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Item 4H - Memo Item 4H Page 1 of 3 M E M O R A N D U M (February 7, 2022) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Subject: Authorize additional expenditures with TK Elevator Corporation (TK Elevator) for the replacement of the inverted hydraulic jacks on the west parking garage’s north elevator in an amount not to exceed $80,343.00. Action Requested: Authorize additional expenditures with TK Elevator Corporation (TK Elevator) for the replacement of the inverted jacks on the west parking garage’s north elevator in an amount not to exceed $80,343.00. Background Information: The purpose of this item is to authorize expenditures with TK Elevator Corporation (TK Elevator) for the replacement of the inverted jacks on the west parking garage’s north elevator in an amount not to exceed $80,343.00. The West Garage North Elevator had a hydraulic seal leak that was replaced by TK Elevator Corporation (TK Elevator) in June of 2021 at a cost of $7,599.00. Staff managed the leak as recommended by the contractor however the leak has gotten progressively worse to the point that it is becoming unsustainable. Facilities must continually maintain oil levels to help prevent the disturbance, TKE advised replacement of Hydraulic Jacks to eliminate this issue. The City of Southlake contracts with TK Elevator to complete preventative and corrective maintenance services of elevators in all City facilities. The maintenance of these elevators is necessary to remain within ADA-compliance and to ensure the City mainta ins inspection quality through the Texas Department of Licensing and Regulation. Historically, these preventative and corrective maintenance services have not exceeded $50,000. This fiscal year we are expecting to exceed that threshold due to the requirement of the Town Hall Item 4H Page 2 of 3 elevator modernization project and the West Garage Jack replacement. Financial Considerations: The City's purchasing policy for these services are met through a government purchasing agreement OMNIA Partners, Public Sector. OMNIA Partners is the nation’s largest and most experienced cooperative purchasing organization dedicated to public sector procurement. TK Elevator was selected through a rigorous RFP process and selection committee. Below is a breakout of incurred and expected expenses for FY 2023: Elevator Services Cost Replacement of the west parking garage’s north elevator hydraulic jacks $ 65,343.00 Contingency $ 15,000 Total Cost $ 80,343.00 Funding for these services is available in the FY 2023 Facilities Operating Budget and the Facility Maintenance Fund. Kite Realty Group (formerly known as RPAI Southwest Management) reimburses the City for 91.75% of the maintenance expenses associated with the Town Square parking garages. Strategic Link: This item links to the City’s Strategy Map strategic focus areas of Safety & Security and Infrastructure. It specifically relates to the City’s Corporate Objectives, C1: Achieve The Highest Standards Of Safety & Security, B2: Collaborate With Select Partners to Implement Service Solutions, and F2: Invest to Provide & Maintain High Quality Public Assets. Citizen Input/ Board Review: None. Legal Review: None. Alternatives: The City Council may approve or deny the request. Staff Recommendation: Authorize additional expenditures with TK Elevator Corporation (TK Elevator) for the replacement of the inverted jacks on the west parking garage’s north elevator in an amount not to exceed $80,343.00. Item 4H Page 3 of 3 Supporting Documents: Attachment A: Elevator repair quote Attachment B: Omnia Partners Contract #R200502 Attachment C: 12/06/2022 City Council Results for expenditures with TK Elevator Corporation (TK Elevator) Staff Contact: Rob Cohen, Director of Public Works Lauren LaNeave, Deputy Director of Public Works – Administration City of Southlake City Council meeting agenda December 6, 2022 Page 6 of 7 City of Southlake values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork EXECUTIVE SESSION Section 551.071: Consultation with attorney. The City Council may conduct a private consultation with its attorney when the City Council seeks the advice of its attorney concerning any item on this agenda, about pending and contemplated litigation, or a settlement offer, or on a matter in which the duty of the attorney to the City Council under the Texas Disciplinary Rules of Professional Conduct of the State Board of Texas clearly conflicts with Chapter 551. This includes the following pending and/or contemplated litigation subjects: 1. Chad Wilson and Martha Wilson, Individually and as next friend, for S.W. v. City of Southlake, Southlake Police Department and Randy Baker, Individually; Civil Action No. 4:16-cv-00057. 