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HomeMy WebLinkAbout2014.05.20 City Council AgendaCity Council City of University Park Meeting Agenda - Final City Hall 3800 University Blvd. University Park, TX 75205 Council Chamber5:00 PMTuesday, May 20, 2014 EXECUTIVE SESSION 4:00 - 4:45 P.M. Pursuant to TGC§551.071(2), the City Council will meet in closed Executive Session to receive confidential legal advice from the City Attorney with regard to real estate development and zoning matters. No action will be taken. Executive Conference Room, 1st Floor, City Hall. PRE-MEETING WORK SESSION 4:45 - 5:00 P.M. City Council will meet in open work session to receive agenda item briefings from staff. No action will be taken. Executive Conference Room, 1st Floor, City Hall. TO SPEAK ON AN AGENDA ITEM Anyone wishing to address the Council on any item must fill out a green “Request to Speak” form and return it to the City Secretary. When called forward by the Mayor, before beginning their remarks, speakers are asked to go to the podium and state their name and address for the record. I.CALL TO ORDER A.INVOCATION: City Attorney Rob Dillard B.PLEDGE OF ALLEGIANCE: City Attorney Rob Dillard / Boy Scouts C.INTRODUCTION OF COUNCIL: Mayor W. Richard Davis D.INTRODUCTION OF STAFF: City Manager Robbie Corder II.PUBLIC COMMENTS Anyone wishing to address an item not on the Agenda should do so at this time. Please be advised that under the Texas Open Meetings Act, the Council cannot discuss or act at this meeting on a matter that is not listed on the Agenda. However, in response to an inquiry, a Council member may respond with a statement of specific factual information or a recitation of existing policy. Other questions or private comments for the City Council or Staff should be directed to that individual immediately following the meeting. III.CONSENT AGENDA Page 1 City of University Park Printed on 5/16/2014 May 20, 2014City Council Meeting Agenda - Final 14-066 Consider and act on the award of a janitorial services contract for City facilties Staff Report Bid Tabulation Attachments: 14-083 Consider and act on minutes of the April 15 City Council Meeting with or without corrections April 15, 2014 City Council Meeting MinutesAttachments: 14-086 Consider and act on minutes of the May 6, 2014 City Council Meeting with or without correction. May 6, 2014 City Council Meeting MinutesAttachments: IV.MAIN AGENDA 14-078 Ceremony: Judge James Barklow will administer the Oath of Office to the Mayor and Council-elect. 14-077 Consider and act to designate Mayor Pro Tempore 14-082 Presentation of gifts to outgoing Mayor W. Richard Davis and Mayor Pro Tempore Robert Clark V.ADJOURNMENT Page 2 City of University Park Printed on 5/16/2014 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Users\GRANIC~1\AppData\Local\Temp\BCL Technologies\easyPDF 7\@BCL@3805964B\@BCL@3805964B.docx 1:15 PM 05/16/14 AGENDA MEMO 5/20/2014Agenda TO:Honorable Mayor and City Council FROM:Christine Green, Purchasing Agent SUBJECT:CONSIDER AND ACT: On the award of Bid #14-03, Best Value Bid for Janitorial Services BACKGROUND: With the completion of the City’sinitial four-year janitorial services contract at City Hall, we solicited new bids on April 1st for janitorial services at all five City facilities: City Hall, the Peek Center, 2525 University, the Library, and the Holmes Aquatic Center. All five facilities are currently maintained by United Building Maintenance Enterprise, Inc. (UBM) at a total annual cost of $93,942.48. At the May 6th City Council Meeting, staff recommended that the bid be awarded to UBM. We specified that thiswas a “Best Value Bid,” so we were able to evaluate the bids with other criteria besides price. Gerry Bradley, Director of Parks, Tammy Watson, Parks Superintendent, and I reviewed and scored the bids according to the following criteria specified in the bid: 1.Work Plan –The proposed use of personnel, supervision and types of equipment that, in the City’s judgment, is sufficient to meet the services requirements (50 Points); 2.Work Stability –References with contracts of similar size, complexity, and type during past three (3) years. Examples: municipalities, high security