Agenda FinalRegular City Council Meeting July 15, 2008
LOCATION: 1400 Main Street, Southlake, Texas
Council Chambers in Town Hall
WORK SESSION: 5:00 p.m.
1. Call to order.
2. Invocation: Mike Dotson, Chaplain of the Month
3. Recognition of Southlake Sister Cities Youth Ambassadors
4. Improving customer service through technology (update)
5. Discuss all items on tonight’s meeting agenda.
REGULAR SESSION:
1. Call to order.
2A. Executive Session.
2B. Reconvene / Action necessary from Executive Session.
3A. Mayor’s Report
3B. City Manager’s Report
3C. Local Business Report – update on www.SouthlakeBusinesses.com
3D. Financial Report
CONSENT AGENDA:
4A. Approve the minutes from the July 1, 2008, regular City Council meeting.
4B. Resolution No. 08-026, Appoint a Mayor Pro Tem and a Deputy Mayor Pro Tem.
4C. Approve an interlocal purchasing agreement with the City of Grand Prairie, Texas.
4D. Approve a contract with Red Moon, Inc. for the purchase, installation and maintenance of security cameras in Town Square and archival system in the amount of $328,362.
4E. Approve 2nd amendment to the agreement with Maximus, Inc. for software implementation and data conversion services.
4F. Approve an interlocal agreement with Tarrant County for the asphalt overlay of N. White Chapel Blvd. from S.H. 114 to Dove Rd.
4G. Award of bid to Horizon Distributors for the purchase of the Maxicom Irrigation Management System in the amount of $63,409.05.
4H. Resolution No. 08-028, Suspending the August 8, 2008, effective date of Oncor Electric Delivery Co. requested rate change.
4I. Ordinance No. 480-562, 1st Reading (ZA07-148), Zoning Change and Site Plan for Onsom Medical Offices on Tracts 4C1A and 4C2B, Les Ex, A.H. Chivers Survey, Abstract No. 299 at 630
E. S.H. 114. Current Zoning: AG. Requested Zoning: S-P-1. SPIN #5. THIS ITEM HAS BEEN REQUESTED BY THE APPLICANT TO BE TABLED TO THE AUGUST 5, 2008 CITY COUNCIL MEETING.
REGULAR AGENDA:
5. Public Forum
6A. Ordinance No. 480-328A, 2nd Reading (ZA08-043), Zoning Change and Site Plan for Countryside Bible Church on Lot 2R, Block A, Ravenaux Village Addition at 250 Countryside Ct. Current
Zoning: S-P-1 with CS uses. Requested Zoning: S-P-1 with CS uses. SPIN #11. PUBLIC HEARING
6B. Ordinance No. 480-UUU, 2nd Reading, Amendments to the Comprehensive Zoning Ordinance, No. 480, as amended, as it pertains to fencing and screening regulations. PUBLIC HEARING
6C. Ordinance No. 480-VVV, 2nd Reading, Amendments to the Comprehensive Zoning Ordinance No. 480, as amended, for miscellaneous amendments and corrections. PUBLIC HEARING
6D. Ordinance No. 483-N, 2nd Reading, An amendment to the Subdivision Ordinance No. 483, as amended, as it pertains to completeness determination procedures and clarification of the
official filing date of an application for approval of a plat. PUBLIC HEARING
7. There are no items on this agenda.
8. There are no items on this agenda.
9A. Consider SP08-144, Variance to Sign Ordinance No. 704-C for the temporary sign for Carillon Office Development at the 200 block of E. S.H. 114.
9B. Consider SP08-161, Variance to the Shady Oaks Office Park Conditional Sign Permit for Guaranty Bank at 600 W. Southlake Blvd., Suite 110.
9C. Award of bid to Robinson Landscape and Construction for the construction of Royal and Annie Smith Park and Liberty Park at Sheltonwood in the amount of $1,021,343 and reallocation
of funds for this purpose.
10. There are no items on this agenda.
11. Meeting adjourned.
Item 4C
Approve interlocal purchasing agreement between
City of Grand Prairie
and
City of Southlake
Purchasing Agreement with the City of Grand Prairie
Purpose:
City staff approached the City of Grand Prairie
benefit of sharing contracts for materials and services
Similar agreements: Ft. Worth, Flower Mound, Hurst, University Park, Grapevine, and with Tarrant County
Mutually beneficial to both parties
Purchasing Agreement with the City of Grand Prairie
Process:
Agreement allows either city to prepare, execute, and administer contracts with vendors at prices established by the other party
This agreement will become effective upon execution by the governing bodies of each municipality
Approved Inter Local Purchasing Agreements
City of Bedford
City of Crowley
Denton County
City of Euless
City of Forest Hill
City of Fort Worth
Tarrant County
City of Grapevine
Haltom City
City of Hurst
City of Keller
NCTCOG
City of North Richland Hills
Questions?