2. Pedram and Karol Farahnak v. City of Southlake Board of Adjustment and Brian and Melissa Reukema 3. City of Southlake v. Town of Westlake, Texas; Cause No. 2020-007041. 4. Constance Westfall v. Jose Luna, et al; Cause No. 4:15-cv-00874-0. 5. Myra Nunez v. City of Southlake; Cause No. 048-330936-21. Section 551.072: Deliberation regarding real property. The City Council may conduct a closed meeting to deliberate the purchase, exchange, lease or value of real property. Section 551.073: Deliberation regarding prospective gift or donation. The City Council may conduct a closed meeting to deliberate a negotiated contract for a prospective gift or donation to the City. Section 551.074: Deliberation regarding personnel matters. The City Council may deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of public officers, including the City Manager, City Secretary, City Attorney, Municipal Judge and city boards and commission members. A complete list of the city boards and commissions is on file in the City Secretary’s Office. Section 551.076: Deliberation regarding security devices. The City Council may deliberate the deployment, or specific occasions for implementation of security personnel or devices. Section 551.087: Deliberation regarding economic development negotiations. The City Council may discuss or deliberate regarding commercial or financial information received from a business prospect that the city seeks to have locate, stay, or expand in or near the city and which the City is conducting economic development negotiations; or to deliberate the offer of a financial or other incentive to a business prospect as described above. Section 551.089: Deliberation regarding security devices or security audits. The City Council may discuss or deliberate regarding security assessments or deployments relating to information resources technology; network security information as described City of Southlake City Council meeting agenda December 6, 2022 Page 7 of 7 City of Southlake values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork by Section 2059.055(b); the deployment, or specific occasions for implementation, of security personnel, critical infrastructure, or security devices; or results of security audits. Section 418.183(f): Texas Disaster Act. The City Council may deliberate information: 1) for purposes of preventing, investigating, or responding to an act of terrorism or related criminal activity and involving emergency response providers, their staffing, contact information and tactical plans; 2) that relates to the risk or vulnerability of persons or property, including infrastructure, to an act of terrorism; 3) that relates to the assembly of an explosive weapon, the location of a material that may be used in a chemical, biological or radioactive weapon, or unpublished information pertaining to vaccines or devices to detect biological agents or toxins; 4) that relates to details of the encryption codes or security keys for a public communication system; 5) that relates to a terrorism-related report to an agency of the United States; 6) that relates to technical details of particular vulnerabilities of critical infrastructure to an act of terrorism; 7) that relates to information regarding security measures or security systems intended to protect public and private property from an act of terrorism. The Texas Disaster Act specifically requires that a tape recording of the closed meeting be made. Section 418.106(d) & (e): Local meetings to discuss emergency management plans regarding pipeline safety. The City Council may discuss emergency management plans involving pipeline safety and/or security of pipeline infrastructures or facilities when those plans or discussions contain such sensitive information. Southlake Parking Garages January 03, 2023 Purchaser: Ntll-Omnia Location: Southlake Parking Garages Address: 1400 Main St Ste 440 Address: 351 State St Southlake, TX 76092-7642 Southlake, TX 76092-7608 Purchaser authorizes TK Elevator Corporation (referred to as "TK Elevator" hereafter) to perform the following work on the equipment and at the location described above, in exchange for the sum of Sixty Five Thousand Three Hundred Forty Two Dollars and Twelve Cents ($65,342.12) inclusive of all applicable sales and use taxes pursuant to the terms and conditions contained in this Work Order (the "Work Order"). Summary: Elevator Description Repair category West Parking Garage North #1 Jack Operational For further information, please see a detailed Scope of Work on the pages that follow. In the event you have any questions regarding the content of this Work Order please contact me at +1 817 2669058. We appreciate your consideration. Regards, Daniel Metzler TK Elevator Corporation 7425 Pebble Dr Ft. Worth TX 76118 daniel.metzler@tkelevator.com |+1 817 2669058 Notice: No permits or inspections by others are included in this work, unless