HomeMy WebLinkAbout10/08/2009 - Regular Agenda Packet - City CouncilTable of Contents
Agenda 3
Consent Item 2B - Texas Avenue Streetscape
Agenda Cover 7
Resolution 8
Location Map 9
Consent Item 2C - Fall of the Wall Anniversary Request for
Funding
Cover sheet 10
Letter 11
Consent Item 2D - Single Purchase Electrical Wire and Cable
Coversheet 12
Bid Tab 13
Consent Item 2E - Brazos Valley Convention and Visitors
Bureau Budget and Funding Agreement
Coversheet 14
Consent Item 2F - Funding Agreement With Research Valley
Partnership
Coversheet 15
Consent Item 2G - Funding Agreements With Arts Council of
Brazos Valley
Coversheet 16
Consent Item 2H - Amended ILA with Brazos County to conduct
the City of College Station Special Election
Coversheet 17
Consent Item 2I - Wolf Pen Creek Water Feature and Festival
Area Professional Services Contract
Cover Sheet 18
Resolution 19
Location Map 20
Consent Item 2J - Annual purchase of EMS supplies.
Coversheet 21
Consent Item 2K - Rejection of Bid 09-79 Annual Electric Meters
Coversheet 22
Regular Item 1 - Annual for Various Electrical Items and Electric
Meters
Coversheet 23
Bid Tab 24
Regular Item 2 - City Policy Regarding Street Lighting for
Subdivisions in City Serviced by BTU
Agenda Cover 28
Reimbursement Agreement 29
Regular Item 3 - Landscape Maintenance Service Contract For
Seventeen (17) Municipal Sites(ITB #09-81 Section I-Facilities)
0 - Coversheet-Sec I of ITB 09-81 32
1 - Resolution - Rainbow Gardens signed by legal 33
1
2 - Change Order No. 1 Rainbow signed by legal 34
Regular Item 4 - Landscape Maintenance Service Contract For
Twenty-Seven (27) Municipal Sites(ITB #09-81 Section II and III
-Parks, Streets, Open space, and Greenways)
0 - Coversheet Sec II & III of ITB 09-81 35
1 - Resolution - Landscape USA - signed by legal 36
2 - Change Order No. 1 - Landscape USA signed by
legal 37
Regular Item 5 - Appointment to Brazos County Appraisal
District
Cover sheet 38
Letter 39
List of Responsibilities 40
2
Mayor Council members
Ben White John Crompton
Mayor Pro Tem James Massey
Dave Ruesink Dennis Maloney
City Manager Katy-Marie Lyles
Glenn Brown Lawrence Stewart
Agenda
College Station City Council
Regular Meeting
Thursday, October 08, 2009 at 7:00 PM
City Hall Council Chamber, 1101 Texas Avenue
College Station, Texas
1. 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 6:30 pm. Please limit remarks to three minutes. A timer
alarm will sound after 2 1/2 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.
Consent Agenda
Individuals who wish to address the City Council on a consent or 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. 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 will sound at 2 1/2 minutes to signal thirty seconds remaining for
remarks.
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 City Council Special Meeting, September 1,
2009, workshop and regular meeting September 10, 2009 and Joint meeting with CSISD, September 22,
2009.
b. Presentation, possible action, and discussion on a Professional Services Contract with The Ground Crew,
LLC, in the amount of $149,865.93, for the completion of the Texas Avenue Streetscape project.
c. Presentation, possible action, and discussion regarding a request to the City to serve as a co-sponsor and
contribute $2,500 to assist in underwriting the Fall of the Berlin Wall 20th Anniversary celebration.
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City Council Regular Meeting Page 2
Thursday, October 8, 2009
d. Presentation, possible action and discussion on a bid award for the single purchase of electrical wire and
cable maintained in inventory as follows: HD Supply $357,900; TEC $36,600 and Crawford Electric Supply
$61,082.75. Total expenditure is $455,582.75.
e. Presentation, possible action and discussion on approving the budget of the Brazos Valley Convention and
Visitors Bureau (CVB); and presentation, possible action and discussion on a funding agreement between the
City of College Station and the Brazos Valley Convention and Visitors Bureau for FY10 in the amount of
$1,107,000.
f. Presentation, possible action and discussion on a funding agreement between the City of College Station
and the Research Valley Partnership for FY10 in the amount of $300,000.
g. Presentation, possible action and discussion on approving the budget of the Arts Council of Brazos Valley;
and presentation, possible action and discussion on two (2) operations and maintenance funding agreements
between the City of College Station and the Arts Council of Brazos Valley for FY10 totaling $208,000.
h. Presentation, possible action, and discussion of resolution replacing Resolution No. 9-1-2009-03 for the
purpose of revising a polling place location and to correct language in the Interlocal Government Agreement
with Brazos County for the conduct and management of the Special Election.
i. Presentation, possible action, and discussion regarding the award of a Professional Services Contract (#09-
209) with Clark Condon Associates in an amount not to exceed $73,500.00, for the development of a master
plan for the Wolf Pen Creek Water Feature and Festival Area Project (Project No. WP-0901).
j. Presentation, possible action, and discussion regarding an annual purchase order with Boundtree Medical
L.L.C. for $65,000.00 for EMS supplies.
k. Presentation, possible action and discussion on rejection of Bid 09-79 annual agreement for electric meters
that are maintained in Electrical Inventory.
Regular Agenda
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. The Mayor will
recognize you 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 will sound at 2 1/2 minutes to signal thirty seconds remaining
for remarks.
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 1/2 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.
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City Council Regular Meeting Page 3
Thursday, October 8, 2009
1. Presentation, possible action and discussion on a bid award for the annual agreement for various
electrical items and electric meters to be stored in inventory as follows: Stuart C. Irby $428,585.00; HD
Supply $488,054.00; KBS $179,458.50; Techline $225,808.90; Hill Country Electric Supply
$25,572.00; Priester Mell and Nicholson $105,270.00; and $17,620.00 to be determined by tie breaker
procedures. Total estimated annual expenditure is $1,452,748.40.
2. Presentation, possible action, and discussion of City Policy regarding Street Lighting for Subdivisions in
City Limits serviced by BTU.
3. Presentation, possible action, and discussion regarding a resolution awarding a Landscape Maintenance
Service Contract for seventeen (17) municipal sites to Rainbow Gardens Nursery for an annual
expenditure of $152,168.00 and approval of a change order reducing the contract by $30,285.00.
4. Presentation, possible action, and discussion regarding a resolution awarding a Landscape Maintenance
Service Contract for twenty-seven (27) municipal sites to Landscapes, USA for an annual expenditure of
$265,787.00 and approval of a change order reducing the contract by $40,836.00.
5. Presentation, possible action, and discussion regarding the City’s appointment to the Brazos County
Appraisal District.
6. Adjourn.
If litigation issues arise to the posted subject matter of this Council Meeting an executive session will be held.
APPROVED:
________________________________
City Manager
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, October 08, 2009 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 5th day of October, 2009 at 2:00 p.m.
E-Signed by Connie Hooks
VERIFY authenticity with ApproveIt
________________________________
City Secretary
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 . The Agenda and Notice are readily accessible to the general public at all times. Said Notice
and Agenda were posted on October 5, 2009 at 2:00 p.m. and remained so posted continuously for at least 72
hours proceeding the scheduled time of said meeting.
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City Council Regular Meeting Page 4
Thursday, October 8, 2009
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 of ________________, 2009 By______________________________________
Subscribed and sworn to before me on this the _____day of ________________, 2009.
______________________________
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.
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October 08, 2009
Consent Agenda No 2B
Texas Avenue Streetscape
To: Glenn Brown, City Manager
From: Mark Smith, Director of Public Works
Agenda Caption: Presentation, possible action, and discussion on a Resolution approving a
Construction Contract with The Ground Crew, LLC, in the amount of $149,865.93, for the
completion of the Texas Avenue Streetscape project.
Recommendation(s): Staff recommends approval of the Resolution approving a
Construction Contract between the City of College Station and The Ground Crew, LLC.
Summary: Council approved the plan for this project and directed staff to proceed on
November 24, 2008.
The Professional Services Contract with the Ground Crew LLC is for the construction,
installation, and completion of the Texas Avenue Streetscape project. The Texas Avenue
Streetscape project is in addition to the Texas Avenue/Business 6 widening project. This
project will add drip irrigated trees along Texas Avenue to improve the overall aesthetics of
the street.
The trees are being planted in areas that are currently mowed either by City crews or are
under contract for mowing maintenance. This project will not add new areas to the mowing
inventory.
Budget & Financial Summary: Funds in the amount of $975,552 are currently budgeted
for this project (ST9915) in the Streets Capital Improvement Projects Fund. Funds in the
amount of $388,701.18 have been expended or committed to date, leaving a balance of
$586,850.82 for this item and future expenditures.
