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HomeMy WebLinkAboutAgenda CC 09.28.2004Notice of Meeting of the Governing Body of the City of Georgetown, Texas Tuesday, September 28, 2004 The Georgetown City Council will meet on Tuesday, September 28, 2004 at 06:00:00 PM at the City Council Chambers, 101 E. 7th Street, at the northeast corner of Seventh and Main Streets, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. An agenda packet, containing detailed information on the items listed below, is distributed to the Mayor, Councilmembers, and the Georgetown Public Library no later than the Saturday preceding the council meeting. The library's copy is available for public review. Please Note: This City Council Meeting will be video taped live without editing and shown on the local cable channel. Executive Session Regular Session to convene and continue Executive Session, if necessary In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas Codes, Annotated, the items listed below will be discussed in closed session and are subject to action in the regular session that follows. A Sec.551.071: Consultation with Attorney - Pending or Threatened Litigation - Brazos River Authority regarding Operations and Maintenance of the Stillhouse Raw Water Pipeline - E.O. Sharp Butane Co., Inc. v. City of Georgetown, Texas, Cause No. A -04 -CA -299 -SS, in the United States District Court, Western District of Texas, Austin Division - Legal issues related to proposed MUD #15 - Legal Advice Regarding Agenda Items and other Matters B Sec.551.072 Deliberation on Real Property - Discussion and possible action concerning the purchase of right-of-way and easements for improvements to SH 29 West and CR 265 C Sec.551.087 Economic Development - Discussion or deliberation regarding commercial or financial information that the City has received from a business prospect that the City seeks to have locate, stay, or expand in or near the territory of the City and with which the City is conducting economic development negotiations Regular Session - To begin no earlier than 06:00 PM (Council may, at any time, recess the Regular Session to convene an Executive Session at the request of the Mayor, a Councilmember, or the City Manager for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551.) D Call to Order E Pledge of Allegiance Comments from the dais - Welcome to Audience and Opening Comments -- Mayor Gary Nelon Announcement of three vacancies on the Library Advisory Board, one vacancy on the Main Street Advisory Board. Youth Advisory Board has vacancies for representatives from the eighth, ninth, and twelvth grades. City Council Agenda/September 28, 2004 Page 1 of 5 pages G Announcements and Comments from City Manager Public Wishing to Address Council - Billy Montalvo regarding clothing donation drop-off boxes. Keith Peshak regarding review of the 4th and 8th Amendments to the Constitution of the United States and affirmation that they do indeed apply in Georgetown and Williamson County, along with the Federal Freedom of Information Act. Statutory Consent Agenda The Statutory Consent Agenda includes non -controversial and routine items that Council may act on with one single vote. A councilmember may pull any item from the Consent Agenda in order that the council discuss and act upon it individually as part of the Regular Agenda. I Consideration and possible action to approve the minutes of the Council Workshop on Monday, September 13, the Regular City Council Meeting of Tuesday, September 14, and the Special Meeting on Tuesday, September 21, 2004 — Sandra Lee, City Secretary J Consideration and possible action to authorize the City Manager to execute a contract with Matthew and Company for the purpose of video taping City Council Meetings in an amount not to exceed $12,000, which is the amount currently funded in the FY 2004-05 budget -- Paul Brandenburg, City Manager K Consideration of approval of a resolution authorizing funding agreements between the City of Georgetown and Capital Area Rural Transportation System, Georgetown Community Clinic, Georgetown Area United Way, The Caring Place, Family Eldercare, Inc., Georgetown Interfaith Caregivers, Habitat for Humanity, Literacy Council of Williamson County, Senior Center at Stonehaven, The Georgetown Project, Williamson-Bumet County Opportunities Inc., Williamson County and Cities Health District, and Williamson County Crisis Center, and for these agencies and organizations to continue to provide services for the citizens of Georgetown -- Paul E. Brandeburg, City Manager L Consideration and possible approval of an inter -local operating contract between the City of Georgetown and the Georgetown Transportation Enhancement Corporation for the 2004/05 fiscal year — Micki Rundell, Director of Finance and Administration M Consideration and possible approval of the Fiscal and Budgetary Policyto be used for the Georgetown Transportation Enhancement Corporation -- Micki Rundell, Director of Finance and Administration N Discussion and possible action to adopt a Resolution approving the 2004/05 Budget and related Property Tax Assessment for the Georgetown Village Public Improvement District #1 -- Micki Rundell, Director of Finance and Administration O Consideration of and possible action to authorize staff to negotiate a Professional Services Contract with PBSBJ for Engineering / Architectural Services to design an Air Traffic Control Tower for the Georgetown Municipal Airport — Travis McLain, Airport Manager and Tom Yantis, Assistant City Manager P Consideration of an award of the annual bid for emulsion to Koch Pavement Solutions in the estimated amount of $43,060.00 --Terry Jones, Purchasing Director, Mark Miller, Transportation Services Manager and Jim Briggs, Assistant City Manager for Utility Operations Q Consideration of an award of the bid for licensed electrician services to Mercury Electric Company in the estimated annual amount of $60,000.00 --Terry Jones, Purchasing Director; Mike Mayben, Energy Services Manager; and Jim Briggs, Assistant City Manager for Utility Operations. R Consideration for the approval of payment to Williamson County for the upgrade of the County -wide 800 Mhz communication system in the amount of $31,215.68 --Terry Jones, Purchasing Director; Kevin Stofie, Assistant Police Chief; and Anthony Lincoln, Fire Chief S Consideration of a resolution authorizing the Release of a Special Assessment Lien against property currently owned by Draeger Motor Company, Inc. and located at 502 Main Street -- Patricia E. Cads, City Attorney City Council Agenda/September 28, 2004 Page 2 of 5 pages Consideration and possible action to approve the contract, between the City of Georgetown and Dunham Engineering, Inc., to provide professional services related to the rehabilitation of the Leander Elevated Storage Tank for $32,000.00 — Glenn Dishong, Water Services Manager and Jim Briggs, Assistant City Manager for Utility Operations Consideration and possible action to approve the fiscal year 2005 annual support services and contracts renewal for Information Technology vendors providing services and support to the City of Georgetown — Dennis Schoenborn, Information Technology Director and Tom Yantis, Assistant City Manager V Consideration and possible action on a Preliminary Plat for 17.24 acres in the John Berry Survey to be known as Chisholm Park, Section Two, located on County Road 152 — Cada Benton, Development Planner and Amelia Sondgeroth, Director, Planning and Development. Legislative Regular Agenda Council will individually consider and possibly take action on any or all of the following items: W Consideration and possible action to extend the contract between the City and Texas Disposal Systems, Inc. (TDS) for solid waste collection and disposal services, for an additional year, to September 30, 2006 — Kathy Ragsdale, Utility Director and Micki Rundell, Director of Finance and Administration and Micki Rundell, Director of Finance and Administration X Discussion and possible action to adopt a resolution accepting the proposed Transportation Improvement Plan and approving year one of the TIP as part of the Adopted 2004/05 Budget for the Georgetown Transportation Enhancement Corporation — Micki Rundell, Director of Finance and Administration Y Consideration and possible action with regards to an update on the Austin Avenue Widening and Rehabilitation Project from RM 2338 to 6th Street in Georgetown — Jim Briggs, Assistant City Manager for Utilities and Tom Yantis, Assistant City Manager for Operations Items forwarded from the Georgetown Utility System (GUS) Board 1. Consideration and possible action to enter into a contract with LCRA for purchase of electric distribution and transmission materials in the estimated amount of $1,540,000.00 for FY 2004/2005 from Techline in accordance with the LCRA Material Acquisition Program (Cooperative Purchasing Agreement) — Mike Mayben, Energy Services Manager, Terry Jones, Support Services Director, and Jim Briggs, Assistant City Manager for Utility Operations 2. Consideration and possible action to approve a contract amendment to the existing Professional Services Agreement between the City of Georgetown and Camp, Dresser, and McKee. Inc., to provide engineering services related to the update of the Wastewater Collection System Master Plan and Model, in the amount of $142,680 — Glenn Dishong, Water Services Manager and Jim Briggs, Assistant City Manager for Utility Operations 3. Consideration and possible action to amend the existing Professional Service Agreement between the City of Georgetown and Camp, Dresser, and McKee, Inc., to provide engineering services related to the design of the Irrigation Water System Master Plan and distribution system model, in the amount of $36,508 — Glenn Dishong, Water Services Manager and Jim Briggs, Assistant City Manager for Utility Operations 4. Consideration and possible action to amend the contract between the City and Operations Management International (OMI) for the management, operation, and maintenance of Its water treatment facilities for the fiscal year 2004-2005 and to set an annual operating budget of $815,000.00 — Glenn Dishong, Water Services Manager and Jim Briggs, Assistant City Manager for Utility Operations 5. Consideration and possible recommendation to amend the contract between the City and Brazos River Authority (BRA) for the management, operation, and maintenance of Its wastewater treatment facilities for the fiscal year 2004-2005 and to set an annual operating budget of $1,050,000.00 — Glenn Dishong, Water Services Manager and Jim Briggs, Assistant City Manager for Utility Operations City Council Agenda/September 28, 2004 Page 3 of 5 pages 6. Consideration and possible action to approve the transfer of off-peak capacity in accordance with the Water Service, Water Rights, and Facility Ownership Contract between the City of Georgetown and Chisholm Trail Special Utility District relating to the Lake Water Treatment Plant — Glenn Dishong, Water Services Manager and Jim Briggs, Assistant City Manager for Utility Operations 7. Consideration and possible action to award the bid for the construction of the Lake Water Treatment Plant De -watering Facility (Phase 1) to Excel Construction Services,LLC for $1,178,246.00 and set a project budget of $1,295,000.00 — Glenn Dishong, Water Services Manager and Jim Briggs, Assistant City Manager for Utility Operations 8. Consideration and possible action to award the bid for the Williams Drive Lift Station Relief Line to H. Deck Construction Co. for $116,322.00 and set a project budget of $126,000.00 — Glenn Dishong, Water Services Manager and Jim Briggs, Assistant City Manager for Utility Operations 9. Consideration and possible action to award the bid for the annual purchase of Water Meters and Accessories to National Waterworks for $271,386.00 — Glenn Dishong, Water Services Manager and Jim Briggs, Assistant City Manager for Utility Operations AA Second Readinos 1. Second Reading of an ordinance repealing existing Chapter 3.01 in its entirety pertaining to personnel policies and adopting a new Chapter 3.01 entitled "Personnel Policies" and authorizing and directing the administrative adoption of a Personnel Manual that is consistent with the terns of the ordinance — Cada Boudand, Human Resource Director 2. Second Reading of an ordinance levying a tax rate for the City of Georgetown for the tax year 2004 — Micki Rundell, Director of Finance and Administration 3. Second Reading of an ordinance adopting an Annual Operating Plan Element of the Georgetown Century Plan (budget) for the fiscal year beginning October 1, 2004, and ending September 30, 2005; adopting the Annual Amendment to the Century Plan — Micki Rundell, Director of Finance and Administration 4. Second Reading of an ordinance amending 2.08.010 "Administrative Divisions and Departments" of the Georgetown Code of Ordinances — Micki Rundell, Director of Finance and Administration 5. Second Reading of an ordinance Rezoning 16.06 acres situated in the William Addison Survey, from RS, Residential Single-family and AG, Agricultural to MF, Multifamily residential, also known as the St Helen Catholic Church Development Area One, located south of SH 29 and west of the Inner Loop — Bobby Ray, Chief Development Planner and Amelia Sondgeroth, Director, Planning and Development 6. Second Reading of an ordinance providing for the annexation into the City of 16.2540 acres, more of less, out of the Leroy B. Lord Survey, more particularly described as Georgetown Village Section 5 — Ed Polasek, Chief Long Range Planner and Amelia Sondgeroth, Director, Planning and Development 7. Second Reading of an ordinance providing for the annexation into the City of 158.19 acres, more or less, in the William Addison survey, located southwest of the Inner Loop and Maple Street Intersection — Ed Polasek, Chief Long Range Planner and Amelia Sondgeroth, Director, Planning and Development 8. Second Reading of an ordinance providing for the annexation into the City of 117.804 acres, more or less, in the Burrell Eaves Survey, for Sun City Neighborhood 27 — Ed Polasek, Chief Long Range Planner and Amelia Sondgeroth, Director, Planning and Development 9. Second Reading of an ordinance providing for the annexation into the City of 23.7452 acres, more or less, in the Frederick Foy Survey, for Sun City Neighborhood 19 — Ed Polasek, Chief Long Range Planner and Amelia Sondgeroth, Director, Planning and Development 10. Second Reading of an ordinance providing for the annexation into the City of 39.473 acres, more or less, in the Frederick Foy Survey, for Sun City Neighborhood 20 — Ed Polasek, Chief Long Range Planner and Amelia Sondgeroth, Director, Planning and Development City Council Agenda/September 28, 2004 Page 4 of 5 pages Public Hearings and First Readings 1. Public Hearing to consider Rezoning 18.071 acres in the Burrell Eaves Survey, from A, Agricultural District to PUD, Planned Unit Development District, to be known as Sun City Georgetown, Neighborhood Thirty -Three, located north of Texas Drive -- Melissa McCollum, Development Planner and Amelia Sondgeroth, Director, Planning and Development 2. First Reading of an ordinance Rezoning 18.071 acres in the Burrell Eaves Survey, from A, Agricultural District to PUD, Planned Unit Development District, to be known as Sun City Georgetown, Neighborhood Thirty -Three, located north of Texas Drive — Melissa McCollum, Development Planner and Amelia Sondgeroth, Director, Planning and Development 3. First Reading of an ordinance providing for the adoption of the Downtown Master Plan as a new element of the Century Plan -- Ed Polasek, Chief Long Range Planner and Amelia Sondgeroth, Director, Planning and Development 4. First Reading of an ordinance to modify the Future Land Use Plan for 94.34 acres situated in the Barney C. Low Survey, by reducing the size of the commercial node from 25 to 14 acres, and to change the Mixed Use area to Residential, located at the SW corner of FM 1460 and Westinghouse Road — Ed Polasek, Chief Long Range Planner and Amelia Sondgeroth, Director, Planning and Development CC Appointments 1. Consideration and possible action to approve the appointment of Laura Eliel to the Main Street Advisory Board to fill the vacancy created by the resignation of Ellie Skross — Mayor Gary Nelon 2. Consideration and possible action to approve the appointment of Dawn Hitt-Wilken to the Animal Services Advisory Board to fill the vacancy created by the resignation of Sandra Johnston — Mayor Gary Nelon 3. Consideration and possible action to approve the appointments of Vanessa Borrego and Melissa McNutt, and the re -appointment of Meredith Morrow to the Georgetown Youth Advisory Board — Mayor Gary Nelon I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, and on the bulletin board located outside of the Council Chambers, 101 East 7th Street, places readily accessible to the general public at all times, on the day of , 2004, at , and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. Sandra Lee, City Secretary City Council Agenda/September 28, 2004 Page 5 of 5 pages �. BID TABULATION SHEET BID NO. 24032 - Emulsion October 1, 2004 — September 30, 2005 APPRX KOCH* ESTIMATED QTY. PRICE PER GAL. TOTAL 1. Emulsion HFRS-2P including 30,000 GAL. $1.076 $32,280.00 freight charges to a single location in the City of Georgetown Pump and Hose Charge (Per 6 $50.00 300.00 Load) 2. Emulsion AE -P (A -HP) 5,000 GAL $1.066 $ 5,330.00 Including freight charges to a single location in the City of Georgetown Pump and Hose Charge (Per 6 $50.00 $ 300.00 Load) 3. Emulsion SS -1 5,000 GAL. .91 $ 4.550.00 Including freight charges to a single location in the City of Georgetown Pump and Hose Charge (Per Load) 6 $50.00 $ 300.00 TOTAL ESTIMATED ANNUAL AMOUNT $43,060.00 *Low Bid — Koch Pavement Solutions No response Asphalt, Inc. — 8110104 - is now Wheeler Coatings (see below) P. O. Box 951 Round Rock, Texas 78680 Pioneer Asphalt 8900 Ramirez Lane Austin, Texas 78742 Wheeler Coatings 3099 N IH 35 Round Rock, TX 78664 Council meeting date: September 28, 2004 AGENDA ITEM COVER SHEET SUBJECT Consideration of a resolution authorizing the Release of against property currently owned by Draeger Motor Company, Street. ITEM SUMMARY Item No.