00 $350.00 87 9000 lb Tele Handler 43' Life - 31.5' Reach $3,800.00 $1,425.00 $475.00 $1,800.00 $600.00 $200.00 $3,590.00 $1,271.00 $449.00 NB $3,600.00 $1,400.00 $500.00 Trench Compators 88 Remote 24/33 Width - Diesel $1,800.00 $600.00 $200.00 $1,300.00 $435.00 $145.00 $1,632.00 $578.00 $204.00 NB NB 89 Walk Behind 24/33 Width - Diesel $1,800.00 $600.00 $200.00 $1,300.00 $435.00 $145.00 $1,632.00 $578.00 $204.00 NB NB Trash Pumps (Hoses Extra) 90 2" Gasoline $360.00 $120.00 $40.00 $270.00 $90.00 $30.00 $319.00 $151.00 $40.00 NB NB 91 3" Gasoline $585.00 $195.00 $65.00 $338.00 $113.00 $38.00 $406.00 $191.00 $50.00 NB NB 92 4" Diesel - Trailer Mounted $810.00 $270.00 $90.00 $473.00 $158.00 $53.00 $1,015.00 $359.00 $126.00 NB NB 93 6" Diesel - Trailer Mounted $1,500.00 $580.00 $190.00 $810.00 $270.00 $90.00 $1,414.00 $500.00 $177.00 NB NB Air Compressors (Hoses Extra) and Light Towers 94 185 CFM - Diesel Trailer Mounted $725.00 $300.00 $100.00 $300.00 $100.00 $35.00 $580.00 $245.00 $74.00 NB NB 95 400 CFM - Deisel Trailer Mounted $1,450.00 $500.00 $160.00 $450.00 $150.00 $50.00 $1,124.00 $479.00 $131.00 NB NB 96 Portable Light Tower w/30' Mast $695.00 $255.00 $85.00 $585.00 $195.00 $65.00 $640.00 $312.00 $95.00 NB NB Generators 97 3600 Watts $405.00 $135.00 $45.00 $300.00 $100.00 $35.00 $391.00 $185.00 $49.00 NB NB 98 6000 Watts $540.00 $180.00 $60.00 $439.00 $147.00 $49.00 $507.00 $239.00 $63.00 NB NB 99 20 KW - Trailer Mounted $1,125.00 $500.00 $175.00 $743.00 $248.00 $83.00 $882.00 $374.00 $113.00 NB NB 100 36 KW - Trailer Mounted $1,185.00 $550.00 $180.00 $878.00 $293.00 $98.00 $953.00 $405.00 $122.00 NB NB 101 56 KW - Trailer Mounted $1,755.00 $750.00 $250.00 $1,114.00 $372.00 $124.00 $1,305.00 $555.00 $168.00 NB NB Trenchers 102 Walk Behind 1030 Ditchwitch $1,125.00 $375.00 $125.00 NB $846.00 $359.00 $126.00 NB NB 103 Ride-On Vermeer RT350 $1,850.00 $750.00 $250.00 $1,418.00 $473.00 $158.00 $1,813.00 $642.00 $226.00 NB NB Rammers 104 Tamper - Multiquip MT5 / MT85 (or equal)$585.00 $195.00 $65.00 $420.00 $140.00 $47.00 $628.00 $266.00 $70.00 NB NB Crawler Loaders 105 2.4 Yd Bucket 148 HP - 33,389 lbs NB $4,900.00 $1,635.00 $545.00 NB NB NB 106 3.2 Yd Bucket 189 HP - 45,500 lbs NB $5,900.00 $1,967.00 $656.00 NB NB NB Disc Plows - 36 Hinge Offset 107 Plow 20 x 30 w/Plow 16/32 NB $1,650.00 $565.00 $195.00 NB NB NB Vibratory Plate Compactors 108 Multiquip = 17" to a 19" X 17" to 22" 3350 Centrifical Force or Equivalent $585.00 $195.00 $65.00 $336.00 $112.00 $38.00 $522.00 $222.00 $59.00 NB NB Reversible Vibratory Plate Compactors 109 Multiquip - MVH 200DA- 8 HP NB NB $963.00 $411.00 $108.00 NB NB Welders 110 Lincoln 250 Amps & Multiquip 300 Amps $585.00 $210.00 $75.00 $250.00 $85.00 $29.00 $696.00 $326.00 $109.00 NB NB Hydraulic Cranes 111 Carrry Deck Crane - 8 Ton NB NB $4,533.00 $1,605.00 $567.00 NB NB Submersible Pumps (Trash and Centrifugal) 112 2" Electric Centrifugal $360.00 $120.00 $40.00 $203.00 $68.00 $23.00 $246.00 $87.00 $31.00 NB NB 113 2" Electrical Trash $360.00 $120.00 $40.00 $236.00 $79.00 $27.00 $276.00 $97.00 $34.00 NB NB Paving Breakers (runs off air) 114 60 lbs $720.00 $240.00 $80.00 $150.00 $50.00 $17.00 $362.00 $154.00 $41.00 NB NB 115 90 lbs $720.00 $240.00 $80.00 $180.00 $60.00 $20.00 $386.00 $164.00 $43.00 NB NB Concrete Vibrators 116 2 HP (Furnished w/shaft & head)$405.00 $135.00 $45.00 $203.00 $68.00 $23.00 $318.00 $154.00 $41.00 NB NB 117 3 HP (Furnished w/shaft & head)NB $236.00 $79.00 $27.00 $382.00 $180.00 $44.00 NB NB Delivery Charge Pick Up Charge Fuel Charge per gallon Charge for Cleaning Equipment if Returned Dirty Delivery ARO Location of Nearest Branch NOTES/EXCEPTIONS Cities to supply insurance. Addendum Acknowledged 1-2 days 3 days1-3 days Y All invoices will show: HEIT Tax = 2% of rental price, Diesel Surcharge = 2% anything over 50 HP, Insurance cert. Must be onfile to decline damage waiver Y N Bid was submitted in reverse order (daliy, weekly, monthly) and entered correctly in the bid tab. 1% environment fee, .00201% Heavy Equip. Tax, Overtime charges may apply (see submitted chart), One day minimum rental Y 3911 Elaine, Bryan, Tx 77806 4100 So IH 35, Waco, Tx 767061395 Harvey Mitchell Pkwy, Bryan, Tx 77803 $75.00 $6.50 $9.00 Less than 100 HP - $100/each way $75.00 Greater than 100 Hp - $125/each way 1-2 days 8206 W. State Hwy 21, Bryan, TX 77807 2 % Prompt Payment Discount N $90.00 / hour 2301 Texas Ave S., College Station, Tx 77840 24 hours $75.00 $75.00 Prevailing Rate $50.00 / hour $150.00 United Rentals Doggett Heavy Machinery Services, LLC Equipment Depot Less than 100 HP - $100 Greater than 100 HP - $150 $6.50 $20.00 / hour Greater than 100 HP - $150 $100.00 $100.00 $6.50 $150.00 if excessively dirty Less than 100 HP - $100 Volvo Rents Mustang Rental Service 109 February 14, 2013 Consent Agenda Item No. 2l Debt Reimbursement Resolution for the Health Science Center Parkway Roadway projects To: Frank Simpson, Interim City Manager From: Jeff Kersten, Executive Director, Business Services Agenda Caption: Presentation, possible action, and discussion regarding approval of a “Resolution Declaring Intention to Reimburse Certain Expenditures with Proceeds from Debt” for expenditures related to the City of College Station’s portion of the cost for the construction of the Health Science Center Parkway 1B and Phase 2A. Recommendation(s): Staff recommends approval of the “Resolution Declaring Intention to Reimburse Certain Expenditures with Proceeds from Debt.” Summary: On projects for which spending will occur in advance of the debt issue, a “Resolution Declaring Intention to Reimburse Certain Expenditures with Proceeds from Debt” must be approved by Council. This “Resolution Declaring Intention to Reimburse Certain Expenditures with Proceeds from Debt” is being brought to Council to cover expenditures for projects on which spending is estimated to occur in advance of the debt issue scheduled for FY13. Per the Interlocal Agreement (ILA) approved on December 15, 2011, the City of Bryan will manage the design and construction of the Health Science Center Parkway Phase 1B and Phase 2A. The City of College Station will reimburse the City of Bryan for half of the costs related to design and construction. The design of both phases is complete and construction is expected to begin soon in accordance with the requirements outlined in the ILA. Budget & Financial Summary: The “Resolution Declaring Intention to Reimburse Certain Expenditures with Proceeds from Debt” is necessary for this item because a portion of the long term debt has not yet been issued for these projects. The debt that this resolution is intended to cover is