otherwise indicated herein. Delivery and shipping is included. All work is to be performed during regular working days and hours as deflned in this Work Order unless otherwise indicated herein. Repair Work Order 2022-2-1422712 | ACIA-21SAA11 | January 03, 2023 1 Scope of Work Jack TK Elevator will furnish the necessary labor and materials to replace the existing cylinder with an ASME A17.1 code compliant cylinder with a sealed cylinder protection liner. This work will include >Erect safety/sight barricades, lay protective fioor covering around work areas. >Suspend and secure (two methods) the elevator in the uppermost portion of hoistway . >The hydraulic plunger shall be disconnected, landed and removed from the cylinder, then set aside for reuse. If the jack head is obsolete in design or the hydraulic plunger is damaged, an entirely new jack assembly, which consists of cylinder, plunger and jack head will be furnished. >Remove the oil line, shutoff valve, pit channels and buffers from pit area. >Jackhammer removal of concrete surrounding jack head. >Hydraulic fiuid shall be removed from the cylinder and stored in approved containers. >Remove existing cylinder from the ground and dispose of properly. >Install protective, plastic casing that includes a means of monitoring for corrosive moisture. > Apply protective coating to new cylinder to aid in protection against corrosion. >Thread and weld cylinder sections together, allow cooling and protective wrap at joints. > Install new hydraulic cylinder with double bulkhead bottom made of steel pipe compliant with Elevator Safety Code ASME Code A17.1 and the same I.D. and O.D. size as existing cylinder with new jack head. > Backflll area between new PVC and hydraulic cylinder to stabilize jack assembly. > Replace concrete pit fioor with appropriate insulation material. > Reinstall hydraulic plunger into new cylinder- unless new jack assembly furnished- and plumb cylinder unit within 1/8" tolerance. > Reinstall hydraulic piping, shutoff valve, pit channels and buffers. > Attach hydraulic plunger to the platen plate on underside of elevator and properly align. > Install new jack seal and gasket (new head provided with cylinder). > Provide new hydraulic fiuid as needed to the elevator hydraulic system and test for normal operation. > Readjust valve, if required, to achieve proper operation. > Perform Full Load Safety Test in the presence of state approved Elevator Inspector. > Disassemble and remove materials, tools and supplies and provide general clean-up. > Return elevator to service. Special Conditions: 1) The quoted price is based upon the existing jack hole being plumb and cased or jacketed to prevent hole collapse once the existing jack is removed. The existing jack hole must be clear of rock, water, concrete, debris or any other underground condition which hinders us from freely pulling the existing jack or installing the new jack or which alters the method required to complete the project. If we encounter such conditions, we will notify you immediately and upon execution of a change order, it is agreed that all additional work will be performed on a time and material basis, based on standard billing rates, until the conditions which have caused the delay have been overcome. 2) Purchaser agrees to provide a safe, accessible storage area for placement of D.O.T. 55 Gallon containers for the purpose of spoils containment. Any spoils or water testing by others or delays due to such testing are not included in this proposal. The hiring of a disposal company is the responsibility of Purchaser, and MUST be discussed prior to any material being ordered or work being scheduled. TK Elevator assumes no responsibility and/or liability in any way whatsoever for spoils or other contamination that may be present as a result of the cylinder breach and/or other conditions present on the work site. 3)For the purpose of providing this estimate, we assume no unusual conditions as outlined in Items #1-2 above. If necessitated by unusual conditions, a proposal for additional labor and materials shall be submitted to Purchaser for approval prior to performance of additional work. TK Elevator shall not be responsible for delays due to such causes. 4)Purchaser will be noti ied immediately of any circumstances that will require more than the allotted time and materials provided in this proposal. Written authorization will be required for any labor or materials required beyond this original proposal amount. 5) All labor estimates included herein are based upon work being performed during regular working days and hours of the trade (M-F, 8:00 a.m. to 5:00 p.m.). Work performed at other times will be in addition to the price indicated unless speciffied otherwise herein. 