Municipal Utility Board NOTICE OF MEETING REGULAR & EXECUTIVE SESSION AGENDA Municipal Utility Board 12:00 PM - Thursday, October 24, 2019 Weatherford City Hall, City Council Chambers 303 Palo Pinto Street, Weatherford, TX Paul Paschall, Mayor/Chair Place 1 Jeff Robinson, Vice Chair/Place 2 Heidi Wilder, Place 3 Lindsey Hester, Place 4 Ken Davis, Place 5 Howard McClurkin, Place 6 Tom Novak, Place 7 Sharon Hayes, City Manager James Hotopp, Deputy City Manager Brad Burnett, Assistant City Manager/CFO Zellers & Zellers, City Attorney Malinda Nowell, City Secretary In accordance with Section 551.042 of the Texas Government Code, this agenda has been posted at the Weatherford City Hall, distributed to the appropriate news media, and posted on the City website at http://www.weatherfordtx.gov within the required time frame. As a courtesy, the entire Agenda Packet has also been posted on the City of Weatherford website at www.weatherfordtx.gov/agendas . All meetings of the Weatherford City Council, Municipal Utility Board, and other boards/commissions/committees of the City of Weatherford are open to the public. Public participation and written comments are invited on all open session business items. The Mayor/Chair requests that all electronic devices be turned off or set to vibrate. Members of the audience are requested to step outside the Council Chambers to conduct a phone conversation. Weatherford City Hall is wheelchair accessible and special parking is available on the south side of the building. If special accommodations are required please contact the City Secretary at 8175984202 a minimum of 24 hours in advance. The City Council, Municipal Utility Board, and other boards/commissions/committees of the City of Weatherford, as allowed, reserve the right to adjourn into Executive Session at any time during the course of this meeting to discuss any of the matters listed below, as authorized by the Texas Government Code: Section 551.071Consultation with Attorney; 551.072Deliberations about Real Property; 551.073Deliberations about Gifts and Donations; 551.074Personnel Matters; 551.076Deliberations about Security Devices; 551.086Certain Public Power Utilities; and 551.087Economic Development. Unless a Work Session Agenda, or otherwise indicated, action may be taken on any of the following agenda items. 1. INVOCATION 2. CALL TO ORDER & ANNOUNCEMENT OF A QUORUM 3. PLEDGES OF ALLEGIANCE TO THE UNITED STATES & TEXAS FLAGS 1
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Municipal Utility Board NOTICE OF MEETING · 2020-002 Letter of Recommendation.pdf Bid Tab Package 1.pdf Bid Tab Package 3.pdf Project Map.pdf 8. STAFF REPORTS 8.a. Quarterly Performance
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Municipal Utility Board
NOTICE OF MEETING
REGULAR & EXECUTIVE SESSION AGENDA Municipal Utility Board
12:00 PM - Thursday, October 24, 2019Weatherford City Hall, City Council Chambers
303 Palo Pinto Street, Weatherford, TX
Paul Paschall, Mayor/Chair Place 1Jeff Robinson, Vice Chair/Place 2
Heidi Wilder, Place 3Lindsey Hester, Place 4
Ken Davis, Place 5Howard McClurkin, Place 6
Tom Novak, Place 7Sharon Hayes, City Manager
James Hotopp, Deputy City ManagerBrad Burnett, Assistant City Manager/CFO
Zellers & Zellers, City AttorneyMalinda Nowell, City Secretary
In accordance with Section 551.042 of the Texas Government Code, this agenda has been posted at the Weatherford City Hall, distributedto the appropriate news media, and posted on the City website at http://www.weatherfordtx.gov within the required time frame. As a courtesy, theentire Agenda Packet has also been posted on the City of Weatherford website at www.weatherfordtx.gov/agendas . All meetings of the WeatherfordCity Council, Municipal Utility Board, and other boards/commissions/committees of the City of Weatherford are open to the public. Publicparticipation and written comments are invited on all open session business items.