�� a Special Assessment Lien Inc. and located at 502 Main In 1922 the City of Georgetown levied assessments for paving in and around the downtown/Old Town area. An ordinance was recorded in the Mechanics Lien Records of Williamson County, Texas, listing all property owners assessed and a requirement for payment within four (4) years of the assessment. The subject property is in the process of being sold and Draeger Motor Company, Inc. has requested a release of the assessment lien(s). Due to the fact that the City does not have financial records dating back to 1922, we are unable to determine whether a payment was ever made or what amount, if any, may still be outstanding. Due to the lack of financial records dating back to 1922, in the past, the City Council has approved the release of several of these liens against properties assessed by the same ordinance. Therefore, this request has been processed in the same manner. ATTACHMENTS Resolution Release of Special Assessment Lien Submitted By: Patricia E. Carls, Brown & Carls, LLP City Attorney RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GEORGETOWN, TEXAS, AUTHORIZING THE RELEASE OF A SPECIAL ASSESSMENT LIEN FOR DRAEGER MOTOR COMPANY, INC. AND ESTABLISHING AN EFFECTIVE DATE. WHEREAS, the City of Georgetown has received a request from Draeger Motor Company, Inc. for the release of a special assessment lien against its property located at 502 Main Street; and WHEREAS, by ordinance dated October 10, 1922 and filed of record on January 25, 1923, at Volume 6, Page 415, Mechanics Lien Records of Williamson County, Texas, an assessment lien was levied against the following described real property and against the real and true owner of said property to be due and payable within four (4) years of said assessment: Being Lots 1-8, Block 43, in the CITY OF GEORGETOWN, Williamson County, Texas, and being the same property described in deeds to Draeger Motor, Inc. recorded in (1) Volume 535, Page 318; (2) Volume 577, Page 343; (3) Volume 576, Page 113; (4) Volume 616, Page 557; (5) Volume 1781, Page 011; and (6) Document No. 9853081, Official Records, Williamson County, Texas (the "Property"). WHEREAS, the City of Georgetown has no financial records dating back to 1922 and, therefore, no determination can be made as to whether or not the assessment was paid; and WHEREAS, the City Council, after hearing the request and finding the specific facts as stated above, now concludes that the subject property should be released from the special assessment lien. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GEORGETOWN, TEXAS, THAT: SECTION 1. The facts and recitations contained in the preamble of this resolution are hereby found and declared to be true and correct, and are incorporated by reference herein and expressly made a part hereof, as if copied verbatim. The City Council hereby finds that this resolution implements Finance Policy End 14.00 of the Century Plan - Policy Plan Element, which states: "All municipal operations are conducted in an efficient business -like manner and sufficient financial resources for both current and future needs are provided"; and further finds that the adoption of this resolution is not inconsistent or in conflict with any other Century Plan Policies, as required by Section 2.03 of the Administrative Chapter of the Policy Plan. Resolution No. Page 1 of 2 ATTEST: Sandra D. Lee, City Secretary APPROVED AS TO FORM: Patricia E. Carls, Brown & Carls, LLP City Attorney STATE OF TEXAS COUNTY OF WILLIAMSON The foregoing instrument was acknowledged before me this day of September, 2004, by Gary Nelon, Mayor, of the City of Georgetown, Texas, a Texas home -rule municipal corporation, on behalf of said municipal corporation. Notary Public, State of Texas Release of Special Assessment Lien Page 2 of 2 Council Meeting Date: September 28, 2004 AGENDA ITEM COVER SHEET Item No. SUBJECT: Consideration and possible action to approve the contract, between the City of Georgetown and Dunham Engineering, Inc., to provide professional services related to the rehabilitation of the Leander Elevated Storage Tank for $32,000.00. ITEM SUMMARY: The Leander Elevated Storage Tank and the eight other storage tanks in the Georgetown water system were inspected by Dunham Engineering in 2001 to satisfy the TCEQ requirement for an annual inspection and to assess the need for rehabilitation. The majority of Georgetown's tanks have been in service for over fifteen years without any significant repairs. The Leander Elevated Storage Tank is the third of five tanks identified as needing rehabilitation due to structural or coating problems. This contract provides for the necessary engineering design, bid specifications, contract documents, and project services to allow for the rehabilitation of the Leander Elevated Storage Tank in an amount not to exceed $32,000.00. SPECIAL CONSIDERATIONS: None. FINANCIAL IMPACT: Fiscal year 2004/2005 in the amount of $32,000.00 out of Water Operations Fund (660-108-5805-00). STAFF RECOMMENDATIONS: Staff recommends the approval of a contract between the City and Dunham Engineering, Inc. for engineering services relating to the rehabilitation of the Leander Elevated Storage Tank. GUS BOARD RECOMMENDATION: None - Cost is below the threshold for GUS review. COMMENTS: None. ATTACHMENTS: Contract wit m/"n ineering, Inc. By: im g Glenn D Assi ity Manager Water S for Utilit es Manager DUNHAM ENGINEERING Water Tank Consultants 13141 Hill Rd. • College Station, TX 77845 • (979) 690-6555 • Mobile (979) 820-1648 • FAX (979) 690-7034 yyyp .DunhamFneoineeringxom Letter of Agreement This is an Agreement made as of _ between the City of Georgetown, Texas hereinafter known as the OWNER and Dunham Engineering, Inc., of College Station, Texas hereinafter known as the ENGINEER The OWNER intends for the ENGINEER to perform professional engineering services in the design and construction inspection of the WORK The WORK is defined as the rehabilitation of an existing 500,000 gallon welded steel elevated water storage tank located on Leander Road in Georgetown, Texas. The rehabilitation will be done in accordance with the recommendations made in the ENGINEER'S Report of Inspection dated February 7, 2001. The estimated cost of construction is $260,000.00 PHASE I - DESIGN The ENGINEER agrees to prepare the design, produce engineering plans and specifications, prepare the contract documents, advertise for bids to selected contractors and recommend award of a lump sum construction contract to complete the WORK for the OWNER The ENGINEER agrees to provide a draft set of contract documents to the OWNER for review and approval no later than 30 days from the date of the Agreement The ENGINEER agrees to finalize the documents and advertise the WORK to selected contractors for bid within 30 days after receipt of OWNER'S comments and approval. The OWNER agrees to advertise the WORK as required in the local newspaper to meet state requirements for advertising a public works project The ENGINEER agrees to assist the OWNER in opening and reviewing bids and recommending a contractor for award. PHASE II- CONSTRUCTION The ENGINEER agrees to periodically inspect the contractor during the construction period to insure contract compliance. r The ENGINEER agrees to process Contractor progress payments and recommend payment by the OWNER The ENGINEER agrees to prepare and process Contract Change Orders as required during the course of the construction contract The ENGINEER agrees to conduct a final inspection of the WORK and to recommend final payment for the CONTRACTOR when the WORK is completed The ENGINEER agrees to schedule and conduct a one year warranty inspection of the WORK prior to the end of the warranty period and to coordinate completion of any required warranty repairs. In consideration of the above services, the OWNER agrees to compensate the ENGINEER in accordance with the following schedule: Phase I - Design Total fee of $24,000.00. Partial payments due as follows: 50% due when draft contract documents provided to OWNER 50% due when contractor recommended for award. Phase II - Construction Total fee not to exceed $8,000. without prior approval. Fee billed on $65/hour portal to portal rate with minimum inspection trip fee of 5 hours. Fees billed on monthly basis for actual hours worked. Jimmy D. Dunham, P. E. OWNER DUNHAM ENGINEERING, INC. 2 Agenda Item Check List Financial Impact Agenda Item: Agenda Item Subject: Is this a Capital Improvement Project: Council Date: Leander EST Rehab (ENG) Leander EST Rehabilitation (ENG) 1-1:Yes •No 09/28/2004 link to Agenda database => Need Help? Was it budgeted? • Yes O No Is it within the approved budgeted amount? • Yes O No If not, where is the money coming from? G/L Account Number 660-108-5805-00 Amount Going to Council $ 32,000.00 Is there something (budgeted) that won't get Yes 9 No done because you are spending these funds? If so, please explain. Will this have an impact on the next year's Yes • No budget? If so, please explain. Does this project have future revenue Yes 40 No impact? Year: Department: If so, how? Identify all on-going costs (i.e., insurance, annual maintenance fees, licenses, operational costs, etc...). Estimated staff hours: Cross -divisional impact: Yes • No If so, what division(s)? Prepared by: Glenn Dishong Date: 09/22/2004 Agenda Item Checklist: Approved on 09/23/2004 pproversitle signed Notified Received Status Changed Status JimBriggsAssistant City 09/22/2004 09/22/2004 9/22/2004 09/22/2004 Approved Jose Lara Manager 09/22/2004 09/22/2004 09/23/2004 Admin Delegated Laurie Brewer utility Financial 0923/2004 09/23/2004 23/2004 09/23/2004 Approved Analyst Controller Approver Comments Approval Cycle Settings GUS Board Meeting Date: September 28, 2004 Item No. AGENDA ITEM COVER SHEET SUBJECT: Consideration and possible action with regards to an update on the Austin Avenue Widening and Rehabilitation Project from RM 2338 to 6th Street in Georgetown ITEM SUMMARY: Tom Yantis and I met with Bob Daigh District Engineer of the Austin District with TxDOT earlier this month. The intent of this meeting was to confirm the intentions of TxDOT and schedule with regards to the Austin Avenue project. This meeting was initiated due to some discussions from area developments that had indicated that TxDOT was willing to transfer the ownership of Austin Avenue over to Georgetown after making some cosmetic improvements to the roadway without widening the bridges. The concern that you are all aware of that some businesses are against the bridge widening on this project due to the perceived impacts of disruption of business during construction. The results of our meeting were that TxDOT would indeed transfer the ownership of this asset to the City of Georgetown but that there are still safety concerns with the bridge that someone will have to deal with in order to mitigate any future risk. Evidentially the structural analysis of the bridges calls for remediation efforts whether or not the roadway is widened. There had been some understanding that with the transfer of ownership the bridges could be left in tact without mitigation but from the structural report that is not possible in order to insure safety for the public that uses Austin Avenue although, widening of the roadway is not necessarily mandatory if the City of Georgetown takes ownership. As a result of this information and other options available to the City of Georgetown Tom and I have decided to bring this issue to the council to discuss the current status and any changes in order to see if there is a change in the direction that Council would want us to proceed. There are some options that would allow us to take ownership of the roadway and utilize State funds to deal with the safety issues without widening certain sections and we would like to discuss those with you to clarify your direction on this project. SPECIAL CONSIDERATIONS: NONE NANCIAL IMPACT: NONE COMMENTS: NONE ATTACHMENTS: Map of project area Submitted By: �Jimriggs I � �_ \ To iYantis Ass tant Cager/Utility Operations sistant City Manager to • - � �j. �!�, _� > �� \ it y�� � \ " `• �_ -..� ': •'.`q 01*6 y � 9 � �� '��T,js.4���^ % s i +4fj / I C�t�•I�i . ' ���' 3 �' ♦ '�. :5 IS ulrj� �•.n I' - . . Kr say �'M� � � � i. �._- •� � ray i"' s �.-�E.iY.�h,.