6) This proposal includes the Full Load Testing according to prevailing Codes at the time this proposal is accepted. If the load test discloses any defficiencies in the operation of the equipment tested, an additional proposal will be submitted for your approval for work needed to put the speciffic equipment in proper condition and in compliance with the above mentioned speciffications. TK Elevator will exercise caution and care in performing this repair and tests, but will not be responsible for damage done to the building and/or equipment while performing this work. 7) Welding affecting the building ffire protection system and construction noise may be required on this project. This will be coordinated with Purchaser. 8) Purchaser agrees to furnish suitable parking area with standard truck access. Terms according to Omnia contract number R200502 Payment Terms Repair Work Order 2022-2-1422712 | ACIA-21SAA11 | January 03, 2023 2 50% of the price set forth in this Work Order will be due and payable as an initial progress payment within 10 days from TK Elevator's receipt of a fully executed copy of this Work Order. This initial progress payment will be applied to any applicable project management, permits, engineering, drawings and material procurement. Material will be ordered once this payment is received and the parties have both executed this Work Order. The remaining 50% of the price set forth in this Work Order and any fully executed change orders shall be due and payable at the time TK Elevator commences the work described in the Work Order. TK Elevator's receipt of this flnal payment is a condition precedent to TK Elevator's return of the equipment described in this Work Order to the full operation and use and Purchaser agrees to waive any and all claims to such operation and use until such time as that payment is made in full. Purchaser agrees that TK Elevator shall have no obligation to complete any steps necessary to provide Purchaser with full use and operation of the affected elevator(s) until such time as TK Elevator has been paid 100% both of the price refiected in this Work Order and for any other work performed by TK Elevator or its subcontractors in furtherance of this Work Order. Purchaser agrees to waive any and all claims to the turnover and/or use of that equipment until such time as those amounts are paid in full. TK Elevator reserves the right to assign payments owed to TK Elevator under this Work Order. Work order price: $65,342.12 Initial progress payment: (50%) $32,671.06 Total due upon completion: (50%) $32,671.06 Repair Work Order 2022-2-1422712 | ACIA-21SAA11 | January 03, 2023 3 Terms and Conditions TK Elevator does not assume any responsibility for any part of the vertical transportation equipment other than the speciflc components that are described in this Work Order and then only to the extent TK Elevator has performed the work described above. No work, service, examination or liability on the part of TK Elevator is intended, implied or included other than the work speciflcally described above. It is agreed that TK Elevator does not assume possession or control of any part of the vertical transportation equipment and that such remains Purchaser’s exclusively as the owner, lessor, lessee, possessor, or manager thereof. Unless otherwise stated herein, TK Elevator’s performance of this Work Order is expressly contingent upon Purchaser securing permission or priority as required by all applicable governmental agencies and paying for any and all applicable permits or other similar documents. It is agreed that TK Elevator’s personnel shall be given a safe place in which to work. TK Elevator reserves the right to discontinue its work in the location above whenever, in its sole opinion, TK Elevator believes that any aspect of the location is in any way unsafe until such time as Purchaser has demonstrated, at its sole expense, that it has appropriately remedied the unsafe condition to TK Elevator’s satisfaction. Unless otherwise agreed, it is understood that the work described above will be performed during regular working days and hours which are deflned as Monday through Friday, 8:00 AM to 4:30 PM (except scheduled union holidays). If overtime is mutually agreed upon, an additional charge at TK Elevator’s usual rates for such work shall be added to the price of this Work Order. In consideration of TK Elevator performing the work described above Purchaser, to the fullest extent permitted by law, expressly agrees to indemnify, defend, save harmless, discharge, release and forever acquit TK Elevator, its employees, officers, agents, affiliates, and subsidiaries from and against any and all claims, demands, suits, and proceedings made or brought against TK Elevator, its employees, officers, agents, affiliates and subsidiaries for loss, property damage (including damage to the equipment which is the subject matter of this