2002-07-17City of Southlake, Texas
MEMORANDUM
TO: Southlake Crime Control and Prevention District Board
FROM: Sharen Elam, Director of Finance Ext. 1713 '
SUBJECT: Crime Control FY 2002-03 Operating Budget and multiyear CIP
Action Requested: Discussion item only
Background
Information:
Financial
Considerations:
Citizen Input/
Board Review:
Your packet contains the proposed Operating Budget and Multiyear CIP
Budget. The proposed operating budget provides for the continuation of the
SRO funding including two additional School Resource Officers, lease
payment for the police 800MHZ-radio system and annual debt service
payment. New request for FY 2002-03 include the following:
$ 42,186 new SRO vehicle and emergency equipment
$ 2,000 Tactical Rifle
$ 5,000 audio visual equipment and furniture for West DPS
$367,133 Police Service portion of the Vehicle Replacement Program
The multiyear CIP budget provides for the construction completion of the
North facility during FY 2004-05 with architectural/design work starting
FY2002-03. The funding for the radio communications strategic plan is also
included for FY 2002-03. The proceeds from the potential sale of the excess
land from the West and North sites are budgeted in FY 2002-03 $400,000
and $950,000, respectively.
The proposed operating budget includes projected sales tax and interest
income of $2,240,696. Total personnel expenditures of $301,898,
operational cost $144,811 and capital of $49,186. Transfers totaling
$1,893,503 for debt service ($1,526,370) and vehicle replacement program
($367,133).
Public Hearing is scheduled for July 17, 2002.
Legal Review: None required
V-/
Billy Campbell, City Manager
July 12, 2002
Page 2
Alternatives: N/A- discussion item only
Supporting
Documents: FY 2002-03 Operating Budget and Multiyear CIP
REVENUES
Sales Tax
Interest Income
Total Revenues
EXPENDITURES
Personnel
Operations
Capital
Total Expenditures
Net Revenues
Transfers Out -General Fund for debt service
Transfers Out -Vehicle Replacement
Total Other Sources (Uses)
Beginning Fund Balance
Ending Fund Balance
SOUTHLAKE CRIME CONTROL
AND PREVENTION DISTRICT - OPERATING FUND
0
FY2002-03 Proposed Budget
October 1, 2002 through September 30, 2003
04:55 PM
07/12102
2000-01
Actual
2001-02
Adopted
2001-02
Amended
$ Increase/
(Decrease)
Adopted
% Increase/
-Decrease
2002-03
Proposed
$ Increase/
(Decrease)
Adopted
% Increase/
-Decrease
$2,232,252
$2,214,268
$2,214,268
$0
0.0%
$2,180,696
($33,572)
-1.5%
$61,398
$110,500
$50,000
($60,500)
$60,000
($50,500)
-45.7%
$2,293,650
$2,324,768
$2,264,268
($60,500)
$2,240,696
($84,072)
$126,522
$132,116
$132,116
$0
0.0%
$301,898
$169,782
128.5%
$128,135
$127,811
$147,311
19,500
15.3%
$144,811
17,000
13.3%
Lo
L0
L0
0
0.0%
$49,186
49.186
0.0%
$254,657
$259,927
$279,427
$19,500
7.5%
$495,895
$235,968
90.8%
$2,038,993
$2,064,841
$1,984,841
($80,000)
$1,744,801
($320,040)
1,971,899
2,253,715
2,253,715
1,526,370
0
0
0
367.133
1,971,899
2,253,715
2,253,715
1,893,503
$2,366,695
$2.433.789
$2,433,789
$2.244.915
$2,433,789
$2.164.915
$2,164,915
$2.016.213
(Reference to Section 363.203, Local Government Code, Annual Budget Proposal.)
1. Outstanding obligations of the District are the repayment of tax notes issued in October 1998 and March 2000 in the amount of $1,840,000
and $560,000 with a FY 2001-02 debt service payment of $2,253,715 and a FY 2002-03 debt service of $1,526,370. The tax notes will
be paid off in FY2003-04.
2. There is $2,164,915 in the Operating Fund and $44,556 in the Capital Projects Fund estimated to be on hand as of the beginning of
FY2002-03.
3. An estimated $2,180,696 is expected to be received by the District during FY2002-03 in sales tax revenues.
4. Sales tax and interest income are estimated at $2,240,696.
5. Total money requested to fund programs is $2,163,028 with $1,000,000 of that amount to fund Strategic Plan for Radio Communciations,
$300,000 for initial architectural fees for Norh DPS site, $429,709 for four School Resource Officers and and related equipment.
$367,133 for Vehicle Replacement.