areas, etc. (30 points); 3.Total Purchase Price (20 Points). UBMwas our unanimous first choice with a high average score of 93. UBM’s bid price for janitorial service at all five City facilities is $97,119.88. While their pricing is higher than several other qualified bidders we considered, we feel that UBM’s history of excellent service to the City outweighs any cost differential. Additionally, continuing with UBM allows janitorial services to continue uninterrupted and with no requirement for training by City staff. This contract is a one year fixed price contract with four optional one year renewals. Additional Research At the May 6th meeting, the Council asked staff to perform additional research on the lowest priced bids that were submitted. Assistant to the City Manager George Ertle 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Users\GRANIC~1\AppData\Local\Temp\BCL Technologies\easyPDF 7\@BCL@3805964B\@BCL@3805964B.docx 1:15 PM 05/16/14 reviewed the work plans and total purchase priceof the three lowest bids. These companies’ work plans proposedthe number of hours and staffthey would provide to clean City facilities according to the specifications in the bid. Georgealso called references on each of the companies. While the referenceswere generally good for all three, he determined that these companies could not perform the required cleaning services for the amount of money that they bid. RECOMMENDATION: Staff recommends award of Bid #14-03, Best Value Bid for Janitorial Services, to UBM in the annual amount of $97,119.88. TABULATION BID #14-03, BEST VALUE BID FOR JANITORIAL SERVICES AT ALL CITY FACILITIES OPENED 10:00 A.M., APRIL 1, 2014 Average Std Cost Company Score Location 71,046 Sq Ft/Yr 1.UBM Enterprise, Inc.93 11102 Ables Ln., Dallas, TX 75229 $97,119.88 2.Global Building Maintenance 83 2001 W. Northwest Hwy., #130, Dallas, TX 75220 $93,537.48 3.Britton Building Maintenance 74 222 W. Las Colinas Blvd., #547E, Irving, TX 75039 $87,064.32 4.Oriental Building Services, Inc.73 2526 Manana Dr., Suite 208, Dallas, TX 75220 $100,762.32 5.CareMaster Building Services 70 10031 Monroe Dr. Suite 201, Dallas, TX 75229 $97,714.64 6.Varsity Facility Services 69 3707 Constitution Drive, Grand Prairie, TX 75052 $89,937.00 7.CTJ Maintenance, Inc.69 6565 N. MacArthur Blvd., #225, Irving, TX 75039 $83,640.00 8.Evelyn's Professional Janitorial 68 1617 North Central Expressway, Plano, TX 75075 $72,795.00 9.James Enterprise 67 706 N. Hwy 67, Cedar Hil, TX 75104 $59,244.00 10.G2 Premier Staff, LLC 66 400 E. Las Colinas Blvd., Ste. 750, Irving, TX 75039 $70,739.21 11.American Facility Services 63 1325 Union Hill Industrial Court, Suite A, Alpharetta, GA 30004$66,499.06 12.Member's Building Maintenance 60 11363 Denton Drive, #127, Dallas, TX 75229 $50,718.52 13.Crew One Cleaning 44 9717 Waterview Pkwy., Rowlett, TX 75089 $130,724.64 14.Sonlight Cleaning 28 4013 Clay Ave., Suite C, Dallas, TX 76117 $227,844.52 City Hall 3800 University Blvd. University Park, TX 75205 City of University Park Meeting Minutes - Draft City Council 5:00 PM Council ChamberTuesday, April 15, 2014 EXECUTIVE SESSION 3:05 - 3:55 P.M. Pursuant to Texas Government Code §551.072, the City Council met in closed executive session to discuss a confidential real estate transaction; Pursuant to TGC§551.071(2) to receive confidential legal advice from the City Attorney with regard to the City’s legal obligation to the Firefighters’ Relief and Retirement Fund (FRRF). The Executive Session was attended by Mayor Davis, Mayor Pro Tem Clark, Councilmembers Begert, Moore, and Stewart. Also present were City Attorney Dillard, City Manager Livingston, Director of Public Works Smallwood, and Assistant City Manager Corder. No action was taken. Executive Conference Room, 1st Floor, City Hall. PRE-MEETING WORK SESSION 4:05 - 4:35 P.M. The City Council met in open work session to receive agenda item briefings from staff. No action was taken. Council Conference Room, 2nd floor, City Hall. CALL TO ORDERI. Roll Call Present: 5 - Mayor W. Richard Davis, Mayor Pro Tem Bob Clark, Councilmember Bob Begert, Councilmember Dawn Moore and Councilmember Tommy Stewart. City Manager Bob Livingston and City Attorney Robert L. Dillard, III