Work Order), personal injury or death that are alleged to have been caused by Purchaser or any others in connection with the presence, use, misuse, maintenance, installation, removal, manufacture, design, operation or condition of the vertical transportation equipment that is the subject of this Work Order, or the associated areas surrounding such equipment. Purchaser's duty to indemnify does not apply to the extent that the loss, property damage (including damage to the equipment which is the subject matter of this Work Order), personal injury or death is determined to be caused by or resulting from the negligence of TK Elevator and/or its employees. Purchaser recognizes, however, that its obligation to defend TK Elevator and its employees, officers, agents, affiliates and subsidiaries under this clause is broader and distinct from its duty to indemnify and specifically includes payment of all attorney’s fees, court costs, interest and any other expenses of litigation arising out of such claims or lawsuits. Purchaser expressly agrees to name TK Elevator along with its oiffcers, agents, aiffliates and subsidiaries as additional insureds in Purchaser's liability and any excess (umbrella) liability insurance policy(ies). Such insurance must insure TK Elevator, along with its oiffcers, agents, aiffliates and subsidiaries for those claims and/or losses referenced in the above paragraph, and for claims and/or or losses arising from the negligence or legal responsibility of TK Elevator and/or its oiffcers, agents, aiffliates and subsidiaries. Such insurance must specify that its coverage is primary and non-contributory. Purchaser hereby waives the right of subrogation. TK Elevator shall not be liable for any loss, damage or delay caused by acts of government, labor, troubles, strikes, lockouts, flre, explosions, theft, riot, civil commotion, war, malicious mischief, acts of God, or any cause beyond its control. TK Elevator Corporation shall automatically receive an extension of time commensurate with any delay regarding the work called for in this Work Order. Should loss of or damage to TK Elevator’s material, tools or work occur at the location that is the subject of this Work Order, Purchaser shall compensate TK Elevator therefor, unless such loss or damage results solely from TK Elevator’s own acts or omissions. If any drawings, illustrations or descriptive matter are furnished with this Work Order, they are approximate and are submitted only to show the general style and arrangement of equipment being offered. Work Order. Purchaser shall bear all cost(s) for any reinspection of TK Elevator’s work due to items outside the scope of this Work Order or for any inspection arising from the work of other trades requiring the assistance of TK Elevator. Purchaser expressly agrees to waive any and all claims for consequential, special or indirect damages arising out of the performance of this Work Order and speciflcally releases TK Elevator from any and all such claims. A service charge of 1.5% per month, or the highest legal rate, whichever is less, shall apply to delinquent accounts. In the event of any default of any of the payment provisions herein, Purchaser agrees to pay, in addition to any defaulted amount, any attorney fees, court costs and all other expenses, fees and costs incurred by TK Elevator in connection with the collection of that defaulted amount. Purchaser agrees that this Work Order shall be construed and enforced in accordance with the laws of the state where the vertical transportation equipment that is the subject of this Work Order is located and consents to jurisdiction of the courts, both state and Federal, of that as to all matters and disputes arising out of this Work Order. Purchaser further agrees to waive trial by jury for all such matters and disputes. The rights of TK Elevator under this Work Order shall be cumulative and the failure on the part of the TK Elevator to exercise any rights given hereunder shall not operate to forfeit or waive any of said rights and any extension, indulgence or change by TK Elevator in the method, mode or manner of payment or any of its other rights shall not be construed as a waiver of any of its rights under this Work Order. In the event any portion of this Work Order is deemed invalid or unenforceable by a court of law, such flnding shall not affect the validity or enforceability of any other portion of this Work Order. This Work Order shall be considered as having been drafted jointly by Purchaser and TK Elevator and shall not be construed or interpreted against either Purchaser or TK Elevator by reason of either Purchaser or TK Elevator’s role in drafting same. In the event Purchaser’s acceptance of the work called for in this Work Order is in the form of a purchase order or other kind of document, the provisions, terms