Attachments:
1. Resolution
2. Location Map
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8
9
October 8, 2009
Consent Agenda Item2C
Fall of the Wall Anniversary Request for Funding
To: Glenn Brown, City Manager
From: City Manager’s Office
Agenda Caption: Presentation, possible action, and discussion regarding a request to the
City to serve as a co-sponsor and contribute $2,500 to assist in underwriting the Fall of the
Berlin Wall 20th Anniversary celebration.
Recommendation(s): N/A
Summary: The Mayor’s office received a letter from the co-chairs of the Fall of the Wall
Committee on September 24, 2009 requesting the City to serve as a co-sponsor and
contribute $2,500 to assist in underwriting the Fall of the Berlin Wall 20th Anniversary
celebration that is scheduled to take place on Monday, November 9. The City Council has
also moved their meeting on this date to begin at noon and conclude by 4:30 PM in order to
participate in the evening event activities that will include an address by Dr. Condoleeza
Rice, who will be introduced by President George H. W. Bush.
The committee is asking the City of College Station as well as the City of Bryan and Brazos
County to be co-sponsors of this event and to assist in underwriting part of the expenses. A
Rotary Club in Berlin as well as the three local Rotary Clubs have already pledged to
financially support this effort. The committee has indications that other local organizations
will contribute to the expenses and join as sponsors. The Bush Presidential Library
Foundation has agreed to serve as treasurer.
Budget & Financial Summary: If approved, staff proposes that the funding of $2,500
come from the General Fund contingency.
Attachments:
1. Letter from Fall of the Wall Committee Co-Chairs
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September 22,2009 HAND
The Honorable Ben White, Mayor
City of College Station
1 101 Texas Avenue
College Station, Texas 77840
VEWED
Dear Mayor White,
As you lcnow the Bush Library7 Bush Foundation and Texas A&M University are planning a
series of events on November 9,2009 to celebrate the 20~ anniversary of the Ml of the Berlin
Wall. An ad hoc citizens7 cormnittee intends to add a comrnunlty event to the already planned
activities. We are asking the two cities and the county to officially sponsor this closing
celebration. It will give our community the opportuuity to express our appreciation to President
George H.W. Bush for his remarkable leadership in the aftermath of the demise of the Berlin
Wall leading to the peacefil unification of Germany.
The planned day-long series of events culminates with an address by Dr. Condoleezza Rice, who
will be introduced by President Bush.
The celebratory event will occur in the plaza outside the Presidential Conference Center
immediately after Dr. Rice's talk. The activities will include perfbrrnances by the Aggie Band
and the Aggie Wranglers plus a video of the historic occasion.
We are asking the City of College Station as well as the City of Bryan and Brazos County to be
sponsors of this event and to underwrite part of the expenses. A Rotary Club in Berlin as well as
the three local Rotary Clubs have already pledged to financially support this effbrt. We have
indications that other local organizations will contribute to the expenses and join as sponsors.
The Bush Presidential Library Foundation has agreed to serve as treasurer.
Would the City of College Station be willing to serve as a co-sponsor and contribute $2500 to
underwrite this celebration? We will acknowledge this sponsorship in all promotion and at the
event itself All the day's events will be open to the public with no charge fbr tickets.
Of course, you may wish to discuss this with the City Council. We would be pleased to meet
with you to provide Wer information. In order to identifj. the sponsors appropriately in the
promotion of this remarkable occasion, we request a decision at your earliest convenience.
Sincerely,
M.L. 'Red' Cashion, Co-Chair
11
October 8, 2009
Consent Agenda Item 2D
Single Purchase Electrical Wire and Cable
To: Glenn Brown, City Manager
From: Jeff Kersten, Chief Financial Officer
Agenda Caption: Presentation, possible action and discussion on a bid award for the single purchase of
electrical wire and cable maintained in inventory as follows: HD Supply $357,900; TEC $36,600 and Crawford
Electric Supply $61,082.75. Total expenditure is $455,582.75.
Recommendation(s): Recommend award to the lowest responsible bidder meeting specifications for an
expenditure totaling $455,582.75.
I. HD Supply $357,900.00
II. TEC $ 36,600.00
III. Crawford Electric Supply $ 61,082.75
TOTAL $455,582.75
Summary: All line items will be awarded to the lowest responsible bidder meeting specifications. These
purchases will be made as a single purchase for upcoming projects. The electrical wire and cable are maintained
in Electrical Inventory in an inventory account and expensed as necessary.
Budget & Financial Summary: Thirteen (13) sealed, competitive bids were received and opened on
September 11, 2009. Funds are budgeted and available in the Electrical Fund. Various projects may be expensed
as supplies are pulled from inventory and issued.
Attachments: Bid Tabulation #09-90
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13
October 8, 2009
Consent Agenda Item 2E
Brazos Valley Convention and Visitors Bureau Budget and Funding Agreement
To: Glenn Brown, City Manager
From: Jeff Kersten, Chief Financial Officer
Agenda Caption: Presentation, possible action and discussion on approving the budget of
the Brazos Valley Convention and Visitors Bureau (CVB); and presentation, possible action
and discussion on a funding agreement between the City of College Station and the Brazos
Valley Convention and Visitors Bureau for FY10 in the amount of $1,107,000.
Recommendation(s): Staff recommends approval of the CVB budget and the funding
agreement for FY10.
Summary: As part of the 2009-2010 budget process the City Council approved funding for
the Brazos Valley Convention and Visitors Bureau in the amount of $1,107,000. This
funding is for the provision of tourism related services.
Budget & Financial Summary: The funds for this agreement are budgeted and available
in the 2009-2010 Hotel Tax Fund Budget. A total of $1,107,000 is to be used for the
operations of the Convention and Visitors Bureau next year.
State law requires that the City Council adopt the budget of any organization that is to be
funded through the Hotel Tax Fund.
Attachments:
1. CVB Budget (Available in City Secretary’s Office)
2. CVB Funding Agreement (Available in City Secretary’s Office)
PDF created with pdfFactory Pro trial version www.pdffactory.com14
October 8, 2009
Consent Agenda Item 2F
Funding Agreement With Research Valley Partnership
To: Glenn Brown, City Manager
From: Jeff Kersten, Chief Financial Officer
Agenda Caption: Presentation, possible action and discussion on a funding
agreement between the City of College Station and the Research Valley Partnership
for FY10 in the amount of $300,000.
Recommendation(s): Staff recommends approval of the funding agreement.
Summary: As part of the 2009-2010 budget process the City Council approved
funding for the Research Valley Partnership in the amount of $300,000. This funding
is for the provision of economic development services for the area.
Budget & Financial Summary: The funds for this agreement are budgeted and
available in the 2009-2010 General Fund in the total amount of $300,000. These
funds are for the operations and maintenance of the Research Valley Partnership in
FY 10.
Attachments:
1. Research Valley Partnership Funding Agreement (Available in City Secretary’s
Office)
PDF created with pdfFactory Pro trial version www.pdffactory.com15
October 8, 2009
Consent Agenda Item 2G
Arts Council Budget and
Funding Agreements With Arts Council of Brazos Valley
To: Glenn Brown, City Manager
From: Jeff Kersten, Chief Financial Officer
Agenda Caption: Presentation, possible action and discussion on approving the
budget of the Arts Council of Brazos Valley; and presentation, possible action and
discussion on two (2) operations and maintenance funding agreements between the
City of College Station and the Arts Council of Brazos Valley for FY10 totaling
$208,000.
Recommendation(s): Staff recommends approval of the Arts Council budget and
approval of the 2 funding agreements.
Summary: As part of the 2009-2010 budget process the City Council approved
operations and maintenance funding for the Arts Council of Brazos Valley in the
amount of $208,000. Also approved was $181,000 for Affiliate funding. Total
approved funding for the Arts Council in FY 10 is $389,000.
Of this total, $100,000 is from the General Fund for operations and maintenance of
the Arts Council. $108,000 is from the Hotel Tax fund for operations and
maintenance associated with the administration of Hotel Tax funds, and $181,000
from Hotel Tax funds for Affiliate funding.
This item is consideration of the 2 operations and maintenance funding agreements.
The funding agreement for the Affiliate Funding will be coming to a future meeting
for approval.
State law requires that the City Council adopt the budget of any organization that is
to be funded through the Hotel Tax.
Budget & Financial Summary: The funds for this agreement are budgeted and
available in the 2009-2010 General Fund in the amount of $100,000 and the Hotel
Tax Fund Budget in the amount of $108,000.
Attachments:
1. Arts Council of Brazos Valley Budget (Available in City Secretary’s Office)
2. Arts Council of Brazos Valley General Fund Funding Agreement (Available in
City Secretary’s Office)
3. Arts Council of Brazos Valley Hotel Tax Fund O&M Funding Agreement
(Available in City Secretary’s Office)
PDF created with pdfFactory Pro trial version www.pdffactory.com16
October 8, 2009
Consent Agenda Item No.2H
November 3, 2009 Special Election
To: Glenn Brown, City Manager
From: Connie Hooks, City Secretary
Agenda Caption: Presentation, possible action, and discussion of resolution replacing Resolution
No. 9-1-2009-03 for the purpose of revising a polling place location and to correct language in the
Interlocal Government Agreement with Brazos County for the conduct and management of the Special
Election.