Bob Price
(817) 748-8097
Item 4D
Approval of contract with Red Moon, Inc for the purchase and installation of Phase III of the security camera system in Town Square in the amount of $328,362
Jim C. Blagg
Assistant City Manager
Security Camera Contract
Requests for bids were issued by the City of Southlake
Three companies attended pre-bid meeting
One company submitted bid – Red Moon, Inc
Security Camera Contract
Camera system consists of:
27 cameras (pan-tilt-zoom & fixed)
Archival system
80 gHz wireless system
Security Camera Contract
Red Moon, Inc was the only vendor to submit a bid for the security camera system
Purchase, delivery, & installation of a security camera system and archival system - $313,362
One year of camera maintenance - $15,000
Additional years of maintenance will be budgeted on time and material basis
Security Camera Contract
Other contractual points
Maintenance quote for five year period is $125/hr and materials at cost +15%
Security Camera Contract
Total bid price for camera system and one year’s maintenance
$313,362
$ 15,000 (maintenance)
_________________________________
$328,362 total
The Crime Control Board recommended approval on a vote of 4-1
Questions?
Jim Blagg Ext. 8601
Item 4E Approve Second Amendment to Agreement with Maximus, Inc. for Software Implementation and Data Conversion Services
Jim C. Blagg
Assistant City Manager
Second Amendment to Agreement with Maximus
History of agreement
Reasons for amendment
Impact of amendment
Second Amendment to Agreement with Maximus
The original agreement with Maximus was approved by Council in November 2006
The original agreement was for finance, hr, utility billing, land and asset management selection, implementation and data conversion
The original costs for the land and asset management were $295,000 for implementation support and $195,000 for data conversion a total of $490,000
Second Amendment to Agreement with Maximus
The initial proposal and budget provided project management support for an assumed 6 month implementation of the land and asset management system
The final adopted project plan adopted by the City and the land and asset management software vendor outlined an implementation plan in excess of 11 months. Almost double the amount
of time originally thought necessary for the implementation
Second Amendment to Agreement with Maximus
City is requesting to reduced the required level of data conversion necessary for the land and asset management system (from $195K to $85K) and reallocate data conversion cost savings
in order to extend Maximus’ involvement in the implementation support activities (from $295K to $405K)
This reallocation of the available funds will not affect the total cost of the agreement to the City ($490,000)
Questions?
Jim C. Blagg
817.748.8601
Item 4F
Approve interlocal agreement with Tarrant County for the asphalt overlay of N. White Chapel Blvd. from Hwy. 114 to Dove Road
Interlocal Agreement with Tarrant County for Pavement Work
Purpose:
Tarrant County
provide equipment and manpower to perform street repair project
Similar agreements in past years include:
Continental Blvd., N. & S. Peytonville, Pearson, T.W. King, Shady Oaks, Randol Mill (portion) and Florence Rd.
Interlocal Agreement with Tarrant County for Pavement Work
Process:
City will pay for materials
County will provide labor and equipment
Estimated cost $85,000
Funding is available from the FY 2008 CIP
Interlocal Agreement with Tarrant County for Pavement Work
Project Location Map
Questions?
Bob Price
(817) 748-8097
Item 4G Award of bid to Horizon Distributors for the purchase of the Maxicom Irrigation Management System
Chris Tribble
Maxicom System
Purchase of the Maxicom Irrigation Management System
Phase 1 (of 3) to automate all of the City owned and operated irrigation systems
Phase 1 – Bob Jones and Bicentennial Parks
Compliance with current & future monitoring requirements mandated by State law
Maxicom System
Manages, monitors & controls all systems from 1 location
Automatically adjusts to current weather conditions
Efficient & precise programming for specific water needs
Verifies system operations & alerts staff to malfunctions
Accurately monitors usage (gallons used & est. costs)
Reduces labor, travel time and contract expenses
Manages and controls non-irrigation components (lights/fountains/pumps)
Maxicom System
Equipment is compatible with all irrigation controllers currently in operation within the parks system and at municipal facilities (tremendous savings)
Manufactured by RainBird
Horizon Distributors - sole source provider ($63,409)
Funding in the amount of $65,000 is included in the approved FY 2008 Parks Operating Budget
Questions?
Chris Tribble
(817) 748-8021
Resolution 08-028
July 15, 2008
Background
Oncor system-wide rate increase
17.6% increase in residential
9.1% increase in commercial
5.8% increase in street lighting
Purpose
Resolution will
Suspend the effective date
Authorizes the Steering Committee to act on behalf of the City
Require reimbursement of expenses
Questions? Sharen Jackson 817.748.8042