were also seated on the dais. INVOCATION: City Manager Bob LivingstonA. PLEDGE OF ALLEGIANCE: City Manager Bob LivingstonB. INTRODUCTION OF COUNCIL: Mayor W. Richard DavisC. INTRODUCTION OF STAFF: City Manager Bob LivingstonD. Staff present included Community Information Officer Steve Mace, Director of Information Services Jim Criswell, Chief of Police Greg Spradlin, Director Page 1City of University Park April 15, 2014City Council Meeting Minutes - Draft of Public Works Bud Smallwood, Purchasing Agent Christine Green, City Secretary Liz Spector, Acting Director of Community Development Jacob Speer, Library Director Sharon Martin, Chief Planning Official Harry Persaud, Assistant to the City Manager George Ertle, Fire Chief Randy Howell, Director of Parks Gerry Bradley, Assistant City Manager Robbie Corder, and Director of Human Resources Luanne Hanford, Ann Bray, City Hall Receptionist. AWARDS AND RECOGNITIONII. Mayor Davis recognized City Manager Bob Livingston on his retirement from the City after 23 years of service. He presented a resolution to Mr. Livingston and invited the community to celebrate his accomplishments at a reception on April 25th at Highland Park Presbyterian Church in Elliot Hall. CONSENT AGENDAIII. 14-059A.Consider Resolution designating the Rotary Club of Park Cities the organizer of the annual Fourth of July Parade Staff Report Resolution Attachments: This Resolution was approved. 14-049B.Consider and act to appoint Robbie Corder City Manager effective April 30, 2014 Staff ReportAttachments: This Appointment was approved. 14-048C.Consider and act on minutes of the April 1, 2014 City Council Meeting with or without corrections Staff Report April 1, 2014 City Council Meeting Minutes Attachments: The Minutes from the April 1, 2014 City Council Meeting were approved as submitted. Approval of the Consent Agenda A motion was made by Councilmember Stewart, seconded by Councilmember Moore, to approve the Consent Agenda. The motion carried by the following vote: Aye:Mayor Davis, Mayor Pro Tem Clark, Councilmember Begert, Councilmember Moore, and Councilmember Stewart 5 - MAIN AGENDAIV. Page 2City of University Park April 15, 2014City Council Meeting Minutes - Draft 14-058A.Consider approval of a detailed site plan for the YMCA proposed development located in Planned Development District, PD-12 and situated at 6000 Preston Road Staff Report Staff Report - P & Z Ordinance adopting conceptual site plan Detailed Site Plan Minutes of the March 11, 2014 P & Z Meeting Attachments: Chief Planning Official Harry Persaud addressed the Council. He said that P&Z considered this issue at their March 11, 2014 meeting and forwarded a recommendation to the City Council with five special conditions as outlined in their documentation. Mayor Davis asked the representative from the YMCA, Duncan Fulton, 3525 Rankin, to speak. Mr. Fulton did not have any issues with the item as presented. Nick Kuntz, 4112 Normandy Street, spoke as a representative of the neigborhood and expressed concern about traffic on the street. Mr. Kuntz asked the City Council to consider the needs of the homeowners near the YMCA. Councilmember Stewart asked Harry Persaud about the site plan and what would be done to deter vehicles going north on Normandy from turning right into the the parking garage. Mr. Persaud suggested that the Council add the following condition: "Entry to the parking gargage shall be redesigned to include traffic control measures which will discourage westbound traffic on Normandy turning right into the parking garage." Councilmember Begert asked Harry Persaud if the City could conduct its own traffic count in case the neighbors feel that too much traffic is going down their street. Director of Public Works Bud Smallwood said "yes", and that the YMCA would be required to pay for any mitigation of traffic issues if they arise. Mr. Smallwood also answered Councilmember Begert's question that the May 1, 2012 (DeShazo) traffic study would serve as the baseline traffic count. Ken Raggio, 4125 San Carlos, agreed that the DeShazo traffic count would serve as the baseline traffic count and that the Council could call for a traffic study at any time thereafter. Duncan