The changes are as follows:
· Precinct No. 80: Moved to Christ United Methodist Church from Brazos Valley Bank
· ILA: Correction to ILA to show that the early voting location on TAMU campus is at Rudder Tower
2nd Floor.
Summary: Staff was notified by the Brazos County Clerk that Brazos Valley Bank, the polling location for
Precinct No. 80, is no longer a polling place for County elections. The new voting location for Precinct No.
80 is Christ United Methodist Church, 4201 Hwy 6 South for this election only.
Staff contacted Kenny Mallard, Precinct No. 3 County Commissioner about the Commissioner Court’s
decision to locate an early voting site on TAMU campus. Mr. Mallard stated that the voting site on campus
provides access for students and faculty and has been a voting location for many years. In addition,
redistricting will occur following the completion of 2010 census. The precinct boundary lines shall be
adjusted and the revision of polling place locations will occur. Each Commissioner has a voting location in
their respective precinct listed below:
Brazos County Judge: Randy Sims
Main Early Voting Location, Courthouse 200 Texas Avenue, Bryan
Commissioner Precinct No. 1, Lloyd Wassermann
Grace Bible Church, Southwood annex, 1901 Harvey Mitchell Pkwy., CS
Commissioner Precinct No. 2, Duane Peters
Arena Hall, Tabor Road & N. Early Rudder Freeway, Bryan
Commissioner Precinct No. 3, Kenny Mallard
TAMU Campus, Rudder Tower 2nd Floor, Joe Routt Blvd., CS
Commissioner Precinct No. 4, Irma Cauley
Galilee Baptist Church, 804 N. Logan, Bryan
Budget & Financial Summary: Brazos County is holding a constitutional amendment election on
Tuesday November 3, 2009. Cost to the City for this special election shall be approximately $35,000.
Attachments:
Proposed Resolution
PDF created with pdfFactory Pro trial version www.pdffactory.com17
October 8, 2009
Consent Agenda Item 2I
Wolf Pen Creek Water Feature and Festival Area
Professional Services Contract
To: Glenn Brown, City Manager
From: Chuck Gilman, Director of Capital Projects
Agenda Caption: Presentation, possible action, and discussion regarding the award of a
Professional Services Contract (#09-209) with Clark Condon Associates in an amount not to
exceed $73,500.00, for the development of a master plan for the Wolf Pen Creek Water
Feature and Festival Area Project (Project No. WP-0901).
Recommendation(s): Staff recommends Council approval of the resolution and award
of the professional services contract to Clark Condon Associates, Inc. in an amount not to
exceed $73,500.00.
Summary: This contract is for the development of a master plan for the Wolf Pen Creek
Water Feature and Festival Area Project. The master plan will identify the key elements of
the project and narrow and define the scope of work for the project in order to proceed with
a design contract. The City received fourteen (14) Statements of Qualifications in response
to this RPQ from architecture and engineering firms from across the State of Texas. Staff
interviewed, and received presentations from six (6) highly qualified firms. The Clark
Condon Associates team was selected as the most highly qualified firm based on their
approach to the project, and their experience in planning, designing, and providing
construction administration services for other festival venues, open-air multi-use pavilions,
and water features across the State of Texas. Their project experience includes the
development of many festival site projects in such cities as Sugar Land (Oyster Creek
Festival Park), The Woodlands (Rob Fleming Festival Park), Allen (Allen Station Park), etc.
Many of these projects incorporated unique water features into the design of the park itself
with the public participation in the water feature a critical component too. The team that
Clark Condon assembled includes several local firms with historical knowledge of this project
and the site.
Budget & Financial Summary: This project is budgeted in the Wolf Pen Creek TIF Fund
in the amount of $3,500,000.00. As part of a development agreement, $1,200,000.00 is
obligated for the design and construction of a water feature.
Attachments:
1. Resolution
2. Project Location Map
PDF created with pdfFactory Pro trial version www.pdffactory.com18
19
Project Site
H A R V E Y R D
TEXAS AVE S
H O L L E M A N D R EDARTMOUTH ST
M A N U E L D R
S O U T H W E S T P K W Y E
D O M I N I K D R
ANDERSON ST
K R E N E K T A P R D
R I C H A R D S S T
S T E R L I N G S T
MUNSON AVE
U N I V E R S I T Y O A K S B L V D
C O L G A T E D R
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GEORGE BUSH DR E
CENTRAL PARK LN
ALLEY
H A R D W O O D L N
G I L C H R I S T A V E
S O U T H W E S T P K W Y
A Z A L E A C T
EASTMARK DR
B R E N T W O O D D R
P I N E R I D G E D R
C A M E L L I A C T
LEMON TREE LN
ATHENS DR
C O L G A T E C I R
W I L L I A M K I N G C O L E D R
BARTHELOW DR
TEAL DR
ASHFORD DR
OLYMPIA WAY
ARCTIC O A K F O R E S T M H P
N E L S O N L N
T H O R N T O N C THARVARD C T
DARTMOUTH ST
ALLEYALLEY
ALLEY
WOLF PEN CREEK PARK
OAKS PARK
LEMONTREE PARK
PARKWAY PARK
CY MILLER PARKBEE CREEK PARK & ARBORETUM
CENTRAL PARK
Wolf Pen Creek Water FeatureandFestival Area
Ü1,000 0 1,000500 Feet
20
October 08, 2009
Consent Agenda Item 2J
Annual purchase of EMS supplies.
To: Glenn Brown, City Manager
From: R. B Alley III, Fire Chief
Agenda Caption: Presentation, possible action, and discussion regarding an annual
purchase order with Boundtree Medical L.L.C. for $65,000.00 for EMS supplies.
Recommendation(s): Staff recommends approval of this purchase.
Summary: Requesting approval to piggy-back on the City of Bryan’s annual price
agreement for EMS supplies. The City of College Station has an interlocal agreement with
the City of Bryan that allows the cities to participate in cooperative purchasing with one
another. Piggy-backing on an existing agreement saves the City staff time and money by
not having to conduct another bid process.
The City of Bryan’s bid terms require the successful bidder to agree to extend prices and
terms to all governmental entities that have entered into, or will enter into, joint purchasing
interlocal cooperation agreements with the City of Bryan.
The Annual Price Agreement for EMS Supplies and Pharmaceuticals was recently bid by the
City of Bryan (Bid No. 09-111) and their City Council approved the award of the agreement
to the lowest responsible bidder, Bound Tree Medical LLC, on July 14, 2009.
Five (5) sealed bids were received and evaluated and it was determined that Bound Tree
Medical LLC offered the best value as they submitted the most complete and lowest
bid. When packaging/per cost differences were compared, it was determined that Bound
Tree Medical LLC offered the best value. The Bid contained twelve (12) categories and a
total of 327 bid items.
Bound Tree Medical LLC has satisfactorily supplied the City of College Station with EMS
supplies for the past three years.
Budget & Financial Summary: Funds are budgeted in the fire department budget for this
expenditure. This purchase order should provide for adequate purchasing of supplies for our
department’s current and future needs. EMS runs have increased by 13.45% over the past
year.
Attachments:
1. City of Bryan bid tabulation – on file in the City Secretary’s office
2. Boundtree contract price list – on file in the City Secretary’s office
PDF created with pdfFactory Pro trial version www.pdffactory.com21
October 8, 2009
Consent Agenda Item 2K
Rejection of Bid 09-79 Annual Electric Meters
To: Glenn Brown, City Manager
From: Jeff Kersten, Chief Financial Officer
Agenda Caption: Presentation, possible action and discussion on rejection of Bid 09-79 annual agreement
for electric meters that are maintained in Electrical Inventory.
Recommendation(s): Recommend rejection of all bids submitted.
I. TEC $77,846.80
II. Wesco $95,480.00
III. Texas Meter & Device Co. $96,600.00
Summary: Purchasing received three (3) bids for electric meters on July 28, 2009. It was brought to our
attention that Priester Mell and Nicholson had written confirmation from Federal Express that we received a bid
from them prior to the due date and time. Priester Mell & Nicholson provided us with a copy of the written
confirmation from Federal Express and a copy of their bid. We could not consider their bid, however, because the
City was responsible for misplacing it, we decided to rebid these electric meters with some additional inventory
items (Bid No. 09-89). All vendors who submitted bids were informed of our decision prior to rebidding and
agreed with our recommendation to rebid.
Budget & Financial Summary: There is no financial impact to reject bids.