The Mayor/Chair requests that all electronic devices be turned off or set to vibrate. Members of the audience are requested to step outsidethe Council Chambers to conduct a phone conversation. Weatherford City Hall is wheelchair accessible and special parking is available on thesouth side of the building. If special accommodations are required please contact the City Secretary at 8175984202 a minimum of 24 hours inadvance.
The City Council, Municipal Utility Board, and other boards/commissions/committees of the City of Weatherford, as allowed, reserve theright to adjourn into Executive Session at any time during the course of this meeting to discuss any of the matters listed below, as authorized by theTexas Government Code: Section 551.071Consultation with Attorney; 551.072Deliberations about Real Property; 551.073Deliberations aboutGifts and Donations; 551.074Personnel Matters; 551.076Deliberations about Security Devices; 551.086Certain Public Power Utilities; and551.087Economic Development.
Unless a Work Session Agenda, or otherwise indicated, action may be taken on any of the following agenda items.
1. INVOCATION
2. CALL TO ORDER & ANNOUNCEMENT OF A QUORUM
3. PLEDGES OF ALLEGIANCE TO THE UNITED STATES & TEXAS FLAGS1
4. ITEMS OF COMMUNITY INTERESTMayor and Board Reports on Items of Community Interest pursuant to Texas Government Code Section 551.0415 the Board may report on thefollowing items: (1) expression of thanks, congratulations or condolences; (2) information about holiday schedules; (3) recognition of individuals;(4) reminders about upcoming City events; (5) information about community events; and (6) announcements involving imminent threat to publichealth and safety.
5. APPROVAL OF THE MINUTES
5.a. Consider approval of the minutes of the Municipal Utility Board Regular and Executive Sessionsheld September 26, 2019. (Malinda Nowell, City Secretary)
6. CONSENT AGENDA ITEMSAll of the 'Consent Agenda Items' are considered to be routine and selfexplanatory and will be enacted with one motion. There will be no separateconsideration of these items unless the Council or Board removes the item from Consent.
6.a. Consider and/or act upon authorizing the expenditure of funds exceeding $50,000 for TechServConsulting & Training, LTD for FY20. (Joe Farley, Director of Electric Utilities)Suggested Action: Staff recommends authorizing the expenditure of funds exceeding $50,000for TechServ Consulting & Training, LTD for FY20.
6.b. Consider and/or act upon authorizing the expenditure of funds exceeding $50,000 for SchneiderEngineering, LTD for FY20. (Joe Farley, Director of Electric Utilities)Suggested Action: Staff recommends authorizing the expenditure of funds exceeding $50,000for Schneider Engineering for FY20.
7. REGULAR AGENDA ITEMS
7.a. Discuss and consider authorizing staff to hire Devil Dog's Concrete per bid # 2019-024 for 3parking lots at a total cost of $247,652.22 to be constructed at the Lake Weatherford Boardwalkproject. (Shannon Goodman, Director of Parks, Rec and Specail Events)Suggested Action: Staff recommends approval Boardwalk Parking EstimateBoardwalk Overall Site
7.b. Discuss and consider authorizing staff to purchase from Kompan Playgrounds through BuyboardBid # 512-16 for the Pirate Ship play components for a total cost of $127,698.63 to be constructedat the Lake Weatherford Boardwalk project. (Shannon Goodman, Director of Parks, Rec andSpecail Events)Suggested Action: Staff recommends approvalPlayground location .jpgKompan - Lake Weatherford Boardwalk.pdf20191002_112342383_iOS.jpeg
7.c. Discuss and consider award of Bid No. 2020-002 for the construction of the Newport Road 0.5 MGElevated Storage Tank (EST) & Oakridge 0.25 MG EST Rehabilitation project. (Rick Shaffer,Director of Water Utilities) 2
Suggested Action: Staff respectfully recommends that the Board award Bid No. 2020002 forthe construction of the Newport Road 0.5 MG EST & Oakridge 0.25 MG EST Rehabilitationproject and authorize the City Manager to execute a contract as follows:
Package 1Newport Road 0.5 MG EST to Landmark Structures I, L.P. for their base bid andAlternate B1 for $2,355,000.00;Package 312" Water Line to A&M Construction and Utilities, Inc. for $331,564.45.2020-002 Letter of Recommendation.pdfBid Tab Package 1.pdfBid Tab Package 3.pdfProject Map.pdf
8. STAFF REPORTS
8.a. Quarterly Performance Dashboard (Rick Shaffer/Joe Farley, Directors of Utilities)
9. FUTURE AGENDA ITEMS
10. EXECUTIVE SESSION ITEMS
10.a. Pursuant to Chapter 551, Texas Government Code, VTCS, (Open Meetings Law): In accordancewith the authority contained in: Section 551.072 Deliberations about Real Property: to deliberate thepurchase, exchange, lease, or value of real property; a tract of land approximately 14 acres, locatedin the Michael McGwin Survey, Abstract 914, and being more particularly described in Vol 287,Page 241, Deed Records, Parker County, Texas.