�� Y - Vii^ i r ; I '"�'. L K a I • v„ - . � `,�. � ' r T.P. ; Lia*- TCouncil Meeting Date: September 28, 2004 AGENDA ITEM COVER SHEET Item No. -z — I SUBJECT Consideration and possible action to enter into a contract with LCRA for purchase of electric distribution and transmission materials for FY 2004/2005 from Techline in accordance with the LCRA Material Acquisition Program (Cooperative Purchasing Agreement). TTEM SUMMARY In December 2003, the City Council approved the renewal of the Agreement between the Lower Colorado River Authority ("LCRA") and the City of Georgetown whereby the City could participate in LCRA's Material Acquisition Program The LCRA Material Acquisition Program ("Material Alliance") is a cooperative purchasing program that LCRA makes available to its wholesale customers pursuant to Chapter 271 of the Local Government Code. Under the terms of the Agreement, LORA receives and evaluates bid proposals for annual material acquisitions. The vendor(s) selected by LCRA meet or exceed the criteria required and desired for furnishing materials to LCRA and its wholesale customers. The selected vendor is monitored by LCRA at regular intervals. The City has used the Material Alliance contract with LCRA for the purchase of technical services in the past; this action will be the first time the City has used the arrangement to purchase electric transmission and distribution materials. Techline is the vendor awarded the Electric Material Acquisition Services Contract by LCRA, and the City staff is recommending that the City purchase the electric distribution and transmission materials for FY 2004/2005. By using this cooperative purchasing program and Agreement to purchase materials from Techline, the City will be able to take advantage of lower prices and stock availability to do volume purchasing. Items will be purchased from Techline on an as -needed basis and stocked in the City warehouse to be used by the City's Electric Department for new electric service installations and maintenance of the electric system SPECIAL CONSIDERATIONS A copy of the 2003 Program Agreement for Material Acquisition Services between the City and LCRA is attached. According to Texas Local Government Code 271.102(c), the City satisfies any state laws requiring the local government to seek competitive bids for the purchase of the goods and services when purchasing under a Cooperative Purchasing Program The Texas Local Government Code 271.101 specifically states that a municipality may participate in such an agreement with a special district GUS BOARD RECOMMENDATION: GUS Board recommends approval to Council at its September 21, 2004 meeting. FINANCIAL IMPACT (cost of item, fund and division name, budgeted amt.) Funds will not exceed the FY 2004/2005 budget for this line item, and will be paid from the Electrical Capital Projects account and Electrical Maintenance of Utilities account Estimated expenditures are $1,540,000.00. (This amount is based on prior year usage.) COMMENTS In the past, the City's engineering firm, McCord Engineering, has solicited annual bids for electric material on behalf of the City. For the last half of the current annual bid, items were repeatedly pulled off of the bid by vendors because of the inability of their manufacturers to hold prices firm. This has been due to the recent metal and gasoline price increases. The City is hesitant to solicit another electric material bid at this time as prices in the metal and gasoline markets are still unstable. Staff would like the opportunity to purchase material through the LCRA Material Acquisition Program for a trial period of up to twelve months. At that time, staff will re-evaluate the use of this agreement or solicit their own bids. Since this service is a non-exclusive and non- binding agreement and allows the City of Georgetown to discontinue participation at any time without penalty, the City will be periodically soliciting bids with other vendors. This will allow the City to verify that the prices received through this agreement are competitive. ATTACHMENTS (list individually) 1. 2003 Material Acquisition Services Agreement between the City and LCRA. Mayben, Energy Services Director Jim Briggs, Assistant City Manager Terry Jones, Support Services Director EXIT MAT PROGRAM AGREEMENT MATERIAL ACQUISITION SERVICES Th� dr "Customer") and he Lower Colorado River Authority ("LCRA") have entered into an Agreea(u nt for Technical Services dated Z02YO3., The purpose of this new Program Agreement is to allow the 61V oys yy ^e� to receive the benefits of the Material Alliance of LCRA. CONTRACT SCOPE: LCRA shall provide the following services to Customer. 1. LCRA has received and evaluated bid proposals for an annual material acquisition program. 2. The selected vendor meets or exceeds the criteria required and desired for furnishing materials to LORA and its Wholesale Customers. 3. The selected Vendor will be monitored by LCRA at regular intervals to assure that the program is beneficial to the participants. 4. The selected Vendor may fumish materials for up to five (5) years with at least an annual review of performance of the Vendor. 5. LORA Distribution Engineering will make recommendations and evaluations of material suitable for electric facilities. CUSTOMER BENEFITS I. Customer will not need to go through the bid process for materials covered under this Program. 2. The Vendor will be providing the following products: electrical, natural gas, water/sewer, CATV/telephone, sport lighting, fiber optic, and telecommunication. 3. The Customer will deal directly with the Vendor in the ordering, shipping, and payment of invoices. Vendor will provide customer with a customer specific electronic procurement WEB page. Fax or telephone ordering also is available. 4. The Vendor will not charge shipping charges for the routine route delivery to the Customer from Vendor's warehouse. 5. Vendor will be available to deliver material at least weekly to Customer. 6. The Vendor may deliver materials directly to the jobsite when prior arrangements have been made between the Customer and the Vendor. 7. The Vendor may purchase excess materials from the Customer to reduce Customers inventory. 8. The Vendor agrees to maintain a stock of material for emergencies to be delivered to the customer within 48 hours. 9. The Vendor will be available 24 hours per day 7 days per week for Customer to contact. 10. Vendor will self unload Customer's purchases at customers warehouse or directly to the jobsite. 11. Vendor can provide training on use of new material. 12. Vendor will provide improved communication concerning product availability and pricing movement. 13. Vendor can provide "kiting" assembling and packaging material by unit designation. 14. Vendor will provide an emergency backup stock. 15. Vendor will not charge a restocking charge for return of unused material if Customer meets Vendor's criteria for such actions. 16. Vendor will provide new transformers on consignment at customer's location if customer purchases all transformers and most other distribution materials from vendor. 17. The vendor will provide and maintain emergency stock of larger pad -mounted transformers or other agreed upon items so that each utility will not have to maintain expensive inventory or backup units for reliability purposes if customer purchases all transformers and most other distribution materials from vendor. 11/10/03 Material Agreement CONTRACT TERM (page 2 of 2) The contract term for this Program Agreement shall be for one year. The Program Agreement shall be automatically renewed each year unless terminated by either party. TERMINATION Either party may terminate this Program Agreement, by giving a ninety- (90) day notice to the other party. Termination of this Program Agreement shall not affect the Agreement for Technical Services or any other Program Agreement, but termination of the Agreement for Technical Services automatically terminates all Program Agreements. If this Program Agreement is terminated, any overpayment of the retainer shall be reimbursed to the Customer after the costs of services have been paid. CONTRACT FEES Fees for work under this Agreement See attached price sheet "Pricingfor MATERIAL ACQUISITIONProgram" The LCRA will notify the customer of the new fee for continuing the service for another year in a new "Pricing for Material Acquisition Program" which will become a part of this Agreement All other terms and conditions of the Program Agreement remain in full force and effect. The parties below have caused this Program Agreement to be executed by their authorized officials as ofrrKcy'.,��( 20AO )W a• rW R rL j�J Title: 41196e=O—;tr� . V) Pricing for Electric Material Acquisition Program For the City off��, Dated: The program fee is $35/mouth plus 2.5% of the previous month's purchases, but not to exceed $250/month. Monthly fee will be updated to be effective January I' of each year and will be constant for one complete year. Accepted: mer . : &d - V, o:L .(r ITpct° %V\, Sipature _ ( Ck 11:4 be'Lo n Printed Name Title Date 11/10/03 Agenda Item Check List Financial Impact Agenda Item: LCRA Material Acquisition Program Agenda Item Subject: LCRA/Techline Material Acquisition Program Is this a Capital Improvement • Yes O No Project: Council Date: 09/28/2004 link to Agenda database => Need Help? Was it budgeted? 0 Yes v No Is it within the approved budgeted amount? • Yes O No If not, where is the money coming from? G/L Account Number 611-101 Amount Going to Council $ 1,540,000.00 Is there something (budgeted) that won't get Yes 0 No done because you are spending these funds? If so, please explain. Will this have an impact on the next year's • Yes U No budget? If so, please explain. Does this project have future revenue impact? Year: 2004 and beyond This is the material section of the electric CIP for FY 2004-2005 • Yes O No Department: Georgetown Utility Systems If so, how? Future utility revenue from system growth Identify all on-going costs (i.e., insurance, N/A annual maintenance fees, licenses, operational costs, etc...). Estimated staff hours: N/A Cross -divisional impact: • Yes � J No If so, what division(s)? Finance and Administration Prepared by: Mike Mayben Date: 09/23/2004 Agenda Item Checklist. Approved on 09/23/2004 Approvers Title Assigned Notified Received Status Changed Status Jim Briggs Assistant City 09/23/2004 09/23/2004 9/23/2004 09/23/2004 Approved Jose Lara Manager 09/23/2004 09/23/2004 09/23/2004 Admin Delegated Laurie Brewer Utility Financial 09/23/2004 09/23/2004 9/43/2004 09/23/2004 Approved Analyst Controller Approver Comments Approval Cycle Settings Council Meeting Date: September 28, 2004 AGENDA ITEM COVER SHEET V P0�0�041 Item No. � SUBJECT: Consideration and possible action to approve a contract amendment to the existing Professional Services Agreement between the City of Georgetown and Camp, Dresser, and McKee, Inc., to provide engineering services related to the update of Wastewater Collection System Master Plan and model, in the amount of $142,680. ITEM SUMMARY: The Wastewater Collection System Master Plan and model is used to properly assess existing wastewater system conditions and predict future conditions based upon changes to the system. The Plan is the foundation upon which the annual capital improvement program (CIP) is built. The Wastewater Collection System Master Plan was last updated in 1996. Since that time, the City water utility has accepted more than 3000 new connections and added 45 linear miles of new collection lines in the service area. It is necessary to update the Wastewater Collection System Master Plan and model to allow City management to accurately assess the current system and to also address future needs. SPECIAL CONSIDERATIONS: None FINANCIAL IMPACT: Funds in the amount of $142,680 are to be paid from account number 651 -101 -6101 -MP. GUS BOARD RECOMMENDATION: GUS Board recommended approval to a contract amendment to the CDM agreement at the September 21, 2004 meeting. Approved 5-0. Hunnicut and Brown absent. STAFF RECOMMENDATION: Staff supports the GUS Board recommendation for the contract amendment for Professional Services by CDM. COMMENTS: None ATTACHMENTS: Scope of work Amendment fro �D ¢ s1///��� r & McKee tted By: VJBI� s,Glenn Dishong a CtManager Water Services i a Manager AMENDMENT TO THE AGREEMENT BETWEEN OWNER AND ENGINEER FOR PROFESSIONAL SERVICES TO PREPARE A WASTEWATER COLLECTION SYSTEM MODEL AND MASTER PLAN The General Services Agreement between OWNER and ENGINEER last authorized on November 26, 1991, is hereby amended as follows: The scope and cost of the anticipated services are set forth in the attached Exhibit 1. The fee for the work in this Amendment is to be paid on a lump sum basis. Your signature below will constitute your acceptance of this Amendment. EXECUTED in duplicate original this _ day of . 2004 at Georgetown, Texas, where this contract is performable and enforceable. Approved as to form: City Attorney Patty of the Second Part: C DRESS & M E C. By: Allen D. Woelke, P.E. Vice President STATE OF TEXAS COUNTY OF TRAVIS Party of the First Part: CITY OF GEORGETOWN, TEXAS Gary Nelon Mayor Attest: Sandra D. Lee City Secretary This instrument was acknowledged before me on this the � day of 2004, by Mr. Allen D. Wcelke in his capacity as Vice President of Camp Dresser &McKee Inc. 05 -r' ._tr: [.._CB° �� ✓ i� KAREN HU1111 BAKER Notary Public, State of Texas My Commissbn Expires Auguf 10, 2008 Page 1 of I City of Georgetown Wastewater Collection System Model and Master Plan Update Purpose The purpose of this project is to update the City's Wastewater Collection System Master Plan and model. Camp Dresser & McKee Inc. (CDM) last updated the Master Plan in 1996. Since that time, the City's collection system has accepted more than 3,000 new connections and the City has added over 45 miles of new sewers. This Master Plan would either convert the City's existing HYDRA model data to the InfoWorks model software or use the City's GLS data as input to the InfoWorks model and would include sewers added and currently proposed, evaluate location and patterns of wastewater flow, evaluate improvements to the collection system to accommodate the increased flows and develop a capital improvement program for timely implementation of the proposed improvements. Task 1 Update Wastewater Collection Network Model CDM will review and analyze information concerning revisions to the City's existing wastewater collection system that have occurred since 1996. A partial list of new areas and collection system improvements added since 1996 is provided in Table 1. Subdivisions/Commercial Developments Albertson's Store Berry Creek Section Four Phase Three Berry Creek Section Eleven Phases One, Two, Three, Four, Five, and Six Churchill Farms Section Four Cooperative Way Improvements Crystal Knoll Unit Three Don Hewlett Chevy Elementary School off FM 971 Escalera Sections One and Two Fails of San Gabriel Georgetown Crossing Phase I and II Georgetown Healthcare Systems Main Facility Expansion Georgetown Village Sections One, Two, and Three Georgian Place Sections I, 11 and III Katy Crossing Sections Two, Three, Four and Five Kelly Trust Middle School off FM 971 Midway Business Park Oaks at Georgetown Apartments Park Central One Pecan Branch North Subdivision River Bend V River Chase River Oaks Business Park River Ridge III San Gabriel Village Summer Crest Sections One and Two Sun City Neighborhoods 1,1E, 2, 3, 4, 5A, 5B, 6, 7, 8A, 8B 9 10 11 12 12A, 12B 15A, 115B, 16A Roposa1_A4272AMD_N107withwftwan.dm Page 1 of Subdivisions/Commercial Developments 15th Street Improvements 17A, 35, 36, 37 Sun City Off -Site Force Main and Sewer Sun City Wastewater Phase I — Wastewater Interceptor and Lift Station The Coves at Berry Creek Phases One and Two The Reserve at Berry Creek 1A and 1 D The Woods of Berry Creek Waters Edge Apartments Westwood Village Townhomes Serenade East Phase One Collection System Improvements 15th Street Improvements Austin Ave North Wastewater Improvements E. 19" St. At Hutto Road Improvements Hart Street Interceptor Haven Lane Improvements Lakeway Drive Improvements Northwest Boulevard Wastewater Improvements Old Town Rehabilitation Project Pecan Brach Interceptor Phase II Serenade East Phase One Smith Branch Interceptor Improvements Phases One and Two Williams Drive Interceptor Table 1: New Developments and Improvements Since 1996 CDM will either convert the existing HYDRA model data to the InfoWorks software or will use the City's GIS data as input to the InfoWorks model. Based on the new areas and improvements, CDM will input new pipes into the converted sanitary sewer model. In addition to digitizing the line and manhole locations, the follow data will be included: pipe diameter, pipe length, pipe slope, pipe roughness, invert elevations, and top of ground elevations. As built drawings, provided by the City, will be used to update the model for the new areas and improvements. Not all pipes in the collection system will be included. All pipes 10 -inch and larger will be included; pipes that are 8 -inch in diameter and smaller will be included, as required. Any new or improved lift stations will be added to the model as well as any lift stations removed by gravity service will be removed from the model. Lift station information will be taken from as built drawings. Since 1996, CDM and the City have noticed inconsistencies in the 1996 model, which have not been addressed, particularly with regard to manhole ground and invert elevations. Evaluating these inconsistencies will also be undertaken as part of this task. Any data on rim and invert elevations that the City can provide will be used in this evaluation to ensure collection system line slopes are adequately represented. In areas where the current model has irreconcilable inconsistencies, it is suggested that surveying be done at select manhole locations. The budget submitted with this scope reflects surveying location and rim and invert elevations for a maximum of 100 manholes; manholes beyond this amount would be billed as additional services. The model will then be updated with the survey data. Pmpon1_A4272AMD_N107wahso@ware.doc Page 2 of 4 CDM will summarize and present information to the City for comments in the form of a meeting, within two months from the date of the notice to proceed. CDM will then update the information per comments received. Task 2 Develop Wastewater Flow Factors CDM will evaluate the City's flow and rainfall data to determine typical rainfall response characteristics of wastewater flow from various land uses and development types. CDM will use this information to determine three conditions for the City's wastewater flow: 1. Existing Condition 2. 