Attachments: None
PDF created with pdfFactory Pro trial version www.pdffactory.com22
October 8, 2009
Regular Agenda Item 1
Annual for Various Electrical Items and Electric Meters
To: Glenn Brown, City Manager
From: Jeff Kersten, Chief Financial Officer
Agenda Caption: Presentation, possible action and discussion on a bid award for the annual agreement for
various electrical items and electric meters to be stored in inventory as follows: Stuart C. Irby $428,585.00; HD
Supply $488,054.00; KBS $179,458.50; Techline $225,808.90; Hill Country Electric Supply $25,572.00; Priester
Mell and Nicholson $105,270.00; and $17,620.00 to be determined by tie breaker procedures. Total estimated
annual expenditure is $1,452,748.40.
Recommendation(s): Recommend award to the lowest responsible bidder meeting specifications as shown
below plus an additional $17,620.00 to be determined by tie breaker (see below) for a total annual expenditure of
$1,452,748.40.
I. Stuart C. Irby $ 428,585.00
II. HD Supply $ 488,054.00
III. KBS Electric $ 179,458.50
IV. Techline $ 225,808.90
V. Hill Country Electric Supply $ 25,572.00
VI. Priester Mell and Nicholson $ 105,270.00
$1,452,748.40
Tie Bids KBS Electric Techline
F-1 Brace Deadend 8’ Fiberglass 75x$180=$13,500 75x$180=$13,500
Priester Mell Nicholson Techline
F-4 Brace Deadend 10’Fiberglass 20x$206=$ 4,120 20x@$206=$4,120
Summary: These purchases will be made as needed during the term of the agreement. The various electrical
items and electric meters are maintained in Electrical Inventory in an inventory account and expensed as
necessary during the agreement period. The purchasing agreement period shall be for one (1) year with the option
to renew for two additional one year terms.
The bid results indicate that we have identical bids for 2 line items: (1) Group F, Item F1-1 Deadend brace, 8’
fiberglass; and (2) Group F, Item F-4 Deadend brace, 10’ fiberglass. Local Government Code 271.901
"Procedure for Awarding Contract if Municipality or District Receives Identical Bids" requires the governing
body of the municipality to enter into a contract with only one of the bidders, rejecting all other bids. If only one
of the bidders submitting identical bids is a resident of the municipality, the City must select that bidder; however,
none of the bidders in this case are local residents. The City must select from the identical bids by the casting of
lots. The casting of lots must be in a manner prescribed by the mayor and must be conducted in the presence of
the Council. Line F-1 has an identical bid between KBS Electric and Techline and line F-4 has an identical bid
between Techline and Priester Mell and Nicholson. The casting of lots is necessary for these two (2) items. All
other items have a single apparent low bidder that staff is recommending award to.
Budget & Financial Summary: Seven (7) sealed, competitive bids were received and opened on
September 10, 2009. Funds are budgeted and available in the Electrical Fund. Various projects may be expensed
as supplies are pulled from inventory and issued.
Attachments: Bid Tabulation #09-89
PDF created with pdfFactory Pro trial version www.pdffactory.com23
Unit Total Unit Total Unit Total Unit Total
Price Price Price Price Price Price Price Price
Group "A" Materials 15kV Underground Cable Accessories
A-1 50 ea 285-022-00036 Deadbreak T-OPII Connector $249.17 $12,458.50 $0.00 $0.00 $242.70 $12,135.00 $0.00 $0.00
A-2 75 ea 285-095-00004 Protective Cap $18.76 $1,407.00 $18.50 $1,387.50 $18.77 $1,407.75 $17.92 $1,344.00
A-3 500 ea 285-082-00001 Loadbreak Elbow $21.01 $10,505.00 $24.00 $12,000.00 $21.28 $10,640.00 $19.94 $9,970.00
A-6 500 ea 285-095-00006 Loadbreak Bushing Insert $19.33 $9,665.00 $21.80 $10,900.00 $19.64 $9,820.00 $19.00 $9,500.00
A-7 20 ea 285-095-00007 Rotable Two-Way Bushing Insert $98.68 $1,973.60 $92.70 $1,854.00 $99.80 $1,996.00 $93.00 $1,860.00
A-8 750 ea 285-082-00019 Elbow Cable Seal $8.11 $6,082.50 $8.50 $6,375.00 $8.03 $6,022.50 $7.20 $5,400.00
A-9 100 ea 285-082-00005 Elbow Arrester $65.650 $6,565.00 $60.00 $6,000.00 $63.00 $6,300.00 $54.68 $5,468.00
A-11 20 ea 285-082-00022 Parking Stand Arrester $214.57 $4,291.40 $0.00 $0.00 $213.60 $4,272.00 $152.90 $3,058.00
A-12 50 ea 285-082-00010 Cable Terminator, cold shrink wrap $147.01 $7,350.50 $152.00 $7,600.00 $144.60 $7,230.00 $138.00 $6,900.00
A-13 100 ea 285-082-00003 Cable Terminator, pole type $68.17 $6,817.00 $48.00 $4,800.00 $44.10 $4,410.00 $41.00 $4,100.00
A-14 300 ea 285-008-00007 Disconnectaable Secondary Transformer 350 MCM $10.37 $3,111.00 $9.50 $2,850.00 $9.55 $2,865.00 $9.80 $2,940.00
A-15 150 ea 285-008-00008 Disconnectaable Secondary Transformer 500 MCM $19.69 $2,953.50 $15.90 $2,385.00 $17.30 $2,595.00 $16.73 $2,509.50A-16 300 ea 285-008-00012 Gelport Insulated Secondary Conductor $21.77 $6,531.00 $17.00 $5,100.00 $32.05 $9,615.00 $31.73 $9,519.00
A-17 50 ea 285-076-00002 Inline Splice 5411A-C1-I/O $21.13 $1,056.50 $22.00 $1,100.00 $21.37 $1,068.50 $20.20 $1,010.00
A-18 50 ea 285-076-00007 Inline Splice 5418-1000-AL $282.69 $14,134.50 $292.00 $14,600.00 $277.40 $13,870.00 $271.00 $13,550.00
A-19 50 ea 285-076-00005 Splice Re-jacketing Kit $40.97 $2,048.50 $42.00 $2,100.00 $40.39 $2,019.50 $39.30 $1,965.00
A-20 100 ea 285-111-00002 Undergound Faulted Circuit Indicator $0.00 $0.00 $122.00 $12,200.00 $129.00 $12,900.00 $120.00 $12,000.00
Group A Total $96,950.50 $91,251.50 $109,166.25 $138,693.50
Group "B" Materials - Pad-mount Enclosure Junction Boxes & Pull Boxes
B-1 15 ea 285-045-00007 Pull Box, 36'x60"x48"$2,643.00 $39,645.00 $966.00 $14,490.00 $979.00 $14,685.00 $940.00 $14,100.00
B-2 25 ea 285-045-00008 Pull Box, 48"x96"x48"$3,596.00 $89,900.00 $2,504.00 $62,600.00 $2,530.00 $63,250.00 $2,424.00 $60,600.00
B-3 20 ea 285-045-00012 Pull Box, 24"x96"x48"$1,481.000 $29,620.00 $0.00 $0.00 $1,874.00 $37,480.00 $1,051.00 $21,020.00
B-4 150 ea 285-045-00009 Secondary Pedestal $0.00 $0.00 $113.00 $16,950.00 $103.00 $15,450.00 $106.00 $15,900.00
B-5 5 ea 285-045-0000 Torision-assist Lids $3,600.00 $18,000.00 $0.00 $0.00 $3,690.00 $18,450.00 $2,900.00 $14,500.00
Group B Total $177,165.00 $94,040.00 $149,315.00 $126,120.00
Group "C" Materials - 15 kV Pad-mounted Switchgear
C-1 2 ea 285-109-00003 Pad-mounted Switchgear - PV142-376-12-9 $31,159.43 $62,318.86 $30,800.00 $61,600.00 $0.00 $0.00 $31,471.60 $62,943.20
C-2 2 ea 285-109-00004 Pad-mounted Switchgear - PV143-376-12-11 $27,896.42 $55,792.84 $27,806.00 $55,612.00 $0.00 $0.00 $28,170.55 $56,341.10
C-3 1 ea 285-109-00005 Pad-mounted Switchgear - PV142-376-12-9 $31,557.150 $31,557.15 $30,026.00 $30,026.00 $0.00 $0.00 $31,523.15 $31,523.15
