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Home My WebLink About2015.10.06 City Council AgendaCity Council City of University Park Meeting Agenda City Hall 3800 University Blvd. University Park, TX 75205 Council Chamber5:00 PMTuesday, October 6, 2015 EXECUTIVE SESSION 3:30 - 4:00 P.M. Pursuant to TGC§ 551.071, the City Council met in closed session to receive confidential legal advice from the City Attorney regarding a lease agreement with the Park Cities Historic Preservation Society. No action was taken. Executive Conference Room, 1st Floor, City Hall. PRE-MEETING WORK SESSION(S) 4:00 - 5:00 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. 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: Fire Chief Randy Howell B.PLEDGE OF ALLEGIANCE: Fire Chief Randy Howell / Boy Scouts C.INTRODUCTION OF COUNCIL: Mayor Olin Lane, Jr. D.INTRODUCTION OF STAFF: City Manager Robbie Corder II.AWARDS AND RECOGNITION 15-440 Retirement – Mr. Jorge Martinez Jorge Martinez Retirement Memo.docxAttachments: III.CONSENT AGENDA Page 1 City of University Park Printed on 10/20/2015 October 6, 2015City Council Meeting Agenda 15-422 Consider approval of FY16 Participation in the NCTCOG Regional Storm Water Management Program FY16 NCTCOG RSWMP LOA Agenda Memo.docx FY16 RSWMP LOA.pdf University Park LOA_WP_FY16.pdf Attachments: 15-437 Consider approval of the FY16 Interlocal Agreement with Dallas County for participation in the Household Hazardous Waste Program FY16 HHW Agenda Memo.docx Dallas County HHW ILA.pdf Attachments: 15-426 Consider approval of purchase of five police vehicles Agenda Memo - VPR 10.06.15.docx Memo from Fleet Manager.pdf Caldwell County Chevrolet Quote.pdf Attachments: 15-436 Consider approval of the purchase of a sanitation truck Memo to Council - Sanitation Truck Purchase.docx Memo from Fleet Manager.pdf Quote from Rush Truck Center.pdf Attachments: 15-447 Consider approval of the minutes of the September 15, 2015 City Council Meeting with or without corrections. Staff report 2015.09.15 City Council Meeting Minutes Attachments: IV.MAIN AGENDA 15-442 Consider approval of the purchase of playground equipment for Humann Park. Humann Park Playground Repacements memodocx.pdf Humann Playground Concepts.pdf TJ-08012-15 Rev 1 City of University Park - Linear Park.pdf Attachments: 15-443 Consider approval of a park reservation request for 2016 UPPA “UP All Night" event. UPPA 2016 - Up All Night Memo2.pdf Request for Park Reservation UP All Night.pdf UP All Night_Dr CarterLetter 2015-2016.pdf UPPA UP All Night Survey 8.5.15.pdf UPPA UP All Night Survey Tally.pdf Resident Opposition -UP All Night.pdf Attachments: Page 2 City of University Park Printed on 10/20/2015 October 6, 2015City Council Meeting Agenda 15-445 Consider award of a Best Value Bid for landscaping and irrigation services for the Preston Road Parkway Project and; approval of a contract for wall repair and painting for the same project. Preston Road Median Project Memo.pdf Preston Road Medians Bid Tab 2015.pdf Authorization_Letter_City_of_University_Park_9-28-15.pdf Attachments: 15-441 Consider approval of EnerGov software, professional services, and travel expenses to implement code enforcement software Agenda Memo - EnerGov Code Enforcement Implementation Tyler-EnerGov Code Enforcement Implementation Proposal.pdf Attachments: 15-446 Consider award of contract for Mile Per Year 47050 Staff SummaryAttachments: 15-444 Discuss the Lovers 52 Development Agreement Staff SummaryAttachments: V.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. As authorized by Section 551.071(2) of the Texas Government Code, this meeting may be convened into Closed Executive Session for the purpose of seeking confidential legal advice from the City Attorney on any Agenda items listed herein. CERTIFICATE: I, Amanda Hartwick, Deputy City Secretary, do hereby certify that a copy of this Agenda was posted on the City Hall bulletin board, a place convenient and readily accessible to the general public at all times, and on the City's website, www.uptexas.org, in compliance with Chapter 551, Texas Government Code. DATE OF POSTING:____________________________ TIME OF POSTING:_____________________________ __________________________________ Amanda Hartwick, Deputy City Secretary Page 3 City of University Park Printed on 10/20/2015 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 8:09 AM 09/30/15 AGENDA MEMO 10/6/2015Agenda TO:Honorable Mayor and City Council FROM:Gerry Bradley, Directorof Parksand Recreation SUBJECT:Retirement –Mr. Jorge Martinez BACKGROUND: Staff would like to recognize and congratulate Mr. Jorge (Momo) Martinez on his retirement with the City of University Park. Mr. Martinez has served the City in a dedicated and loyal manner for the past 39years. 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Users\GRANIC~1\AppData\Local\Temp\BCL Technologies\easyPDF 7\@BCL@A00543EE\@BCL@A00543EE.docx 11:08 AM 09/08/15 AGENDA MEMO 10/6/2015Agenda TO: Honorable Mayor and City Council FROM: Jacob Speer, Director of Public Works. SUBJECT:Letter of Authorization with the North Central Texas Council of Governments concerning the Regional Storm Water Management Program BACKGROUND: In December 2013, the Council authorized the City’s participation in a five (5) year InterlocalAgreement with the North Central Texas Council of Governments (NCTCOG) for the Regional Storm Water Management Program for FY13 –FY17. Participation in the program provides municipalities resources for staff and developer training, public education, and guidance with TCEQ mandated annual reporting concerning compliance with the City’s Storm Water Management Program (SWMP). Annual dues associated with the Interlocal Agreement are assessed to each cooperating municipality based on population. The 2016cost-share for the City is $3,190.00. Staff anticipates utilizing construction inspection training materials and public education and outreach brochures and currently takes advantage of the information and guidance provided by the Regional Storm Water Management Program. RECOMMENDATION: Staff recommends approval of the authorization letter for participation in the Regional Storm Water Program with NCTCOG and payment for the associated FY2016Work Program and to authorize the City Manager to execute the letter. LETTER OF AUTHORIZATION Regional Stormwater Management Program of North Central Texas: North Central Texas Council of Governments (NCTCOG) FY2016 Administrative and Implementation Assistance The NCTCOG and the City of University Park (hereafter referred to as the "participant") have executed an Interlocal Agreement to provide a structure through which the participants can pursue initiatives that assist with the Regional Stormwater Management Program. The Interlocal Agreement established a structure by which a Regional Stormwater Management Coordinating Council may identify specific activities to be carried out by NCTCOG, and/or professional agencies, with cost allocations to be determined through Coordinating Council consensus. The participants to this agreement have reviewed the NCTCOG proposed work plan for FY2016, which includes NCTCOG assistance to the participants for administrative and implementation support of stormwater related activities and the cost-share arrangement for funding of this effort. In accordance with Article 2, Paragraph 5, and Article 5 of the Interlocal Agreement, the purpose of this letter is to authorize the participant's cost-share of $3,190.00 for the FY2016 Work Program. Execution of this Letter of Authorization is considered a formal part of the Interlocal Agreement, and obligates the participant's cost share as identified above. If the participant fails to execute this agreement prior to January 15, 2016, a 5% penalty will be added to the above cost-share amount for every complete quarter of delay after the first. Once executed, billing of the participant by NCTCOG for these services will be made no more frequently than quarterly. NCTCOG will invoice the participant for its costs incurred resulting from the FY2016 work program, and the participant shall remit the amount of the invoice to NCTCOG within thirty (30) calendar days of receipt of the invoice. In the event that the participant does not accept the goods or services or finds an error in the invoice, the participant shall notify the NCTCOG Manager who is responsible for executing this program as soon as possible within the 30 calendar day period, and shall make payment not less than ten (10) calendar days after the problem(s) are corrected or the error is resolved to the satisfaction of all parties. In the event that payment of invoiced goods or services is not received by the NCTCOG within 30 calendar days of receipt of the accepted invoice, NCTCOG is authorized to charge the participant interest in accordance with the Prompt Payment Act. Participants that do not pay will not receive the benefits outlined in the FY2015 work program Work under this program will be carried