2010 Condition 3. 2015 Condition Flow Analysis Wastewater flows are based on three components, base wastewater flow groundwater infiltration and rainfall derived infiltration/inflow (RDII). CDM will evaluate the meter and rainfall records and determine the average rates of each flow component for various areas of the City. CDM will determine the correlation of flow rates with population, land use, sewer connections and age of development. A procedure for computing model input flows will be developed and documented. CDM will prepare flow inputs for the simulation of the existing system flows in the 1-, 2- and 5 -year storm events for 2010 and 2015 conditions. Future Conditions Based on population growth and location, future wastewater flows will be predicted. Flows will be based on future population, existing per capita flows, infiltration and RDH rates for new sewers. The City's Land Use Plan will also be used to predict future flows. CDM will compare City existing and future wastewater flows to W WTP capacity and make recommendations in light of State requirements. Task 2 will take two months to complete. A Technical Memorandum will be provided at its completion. Task 3 Establish Planning Criteria CDM will develop recommendations for establishing planning criteria. These criteria will include: Pipe Design Flow - Peak base wastewater flow plus infiltration and inflow. Percent Pipe Full at design flow. Lift Station Capacity Wet Well Volumes Wastewater Treatment Plant Capacity P,omni_n4272AMD_NI07wid fkw=.aa Page 3 of 4 As a component of this task, CDM will establish three planning improvement alternatives, to be modeled under Task 4. A meeting will be held with City staff to finalize these criteria. Task 3 will take two -weeks to complete. A Technical Memorandum will be provided at its completion. Task 4 Analyze Sewer System CDM will determine the ability of the collection system to meet the demand conditions under the three previously determined scenarios. CDM will present the results of the analysis in the form of a meeting and discuss the alternatives with City staff. Task 4 will be summarized in a Technical Memorandum and will take two -months to complete. Task 5 Development of Capital Improvements Program CDM will develop the selected projects developed under Task 4 into a staged 5 -year and 10 - year Capital Improvements Program. A system map will be prepared illustrating the location, size and timing of future improvements. An opinion of probable costs will be presented in today's dollars. Task 5 will take one-month to complete. Task 6 Draft Wastewater Master Plan All work performed on the project will be summarized and presented in a Wastewater System Master Plan. Five (5) copies of the draft plan and CII' map will be supplied to the City for review and comment. Task 6 will take one-month to complete. Task 7 Final Report After receiving written comments from the City on the draft wastewater master plan, the wastewater system master plan will be documented in a final report with appropriate figures and exhibits. Ten (10) copies of the final report will be supplied to the City. Electronic files of the model, figures, exhibits and report will be provided to the City. Task 7 will be completed three -weeks after receiving final comments from the City. Task 8 Additional Modeling Support Services This task will provide support for modeling the effects of various proposed development situations. This task will be implemented on an as needed basis at the request of City of Georgetown staff. This task only will be billed on an hourly basis. Task 9 Provision for Sanitary Model Software CDM will purchase one InfoWorks software license of adequate size on behalf of the City of Georgetown. The model data, software and license hardware lock will be turned over to the City as part of the deliverable. PWPm 1-A4272AMD N107widWftw .dot Page 4 of 4 Notice of Meeting of the Governing Body of the City of Georgetown, Texas Tuesday, October 12, 2004 The Georgetown City Council will meet on Tuesday, October 12, 2004 at 06:00:00 PM at the City Council Chambers, 101 E. 7th Street, at the northeast corner of Seventh and Main Streets, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. An agenda packet, containing detailed information on the items listed below, is distributed to the Mayor, Councilmembers, and the Georgetown Public Library no later than the Saturday preceding the council meeting. The library's copy is available for public review. Please Note: This City Council Meeting will be video taped live without editing and shown on the local cable channel. Executive Session Regular Session to convene and continue Executive Session, if necessary In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas Codes, Annotated, the items listed below will be discussed in closed session and are subject to action in the regular session that follows. A Sec.551.071: Consultation with Attorney - Pending or Threatened Litigation - Brazos River Authority regarding Operations and Maintenance of the Stillhouse Raw Water Pipeline - E.O. Sharp Butane Co., inc. v. City of Georgetown, Texas, Cause No. A -04 -CA -299 -SS, in the United States District Court, Western District of Texas, Austin Division - Legal issues related to proposed MUD #15 - Discussion regarding street assessment authority - Legal Advice Regarding Agenda Items and other Matters - Discussion regarding street assessment authority B Sec.551.087: Deliberations Regarding Economic Development Negotiations - Potential abatements and incentives for prospective downtown development projects C Sec.551.072 Deliberation on Real Property - Discussion and possible action concerning the purchase of right-of-way and easements for improvements to SH 29 West and CR 265 - Discussion and possible action regarding acquisition of property related to the proposed South West Bypass Project D Sec.551.086 Public Power Utility Competitive Matters - Discussion of competitive matters and confidential information relating to the City's electric utility Regular Session - To begin no earlier than 06:00 PM (Council may, at any time, recess the Regular Session to convene an Executive Session at the request of the Mayor, a Councilmember, or the City Manager for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551.) E Call to Order F Pledge of Allegiance G Comments from the dais - Welcome to Audience and Opening Comments — Mayor Gary Nelon H Announcements and Comments from City Manager City Council Agenda/October 12, 2004 Page 1 of 3 Pages Public Wishing to Address Council - John Brand regarding service from Verizon. Keith Peshak regarding review of the 4th and 8th Amendments to the Constitution of the United States and affirmation that they do indeed apply in Georgetown and Williamson County, along with the Federal Freedom of Information Act. Action from Executive Session Statutory Consent Agenda The Statutory Consent Agenda includes non -controversial and routine items that Council may act on with one single vote. A councilmember may pull any item from the Consent Agenda in order that the council discuss and act upon it individually as part of the Regular Agenda. K Consideration and possible action to approve the minutes of the Council Workshop on Monday, September 27, and the Regular City Council Meeting of Tuesday, September 28, 2004 — Sandra Lee, City Secretary L Consideration of authorization for Paul Brandenburg, Georgetown City Manager, to sign a contract permitting the Georgetown Public Library to receive direct financial aid in the amount of $6,138.00 from the Texas State Library and Archives Commission M Consideration and possible action regarding the annual contract renewal and additional development and support services for the City's Issue Manager Software with ClearFrame, Inc. -- Dennis Schoenborn, Information Technology Director N Consideration and possible action on a Public Review Final Plat for 18.071 acres situated in the Burrell Eaves Survey, to be known as Sun City Georgetown, Neighborhood Thirty -Three, located north of Texas Drive — Melissa McCollum, Development Planner and Amelia Sondgeroth, Director of Community Development Legislative Regular Agenda Council will individually consider and possibly take action on any or all of the following items: O Consideration and possible action authorizing library staff to purchase books from Ingram, Inc. in an amount not to exceed $90,000 for fiscal year 2004-05 — Eric Lashley, Library Director and Randy Morrow, Director of Community Services P Consideration of and possible action to approve a Resolution requesting federal Non -Primary Entitlement Funds from the Texas Department of Transportation — Travis McLain, Airport Manager; Tom Yantis, Assistant City Manager Q Consideration and possible action to renew the contract between the City of Georgetown and Prime Controls, LP. (formerly I&C Sales) of Carrollton, Texas, for SCADA system technical services in the amount of $48,850.00 — Mike Mayben, Energy Services Manager and Jim Briggs, Assistant City Manager for Utility Operations R Consideration and possible action to approve a contract with Lucas Adams not to exceed $34,500 to produce the 2005 Visitors Guide to Georgetown — Carl Miller, Tourism Coordinator; Shelly Hargrove, Main Street Manager; and Randy Morrow, Community Services Director S Consideration and possible action to approve a resolution expressing official Intent to reimburse net costs for the purchase of the 2004/05 Capital Projects and Equipment, not to exceed $1,284,775 with proceeds from bonds that will be issued at a later time -- Micki Rundell, Director of Finance and Administration T Second Readings 1. Second Reading of an ordinance Rezoning 18.071 acres in the Burrell Eaves Survey, from A, Agricultural District to PUD, Planned Unit Development District, to be known as Sun City Georgetown, Neighborhood Thirty -Three, located north of Texas Drive. — Melissa McCollum, Development Planner and Amelia Sondgeroth, Director, Planning and Development. City Council Agenda/October 12, 2004 Page 2 of 3 Pages 2. Second Reading of an ordinance providing for the adoption of the Downtown Master Plan as a new element of the Century Plan — Ed Polasek, Chief Long Range Planner and Amelia Sondgeroth, Director, Planning and Development. 3. Second Reading of an ordinance to modify the Future Land Use Plan for 94.34 acres situated in the Barney C. Low Survey, by reducing the size of the commercial node from 25 to 14 acres, and to change the Mixed Use area to Residential, located at the SW corner of FM 1460 and Westinghouse Road — Ed Polasek, Chief Long Range Planner and Amelia Sondgeroth, Director, Planning and Development U Public Hearings/First Readinas 1. Public Hearing regarding an increase in stormwater rates to reflect the cost of providing service — Kathy Ragsdale, Utility Office Director and Mick! Rundell, Director of Finance and Administration 2. First Reading of an ordinance amending stormwater rates to reflect the cost of providing service — Kathy Ragsdale, Utility Office Director and Micki Rundell, Director of Finance and Administration. 3. First Reading of an ordinance amending wastewater rates to reflect the cost of providing service — Kathy Ragsdale, Utility Office Director and Micki Rundell, Director of Finance and Administration. 4. First Reading of an ordinance amending solid waste disposal rates in order to fully recover the cost of solid waste disposal service and make the utility self-supporting — Kathy Ragsdale, Utility Office Director and Micki Rundell, Director of Finance and Administration 5. First Reading of an ordinance amending electric rates and rate structure to reflect the cost of providing service — Kathy Ragsdale, Utility Office Director and Micki Rundell, Director of Finance and Administration. 6. First Reading of an ordinance amending the current Miscellaneous and Other Services and Charges section of Article VII, which specifically relate to utility service connections -- Kathy Ragsdale, Utility Office Director and Micki Rundell, Director of Finance and Administration. 7. First Reading of an ordinance amending the current miscellaneous meter tampering ordinance and establishing a fee for violations of the ordinance — Kathy Ragsdale, Utility Office Director and Micki Rundell, Director of Finance and Administration. 8. First Reading of an ordinance amending the current Miscellaneous and Other Services and Charges section of Article VII, and establishing a fee for payment plan administration — Kathy Ragsdale, Utility Office Director and Micki Rundell, Director of Finance and Administration. 9. First Reading of an ordinance approving the final project and financial plan for the Wolf Ranch Tax Increment Reinvestment Zone (TIRZ) -- Micki Rundell, Director of Finance and Administration. 