C-4 2 ea 285-109-0000 Pad-mounted Switchgear - PV152-376-12-52F $39,984.150 $79,968.30 $39,444.00 $78,888.00 $0.00 $0.00 $39,961.05 $79,922.10
Group C Total $229,637.15 $226,126.00 $0.00 $230,729.55
Group "C-1A tp C-4A" Materials - 15 kV Pad-mounted Switchgear
C-1A 1 ea 285-109-0000 Pad-mounted Switchgear - BB13-SLOSL0T10T10 $63,384.17 $63,384.17 $63,219.00 $63,219.00 $0.00 $0.00 $64,048.50 $64,048.50
C-2A 1 ea 285-109-0000 Pad-mounted Switchgear - BB13-SLOSL0T10T10 $57,215.15 $57,215.15 $63,219.00 $63,219.00 $0.00 $0.00 $57,811.60 $57,811.60
C-3A 1 ea 285-109-0000 Pad-mounted Switchgear - BB13-SLOSL0T10T10 $63,432.840 $63,432.84 $57,063.00 $57,063.00 $0.00 $0.00 $64,100.00 $64,100.00
C-4A 1 ea 285-109-0000 Pad-mounted Switchgear - BB13-SLOSL0T10T10 $71,521.960 $71,521.96 $71,338.00 $71,338.00 $0.00 $0.00 $72,273.70 $72,273.70
Total Group CA $255,554.12 $254,839.00 $0.00 $258,233.80
Group "D" - Powder Coated Steel Street Light Poles
D-1 5 ea 285-065-00004 Powder Coated Steel Street Light Pole 37,5'$2,443.00 $12,215.00 $0.00 $0.00 $0.00 $0.00 $2,480.00 $12,400.00
D-2 140 ea 285-065-00005 Powder Coated Steel Street Light Pole as 45'$2,823.00 $395,220.00 $0.00 $0.00 $0.00 $0.00 $2,900.00 $406,000.00
D-3 15 ea 285-065-00014 Powder Coated Steel Street Light Pole 35'$1,410.00 $21,150.00 $0.00 $0.00 $0.00 $0.00 $1,489.00 $22,335.00
D-4 40 ea 285-065-00021 Breakaway Base, Transformer $549.00 $21,960.00 $0.00 $0.00 $0.00 $0.00 $562.00 $22,480.00
Total Group D $450,545.00 $0.00 $0.00 $463,215.00
ANNUAL PRICE AGREEMENT AND SPECIFICATIONS FOR VARIOUS ELECTRICAL ITEMS AND ELECTRIC METERS
BID TABULATION NO. 09-89 - OPENED, THURSDAY, SEPTEMBER 10, 2009 @ 2:00PM - ELECTRIC
Stuart C. Irby Co HD Supply KBS Electric Techline
Page 1 24
Unit Total Unit Total Unit Total Unit Total
Price Price Price Price Price Price Price Price
Group E - Lamps & Light Fixtures
E-1 3000 ea 285-048-00001 Light Bulb, Hi Pressure Sodium 100 Watt $8.17 $24,510.00 $38.00 $114,000.00 $7.90 $23,700.00 $7.55 $22,650.00
E-2 300 ea 285-048-00003 Light Bulb, Hi Pressure Sodium 200 Watt $9.51 $2,853.00 $48.00 $14,400.00 $8.60 $2,580.00 $8.00 $2,400.00
E-3 350 ea 285-048-00005 Light Bulb, Hi Pressure Sodium 400 Watt $8.75 $3,062.50 $43.00 $15,050.00 $8.60 $3,010.00 $8.24 $2,884.00
E-4 50 ea 285-056-00011 Light Fixture, Hi Pressure, Sodium 100 watt $0.00 $0.00 $82.00 $4,100.00 $77.20 $3,860.00 $77.80 $3,890.00
E-5 75 ea 285-056-00006 Light Fixture, Hi Pressure, Sodium 200 watt $0.00 $0.00 $91.00 $6,825.00 $93.40 $7,005.00 $93.50 $7,012.50
E-6 200 ea 285-056-00007 Light Fixture, Hi Pressure, Sodium, 400 watt $0.00 $0.00 $119.00 $23,800.00 $132.00 $26,400.00 $132.89 $26,578.00
E-7 360 ea 285-048-00014 Light Bulb, Coated Metal Halide, 100 watt $0.00 $0.00 $28.00 $10,080.00 $18.70 $6,732.00 $18.47 $6,649.20
E-8 360 ea 285-056-0000 Hadco B-POD, Base Replacement w/twist lock $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $193.89 $69,800.40
E-9 80 ea 285-056-0000 Hadco, Twist Lock photo control cap tofor 5" OD pole $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $67.00 $5,360.00
Group E Total $30,425.50 $188,255.00 $73,287.00 $147,224.10
Group F - Crossarm Braces
F-1 75 ea 285-047-00088 Brace, Deadend, 8' Fiberglass $184.19 $13,814.25 $189.000 $14,175.00 $180.00 $13,500.00 $180.00 $13,500.00
F-2 125 ea 285-047-00093 Brace, Crossarm, 8" Fiberglass $94.61 $11,826.25 $95.00 $11,875.00 $84.75 $10,593.75 $82.40 $10,300.00
F-3 75 ea 285-047-00094 Brace, Crossarm, 10" Fiberglass $104.20 $7,815.00 $106.00 $7,950.00 $103.75 $7,781.25 $97.74 $7,330.50
F-4 20 ea 285-047-00099 Brace, Deadend, 10' Fiberglass $215.00 $4,300.00 $213.00 $4,260.00 $206.50 $4,130.00 $206.00 $4,120.00
Group F Total $37,755.50 $38,260.00 $36,005.00 $35,250.50
Croup G - Meter Sockets
G-1 75 ea 285-063-00003 Socket, Meter, Overhead 200 amp $26.05 $1,953.75 $27.00 $2,025.00 $25.80 $1,935.00 $26.45 $1,983.75
G-2 500 ea 285-063-00004 Socket, Meter, Underground 200 amp $30.74 $15,370.00 $31.50 $15,750.00 $30.74 $15,370.00 $41.95 $20,975.00
G-3 30 ea 285-063-00006 Socket, Meter, URD or O/H $144.84 $4,345.20 $142.10 $4,263.00 $138.40 $4,152.00 $154.49 $4,634.70
G-4 40 ea 285-063-00008 Socket, Meter, 200 amp, Underground $91.24 $3,649.60 $93.00 $3,720.00 $90.70 $3,628.00 $104.49 $4,179.60
G-5 50 ea 285-063-00011 Socket Bases, 13 Terminal $155.17 $7,758.50 $159.00 $7,950.00 $154.80 $7,740.00 $144.00 $7,200.00
G-6 30 ea 285-063-00013 Socket Bases, Duplex $126.74 $3,802.20 $129.50 $3,885.00 $124.95 $3,748.50 $0.00 $0.00
Group G Total $36,879.25 $37,593.00 $36,573.50 $38,973.05
Group H - Miscellaneous Materials
H-1 50 ea 285-063-00019 Pole Setting Foam $72.00 $3,600.00 $79.00 $3,950.00 $71.40 $3,570.00 $67.00 $3,350.00
Group I - Meters
I-1 2000 ea 285-061-00002 Class 200 Electric Meter, ABB 5570C0G05 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
I-1a 2000 ea 285-061-00064 Class 200 Electric Meter, Itron CIS G980181 $0.00 $0.00 $38.00 $76,000.00 $0.00 $0.00 $0.00 $0.00
I-2 20 ea 285-061-00005 Class 320 Electric Meter, Schlumber 23100 $0.000 $0.00 $185.00 $3,700.00 $0.00 $0.00 $0.00 $0.00
I-3 80 ea 285-061-00050 Class 20 Electric Meter, Vectron 32032 $0.00 $0.00 $185.00 $14,800.00 $0.00 $0.00 $0.00 $0.00
I-4 80 ea 285-061-00052 Class 200 Electric Meter, Vectron 32040 $0.00 $0.00 $185.00 $14,800.00 $0.00 $0.00 $0.00 $0.00
I-5 20 ea 285-061-00056 Class 200 Electric Meter, Vectron 32008 $0.000 $0.00 $185.00 $3,700.00 $0.00 $0.00 $0.00 $0.00
Group I Total $0.00 $113,000.00 $0.00 $0.00
GRAND TOTAL GROUPS A-H Incomplete Incomplete Incomplete Incomplete
RECOMMENDATION BY LINE ITEM TOTAL $428,585.00 $488,054.00 $179,458.50 $225,808.90
ANNUAL PRICE AGREEMENT AND SPECIFICATIONS FOR VARIOUS ELECTRICAL ITEMS AND ELECTRIC METERS
ANNUAL PRICE AGREEMENT AND SPECIFICATIONS FOR VARIOUS ELECTRICAL ITEMS AND ELECTRIC METERS
BID TABULATION NO. 09-89 - OPENED, THURSDAY, SEPTEMBER 10, 2009 @ 2:00PM - ELECTRIC
Estimated Annual Quantities
Stuart C. Irby Co HD Supply KBS Electric Techline
Page 2 25
Unit Total Unit Total Unit Total
Price Price Price Price Price Price
Group "A" Materials 15kV Underground Cable Accessories
A-1 50 ea 285-022-00036 Deadbreak T-OPII Connector $306.00 $15,300.00 $0.00 $0.00 $0.00 $0.00
A-2 75 ea 285-095-00004 Protective Cap $29.40 $2,205.00 $0.00 $0.00 $0.00 $0.00
A-3 500 ea 285-082-00001 Loadbreak Elbow $36.75 $18,375.00 $0.00 $0.00 $0.00 $0.00
A-6 500 ea 285-095-00006 Loadbreak Bushing Insert $32.55 $16,275.00 $0.00 $0.00 $0.00 $0.00
A-7 20 ea 285-095-00007 Rotable Two-Way Bushing Insert $152.00 $3,040.00 $0.00 $0.00 $0.00 $0.00
A-8 750 ea 285-082-00019 Elbow Cable Seal $9.45 $7,087.50 $0.00 $0.00 $0.00 $0.00
A-9 100 ea 285-082-00005 Elbow Arrester $97.65 $9,765.00 $0.00 $0.00 $0.00 $0.00
A-11 20 ea 285-082-00022 Parking Stand Arrester $348.00 $6,960.00 $0.00 $0.00 $0.00 $0.00