estimated to be issued in FY13. Attachments: 1. Resolution Declaring Intention to Reimburse Certain Expenditures with Proceeds from Debt 110 111 112 113 February 14, 2013 Consent Agenda Item No. 2m TexPool Resolution Amending Authorized Representatives To: Frank Simpson, Interim City Manager From: Jeff Kersten, Executive Director of Business Services Agenda Caption: Presentation, possible action and discussion on a resolution amending the authorized representatives on the local government pool account, TexPool. Recommendation(s): Staff recommends approval of the resolution. Summary: Organized in 1989, TexPool is the largest and oldest local government investment pool in the State of Texas. TexPool currently provides investment services to over 1,700 communities throughout Texas. The State Comptroller oversees TexPool, and Federated Investors manage the daily operations of the pool under a contract with the Comptroller. TexPool is managed conservatively to provide a safe, efficient, and liquid investment alternative to Texas governments. The pool seeks to maintain a $1.00 value per share as required by the Texas Public Funds Investment Act. TexPool investments consist exclusively of U. S. Government securities, repurchase agreements collateralized by U. S. Government securities, and AAA-rated no-load money market mutual funds. TexPool is rated AAAm by Standard & Poor's, the highest rating a local government investment pool can achieve. The weighted average maturity of the pool cannot exceed 60 days, with the maximum maturity of any investment limited to 13 months. TexPool, like the City, is governed by the Texas Public Funds Investment Act. The resolution amendment is to amend the authorized representatives to include the interim city manager, Frank Simpson. Jeff Kersten, Executive Director of Business Services and Cheryl Wright, Accounting and Treasury Operations Manager will remain on the account. This resolution designates those employees that are able to authorized transactions for the City’s TexPool account. Budget & Financial Summary: None Attachments: 1. Resolution Amending Authorized Representatives 114 115 116 117 February 14, 2013 Consent Agenda Item No. 2n TexSTAR Resolution Amending Authorized Representatives To: Frank Simpson, Interim City Manager From: Jeff Kersten, Executive Director of Business Services Agenda Caption: Presentation, possible action and discussion on a resolution amending the authorized representatives on the local government pool account, Texas Short Term Asset Reserve (“TexSTAR”). Recommendation(s): Staff recommends approval of the resolution. Summary: Organized in 2002, TexSTAR is the second largest local government investment pool in the State of Texas. TexSTAR currently provides investment services to over 600 Texas cities, counties, school districts and other public entities. TexSTAR offers investment options that provide security, liquidity and efficiency and their conservatively managed fund operates in full compliance with the Texas Public Funds Investment Act. TexSTAR’s pool is rated AAAm by Standard & Poor’s, the highest rating a local government investment pool can achieve. The pool seeks to maintain a $1.00 value per share as required by the Texas Public Funds Investment Act and a weighted average maturity of 60 days, with the maximum maturity of any investment limited to 13 months. TexSTAR investments consist exclusively of U. S. Government securities, repurchase agreements collateralized by U. S. Government securities, and AAA-rated no-load money market mutual funds. TexSTAR, like the City, is governed by the Texas Public Funds Investment Act. First Southwest oversees TexSTAR, and JP Morgan Fleming Asset Management manages the daily operations of the pool. The resolution amendment is to amend the authorized representatives to include the interim city manager, Frank Simpson. Jeff Kersten, Executive Director of Business Services and Cheryl Wright, Accounting and Treasury Operations Manager will remain on the account. This resolution designates those employees that are able to authorized transactions for the City’s TexSTAR account. Budget & Financial Summary: None. Attachments: 1. Resolution Amending Authorized Representatives 118 119 120 121 February 14, 2013 Consent Agenda Item No. 2o Agreement with the Brazos Valley Umpires Association For Officiating Services for City Athletic Leagues and Programs Contract #12-095 R1 To: Frank Simpson, Interim City Manager From: David Schmitz, Director, Parks and Recreation Agenda Caption: Presentation, possible action, and discussion regarding first renewal of an Agreement for Services with the Brazos Valley Softball Umpires Association to provide officiating services for City athletic leagues, programs and tournaments (Contract Number 12-093) in an amount not to exceed $190,000.00 per year. Relationship to Strategic Goals: (Select all that apply) 1. Spending taxpayer money efficiently 2. Hotel/Motel utilization for eligible projects 3. Increase tourism Recommendation(s): Staff recommends renewal of the Agreement for Services with the Brazos Valley Softball Umpires Association. Summary: This renews Contract Number 12-093 for a period of 1 year (18 Feb 2013 -17 Feb 2014). This is the first of two possible renewals for this contract. The contract is for the provision of all officiating services for all City-operated athletic leagues and programs, including Adult and Youth Softball, Adult and Youth Flag Football, Adult and Youth Volleyball, Youth Basketball, and Adult Kickball, as well as tournament play. This blanket contract sets rates for these sports that can cover league play and tournaments, if held. The rates remain the same as the previous contract. Payment for umpire services is made to the Association, prior to each season based on the scheduled games, who then pays the individual umpires for actual games called. A “true up” is calculated at the end of each season to verify actual games called with the Association and the Parks and Recreation Department. Tournaments are handled individually in the same manner. This Agreement for Services is exempt from competitive bidding in accordance with LGC 252.022(a)(7), a procurement that is available from only one source. Budget & Financial Summary: This contract is not to exceed $190,000.00. Funds are budgeted through the Parks and Recreation Departments General Fund and Hotel Occupancy Tax budgets. Attachments: 1. Renewal Acceptance 2. Contract 12-093 122 ••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••• ------ ------ RENEWAL ACCEPTANCE By signing herewith, I acknowledge and agree to renew Contract 12-093, Officiating