6. Programs presented have been previously approved by the Board for funding.
7. The sales tax rate is .5%.
8. There is $2,016,213 in the Operating Fund and $1,094,556 in the Capital Projects Fund estimated to be on hand as of the end of FY2002-03.
9. Total revenues available to cover the proposed budget are $2,240,696 and bond proceeds.
CITY OF SOUTHLAKE
Operating Account Budget Request Worksheet
Fiscal Year 2002-03
)EPARTMENT: 331 -Crime Control & Prevention District
Print Date:
07/12/02
OBJECT
CODE
ACCOUNT
TITLE
FY00-01
ACTUAL
FY01-02
ADOPTED
BUDGET
FY01-02
AMENDED
BUDGET
FY02-03
BUDGET
PROPOSED
JUSTIFICATION
101.00
Regular Earnings
103,535
107,136
107,136
227,420
Wages and salaries for four School Resource Officers. Two officers
were previously funded from this account. The School Resource
Officer was moved to this account and an additional officer is
requested for the new Middle School. This account is supplemented
by a COPS Office Grant for the new position in the total amount of
$125,000 over a three year period.
102.00
Overtime
665
0
0
8,400
Overtime for training of officers in Weapons of Mass Destruction First
1'
Responder. Overtime is used to ensure proper staffing during training
104.00
Longevity
280
376
376
1,500
Amount paid to employees with at least 1 year of service
111.00
Health/Dental/Life
6,478
8,040
8,040
20,448
Insurance provided to employees of the city.
112.00
Workers Compensation
3,223
3,177
3,177
6,776
Premiums paid to an insurance pool for compensation to
injured employees. ( Rate estimates provided by TML-
MLrisk
riskpool. )
114.00
FICA II -Medicare
1,500
1,559
1,559
3,319
Medicare portion of annual salaries
120.01
Retirement 1
0
0
0
22,926
City's percentage contribution to TMRS employees with
more than five years tenure.
120.02
Retirement II
10,841
11,828
11,828
11,109
City's percentage contribution to TMRS for employees with
less five years tenure.
CITY OF SOUTHLAKE
Operating Account Budget Request Worksheet
Fiscal Year 2002-03
)EPARTMENT: 331 -Crime Control & Prevention District
Print Date:
07/12/02
OBJECT
CODE
ACCOUNT
TITLE
FY00-01
ACTUAL
FY01-02
ADOPTED
BUDGET
FY01-02
AMENDED
BUDGET
FY02-03
BUDGET
PROPOSED
JUSTIFICATION
Subtotal -Personnel
126,522
132,116
132,116
301,898
230.00
Professional Services
0
0
19,500
0
Public Communications Consultant Services for the Development of a
Strategic Plan for Radio Communciations to Trott Communications Gr(
240.00
Other Services
324
0
0
0
248.00
Community Services
0
0
0
2,000
Funds provide for a Mounted Patrol Volunteer Program
353.00
Lease Misc. equipment
127,811
127,811
127,811
127,811
Payment for 800 radios system
Police portion only
I
' 575.00
Miscellaneous Equipment
0
0
0
15,000
Provides for the purchase of Chemical, Biological, and
1
Radiological protective equipment for police first responders.
Subtotal -Operations & Maint
128,135
127,811
147,311
144,811
920.00
Field Equipment
0
0
0
2,000
Funds provide for the addition of a Tactical Rifle to ensure proper
initial response in critical situations prior to the arrival of mutual aid
tactical units.
930.00
Vehicles
0
0
0
42,186
Funds provide for the purchase of a new School Resource Officer
vehicle and emergency equipment for departmental vehicles.
Building Improvements
0
0
0
5,000
Funds necessary audio visual equipment and furniture for the West
Facility.
Subtotal Capital
0
0
0
49,186
CITY OF SOUTHLAKE
Operating Account Budget Request Worksheet
Fiscal Year 2002-03
)EPARTMENT: 331 -Crime Control & Prevention District
Print Date:
07/12/02
OBJECT
CODE
ACCOUNT
TITLE
FY00-01
ACTUAL
FY01-02
ADOPTED
BUDGET
FY01-02
AMENDED
BUDGET
FY02-03
BUDGET
PROPOSED
JUSTIFICATION
Subtotal -Expenditures
254,657
259,927
279,427
495,895
542.00
Transfer - Interfund
0
0
0
367,133
Includes the police service portion of the vehicle replacement program
for 02/03 and the Program's Annual Maintenance Cost.
