CITY OF PORT ARANSAS, TEXAS AGENDA

Transcription

1 CITY OF PORT ARANSAS, TEXAS AGENDA CITY COUNCIL SPECIAL MEETING Thursday, February 1, 5:00 pm Port Aransas City Hall, 710 W. Avenue A Port Aransas, Texas Notice is hereby given that the Port Aransas City Council will conduct a Special Meeting on Thursday, February 1, 2018 beginning at 5:00 pm at the regular meeting place in Council Chamber at City Hall, 710 W. Avenue A, Port Aransas, Texas, and notice of meeting giving time, place, date and subject was posted as described in V.T.C.A., Government Code for the purpose of considering the following agenda items: 1. CALL TO ORDER 2. ITEMS FOR CONSIDERATION: Discuss and take action on the following A. Resolution - Awarding RFP for one Vacuum Truck with Restroom Tank and Pumping System for Beach Operations Department; Funds from Hurricane Harvey Account #999; Authorizing Future Budget Amendment; And Authorizing the City Manager to sign all Documents Associated with said Purchase. B. Resolution - Awarding RFP for three (3) Regular Cab 4 x 4 Trucks with 6yr/100K mile extended warranty for Beach Operations Department; Funds from Hurricane Harvey Account #999; Authorizing Future Budget Amendment; And Authorizing the City Manager to sign all Documents Associated with said Purchase. C. Resolution - Awarding RFP for Baseball Field Lighting and Installation for Parks & Recreation Department; Funds from Hurricane Harvey Account #999;; Authorizing Future Budget Amendment; And Authorizing the City Manager to sign all Documents Associated with said Purchase. D. Resolution - Awarding RFP for one (1) 4x2 Supercab Fleet Vehicle with 6 year/100k mile extended warranty for Beach Operations Department; Funds from Hurricane Harvey Account #999; Authorizing Future Budget Amendment; And Authorizing the City Manager to sign all Documents Associated with said Purchase. E. Resolution - Awarding RFP for one (1) 4x2 Chassis Cab Fleet Vehicle with 6 year/100k mile extended warranty for Beach Operations Department; Funds from Hurricane Harvey Account #999; Authorizing Future Budget Amendment; And Authorizing the City Manager to sign all Documents Associated with said Purchase. City of Port Aransas, Texas February 1, 2018 City Council Regular Meeting Agenda Page 1 of 3

2 F. Resolution - Awarding RFP for one (1) 4x4 Crew Cab and Chassis Fleet Vehicle with 6 year/100k mile extended warranty for Beach Operations Department; Funds from Hurricane Harvey Account #999; And Authorizing the City Manager to sign all Documents Associated with said Purchase. G. Resolution - Approving Engagement Letter with Law Firm of McKibben, Martinez, Jarvis & Wood, LLP for advice and assistance with Public Information Act Inquiries; Funding from General Fund 050 City Attorney Account Professional Services; Authorize Budget Amendment for Unfunded Expenses; And Authorizing the City Manager to sign all Documents Associated with said Purchase. H. Resolution - Setting prepayment and/or deposit for Public Information Requests estimated to Exceed $100.00; and Directing Public Information Coordinator to Incorporate Said Rule into a new Public Information Policy for the City. 3. ADJOURNMENT CERTIFICATION I certify that the above notice of meeting was posted on the bulletin board at City Hall, 710 W. Avenue A, Port Aransas, Texas on Monday, January 29, 2018 at 4:00 pm and on the City s website at I further certify that the following News Media were property notified on this meeting as stated above: South Jetty, Island Moon and Corpus Christi Caller Times. Irma G. Parker, City Secretary I certify that the attached notice and agenda of items to be considered by the City Council was removed by me from the City Hall bulletin board on the day of, By: Title: NOTICE This facility is wheelchair accessible and accessible parking spaces are available. Request for accommodations or interpretive services must be made 48 hours prior to this meeting. Please contact the city secretary at (361) , via facsimile at (361) or at iparker@cityofportaransas.org for further information. Braille is not available. The City Council may go into a Closed Executive Session pursuant to Texas Government Code , , , , , and (f) of the Texas Disaster Act. Refer to list below and incorporated herein. A Closed Executive Session may be held, under these exceptions, 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. City of Port Aransas, Texas February 1, 2018 City Council Regular Meeting Agenda Page 2 of 3

3 TEXAS GOVERNMENT CODE EXCEPTIONS EXCEPTION DESCRIPTION Consultations with Attorney Deliberations about Real Property Personnel Matters Deliberations Regarding Security Devices or Security Audits Deliberation Regarding Economic Development Negotiations (f) At any time during a state of disaster. A governmental body subject to Chapter 551 is not required to conduct an open meeting to deliberate information to which this section applies. Notwithstanding Section (a), the governmental body must make a tape recording of the proceedings of a closed meeting to deliberate the information. City of Port Aransas, Texas February 1, 2018 City Council Regular Meeting Agenda Page 3 of 3

4 CITY OF PORT ARANSAS, NUECES COUNTY, TEXAS Meeting Date: Friday, January 18, 2018 AGENDA ITEM: 2-A Deliberate and take action on a Resolution Awarding RFP for one (1) Vacuum Truck with Restroom Tank and Pumping System for Beach Operations department; funds from Hurricane Harvey Account #999; Authorizing Future Budget Amendment; and Authorizing the City Manager to Sign all Documents Associated with said Purchase. SUBMITTED BY: Public Works Interim Director Doug Turner Finance Director Darla Honea APPROVED FOR AGENDA: City Manager David Parsons COMMENTARY: The City is seeking proposal for the purchase of a Vacuum Truck with Restroom Tank & Pumping System. Bids are due on Thursday, January 25, 2018 at 4:00 pm. Staff will open the bids and have a summary for Council review at the Council dais. STAFF RECOMMENDATION: Unknown at this time. Resolution Vac Truck Page 1 of 3