10. First Reading of an ordinance amending Chapter 6.40 of the Code of Ordinances relating to alcoholic beverages to address recent changes in the law — Trish Carls, City Attorney V Consideration and possible action to accept and approve the appointments of the Election Judges and Altemates for the November 2, 2004, General and Special Election — Sandra D. Lee, City Secretary and Trish Cads, City Attorney I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, and on the bulletin board located outside of the Council Chambers, 101 East 7th Street, places readily accessible to the general public at all times, on the City Council Agenda/October 12, 2004 Page 3 of 3 Pages day of , 2004, at , and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. Sandra Lee, City Secretary City Council Agenda/October 12, 2004 Page 4 of 3 Pages Notice of Meeting of the Governing Body of the City of Georgetown, Texas Monday, October 11, 2004 The Georgetown City Council will meet on Monday, October 11, 2004 at 04:00:00 PM at the City Council Chambers, 101 E. 7th Street, at the northeast corner of Seventh and Main Streets, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. An agenda packet, containing detailed information on the items listed below, is distributed to the Mayor, Councilmembers, and the Georgetown Public Library no later than the Saturday preceding the council meeting. The library's copy is available for public review. Please Note: This City Council Meeting will be video taped live without editing and shown on the local cable channel. Policy Development/Review Workshop - Call to order at 04:00 PM A Presentation and workshop concerning the Regional Wastewater Study by the Brazos River Authority (BRA and Camp, Dresser, and McKee, Inc. (CDM) — Glenn W. Dishong, Water Services Manager and Jim Briggs, Assistant City Manager for Utility Operations B Presentation by Capital Area Rural Transportation System (CARTS) regarding the Georgetown Intermodal Station C Presentation and discussion regarding the Austin -San Antonio Inter -Municipal Rail District Executive Session In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas Codes, Annotated, the items listed below will be discussed in closed session and are subject to action in the regular session that follows. D Sec.551.071: Consultation with Attorney - Pending or Threatened Litigation - Brazos River Authority regarding Operations and Maintenance of the Stillhouse Raw Water Pipeline - E.O. Sharp Butane Co., Inc. v. City of Georgetown, Texas, Cause No. A -04 -CA -299 -SS, in the United States District Court, Western District of Texas, Austin Division - Legal issues related to proposed MUD #15 - Discussion regarding street assessment authority - Legal Advice Regarding Agenda Items and other Matters E Sec.551.087: Deliberations Regarding Economic Development Negotiations - Potential abatements and incentives for prospective downtown development projects F Sec.551.072 Deliberation on Real Property - Discussion and possible action concerning the purchase of right-of-way and easements for improvements to SH 29 West and CR 265 - Discussion and possible action regarding acquisition of property related to the proposed South West Bypass Project G Sec.551.086 Public Power Utility Competitive Matters - Discussion of competitive matters and confidential information relating to the City's electric utility Certificate of Posting City Council Agenda/October 11, 2004 Page 1 of 2 Pages I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, and on the bulletin board located outside of the Council Chambers, 101 East 7th Street, places readily accessible to the general public at all times, on the day of , 2004, at , and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. Sandra Lee, City Secretary City Council Agenda/October 11, 2004 Page 2 of 2 Pages City of Georgetown Wastewater Collection System Model and Master Plan Update Fee Schedule Task 1 Update Collection System Model $29,644 Task 2 Estimate Flow Inputs $15,785 Task 3 Establish Planning Criteria $ 3,963 Task 4 Sewer System Analysis $13,956 Task 5 Development of CIP $13,927 Task 6 Draft Master Plan $15,353 Task 7 Final Report $ 7,593 Task 8 Additional Modeling Support Services $ 7,440 Task 9 Provision for Modeling Software 5 7 Total $142,680 Hourly Rates for Task 8 Officer $ 200 Principal/ Associate $ 180 Engineer 5/6 $ 135 Engineer3/4 $ 110 Engineer 1/2 $ 85 Technician $ 70 Senior Technician $ 85 Administration $ 65 Other Costs At Cost Ptoponl_A4272AMD_N107wiftoft a .&e Page 1 of 1 Agenda Item Check List Financial Impact Agenda Item: Agenda Item Subject: Is this a Capital Improvement Project: Council Date: Was it budgeted? Wastewater Master Plan Update Wastewater Master Plan Update • Yes O No 09/28/2004 link to Agenda database => 16 Need Help? Is it within the approved budgeted amount? If not, where is the money coming from? G/L Account Number Amount Going to Council • Yes U No ! Yes • No Wastewater Line Improvements - Savings 651 -101 -6101 -MP $ 142,680.00 Is there something (budgeted) that won't get Yes 0 No done because you are spending these funds? If so, please explain. Will this have an impact on the next year's Yes • No budget? If so, please explain. Does this project have future revenue Yes • No impact? Year: Department: If so, how? Identify ail on-going costs (i.e., insurance, annual maintenance fees, licenses, operational costs, etc...). Estimated staff hours: Cross -divisional impact: If so, what division(s)? Purchase of Wastewater Modeling Software will result in annual maintenance fees of approx $5,000 Yes * No Prepared by: Glenn Dishong Date: 09/22/2004 Agenda Item Checklist. Approved on 09/22/2004 Approvers Title lAssigned Notified Received Status Changed Status Jim Briggs Assistant City 09/22/2004 09/22/2004 9/22/2004 09/22/2004 Approved Laurie Brewer Manager 09/22/2004 09/22/2004 09/22/2004 09/22/2004 Approved Mick! Rundell Controller 09/22/2004 09/22/2004 9122/Y004 09/22/2004 Approved Director of Finance and Administration Approver Comments Approval Cycle Settings Council Meeting Date: September 28, 2004 Item No. Z—,3 AGENDA ITEM COVER SHEET SUBJECT: Consideration and possible action to amend the existing Professional Services Agreement between the City of Georgetown and Camp, Dresser, and McKee, Inc., to provide engineering services related to the design of Irrigation Water System Master Plan and distribution system model, in the amount of $36,508. ITEM SUMMARY: The purpose of this project is to create the City's first Irrigation Water System Master Plan and distribution system model. The City currently has a 210 Authorization from the Texas Commission on Environmental Quality (TCEQ) to reuse treated effluent from its wastewater treatment plants for irrigation of several golf courses parks and athletic fields. This master plan will create a model to include all irrigation demands, sources of supply, storage tanks, pump stations and pipelines, evaluate improvements to the irrigation system to accommodate the increase flows and develop a capital improvement program for timely implementation of the proposed improvements. SPECIAL CONSIDERATIONS: None FINANCIAL IMPACT: Funding out of Irrigation Capital Account. GUS BOARD RECOMMENDATION: GUS Board recommended approval of the contract amendment by CDM at the September 21, 2004 meeting. Approved 5-0. Hunnicut and Brown absent. STAFF RECOMMENDATION: Staff supports the recommendation by the GUS Advisory Board for the contract amendment for Professional Services by CDM. COMMENTS: None ATTACHMENTS: Scope of Work Amendment from By: for Uti mp, Dresser & Mckee. Dresser & McKee. Manager 6, Water Services Manager AMENDMENT TO THE AGREEMENT BETWEEN OWNER AND ENGINEER FOR PROFESSIONAL SERVICES TO PREPARE AN IRRIGATION WATER SYSTEM MODEL AND MASTER PLAN The General Services Agreement between OWNER and ENGINEER last authorized on November 26, 1991, is hereby amended as follows: The scope and cost of the anticipated services are set forth in the attached Exhibit 1. The fee for the work in this Amendment is to be paid on a lump sum basis. Your signature below will constitute your acceptance of this Amendment. EXECUTED in duplicate original this _ day of . 2004 at Georgetown, Texas, where this contract is performable and enforceable. Approved as to form: Party of the First Part: CITY OF GEORGETOWN, TEXAS City Attorney N Second Part:SSE & Mc IN . By: Allen D. Woelke, P.E. Vice President STATE OF TEXAS COUNTY OF TRAVIS Gary Nelon Mayor Attest: Sandra D. Lee City Secretary This instrument was acknowledged before me on this the 16 L111L day of 2004, by Mr. Allen D. Woelke in his capacity as Vice President of Camp Dresser & McKee hi& Printed name: Notary Public, Se of Texas Commission Expires: D D DM KAREN HUT2lER BAKFR Notary Public, State of Texas My Commission Expires Augu+t 10, 2008 Page I of 1 A4D2. I a City of Georgetown Irrigation Water System Model and Master Plan Purpose The purpose of this project is to create the City's first Irrigation Water System Master Plan and distribution system model. The City currently has a 210 Authorization from TCEQ to reuse treated effluent from its wastewater treatment plants for irrigation of several golf course, parks and athletic fields. This Master Plan would create a Water CAD model to include all irrigation demands, sources of supply, storage tanks, pump stations and pipelines, evaluate improvements to the irrigation system to accommodate the increased flows and develop a capital improvement program for timely implementation of the proposed improvements. Task 1 Create Irrigation Water System Network Model CDM will review and analyze information concerning the City's existing irrigation water system. System components to be included but not limited to are: Sources ■ San Gabriel Wastewater Treatment Plant ■ Dove Springs Wastewater Treatment Plant ■ Pecan Branch Wastewater Treatment Plant ■ Berry Creek Wastewater Treatment Plant ■ Cimarron Hills Wastewater Treatment Plant ■ Irrigation Wells Storage ■ Airport Ground Storage Tank (GST) ■ San Gabriel W WTP Clearwell ■ Park GST ■ Berry Creek Effluent Storage Pond ■ Cimarron Hills Effluent Storage Pond Page I of 4 A4272AMD_NIOSAm City of Georgetown Irrigation Water System Model and Master Plan Update Pump Stations ■ Airport Pump Station ■ San Gabriel W WTP Pump Station ■ Pecan Branch WWTP Pump Station ■ Park Pump Station Irrigation Sites ■ Southwestern University Golf Course ■ Southwestern University Athletic Fields ■ Sun City Golf Courses ■ Cimarron Hills Golf Course ■ Berry Creek Golf Course ■ Georgetown Country Club ■ San Gabriel Park Facilities CDM will input the storage, pump stations, pipelines and irrigation sites into a new Water CAD Model. In addition to digitizing the line and system component locations, the following data will be included: pipe diameter, pipe length, pipe roughness, and top of ground elevations. For the improvements, as -built drawings, provided by the City as required, will be used to create the model. CDM will summarize and present information to the City for comments in the form of a meeting, within one month from the date of the notice to proceed. CDM will then update the information per comments received. Task 2 Develop Irrigation Flow Factors CDM will, with the City's assistance, determine irrigation and other reclaimed water demand for the following conditions: ■ Existing Conditions ■ 2015 Conditions ■ 2025 Conditions In each planning period it will be necessary to determine the average daily demand, Om maximum day demand, actual irrigation (or take) rate, and service pressure for each Page 2 of 4 A4272AMD_NIOg.doc City o/ Georgetown Irrigation Water System Model and Master Plan Update customer. Some of the City's customers take the irrigation water and store it in large ponds and boost the water to irrigation flows and pressures with their own equipment. Other users utilize the City's system to provide irrigation flows and pressures. This data will be compiled and presented in tabular format. Task 3 Establish Planning Criteria CDM will develop recommendations for establishing planning criteria. These criteria will include: ■ Pipe Design Flow ■ Maximum Pipe Velocity at Design Flow ■ Pump Station Capacity ■ Storage Volumes ■ Irrigation Production Capacity As a component of this task, CDM will establish three planning improvement alternatives, to be modeled under Task 4. A meeting will be held with City staff to finalize these criteria. Task 3 will take two weeks to complete. A Technical Memorandum will be provided at its completion. Task 4 Analyze Irrigation System CDM will determine the ability of the irrigation system to meet the demand conditions under the three previously determined planning scenarios. CDM will present the results of the analysis in the form of a meeting and discuss the alternatives with City staff. Task 4 will be summarized in a Technical Memorandum and will take three weeks to complete. Task 5 Development of Capital Improvements Program CDM will develop the selected projects developed under Task 4 into a staged Capital Improvements Program (CII. The opinion of CII' probable costs will be presented in today's dollars. Task 5 will take three weeks to complete and will be summarized in a Technical Memorandum. Page 3 of 4 A4272A[D_NIOBAcc '0 City of Georgetown Irrigation Water System Model and Master Plan Update Task 6 Draft Irrigation Water Master Plan All work performed on the project will be summarized and presented in an Irrigation Water System Master Plan. Five (5) copies of the draft plan will be supplied to the City for review and comment. Task 6 will take two weeks to complete. Task 7 Final Report After receiving written comments from the City on the draft Irrigation Waster System Master Plan, the Irrigation Water System Master Plan will be documented in a final report with appropriate figures and exhibits. Ten (10) copies of the final report will be supplied to the City. Electronic files of the model, figures, exhibits and report will be provided to the City. Task 7 will be completed two weeks after receiving final comments from the City. A4272AMD_N108.dm Page 4 of 4 E !.-L City of Georgetown Irrigation Water System Model and Master Plan Fee Schedule Task 1 Create Irrigation Water System Model Task 2 Develop Irrigation Flow Factors Task 3 Establish Planning Criteria Task 4 Analyze Irrigation System Task 5 Develop CII' Task 6 Draft Irrigation Water Master Plan Task 7 Final Report Total Page 1 of 1 A4272AMD NIOB.dx $6,154 $3,699 $1,889 $7,419 $5,832 $7,171 $36,508 Agenda Item Check List r� Financial Impact Agenda Item: Agenda Item Subject: Is this a Capital Improvement Project: Council Date: Was it budgeted? Irrigation Water System Master Plan Irrigation Water System Master Plan • Yes O No 09/28/2004 link to Agenda database => rp Need Help? Is it within the approved budgeted amount? If not, where is the money coming from? G/L Account Number Amount Going to Council Is there something (budgeted) that won't get done because you are spending these funds? If so, please explain. Will this have an impact on the next year's budget? If so, please explain. Does this project have future revenue impact? Year: If so, how? Yes • No Yes • No Rivery / Country Club Irrigation Line Savings 621 -101 -XXXX-00 $ 36,508.00 Yes • No Yes • No Yes • No Department: Identify all on-going costs (i.e., insurance, annual maintenance fees, licenses, operational costs, etc...). Estimated staff hours: Cross -divisional impact: If so, what division(s)? No additional ongoing costs. WaterCad software currently updated via Water Fund. (_ Yes • No Prepared by: Glenn Dishong Date: 09122/2004 Agenda Item Checklist. Approved on 09/22/2004 Approvers Title Assigned Notified Received Status Changed Status Jim Briggs Assistant City 09/22/2004 09/22/2004 9/22/2004 09/22/2004 Approved Laurie Brewer Manager 09122/2004 09/22/2004 9/22/2004 09/22/2004 Approved Micki Rundell Controller 09/22/2004 09/22/2004 9/22/4004 09/22/2004 Approved Director of Finance and Administration Approval Cycle Settings Council Meeting Date: September 28, 2004 Item No. 7— AGENDA AGENDA ITEM COVER SHEET SUBJECT: Consideration and possible action to amend the contract between the City and Operations Management International (OMI) for the management, operation, and maintenance of its water treatment facilities for fiscal year 2004-2005 and to set an annual operating budget of $815,000.00. The City entered into a contract with OMI to manage, operate, and maintain its water treatment facilities for the five-year period from October 1, 2003 to September 30, 2008. The contract specifies the methodology for annual price adjustments and cost reconciliation. This first amendment encompasses the following changes to the contract: 1) Increases the scope of the contract to include the intake structure and wells. 