545.50
Transfer - Debt Service
1,971,899
2,253,715
2,253,715
1,526,370
Subtotal -Transfers
1,971,899
2,253,715
2,253,715
1,893,503
z
`
GRAND TOTAL
2,226,556
2,513,642
2,533,142
2,389,398
(2000-01
FY2001-02
FY2002-03
FY2003-04
FY2004-05
FY2005-06
FY2006-07
FY2007-08
TOTAL
3,384,556
$ 44,556
$ 44,556
$ 1,094,556
$ 794,556
$ 349,116
$ 349,116
$
349,116
$
$ 1,000,000
$ -
$ 13,000,000
$
$ -
$
3,000,000
$
23,796,999
-
$
$
$ -
$ -
$
$
$
-
$
150,000
115,000
$
310,358
-
$ 1,350,000
$ -
$
$
$
-
$
1,350,000
115,000
$
$ 2,350,000
$ -
$ 13,000,000
$
$
$
3,000,000
$
25,607,357
44,556
$ 44,556
$ 1,094,556
$ 794,556
$ 349,116
$ 349,116
$ 349,116
$
349,116
$
1,349,116
3,400,000 $
55,000 $
3,455,000 $
$ - $ 1,045,440
$ 300,000 $ 300,000 $ - $
$ 12,400,000 $
$ 11000,000 $ -
- $ 1,300,000 $ 300,000 $ 13,445,440 $
$ 1,999,503
$ 1,045,440
$ 1,415,798
$ $ - $ 942,500
$ $ - $ 3,400,000
$ 55,000
$ 12,400,000
$ 3,000,000 $ 3,000,000
- $ - $ 3,000,000 $ 24,258,241
TO:
FROM
SUBJECT
%-ILY Vl CUMILIMM, A V.IAJ
MEMORANDUM
July 12, 2002
Southlake Crime Control and Prevention District Board of Directors
Rick Black, Department of Public Safety Director
New Methods of Awarding Construction Contracts for Municipal Facilities
Action Requested: Board discussion of contracting alternatives for the construction of municipal
facilities.
Background
Information: As we have discussed previously, the Seventy Seventh Texas Legislature
made a number of changes to purchasing laws applicable to municipalities,
broadening options in a number of ways. One of the bills, S.B. 510,
provided alternative processes for the construction of municipal facilities
(buildings, not infrastructure). We are bringing this item forward again for
discussion prior to making a final decision on the method of best value for
architectural services and construction of the North DPS facility.
As the Board considers the construction of the North side facility, an
understanding of the options will be important. This item has been placed on
the agenda to ensure that the various options are reviewed in more detail by
staff and the Board.
Financial
Considerations: None at this time.
Citizen Input/
Board Review: The Crime Control and Prevention District Board of Directors will ultimately
determine the funding that will be approved for use in constructing future
DPS facilities, and will provide input to the City Council regarding the
preferred construction contracting method.
Legal Review: Again we are attaching a memo prepared by City Attorney Betsy Elam to
apprise municipal officials of the alternatives now available as a result of
recent action by the Texas Legislature. Obviously, the attorneys would be
intimately involved in the preparation of request for proposal documents as
well as contracts, regardless of the method selected.
Alternatives: N/A --discussion item only.
Supporting
Southlake Crime Control and Prevention District Board of Directors
July 12, 2002
Page 2
Documents: "New Methods for Awarding Construction Contracts for Municipal
Facilities," February 13, 2002, Betsy Elam '
Staff
Recommendation: Staff recommends Board review of alternative methods of construction
contracting for municipal facilities.
FORT WORTH OFFICE:
6000 WESTERN RACE, SUITE 200
I-30 AT BRYANT-ImN ROAD
FORT WORTH, TExAs 761074654
1010E: (817) 332-2580
fou. FREE: (800) 318-3400
FAx: (817) 332-4740
EMAIL: TOASEQTOASE.COM
WEBSITE: WWW.TOASE.COM
EuzABETH ELAM
EXT. 211
betsvelamOtoase.com
Billy Campbell
City of Southlake
1400 Main Street
Suite 460
Southlake, Texas 76092
Ta lore lso ns lE-I
.L.
Attorneys 1 Counselors
February 13, 2002
FEB 2 6 2M
DE,NTON OFFICE:
620 WEST HICKORY
DEWON, TEXAS 76201
VOICE:(940)383-2674
METRO: (972) 434-3834
FAx: (940) 898-0118
Re: New Methods for Awarding bids for Construction of Municipal Facilities
Dear Billy:
Senate1510, c dified in Chapters 252 and 271 of the Local Government Code'
became effecti eptember 1St, 2001 and provides for significant changes in.:
procedures and methods permitted for awarding construction contracts for municipal n,- --
facilities. A copy of Subchapter H of Chapter 271 is enclosed. Instead of being limited to (..-
awarding the bid to the 'lowest responsible bidder", a city can choose between one of
several methods when awarding a construction contract for a municipal facility. The
methods for awarding construction bids include: (1) competitive bidding; (2) competitive
sealed proposals for construction services; (3) design build contract; (4) a contract that
involves using a construction manager -agent; (5) a contract that utilizes a construction
manager -at -risk; or (6) a job order contract for the minor repair, rehabilitation, or alteration
of a facility.