Services for Athletic Leagues and Programs, in accordance with all terms and conditions previously agreed to and accepted, for an amount not to exceed One Hundred Ninety Thousand and Noll 00 Dollars ($190,000.00). I understand this renewal term will be for the period beginning February 18, 2013 through February 17,2014. This is the first renewal. BRAZOS VALLEY SOFTBALL CITY OF COLLEGE STATION UMPIRES ASSOCIATION City Manager APPROVED: City Attorney Date: Executive Director Business Services Date: 123 CITY OF COLLEGE STATION OFFICIATING SERVICE AGREEMENT WITH BRAZOS VALLEY SOFTBALL UMPIRES ASSOCIATION This service agreement is entered into by and between the City of College Station Texas a Texas Home Rule Municipal corporation City and the Brazos Valley Softball Umpires Association Association In consideration for the payment as stated below the Association will provide qualified officiating and scorekeeping services for each and every City softball flag football volleyball basketball and kickball league game as scheduled by Citys Parks and Recreation Department The Association will provide qualified officiating and scorekeeping services for all sanctionedandapprovedtournamentsandeventswhensuchserviceisrequestedbytheCity I PAYMENT 11 The total amount of payment by the City to the Association for all services to be performed under this Agreement may not under any circumstances exceed ONE HUNDRED NINETY THOUSAND and NO100 DOLLARS 19000000 12 Scheduling Fee The City agrees to pay to the Association for their services provided in scheduling and administration of payroll to the officials of the Association a The City will pay the Association a softball scheduling fee of 80000 for the Spring season 80000 for the Summer season and 80000 for the Fall season b The City will pay the Association a flag football volleyball basketball and kickball training scheduling and payment service fee of 80000 for the Spring season 60000 for the Summer season and 80000 for the Fall season 13 Per Game Fee The Association will be compensated for officials and scorekeepers as follows a Adult Slow Pitch Games b Adult Fast Pitch Games C Youth Fast Pitch Games d Youth Basketball Games e Youth Basketball Games f Youth Flag Football Games g Adult Flag Football Games h Youth Volleyball Matches i Adult Volleyball Matches j Volleyball Matches k Adult Kickball Games 1 Sanctioned Approved Events 1600 per official per game 2250 per official per game 2250 per official per game 1100 per official per game 800 per scorekeeper per game 1100 per official per game 2200 per official per game 1100 per official per match 1400 per official per match 800 per scorekeeper per match 2200 per official per game Payment according to ASA or TAAF code Contract No I 124 14 The City shall issue a purchase order for the payment of officiating services It is agreed that City shall make pre payments to the Association prior to and during the season according to the schedule below It is further agreed that the Association shall pay officials on a biweekly basis for services performed from these pre paid funds Actual payments shall be based upon the actual team registration It is understood by and between the parties that these costs are estimated and will be adjusted based upon the actual team registration In the event of an over or under payment the parties shall adjust to address actual differences For the term of this Agreement the City shall pay to the Association a An estimated 2500000 on or before the date of the first scheduled league game of the Fall season b An estimated 2500000 after October 1St of the Fall season C An estimated 4000000 on or before the date of the first scheduled league game of the Spring season and d An estimated 10000000 on or before the date of the first scheduled league game of the Summer season 15 Suspension of Payment In the event the Association does not comply with or otherwise meet the terms and conditions of this agreement the City may withhold further payment to the Association until the condition or term is remedied to the satisfaction of the City II UMPIRING SERVICES 21 Schedules The City will provide the Association with the season schedules one week before the date of the first scheduled game of the season The City will also provide the Association with one weeks notice if possible of all rescheduled games Both schedules will be in writing 22 Accounting System The Association will establish operate and maintain accounting system which system shall be open to the City for periodic inspection during regular business hours The system shall be designed for and provide for the tracking of funds and the review of the financial status of the program on a monthly basis 23 Separate Account The Association will establish a separate account for the payment of officials for the services performed pursuant to this Agreement The Association will put into operation and utilize accounting and check issuing procedures approved by the City The Association will expend funds according to the terms of this Agreement 24 Representative The Association will appoint an authorized representative who will be available to meet with the Recreation Division Representative and other officials of City upon request 25 Absenteeism In the event that an official fails to work any scheduled game due to absenteeism the Association will reimburse the City the amount of the Per Game Fee as established in this Agreement Umpiring Services Agreement 125 26 Officials The Association will provide officials at each scheduled game At least one official must have at least one 1 year of experience for softball III INDEMNIFICATION RELEASE AND INSURANCE 31 Indemnification It is further agreed that the Association shall indemnify hold harmless and defend the City its officers agents and employees from and against any and all claims losses damages causes of action suits and liability of every kind including all expenses of litigation court costs and attorneysfees for injury to or death of any person orfordamagetoanypropertyarisingoutoforinconnectionwiththeworkdonebythe Association under this Agreement Such indemnity shall apply regardless of whether the claims losses damages causes of action suits or liability arise in whole or in part from the negligence of the City any other party indemnified hereunder the Association or any third party 32 Release The Association assumes full responsibility for the work to be performed hereunder and hereby releases relinquishes and discharges the City its officers agents and employees from all claims demands and causes of action of every kind and characterincludingthecostofdefensethereofforanyinjurytoordeathofanypersonandanylossof