out from October 1, 2015 through September 30, 2016. It may become necessary for work to continue beyond September 30, 2016 in order to complete the authorized FY2016 work program. However, costs for the work program will not exceed the participant’s cost-share as agreed to in this authorization letter. Each individual signing this Letter of Authorization on behalf of a participant warrants that he or she is legally authorized to do so and that the participant is legally authorized to perform the obligations undertaken. The undersigned represent the agreement of NCTCOG and the City of University Park to these provisions. ________________________________________ Authorized Signature ________________________________________ Mike Eastland, Executive Director North Central Texas Council of Governments ________________________________________ Name (please print) ________________________________________ Date ________________________________________ Date Page 1of 1Storm Water Cost Shares -Environment & Development -NCTCOG.org 9/2/2015http://www.nctcog.org/print.asp Approved May 13, 2015 Regional Stormwater Program FY2016 Work Program Appendix A Regional Stormwater Management Program Appendix A FY2016 Work Program Deliverables Local Government Participation and Oversight  Act as a liaison between regulatory agencies and permitted MS4s as needed  Maintain communication and regular opportunities for the exchange of information between participants, RSWMCC members, and NCTCOG staff  Assist local governments with SWMPs and RDIs as needed  Continue exploring and developing ideas for RDI projects through the RDI Task Forces  Coordinate up to two county roundtables contingent upon request from three participating counties  Conduct four RSWMCC meetings  Provide support for up to two RSWMCC work sessions to discuss strategy and other permit- related issues  Coordinate at least one round of cooperative purchases  Track regulatory information and provide updates at meetings and through other means  Administer contracts and budget  Represent regional program at local, state, or national conferences as feasible  Seek funding, through grants or other sources, for additional programs or projects as feasible  Coordinate with other NCTCOG programs to avoid duplication efforts Regional Stormwater Resource Center  Maintain and update www.dfwstormwater.com  Solicit and compile information on regional and national stormwater experiences as necessary  Develop up to six news articles for regional newsletters Public Education  Conduct at least four Public Education Task Force meetings  Develop RDIs for Public Education in future work programs  Coordinate March Is Texas SmartScape® Month activities  Maintain SmartScape website and compile SmartScape web statistics  Conduct stormwater seasonal campaigns covering topics such as pet waste (DOO the Right Thing), yard waste, used cooking oil, and general stormwater issues  Explore and conduct other educational campaigns as feasible  Facilitate cooperative purchasing of media as feasible  Maintain regional events calendar webpage  Extend support for Texas SmartScape activities (“March Is Texas SmartScape Month,” Texas SmartScape plant sales, etc.)  Create a Public Education Activity Report for participants Approved May 13, 2015 Regional Stormwater Program FY2016 Work Program Appendix A Illicit Discharge Detection and Elimination (IDDE)  Conduct four meetings of the IDDE Task Force  Develop RDIs for IDDE in future work programs  Conduct one workshop for municipal industrial stormwater inspections  Conduct Advanced IDDE Training Workshop  Potable Water Discharges and Fish Kill Reporting Fact Sheet Municipal Pollution Prevention  Conduct three meetings of the P2 Task Force  Develop RDIs for P2 in future work programs  Conduct one Peer 2 Peer Education and Sharing opportunity  Promote the current P2 training modules and resources as needed  Develop a Water Utilities/Public Works training module Regional Cooperative Monitoring  Oversee consultant activities as necessary  Manage contracts and billings for monitoring services  Maintain communication with Monitoring Task Force on consultant activities  Maintain www.dfwstormwater.com site with sampling updates and data  Conduct Monitoring Task Force meetings as needed  Complete annual regional monitoring report and submit to TCEQ by March 1 deadline  Send digital copy of Final Report to participants Approved May 13, 2015 Regional Stormwater Program FY2016 Work Program Appendix B Regional Stormwater Management Program Appendix B FY2016 Work Program Budget In February, the Regional Stormwater Management Coordinating Council (RSWMCC) approved the FY2016 Work Scope at a funding level of $314,000. Completion of the full work program is contingent upon receiving this level of funding from participating local governments. The budget is presented in Table 1. Table 1 Budget Category Justification Total Project Personnel/Salary Approximately 50% of the budget pays salary for planning staff and management oversight, and administrative, fiscal, and technology support staff. $ 157,300 Fringe Benefit Rate 45.1% of salary. (Projected Estimate) $ 70,785 Travel Approximately 2% of budget goes to in-region travel for project meetings, conducting presentations, and providing support to program participants. This also covers out-of-region travel to meet with TCEQ as needed, attend the annual EPA Region 6 MS4 conference, and possibly one national conference. $ 6,280 Supplies Approximately 1.5% of the budget pays for consumable supplies. $ 4,724 Contractual 0 Other (misc.) Covers printing, copying, mailing, postage, GIS, network services, rent, communications. This represents approximately 11% of the budget. Many of these items are fixed charges (e.g. rent, network services). $ 34,540 Indirect Cost Rate: Accounts for approximately 12.8% of the budget and is calculated from a 17.7% rate applied just to salary and fringe and is based on letter from cognizant agency (TxDOT). $ 40,371 Total Costs $314,000 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Users\GRANIC~1\AppData\Local\Temp\BCL Technologies\easyPDF 7\@BCL@88052DC0\@BCL@88052DC0.docx 10:40 AM 09/25/15 AGENDA MEMO 10/6/2015Agenda TO: Honorable Mayor and City Council FROM: Jacob Speer,Director of Public Works SUBJECT:Consider and act on a resolution approving an interlocal agreement with Dallas County for participation in the Household Hazardous Waste Program BACKGROUND: The Dallas County Household Hazardous Waste Disposal Program was initiated in 1994. Citizens of University Park have used the Home Chemical Collection Center (located at 11234 Plano Road in Dallas) to dispose of their paint, herbicides, pesticides, etc. University Park's annual contribution to the program is funded as a $26,250 expenditure from the Sanitation Division FY 2016budget. RECOMMENDATION: Staff recommends City Council approval of the resolution authorizing the City Manager to execute an InterlocalAgreement with Dallas County to coordinate a countywide Household Hazardous Waste Disposal Program. 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Users\GRANIC~1\AppData\Local\Temp\BCL Technologies\easyPDF 7\@BCL@8C05551C\@BCL@8C05551C.docx 10:13 AM 09/10/15 AGENDA MEMO 10/6/2015Agenda TO:Honorable Mayor and City Council FROM:Elizabeth Anderson, Purchasing Manager SUBJECT:Planned Replacement of Five Police Vehicles BACKGROUND: The Police Department needs to replace five patrol vehicles. New 2016 Chevy Tahoes will be purchased from Caldwell Country Chevrolet at a price of $37,985.00 per vehicle, or $189,925.00 total. The City will make the purchase usingBuyBoardcontract # 430- 13. All BuyBoard contracts have been competitively bid and satisfy state requirements for public purchasing.The old vehicles will be stripped of City logos and sold at auction. Patrol vehicles are usedfor up to twenty hours per day, sevendays per week. This type of usage causes mileage and wear to accrue quickly. While the vehiclesbeing replaced are 2009 and 2011 models, they have the equivalent of 300,000 milesor more on them. University Park’s Equipment Services Department evaluates patrol cars after five years to determine when a replacement will be needed. Most cities in the Dallas-Ft. Worth area will replace patrol cars after only three or four years of use. A memo from Fleet Manager Jim Gau, Jr.and a quote from Caldwell County Chevrolet are attached. RECOMMENDATION: Staff recommends the purchase of these five new vehicles from Caldwell County Chevrolet at a total price of $189,925.00. 