These methods apply to the construction, rehabilitation, alteration or repair of
municipal facilities as defined by Section 271.111(7). A facility means buildings, the design
and construction of which are governed by accepted building codes. The term does. not
include highways, roads, streets, bridges, utilities, water supply projects, water plants,
wastewater plants, water and wastewater distribution or conveyance facilities, wharfs,
docks, airport runways and taxiways, drainage projects, or related types of projects
associated with civil engineering construction; or buildings or structures that are incidental
to projects that are primarily civil engineering construction projects.
PROCEDURES REQUIRED FOR ALL METHODS OF AWARDING CONSTRUCTION
CONTRACTS
Each method requires specific procedures, but the following rules and procedures
' Unless otherwise noted, all codes references in this letter are references to the Local
Government Code.
W:\Southiake\LETTERS\Campbell.EBE.002.wpd
n A 2
February 13, 2002
Page 2
apply to all methods in Chapter 271 unless otherwise specifically noted:
Determination of best value. For all methods except competitive bidding, the City
Council (or its designated representative) must before advertising, determine
which method provides the best value for the governmental entity. For example,
before advertising begins, a city council could by resolution make a finding that the
design- build method will provide the best value. If the City Council delegates its
authority, the designated representative should make a determination in writing
stating which method provides the best value. (Section 271.114).
Criteria for selection of contractor. Unless otherwise specified below, for all
methods, the City Council must base -its selection among offerers on the following
criteria (referred to below as the "selection criteria")':
1. the purchase price;
2. the reputation of the vendor and of the vendors goods or services;
3. the quality of the vendor's goods or services;
4. the extent to which the goods or services meet the City's needs;
5. the vendor's past relationship with the City;
6. the impact on the ability of the City to comply with rales relating to historically
underutilized businesses;
7. the long-term cost to the City to acquire vendor's goods and services; and
8. any other relevant factors specifically listed in the request for bids or
proposals. (Sections 271.113 and 271.114)
Required publication of notice. A City must publish notice of the time and place
the bids or proposals, or the responses to a request for qualifications will be
received and opened. The notice must be published in a newspaper of general
circulation in a county in which the municipality's central administrative offices are
located, once a week for at least two weeks before the deadline for receiving the
responses. (Section 271.112(d))
Criteria must be published. The City is required to publish in its request for bids,
proposals or qualifications all of the selection criteria that will be used to evaluate
the offerers and the relative weights given to the criteria. (Section 271.114(b))
Basis of selection must be documented. The City is required to document the
basis of its selection and make all of the evaluations public not later than the
seventh day after the date that the contract is awarded. (Section 271.114(c))
Recycled Materials. The City must comply with the requirements found in Section
Some methods require other specific criteria in addition to the listed selection criteria.
W:\Southiake\LETTERS\Campbell.EBE.002.wpd
r7 D—_ 41
February 13, 2002
Page 3
361.426 of the Health and Safety Code to give preference to regcled materials.
(Section 271.112(b)) A copy of Section 361.426 is enclosed.
Engineer and Architect. Whenever an engineer or architect is required to be
selected or utilized, the engineer or architect must be in-house or selected by
demonstrated competence and qualifications in accordance with the Professional
Services Procurement Act, found in 2254.004 of the Government Code. A copy of
the Act is enclosed.
Independent Testing. Whenever the City is required to provide independent
testing, inspection or verification services necessary for acceptance of .the facility,
those services must be selected in accordance with the Professional Services
Procurement Act.
Charter Controls. A charter provision that requires the use of competitive bidding
or competitive sealed proposals or that prescribes procurement procedures,
controls over these methods, unless the City Council elects to have these
procedures supercede the charter. (Section 271.112(a))
DESCRIPTION OF EACH METHOD
Following is a description of each of the methods available to municipalities for
awarding contracts for the construction, rehabilitation, alteration, or repair of a facility:
1. Competitive Bidding. (Section 271.115)
• Key points:
a. Similar to traditional competitive bidding
b. The City may use the procedures in Chapter 252 or 271 of the Local
Government Code.
C. The City may not negotiate with the bidders.
• The City need not make a determination on which method provides the best
value.