or damage to any property that is caused by alleged to be caused by arising out of or in connection with the Association s work to be performed hereunder This release shall apply regardless of whether said claims demands and causes of action are covered in whole or in part by insurance and regardless of whether such injury death loss or damage was causedinwholeorinpartbythenegligenceoftheCityanyotherpartyreleasedhereunderthe Association or any third party 33 Insurance a The Association will not allow any non ASA or non TAAF certified persons to umpire any City game The Association guarantees that it will require all officials to be certified with ASA or TAAF and be covered by ASA or TAAF insurance b As a certified member of ASA or TAAF each Association official represents they will maintain ASA or TAAF insurance for the duration of this Agreement including insurance against claims for injuries to persons and damages to property which may arise from or in connection with the performance of the work hereunder by Association its agents representatives volunteers employees and officials C The Association officials ASA or TAAF insurance shall be primary insurance The insurance must list College Station its employees and officials as additional insureds The required limits of insurance for this Agreement are attached in Exhibit A Insurance Requirements The Certificates of insurance evidencing the required insurance coverages will be attached in Exhibit B Certificates of Insurance Umpiring Services Agreement 3 126 IV GENERAL TERMS 41 Term and Termination The term of this Agreement will be for one 1 year effective January 1 2012 through December 31 2012 After completion of the first term of the Agreement the Agreement may be extended annually upon mutual written agreement of bothpartiesnottoexceedanadditionaltwo2termsThisAgreementmaybeterminatedbyeither party for convenience upon thirty 30 days written notice to the other party Any funds received pursuant to this Agreement but not earned shall be returned to the City within seven 7 days after termination 42 Independent Contractor In all activities and services performed hereunder theAssociationisanindependentcontractorandnotanagentoremployeeoftheCityThe Association as an independent contractor shall be responsible for the services provided under this Agreement The Association shall have ultimate control over the execution of the work performed under this Agreement The Association will have the sole obligation to employ direct control supervise manage and discharge The Association will timely compensate the officials performing under this Agreement 43 Texas Law This Agreement has been made under and shall be governed by the laws of the State of Texas The parties agree that performance and all matters related thereto shall be in Brazos County Texas 44 Merger and Amendment This Agreement represents the entire and integrated agreement between the City and Contractor and supersedes all prior negotiations representations or agreements either written or oral This Agreement may only be amended by written instrument approved and executed by the parties 45 Notice The parties may change addresses by prior written notice sent to the other party pursuant to the terms of this agreement Notices to the parties shall be sent regular mail or email if email is used the Association must receive a reply verification confirmation when addressed as follows CITY OF COLLEGE STATION PARKS AND REC DEPT ATTN David Hudspeth Recreation Supervisor PO Box 9960 College Station TX 77842 dudspeth @cstxgov BRAZOS VALLEY SOFTBALL UMPIRES ASSOCIATION PO Box 2875 Bryan TX 77805 timcarda@yahoocom 47 Authority to Contract Each party has the full power and authority to enter into and perform this Agreement and the person signing this Agreement on behalf of each party has been properly authorized and empowered to enter into this Agreement The persons executing this Agreement hereby represent that they have authorization to sign on behalf of their respective entities Umpiring Services Agreement 4 127 48 Severability If any provision of this Agreement shall be held to be invalid or unenforceable for any reason the remaining provisions shall continue to be valid and enforceable If a court of competent jurisdiction finds that any provision of this Agreement is invalid or unenforceable but that by limiting such provision it may become valid and enforceable then such provision shall be deemed to be written construed and enforced as so limited 49 Gifts Any gifts or other contributions received by the Association or any of its members shall not be subject to the provisions of this agreement BRAZOS VALLEY SOFTBALL UMPIRES ASSOCIA IO BY Printed Name CITY OF COLLEGE STATION BY Mayor Date Title Date rissi ATTEST City SecretQry APPROVED ity anager City ttorney Aa X Chie i cial Officers Umpiring Services Agreement 5 128 EXHIBIT A INSURANCE REQUIREMENTS During the term of this Agreement Contractors insurance policies shall meet the following requirements I Standard Insurance Policies Required A Commercial General Liability B Business Automobile Liability II General Requirements Applicable to All Policies A Only Insurance Carriers licensed and admitted to do business in the State of Texas will be accepted B Deductibles shall be listed on the Certificate of Insurance and are acceptable only on a per occurrence basis for property damage only C Claims Made policies are not accepted D Each insurance policy shall be endorsed to state that coverage shall not be suspended voided canceled reduced in coverage or in limits except after thirty 30 days prior written notice by certified mail return receipt requested has been given to the City of College Station E Upon request certified copies of all insurance policies shall be furnished to the City of College Station F The City of College Station its officials employees and volunteers are to be named as Additional Insured to the Commercial General and Business Automobile Liability policies The coverage shall contain no special limitations on the scope of protection afforded to the City its officials employees or volunteers III Commercial General Liability A General Liability insurance shall be written by a carrier with a AVIII or better rating in accordance with the current Best Key Rating Guide B Limit of 100000000 per occurrence for bodily injury and property damage with an annual aggregate limit of 200000000 which limits shall be endorsed to be per Project C Coverage shall be at least as broad as ISO form GC 00 01 D No coverage shall be excluded from the standard policy without notification of