Fulton, 3524 Rankin, expressed concern that discouraging right hand turns into the parking garage would displace traffic onto Shenandoah by replacing right turns with three left turns. Ken Raggio spoke again and agreed with Mr. Fulton's concern that more left turns would result in increased car counts in the neighborhood. Page 3City of University Park April 15, 2014City Council Meeting Minutes - Draft Councilmember Clark asked why the traffic plan should discourage right turns. Harry Persuad responded that the idea is to keep traffic on the main arterial and off of the residential streets. Councilmember Begert said the concern was that cars coming south on Preston would not want to wait for the left turn signal at a traffic light; rather, they would "run the horseshoe" around the neighborhood. Harry reiterated that the idea is to keep traffic on the main arterial and off the residential streets. Bud Smallwood said the thought is to see how traffic responds initially and then make modifications as needed. A motion was made to approve the detailed site plan for the YMCA proposed development subject to the five conditions recommended by P&Z. The motion carried by the following vote: Aye:Mayor Davis, Mayor Pro Tem Clark, Councilmember Begert, Councilmember Moore, and Councilmember Stewart 5 - 14-050B.Public hearing and consideration of an ordinance approving the 2014 Water Conservation Plan Staff Report Executive Summary Draft Ordinance Attachments: Director of Public Works Bud Smallwood stated that the City is required to develop and submit to the State a water conservation plan and drought contingency plan every five years. Both plans are due to the State by May 1st. Councilmember Moore asked staff to follow up on a plan to limit watering to twice a week. Bud Smallwood said staff will bring an item back to the Council in May or June with a recommendation on the idea of limiting watering to twice a week. The Mayor asked if PW will study this and bring it back to the Council. Councilmember Begert agreed and would like staff to consider all aspects of the issue, not just the two times per week option. 14-050 Public hearing and consideration of an ordinance approving the 2014 Water Conservation Plan Aye:Mayor Davis, Mayor Pro Tem Clark, Councilmember Begert, Councilmember Moore, and Councilmember Stewart 5 - 14-051C.Public hearing and consideration of an ordinance approving the 2014 Drought Contingency Plan Staff Report Executive Summary Draft Ordinance Attachments: 14-051 Public hearing and consideration of an ordinance approving the 2014 Drought Contingency Plan Aye:Mayor Davis, Mayor Pro Tem Clark, Councilmember Begert, Councilmember Moore, and Councilmember Stewart 5 - Page 4City of University Park April 15, 2014City Council Meeting Minutes - Draft PUBLIC COMMENTSV. Judy Cole, 3800 block of Northwest Parkway, asked the Council to revoke a building permit issued to the other half of the duplex where she resides. She was concerned about potential damage to her side of the building. Mayor Davis recommended that she speak to the City Attorney. Resident Greg Miller expressed concern to the Council about traffic at the intersection of Greenbrier and Westchester. He requested placement of a stop sign at this intersection. Mayor Davis thanked Mr. Miller for his comments. ADJOURNMENTVI. As there was no further business, Mayor Davis adjourned the meeting at 6:00 P.M. Considered and Approved this 20th day of May, 2014: _____________________________ Mayor W. Richard Davis ATTEST: _____________________________ Christine Green, City Secretary Page 5City of University Park City Hall 3800 University Blvd. University Park, TX 75205 City of University Park Meeting Minutes - Draft City Council 5:00 PM Council ChamberTuesday, May 6, 2014 EXECUTIVE SESSION 3 - 4 P.M. The City Council met in closed session under the provisions of Section 551.071 (2) of the Texas Government Code for a private consultation with the City Attorney regarding legal means available to the City for abatement of public nuisances. No action was taken. Executive Conference Room, 1st Floor, City Hall. PRE-MEETING WORK SESSION 4 - 5 P.M. The City Council met in open work session to receive agenda item briefings