and conditions of this Work Order shall exclusively govern the relationship between TK Elevator and Purchaser with respect to the work described herein. Repair Work Order 2022-2-1422712 | ACIA-21SAA11 | January 03, 2023 4 Acceptance This Work Order is submitted for acceptance within 30 days from the date executed by TK Elevator. Purchaser’s acceptance of this Work Order will constitute exclusively and entirely the agreement for the work herein described. All prior representations or agreements regarding this work, whether written or verbal, will be deemed to be merged herein, and no other changes in or additions to this Work Order will be recognized unless made in writing and properly executed by both parties. No agent or employee of TK Elevator shall have the authority to waive or modify any of the terms of this Work Order without the written approval of an authorized TK Elevator manager. This Work Order speciflcally contemplates work outside the scope of any other contract currently in effect between the parties; any such contract shall be unaffected by this Work Order. To indicate acceptance of this work order, please sign and return one (1) original of this agreement to the branch address shown below. Upon receipt of your written authorization and required materials and/or supplies, we shall implement the work called for in this Work Order. Ntll-Omnia (Purchaser): TK Elevator Corporation Management Approval By: \s1 By: (Signature of Authorized Individual)Kurt Ackermann (Print or Type Name) (Print or Type Title) (Signature of Branch Representative) Jason Cobb Branch Manager (Date of Acceptance) (Date of Execution) Please contact _______________________________________ to schedule work at the following phone number __________________________ Repair Work Order 2022-2-1422712 | ACIA-21SAA11 | January 03, 2023 5 Attn: Kurt Ackermann Ntll-Omnia 1400 Main St Ste 440 Southlake TX, 76092-7642 Date Terms Reference ID Customer Reference # / PO January 03, 2023 Immediate ACIA-21SAA11 Total Contract Price: $65,342.12 Down Payment: (50% ) $32,671.06 For inquiries regarding your contract or services provided by TK Elevator, please contact your local account manager at +1 817 2669058. To make a payment by phone, please call 678-424-5642 with the reference information provided below. Current and former service customers can now pay online at: https://secure.billtrust.com/tkelevator/ig/one-time-payment Thank you for choosing TK Elevator. We appreciate your business. Please detach the below section and provide along with payment. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Customer Name: Ntll-Omnia Remit To: Location Name: Southlake Parking Garages TK Elevator PO Box 3796 Carol Stream, IL 60132-3796 Customer Number: Quote Number: 172783 2022-2-1422712 Reference ID: ACIA-21SAA11 Remittance Amount: $32,671.06 2022-2-1422712 | ACIA-21SAA11 | January 03, 2023 Repair Completion Notice to be signed at job completion Date: Building Name: Southlake Parking Garages Repair Job #: Street Address: 351 State St City State, Zip: Southlake, TX 76092-7608 Dear Kurt Ackermann, Thank you for allowing us the opportunity to perform the repair job listed above. We have completed the work as outlined in job # and the unit is now up and running. You will receive a flnal bill for this work shortly. We hope your experience was exceptional and look forward to serving you in the future. If you have any questions about the repair work or your service agreement, please check one of the boxes under “Follow-Up Request” and the appropriate person will contact you soon. Customer Representative TK Elevator Representative Customer Name: Kurt Ackermann Print or Type Name Name: Daniel Metzler Print or Type Name Customer Signature: Signature of Authorized Individual Signature: Signature of Authorized Individual Title: Print or Type Title Title: Sr Account Manager Print or Type Title Date: Date of acceptance Date: Customer Email: kackermann@ci.southlake.tx.us Customer Email Follow Up Request If you would like a manager or department representative to contact you, please check one of the following: Sales Department Service Department Branch Manager Repair Department Phone Number Comments: 2022-2-1422712 | ACIA-21SAA11 | January 03, 2023 August 28, 2020 Mr. Jeff Jaudes Jeff.Jaudes@thyssenkrupp.com National Account Manager thyssenkrupp Elevator 3100 Interstate N Circle, SE Suite 500 Atlanta, GA 30339 Re: Award of Contract #R200502 Dear Mr. Jaudes: Per official action taken by the Board of Directors of Region 4 Education Service Center on August 25, 2020, we are pleased to announce that after successful negotiated terms and conditions, thyssenkrupp Elevator has been awarded an annual contract for the following, based on the sealed proposal (RFP #20-05) submitted on April 7, 2020: Commodity/Service Supplier Elevator