9/1/2015 City of University Park City of University Park Chief Greg Spradlin University Park Police Department Chief Sparadlin, Attached please find the Specifications, Requisition and Vehicle Procurement Request Form to replace five (5) of your Police Package Tahoe's. The units being replaced are unit 1574 a 2009 Chevy Tahoe and units 1576, 1577, 1578, and 1579 which are all 20 II Chevy Tahoe's. These units are all at or beyond their projected life cycle and must be replaced. The new 20 16 Chevrolet Tahoe's that will replace these units will be purchased on the Buy Board Contract# 430-13 at a cost of$ 37,985.00 each. The total cost for five (5) units is $ 189,925.00. These units will be painted like your last unit 1584 with a white top and silver and grey lower side panels. The paint will cost and additional $4,000.00 per vehicle and will be invoiced and completed on a separate P.O. once the units arrive. These units will also have all new safety equipment installed as the body style has changed and the age of the current equipment exceeds I 0 years. The estimated cost of the new safety equipment will be $8,000.00 per unit and will be invoiced on a separate P.O. as soon as possible so the equipment arrives in time to outfit the new vehicles. The total per unit cost of each vehicle, paint and equipment will be approximately $ 49,985 .00. The estimated cost for all fi ve new squad cars will be$ 249,925.00. Please review the documents and sign where needed an forward to Finance so we can get these new units on the first council meeting in October for purchase. Thanks You, Jim Gau Jr. Fleet Manager QUOTE# 001 CONTRACT PRICING WORKSHEET End User: CITY OF UNIVERSITY PARK Contractor: CALDWELL COUNTRY Contact Name : JIM GAU CALDWELL COUNTRY Email : JGAU@UPTEXAS.ORG Prepared By: Averyt Knapp Phone #: 214-987-5475 Email : aknapp@caldwellcountry.com Fax #: 214-987-5479 Phone #: 800-299-7283 or 979- 567-6116 Location City: UNIVERSITY PARK, TX Fax #: 979-567-0853 Date Prepared: AUGUST 28, 2015 Address: P . 0. Box 27, Caldwell , TX 77836 Contract : BUY BOARD #430-13 Tax ID # 14-1856872 Product Description : 2016 CHEVROLET TAHOE PPV CC15706 A Base Price & Options: I $33,960 B Fleet Quote Option : Code Description Cost Code Description Cost LH SPOTLIGHT 7X6 , INCL CLOTH BUCKET FRONT/VINYL REAR BENCH , FULL RUBBER FLOOR , LOCKING DIFFERENTIAL G80 , KEYLESS ENTRY AMF , INOP DOOR HANDLES 6B2 , INOR REAR WINDOW SWITCHES 6N5 , DUAL BATTERIES K5T , TWO EXTRA KEYS & TWO EXTRA REMOTES (FOUR TOTAL/EACH) I OEM HD TRAILER HITCH, OEM BACKUP CAMERA , BLUETOOTH CAPABILITY *** GMPP MAJOR GUARD $3945 CALDWELL COUNTRY 5YR/100,000 MILES @ $100 DEDUCTIBLE PO BOX 27 CALDWELL I TEXAS 77836 Subtotal B 1 $3,945 c Unpublished Options Code Description Cost Code Description Cost Subtotal C I D Other Price Adjustments (Installation, Delivery, Etc ... ) INCL Subtotal D E Unit Cost Before Fee & Non-Equipment Charges(A+B+C+D) $37,905 Quantity Ordered 5 X $189,525 Subtotal E F Non-Equipment Charges (Trade-In, Warranty, Etc ... ) BUY BOARD FEE $400 G. Color of Vehicle: BLACK H. Total Purchase Price (E+F) $189.925 Estimated Delivery (SOME UNITS IN Date : STOCK FOR IMMEDIATE DELIVERY AT THIS TIME), IF FACTORY ORDERED Q1-2016 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Users\GRANIC~1\AppData\Local\Temp\BCL Technologies\easyPDF 7\@BCL@7005CF14\@BCL@7005CF14.docx 12:05 PM 09/18/15 AGENDA MEMO 10/6/2015Agenda TO:Honorable Mayor and City Council FROM:Elizabeth Anderson, Purchasing Manager SUBJECT:Planned Replacement ofSanitation Truck BACKGROUND: The Sanitation Department would like to purchase a new truck for trash pick-up. This is a planned replacement of a vehicle that was purchased in 2006. The new vehicle will be smaller and will load from the rear, instead of from the side. This truck will be able to go into narrow alleyways that the other trucks cannot access. The existing vehicle will be sold at auction. The new vehicle is available through BuyBoard contract # 430-13 from Rush Truck Center at a cost of $94,893.00. All BuyBoard contracts have been competitively bid and satisfy the State requirements for public purchases. The memo from Fleet ManagerJim Gau, Jr., and the quote from Rush Truck Center are attached. RECOMMENDATION: Staff recommends that Council approve the purchase of a new Sanitation truck for $94,893.00 from Rush Truck Center. 9/15/2015 City of University Park Jim Gau Jr Fleet Manager Gary Middleton Sanitation uperintendent Gary, Attached please find the VPR, Requisition, and Quote to supply yo u with a 2016 Isuzu NRR Cab and Chassis with a six yard Pac-Mac refuse body to replace your unit 6776. Please review the information and if you are satisfied please sign and forward for the remaining necessary signatures to purchase. If you have any questions please call me and let me know. City of University Park Fleet Manager Jim Gau Jr TEXAS LOCAL GOVERNMENT PURCHASING COOPERATIVE BUYBOARD Vendor RU">'f-1 TRUCI\ CI~NTJ~R Date Prepared Contact ror Vendor DRI~'H/ NEf IB!I f fER Phone H~0-(i2(i-5254 End l lser: C/IJ' ol { ln/vcn/1)' Park End l Jser Contact: Jim Gau Phone/Fax (432) 56'4-2/]80 Product Descriptio1 lsuzu COE - A: Base Price in Bid/Proposal Number: 430-13 Series: NRR 1 B: Published Options(/temJze t3elow) DESCRIPTION AMOUNT OPT# DESCRIPTION HTCOI I.~ Rear-End Loader $ S l,Hfi.'i.OO Jsuzu Suspension Drivers Scat HT('OOS I Hush Care Package $ •I 1,2;-{6.00 lsuzu Duel Remote Mirrors HTCOI~S Heru se Body Prep $ '· :·l,!l.2 l.OO Isuw Back up alarm I S\JI.ll 215 HP I Aisin Trans PKG $ :·l,2~Jfi.OO Isuzu Fire Ext lsul.ll AC $ •I 1,272.00 Isu:t.ll Chrome Grill !sum Radio I CD I Bluetooth ~ '· :·lOO.OO Jsuw P'TO Subtotal Column 1 :1 $ 61,389.00 Subtotal Column 21 $ I ,780.00 Published Options added to Base Price( Subtotal of "Col 1" & "Col 2") C: Subtotal of A + B D: Unpublished Options(/temize below) Unpublished= 0 % BTE Pac-Mac RL6 -$11,958.00 I I I I Subtotal Column 1 :I -$ll,95H.OO I Subtotal Column 2 $ - I Unpublished Options added to Base price ( Subtotai "Col 1 + Col 2'? E: Contract Price Adjustment (If any, explain here) IF: Total ofC + D +/-E jG: Quantity ordere· Units: 1.00 xF jH: BUYBOARD Administrative Fee % IJ: Non-Equipment Charges & Credits (I.e.: Ext. Warranty, Trade-In, Delivery, etc.) I I I jJ: TOTAL PURCHASE PRICE INCLUDING (G+H+I) .9/2/201.5 $4.3,282.00 AMOUNT $ 668.00 $ 496.00 $ 11 2.00 $ 88.00 $ ~68.00 $ 48.00 $ G3,1G9.00 $1 06,4.'> 1.001 I I $ ( 11,958.oo) 1 $ I$ 94,49~.oo 1 I$ 94,493.oo 1 j $ 4oo.oo 1 $ -I $94,89:3.00 1 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Users\GRANIC~1\AppData\Local\Temp\BCL Technologies\easyPDF 7\@BCL@C0050228\@BCL@C0050228.docx 6:38 PM 09/30/15 AGENDA MEMO 10/6/2015Agenda TO:Honorable Mayor and City Council FROM:Christine Green, City Secretary SUBJECT:Minutes of the September 15, 2015 City Council Meeting Minutes of the September 15, 2015City Council Meeting are included for the Council’s review. City Hall 3800 University Blvd. University Park, TX 75205 City of University Park Meeting Minutes City Council 5:00 PM Council ChamberTuesday, September 15, 2015 EXECUTIVE SESSION 3:00 - 4:00 P.M. Pursuant to TGC§ 551.071, the City Council met in closed session to receive confidential legal advice from the City Attorney regarding: (1) contract with the City of Dallas for wastewater treatment; and (2) fire apparatus warranties and maintenance. No action was taken. Executive Conference Room, 1st Floor, City Hall. PRE-MEETING WORK SESSION(S) 4:00 - 5:00 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. 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. CALL TO ORDERI. Rollcall Mayor Olin Lane, Councilmember Taylor Armstrong, Councilmember Dawn Moore and Mayor Pro Tem Tommy Stewart Present:4 - Councilmember Bob BegertExcused:1 - INVOCATION: Director of Public Works Jacob SpeerA. Page 1City of University Park September 15, 2015City Council Meeting Minutes PLEDGE OF ALLEGIANCE: Director of Public Works Jacob Speer / Boy ScoutsB. The following Boy Scouts, working on their Citizenship in the Community merit badge, were present to assist in leading the Pledge of Allegiance: Nick Swartzendruber of Troop 82, Sam Brady of Troop 72, Drew Brown of Troop 82, Daniel Schauber of Troop 82, Colton Sanders of Troop 82, Ford Manley of Troop 82, Keaton Cheves of Troop 125, John Kilpatrick of Troop 125, Harrison Walton of Troop 125, Andrew Charlton of Troop 125, Adam Harper of Troop 72, Stefan Moreno of Troop 72, Kael McLendon of Troop 72, Edwin Heasley of Troop 72, Travis Chatham of Troop 72, Andrew Wallace of Troop 72, Max Law of Troop 72, and Luke Wilson of Troop 72. Xander McLendon of Troop 72 was also present to assist with the Pledge, and he was working on his Communications merit badge. INTRODUCTION OF COUNCIL: Mayor Olin Lane, Jr.C. INTRODUCTION OF STAFF: City Manager Robbie CorderD. Staff in attendance included Community Information Officer Steve Mace, Director of Information Services Dale Harwell, Chief of Police Greg Spradlin, Communications Specialist Amanda Hartwick, City Secretary Christine Green, Director of Public Works Jacob Speer, Director of Finance Tom Tvardzik, Community Development Director Patrick Baugh, Fire Chief Randy Howell, and Library Director Sharon Martin. AWARDS AND RECOGNITIONII. CONSENT AGENDAIII. 