10.b. Pursuant to Chapter 551, Texas Government Code, VTCS, (Open Meetings Law): In accordancewith the authority contained in: Section 551.086 - Certain Public Power Utilities: CompetitiveMatters - Electric Wholesale Power Supply.
11. ACTION ON EXECUTIVE SESSION ITEMS
11.a. To take action, if necessary, pursuant to Chapter 551, Texas Government Code, VTCS, (OpenMeetings Law): In accordance with the authority contained in: Section 551.072 Deliberations aboutReal Property: to deliberate the purchase, exchange, lease, or value of real property; a tract of landapproximately 14 acres, located in the Michael McGwin Survey, Abstract 914, and being moreparticularly described in Vol 287, Page 241, Deed Records, Parker County, Texas.
11.b. To take action, if necessary, pursuant to Chapter 551, Texas Government Code, VTCS, (OpenMeetings Law): In accordance with the authority contained in: Section 551.086 - Certain PublicPower Utilities: Competitive Matters - Electric Wholesale Power Supply.
12. CITIZEN COMMENTS ON NON-AGENDA ITEMSResidents may address the Council/Board/Commission/Committee regarding an item that is not listed on the agenda. Residents must complete aspeaker card and turn it in to the Secretary five (5) minutes before the start of the meeting. The Rules of Procedure states that comments are to belimited to three (3) minutes. Speaker rules are posted at the back of the Council Chambers. The Texas Open Meetings Act provides the following: (a) If, at a meeting of a governmental body, a member of the public or of the governmental body inquires about a subject for which notice has notbeen given as required by this subchapter, the notice provisions of this subchapter do not apply to: (1) A statement of specific factual information given in response to the inquiry; or (2) A recitation of existing policy in response to the inquiry. (b) Any deliberation of or decision about the subject of the inquiry shall be limited to a proposal to place the subject on the agenda for a subsequentmeeting.
13. ADJOURNMENT
CERTIFICATIONI certify that this Notice of Meeting was posted on _____________________ at _____________ a.m. / p.m. as required by law in accordance withSection 551.042 of the Texas Local Government Code and that the appropriate news media was contacted. As a courtesy, this agenda is also postedon the city's website.
Posted By _______________________________ Title ___________________________________
Date/Time Removed _______________________
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Weatherford Municipal Utility BoardAGENDA REPORT
Meeting Date: October 24, 2019 Staff Contact: Joe Farley, Director of Electric Utilities
Item Number: 2019-1822-AR Phone: (817) 598-4272
SUBJECT: Consider and/or act upon authorizing the expenditure of funds exceeding $50,000 for TechServConsulting & Training, LTD for FY20.
BACKGROUND/DISCUSSIONTechServ provides pole attachment engineering and consulting services each year that cumulatively exceeds $50,000. TheCity of Weatherford's purchasing policy requires Utility Board approval for any purchases over $50,000. This request is toauthorize the expenditure of those funds in advance for FY20.
FINANCIAL IMPACTExpenditures for FY20 are expected to exceed $50,000. FY19 expenditures were $55,681.86, FY18 expenditures were$61,978.58, and FY17 expenditureswere $91,979.98.
SUGGESTED ACTIONStaff recommends authorizing the expenditure of funds exceeding $50,000 for TechServ Consulting & Training, LTD forFY20.