2) Increases the annual price as a result of specified indices and also increases the volume of water to be treated. The annual contract for the period from October 1, 2004 to September 30, 2005 will provide for the treatment of 3,300 Million Gallons of water with a maintenance budget of $50,000. The total contract amount is $807,718.00. SPECIAL CONSIDERATIONS: None FINANCIAL IMPACT: 00. Funds for this item will come from the Water Operations Fund 660-109-5302- GUS BOARD RECOMMENDATION: GUS Board recommended approval of amendment to OMI contract at the September 21, 2004 meeting. Approved 5-0. Hunnicut and Brown absent. STAFF RECOMMENDATION: Staff supports the GUS Board recommendation to approve the 1°G Amendment to the OMI contract for the management, operations, and maintenance of the City's water treatment facilities and establishing an operating budget of $815,000.00. COMMENTS: None ATTACHMENTS: OMI Contract By: J m Br g s, G1 Dishong si an C' Manager Water Services Utilities Manager AMENDMENT NUMBER ONE to AGREEMENT for MUNICIPAL RATER TREATMENT PLANT OPERATIONS, MAINTENANCE AND MANAGEMENT SERVICES for the CITY OF GEORGETOWN, TEXAS THIS AGREEMENT is made to be effective on the day of 2004, between the City of Georgetown, Texas (hereinafter "City"), a Texas home rule municipality, the Operations Management International, Inc., (hereinafter "OMI"), a California corporation- City and OMI are collectively referred to herein as "the Parties." WHEREAS, City is the owner of a municipal water treatment system that presently consists of four water treatment plants and the associated appurtenances; and WHEREAS, City selected OMI to operate, manage, maintain and repair City's municipal water treatment system; and WHEREAS, the Parties entered into the "Agreement for Municipal Water Treatment Plant Operations, Maintenance and Management Services for the City of Georgetown, Texas", effective October 1, 2003, (hereinafter "Original Agreement"); and WHEREAS, the Original Agreement provides for the annual revision of the Original Agreement each Contract Year, with such revision to be accomplished by updating and revising certain appendices to the Original Agreement as necessary; and WHEREAS, as part of the annual update, the City desires to increase the scope of the Original Agreement to include the operation and maintenance of the intake structure and wells that provide raw water to the water treatment plants; and NOW THEREFORE, in consideration of the mutual covenants and agreements set forth herein, the Parties agree as follows: 1. GENERAL: 1.1 This Agreement is an Amendment of the Original Agreement. Except as expressly modified herein, the terms of the Original Agreement shall remain in full force and effect. 1.2 Throughout this Agreement, which is referred to herein as the First I Amendment, the words and phrases contained in this First Amendment shall have the same meanings as set forth in the Original Agreement, unless a different definition is set forth herein. 2. Article 2.28 is hereby added in its entirety: 2.28 OMI's scope of work for the wells or intake structures that provide raw water to the treatment facility shall be to provide operational inspections three times per week, to provide repairs as defined herein, and to provide maintenance as defined herein. 3. Article 3.8 is hereby added in its entirety: 3.8 City shall provide grounds keeping for the wells and intake structures that provide raw water to the treatment facility. 4. Article 4.1. La is hereby deleted in its entirety and replaced with the following: 4.1.1.a The Base Fee for the period of October 1, 2004 through September 30, 2005, shall be Six Hundred Sixteen Thousand Two Hundred Forty -Seven Dollars ($616,247). Article 4.1.2.a.i is hereby deleted in its entirety and replaced with the following: 4.12.a_i The Production Projection for the period of October 1, 2004 through September 30, 2005 shall be Three Thousand Three Hundred (3,300) million gallons (MG). 6. Article 4.1.2.b.i is hereby deleted in its entirety and replaced with the following: 4.1.2.b.i The Volumetric Rate for the period of October 1, 2004 through September 30, 2005 shall be Forty -Two Dollars and Eighty -Seven Cents ($42.87) per million gallon (MG) 7. Article 4.1.2.6 is hereby deleted in its entirety and replaced with the following: 4.1.2.6 The Projected Volumetric Fee for the period of October 1, 2004 through September 30, 2005 shall be One Hundred Forty-one Thousand Four Hundred Seventy-one Dollars ($141,471) based on the average daily water production of 9.04 million gallons. 8. Article 4.13.a is hereby deleted in its entirety and replaced with the following: 4.1.3.a The Repairs Budget for the period of October 1, 2004 through September 30, 2005 shall be Fifty Thousand Dollars ($50,000). 9. AMENDMENT FOR OPERATION AND MAINTENANCE OF INTAKE STRUCTURES AND WELLS: 9.1 &pendix B of the Original Agreement is hereby deleted and replaced with the revised Appendir B attached to this First Amendment. 10. AMENDMENT FOR THE SECOND CONTRACT YEAR: 10.1 Appendix F of the Original Agreement "Cost and Payment Summary for Contract Year Oct 1, 2003 — Sep 30, 2004" is hereby deleted and replaced with the revised Appendix F attached to this First Amendment. Both parties indicate their approval of this Amendment to the Agreement, by the signatures of their duly authorized representatives below, and agree that this First Amendment shall be effective on October 1, 2004. Authorized signature: OPERATIONS MANAGEMENT INTERNATIONAL, INC. Name: Roger B. Quayle Title: Senior Vice President Attest: City of Georgetown Name: Sandra Lee Title: City Secretary Authorized signature: CITY OF GEORGETOWN, TEXAS Name: Gary Nelon Title: Mayor Name: Patricia E. Carts, Brown & Carts, LLP Title: City Attorney STATE OF TEXAS ACKNOWLEDGMENT COUNTY OF WILLIAMSON This instrument was acknowledged before me on this the _ day of , 2004, by Gary Nelon, a person known to me in his capacity as Mayor of the City of Georgetown, on behalf of the City of Georgetown. Notary Public in and for the State of Texas STATE OF COLORADO ACKNOWLEDGMENT COUNTY OF ARAPAHOE Tins instrument was acknowledged before pie on this the _ day of 2004, by Roger B. Quayle, a person known to me in his capacity as Senior Vice President of Operations Management International, Inc. Notary Public in and for the State of Colorado Appendix B LOCATION OF PROJECT AND FACILITY DESIGN CAPACITY OMI agrees to provide the Scope of Services for the Facilities with the design capacities listed below. The term ' Facility" shall include all equipment and components within the site boundary and the wells or intake structures that provide raw water to the treatment facility. Excluded is any component within the site boundary that is encountered after the plant clearwell. FACILITIES DESIGN CAPACITY San Gabriel Park Water Treatment Plant 1105 Wink Walden Drive 5.25 MGD Georgetown, Texas 78626 Lake Georgetown Water Treatment Plant 3601 D.B. Wood Road 17.57 MGD Georgetown, Texas 78628 Southside Water Treatment Plant 2706 South Austin Ave. 3.0 MGD Georgetown, Texas 78628 Berry Creek Water Treatment Plant 30500 Berry Creek Drive 0.55 MGD Georgetown, Texas 78628 Appendix F Cost and Payment Summary Contract Year Oct 1, 2004 - Sep 30, 2005 1 Production Projection MG 3,300 2 lAveraae Dailv Production MGD 9.04 Sub Total 3 Base Fee $ 616,247.00 4 1 Projected Volumetric Fee $ 42.87 141 71.09 7. .00 5 Repairs Bud et $ 50,000.00 6 Monthly Payment (Current Fiscal Year) 7 Actual Annual Production MG 8 Production Delta MG 9 Production Adjustment (1) 10 Repairs Bud et 11 Actual Repairs Expense 12 Repairs Budget Adjustment (1) 13 Reconciliation Payment Notes: 1 End of Year adjustments will be based upon the methodology described in Appendi E and as displayed above. Production Cost Adjustments er MG listed above. Agenda Item Check List LS.w Financial Impact Agenda Item: OMI Water Plant Operations Amendment Agenda Item Subject: OMI Water Plant Operations Amendment for 2004-2005 Is this a Capital Improvement O Yes • No Project: Council Date: 09/28/2004 link to Agenda database => Need Help? Was it budgeted? • Yes O No Is it within the approved budgeted amount? 0 Yes O No If not, where is the money coming from? G/L Account Number 660-109-5302-00 Amount Going to Council $ 815,000.00 Is there something (budgeted) that won't get Yes • No done because you are spending these funds? If so, please explain. Will this have an impact on the next year's Yes 0 No budget? If so, please explain. Does this project have future revenue Yes 0 No impact? Year: Department: If so, how? Identify all on-going costs (i.e., insurance, annual maintenance fees, licenses, operational costs, etc...). Estimated staff hours: Cross -divisional impact: Yes • No If so, what division(s)? Prepared by: Glenn Dishong Date: 09/22/2004 Agenda Item Checklist: Approved on 09/23/2004 Approvers Title Assigned Notified Received Status Changed Status Jim Briggs Assistant City 09/22/2004 09/22/2004 09/22/2004 09/22/2004 Approved Jose Lara Manager 09/22/2004 09/22/2004 09/23/2004 Admin Delegated Laude Brewer Utility Financial 09/23/2004 09/23/2004 9/P3fY004 09/23/2004 Approved Analyst Controller Approval Cycle Settings Council Meeting Date: September 28, 2004 Item No. AGENDA ITEM COVER SHEET SUBJECT: Consideration and possible action to amend the contract between the City and the Brazos River Authority (BRA) for the management, operation, and maintenance of its wastewater treatment facilities for fiscal year 2004-2005 and to set an annual operating budget of $1,050,000.00. Tne City entered into a contract with BRA to manage, operate, and maintain its wastewater treatment facilities for the five-year period from October 30, 2003 to September 30, 2008. The contract specifies the methodology for annual price adjustments and cost reconciliation. This first amendment encompasses the following changes to the contract 1) Increases the scope of the contract to include the transport of all sludge generated by the wastewater treatment plants. 2) Decreases the maintenance budget based upon first year experience to $50,000.00. 3) Increases the annual price as a result of the increase in the volume of wastewater to be treated. The annual contract for the period from October 1, 2004 to September 30, 20.05 will provide for the treatment of 1,225 Million Gallons of wastewater with a maintenance budget of $50,000.00. The total contract amount is $1,028,909.75. SPECIAL CONSIDERATIONS: None FINANCIAL IMPACT: 00. Funds for this item will come from the Water Operations Fund 660-109-5302- GUS BOARD RECOMMENDATION: GUS Board recommended approval Authority contract at the September 21 and Brown absent. of the amendment to the Brazos River 2004 meeting. Approved 5-0. Hunnicut STAFF RECOMMENDATION: Staff supports the GUS Board recommendation to approve the 2nd Amendment to the BRA contract for the management, operations, and maintenance of the City's wastewater treatment facilities and establishing an operating budget of $1,050,000.00. COMMENTS: None ATTACHMENTS: BRA Contract nd Submitted By: im ri As 'eta for Uti Manager Water Services Manager AMENDMENT NUMBER TWO to AGREEMENT for 11CIPAL WASTEWATER TREATMENT PLANT OPERATIONS, MAINTENANCE AND MANAGEMENT SERVICES for the CITY OF GEORGETOWN, TEXAS THIS AGREEMENT is made to be effective on the day of 2004, between the City of Georgetown, Texas (hereinafter "City"), a Texas home rule municipality, the Brazos River Authority, (hereinafter "BRA"), a river authority of the state of Texas. City and BRA are collectively referred to herein as "the Parties." WHEREAS, City is the owner of a municipal wastewater treatment system that presently consists of five wastewater treatment plants and the associated appurtenances; and WHEREAS, City selected BRA to operate, manage, maintain and repair City's municipal wastewater treatment system; and WHEREAS, the parties entered into the "Agreement for Municipal Wastewater Treatment Plant Operations, Maintenance and Management Services for the City of Georgetown, Texas", effective October 31, 2003, ("Original Agreement'), and the Original Agreement was amended by "Amendment Number One to Agreement for Municipal Wastewater Treatment Plant Operations, Maintenance and Management Services for the City of Georgetown, Texas" effective 2004 ("First Amendment'); and WHEREAS, Article 4.0 of the Original Agreement provides for the annual revision of the Original Agreement each Contract Year, with such revision to be accomplished by updating and revising certain appendices to the Original Agreement as necessary; and WHEREAS, Article 2.15 of the Original Agreement, as amended by the First Amendment, provided for the separate invoicing for sludge transport services at BRA's actual cost. In the First Amendment the Parties agreed that BRA shall pay for the transport of all sludge including "Pump and Haul" activities related to Cimarron Hills WWTP and such costs shall be included in the Volumetric Fee at the next contract revision; and NOW THEREFORE, in consideration of the mutual covenants and agreements set forth herein, the Parties agree as follows: GENERAL 1.1 This Agreement, referred to herein as the Second Amendment, is an amendment of the Original Agreement, as previously amended by the First Amendment. Except as expressly modified herein, the terms of the Original Agreement shall remain in full force and effect. 1.2 Throughout this Second Amendment, the words and phrases contained in this Agreement shall have the same meanings as set forth m the Original Agreement, unless a different definition is set forth herein. 2. AMENDMENT FOR SLUDGE TRANSPORT SERVICES 2.1 Section 2.15 of the Original Agreement, as amended by the First Amendment, is hereby revised to read as follows: Throughout the term of this Agreement, BRA shall: 2.15 Provide for the transport and disposal of sludge to approved disposal sites. Should the disposal costs for sludge increase to an amount in excess of the amount indicated on Exhibit F, City and BRA agree to meet and negotiate an increase in the Volumetric Fee for such sludge disposal services. City agrees that it is the Generator of all sludge, biosolids or other material produced at the Project. 3. AMENDMENT FOR THE SECOND CONTRACT YEAR 3.1 Appendix B of the Original Agreement "Location of Project and Facility Design Capacity" is hereby deleted and replaced with the revised Appendix B attached to this Second Amendment. 3.2 Appendix E of the Original Agreement "City and BRA Personnel Contact List" is hereby deleted and replaced with the revised Appendix E attached to this Second Amendment. 3.3 Appendix F of the Original Agreement "Cost and Payment Summary for Contract Year Oct 31, 2003 — Sep 30, 2004" is hereby deleted and replaced with the revised Appendix F attached to this Second Amendment. 3.4 Appendix G of the Original Agreement "City Personnel with 24-hour Access" is hereby deleted and replaced with the revised Appendix G attached to this Second Amendment. Both parties indicate their approval of this Second Amendment to the Agreement by the signatures of their duly authorized representatives below, and agree that the terms of this Second Amendment shall be effective on October 1, 2004. Authorized signature: Authorized signature: BRAZOS RIVER CITY OF GEORGETOWN, TEXAS AUTHORITY Name: Phillip J. Ford Name: Gary Nelon Title: General Manager / CEO Title: Mayor Date: Attest: City of Georgetown, Texas 78626 Name: Sandra Lee Title: City Secretary STATE OF TEXAS COUNTY OF WILLIAMSON Date: Name: Patricia E. Carls, Brown & Carls, LLP Title: City Attorney ACKNOWLEDGMENT This instrument was acknowledged before me on this the _ day of , 2004, by Gary Nelon, a person known to me in his capacity as Mayor of the City of Georgetown, on behalf of the City of Georgetown. Notary Public in and for the State of Texas STATE OF TEXAS § § ACKNOWLEDGMENT COUNTY OF McLENNAN § This instrument was acknowledged before me on this the _ day of , 2004, by Phillip J. Ford, a person known to me in his capacity as General Manager / CEO of the Brazos River Authority. Notary Public in and for the State of Texas Amendment 2 Appendix B LOCATION OF PROJECT AND FACILITY DESIGN CAPACTIY BRA agrees to provide the Scope of Services for the Facilities with the design capacities listed below. The term "FaciliW1 shall include all equipment and components within the Site Boundary except any component of the Irrigation Reuse System. FACILITIES CAPACITY NPDES TCEQ Permit Permit San Gabriel Wastewater Treatment Plant 2.50 MGD TX0022667 10489-002 1099 North College Georgetown, Texas 78626 Dove Springs Wastewater Treatment Plant 1.24 MGD TX0101281 10489-003 400 Rock Dove Lane -Georgetown, Texas 78626 Berry Creek Wastewater Treatment Plant 0.10 MGD N/A 10489-006 30500 Berry Creek Drive Georgetown, Texas 78628 Pecan Branch Wastewater Treatment Plant 1.50 MGD TX0114006 10489-005 3502 FM 971 Georgetown, Texas 78628 Cimarron Hills Wastewater Treatment Plant 0.20 MGD N/A 10232-001 Birdstone Lane Georgetown, Texas 78628 Appendix E City and BRA Personnel Contact List Amendment 2 CONTACT TITLE COMPANY TELEPHONE CELL PHONE PAGER EMAIL Jim Briggs Assistant Ci Manager - Utility Operations GUS 512-930-3889 512-818-0090 N/A jhb@georgetownb(.org Glenn Dishong Water Services Manager GUS 512-930-2574 512-818-2738 WAgdlshong@georgetowntx.org Lonnie Reed Wastewater/Reuse