Industry Equipment, Repair, Related Products and Services This contract is effective October 1, 2020 and will expire on September 30, 2023. As indicated above, your contract # is R200502. This contract may be renewed annually for an additional two (2) years if mutually agreed upon by Region 4 ESC/OMNIA Partners, Public Sector and thyssenkrupp Elevator. Your participation in the proposal process is appreciated and we look forward to a successful partnership. Please feel free to provide copies of this letter to your sales representative(s) to assist in their daily course of business. If you have any questions, please contact Christine Dorantes, the Contract Manager assigned to your contract, at (615) 431-8182 or christine.dorantes@omniapartners.com. Sincerely, Robert Zingelmann Chief Financial Officer, Finance and Operations Services thyssenkrupp Elevator DocuSign Envelope ID: FE9DC007-6BC0-4425-8BB4-07C89E64F3F5 City of Southlake values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork RESULTS REGULAR CITY COUNCIL MEETING AGENDA DECEMBER 6, 2022 LOCATION: 1400 Main Street, Southlake, Texas 76092 Council Chambers in Town Hall Present: Mayor Huffman, MPT Williamson, DMPT McCaskill, and Councilmembers Talley, Robbins, Smith, and Torres-Lepp WORK SESSION: 5:30 P.M. 5:32PM 1. Call to order 2. Invocation: Clayton Reed 3. Discuss all items on tonight's agenda. No action will be taken and each item will be considered during the Regular Session. REGULAR SESSION: Immediately following the work session 1. Call to order. 2. A. Executive Session: Pursuant to the Open Meetings Act, Chapter 551, Texas Government Code, Sections 551.071, 551.072, 551.073, 551.074, 551.076, 551.087, 418.183(f), and 418.106(d) & (e). Refer to posted list attached hereto and incorporated herein. Executive Session may be held, under these exceptions, at the end of the Regular Session or at any time during the meeting that a need arises for the City Council to seek advice from the city attorney as to the posted subject matter of this City Council meeting. 1. Section 551.071: Consultation with city attorney. a. Seek advice of the city attorney regarding legal issues related to legislative items. b. Seek advice of the city attorney regarding driveway access to FM 1938 and other construction related matters for a future subdivision located on property addressed as 208 Randol Mill Avenue and located at the northern terminus of Maranatha Way. c. Seek advice of the city attorney regarding zoning administrator opinion. d. Seek advice of the city attorney regarding terms and conditions of contract with Timberlyne. e. Seek advice of the city attorney regarding legal issues related to the construction of a screening wall along FM 1938 (Davis Blvd.) City of Southlake City Council meeting agenda December 6, 2022 Page 2 of 7 City of Southlake values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2. Section 551.087: Deliberation regarding economic development negotiations. a. Deliberate the terms and conditions of an economic development incentive program – Project No. 2017-03. b. Deliberate the terms and conditions of an economic development incentive program – Project No. 2022-01. B. Reconvene: Action necessary on items discussed in Executive Session. 3. REPORTS: A. Mayor’s Report B. City Manager’s Report 1. Performance Excellence – Communication Awards CONSENT AGENDA: All items listed below are considered to be routine by the City Council and will be enacted with one motion. There will be no separate discussion of items unless a Councilmember or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. 4. Consent: Approved Items 4A-4P, as written, including moving Items 9B & 9C from the Regular Agenda to the Consent Agenda, (7-0) A. Approve minutes from the November 15, 2022, regular City Council meeting. B. Approve FY 2023 Metroport Teen Court Interlocal Agreement. C. Approve purchase of Gemini & SPRD-ER Bundle from Thermo Scientific Portable Analytical Instruments Inc. in an amount not to exceed $100,000. D. Approve funding for the purchase of capital equipment from Marathon Fitness in an amount not to exceed $107,500. E. Approval to excuse the absences of Planning and Zoning Commissioner Scott Dyche from the November 3 and November 17, 2022, regular Planning and Zoning Commission meetings. F. Approve the Bylaws of the Alliance for Community Engagement. City of Southlake City Council meeting agenda December 6, 2022 Page 3 of 7 City of Southlake values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork G. Approve an Engineering Services Agreement (ESA) with Kimley-Horn and Associates, Inc. to provide engineering design and construction phase services for Central Avenue improvements in an amount not to exceed $65,000. H. Approve an Interlocal Agreement (ILA) with Tarrant County to receive a cost reimbursement