15-423 Consider approval of Dallas County FY16 Communicable Disease Contract City Manager Corder said that this agenda item is for approval of an annual contract with Dallas County Health and Human Services to provide health services related to tuberculosis control, sexually transmitted disease control, communicable disease control, and public health lab services. The City’s cost to participate in this program is $48. This contract was approved Page 2City of University Park September 15, 2015City Council Meeting Minutes 15-425 Consider approval of Dallas County FY16 Food Establishment Agreement. City Manager Corder said that this agenda item is another annual agreement with the Dallas County Health and Human Services Department for food establishment inspections and environmental health services. He noted that the City has 148 restaurants and various food establishments. This contact In 2014, the City paid the County $18,315.00 to inspect 148 restaurants, kitchens, and food trucks in University Park ($75 per inspection / 2 inspections per year). This contract was approved 15-431 Consider approval of UT Southwestern Contract for Paramedic Services. City Manager Corder said that this item is for approval of an annual contract in the amount of $50,822.00 with the University of Texas Southwestern Medical Center to provide continuing education and related services to University Park Fire Department Paramedics. This contract was approved 15-435 Consider approval of the minutes of the September 1, 2015 City Council Meeting, with or without corrections. The minutes were approved. Approval of the Consent Agenda A motion was made by Mayor Pro Tem Stewart, seconded by Councilmember Armstrong, that this be Consent Agenda be approved. The motion carried by the following vote: Aye:Mayor Lane, Councilmember Armstrong, Councilmember Moore, and Mayor Pro Tem Stewart 4 - Excused:Councilmember Begert1 - MAIN AGENDAIV. Page 3City of University Park September 15, 2015City Council Meeting Minutes 15-434 Consider approval of an ordinance abandoning R-O-W at 4500 Mockingbird City Manager Corder said that this item is an ordinance to abandon a 6.6 inch strip of the Lomo Alto street right-of-way (R-O-W) adjacent to 4500 Mockingbird. The homeowner has requested this abandonment to facilitate installation of a masonry wall on their property without relocating existing pool plumbing. At the September 1, 2015 Council meeting, Council approved a value of $77.40 per square foot for the area to be abandoned. At this value, the total purchase price of the excess R-O-W is $8,359.20. The homeowner has agreed to this purchase price, and staff recommends approval of the ordinance. A motion was made by Councilmember Dawn Moore, seconded by Councilmember Taylor Armstrong, to adopt this ordinance. The motion carried by the following vote: Aye:Mayor Lane, Councilmember Armstrong, Councilmember Moore, and Mayor Pro Tem Stewart 4 - Enactment No: 15/017 15-416 Consider abandonment of R-O-W at 3945 Amherst City Manager Corder said that this is the first of two additional abandonment requests on tonight's agenda. With Council approval, staff will proceed with appraisals of the R-O-W and return to Council with an ordinance to abandon the property. The owners of the property at 3945 Amherst requested that the City abandon a strip of the Tulane street R-O-W adjacent to their property. In July, the Council referred this matter to the Planning & Zoning Commission (P&Z) for a recommendation regarding the impact the proposed abandonment could have on building setbacks and the impact of future development on the character of the streetscape and neighborhood. P&Z met in August to review this topic. P&Z did not object to the requested abandonment and did not feel that it would be detrimental to the neighborhood. The property owner requested that the City abandon fifteen (15) feet of the ROW adjacent to their property but is agreeable to an abandonment of ten (10) feet as recommended by City staff. A motion was made by Councilmember Taylor Armstrong, seconded by Mayor Olin Lane, to approve this abandonment. The motion carried by the following vote: Aye:Mayor Lane, Councilmember Armstrong, Councilmember Moore, and Mayor Pro Tem Stewart 4 - Page 4City of University Park September 15, 2015City Council Meeting Minutes 15-417 Consider abandonment of R-O-W at 3945 Purdue City Manager Corder said that this abandonment request is similar to the one at 3945 Amherst. The owners of the property at 3945 Purdue requested that the City abandon a strip of the Tulane street right-of-way (ROW) adjacent to their property. This matter was also reviewed by P&Z. P&Z did not object to the requested abandonment and did not feel that it would be detrimental to the neighborhood. The property owner has requested that the City abandon fifteen (15) feet of the R-O-W adjacent to their property but is agreeable to an abandonment of ten (10) feet as recommended by City staff. A motion was made by Councilmember Tommy Stewart, seconded by Councilmember Taylor Armstrong to approve this abandonment. The motion carried by the following vote: Aye:Mayor Lane, Councilmember Armstrong, Councilmember Moore, and Mayor Pro Tem Stewart 4 - Excused:Councilmember Begert1 - 15-424 Consider approval of an ordinance amending the City's parking restrictions to prohibit parking of buses and limousines on public streets City Manager Corder said that at the June 16, 2015 City Council meeting, staff proposed an ordinance amending the Code of Ordinances to prohibit the parking of buses and limousines on public streets. This was in response to complaints received from residents of limousines parked overnight in residential areas. Current ordinances prohibit the parking of motor homes, travel trailers, boat trailers, and similar vehicles on city streets except for immediate loading and unloading. As the ordinances are currently written, tour buses, limousines, and similar vehicles are not prohibited from being parked on city streets. At the June 16 City Council meeting, Council directed staff to ask the Public Safety Advisory Committee (PSAC) to review the proposed ordinance and provide a recommendation to the Council. The PSAC met on August 20, 2015 and unanimously recommended that Council approve the proposed amendment. A motion was made by Mayor Pro Tem Stewart, seconded by Councilmember Moore, that this ordinance be adopted. The motion carried by the following vote: Aye:Mayor Lane, Councilmember Armstrong, Councilmember Moore, and Mayor Pro Tem Stewart 4 - Enactment No: 15/018 Page 5City of University Park September 15, 2015City Council Meeting Minutes 15-427 Continuation of FY2016 Budget Public Hearing and overview of related items Mayor Lane continued the public hearing about the FY16 budget. Director of Finance Tom Tvardzik gave a presentation. He said that the total proposed budget is $48.7 million. He presented highlights of the proposed budget including the following: ·Capital Project “”Pay-as-You-Go”) funding increases by 3%, to $5.7 million ·Equipment replacement funding increases to 95% of actual cost ·Market-based 3% increase in compensation for City employees ·No change in number of full-time positions ·Rate increases: o Water rates will increase 4% o Sanitation services rates will increase 5% o Stormwater rates are unchanged ·Anticipated sales tax revenue increase of $400,000 ·Third annual decrease in the property tax rate. From 26.979 cents in FY15 to 25.893 cents in FY16 - a 4% decrease. ·Average single family home will pay $96 more in tax than last year because of increase in property values (Average home is up 7.9%, tax base is up 7.6% overall.) Mayor Lane asked if there were any speakers present for the public hearing. There were none, so he closed the public hearing. 15-428 Consider approval of an ordinance adopting the FY2016 budget Director of Finance Tom Tvardzik said that this item is an ordinance adopting the FT2016 budget. The total budget of $48,658,908 is 3.0% higher than last year’s $47,263,144 adopted budget. It will take effect October 1, 2015. A motion was made by Mayor Pro Tem Tommy Stewart, seconded by Councilmember Taylor Armstrong, to adopt this ordinance.. The motion carried by the following vote: Aye:Mayor Lane, Councilmember Armstrong, Councilmember Moore, and Mayor Pro Tem Stewart 4 - Enactment No: 15/019 Page 6City of University Park September 15, 2015City Council Meeting Minutes 15-429 Consider ratification of 2015 (FY2016) tax revenue increase Director of Finance Tom Tvardzik read a statement to satisfy requirements of the Texas Local Government Code, Section 102.005: “THIS BUDGET WILL RAISE MORE TOTAL PROPERTY TAXES THAN LAST YEAR’S BUDGET BY $559,322 OR 3.27%, AND OF THAT AMOUNT, $380,458 IS TAX REVENUE TO BE RAISED FROM NEW PROPERTY ADDED TO THE TAX ROLL THIS YEAR.” “The City Council needs to take a vote whether to ratify the tax increase as reflected in the FY2016 budget. A motion is appropriate at this time.” A motion was made by Mayor Pro Tem Tommy Stewart, seconded by Councilmember Taylor Armstrong, to ratify the 2015 (FY2016) tax revenue increase. The motion carried by the following vote: Aye:Mayor Lane, Councilmember