individual exclusions being attached for review and acceptance E The coverage shall include but not be limited to the following premises operations with separate aggregate independent contracts products completed operations contractual liability insuring the indemnity provided herein Host Liquor Liability Personal Advertising Liability and Explosion Collapse and Underground coverage Umpiring Services Agreement 6 129 IV Business Automobile Liability A Business Automobile Liability insurance shall be written by a carrier with a AVIII or better rating in accordance with the current Best Key Rating Guide B Minimum Combined Single Limit of 100000000 per occurrence for bodily injury and property damage C Coverage shall be at least as broad as Insurance Services Office Number CA 00 O1 D The Business Auto Policy must show Symbol 1 in the Covered Autos Portion of the liability section in Item 2 of the declarations page E The coverage shall include owned autos leased or rented autos non owned autos any autos and hired autos F Pollution Liability coverage shall be provided by endorsement MCS 90 with a limit of 100000000 V Those policies set forth in Paragraphs III and IV shall contain an endorsement naming the City as Additional Insured and further providing that the Contractors policies are primary to any self insurance or insurance policies procured by the City The additional insured endorsement shall be in a form at least as broad as ISO form GC 2026 Waiver of subrogation in a form at least as broad as ISO form 2404 shall be provided in favor of the City on all policies obtained by the Contractor in compliance with the terms of this Agreement Contractor shall be responsible for all deductibles which may exist on any policies obtained in compliance with the terms of this Agreement All coverage for subcontractors shall be subject to the requirements stated herein All Certificates of Insurance and endorsements shall be furnished to the Citys Representative at the time of execution of this Agreement attached hereto as Exhibit C and approved by the City before work commences VI Certificates of Insurance shall be prepared and executed by the insurance company or its authorized agent and shall contain the following provisions and warranties A The company is licensed and admitted to do business in the State of Texas B The insurance policies provided by the insurance company are underwritten on forms that have been provided by the Texas State Board of Insurance or ISO C All endorsements and insurance coverages according to requirements and instructions contained herein D The form of the notice of cancellation termination or change in coverage provisions to the City of College Station E Original endorsements affecting coverage required by this section shall be furnished with the certificates of insurance Umpiring Services Agreement 130 EXHIBIT B CERTIFICATES OF INSURANCE Umpiring Services Agreement 131 i araa a av vav aara I vutow tv Ic THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER THISCERTIFICATEDOESNOTAFFIRMATIVELYORNEGATIVELYAMENDEXTENDORALTERTHECOVERAGEAFFORDEDBYTHEPOLICIESBELOWTHISCERTIFICATEOFINSURANCEDOESIIOTCONSTITUTEACONTRACTBETWEENTHEISSUINGINSURERSAUTHORIZED REPRESENTATIVE OR PRODUCER AND THE CERTIFICATE HOLDER IMPORTANT If the certificate holder is an ADDITIONAL If SURED the policyies must be endorsed If SUBROGATION IS WANED subjecttothetermsandconditionsofthepolicycertainpoliciesmayrequireanendorsementAstatementonthiscertificatedoesnotconfer rights to the certificate holder in lieu of such endorsements PRODUCER CONTACT NAME PHONE FAXBOLLINGERInc 101 JFK PARKWAY Ar NoExtl 800 6 AfCNO 1973921 2876 EMAILSHORTHILLSNJ07078 PHONE 1800 52 1379 FAX 5 31 S 75 ADDRESS INSURERS AFFORDING COVERAGE NAIC A 614 SURER A Markel Insurance Company 38970 33001000 INSURED Amateur Softball Association and Members of Texas ASA ADULT Indiv Reg Program 04 SURER 8 PERS AADV POURY tJ 3U RER C GENL AGGREGATE LIT FCLICY FF JE GENEPAL AGAEGATE Jack Aaron SURERC 2 JRERE1925MarshallAve Waco TX 76708 914 SURER F LIABILI r ANY AUTO ALL OWNED AUTOS HIRED AUTOS rrwaonrcr rFRTIFI T IP 1R 1 REVISION NUMBER THIS IST4 CERTIFY THAT iI FIAtiSUn4 E iEEENlEzUEDTOTHE INSURED NAMAEDABOVE FOR THE POLICY PERIOD INDICATED NOTWITHSTANDING ANY rr F ENT TERk CNTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN THE INEUR AFFIRDE BY THE FCICIE CEc vRIEEC HEREIN Ic EUBJECT TO ALL THE TERMS EXCLUSIONS AND CONDITIONS OF SUCH POLICIES LIMITS SHOWN ML h E SEEN REDUCE Y IC CL411S INSR LTR TYPE OF IFJSURAIlCE ADDL rNSR SUE fi WVD POLICY NUMBER POLICY EFF itAMPDLYYYY1 P6LKYE7W MMrD LIMITS A GENERAL X X LIABILITY COM MERCIAL GENERA J CLAIMSMAC FcuR Participants List X 36C2AH230069 cn rztiripantsonly a1 eate 01121W 001013 EACHtCC1rcRE3tCE DA NGETORENTED PiifmWSmawmerence 33001000 MEDEXP ore 510060 PERS AADV POURY 2000ODD GENL AGGREGATE LIT FCLICY FF JE GENEPAL AGAEGATE 55 0461000 p 2 AUTOMOB1LE LIABILI r ANY AUTO ALL OWNED AUTOS HIRED AUTOS COM5F DSMLELIWT BODLY Kr LRY Per erso BoDtx wuRY ferapMwl PnCPERTr DC Peraxlerat T UMBRELLA LIAE C R EXCESS UAB CED RETE EACK OCCURFZNICE AGGREGATE WORKERS COMPEN ISATIOI AND EMPLOYERS LIALI17 Y f N OF CFVEltFRECL Mandatory in NH jez 14scrD2UverEsz OPE aT0Sbe kw N 1 A WCSTATU tliY 7T r EACH ACGLOENT EL DSEASE EArtPLOYEE EI DSEASE POLCY LET S A Ac6dent Medical Full cCess 2013 fay Nlax 3250 2neBe 4t Period Deductible may apply DESCRIFL NOFOPERATI ldE tddition Remarks Schedule if more spaeisrNuired COVERAGE UI1 IDER THIS POL r TO LI F r ED Ainl Slurs C JT OF THE ADMINISTRATION PLAY OR PRACTICE OF AMATEUR SOFTBALUBASEBALL BUT ONLY FOR INCIDENTS I fCRFR0PERDAMAGECERTIFICATEHOLDER IS NAMED AS AN ADDITIONAL INSURED THIS CERTIFICATE IS ISSUED ON TE SA DI J iE J UIrFIFE A CRTICHS CERTIFICATE HOLDER AII LLLR I IUN CITY OF COLLEGE S DkV TDSPETH 1000 EK TAP RC COLLEGE STkTION HOULC ANY CF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS UTHORIZED REPRESENTATIVE 6 2010 ACORD CORPORATION All rights reserved ACOF C c 31OM5 Tr C ic are re terse marls cf ACORD132 February 14, 2013 Consent Agenda Item No. 2p Office of the Governor Criminal Justice Division (CJD) Grant To: Frank Simpson, Interim City Manager From: Jeff Capps, Chief of Police Agenda Caption: Presentation, possible action, and discussion on the application and acceptance of a grant from the Office of the Governor, Criminal Justice Division (CJD) to assist with the expenses incurred as a result of the capital murder and subsequent investigation of Constable Brian Bachmann. Relationship to Strategic Goals: Financially Sustainable City Recommendation(s): Staff recommends Council approval Summary: On August 13, 2012, Constable