for the construction of intersection improvements at FM 1938 at West Continental Boulevard and West Continental Boulevard at South Peytonville Avenue in an amount not to exceed $2,225,000. I. Amend a Commercial Developer Agreement (CDA) with BSREP III Mustang Court L.P. for the Mustang Business Park development in an amount not to exceed $200,000. J. Approve an Advance Funding Agreement (AFA) with the Texas Department of Transportation (TxDOT) to receive a cost reimbursement for North White Chapel Boulevard from Bluestem Drive to Wingate Lane in an amount not to exceed $3,491,520. K. Approve an Engineering Services Agreement (ESA) with Baird, Hampton & Brown (BHB) to provide engineering design services for the Alta Vista Water Transmission Main Replacement Study in an amount not to exceed $110,000. L. Authorize expenditures with TK Elevator Corporation (TK Elevator) for preventative and corrective maintenance services of elevators in all City facilities in an amount not to exceed $275,000. M. Authorize expenditures with Smith Pump Company Inc. for pump parts and repair services in an amount not to exceed $131,787. N. Authorize expenditures with Green Equipment Co. for the purchase of a new CCTV unit along with any repairs/replacement of current locating devices in an amount not to exceed $125,000. O. Approve an Engineering Services Agreement (ESA) with Baird Hampton & Brown (BHB) to provide engineering design services for an 8-inch Water main extension at Southlake Park Addition Phase 2 in an amount not to exceed $110,000. P. City Council confirmation of the City Manager’s appointment of William Blair Halbert as the Director of Information Technology. REGULAR AGENDA: City of Southlake City Council meeting agenda December 6, 2022 Page 4 of 7 City of Southlake values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 5. Public Forum. (The Public Forum will not begin prior to 7:00 p.m. This is the public's opportunity to address the City Council about non-agenda items. During this proceeding, the City Council will not discuss, consider, or take action on any item presented. We respectfully ask that anyone stepping forward to speak during Public Forum to please limit remarks to three minutes or less.) 6. Ordinances, second readings, public hearings, and related items: A. ZA22-0054, Site Plan for The Capital Grille on property described as Lot 1 R, Greenway-Carroll Addition, City of Southlake, Tarrant County, Texas, and located at 1201 E. State Highway 114, Suite 100/110, Southlake, Texas. Current Zoning: "C-3" General Commercial District. SPIN Neighborhood #8. PUBLIC HEARING (APPROVED 7-0) B. SV22-0014, Sign Variance for The Capital Grille located at 1201 E. SH 114, Southlake, Texas. (APPROVED 7-0) 7. Ordinances, first readings, and related items: A. Ordinance No. 480-791a, ZA22-0058, 1st Reading, Zoning Change and Site Plan for Mach 1800, to include a variance to the Masonry Ordinance No. 557, as amended, on property described as Lot 1R, Brewer Industrial District, City of Southlake, Tarrant County, Texas and located at 1800 E. State Highway 114, Southlake, Texas. Current Zoning: "S-P-1" Detailed Site Plan District Proposed Zoning: "S-P-1" Detailed Site Plan District SPIN Neighborhood #4. (If approved, the public hearing will be held during the January 3, 2023, City Council meeting.) (APPROVED 7-0) 8. Resolutions: (There are no items on this agenda.) 9. Other items for consideration: A. MSP22-0004, Master Sign Plan for Crisp & Green located at 2438 E. Southlake Blvd., Southlake, Texas. (APPROVED 7-0) B. ZA22-0057, Plat Revision for Lot 6R1, Block A, Huntwick Estates Addition, being a revision of a portion of Lot 6, Block A, Huntwick Estates Addition, City of Southlake, Tarrant County, Texas being approximately 1.002 acres located at 703 Harty Court, Southlake, Texas. Current Zoning: SF-1A Single Family Residential District. SPIN Neighborhood #2. (APPROVED UNDER CONSENT) C. Authorize additional funds with XIT Paving and Construction, Inc., (XIT) in an amount of $140,000 for unanticipated waterline section lowering and upsizing, and additional construction contingency on the Creekside Drive City of Southlake City Council meeting agenda December 6, 2022 Page 5 of 7 City of Southlake values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Paving and Drainage Improvements project. (APPROVED UNDER CONSENT) 10. Other items for discussion: (There are no items on this agenda.) 11. Adjournment 8:05PM CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas, on Friday, December 2, 2022, by 5:00 p.m., pursuant to the Texas Government Code, Chapter 551. ____________________________ Amy Shelley, TRMC City Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the City Secretary’s Office 48 hours in advance at 817-748-8016 and reasonable accommodations will be made to assist you.