A-12 50 ea 285-082-00010 Cable Terminator, cold shrink wrap $175.00 $8,750.00 $0.00 $0.00 $0.00 $0.00
A-13 100 ea 285-082-00003 Cable Terminator, pole type $60.90 $6,090.00 $0.00 $0.00 $0.00 $0.00
A-14 300 ea 285-008-00007 Disconnectaable Secondary Transformer 350 MCM $0.00 $0.00 $0.00 $0.00 $10.92 $3,276.00
A-15 150 ea 285-008-00008 Disconnectaable Secondary Transformer 500 MCM $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
A-16 300 ea 285-008-00012 Gelport Insulated Secondary Conductor $0.00 $0.00 $0.00 $0.00 $13.35 $4,005.00
A-17 50 ea 285-076-00002 Inline Splice 5411A-C1-I/O $39.25 $1,962.50 $0.00 $0.00 $0.00 $0.00
A-18 50 ea 285-076-00007 Inline Splice 5418-1000-AL $289.00 $14,450.00 $0.00 $0.00 $0.00 $0.00
A-19 50 ea 285-076-00005 Splice Re-jacketing Kit $43.20 $2,160.00 $0.00 $0.00 $0.00 $0.00
A-20 100 ea 285-111-00002 Undergound Faulted Circuit Indicator $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Group A Total $112,420.00 $0.00 $7,281.00
Group "B" Materials - Pad-mount Enclosure Junction Boxes & Pull Boxes
B-1 15 ea 285-045-00007 Pull Box, 36'x60"x48"$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
B-2 25 ea 285-045-00008 Pull Box, 48"x96"x48"$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
B-3 20 ea 285-045-00012 Pull Box, 24"x96"x48"$0.00 $0.00 $0.00 $0.00 $0.00 $0.00
B-4 150 ea 285-045-00009 Secondary Pedestal $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
B-5 5 ea 285-045-0000 Torision-assist Lids $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Group B Total $0.00 $0.00 $0.00
Group "C" Materials - 15 kV Pad-mounted Switchgear
C-1 2 ea 285-109-00003 Pad-mounted Switchgear - PV142-376-12-9 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
C-2 2 ea 285-109-00004 Pad-mounted Switchgear - PV143-376-12-11 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
C-3 1 ea 285-109-00005 Pad-mounted Switchgear - PV142-376-12-9 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
C-4 2 ea 285-109-0000 Pad-mounted Switchgear - PV152-376-12-52F $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Group C Total $0.00 $0.00 $0.00
Group "C-1A tp C-4A" Materials - 15 kV Pad-mounted Switchgear
C-1A 1 ea 285-109-0000 Pad-mounted Switchgear - BB13-SLOSL0T10T10 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
C-2A 1 ea 285-109-0000 Pad-mounted Switchgear - BB13-SLOSL0T10T10 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
C-3A 1 ea 285-109-0000 Pad-mounted Switchgear - BB13-SLOSL0T10T10 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
C-4A 1 ea 285-109-0000 Pad-mounted Switchgear - BB13-SLOSL0T10T10 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Total Group CA $0.00 $0.00 $0.00
Group "D" - Powder Coated Steel Street Light Poles
D-1 5 ea 285-065-00004 Powder Coated Steel Street Light Pole 37,5'$2,900.00 $14,500.00 $0.00 $0.00 $0.00 $0.00
D-2 140 ea 285-065-00005 Powder Coated Steel Street Light Pole as 45'$3,270.00 $457,800.00 $0.00 $0.00 $0.00 $0.00
D-3 15 ea 285-065-00014 Powder Coated Steel Street Light Pole 35'$2,332.00 $34,980.00 $0.00 $0.00 $0.00 $0.00
D-4 40 ea 285-065-00021 Breakaway Base, Transformer $489.00 $19,560.00 $0.00 $0.00 $0.00 $0.00
$0.00 $0.00
Total Group D $526,840.00 $0.00 $0.00
ANNUAL PRICE AGREEMENT AND SPECIFICATIONS FOR VARIOUS ELECTRICAL ITEMS AND ELECTRIC METERS
BID TABULATION NO. 09-89 - OPENED, THURSDAY, SEPTEMBER 10, 2009 @ 2:00PM - ELECTRIC
Hill Country Electric Supply Texas Meter & Device Priester Mell &
Page 3 26
Unit Total Unit Total Unit Total
Price Price Price Price Price Price
Group E - Lamps & Light Fixtures
E-1 3000 ea 285-048-00001 Light Bulb, Hi Pressure Sodium 100 Watt $8.75 $26,250.00 $0.00 $0.00 $0.00 $0.00
E-2 300 ea 285-048-00003 Light Bulb, Hi Pressure Sodium 200 Watt $10.00 $3,000.00 $0.00 $0.00 $0.00 $0.00
E-3 350 ea 285-048-00005 Light Bulb, Hi Pressure Sodium 400 Watt $9.35 $3,272.50 $0.00 $0.00 $0.00 $0.00
E-4 50 ea 285-056-00011 Light Fixture, Hi Pressure, Sodium 100 watt $0.00 $0.00 $0.00 $0.00 $81.25 $4,062.50
E-5 75 ea 285-056-00006 Light Fixture, Hi Pressure, Sodium 200 watt $0.00 $0.00 $0.00 $0.00 $90.00 $6,750.00
E-6 200 ea 285-056-00007 Light Fixture, Hi Pressure, Sodium, 400 watt $0.00 $0.00 $0.00 $0.00 $119.00 $23,800.00
E-7 360 ea 285-048-00014 Light Bulb, Coated Metal Halide, 100 watt $16.70 $6,012.00 $0.00 $0.00 $0.00 $0.00
E-8 360 ea 285-056-0000 Hadco B-POD, Base Replacement w/twist lock $220.00 $79,200.00 $0.00 $0.00 $0.00 $0.00
E-9 80 ea 285-056-0000 Hadco, Twist Lock photo control cap tofor 5" OD pole $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Group E Total $117,734.50 $0.00 $34,612.50
Group F - Crossarm Braces
F-1 75 ea 285-047-00088 Brace, Deadend, 8' Fiberglass $0.000 $0.00 $0.00 $0.00 $184.00 $13,800.00
F-2 125 ea 285-047-00093 Brace, Crossarm, 8" Fiberglass $0.00 $0.00 $0.00 $0.00 $84.00 $10,500.00
F-3 75 ea 285-047-00094 Brace, Crossarm, 10" Fiberglass $0.00 $0.00 $0.00 $0.00 $107.00 $8,025.00
F-4 20 ea 285-047-00099 Brace, Deadend, 10' Fiberglass $0.00 $0.00 $0.00 $0.00 $206.00 $4,120.00
Group F Total $0.00 $0.00 $36,445.00
Croup G - Meter Sockets
G-1 75 ea 285-063-00003 Socket, Meter, Overhead 200 amp $0.00 $0.00 $0.00 $0.00 $26.75 $2,006.25
G-2 500 ea 285-063-00004 Socket, Meter, Underground 200 amp $0.00 $0.00 $0.00 $0.00 $31.75 $15,875.00
G-3 30 ea 285-063-00006 Socket, Meter, URD or O/H $0.00 $0.00 $0.00 $0.00 $143.00 $4,290.00
G-4 40 ea 285-063-00008 Socket, Meter, 200 amp, Underground $0.00 $0.00 $0.00 $0.00 $93.50 $3,740.00
G-5 50 ea 285-063-00011 Socket Bases, 13 Terminal $0.00 $0.00 $235.00 $11,750.00 $160.00 $8,000.00
G-6 30 ea 285-063-00013 Socket Bases, Duplex $0.00 $0.00 $0.00 $0.00 $130.00 $3,900.00
Group G Total $0.00 $11,750.00 $37,811.25
Croup H - Miscellaneous Materials
H-1 50 ea 285-063-00019 Pole Setting Foam $0.00 $0.00 $0.00 $64.40 $3,220.00
0
Group I - Meters
I-1 2000 ea 285-061-00002 Class 200 Electric Meter, ABB 5570C0G05 $0.00 $0.00 $16.00 $32,000.00 $0.00 $0.00
I-1a 2000 ea 285-061-00064 Class 200 Electric Meter, Itron CIS G980181 $0.00 $0.00 $31.50 $63,000.00 $22.75 $45,500.00
I-2 20 ea 285-061-00005 Class 320 Electric Meter, Schlumber 23100 $0.00 $0.00 $225.00 $4,500.00 $130.00 $2,600.00
I-3 80 ea 285-061-00050 Class 20 Electric Meter, Vectron 32032 $0.00 $0.00 $200.00 $16,000.00 $130.00 $10,400.00
I-4 80 ea 285-061-00052 Class 200 Electric Meter, Vectron 32040 $0.00 $0.00 $200.00 $16,000.00 $130.00 $10,400.00
I-5 20 ea 285-061-00056 Class 200 Electric Meter, Vectron 32008 $0.00 $0.00 $200.00 $4,000.00 $130.00 $2,600.00
Group I Total $0.00 $72,500.00 $71,500.00
GRAND TOTAL GROUPS A-H Incomplete Incomplete Incomplete
RECOMMENDATION BY LINE ITEM TOTAL $25,572.00 $0.00 $105,270.00
Texas Meter & Device
Co.