Brian Bachmann was mortally wounded while attempting to serve eviction papers on a resident in the 300 block of Fidelity Street. Multiple officers from College Station responded along with first responders from both College Station and Bryan Fire Departments. When the incident was over, three individuals were deceased and another seriously injured. The crime scene spanned three city blocks and required perimeter control around the clock for almost a week. The final expense to the City of College Station totaled $62,734.94, the majority of which was due to overtime. The City of Bryan, through a mutual aid agreement, assisted with the crime scene investigation and the burden to the City of Bryan totaled $3,490.86. The incident revealed that it would be beneficial for officers to carry self aid/buddy aid (SABA) kits. These are kits that hold emergency medical supplies to provide first aid to injuries until emergency medical responders can reach a victim. The anticipated cost to train and supply all officers within the College Station Police Department with a SABA kit is $24,693.22. The CJD’s mission is to create and support programs that protect people from crime, reduce the number of crimes committed, and to promote accountability, efficiency, and effectiveness within the criminal justice system. CJD focuses on the enhancement of Texas' capacity to prevent crime, provide service and treatment options, enforce laws, train staff and volunteers, and the restoration of crime victims to full physical, emotional and mental health. This CJD grant will reimburse some expenses related to the Capital Murder of Constable Brian Bachmann including overtime, supplies, and professional services. This grant will also provide 100% funding for the purchase of all equipment and necessary training to supply each College Station Officer with a SABA kit. There is no local match requirement for CJD, but grant funding will only be provided for the initial equipment purchase. Due to this, any other associated costs such as maintenance, repair, or replacement of the SABA kits will be the responsibility of the grantee agency. Budget & Financial Summary: This is a reimbursement grant to assist the City of College Station with expenses already accrued, with the exception of the SABA kits. Annual maintenance, repair, or replacement is estimated to not exceed $500. A budget amendment will be brought forward to appropriate these grant funds for the SABA kits into the police department budget. Attachments: 133 1. Resolution 134 135 136 February 14, 2013 Consent Agenda Item No. 2q Electric Equipment Purchase To: Frank Simpson, Interim City Manager From: Timothy Crabb, Director of Electric Utility Agenda Caption: Presentation, possible action, and discussion regarding the award of Bid #13-032 for a trailer mounted underground cable puller to TSE International, Inc. Relationship to Strategic Goals: Core Services and Infrastructure Recommendation(s): Staff recommends award to the bidder meeting equipment specifications, TSE International, Inc., in the amount of $140,429.00. Summary: The trailer mounted cable puller is being purchased to replace a unit that was purchased in 1997. Bids were formally advertised and on January 17, 2013. Two (2) sealed bids were received and opened. The bids received were from Condux and TSE International, Inc. The Condux brand cable puller uses a limited range hydraulic non-telescoping boom and a fixed roller boom end, and did not meet the bid specifications. The TSE Trailer Mounted Puller includes a hydraulic articulating rear boom which will telescope up to ten feet and a rotating multi-sheave roller head for manhole/pull box operations, and meets the bid specifications for this item. Budget & Financial Summary: Funding for this equipment is included in the FY13 Fleet Replacement Fund. Reviewed and Approved by Legal: N/A Attachments: Bid Tab #13-032 137 City of College Station - Purchasing Division Bid Tabulation for #13-032 "Purchase of Trailer Mounted Cable Puller/Air Compressor Unit" Open Date: Thursday, January 17, 2013 @ 2:00 p.m. HD Supply Utilities TSE International, Inc. Manufacturer Condux TSE International, Inc Model #08771000-04 UP85BHD Unit Price $88,000.00 $140,429.00 Grand Total Including Delivery $88,000.00 $140,429.00 Delivery March 13, 2013 196 days Parts, Service Warranty and Training Information A) Routine Service Calls and Inspections-- State the number and frequency of routine service calls and equipment inspections that will be conducted free of charge, if any: 1-800-533-2077 N/A B) On-Call Maintenance Consultation Service--State the length of time maintenance consultation visits, by a fully qualified service representative, will be available on an on-call basis and the approximate response time. Include the charge for each visit, if any: Varied Rates/ Please call for more info N/A C) Parts and Service--State the location where a stock of standard parts for this unit will be maintained and approximate time required to deliver them to the City: N/A TSE International, Inc. 5301 Shrevport-Blanchard Hwy. Shreveport, LA 71107 D) Authorized Contact Person --State primary and secondary contact person, phone number, and address of each for Service (including warranty), Parts, Consultation, Literature, etc: Dominick Washington 210-454-9194 Dale Nash-318-929-2368, dnash@tse-international.com ; Brian Beavers-318-929-2368, bbeavers@tse-international.com E) Repair Service--State approximate response time during and after the warranty when notified of a requirement for service: Varied Rates/ Please call for more info 24 Hours F) Warranty--State in months the warranty being offered for both parts and labor (minimum 12 months): Varied Rates/ Please call for more info 12 Months G) Warranty Service Location--State the location where the warranty service is to be performed. Should location be other than the City’s Fleet Maintenance Facility, transportation shall be provided at bidder’s expense to his location: Varied Rates/ Please call for more info TSE International, Inc. 5301 Shrevport-Blanchard Hwy. Shreveport, LA 71107 H) Training--Does your company offer on- site Equipment Operation, Maintenance and Safety Training? If “YES”, explain the service and cost, if any: Yes, Varied Rates/ Please call for more info Yes, Full work day of in field training provided at no cost. 138 February 14, 2013 Consent Agenda Item No.2r Replacement Parts for Ford Vehicles To: Frank Simpson, Interim City Manager From: Chuck Gilman, P.E., PMP, Public Works Director Agenda Caption: Presentation, possible action, and discussion on approving an annual blanket purchase order for the