• If the procedures in Chapter 252 are followed, the contract must be awarded
to the lowest responsible bidder. The procedures in Chapter 271 allow more
flexibility, and the contract may be awarded on the basis of best value. The
procedures outlined here are those required by Chapter 271.
• The City must publish notice seeking bids with selection criteria listed.
• The City must award a competitively bid contract at the bid amount to the
bidder offering the best value to the governmental entity according to the
selection criteria that were established by the City and published in the
notice. (Section 271.115(c))
• The bids may be opened only by the City Council at a public meeting or by
an officer or employee of the municipality at or in an office of the City.
(271.026)
W:\Southlake\LETTERS\Campbell.EBE.002.wpd
February 13, 2002
Page 4
• A bid that has been opened may not be changed for the purpose of
correcting an error in the bid price. (271.026)
• A bidder has the right to withdraw a bid due to material mistake in the bid.
(271.026(b))
• The City may not negotiate with bidders.
• The City council may reject any or all bids. (271.027(a))
2. Competitive Sealed Proposals. (Section 271.116)
• Key points:
a. The contractor is selected based on best value.
b. Negotiations are permitted with the offerers in ranked order.
C. Engineer and architects contracted separately.
• The City Council or its designee must make a determination that this method
provides the best value.
• The City must publish notice seeking proposals.
• The City must select or designate an engineer or architect to prepare
construction documents for the project. (Section 271.116(b))
• The City is required to contract for the inspection services, the testing of
construction materials engineering, and the verification testing services
necessary for acceptance of the facility by the City. The entity or person
providing these services must be identified in the request for proposals.
(Section 271.116(c))
• The request for competitive sealed proposals must include the construction
documents, selection criteria, estimated budget, project scope, schedule and
other information that contractors may require to respond to the request.
The proposals must contain the selection criteria that will be used in
selecting the Is
offerer as outlined above. (Section 271.116(d))
• The City is required to receive, publically open and read aloud the names of
the offerers and if any are required to be stated, all prices stated in each
proposal. (Section 271.116(e))
• Not later than the 45" day after the date of opening the proposals, -the City
must evaluate and rank each proposal submitted in relation to the published
selection criteria. (Section 271.116(e))
• The City then selects the offerer that offers the best value to the City based
on the published selection criteria. In determining best value, the City may
consider any of the factors stated in the selection criteria, and is not limited
to price alone.
• After selecting the offerer that provides best value, the City must then
negotiate a contractwith the selected offerer. In negotiating the contract, the
City and its engineer or architect may discuss options for a scope or time
modification and any price change associated with the modification. If the
City is unable to negotiate a contract with the first selected offerer, then the
City must formally and in writing end negotiations and proceed to the next
W:\Southlake\LETTERS\Campbell.EBE.002.wpd
February 13, 2002
Page 5
offerer in order of the selection ranking until a contract is reached or all
proposals are rejected.
3. Construction Manager -Agent Method. (Section 271.117)
• Key points:
a. Manager -agent manages the project for the City in a fiduciary
capacity.
b. The City retains control over procuring general, sub, and trade
contractors.
C. Engineer or architect are contracted separately.
• The City must make a determination that this method provides the best
value.
• A construction manager -agent is a sole proprietorship, partnership,
corporation, or other legal entity that provides consultation to the City
regarding the construction, rehabilitation, alteration or repair of a facility.
(Section 271.117(a))
• The City, by contract, may require the construction manager-agentto provide
administrative personnel, equipment necessary to perform the duties under
this method, and on-site management and otherservices specified underthe
contract. (Section 271.117(a))
• A construction manager -agent represents the City in a fiduciary capacity.
(Section 217.117(b)) This imposes a special legal duty on the construction
manager -agent to act primarily for the City's benefit in matters connected
with the construction of the facility.
• Before, or concurrently with, selecting a construction manager -agent, the
City must select or designate an engineer or architect to prepare the
construction documents. The City's engineer or architect may not act as the
construction manager -agent, unless the engineer or architect is selected in
accordance with the procedures for selecting a construction manager -agent
outlined herein. (Section 271.117(c))
• The City selects a construction manager -agent on the basis on demonstrated
competence and qualifications in the same manner as provided for the
selection of engineers or architects under the Professional Services
Procurement Act, except that the notice must be published in the same
manner as other methods, as outlined above. (Section 271.117(d))
• If the City uses this method, it must procure, "in accordance with applicable
law" (which means competitively bid or competitive sealed proposals if
required by law) a general contractor, trade contractor or subcontractors who
will serve as the prime contractor for their specific portion of the work and,
be supervised by the construction manager -agent. (Section 271.117(e))
• In accordance with the Professional Services Procurement Act, the City is
required to procure all of the testing and inspection services necessary for
acceptance of the facility by the City. (Section 271.117(f))
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February 13, 2002
Page 6
4. Construction Manager -at -Risk Method. (Section 271.118)
• Key points:
a. Manager assumes risk and controls more aspects of the project.
b. The City and the. manager -at -risk participate in competitive bidding
contracts with subs.