from staff. No action was taken. Council Conference Room, 2nd Floor, City Hall. CALL TO ORDERI. Present: 5 - Mayor W. Richard Davis, Mayor Pro Tem Bob Clark, Councilmember Bob Begert, Councilmember Dawn Moore and Councilmember Tommy Stewart. City Manager Robbie Corder and City Attorney Robert L. Dillard, III were also seated on the dais. INVOCATION: Councilmember Dawn MooreA. PLEDGE OF ALLEGIANCE: Councilmember Dawn Moore / Boy ScoutsB. Several Boy Scouts from Troop 35 attended the meeting. They assisted in leading the Pledge of Allegiance and then introduced themselves. They included Ford Chambers, Ricky Lane, Roman Cave, and Beau Lane. INTRODUCTION OF COUNCIL: Mayor W. Richard DavisC. INTRODUCTION OF STAFF: City Manager Robbie CorderD. Staff in attendance included Community Information Officer Steve Mace, Director of Information Services Jim Criswell, Chief of Police Greg Spradlin, Assistant to the City Manager George Ertle, City Secretary Christine Green, Director of Finance Tom Tvardzik, Controller Civic Yip, Senior Network Specialist Ken Irvin, Director of Parks Gerry Bradley, Library Director Sharon Martin, Acting Director of Community Development Jacob Speer, Fire Chief Randy Howell, Director of Public Works Bud Smallwood, and Receptionist Ann Bray. Page 1City of University Park May 6, 2014City Council Meeting Minutes - Draft AWARDS AND RECOGNITIONII. Mayor Davis and retired City Manager Bob Livingston recognized Liz Spector for her service to the City of University Park as City Secretary. Director of Finance Tom Tvardzik presented GFOA's Certificate of Achievement for Excellence in Financial Reporting, FY2012, to Controller Civic Yip. CONSENT AGENDAIII. 14-066 Consider and act on the award of a janitorial services contract for City facilties Staff Report Bid Tabulation Attachments: A motion was made by Councilmember Begert, seconded by Councilmember Clark, to remove this item from the Consent Agenda and place it on the May 20, 2014 City Council Meeting agenda. The motion carried by the following vote: Aye: 5 - Mayor Davis, Mayor Pro Tem Clark, Councilmember Begert, Councilmember Moore, and Councilmember Stewart. 14-062 Consider and act on an amendment to the salary ordinance Staff Report Draft Ordinance Attachments: This Ordinance was approved. Enactment No: ORD No.14/010 14-063 Consider and act on the purchase of an in-car camera system for Police vehicles Staff Report Vendor Quote Attachments: This Action Item was approved. 14-064 Consider and act on a resolution denying the 2014 Atmos Energy rate increase request Staff Report Resolution Attachments: This Resolution was approved. Enactment No: RES No.14-002 Page 2City of University Park May 6, 2014City Council Meeting Minutes - Draft Approval of the Consent Agenda A motion was made by Councilmember Stewart, seconded by Councilmember Begert, to approve the remaining items on the Consent Agenda, Items 14-062, 14-063, and 14-064. The motion carried by the following vote: Aye: 5 - Mayor Davis, Mayor Pro Tem Clark, Councilmember Begert, Councilmember Moore, and Councilmember Stewart. MAIN AGENDAIV. 14-072 Receive report from Youth Advisory Commission on 2013-14 Activities Staff ReportAttachments: Steve Mace introduced Preston Eisnaugle, Chair of the Youth Advisory Commission (YAC). He reported on YAC's activities over the past academic year as well as plans for 2014-15. 14-068 Receive FY2013 Comprehensive Annual Financial Report (CAFR) Staff ReportAttachments: City Manager Corder highlighted that the FY2013 Comprehensive Annual Financial Report was received with an unqualified opinon for the report and that there was no management letter identifying any internal controls or other items of concern about the City's financial controls. PUBLIC COMMENTSV. No requests to address the City Council under Public Comments were received. ADJOURNMENTVI. As there was no further business, Mayor Davis adjourned the meeting at 5:20 P.M. Considered and Approved this 20th day of May, 2014: _____________________________ Mayor W. Richard Davis ATTEST: _____________________________ Christine Green, City Secretary Page 3City of University Park May 6, 2014City Council Meeting Minutes - Draft Page 4City of University Park