purchase of replacement parts and components for City vehicles from Varsity Ford – Lincoln (College Station, TX) for the amount of $60,000.00. Relationship to Strategic Goals: 1. Core Services and Infrastructure Recommendation(s): Staff recommends approval of an annual blanket purchase order to purchase replacement parts and components from Varsity Ford – Lincoln. Summary: Previous annual blanket purchase orders issued to Varsity Ford – Lincoln have not exceeded $50,000; however it is estimated that $60,000.00 should be sufficient for the coming year based on the average amount spent on replacement parts and components since January 2012 and the anticipated needs for existing vehicles and new vehicles being added to inventory this fiscal year. Varsity Ford – Lincoln is the local sole source provider of Fords parts and services. Purchases for replacement parts and components for existing Ford Vehicles are exempt from competitive bidding in accordance with LGC 252.022, General Exemptions, (a) (7) (D) which states, “This chapter does not apply to an expenditure for a procurement of items that are available from one source, including captive replacement parts or components for equipment”. Budget & Financial Summary: Funds are budgeted and available in the Fleet Maintenance Account. Review and Approved by Legal: No Attachments: None 139 February 14, 2013 Regular Agenda Item No. 1 Resolution, Purchase & Sale Agreement, and Economic Development Agreement between the City, Research Valley Partnership, and Asset Plus Realty Corporation To: Frank Simpson, Interim City Manager From: Randall Heye, Economic Development Analyst Agenda Caption: Presentation, possible action, and discussion of a Resolution, Purchase & Sale Agreement, and Economic Development Agreement between the City, Research Valley Partnership, and Asset Plus Realty Corporation regarding the First Street Property. Relationship to Strategic Goals: Financially Sustainable City, Diverse Growing Economy Staff Recommendation: Staff recommends approval of the Resolution, Purchase & Sale Agreement, and Economic Development Agreement. Summary: Since 1943 the City has piecemealed together a single block consisting of twenty-two lots at the northwest corner of Wellborn Road and Church Avenue in the Northgate District. The 3.36 acres of city-owned property is commonly referred to as the First Street Property. On July 25, 2011 City Council gave staff direction to move forward with the disposition of the property in a responsible and methodical manner. After receiving several unsolicited inquires about the property, City Council gave staff additional direction to issue a Request for Interest. The City received three formal statements of interest and interviewed two of the respondents. Asset Plus Realty Corporation was selected on the basis of reputation, quality of previous projects, familiarity with College Station, desire to incorporate Café Eccell, and proposed purchase price. The final development project will be a four to eight story private mid-rise multi-family housing development and associated parking structure with a total development cost of at least $30,000,000. Final completion of the project will occur no later than January 1, 2016. Asset Plus has also agreed to use good faith and commercially reasonable efforts to negotiate a new lease with Café Eccell with the intention of incorporating the business into the final development. Following approval by City Council, Asset Plus would have a 120-day feasibility period prior to formal closing later this summer. Budget & Financial Summary: Asset Plus Realty Corporation will purchase the property for $3,555,000. The City will acknowledge a simultaneous grant of $580,000 to be used for the purchase of the property. The final net purchase price is $2,975,000. Reviewed and Approved by Legal: Yes Attachments: The Resolution, Purchase & Sale Agreement, and Economic Development Agreement are available in the City Secretary’s Office. 140 February 14, 2013 Regular Agenda Item No. 2 Public Utility Easement Abandonments Second Revision, Oak Terrace Addition, Blocks 9, 10 and 12 To: Frank Simpson, Interim City Manager From: Bob Cowell, AICP, CNU-A, Executive Director - Planning & Development Services Agenda Caption: Public Hearing, presentation, possible action, and discussion approving an ordinance vacating and abandoning: 1. A 0.29 acre public utility easement, which is located of Block 9 the Second Revision, Oak Terrace Addition according to the plat recorded in Volume 152, Page 237 of the Deed Records of Brazos County, Texas, and 2. A 0.23 acre public utility easement, which is located of Block 10 the Second Revision, Oak Terrace Addition according to the plat recorded in Volume 152, Page 237 of the Deed Records of Brazos County, Texas, and 3. A 0.03 acre (1350 Sq. Ft.) public utility easement, which is located of Block 12 the Second Revision, Oak Terrace Addition according to the plat recorded in Volume 152, Page 237 of the Deed Records of Brazos County, Texas. Relationship to Strategic Initiatives: N/A Recommendation(s): Staff recommends approval of the ordinance. Summary: These public utility easements abandonment accommodates future development of the tract by TAMUS. These abandonments require and are conditioned upon TAMUS completing the following: 1. The realignment and reconstruction of approximately 350 LF due to a removal of an existing 10-inch public sanitary line adjacent to Block 12, between Lots 2 and 3 of the Second Revision, Oak Terrace Addition to a new alignment to the southern development property line to and along the reconstructed portion of Culpepper Drive, and 2. An electric line exists in the 0.03 acre portion of the public utility easement as described above to be removed and relocated, and 3. Providing surety for all public infrastructure, and 4. Providing construction plans and reports, testing, and city review in accordance with city standards, and 5. Confirm a previously plugged 21-inch sanitary line at the intersection with the 0.29 acre public utility easement as described above, and 6. Dedicate a Temporary Blanket Easement for entire proposed development acreage, and 141 7. Proposed subject development will be served by City of College Station electricity, water and sewer service. Budget & Financial Summary: N/A Attachments: 1. Attachment 1 - Vicinity Map 2. Attachment 2 - Location Map 3. Attachment 3 - Ordinance 4. Attachment 4 - Ordinance Exhibit "A" 5. Attachment 5 - Application for Abandonment (On file at the City Engineer’s Office) 142 143 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 159 160 161 162 February 14, 2013 