Armstrong, Councilmember Moore, and Mayor Pro Tem Stewart 4 - 15-430 Consider approval of an ordinance levying the 2015 (FY2016) property tax rate Director of Finance Tom Tvardzik said that this item is an ordinance setting the 2015 (FY2016) property tax rate at $0.25893 per $100 taxable value. This tax rate is expected to yield $17,688,086 when levied against the 2015 certified tax roll. Mayor Lane read a motion to comply with requirements of section 26.05 of the Texas Property Tax Code: “I move that the property tax rate be increased by the adoption of a tax rate of 0.25893 percent, which is effectively a 2.21 percent increase in the tax rate”. A motion was made by Mayor Pro Tem Tommy Stewart, seconded by Councilmember Taylor Armstrong, to adopt this ordinance. The motion carried by the following vote: Aye:Mayor Lane, Councilmember Armstrong, Councilmember Moore, and Mayor Pro Tem Stewart 4 - Enactment No: 15/020 Page 7City of University Park September 15, 2015City Council Meeting Minutes 15-432 Consider approval of an ordinance adopting the FY2016 pay plan Director of Finance Tom Tvardzik said that this is an ordinance adopting the City’s pay plan. This ordinance will grant City employees a 3% market-based increase for FY2016. The plan has been reviewed and recommended by the Employee Benefits Advisory Committee at its August 13, 2015 meeting. A motion was made by Mayor Pro Tem Stewart, seconded by Councilmember Armstrong, that this ordinance be adopted. The motion carried by the following vote: Aye:Mayor Lane, Councilmember Armstrong, Councilmember Moore, and Mayor Pro Tem Stewart 4 - Enactment No: 15/021 15-433 Consider approval of a resolution adopting fee schedule changes for FY2016 Director of Finance Tom Tvardzik said that this final agenda item is a resolution amending the City’s master fee schedule. The amendment includes new water and sanitation rates and is detailed on the exhibit attached to the resolution. The City’s master fee schedule is included as an appendix to the City Code. Changes necessary as a result of the FY2016 are: ·Water rates are increasing 4% across the board, passing through a similar increase from the Dallas County/Park Cities Municipal Utility District, the City’s water supplier. ·Sanitation rates are increasing 5%, to combat longstanding fund balance erosion. The last Sanitation rate increase was in FY2009. The amended rates will go into effect October 1, 2015. A motion was made by Mayor Pro Tem Tommy Stewart, seconded by Councilmember Taylor Armstrong, to adopt this resolution. The motion carried by the following vote: Aye:Mayor Lane, Councilmember Armstrong, Councilmember Moore, and Mayor Pro Tem Stewart 4 - Enactment No: 15/007 PUBLIC COMMENTSV. None ADJOURNMENTVI. Page 8City of University Park 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 7:28 AM 09/30/15 AGENDA MEMO 10/6/2015 Agenda TO: Honorable Mayor and City Council FROM: Gerry Bradley, Director of Parks and Recreation SUBJECT: Humann Park - Playground Replacement BACKGROUND: Staff has recently received a bid from GameTime, Inc. for the purchase and installation of new playground equipment at Humann Park. The existing play equipment is older and does not meet current guidelines associated with the City of University Park, ADA and CPSC requirements. Funding for the playground replacements has been approved within the PARD 2015/16 Capital Improvements Program. The cost of the project has been obtained through the Buy Board which is an approved cooperative purchasing agreement regularly used by the City of University Park. The cost of the project is listed at $177,252.21. Staff would also request identifying the remaining balance, $20,000.00 for project contingency and site amenities. This would bring the total project budget to $197,252.21. RECOMMENDATION: Staff is requesting that City Council consider approving the budget of $197,252.21 to complete the playground renovation project at Humann Park. Location Westminster Avenue and Olin Lane Project Location – Fondren and Central Expressway Wall QuantityQuantityQuantityQuantity Part #Part #Part #Part #DescriptionDescriptionDescriptionDescription Unit PriceUnit PriceUnit PriceUnit Price AmountAmountAmountAmount 1 RDU Game Time - TJ-08012-15-2A1 Custom PowerScape 5-12 Play Unit with Shade $70,582.00 $70,582.00 1 GRANT Game Time - GameTime Grant Matching Funds ($27,790.88)($27,790.88) 1 RDU Game Time - TJ-08012-15-2A2 Custom PowerScape 2-5 Play Unit with Shade $29,136.00 $29,136.00 1 GRANT Game Time - GameTime Grant Matching Funds ($11,471.82)($11,471.82) 1 RDU Game Time - Single Bay PrimeTime Swing with (2) Belt Seats $1,455.00 $1,455.00 1 PIP18405R1 GT-Impax - 3886 SF of Poured in Place Rubber Surfacing, 50/50 Standard Color EPDM/Black, Aromatic Binder - Price Includes: 2 Areas Based on one mobilization 2940 SF at 3.5" Depth to accommodate 8' Critical Fall Height 946 SF at 2" Depth to accommodate 4' Critical Fall Height Discount of $5,957.10 and Freight $46,603.16 $46,603.16 1 INSTALL Game Time - Installation - of above equipment, demo of existing equipment and concrete curbs, as well as installation of 359 LF of concrete curbs with 2 ramps and 3886 SF of Stone Subbase for Poured in Place Surfacing $61,176.39 $61,176.39 by Total Recreation Products, Inc. 17802 Grant Road Cypress, Texas 77429 Phone: 281-351-2402 Toll Free: 800-392-9909 Fax: 281-351-2493 QUOTE #72253 09/14/2015 TJ-08012-15 Rev 1 City of University Park - Linear Park City of University Park Attn: Gerry Bradley 3800 University Blvd University park, TX 75205 Phone: 214-987-5486 Fax: 214-987-5499 gbradley@uptexas.org Ship To Zip: 75126 Page 1 of 3 Freight calculated to above address: GRANT MATCHING FUNDS ARE AVAILABLE THROUGH Nov. 13th, 2015 OR UNTIL EXHAUSTION OF FUNDS. DUE TO FLUCTUATING FUEL COSTS, FREIGHT SHOWN IS ESTIMATED FREIGHT. ACTUAL FREIGHT WILL BE DETERMINED AT THE TIME OF YOUR ORDER. PLEASE CONTACT US TO VERIFY CURRENT FREIGHT CHARGES PRIOR TO PLACING YOUR ORDER. Contract: Buy Board Contract #423-13 SubTotal: Discount: Estimated Freight: Total Amount: $169,689.85 ($87.30) $7,649.66 $177,252.21 Important Terms & Conditions - Please Review To place an order, you must provide one of the following: a Purchase Order assigned to GameTime; or this Price Quotation, signed by an authorized purchaser, with a check made payable to GameTime. GameTime will also accept payment by Visa, MasterCard, or American Express. A current approved credit application is required for Net 30 terms. This quotation explicitly excludes any and all items not expressly specified or identified above. No other product, equipment, or service is included, regardless of any Contract Document, Contract Section, Plans, Specifications, Drawing, or Addendum. Delivery for most GameTime equipment is approximately 5-6 weeks after all order documents have been received and payment terms have been approved. A current, approved credit application is required for N30 terms. To place an order, you must provide a purchase order or a signed Total Recreation Products, Inc. (hereafter described as TRP) quote, assigned to GameTime. Neither general contractor nor subcontractor contracts can be accepted. Purchase documents that contain indemnity or hold harmless conditions cannot be accepted. Retainage is not permitted. The following must be received before your order can be processed: complete billing and shipping addresses, a contact name and phone #, and all color choices. Manufacturer's colors may vary from year to year. You are responsible for ensuring that any required submittal approvals are completed before placing your order for processing. TRP reserves the right to limit submittals to one copy. Shop drawings, bluelines, sepias, are not available. Closeout documents may be limited to GameTime or TRP standard issue. If Sales Tax Exempt, a copy of your tax exemption form or resale certificate must accompany your order, or any applicable sales tax, will be added to your invoice. Most GameTime products are shipped from the Ft. Payne, AL plant. GameTime cannot hold orders or store equipment. Equipment is invoiced when shipped. If a cash sale, your payment must be received in full before the order will be processed. Contractors must also provide copies of current, fully executed bid/performance/payment bonds, as applicable. Pricing shown does not include any charges for permits, bonding, prevailing wage, or additional insured certifications. Unless otherwise noted, any quantity of surfacing or playcurbs quoted has been calculated specifically for the equipment and layout shown. No additional surfacing or curbing is included, and no allowance has been made, for an unleveled, convoluted or larger site, or for a different layout. Neither GameTime nor TRP is responsible for any surface, curbing, border, or drain that is provided by others. Also please confirm that your area is adequate for the equipment that you are purchasing. Installation charges, if quoted, are for a "standard" installation unless specifically noted to