C. Engineer or architect contracted separately.
d. The City may negotiate with ranked offerers.
• The City must make a determination that this method provides the best
value.
• A construction manager -at -risk is a sole proprietorship, partnership, or other
legal entity that assumes -the risk for construction, rehabilitation, alteration or
repair of a facility at the contracted price as a general contractor and
provides consultation to the governmental entity regarding construction
during and after the design of the facility. (Section 271.118(b))
• The City must designate an engineer or architect to prepare the construction
documents. (Section 271.118(c))
• The City's engineer, architect or construction manager -agent for a project
may not serve alone or in combination with another as the construction
manager -at -risk unless that person or entity is hired to serve as the
construction manager -at -risk under procedures in accordance with this
section.
• In accordance with the Professional Services Procurement Act, the City must
provide for independent testing, and inspection services necessary for
acceptance of the facility.
• The City must select the construction manager -at -risk in either a one step or
two step process:
a. One step process.
L The City must prepare a request for proposals that includes
general information of the project site, project scope, schedule,
selection criteria, estimated budget, and the time and place for
receipt of proposals, and other information that may assist the
City in its selection of a construction manager -at -risk.
ii. Selection criteria is different from the general criteria for other
methods and includes the offerer's experience, past
performance, safety records, proposed personnel, and
methodology and other appropriate factors that demonstrate
the capability of the construction manager -at -risk.
iii. The City may request as part of the offerer's proposal,
proposed fees and prices for fulfilling the general conditions.
b. Two step process.
L The City prepares a request for qualifications including the
same information required in the request for proposal in a one
step process.
ii. The City may not request fees or prices.
W:\Southlake\LETTERS\Campbell.EBE.002.wpd �7 . `
-/�ii
February 13, 2002
Page 7
iii. The City may request that five or fewer offerers selected solely
on the basis of qualifications, provide additional information
including the construction manager -at -risk proposed fee and
its price for fulfilling the general conditions.
iv. The time and place the second step bids or proposals will be
received may be published at the same time the request for
qualifications are published.
• At each step, the City must receive and publically open and read aloud the
names of the offerers and any fees and prices stated in the proposal.
• Not later than the 45m date after opening the proposals (orthe fees and costs
in a two step process), the City must evaluate and rank each proposal
submitted in relation to the criteria as set forth in the request for proposals.
• The City selects the offerer that submits the proposal that offers the best
value based on the published criteria, then attempts to negotiate with the
selected offerer. If a contract cannot be successfully negotiated, the City
negotiates with the next ranked offerer.
• The construction manager -at -risk must competitively bid and receive
proposals from trade contractors or subcontractors. The construction
manager -at -risk may perform portions of the work only if it participates in the
competitive bidding process and is determined by the City to provide the best
value for the City.
• The manager -at -risk and the City review all trade contractor and
subcontractor bids and the manager -at -risk may recommend to the City to
accept a bid or proposal. The City makes the final determination as to which
trade or subcontractor to pick based on the best value. However, if the City
accepts a different bid or proposal from the one recommended by the
manager -at -risk, the City may be required to compensate the manager -at -
risk for changes in price, time or guaranteed maximum cost incurred
because of the selection.
• If a selected trade or subcontractor defaults in the performance, the
manager -at -risk may, without advertising, fulfill the contract requirements
itself or with a replacement contractor.
• Must execute bonds.
5. Design -Build Method. (Section 271.119)
Key points:
a. One contractor designs and constructs the facility.
b. The City may negotiate with ranked offerers.
Determination of Best Value. The City must make a determination that the
design -build method provides the best value to the City.
Design -Build Contract. A design -build contract means a single contract
with a design -build firm for the design and construction of a facility. (Section
271.111(3))
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iza- 9
February 13, 2002
Page 8
• Design -Build Firm. A design -build firm means a partnership, corporation
or other legal entity that includes an engineer or architect and builder
qualified to engage in building in Texas. (Section 271.111(4))
• Independent Architect or Engineer. The City must designate an engineer
or architect independent of the design -build firm to act as its representative
for the duration of the work on the facility. (Section 271.119(b))
• Request for Qualifications. The City must prepare a request for
qualifications that includes general information on the project site, project
scope, budget, special systems, selection criteria, and other information that
may assist potential design -build firms in submitting proposals forthe project.