Regular Agenda Item No. 3 Right-of-Way Abandonments – Culpepper Drive and Milam Avenue Second Revision, Oak Terrace Addition To: Frank Simpson, Interim City Manager From: Bob Cowell, AICP, CNU-A, Executive Director - Planning & Development Services Agenda Caption: Public Hearing, presentation, possible action, and discussion approving an ordinance vacating and abandoning: 1. A 0.77 acre portion of Culpepper Drive Right-of-Way, in the Second Revision, Oak Terrace Addition according to the plat recorded in Volume 152, Page 237 of the Deed Records of Brazos County, Texas, and 2. A 0.88 acre Milam Avenue Right-of-Way, which in the Second Revision, Oak Terrace Addition according to the plat recorded in Volume 152, Page 237 of the Deed Records of Brazos County, Texas. Relationship to Strategic Initiatives: N/A Recommendation(s): Staff recommends approval of the ordinance. Summary: These Rights-of-Way abandonments accommodate future development of the tract by TAMUS. These abandonments require and are conditioned upon TAMUS completing the following: 1. The reconstruction of a portion of Cross Street and a portion of Culpepper Drive to a 2 Lane Minor Collector to Northgate standards, and 2. The reconstruction of approximately 700 LF of existing 10-inch public sanitary sewer line along the reconstructed portion of Cross Street, and 3. The reconstruction of existing 10-inch public sanitary sewer line generally along Culpepper Street shall be reconstructed as a approximately 1100 LF of 21-inch public sanitary line, and 4. Dedicate a 20-foot Public Utility Easement for the newly aligned 21-inch public sanitary sewer line along the portion of Culpepper Street to be abandoned, and 5. The realignment and reconstruction of approximately 350 LF due to a removal of an existing 10-inch public sanitary line adjacent to Block 12, between Lots 2 and 3 of the Second Revision, Oak Terrace Addition to a new alignment to the southern development property line to and along the reconstructed portion of Culpepper Drive, and 6. The realignment and reconstruction of approximately 1000 LF to due to removal of an existing 8-inch public water line to a new alignment along Dogwood Street from the existing public water line at Inlow Boulevard looped to the existing public water line on the southern development property line south of Cross Street, and 163 7. The reconstruction of existing public electric infrastructure realigning the overhead electric line from Cross Street and Dogwood Street to the southern property line including the associated dedication of Public Utility Easements, and 8. Provide a Temporary Blanket Easement for entire proposed development, and 9. Providing surety for all public infrastructure, and 10. Providing construction plans and reports, testing, and city review in accordance with city standards, and 11. Orient future building structures to Cross Street so there is no parking lots between the structures and Cross Street, and 12. Driveway permits will be required. 13. Proposed subject development will be served by City of College Station electricity, water and sewer service. Budget & Financial Summary: N/A Attachments: 1. Attachment 1 - Vicinity Map 2. Attachment 2 - Location Map 3. Attachment 3 - Ordinance 4. Attachment 4 - Ordinance Exhibit "A" 5. Attachment 5 - Application for Abandonment (On file at the City Engineer’s Office) 164 165 166 167 168 169 170 171 172 173 174 175 176 177 178 179 180 181 February 14, 2013 Regular Agenda Item No. 4 Council Board Appointments To: Frank Simpson, Interim City Manager From: Sherry Mashburn, City Secretary Agenda Caption: Presentation, possible action, and discussion regarding the appointment of Councilmembers to boards and commissions. Relationship to Strategic Goals: Not applicable Recommendation(s): None Summary: Dave Ruesink was the Council appointee to Sister Cities, and his seat needs to be filled. Also, Councilmember Benham has expressed an interest in the BVWACS Board, and Councilmember Fields is agreeable to stepping down. Budget & Financial Summary: None Reviewed and Approved by Legal: Not applicable Attachments: • None 182 February 14, 2013 Regular Agenda Item No. 5 Board and Commission Appointments To: Frank Simpson, Interim City Manager From: Sherry Mashburn, City Secretary Agenda Caption: Presentation, possible action and discussion regarding appointments to the following boards and commissions: • Bicycle, Pedestrian and Greenways Advisory Board (one vacancy) • Historic Preservation Committee (two vacancies) Background & Summary: The Bicycle, Pedestrian and Greenway Advisory Board advises the Council, Planning & Zoning Commission and other appointed boards on all matters concerning biking, walking and greenways within COCS. Marcy Halterman-Cox submitted her letter of resignation, and in order to easily maintain a quorum, the Council needs to appoint someone to fill this vacancy for the unexpired term (up in January 2014). The Historic Preservation Committee aids in the collection and preservation of the City's history. It provides for the education of citizenry, with an emphasis on designation of historical areas by assigning historic plaques to residents of historic home sites and building. E.E. Burns and Kelly Bunch have submitted their resignations, and in order to easily maintain a quorum, the Council needs to appoint someone to fill these vacancies for the unexpired term (each will be up in January 2015). Budget & Financial Summary: There is no fiscal impact. Attachments: • None 183 February 14, 2013 Regular Agenda Item No. 6 Green College Station Action Plan To: Frank Simpson, Interim City Manager From: Jason Stuebe, Assistant to the City Manager Agenda Caption: Presentation, possible action, and discussion regarding the Green College Station Action Plan. Relationship to Strategic Goals: VI: Sustainable City Staff Recommendation: Staff recommends approval of the Action Plan. Summary: At the January 2012 City Council Strategic Planning Retreat, the Council made a significant amendment to the “Green Policy Statement” asking staff to focus its efforts on programs and initiatives that are both environmentally conscious and fiscally responsible. Since that time, staff has developed the Green College Station Action Plan, which was presented to the Council on December 18, 2012. Staff will review the contents of the Plan and seek Council’s input and further direction. Should Council wish to amend the Plan, staff will return at a later Council meeting for final approval. Budget & Financial Summary: None Reviewed and Approved by Legal: N/A Attachments: The Green Action Plan is on file in the City Secretary’s Office. 184