be otherwise. Installation charges are due upon completion. Standard installations are based upon a soil work site, that is freely accessible by truck, (no fencing, tree/landscaping or utility obstacles, etc.), and level, (+/- 1-2% maximum slope). An accessible water source must be available to the installer. Any site work that is not expressly described is excluded. Standard installation does not include any extra or additional machinery, drillers, etc., for rock excavation. If rock conditions are encountered, additional charges will apply. Standard installations generally require from 2-10 business days to complete, depending upon the amount and type of equipment, site conditions, weather, and the installer's schedule. Work may or may not be performed in consecutive days. Playcurbs are staked in, not set in concrete. Engineered wood fiber and shredded rubber surfacings are spread, not compacted, rolled, or watered. Landscape timbers are not warranted. The Customer is responsible for locating and clearly marking all underground utilities in the installation area before any installation work can begin. The installer is not responsible for damages, repairs, or discontinuance of business due to damaged utilities. If applicable, sprinkler system locates, re-working and repairs are excluded from installation charges. Installation of all products, (equipment, borders, fall surfacing and amenities) are as quoted and approved by acceptance of quotes and drawings. As a precautionary measure, work in progress areas will be taped off at the end of the workday. Pier spoils from installation shall be spread at site, site will be left rough grade. Trash disposal is the responsibility of the Customer. The installer is not responsible for any damages or re-work resulting from after hours events or activities during the work in progress period. Temporary fencing is only provided by specific request, and additional charges will apply. Collectively and/or individually, not the manufacturer, TRP, their representatives, nor the installation company shall be held liable for any damages resulting from misuse, vandalism, or neglect. Any deviations from approved and accepted placement of all items, along with additional work, over and above quoted items, will be chargeable to the customer. Once work is completed the customer will be notified if present at the job site, and all responsibility of any new work will be transferred to the customer. The customer is responsible for maintaining the integrity of completed installation work until all components have seated and/or cured (concrete footings, etc.). Your project site must be completely prepared and ready to receive your equipment before any installation work begins. Acquisition of any and all permits is the sole responsibility of the customer. Additional charges may be billed for any extra hours or trips needed as a result of the work site not being ready. Neither the installation contractor, GameTime nor TRP will be responsible for delays caused by shortages, incorrect parts, weather conditions, other contractors, or lack of site readiness. QUOTE #72253 09/14/2015 TJ-08012-15 Rev 1 City of University Park - Linear Park Page 2 of 3 If you are receiving your equipment, you are responsible for unloading and accepting delivery from the freight company and reporting any damaged freight or shortages on the freight bill at the time. You will also be responsible for a complete inventory of your received equipment and reporting any discrepancies to us immediately. Neither the freight company nor the manufacturer will resolve shipment discrepancies that are not reported immediately. Make sure that all items have been received before any type of installation work is scheduled. The freight carrier will be instructed to call your designated contact 24 hours before delivery to arrange a delivery appointment. Once accepted, orders can only be changed or canceled with the consent of GameTime and TRP, and on terms that will indemnify them against loss. Changed or canceled orders are subject to a $100.00 service charge. Additionally, canceled orders are subject to a 25% restocking fee, plus freight charges (to and from). Built-to-order equipment orders are non-cancelable. Changes to orders that have been shipped and invoiced are subject to the above $100.00 service charge plus additional restocking/return charges of 25%. Non-returnable items shall be charged at full invoice value. Any return transportation charges shall be for the Buyer's account. Replacement parts are also subject to the cancellation/returns policy. Please carefully review any research information that has been sent to you and confirm that you are ordering the correct replacement parts for your equipment. This quotation is valid 30 days. After 30 days, please request an updated quote. Prices may be subject to material and fuel surcharges at the time of shipment and are subject to change without notice. Current prices will apply at the time of shipment. Acceptance of this quote indicates your agreement to GameTime's credit terms, which are net 30 days, FOB shipping with approved credit. Any deviations from this proposal may invalidate the quoted pricing and/or terms. THIS QUOTATION IS SUBJECT TO POLICES IN THE CURRENT GAMETIME PARK AND PLAYGROUND CATALOG AND THE FOLLOWING TERMS AND CONDITIONS. OUR QUOTATION IS BASED ON SHIPMENT OF ALL ITEMS AT ONE TIME TO A SINGLE DESTINATION, UNLESS NOTED, AND CHANGES ARE SUBJECT TO PRICE ADJUSTMENT. PURCHASES IN EXCESS OF $1,000.00 TO BE SUPPORTED BY YOUR WRITTEN PURCHASE ORDER MADE OUT TO GAMETIME, C/O TOTAL RECREATION. Acceptance of quotation: Accepted By (printed): _________________________________ P.O. No: _____________________________ Signature: ___________________________________________ Date: ________________________________ Title: _______________________________________________ Phone: ______________________________ Facsimilie: __________________________________________ Purchase Amount: $177,252.21 Order Information: Bill To: _____________________________________________ Ship To: _________________________________________ Company: ___________________________________________ Company: ________________________________________ Attn: ________________________________________________ Attn: ____________________________________________ Address: _____________________________________________ Address: _________________________________________ City, State, Zip: _______________________________________ City, State, Zip: ___________________________________ Contact: ______________________________________________ Contact: _________________________________________ Email Address: _______________________________________ Email Address:_____________________________________ Tel: _________________________________________________ Tel: ____________________________________________ Fax: _________________________________________________ Fax: ___________________________________________ QUOTE #72253 09/14/2015 TJ-08012-15 Rev 1 City of University Park - Linear Park Page 3 of 3 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 2:06 PM 09/30/15 AGENDA MEMO 10/6/2015 Agenda TO: Honorable Mayor and City Council FROM: Gerry Bradley, Director of Parks and Recreation SUBJECT: Reservation Request – 2016 UPPA “UP All Night Event BACKGROUND: Staff has received a reservation request from the University Park Preschool Association (UPPA) for the use of Curtis Park on Saturday, April 16, 2016. The reservation is associated with a fundraising event “UP ALL NIGHT” which includes various activities within the park and a campout at UP Elementary. Based on the success of the event over the past years, it is anticipated that 700 plus participants will be in attendance in April 2016. Based on City Council direction, staff has conducted a survey of the neighborhood regarding the event. Staff received four surveys back, with three in support and one opposed. The opposed resident did offer suggestions that would alleviate potential neighborhood inconvenience and safety issues (see attached). Representatives from UPPA will be present at the Council meeting to provide a brief overview of the event, address concerns and answer questions. RECOMMENDATION: Staff will take direction from City Council on how to proceed with the reservation request. June 22, 2015 Amanda Cejka 3129 Westminster Ave. Dallas, TX 75205 (214) 708-8807 Mr. Gerry Bradley UP Parks Director 3800 University Ave. Dallas, TX 75205 Dear Mr. Bradley, After another successful year of our “UP All Night” event, the University Park Preschool Association (UPPA) would like to request the use of Curtis Park on April 16th, 2015.AA sAyouAknow,A“UPA llANight”AisAa fundraising event benefiting UP Elementary School with upwards of 275 families (potentially 700 individuals) attending. The proposed event will take place both at Curtis Park and on the University Park Elementary sports field. “UPA llANight”Ais an overnight campout for fathers and their children. We