(Section 271.119(c))
• Design -Criteria Package., The City must also prepare a design criteria
package that includes more detailed information on the project. A design
criteria package means a set of documents that provides sufficient
information to permit a design -build firm to prepare a response to the
request for qualifications and any additional information requested, including
criteria for selection. It must specify criteria the City considers necessary to
describe the project and may include, as appropriate, a legal description of
the site, survey information concerning the site, interior space requirements,
special material requirements, material quality standards, conceptual criteria
for the project, special equipment requirements, cost or budget estimates,
time schedules, etc. (Section 271.111(5))
• Publish Notice. The City must publish notice of the time and place the
response to a request for qualifications will be received and opened as
outlined above.
• Phase I of Evaluation and Selection Process. (Section 271.119(d)(1))
a. The City must evaluate each offerer's experience, technical
competence and capability to perform, past performance of the
offerer's team and members of the team, and other appropriate
factors submitted by the team or firm in response to the request for
qualifications.
b. Cost related or price related evaluation factors are not permitted and
may not be considered.
C. Each offerer must certify that each engineer and architect was
selected in accordance with the Professional Services Procurement
Act.
d. The City may qualify a maximum of five offerers to submit additional
information and, if the City chooses, to interview for final selection.
• Phase Il of Evaluation and Selection Process. (Section 271.119(d)(2))
a. The City evaluates the information submitted by the offerers on the
basis of the selection criteria stated in the request for qualifications
and the results of an interview.
b. The City may request additional information regarding demonstrated
competence, qualifications, considerations of the safety and long term
durability of the project, the feasibility of implementing the project as
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February 13, 2002
Page 9
proposed, the ability of the offerer to meet schedules, costing
methodologies or other factors as appropriate.
C. The City may not require the offerers to submit detailed engineering
or architectural designs as part of the proposal.
d. The City must rank the offerers and select the design -build firm that
submits the proposal offering the best value to the City on the basis
of the published selection criteria and its ranking evaluations.
e. The City must negotiate with the offerers in the order they are ranked.
If the City and offerer cannot successfully negotiate a contract, the
City must end the negotiations in writing and proceed to the next
ranked offerer until a contract is reached or all ranked offerers are
rejected.
Submission of Design Elements. The engineers or architects of the
selected design -build firm will complete the design and submit all design
elements to the City for review.
Independent Testing. As in other methods, the City must provide for
independent testing and verification services prior to acceptance of the
facility.
Completed Plans. The design build firm is required to supply a signed and
sealed set of construction documents after completion of the project
6. Job Order Contracts for Facility Construction or Repair. (Section 271.120)
• The City must make a determination that this method provides the best
value.
• Applies to contracts for minor construction, repair or alteration of a facility if
the work is of a recurring nature, and delivery times are indefinite.
• The City may establish contractual unit prices for a job order.
• Awarded based on a sealed proposal method.
• The contract may be for a fixed lump sum payment based on estimated
quantities, or be a unit price order.
• The contract may be renewable without advertising if the original publication
states the term and any renewal options.
I hope this has been helpful, please do not hesitate to call with any questions.
Very truly yours
Bet
EBE/tc/ke
W:\Southlake\LETTERS\Campbell.EBE.002.wpd
February 13, 2002
Page 10
cc: Shana Yelverton
City of Southlake
1400 Main Street
Suite 460
Southlake, Texas 76092
W:\Southlake\LETTERS\Campbell.EBE.002.wpd P-7 Z9_1
Southlake Crime Control and Prevention District
FY 2002-03 Budget Calendar
Due Date
Item
Comments
7/12/02
Packet Day—CCD Board
7/17/02
CCD Board Meeting
Discussion Item
7/18/02
Staff Budget Team Review #1
7/24/02
Staff Budget Team Review #2
7/26/02
Budget Available for Public
10 days prior to public
Notice Appears in FWST
hearing
8/2/02
Packet Day—CCD Board
8/7/02
CCD Board Meeting
Public Hearing
Consider Item
8/15/02
CM Budget Filed w/City Secretary
8/16/02
Deadline for Board Adoption
within 10 days of
Of FY 2002-03 CCD Budget
public hearing
8/25/02
Budget Notice for CC Mtg.