Supervisor GUS 512-930-2581 512-818-1272 N/A lareed@georgetown.org Ken Taylor Wastewater/Reuse Lead GUS 512-930-8147 512.818-2477 N/A etowntx.o ket@geoMetowntx.org On Call Operator Wastewater Dept On Call GUS N/A 512-818-1612 512-896-6582 N/A Randy Massie Regional Manager OMI 512-930-2520 512-748-1779 N/A nnassie omiinc.com Maribeth Wintercom Project Manager OMI 512-930-2520 512-748-1790 WA omigeo@omiinc.com GUS Dispatch GUS Dispatch - 7A -11 P Mon - Fri GUS 512-930-3555 N/A N/A N/A Georgetown Police Dispatch Police Dispatch - 24/7 GUS 512-930-3510 WA N/A N/A SCADA SCADA GUS 512-8649674 WA N/A N/A Berry Creek Lift AutoDialer GUS 512-819-0042 WA WA N/A Smith Branch Lift AutoDialer GUS 512.819-9133 WA WA WA San Gabriel WWTP AutoDialer GUS 512-930-3591 N/A WA N/A Dove Springs WWTP AutoDialer GUS 512-930-3538 N/A WA N/A Curds Smalley Regional Superintendent BRA 512-352.8666 512-560-8970 N/A csmalley@brazos.org Donald Malovets Regional Maintenance Superintendent BRA 512.863-8975 512.639-0316 WA dmalovets@brazos.org Bob Shumate Regional Operations Superintendent BRA 254-939-6471 254-640-1069 N/A rshumate os.org Kelsey Fincher Regional Analytical Services Superintendent BRA 254939-6471 254493-0550 N/A kflncher@brazos.org Georgetown Maintenance on Call Georgetown Maintenance on Call BRA 512-863-8975 512-818-2158 WA N/A Georgetown Operator on Call Georgetown Operator on Call BRA 512-930-3538 512-818-2773 N/A N/A Tommy Dickens Georgetown Chief Operator BRA 512-930-3538 512-818-2771 N/A tdickensdbrazos.org BCRWS Maintenance on Call BCRWS Maintenance on Call BRA 512-246-2969 512-563-0417 WA N/A BCRWS Operator on Call BCRWS Operator on Call BRA 512-246-2968 512563-0419 WA WA Francisco Vicent BCRWS Chief Operator BRA 512-246-2968 512-563-0421 N/A fvioent@brazos.org SCRWTP Operator on Cali SCRWTP Operator on Call BRA 512-563-4589 512-563-4589 WA WA Ted Kendig SCRWTP Chief Operator BRA 512-267-2434 512563-0478 WA *endig@brazos.org TBRSS Maintenance on Call TBRSS Maintenance on Call BRA 254939-6471 2545345387 WA N/A TBRSS Operator on Cali TBRSS Operator on Call BRA 254-9395471 254-534-5386 WA WA Randy Lock TBRSS Chief Operator BRA 254939-6471 254-493-7177 WA nock brazos.or BRA Emergency -Dispatch Eme en Calls -24/7 BRA 888-571-2966 888-571-2966 N/A N/A Appendix F Amendment Cost and Payment Summary for Contract Year Oct 1, 2004 - Sep 30, 2005 Appendix G Amendment 2 City Personnel with 24-hour Access Name Paul Brandenbu—rg Jim Briggs Glenn Dishong Title City Manager Asst City Manager - Utilities Water Services Manager Company COG GUS GUS Lonnie Reed Wastewater/Reuse Su v GUS Gabriel Dominguez Water Supervisor GUS Ken Taylor Wastewater/Reuse Lead GUS Joe Baird Water Lead GUS Andy Hammack Operations Specialist GUS Pete Ochoa O rations S ecialist GUS Theo Arrnendariz Technician GUS Daniel Hernandez ITechnician GUS Jerry Riggs ITechnician GUS John McElroy Apprentice GUS Luis Reyes Apprentice GUS Shane Hunn jApprentice GUS Agenda Item Check List a Financial Impact Agenda Item: BRA Wastewater Plant Operations Amendment Agenda Item Subject: BRA Wastewater Plant Operations Amendment for 2004-2005 Is this a Capital Improvement O Yes 0 No Project: Council Date: 09/28/2004 link to Agenda database => Need Help? Was it budgeted? • Yes O No Is it within the approved budgeted amount? • Yes O No If not, where is the money coming from? G/L Account Number 650-109-5302-00 Amount Going to Council $ 11050,000.00 Is there something (budgeted) that won't get C Yes 0 No done because you are spending these funds? If so, please explain. Will this have an impact on the next year's Yes 0 No budget? If so, please explain. Does this project have future revenue Yes 0 No impact? Year: Department: If so, how? Identify all on-going costs (i.e., insurance, annual maintenance fees, licenses, operational costs, etc...). Estimated staff hours: Cross -divisional impact: I Yes • No If so, what division(s)? Prepared by: Glenn Dishong Date: 09/22/2004 Agenda Item Checklist. Approved on 09/23/2004 Approvers Title Assigned Notified Received Status Changed Status Jim Briggs Assistant City 09/22/2004 09/22/2004 09/22/2004 09/22/2004 Approved Jose Lara Manager 09/22/2004 09/22/2004 09/23/2004 Admin Delegated Laude Brewer Utility Financial 09/23/2004 09/23/2004 09/23/P004 09/23/2004 Approved Analyst Controller Approval Cycle Settings Council Meeting Date: September 28, 2004 Item No. Z_ AGENDA ITEM COVER SHEET SUBJECT: Consideration and possible action to approve the transfer of off- peak capacity in accordance with the Water Service, Water Rights, and Facility Ownership Contract between the City of Georgetown and Chisholm Trail Special Utility District relating to the Lake Water Treatment Plant. ITEM SUMMARY: The Water Service, Water Rights, and Facility Ownership Contract between the City of Georgetown and Chisholm Trail Special Utility District dated February 23, 1999 provides CTSUD with an ownership interest in the Lake Georgetown Water Treatment Plant upon request in exchange for service area (CCN) concessions, subject to certain limits. CTSUD has requested an increase in its ownership share from 1.01 MGD to 1.728 MGD of plant capacity. SPECIAL CONSIDERATIONS: None FINANCIAL IMPACT: Transfer of LWTP off-peak capacity to CTSUD will result in a write- down of the current LWTP asset value and recognition of a CCN asset value of approximately $665,609 (less if recognized at Net Book value.) GUS BOARD RECOMMENDATION: GUS Board recommended approval of transfer of LWTP capacity at the September 21, 2004 meeting. Approved 5-0. Hunnicut and Brown absent. STAFF RECOMMENDATION: Staff supports the GUS Board recommendation to transfer an additional .727 MGD of off-peak LWTP capacity to CTSUD on October 1, 2004. COMMENTS: None ATTACHMENTS: Bill of Submitted By: for Utilit Gienn Dishong Water Services Manager BILL OF SALE Date: August 23, 2004 Grantor: City of Georgetown, a Texas home rule municipality Grantor's Mailing Address (including county): City Manager City of Georgetown P.O. Box 409 Georgetown, Texas 78627 Grantee: Chishohn Trail Special Utility District, a Texas conservation and reclamation district Grantee's Mailing Address (including county): General Manager Chisholm Trail Special Utility District P.O. Box 249 Florence, Texas 76527 Consideration: Ten Dollars ($10.00) and other good and valuable consideration in hand paid by Grantee. Facilities: Grantor, for the consideration herein expressed, sells, assigns, conveys, and transfers to Grantee an undivided ownership interest in that certain water treatment plant located at Lake Georgetown, including the existing water intake structure, treated water high service pumps, and all associated equipment, facilities and appurtenances thereto, together with a corresponding amount of off-peak water treatment plant capacity as set forth below and as determined in accordance with Article VIII of the Agreement (as hereinafter defined). Reference is hereby made to that certain "Water Service, Water Rights, and Facility Ownership Contract Between the City of Georgetown and Chisholm Trail Special Utility District" dated February 23, 1999, between Grantor and Grantee (the "Agreement"). The conveyance by Grantor to the Grantee hereunder is made pursuant to, and subject to, the terms and conditions of the Agreement, and all capitalized terms hereunder that are not defined shall be given the meanings set forth in the Agreement. In the event of a conflict between the terms of this instrument and the Agreement, the terms of the Agreement shall control. In accordance with Article VIII of the Agreement, Grantor and Grantee hereby agree that 0.718 MGD of off-peak treatment plant capacity is being conveyed hereby. This is in addition to the 1.01 MGD of off-peak capacity previously conveyed by the Bill of Sale dated May 5, 2004. Therefore, as of the Effective Date of this instrument, CTSUD's total percentage of undivided ownership interest is equal to the quotient obtained by dividing the sum of 0.718 MGD and 1.01 MGD (Le, 1.728 MGD), by the Expanded Plant capacity (15.8 MGD), calculated in accordance with the terms of the Agreement. Grantor and Grantee hereby each agree to execute such other specific documents as may be necessary or appropriate to accomplish the transfers contemplated in the Agreement and this document. When the context requires, singular nouns and pronouns include the plural. References to defined terms shall refer to those terms defined in the Agreement. Executed effective GRANTOR: CITY OF GEORGETOWN, TEXAS, a Texas home rule municipality LN ACCEPTED: Gary Nelon, Mayor GRANTEE: CHISHOLM TRAIL SPECIAL UTILITY DISTRICT 0 THE STATE OF TEXAS COUNTY OF WILLIAMSON President This instrument was acknowledged before me on the _ day of 2004, by President of Chisholm Trail Special Utility District, on behalf of said district. Notary Public, State of Texas (SEAL) THE STATE OF TEXAS COUNTY OF WILLIAMSON This instrument was acknowledged before me on the_ day of , 2004, by Gary Nelon, Mayor of the City of Georgetown, a Texas home rule municipality, on behalf of said municipality. Notary Public, State of Texas (SEAL) Bill of Sale AFTER RECORDING RETURN TO: Chishohn Trail Special Utility District P.O. Box 249 Florence, Texas 76527 Attn: General Manager CTSUD- Bill of Sale for Gemgetown Plant Rev 9-16-04 -1 Agenda Item Check List r� Financial Impact Agenda Item: Agenda Item Subject: Is this a Capital Improvement Project: Council Date: CTSUD Bill of Sale for LWTP Capacity CTSUD Bill of Sale for LWTP Capacity Yes 0 No 09/28/2004 link to Agenda database => Need Help? Was it budgeted? 0 Yes O No Is it within the approved budgeted amount? 0 Yes O No If not, where is the money coming from? Non-cash impact G/L Account Number N/A Amount Going to Council $ 0.00 Is there something (budgeted) that won't get Yes • No done because you are spending these funds? If so, please explain. Will this have an impact on the next year's • Yes 0 No budget? If so, please explain. Does this project have future revenue impact? Year: If so, how? CTSUD will pay for a larger share of the LWTP operating expenses. i Yes • No Department: Identify all on-going costs (i.e., insurance, annual maintenance fees, licenses, operational costs, etc...). Estimated staff hours: Cross -divisional impact: _> Yes • No If so, what division(s)? Prepared by: Glenn Dishong Date: 09/22/2004 Agenda Item Checklist. Approved on 09!23/2004 Approvers Title Assigned Notified lReceived Status Changed Status Jim Briggs Assistant City 09/22/2004 09/22/2004 9/22/2004 09/22/2004 Approved Jose Lara Manager 09/22/2004 09/22/2004 09/23/2004 Admin Delegated Laurie Brewer Utility Financial 09/23/2004 09/23/200409/23/2004 09/23/2004 Approved Analyst Controller Approval Cycle Settings P Mn o4 ncil Meeting Date: September 28, 2004 Item No. Z7 AGENDA ITEM COVER SHEET SUBJECT: Consideration and possible action to award the bid for the construction of the Lake Water Treatment Plant De -watering Facility (Phase I) to Excel Construction Services, LLC for $1,178,246.00 and set a project budget of $1,295,000.00. ITEM SUMMARY: The Lake Water Treatment Plant (LWTP) has recently been expanded to 17.6 MGD. The capacity of the original drying beds is 7.5 MGD, but subject to wet weather degradation. The first phase of the new De- watering facility will increase the capacity of the drying beds by thickening the sludge that is sent to the drying beds. Bids were received from four construction companies on September 8, 2004. The low bidder on the project was Excel Construction Services, LLC. CDM has worked with Excel in the past and recommends awarding the bid to Excel. SPECIAL CONSIDERATIONS: 1 FINANCIAL IMPACT: Project will be funded out of water capital fund 661-101-6631-00. GUS BOARD RECOMMENDATION: GUS Board recommended approval to award the bid to Excel Construction at the September 21, 2004 meeting. Approved 5-0. Hunnicut and Brown absent. STAFF RECOMMENDATION: Staff supports the recommendation by the GUS Advisory Board to award the bid for construction of the Lake Water Treatment Plant De -watering Facility (Phase I) to Excel Construction. COMMENTS: ATTACHMENTS: CDM Recommendat UZ Utilities / Bid Tabulation. Manager Glhnn Dishong Water Services Manager CDM 12357-A fliata Trace Parkway, Suite 210 Austin. Texas 78727 tel: 512346-1100 fax: 512 345-1483 September 9, 2004 Mr. Tom Benz, P.E. System Engineering Manager Georgetown Utility System City of Georgetown 300 Industrial Ave. Georgetown, TX 78626 RE: City of Georgetown Lake WTP Sludge Handling Improvements Project Recommendation of Award Dear Mr. Benz: On September 8, 2004, bids were received for the Lake WTP Sludge Handling Improvements Project. Four bids were received and are listed below. Excel Construction Services, LLC $1,178,246.00 Keystone Construction Inc. $1,285,200.00 Matous Construction Ltd. $1,302,660-00 C.C. Carlton Industries, Ltd $1,387,120.00 The low bidder for the project is Excel Construction Services, LLC. A detailed bid tabulation sheet is attached to this letter. The engineers estimate on the project was $1,123,000.00 We are familiar with the work of Excel Construction Services, LLC. As a contractor on work that the CDM Austin office has designed, Excel Construction Services has completed the Filter Improvements for the City of Cedar Park Wastewater Treatment Plant. We believe that Excel Construction Services, LLC has the experience and the capacity to complete the Sludge Handling Improvements Project within the time frame described in the contract. We, therefore, recommend that the Sludge Handling Improvements Contract be awarded to Excel Construction Services, LLC in the amount of $1,178,246.00. P:CityofGeorgetown/Lake W lP/RecofAward.doc consulting • engineering • construction • operations Mr. Tom Benz, P.E. September 9, 2004 Page two If you have any questions regarding this recommendation to award or the project in general, please let me know. Sincerely, Greg T. Swoboda, P.E. Principal Camp Dresser & McKee Inc. Attachment cc: Joel Weaver, City of Georgetown Glenn Dishong, City of Georgetown Marty Tower, CDM P:CityofGeorgetown/Lake W TP/RecofAward.do City otGeorgetown Lake Georgetown Water Treatment Plant - Sludge Handling Improvements Project Bid Tabulation Bid Date: Wednesday, September 8, 2004 @ 2:00 p.m. Excel Construction Services Keystone Construction 13740 Research Blvd., Suite K-2 P.O. Box 160938 Austin, TX 78750 Austin, TX 78716 - Contact: Bill Miller Contact: Charlie Carlisle Phone: 512-506-9199 Phone: 512-288-6437 Fax: 512-506-9109 Fax: 512-288-6439 ITEM NO. EST. QTY. UNIT JITEM DESCRIPTION UNIT PRICE TOTAL COST UNIT PRICE TOTAL COST 1 I LS MATERIALS, EQUIPMENT, SUPPLIES, INSTALLATION, LABOR, MISC. COSTS OVERHEAD AND PROFIT $914,451.00 $914,451.00 $1,090,000.00 $1,090,000.00 2 300 LF INSTALLATION AND TESTING OF 6 -INCH PVC GRAVITY WASTEWATER PIPE $100.00 $30,000.00 $50.00 $15,000.00 3 1,200 LF INSTALLATION AND TESTING OF 8 -INCH PVC GRAVITY WASTEWATER PIPE $110.001 $132,000.00 $66.00 $79,200.00 4 5 EA INSTALLATION AND TESTING OF UNLINED IWASTEWATER MANHOLES. 8 FEET OR LESS 52,500.00 $12,500.00 $3,000.001 $15,000.00 5 10 VF INSTALLATION AND TESTING OF UNLINED WASTEWATER MANHOLES. GREATER THAN 8 FEET $175.00 $1750.00 $300.00 $3,000.00 6 4 EA INSTALLATION AND TESTING OF LINED WASTEWATER MANHOLES. 8 FEET OR LESS $3,500.00' $14,000.00 $4,000.00 $16,000.00 7 30 VF INSTALLATION AND TESTING OF LINED WASTEWATER MANHOLES. GREATER THAN 8 FEET $225.00 $6,750.00 $300.00 $9,000.00 8 92 LF INSTALLATION AND TESTING OF 20 -INCH STEEL CASING PIPE $390.00 535,880.00 $300.00 $27,600.00 9 1 LS SAW CUTTING AND REPLACEMENT OF CONCRETE DRIVES $3,200.00 $3,200.00 $2,800.001 $2,800.00 10 1 LS TREE REPLACEMENT ALLOWANCE $12075.00 $12075.00 $12500.00 $12,500.00 11 1 LS CONTROLS AND MONITORING ALLOWANCE $15,640.00 515,640.00 $15,100.00 $15100.00 TOTAL BASE BID (Item 1 through Il) $1,178,246.00 51,285,200.00 9-9-04 bid mbl.xls Page 1 of 2 ft md: 9/9/2004 12:23 PM . 