Priester-Mell &
Nicholson
ANNUAL PRICE AGREEMENT AND SPECIFICATIONS FOR VARIOUS ELECTRICAL ITEMS AND ELECTRIC METERS
BID TABULATION NO. 09-89 - OPENED, THURSDAY, SEPTEMBER 10, 2009 @ 2:00PM - ELECTRIC
Estimated Annual Quantities
Hill Country Electric Supply
Page 4 27
October 8, 2009
Regular Agenda Item 2
City Policy Regarding Street Lighting for Subdivisions in City Serviced by BTU
To: Glenn Brown, City Manager
From: Mark Smith, Public Works Director
Agenda Caption: Presentation, possible action, and discussion of City Policy regarding
Street Lighting for Subdivisions in City Limits serviced by BTU.
Recommendation(s): Staff recommends approval of this policy and authorizing City
Manager to enter Reimbursement Agreements with developers or Home Owners
Associations.
Summary: This item is being brought before the Council to consider an interim policy to
reimburse developers or Home Owners Associations for the monthly billing costs for BTU
streetlights in College Station City Limits. This is a recommendation provides equity for
College Station citizens regardless of their electric provider. College Station Utilities
currently pays the same street lighting costs for areas served by CSU.
The Reimbursement Agreement is proposed to be entered into by the developer or Home
Owners Association. Upon proof of timely payment by Developer to BTU, and upon
submittal of such proof to City, City shall reimburse Developer its regularly incurred monthly
charges for electricity for lighting such street lights.
Budget & Financial Summary: Current BTU billing is estimated at approximately $85
per streetlight per year. To date, there are 115 streetlights in the College Station City
Limits serviced by BTU totaling an approximated annual amount of $10,000. These funds
are available in General Fund contingency and, if this item is approved, will be transferred
to the Public Works budget to establish a budget for this item.
Attachments:
1. Reimbursement Agreement
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REIMBURSEMENT AGREEMENT
BETWEEN
____________ AND THE CITY OF COLLEGE STATION
This Agreement is entered into between ________________, a _____________
(“Developer”) and the City of College Station, Texas (“City”), a Texas home rule
municipality.
Whereas Developer has a development called _________________ located in
the _______________ vicinity within the City or within its extraterritorial jurisdiction, and
which is serviced by Bryan Texas Utilities (“BTU”) instead of College Station Utilities;
and
Whereas, because of this, the cost for electricity for the street lights for such
subdivision is billed separately to developer by BTU; and
Whereas, the City has determined it to be in the best interests of the general
public that the aforementioned subdivision have street lights that are lit and paid for in a
consistent manner throughout its jurisdiction; now therefore
For and in consideration of the promises set forth herein, the parties to this
Agreement herein agree to the following:
1. Developer represents that it has entered into a BTU Street Lighting Agreement
as set forth in Exhibit “A” attached hereto which is still in effect.
2. Developer agrees to keep the street lights covered within its agreement with BTU
in good operating condition in accordance with its obligations under said
agreement, and shall notify BTU as soon as practical when a street light is not
properly functioning.
3. Upon proof of timely payment by Developer to BTU, and upon submittal of such
proof to City, City shall reimburse Developer its regularly incurred monthly
charges for electricity for lighting such street lights. City shall pay Developer
within 30 days of receipt of such proof. City shall not reimburse Developer for
penalties and other extraordinary charges incurred outside of the monthly rate in
its agreement with BTU.
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4. It is expressly understood by the parties that City’s agreement to reimburse
Developer hereunder does not interfere or otherwise alter in any way Developer’s
obligations in its agreement with BTU nor is intended to confer additional rights to
any third party not a party to this Agreement. Furthermore, nothing in this
Agreement will be construed as a waiver or relinquishment by any party of its
right to claim such exemptions, privileges and immunities as may be provided by
law.
5. All notices required under this Agreement shall be deemed to have been duly
served if delivered in person or sent by certified mail to the business address as
listed herein:
City of College Station:
Director of Fiscal Services
City of College Station
P.O. Box 9960
College Station, Tx 77842
Developer:
6. This Agreement shall go into effect upon approval by both parties and may be
terminated by either party upon 30 days written notice.
7. This Agreement and the rights and obligations contained herein may not be
assigned by a party without the prior written approval of the other.
8. Each party represents that the individual signing this Agreement is duly
authorized and has the full power to do so on behalf of such party.
9. The time and place of performance of all matters relating to this Agreement is
Brazos County, Texas, United States of America, and this Agreement has been
made under and shall be governed by the laws of the State of Texas.
10. This Agreement contains the entire agreement with respect to the subject matter
hereof. Changes to this Agreement shall be in writing and signed by duly
authorized representatives of both parties.
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11. If any provision of this Agreement or the application thereof shall be held to be
invalid, illegal, or unenforceable by a court of competent jurisdiction, the validity,
legality and enforceability of the remaining provisions or the application of same,
shall not in any way be affected or impaired.
Developer:
By:___________________________________
Title: ________________________________
Date: ________________________________
City:
By:___________________________________
Title: _________________________________
Date: ________________________________
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October 8, 2009
Regular Agenda Item No. 3
Landscape Maintenance Service Contract
For Seventeen (17) Municipal Sites
(ITB #09-81 Section I-Facilities)
To: Glenn Brown, City Manager
From: David Schmitz, Assistant Director, Parks and Recreation
Agenda Caption: Presentation, possible action, and discussion regarding a resolution awarding a Landscape
Maintenance Service Contract for seventeen (17) municipal sites to Rainbow Gardens Nursery for an annual
expenditure of $152,168.00, and approval of a change order reducing the contract by $30,285.00.
Recommendation(s): Staff recommends award of the Landscape Maintenance Service Contract in the amount of
$152,168.00 to Rainbow Gardens Nursery, and approval of Change Order #1 reducing the contract by $30,285.00.
Summary: Rainbow Gardens Nursery was the lowest responsible bidder on Section I of Bid #09-81. The base bid
amount of $147,168.00 for Section I of ITB #09-81 was for all materials, machinery, equipment, supervision and
labor necessary to commence and complete normal turf, ornamental plantings, and irrigation system maintenance
operations for seventeen (17) municipal facility locations throughout the city. The contract amount of $152,168.00
includes a $5,000.00 irrigation repair allowance. Change Order #1, will reduce the contract amount by $30,285.00
by eliminating turf aeration, pre-emergent, post-emergent, fertilization; and reducing the number of monthly
irrigation checks from two to one, as per the current service levels.
Maintenance operations to begin on November 2, 2009, and will extend through September 30, 2010. Upon
completion of the original term of the contract, the contract may be extended annually with the mutual agreement
of both parties. The contract allows for only two potential annual extensions, at which time the services would
need to be re-bid.
Locations covered by this contract include:
1. Arts Council 7. Fire Station #2 13. Northgate Promenade
2. Carter Creek WWTP 8. Fire Station #3 14. PD-Cy Miller Park
3. Chimney Hill 9. Fire Station #5 15. Public Works
4. City Hall/Community Dev. 10. Ringer Library 16. Utility Customer Service
5. Conference Center 11. Municipal Court 17. Utility Service Center
6. Fire Station #1 12. Northgate Garage
Section I Base Bid: $147,168.00
Irrigation repair
Allowance: $5,000.00
Change Order #1: ($30,285.00)
Total $121,833.00
Budget & Financial Summary: Sealed competitive bids were solicited and three (3) bids were received. Please
see the attached Bid Tabulation sheet for comparison.