ATTACHMENTS
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Weatherford Municipal Utility BoardAGENDA REPORT
Meeting Date: October 24, 2019 Staff Contact: Joe Farley, Director of Electric Utilities
Item Number: 2019-1823-AR Phone: (817) 598-4272
SUBJECT: Consider and/or act upon authorizing the expenditure of funds exceeding $50,000 for SchneiderEngineering, LTD for FY20.
BACKGROUND/DISCUSSIONSchneider Engineering provides wholesale power supply, regulatory, and engineering consulting each year that cumulativelyexceeds $50,000. The City of Weatherford's purchasing policy requires Utility Board approval for any purchases over$50,000. This request is to authorize the expenditure of those funds in advance for FY20.
FINANCIAL IMPACTExpenditures for FY20 are expected to exceed $50,000. FY19 expenditures were $149,431.15, FY18 expenditures were$59,656.69, and FY17 expenditures were $86,957.73.
SUGGESTED ACTIONStaff recommends authorizing the expenditure of funds exceeding $50,000 for Schneider Engineering for FY20.
ATTACHMENTS
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Weatherford Municipal Utility BoardAGENDA REPORT
Meeting Date: October 24, 2019 Staff Contact: Shannon Goodman, Director of Parks,Rec and Specail Events
Item Number: 2019-1818-AR Phone: 817-598-4050
SUBJECT: Discuss and consider authorizing staff to hire Devil Dog's Concrete per bid # 2019-024 for 3 parkinglots at a total cost of $247,652.22 to be constructed at the Lake Weatherford Boardwalk project.
BACKGROUND/DISCUSSIONThis item is apart of the overall Lake Weatherford Boardwalk project.
FINANCIAL IMPACTThis item is within the approved budgeted amount for the total project cost.
SUGGESTED ACTIONStaff recommends approval
ATTACHMENTS Boardwalk Parking Estimate Boardwalk Overall Site
34 24" Asphalt tie-inn for C&G 400 SF 3.50$ 1,400.00$
Subtotal 6,200.00$ 4,800.00$
Overall Estimated Total 376,206.22$ 247,652.22$
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Weatherford Municipal Utility BoardAGENDA REPORT
Meeting Date: October 24, 2019 Staff Contact: Shannon Goodman, Director of Parks,Rec and Specail Events
Item Number: 2019-1819-AR Phone: 817-598-4050
SUBJECT: Discuss and consider authorizing staff to purchase from Kompan Playgrounds through Buyboard Bid# 512-16 for the Pirate Ship play components for a total cost of $127,698.63 to be constructed at theLake Weatherford Boardwalk project.
BACKGROUND/DISCUSSIONThis item is apart of the Lake Weatherford Boardwalk project.
FINANCIAL IMPACTThis item is within the budgeted amount for the total cost of the Lake Weatherford Boardwalk project.
SUGGESTED ACTIONStaff recommends approval
ATTACHMENTS Playground location .jpg Kompan - Lake Weatherford Boardwalk.pdf 20191002_112342383_iOS.jpeg
400.40AGE APPROPRIATE SIGNM21102-3417P15-12 Years, IG 60 cmRobinia Service ProgramROBSERV1
6,974.91Freight from KOMPAN IncFRT-KOMPAN INC129,267.60Installation of KOMPAN EquipmentCUSTOMINSTALL1
4,727.92EWF&FF/CFH 14'/12""comp. up to 203cysTFG-TXCE-14-014,0591,179.00Freight for EWFFRT-OTHER12,699.09Installation of EWF & FFCUSTOMINSTALL203
1,856.4012" border w/spike-blackAPS-BORDER1268441.35ADA Half Ramp SystemAPS-ADA-HALFRAM1560.00Freight for borders and half rampFRT-OTHER1776.86Installation of Borders and half rampCUSTOMINSTALL1
127,698.63Continued on page 2.............................................................................. 12
127,698.63Continued from page 1...........................................................................
127,698.63Total
Comments:Please read attached General Assumptions and Exclusion document for information on install/sitework.Please allow 23-25 weeks for product delivery upon order placement.