10 days prior to
Appears in FWST
CC public hearing
8/30/02
Packet Day --City Council
9/3/02
City Council Meeting
Public hearing
Consider Item
9/13/02
Packet Day—City Council
If needed
9/17/02
City Council Meeting
If needed
SOUTHLAKE CRIME CONTROL AND PREVENTION DISTRICT
1/2% SALES TAX REPORT
2001-02
Collected
Budget
Balance
Budget
to Date
Balance
Percent
$ 2,214,268
$ 1,789,075
425.193
19.20%
MONTH
Fiscal Year
1999-00
Actual
Percent
Increase/
Decrease
Fiscal Year
2000-01
Actual
Percent
Increase/
Decrease
Fiscal Year
2001-02
Actual
Percent
Increase/
Decrease
October
$137,412
9.75%
$169,140
23.09%
$199,217
17.78%
November
134,564
45.68%
157,886
17.33%
192,022
21.62%
December
123,346
20.54%
162,373
31.64%
190,845
17.53%
January
160,790
18.56%
237,687
47.82%
281,020
18.23%
February
133,181
34.89%
157,640
18.37%
159,364
1.09%
March
122,112
27.40%
147,534
20.82%
158,580
7.49%
April
167,030
21.31%
206,912
23.88%
210,042
1.51%
May
149,947
18.45%
185,555
23.75%
201,261
8.46%
June
149,028
23.05%
213,711
43.40%
196,725
-7.95%
July
170,640
8.05%
223,490
30.97%
(15,265)
-100.00%
August
153,942
27.19%
190,151
23.52%
-
-100.00%
September
145,397
18.70%
180,172
23.92%
-
-100.00%
September
180,172
178,720
TOTAL
$1,747,389
-
$2,232,251
$1789,075
$2,232,251 $ 2,214,268 $ 1,789,075 $ 2,378,105 $ 163,837
6.53%
Actual
Budget
Actual
Estimated
(budget -est.)
%
2000-01
2001-02
2001-02
2001-02
Difference
Change
October
$ 169,140
167,777
199,217
199,217
$ 31,440
18.59%
November
157,886
156,614
192,022
192,022
35,407
22.43%
December
162,373
161,065
190,845
190,845
29,780
18.34%
January
237,687
235,772
281,020
281,020
45,248
19.04%
February
157,640
156,370
159,364
159,364
2,994
1.90%
March
147,534
146,345
158,580
158,580
12,235
8.29%
April
206,912
205,245
210,042
210,042
4,797
2.32%
May
185,555
184,060
201,261
201,261
17,201
9.27%
June
213,711
211,990
196,725
196,725
(15,265)
-7.14%
July
223,490
221,690
-
221,690
-
0.00%
August
190,151
188,619
-
188,619
-
0.00%
September
180,172
178,720
-
178,720
-
0.00%
$2,232,251 $ 2,214,268 $ 1,789,075 $ 2,378,105 $ 163,837
6.53%
Do Not Publicize This List--- For Office Use Only
CRIME CONTROL AND PREVENTION DISTRICT BOARD
Established by Resolution No. 97-72, 12/2/97
www.cilyofsouthlake.com
Board of Directors
Term to Expire
Pam McCain
Home:
817-488-0989
9/1/2003
250 Highland Oaks Circle
Work:
817-831-6101
Southlake, Texas 76092
Email:
pjmccainaearthlink.net
Frank Pittman
Home:
424-1631
9/1/2003
1460 Bent Creek Drive
Work:
972-361-9880
Southlake, Texas 76092
Fax:
972-361-9883
Email:
frank.pittman@dresser.com
Lou Ann Heath
Home:
817-481-7787
9/1/2003
1351 Lakeview Drive
Work:
214-871-1423
Southlake, Texas 76092
Fax:
214-871-1429
Email:
louann heath@sandp.com
Martin Schelling, *President
Home:
817-481-1551
9/1/2003
2665 N. White Chapel Blvd.
Work:
817-481-7751
Southlake, Texas 76092
Fax:
817-481-2597; Mobile: 817-475-3335
Email:
mschelling,(a�wrightdevelopment net
Bob Mundlin, *Vice President
Home:
481-6955
9/1/2002
1658 Royal Oaks Court
Work:
481-7133
Southlake, Texas 76092
Email:
bobRlbitx.com
Stuart Spencer
Home:
488-1126
9/1/2002
1702 Pecos Drive
Southlake, Texas 76092
Email:
jssnwaLg juno.coin
Craig Sturtevant
Home:
421-5793
9/1/2002
302 Timber Lake Drive
Work:
972-969-4032
Southlake, Texas 76092
e-mail:
sturtevc@pioneemrc.com
Sharen Elam, Finance Director Board Treasurer
Work: 481-1713
Fax: 481-1765
Shana Yelverton, Asst. City Manager Board Sec. Work: 481-1429
Fax: 481-1463
Rick Black, DPS Director Work: 481-2421
Fax: 481-2850
*Terms for officers expire in December.
Do Not Publicize This List--- For Office Use Only
-7A