4 City of Georgetown Lake Georgetown Water Treatment Plant - Sludge Handling Improvements Project _ Bid Tabulation Bid Date: Wednesday, September 8, 2004 @ 2:00 p.m. Matous Construction LTD CC Carlton Industries, Ltd. P.O. Box 5258 6207 Bee Caves Road, Suite 320 Temple, TX 76505 Austin, TX 78746 Contact: Don R. Schuch Contact: Jan Hardcastle Phone: 254-780-1400 Phone: 512-476-4282 Fax: 254- Fax: 512 - ITEM NO. EST. I QTY. UNIT 1ITEM DESCRIPTION UNIT PRICE TOTAL COST UNIT PRICE TOTAL COST I 1 LS MATERIALS, EQUIPMENT, SUPPLIES, INSTALLATION, LABOR MISC. COSTS OVERHEAD AND PROFIT $1035,000.00 $1,035,000.00 $1,136,500.00 $1,136500.00 2 300 LF INSTALLATION AND TESTING OF 6 -MCH PVC GRAVITY WASTEWATER PIPE $65.00 $19,500.00 570.00 $21,000.00 3 1,200 LF INSTALLATION AND TESTING OF 8 -INCH PVC GRAVITY WASTEWATER PIPE $75.001 $90,000.00 $93.00 5111.600.00 4 5 EA INSTALLATION AND TESTING OF UNLINED WASTEWATER MANHOLES. 8 FEET OR LESS $6,000.00 $30,000.00 $2,500.00 512,500.00 5 10 VF INSTALLATION AND TESTING OF UNLINED WASTEWATER MANHOLES, GREATER THAN 8 FEET $200.00 S2,000.00 $350.00 S3,500-00 6 4 EA INSTALLATION AND TESTING OF LINED WASTEWATER MANHOLES. 8FEET OR LESS $8,700.00 $34,800.00 $3,300.00 $13,200.00 7 30 VF INSTALLATION AND TESTING OF LINED WASTEWATER MANHOLES. GREATER THAN 8 FEET $250.00 $7,500.00 S450.00 $13,500.00 8 92 LF INSTALLATION AND TESTING OF 20 -MCH STEEL CASING PIPE $530.00 $48,760.00 5450.00 541,400.011 9 1 IS SAW CUTTING AND REPLACEMENT OF CONCRETE DRIVES $6,000.00 $6,000.00 $5000.00 $5,000.00 10 1 IS TREE REPLACEMENT ALLOWANCE $12,500.00 512,500.00 $12.600.00 $12,600.00 11 1 LS CONTRO=AND MONITORING ALLOWANCE $16,600.00 $16,600.00 $16,320.00 $16,320.00 TOTAL BASE BID (Items 1 through 11) $1,302,660.00 $1,387,120.00 9-8.04 n,d labi - 2. is Page 2 of 2 Prinmd: 919n004 12:14 PM Agenda Item Check List Financial Impact Agenda Item: Agenda Item Subject: Is this a Capital Improvement Project: Council Date: Was it budgeted? LWTP Dewatering Facility Lake Water Treatment Dewatering Facility - Phase I Bid Award • Yes ONo 09/28/2004 link to Agenda database => Need Help? Is it within the approved budgeted amount? If not, where is the money coming from? G/L Account Number Amount Going to Council Is there something (budgeted) that won't get done because you are spending these funds? If so, please explain. Will this have an impact on the next year's budget? If so, please explain. Does this project have future revenue impact? Year: 2005/2006 • Yes O No • Yes O No 661-101-6631-00 $ 1,295,000.00 Yes • No Yes • No • Yes O No Department: Georgetown Utility Systems If so, how? Increased Utility Costs Identify all on-going costs (i.e., insurance, annual maintenance fees, licenses, operational costs, etc...). Estimated staff hours: Cross -divisional impact: If so, what division(s)? Approx $5k per year in utility costs, potential increase in OMI budget due to maintenance budget. O Yes 0 No Prepared by: Glenn Dishong Date: 09/22/2004 Agenda Item Checklist: Approved on 09/23/2004 Approvers Title Assigned Notified Received Status Changed Status Jim Briggs Assistant City 09/22/2004 09/22/2004 09/22/2004 09/22/2004 Approved Jose Lara Manager 09/22/2004 09/22/2004 09/23/2004 Admin Delegated Laurie Brewer Utility Financial 09123/2004 09723/2004 09/23/2004 09/23/2004 Approved Analyst Controller Approval f, rcle Settings agogo4o Council Meeting Date: September 28, 2004 Item No. Z _ AGENDA ITEM COVER SHEET SUBJECT: Consideration and possible action to award the bid for the Williams Drive Lift Station Relief Line to H. Deck Construction Co. for $116,322.00 and set a project budget of $126,000.00. ITEM SUMMARY: The Williams Drive Lift Station is currently operating at full capacity. This project removes the existing lift station and replaces it with approximately 1,000 linear feet of 8 -inch wastewater line. Decommissioning of the lift station will reduce electrical and maintenance costs for the wastewater utility. Bids were received from four construction companies on July 15, 2004. The low bidder on the project was H. Deck Construction Company. CDM and the City staff have worked with H. Deck in the past and recommend awarding the bid to H. Deck. SPECIAL CONSIDERATIONS: NONE FINANCIAL IMPACT: The project will be funded out of wastewater capital fund 651-101- 6205-00. GUS BOARD RECOMMENDATION: GUS Board recommended approval of the award of contract at the September 21, 2004 meeting. Approved 5-0. Hunnicut and Brown absent. STAFF RECOMMENDATION: Staff supports the GUS Advisory Board recommendation to award the bid for construction of the Williams Drive Lift Station Relief Line to H. Deck Construction. COMMENTS: ATTACHMENTS: CDM Recommends / Bid Tabulation. By: J m ig s, an it Manager for Utilities Water Services Manager 12357-A Hiata Trace Parkway, 5uite 210 Austin,Texas 78727 tel: 512346-1100 fax: 512 345-1483 July 19, 2004 Mr. Joel Weaver C.I.P. Coordinator Georgetown Utility Systems City of Georgetown 300 Industrial Avenue Georgetown, TX 78626 RE: City of Georgetown Williams Drive Lift Station Relief Line Recommendation of Award Dear Mr. Weaver: On July 15, 2004, at 2:00 p.m. at the City of Georgetown offices of the Georgetown Utility Systems, bids were received and opened for the Williams Drive Lift Station Relief Line. The project includes 1,052 linear feet of 8 -inch wastewater line, which eliminates the existing lift station on Dawn Drive between Park Meadow Boulevard and Lakeway Drive. Four bids were received as shown in the summary tabulation below. A detailed tabulation of the unit price items is attached to this letter. Company Name Base Bid Amount H. Deck Construction Co. $116,322.00 McLean Construction, Ltd $164,522.00 G H Contracting, Inc. $171,037.00 A & B Construction, Inc. $225,831.00 The low bidder was H. Deck Construction Co. of Round Rock, Texas. They have recently satisfactorily completed similar projects in the Georgetown area. We believe they are qualified to perform the work included in the Plans and Specifications within the conditions of the Contract. Therefore, Camp Dresser & McKee recommends that the City of Georgetown award the Williams Drive Lift Station Relief Line contract to H. Deck Construction Co. for the Base Bid in the amount of $116,322.00. 7-19-04AWAADAOC consulting • engineering • construction - operations Mr. Joel Weaver July 19, 2004 Page 2 If you need additional information regarding this recommendation of award, or have any questions regarding the bids, please call. Sincerely, CAMP DRESSER & McIEE INC. XW'am T. Reynolds, E. Engineer 1^KAM ENCLOSURE Williams Drive nation Relief Line Match Bid July 15, 2004 07-15-04Tab Page 1 H. Deck Cond xtion Co. McLean Conatrution, LM G H Coct adtrq, nc. A 8 B ConsWGion, Inc. 1601 Wont BIW P.O. Box 10759 103 S. t2 Street, 02M S31 Prairie Trail rem No Descrliction Quantity Unk Routs Rods, TX 76664 1011een, TX 76597 Pflugaville, TX 78660 Austin, TX 76755 Unit Price Total Amt Unit Prim Total Amt Unit Price Total Amt. Unit Price Total Amt CIP11-P Trench Safety Plml 1 L.S. $2000.00 $2,000.00 S2,01DO.00 $2,000,00 $1000AD $1,000.00 $1,000.00 $1,000.00 CIP11-1 Trench Safety Plan lmplemenlation 1,052 L.F. $1.00 $1,052.00 $1.00 $1,052.00 $3.00 $3,156.00 $1.00 $7052.00 Demolish Existing Concrete Wal Well and 1025 Sa ePecka eLM Station 1 L.S. $7,500.00 $7,500,Wi $7,SMW $7.500Mj $32,000.00 $32,000.00 317100.00 $17,100.00 G2 RigMb/-Way Preparation 1 L.S. $6,000.00 $6,ODO.00 $12,000.00 $12,000.00 $15,000.00 $15,000.00 $17,300.00 $17,300.00 G4 Extra Gravel for Embankment 100 C.Y. 330.00 $3,000.00 $10.00 $1,000.w $30.00 $3,000.00 $20.00 $2,000.00 G6ASF FumiM,InaWI,eM Maintain Sift Fawn 415 L.F. $8,00 $2,490.00 $2.00 $830.00 $3.00 $1,245.00 $2.00 $830.00 GS -A -RB Furnish. Install, and Maintain Rork Berm 50 L.F. $20.00 $1,000.00 $20.00 $1.000.00 $20.00 $1,000.00 $12.00 $600.00 Furnish. Install, arch Maintain Stabilized C& Construcikn Entrance 2 Each $2,000.00 $4.000.00 $1.000.00 $2,000.00 $1,200.00 $2,400.00 $350.00 $700.00 86-C Fumisn, Insall, and Maintain Tree Protection 9 Each $150.00 $1,350.00 $100.00 $900.00 $200.00 $7,800.00 $111.11 $1,OOD.O G41 Furnish and Install Beddiole wkh Operator 16 Houre $120.00 $1,920.00 560.00 $960.00 $85.00 $1,360.00 $125.0 $2,000.00 SD1 Remove arch Replew AapNk PavwmeM 26 S.Y. S45.00 51.170.00 $40.00 $1,040.00 $135.00 $3,510.00 $50.00 $1,300.00 WW1 -5 Furnish d retell 5 -Foot Diameter Manhole an 9 Each 34.000.0 $36,000.00 53,700,00 $33,300.00 $4850.00 543.650 .00 $6000.00 654,000.00 F=M ant Iretan Sanch PVC Gm* Sewer VM -21 Pipe, In Trench 1,052 L.F. $95.0 $47,340.00 $95.00 $99940.00 $58.00 561,016.00 $120.20 $126,449,00 Remove and Replace Concrete Curb and C4 Ater 20 LF. $]5.00 31,500.00 550.00 $1,000.00 $45.00 $900.00 $25.00 $500.00 7 B/D 5118,32200 f1 52200 $771,097.00 $21$.851.00 FGoiter 07-15-04Tab Page 1 Agenda Item Check List Financial Impact Agenda Item: Williams Drive Lift Station Agenda Item Subject: Williams Drive Lift Station Relief Line Bid Award Is this a Capital Improvement • Yes O No Project: Council Date: 09/28/2004 link to Agenda database => 16 Need Help? Was it budgeted? Is it within the approved budgeted amount? If not, where is the money coming from? G/L Account Number Amount Going to Council Is there something (budgeted) that won't get done because you are spending these funds? If so, please explain. Will this have an impact on the next year's budget? If so, please explain. Does this project have future revenue impact? Year: 2005/2006 • Yes O No J Yes • No Wastewater Line Upgrades Line Item - Savings 651-101-6205-00 $ 126,000.00 Yes • No Yes • No • Yes ONo Department: Georgetown Utility Systems If so, how? Reduction in Utility Expense Identify all on-going costs (i.e., insurance, annual maintenance fees, licenses, operational costs, etc...). Estimated staff hours: Cross -divisional impact: If so, what division(s)? Savings of approx $1,000 per year in electrical expense I- Yes • No Prepared by: Glenn Dishong Date: 09/22/2004 Agenda Item Checklist., Approved on 09/22/2004 Approvers Title Assigned Notified IReceived Status Changed Status Jim Briggs Assistant City 09/22/2004 09/22/2004 09/22/2004 09/22/2004 Approved Laurie Brewer Manager 09/22/2004 09/22/2004 9/22/2004 09222004 Approved Micki Rundell Controller 0922/2004 0922/2004 9/22/2004 09122/2004 Approved Director of Finance and Administration Approval Cycle Settings Council Meeting Date: September 28, 2004 Item No. AGENDA ITEM COVER SHEET SUBJECT: Consideration and possible action to award the bid for the annual purchase of water meters and accessories to National Waterworks for $271,386.00. ITEM SUMMARY: This item covers the annual purchase of meters and accessories to replace malfunctioning equipment and also the initial meter installation for new water service. The Water Utility has previously standardized its metering on one specific type and brand of meters to ensure compatibility with its automatic meter reading system. The bidding was broadened this year to include equivalent meters (similar metering method and AMR compatibility). Material will be ordered for the using department on an as needed basis. Bids were received on August 30, 2004 from three companies. The low bidder on the project was unable to provide a solution that is compatible with the AMR system. SPECIAL CONSIDERATIONS: None FINANCIAL IMPACT: Funds for these items were budgeted in the 2004-2005 budget in the Water Capital Projects account and the water maintenance account. Based on prior year usage, the estimated expenditures for water meters and accessories will be $271,386.00. GUS BOARD RECOMMENDATION: GUS Board recommended approval to award the bid to National Waterworks at the September 21, 2004 meeting. Approved 5-0. Hunnicut and Brown absent. STAFF RECOMMENDATION: Staff supports the GUS Board recommendation to award the bid for meters and accessories to National Waterworks. COMMENTS: None tted By: Jim.'Ar gg 1 nn Dishong LP is a ity Manager Water Services for U ilities Manager CITY OF GEORGETOWN Bid 24031 Water Meters and Accessories October 1. 2004 - September 30 2005 EN STOCK 0 EST OTY DESCRIPTION Bid Brand Soecired or Acceotab/e Eouivalent 1 345503 600 Precision Meters 3/4" with AMR re ister for Reed switches & Itron ERTs 2 100 Precision Meters314" with AMR Encoder ICE register for Itron ERTs with Itron in-line connector 3 345502 300 Precision Meters 3/4" Remote Capable Registers for Reed switches & Itron ERTs 4 1000 Precision Meters 3/4" Remote Capable Encoder ICE register for Itron ERTs with Itron in-line oonnectc 5 345504 30 Precision Meters 1"with AMR register for Reed switches & Itron ERTs 6 25 Precision Meters 1" with AMR Encoder ICE register for Itron ERTs with Itron in-line connector 7 345501 10 Precision Meters 1" Remote Capable Registers for Reed switches & Itron ERTs 8 25 Precision Meters 1" Remote Capable Encoder ICE register for Itron ERTs with in-line connector 9 345490 15 Precision Meters1 12" with AMR register for Reed switches & Itron ERTs 10 15 Precision Meters 1 12" with AMR Encoder ICEregister for ttron ERTs with in-line connector 11 345495 10 Precision Meters 1 12" Remote Capable Registers for Reed switches & Itron ERTs 12 15 Precision Meters 1 12" Remote Capable Encoder ICEregister for Itron ERTs with in-line connector 13 345491 25 Precision 1 12" Meter Accessory Kit 14 345492 20 Precision Meters 2" with AMR reisterfor Reed switches & Itron ERTs 15 10 Precision Meters 2" with AMR Encoder ICE register for Itron ERTs with Itron in-line connector 16 345496 10 Precision Meters Z" Remote Capable Registers for Reed switches & Itron ERTs (Magnum) 17 5 Precision Meters 2" Remote Capable Encoder ICE register for Itron ERTs with Itron in-line connector 18 345493 20 Precision 2" Meter Accessory Kit 19 10 Sensus Compound Meter, 3" with ECR 20 10 Sensus Compound Meter, 3" with Encoder ICE re ister for Itron ERTs with Itron in-line connector 21 10 Sensus Compound Meter 3" Remote Capable Encoder ICEregister for Itron ERTs with Itron in-line d 22 10 Sensus Compound 3" Meter Accessory Kit 23 10 Sensus Compound Meter, 4" with ECR 24 10 Sensus Compound Meter, 4" with Encoder (ICE)register for Itron ERTs with Itron in-line connector 25 10 Sensus Compound Meter 4" Remote Capable Encoder ICEregister for Itron ERTs with Itron in-line connect, - 26 10 Sensus Compound 4" Meter Accessory Kt 27 345499 1 1000 Invensys Reed Switch, Part 776053050001 including installation of Reed Switch on Itron in-line connector kron end caps to be fumished by the bidder ry ESIMATED TOTAL ON ITEMS BID ' National Waterworks awarded vendor - total Estimated Annual Amount $271,386.00 US Metering - does not meet specifications B20 - does not meet specifications No Bid - Hughes Supply, Water Management Services No Response - Water Works Sales, Mid South Supply, Master Meter, Actaris 24031bidtah' _^^".004 Agenda Item Check List Financial Impact Agenda Item: Agenda Item Subject: Is this a Capital Improvement Project: Council Date: Annual Meter Bid Annual Meter Bid Award _) Yes • No 09/28/2004 link to Agenda database => Need Help? Was it budgeted? • Yes :_: No Is it within the approved budgeted amount? 9 Yes i. No If not, where is the money coming from? G/L Account Number 661-101-6301-00 and 660-101-5807-00 Amount Going to Council $ 271,386.00 Is there something (budgeted) that won't get Yes • No done because you are spending these funds? If so, please explain. Will this have an impact on the next year's 0 Yes _; No budget? If so, please explain. Does this project have future revenue impact? Year: If so, how? This item is for FY 2004-2005 Yes • No Department: Identify all on-going costs (i.e., insurance, annual maintenance fees, licenses, operational costs, etc...). Estimated staff hours: Cross -divisional impact: Yes • No If so, what division(s)7 Prepared by: Glenn Dishong Date: 09/22/2004 Agenda Item Checklist. Approved on 0912312004 Approvers Title Assigned Notified Received Otatus Changed latus Jim Briggs Assistant City 09/22/2004 09/22/2004 09/22/2004 09/22/2004 jApproved Jose Lara Manager 09/22/2004 09/2212004 09/23/2004 Admin Delegated Laurie Brewer Utility Financial 09/23/2004 09/23/2004 09/23/2004 09/23/2004 Approved Analyst Controller Approver Comments Approval Cycle Settings