1,856.40Subtotal - Other Products5,169.27Subtotal - Surfacing
32,743.55Subtotal - Installation & Other Services8,713.91Subtotal - Freight
Subtotal 127,698.63
Total
(Applicable sales tax will be added unless a valid tax exemption certificate isprovided. This amount is only an estimate of your tax liability.) 0.00
127,698.63Estimated Tax Rate
KOMPAN Authorized Signature:
Accepted By (signature):
Accepted By (please print):
Date:
Your acceptance of this proposal constitutes a valid order request and
hereby acknowledged by your signature.
To process your order, please sign and return a copy of this quote with the
includes acceptance of KOMPAN's Terms and Conditions, receipt of which is
agreed upon deposit or purchase order for the full amount.Orders cancelled
after date of confirmation will be subject to a 50-75% restocking charge.
This quote may be withdrawn by us if not accepted by 10/28/19.
KOMPAN Products are "Buy American" qualified, and compliant with the Buy
American Act of 1933 and the "Buy American"provision of the ARRA of 2009.
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General Assumptions:
• Pricing is based on all equipment being direct delivery to the project address identified in KOMPANs Sales Proposal (SP).
• Placement of order into fabrication is contingent with deposit being received by KOMPAN as agreed to during the pricing phase.
• If cost proposal is to be considered as Tax-Exempt a current tax exemption form must be provided or on file at KOMPAN main office.
• Customer shall provide a lay down area for deliveries of materials within proximity of final installation site. Site access must be clear and unobstructed with at least ten (10’) foot wide access to allow delivery of materials. Any size restrictions contributing to additional handling or downsizing of deliver trucks shall be addressed as a change of conditions and will be invoiced as additional costs to the customer.
• Installation site must be level to no more than one (1”) inch in then (10’) feet slope or change in elevation over the full length and width of the playground area.
• Price assumes NO overhead obstructions within thirteen feet, six inches (13’-6”) or lower and NO underground utilities or obstructions within the playground footprint.
• Soils are to be suitable for the installation of all playground equipment and surfacing and compacted to 95% compaction prior to installation crews arriving on-site.
• All underground utilities, boulders, rock ledge or other obstructions not visible without subsurface investigation shall be considered “unforeseen conditions”, all costs shall be invoiced to the customer as a change order to the contract.
• All spoils generated during the excavation of footings shall be disposed of on site at no cost to KOMPAN.
• Customer to provide at no additional costs a 120 V (15 amp) power source and standard hose bib connection for water supply within one hundred (100’) feet from work site.
• Customer shall have removed all existing equipment or obstacles from playground area prior to the arrival of the installation crews.
• Time is of the essence in the installation of all materials delivered to project site. KOMPAN shall have delivered all equipment and materials as scheduled to project site. If delays to the installation schedule accrue outside KOMPANs control equipment shall be delivered to project site as scheduled and equipment and materials invoiced at the time of delivery. Unless additional storage arrangements are made in writing between Customer and KOMPAN, additional costs may apply.
• Unloading of equipment and materials shall be performed by the installation crews at the time of installation. If site is not ready for installation by cause outside of KOMPAN, it will be the responsibility of the Customer to off load and store equipment and materials at the project site. KOMPAN shall not be held liable for offloading costs, storage fees or equipment damage.
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• If site requires installation of a drainage system within the proposed playground area,playground equipment footing shall be installed prior to the installation of the drainage systemand playground footing locations shall take precedence over drainage system requirements.
• Site layout and dimensions shall be based of KOMPANs 2D drawing or CAD drawings. Customerto provide site “bench mark” to be used for layout and final elevation calculations.
• Unless otherwise noted on KOMPAN’s SP, proposal assumes that there are no Prevailing Wagesrequirement on the project.
• Any additional costs which maybe incurred during installation shall be negotiated betweenCustomer and KOMPAN in writing prior to the start of additional work. If written approval is notreceived during the time the installation crews are on-site, additional mobilization costs willapply.