plan to follow the same framework as last year and are thereby proposing the overnight campout to occur at UP Elementary and camping-themed activities to take place at Curtis Park. LastAyear’sAeventAraisedAoverA$95,000 for University Park Elementary! It was well received and seems to be a sustainable fundraising event for our organization. This could not have been accomplished without the support of the City of University Park as well as the HPISD. Thank you for your consideration. I look forward to receiving any questions you may have regarding this request and the event as a whole. Sincerely Amanda Cejka UP All Night Chair University Park Elementary School Lynda Carter, Ph.D. 3505 Amherst Avenue Principal Dallas, Texas 75225 August 17, 2015 Mr. Gerry Bradley, Director of Parks City of University Park 3800 University Boulevard Dallas, Texas 75205 Dear Mr. Bradley, Greetings! As principal of University Park Elementary, I am writing to express my support for year THREE of our new, creative UP ALL NIGHT event being proposed again to the City of University Park by the University Park Pre-School Association (UPPA). This novel family event continues to be a huge success for us in our school and community last school year. As you know, among the points of pride held by citizens of this very amazing community is our collective pride in the children who are products of Highland Park ISD and its system of schools. Their excellence tradition has spanned generations and transcended time to ensure the legacy of greatness remains vital and lives on to benefit and advantage the children and families who reside in this unique community. For the past 13 years, it has been my privilege to serve as principal of UP. This role has given me the opportunity to see and become involved in the scope of work necessary to ensure our schools have the necessary resources to make the best happen for our children. I have also learned that one of the most extraordinary features of our schools is the public/private partnership. Its unwavering strength fuels the momentum of continuous progress through resource mobilization which galvanizes people to action to ensure a bright future for each child who enters our doors. This partnership has not only brought accolades to the schools and district but also acclaim to the community in the nation. Around Texas, it is often said, “If every child had a Highland Park ISD parent, they would be a success in school and life!” I know this to be true. I have never seen more caring, thoughtful, and hardworking volunteers. Through their selfless actions, they are perennially our rock and the wind beneath our wings in sustaining our legacy of excellence. I am so delighted the UPPA has expressed a desire to continue to organize and deliver this family-oriented fund raising opportunity that captures the ideals of family, friendship, fun and fitness while promoting positive role modeling and influence of fathers. I always say “the best thing you can spend on your children is your time!” “UP All Night: A Father & Child Urban Campout” event will take place on UP school grounds and with your approval, Curtis Park--right here in the heart of University Park. At times, the City of UP has graciously allowed University Park Elementary the advantage of having a reciprocal agreement to use the park for school sponsored activities and in this case we are hoping this continues. The UPPA stands totally ready to pledge a group of volunteers to organize and facilitate this event from set up, to structured activities, from breakfast to breakdown of camp and cleanup. This dedicated organization that supports our school, often has more than 125 willing parent members and their families! I celebrate their enthusiasm and share their excitement about what this can mean to our families and look forward to working with the City on ensuring the success of this family-oriented event. If I can be of further assistance in rallying support for the UPPA and this opportunity, do not hesitate to contact me. Positively for Children, Lynda Carter, Ph.D. Principal A National Blue Ribbon School of Excellence The University Park Preschool Association has requested permission to conduct its 3rd annualA“UPA llANight.AUrbanA Campout”AfundraisingAevent:AATheApurposeAofAthisAnoticeAisAtoAprovideAyouAwithAdetailsAofAtheAproposedAeventAandAofferA you the opportunity to provide comments that will assist the City Council in its consideration of this request. With proceeds from previous events, the UPPA has gifted nearly $200,000 to University Park Elementary. The request forAnextAyear’sAeventAincludesAtheAfollowingAdetails. What: An overnight campout for fathers and their children. Attendance will be capped at 300 families. Where: Tents will be placed on the UP Elementary play field on the west side of the campus. Curtis Park will be used as an activity space during the afternoon and evening hours. When: Saturday, April 16, 2016, 3:00 PM – tent set-up by campers at UP Elementary field Saturday, April 16, 2016, 3:00 – 7:00 PM – activities in Curtis Park Sunday, April 17, 2016, 6:30 – 8:30 AM – breakfast and pack up at UP Elementary field Streets: Closure of 3500 block of Amherst (between Dickens and Thackery) from 12:00 PM, Saturday, April 16th until 10:00 AM, Sunday, April 17th. Closure of 7100 block of Thackery (between Lovers and Amherst) from 12:00 PM, Saturday, April 16th until 10:00 AM, Sunday, April 17th. Miscellaneous: Off-duty UP police officers will be hired for security at UP Elementary throughout the night. Live music is proposed on the UP Elementary grounds from 5:30 PM to 8:30 PM. Noise curfew and lights out for the entire grounds at 9:15 PM Consideration: The City Council will consider this request on October 6, 2015 at 5:00 PM at City Hall. Your opinion is of great interest to the Council. _____ I am in favor of approving the request by the UPPA to conduct its 3rd annualA“UPA llANight.AUrbanA Campout”AfundraisingAeventA prilA16-17, 2016; _____ I am opposed to approving the request by the UPPA to conduct its 3rd annualA“UPA llANight.AUrbanA Campout”AfundraisingAeventA prilA16-17, 2016; NAME: _________________________________________________________ ADDRESS: _________________________________________________________ PHONE: _____________________ E-Mail: ___________________________ Please return surveys to City Hall (c/o Public Works Department), 3800 University Blvd, University Park, TX 75205 or e- mail to jspeer@uptexas.org no later than September 30, 2015. Surveys can also be faxed to 214.987.5499. Name Address Yes No Deskin 3512 Amherst x Law 3536 Amherst x Pou 3520 Amherst x 3500 Amherst 3504 Amherst 3508 Amherst 3516 Amherst 3524 Amherst 3528 Amherst 3532 Amherst 3640 Amherst 3544 Amherst 3548 Amherst 3500 Amherst - UPPA Up All Night- 2016 Resident Survey Results September 29,2015 Jacob Speer, Director of Public Works City of University Park 3800 University Blvd. University Park, Texas 75205 Dear Mr. Speer; Unfortunately the people involved in the planning of the "All Night Urban Campout", at University Park Elementary School, have made no allowance for the safety and convenience of the residents of the 3500 block of Amherst. In order to make the event safe and as trouble free as possible we would like to make the following recommendations. o Both the southern and center lanes of the street should be kept clear in case of a police, medical or fire emergency. o The restrictions for the use of the 3500 block of Amherst should not interfere with the lawful use of the street by the residents. Not all residents have rear access available. o Only residents of the 3500 block of Amherst should be allowed to enter and park on the street. o Drop off should not be allowed in the 3500 block of Amherst. a An Officer should be assigned to the 3500 block of Amherst to enforce the above restrictions. Unless the above restrictions are instituted the proposed twenty-two hour closure will be an unnecessary imposition on the residents ofthe block. Amherst University Park, Texas 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 9:14 AM 09/30/15 AGENDA MEMO 10/6/2015 Agenda TO: Honorable Mayor and City Council FROM: Gerry Bradley, Director of Parks and Recreation SUBJECT: Preston Road Parkway Project BACKGROUND: Staff has conducted a sealed bid opening for landscape/irrigation services associated with the Preston Road Parkway Project. The low bidder for the project is Cannon Landscape at $175,862.00 (see attached bid tab). The other components of the project include the masonry repair work and painting of the historical entrance wall between McFarlin Blvd. and Winsor Avenue. This project component will be completed as a Tips/Taps cooperative purchasing agreement with Gallagher Construction in the amount of $19,400. Funding for the replacement of the walkways associated within the project has been identified within the Public Works Department’s operating budget. Staff is also requesting $20,000 to support project contingency and area lighting. Proposed Project Budget  Landscape/Irrigation $175,862.00  Wall Repair/Painting $ 19,400.00  Project Contingency $ 20,000.00  Concrete Walkways $ Public Works Proposed CIP Project Budget $215,262.00 RECOMMENDATION: Staff is requesting that City Council consider approving the proposed budget for the Preston Road Parkway Project. City of University Park BEST VALUE BID 2015-11 - PRESTON ROAD PROJECT SCORE CARD 9/4/2015 WINNER COST 175,862.00$ 177,850.00$ 188,248.00$ 323,103.70$ ATTENDED PRE-BID?Y Y Y Y CRITERIA #DESCRIPTION MAX POINTS Cannon Landscape Tropic Landscape Bare Roots Lanscape Solutions Lawns of Dallas 1 COST - Points will be awarded based on the total cost of the bid, as submitted in Attachment A - Cost Worksheet. POINTS = (LOW BID / BID) * 30 30 30.0 29.7 28.0 16.3 2 STRATEGY & SCHEDULE - Points will be awarded based on the strategy and schedule outlined in the Bidder's submission. (See Proposal Format , section 2.) 