Legal advertisements placed 08/14/2009 and 08/21/2009
Pre-bid meeting held 08/12/2009 (Four vendors represented)
Bid opening held 2 p.m. on 09/01/2009 (3 bids received)
Funding for the seventeen (17) sites included in Section I of Bid #09-81 has been included in the proposed FY 09-
10 budget in the General Fund - Parks and Recreation Department, Parking Fund, Electric Fund, Wastewater Fund,
and Economic Development Fund.
Attachments:
1. Resolution No_____________
2. Change Order #1
3. Bid tabulation for Bid #09-81 (Copy of this document will be in the City Secretary’s Office)
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October 8, 2009
Regular Agenda Item No. 4
Landscape Maintenance Service Contract
For Twenty-Seven (27) Municipal Sites
(ITB #09-81 Section II and III-Parks, Streets, Open space, and Greenways)
To: Glenn Brown, City Manager
From: David Schmitz, Assistant Director, Parks and Recreation
Agenda Caption: Presentation, possible action, and discussion regarding a resolution awarding a Landscape
Maintenance Service Contract for twenty-seven (27) municipal sites to Landscapes, USA for an annual expenditure
of $265,787.00, and approval of a change order reducing the contract by $40,836.00.
Recommendation(s): Staff recommends award of the Landscape Maintenance Service Contract in the amount of
$265,787.00 to Landscapes, USA, and approval of Change Order #1 reducing the contract by $40,836.00.
Summary: Landscapes, USA was the lowest responsible bidder on Sections II and III of Bid #09-81 in September
2009. The base bid amount of $255,787.00 was for all materials, machinery, equipment, supervision and labor
necessary to commence and complete normal turf, ornamental plantings, and irrigation system maintenance
operations for twenty-seven (27) locations throughout the city. The contract amount of $265,787.00 includes a
$10,000.00 irrigation repair allowance. Change Order #1, will reduce the contract amount by $40,836.00 by
eliminating turf aeration, pre-emergent, post-emergent, and fertilization; and reducing the number of monthly
irrigation checks from two to one, as per the current service levels.
Operations to begin on November 2, 2009, and will extend through September 30, 2010. Upon completion of the
original term of the contract, the contract may be extended annually with the mutual agreement of both parties.
The contract allows for only two potential annual extensions, at which time the services would need to be re-bid.
Locations covered by this contract include:
1. Castlegate Park 10. Freeman Tract 19. Tarrow Medians
2. Castle Rock Park 11. G. Bush Dr. East 20. Texas Avenue Phase I
3. Cove of Nantucket Park 12. G. Bush Dr. Medians 21. Texas Avenue Phase II
4. Crescent Pointe Park 13. Hereford/Winding Median 22. Unity Plaza
5. Business Center 14. Krenek Tap Crossing 23. University Dr. Medians
6. Dartmouth Street 15. Northgate Park 24. University Park
7. Edelweiss Gartens Park 16. Providence Church Site 25. Woodland Hills Park
8. Fitch Parkway 17. Rock Prairie Medians 26. WPC Park
9. FM 2818 Crepe Myrtles 18. Southland Street lots 27. WPC Trails
Section II & III Base Bid: $255,787.00
Irrigation repair
Allowance: $10,000.00
Change Order #1: ($40,836.00)
Total $224,951.00
Budget & Financial Summary: Sealed competitive bids were solicited and three (3) bids were received. Please
see the attached Bid Tabulation sheet for comparison.
Legal advertisements placed 08/14/2009 and 08/21/2009
Pre-bid meeting held 08/12/2009 (Four vendors represented)
Bid opening held 2 p.m. on 09/01/2009 (3 bids received)
Funding for the twenty-seven (27) sites included in Bid #09-81 has been included in the proposed FY 09-10 budget
in the General Fund - Parks and Recreation Department, and the Parking Fund.
Attachments:
1. Resolution No_____________
2. Change Order #1
3. Bid tabulation for Bid #09-81 (Copy of this document will be in the City Secretary’s Office)
4. Landscape Maintenance Agreement (Copy of this document will be in the City Secretary’s Office)
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October 8, 2009
Regular Agenda Item No. 5
Appointment to Brazos County Appraisal District
To: Glenn Brown, City Manager
From: Connie Hooks, City Secretary
Agenda Caption: Presentation, possible action, and discussion regarding the City’s
appointment to the Brazos County Appraisal District.
Recommendation(s): Staff recommends reappointing Dr. Kaiser for another term as the
City’s representative on the Brazos County Appraisal District’s Board of Directors.
Summary: The City Manager’s office received a letter from Mark Price, Chief Appraiser, on
August 24, 2009 notifying the City that as of December 31, 2009, the terms of the board of
directors of the appraisal district will expire.
College Station is currently represented on the Board by Dr. Ronald Kaiser. Board
members’ terms expire every two years on December 31. Dr. Kaiser has served in this
position for the last two years and has notified the City he is willing to serve another term if
reappointed.
Budget & Financial Summary: No direct impact on the City, however, budget oversight is
an important activity of the board members.
Attachments:
1. Letter from the Brazos County Appraisal District
2. Appraisal District Director’s Responsibilities and Eligibility Requirements
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Brazos County Appraisal District
1673 Briarcrest Dr., Suite A-101
Bryan, Texas 77802
Telephone: (979) 774-41 00
Facsimile: (979) 774-41 96
August 21,2009
Mr. Glenn Brown
City Manager
City of College Station
P 0 Box 9960
College Station, TX 77842
Mark W. Price
Chief Appraiser
Re: Appraisal District Board of Directors Membership
Dear Mr. Brown:
As of December 31, 2009, the terms of the board of directors of the appraisal district expire. The
procedures for appointing board members were established by majority resolution in 2001. It is
time for your jurisdiction to appoint its member or members to the Board of Directors of the
Brazos County Appraisal District for a two year term beginning on January 1,2010.
In accordance to those resolutions, the board of directors is composed of scvcn mcmbers.
Members are to be appointed by each jurisdiction based on the following schedule:
Brazos County: One member
Bryan ISD: Two members
College Station ISD: Two members
City of Bryan: One member
City of College Station: One member
Current board members are:
Lonnie Jones & William Lero - representing Bryan ISD
Ken Medders, Jr. - representing Brazos County
J. Stephen Arden & John Flynn - representing College Station ISD
the City of Bryan
the City of College Station
Kristeen Roe - automatic non-voting membership as County Tax Assessor/Collector
Please take appropriate action to place this item on an upcoming agenda, as notification of your
appointment for the 2010-2011 tern1 must be made to the appraisal district by November 15, 2009.
If you have any questions or need additional information, please give me a call.
Mark W. Price
Chief Appraiser
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Appraisal District Director’s Responsibilities and Eligibility Requirements
Tax Code Section 6.03 establishes the selection process for appraisal district directors. This process is not an
“election” governed by the Texas Election Code, but an independent procedure unique to the property tax system.
General Statement of Functions
The board of directors has the following primary responsibilities:
¾ Establish the appraisal district’s appraisal office;
¾ Adopt the appraisal district’s annual operating budget;
¾ Contract for necessary services;
¾ Hire a chief appraiser;
¾ Hire a taxpayer liaison officer (districts in counties having a population of over 125,000)
¾ Appoint appraisal review board members and
¾ Make general policy on the appraisal district’s operation
Eligibility Requirements
To be eligible to serve on the board, a person must have resided in the appraisal district for at least two years
immediately preceding the date of taking office (as long as there are no conflicts of interest).
An employee of a taxing unit that participates in the appraisal district may not serve. However, an elected official or
member of the governing body of a participating taxing unit may serve.
Owing delinquent property taxes disqualifies a person from serving on the CAD board of directors or as chief
appraiser.
A person may not be appointed or continue to serve on the board, if related within the second degree of
consanguinity (blood) or affinity (marriage) to the following persons:
¾ an appraiser who appraises property for use in the appraisal district’s appraisal review board proceedings, or;
¾ a tax representative who represents taxpayers for compensation before the appraisal district’s appraisal review
board.
Conflicts of Interest
Board members are subject to two conflict of interest statues. Chapter 171, Local Government Code, is a conflict of
interest statue that applies to all local officers, including appraisal district directors. The Property Tax Code Section
6.036 also places conflict of interest provisions on directors. While the two definitions are similar, they are not
identical. When a question arises about the application of Chapter 171 and Section 6.036, the board should consult
with its attorney before acting on the matter.
Terms
Appraisal district directors serve two-year terms. Each term begins on January 1 of an even-numbered year. All
directors serve the same two-year terms unless the taxing units have adopted staggered terms.
Limited Appraisal Authority
The board’s authority over appraisals is limited. The board does not appraise property or review values on
individual properties. The law assigns these tasks to the chief appraiser and the appraisal review board,
respectively.
Compensation of Directors
Appraisal district directors may not receive a salary, per diem or other compensation for serving on the board.
However, the appraisal district may reimburse for reasonable and necessary expenses incurred in the performance of
a director’s duties if included in the appraisal district budget.
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