Exclusions (Unless Explicitly Stated in KOMPAN Sales Proposal):
• Stamped engineered drawings/calculations or costs to secure permits are not included, if required these costs will be added as a change order payable to Kompan.
• Demolition and off-site disposal of any existing equipment or site amenities.• Any sitework, including but not limited to grading, excavation outside playground equipment
footing and soils compaction and testing.• Concrete work outside of play equipment footing requirements.• Relocation of any existing equipment.• Any required drainage system for playground area.• Third party testing of materials and playground installation.• Site landscaping or trimming of vegetation encroaching within the play equipment and safety
zones.• Play area surfacing and base materials if not noted in KOMPAN proposal.• Installation of Poured in Place surfacing does not include the use of aliphatic binder, solid or
custom colors.• Site security during Poured in Place surfacing cure time and any vandalism which may accrue
during surfacing cure time.• Borders for play area surfacing containment.• Any required retaining walls for proposed play area.• Site storage for equipment.• Site safety fencing beyond standard four (4’) foot orange construction fencing.• Utilities site location services and/or relocation of any underground utilities.• On site dumpster for disposal of shipping containers and general construction debris.• If applicable, primary electrical service, such as connection of primary power to KOMPANs
ICON server box. Primary power is to be terminated within ICON server box by a licensed electrician.
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Weatherford Municipal Utility BoardAGENDA REPORT
Meeting Date: October 24, 2019 Staff Contact: Rick Shaffer, Director of Water Utilities
Item Number: 2019-1820-AR Phone: 817-598-4473
SUBJECT: Discuss and consider award of Bid No. 2020-002 for the construction of the Newport Road 0.5 MGElevated Storage Tank (EST) & Oakridge 0.25 MG EST Rehabilitation project.
BACKGROUND/DISCUSSIONThis project includes the construction of a new elevated storage tank (EST), 2,329 linear feet of 12" water line and therehabilitation of the Oakridge EST. The project was split into three different packages, Package 1 for the Newport Road0.5 MG EST, Package 2 for the Oakridge EST Rehabilitation and Package 3 for the 12" water line. An invitation tobidders for the construction of the project was advertised on September 7th and September 14th of 2019. The bids wereopened publicly on October 8, 2019 with six bidders responding to the invitation. The lowest, qualified, responsive biddersfor each package were as follows:Package 1-Newport Road 0.5 MG EST to Landmark Structures I, L.P. for their base bid and Alternate B1 for$2,355,000.00;Package 2-No bidders;Package 3-12" Water Line to A&M Construction and Utilities, Inc. for $331,564.45.
Contractors that showed interest in bidding Package 2 were contacted to determine why they did not bid on the project. Following the discussions, staff elected to re-advertise Package 2 separately by itself. The project will be rebid with ananticipated award date of November 21, 2019.
Freese and Nichols, the design engineer for the project, has checked the references and qualifications of the contractors,and have found nothing to warrant the disqualification of their bid. The construction of the Newport EST is expected to becompleted by January 2021, and the construction of the 12" water line is expected to be complete by February 2020.
FINANCIAL IMPACTThe construction of this project will be funded with a combination of currently available funds from Utility System RevenueRefunding and Improvement Bonds-Series 2015; Impact Fee program funds; and utility rate revenues.
SUGGESTED ACTIONStaff respectfully recommends that the Board award Bid No. 2020-002 for the construction of the Newport Road 0.5 MGEST & Oakridge 0.25 MG EST Rehabilitation project and authorize the City Manager to execute a contract as follows:
Package 1-Newport Road 0.5 MG EST to Landmark Structures I, L.P. for their base bid and Alternate B1 for$2,355,000.00;Package 3-12" Water Line to A&M Construction and Utilities, Inc. for $331,564.45.
ATTACHMENTS 2020-002 Letter of Recommendation.pdf Bid Tab Package 1.pdf Bid Tab Package 3.pdf Project Map.pdf
This map is a graphic representation prepared by the City ofWeatherford, and is intended for use only as a reference. Datadepicted here is not guaranteed for accuracy and may besubject to change at any time without notification.Not a certified drawing.Not for design. Print Date: 9/4/2019