40 40.0 40.0 39.5 39.5 2a Timeline is reasonable and close to City's desired completion date. Hours required and target deadlines for each phase are included. 20 20.0 20.0 19.5 19.5 2b Vendor has presented a reasonable staffing plan, including supervision. List of subcontractors has been provided and is acceptable to the City. 10 10.0 10.0 10.0 10.0 2c Equipment listed is adequate to complete the tasks laid out in the bid packet. Equipment is located in the DFW area. 10 10.0 10.0 10.0 10.0 3 REFERENCES & EXPERIENCE - Points will be awarded based on references and previous work experience on similar projects. 20 20.0 15.0 18.5 15.0 4 PROXIMITY - Points will be awarded based on the proximity of the supplier to University Park city limits. 10 9.5 9.5 9.5 10.0 TOTAL 100 99.5 94.2 95.5 80.8 9/25/2015 8:49 AM September 28, 2015 City of University Park Attn: Elizabeth Anderson 4420 Worcola University Park, TX 75206 RE: Awarded Vendor Contract – Gallagher Construction Contract #10012413 Contract: Job Order Contracting and Related Services Awarded January 24, 2013 effective through January 23, 2016 JOB – City of University Park – Preston Road Wall Re-Painting TO WHOM IT MAY CONCERN: The Interlocal Purchasing System (TIPS) verifies that Gallagher Construction is an Awarded Vendor for The Interlocal Purchasing System (TIPS) through Job Order Contracting and Related Services and is authorized to perform work under Contract #10012413. With specific respect to the proposal from Gallagher Construction for the City of University Park for the Preston Road Wall Re-Painting, dated September 11, 2015 in the amount of $19,400.00, it has been reviewed by TIPS and found to be within the parameters of the awarded contract as listed above. If you have any questions, you may reach me at 903-243-4759 or by email to david.mabe@tips-usa.com . Sincerely, David Mabe David Mabe TIPS National Coordinator / JOC Manager 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Users\GRANIC~1\AppData\Local\Temp\BCL Technologies\easyPDF 7\@BCL@8005F4AB\@BCL@8005F4AB.docx 12:19 PM 09/30/15 AGENDA MEMO 10/6/2015Agenda TO:Honorable Mayor and City Council FROM:Dale Harwell, Director of Information Services SUBJECT:Approval of EnerGovSoftware, Professional Services, and Travel Expenses to Implement Code Enforcement Software BACKGROUND: In 2004,the City installed the Cartegraphpublic works asset management and work order system. At the time, there was not a suitable software solution for facilitating the daily operations of Code Enforcement. In addition to its intended functionality, it was determined that Cartegraph could be modified to be used by Code Enforcement. In 2013, the City installed EnerGov software for the purpose of managing permits and building inspections within the Community Development department. EnerGov bundled a code enforcement module into the “Permitting and Land Management Suite” user license. Migrating from Cartegraph to EnerGov will accomplish the following for Code Enforcement: Improve integration and communication between Code Enforcement Officers and Building Inspectors by utilizing the same application for daily operations Address concerns from the recent community survey related to Code Enforcement by providing software to increase efficiency Clear the path to update or replace Cartegraph without restriction due to Code Enforcement’s current dependency on Cartegraph Provide data mobility for CodeEnforcement Officers with EnerGov’s IG Enforce tablet application This project is included in the FY16 Capital Improvement Plan. EnerGov’s proposal includes software licensing for mobility (IG Enforce) and interface with the New World Systems utility management application. In addition, the proposal includes services (i.e. project management, system setup, training, and data conversion) and projected travel expenses. The total cost of the project will not exceed $78,000. RECOMMENDATION: Information Services staff recommends approval to purchase software, professional services, and reimburse travel expenses for EnerGov to migrate Code Enforcement from Cartegraph to EnerGov. Purchase Proposal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sers\GRANIC~1\AppData\Local\Temp\BCL Technologies\easyPDF 7\@BCL@A805CD42\@BCL@A805CD42.docx 4:08 PM 09/30/15 AGENDA MEMO 10/6/2015Agenda TO:Honorable Mayor and City Council FROM:Jacob Speer, Director of Public Works SUBJECT:Consider bids for mile-per-year project number 47050 BACKGROUND: Staff advertised for bids for Project Numbers 47050A and 47050Bon August 20th and 27th. We opened bids on September 8th, 2015. Project A consisted of the replacement of water mains, sanitary sewer mains, and pavement in the 4200-4300 blocks of the Normandy/San Carlos Alley. The project also included the installation of a water main and fire hydrants in the 4200-4300 blocks of Normandy Street. Project B consisted of the replacement of water mains, sanitary sewer mains, and pavement in the 4300-4400 blocks of the Hyer/Grassmere alley, the 4200-4300 blocks of the McFarlin/Larchmont alley, and the 4400-4500 blocks of the Stanhope/Shenandoah alley. We received 3 bids for Project A. The low bid was submitted by Ark Contracting in the amount of $1,051,251. We received 2 bids for Project B. The low bid was submitted by Ark Contracting in the amount of $1,716,172. The bid amounts exceeded the project estimates and budgeted funds. RECOMMENDATION: Staff recommends Council reject all bids for Project 47050A and Project 47050B. Staff will adjust the scope of the project and seek new bids in an attempt to complete the work with the funds available within the current Capital Improvement Budget. 3800 UNIVERSITY BOULEVARD UNIVERSITY PARK, TEXAS 75205 TELEPHONE (214) 363-1644 C:\Users\GRANIC~1\AppData\Local\Temp\BCL Technologies\easyPDF 7\@BCL@A8055337\@BCL@A8055337.docx 4:07 PM 09/30/15 AGENDA MEMO 10/6/2015Agenda TO:Honorable Mayor and City Council FROM:Jacob Speer, Director of Public Works SUBJECT:Discuss development agreement associated with Lovers 52 project BACKGROUND: At the June 16, 2015 Council meeting, staff recommended that Council consider an agreement with the developer of the Lovers 52 multi-family residential project. Under the agreement, the developer’s utility contractor would replace a deteriorated sanitary sewer main at the City’s expense at the same time that they replaced the adjacent water main and alley pavement at the developer’s expense. It was believed that such an arrangement would be the most efficient and economical way to complete this work. It was believed that the City’s participation would not exceed $200,000. At that meeting, Council voted to postpone consideration of the agreement until the developer could provide a final cost estimate for the City’s portion of the work. Last month, Staff received a final cost estimate from the developer. That estimate placed the City’s contribution level in excess of $370,000. Further analysis of the estimate revealed that the cost of improvements funded by the City was nearly twice the cost of similar improvements funded by the developer. In light of the cost of these improvements, Staff has reassessed the City’s options for rehabilitating the deteriorated sanitary sewer main in the alley between the development and Preston Road. The existing clay tilemain can be lined with a cured in-place polyurethane product. This process is done by accessing the existing manholes and does not require any destructive means for installation. While not as ideal as replacing the existing main with new pipe, the lining will provide an adequate means of rehabilitation and can be done for less than 20% of the cost proposed by the developer. Without any cost sharing between the City and the developer, there is no need for an agreement between the two parties. RECOMMENDATION: Staff recommends the City pursue the cured in-place polyurethane lining method of rehabilitating the sewer mains in question in lieu of entering into an agreement with the developer of the Lovers 52 project for infrastructure improvements.