5 RESOLUTION NO 2018-R A RESOLUTION OF THE PORT ARANSAS CITY COUNCIL AWARDING REQUEST FOR PROPOSAL (RFP) FOR ONE (1) VACUUM TRUCK WITH RESTROOM TANK AND PUMPING SYSTEM FOR BEACH OPERATIONS DEPARTMENT; FUNDS FROM HURRICANE HARVEY ACCOUNT #999; AUTHORIZING FUTURE BUDGET AMENDMENT; AND AUTHORIZING THE CITY MANAGER TO SIGN ALL DOCUMENTS ASSOCIATED WITH SAID PURCHASE. WHEREAS, staff advertised for a Request for Proposal (RFP) for purchase of a Vacuum Truck with Restroom Tan& Pumping System; and WHEREAS, the RFP was posted on the bulletin Board at the Port Aransas City Hall on January 8 and published in the South Jetty in the Thursday, January 11 and 18, 2018 Editions; and WHEREAS, ( ) Bids were received returned to the City. The bid tabulation as follows: Name Bid Amount WHEREAS, this is an unfunded expenditure with funding from Hurricane Harvey Account #999. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARANSAS, NUECES COUNTY, TEXAS: Section 1. That the Port Aransas City Council approves Staff recommendation to award bid to for a Bid of $. Section 2. That the Port Aransas City Council acknowledges that said project was not included in FY Budget and approves said budget amendment. Funds will be from Hurricane Harvey Fund Account #999. Section 3. That the Port Aransas City Council authorizes the city manager to sign all contract documents associated with said bid award. Section 4. It is hereby officially found and determined that the meeting at which this resolution is passed is open to the public as required by law, and that public notice of the time, place and purpose of said meeting was given as required. PASSED and APPROVED by the Port Aransas City Council, County of Aransas, State of Texas, on this 1 st day of FEBRUARY, CITY OF PORT ARANSAS, TEXAS Charles R. Bujan, Mayor Resolution Vac Truck Page 2 of 3

6 ATTEST: Irma G. Parker, City Secretary Resolution Vac Truck Page 3 of 3

7 CITY OF PORT ARANSAS, TEXAS REQUEST FOR PROPOSAL (RFP) VACUUM TRUCK WITH RESTROOM TANK & PUMPING SYSTEM NOTICE TO BIDDERS NOTICE is hereby given that the City of Port Aransas, Texas, is soliciting proposals for the purchase of a Vacuum Truck with Restroom Tank & Pumping System. All proposals must be clearly marked SEALED BID VACUUM TRUCK WITH RESTROOM TANK & PUMPING SYSTEM to the City of Port Aransas City Secretary s office, 710 W. Avenue A, Port Aransas, Texas prior to Thursday, January 25, 2018 at 4:00 pm, at which time they will be publicly opened and acknowledged in the City Hall Council Chamber. Any RFP delivered or received after 4:00 pm will not be considered and shall be returned unopened to the addressee. The City reserves the right to reject any or all proposals. Request for Proposal (RFP) is available on-line at or at City Hall, 710 W. Avenue A, Port Aransas, Texas Any and all questions or requests for information relating to this Request for Proposal may be directed to Beach Supervisor Doug Turner at dturner@cityofportaransas.org or via telephone at (361) POSTED this 8 th day of JANUARY, 2018 on the bulletin board at Port Aransas City Hall, 710 W Avenue A, Port Aransas, Texas and on the webpage TIME: 5:00 p.m. PUBLISHED in The South Jetty in the Thursday, January 11 & 18, 2018 editions. CITY OF PORT ARANSAS, TEXAS Irma G. Parker, City Secretary

8 CITY OF PORT ARANSAS, NUECES COUNTY, TEXAS Meeting Date: Thursday, February 1, 2018 AGENDA ITEM: 2-B Deliberate and take action on Awarding RFP for three (3) Regular Cab 4 x 4 Trucks with 6yr/100K mile extended warranty for Beach Operations Department; Funds from Hurricane Harvey Account #999; Authorizing Future Budget Amendment; And Authorizing the City Manager to sign all Documents Associated with said Purchase. SUBMITTED BY: Public Works Interim Director Doug Turner Finance Director Darla Honea APPROVED FOR AGENDA: City Manager David Parsons COMMENTARY: Staff advertised for a Request for Proposal (RFP) for the purchase of three (3) Regular ab 4 X 4 Trucks with a 6 year/100,000 Mile Extended Warranty. Purchase due to destruction and damages from Hurricane Harvey. At the time we are preparing for this agenda packet, no documents have been provided. Staff will update this summary when received and forward to Council Meeting along with providing on the dais. STAFF RECOMMENDATION: Unknown at this time. Resolution 3 ea, 4x4 Fleet Vehicles Page 1 of 3

9 RESOLUTION NO 2018-R A RESOLUTION OF THE PORT ARANSAS CITY COUNCIL AWARDING REQUEST FOR PROPOSAL FOR THREE (3) REGULAR CAB 4 X 4 TRUCKS WITH 6YR/100K MILE EXTENDED WARRANTY FOR BEACH OPERATIONS DEPARTMENT; FUNDS FROM HURRICANE HARVEY ACCOUNT #999; AUTHORIZING FUTURE BUDGET AMENDMENT; AND AUTHORIZING THE CITY MANAGER TO SIGN ALL DOCUMENTS ASSOCIATED WITH SAID PURCHASE. WHEREAS, staff has prepared this Request for Proposal (RFP) from qualified new automobile dealers for the purchase of one (1) 4 x 4 Crew Cab and Chassis Fleet Vehicle with a six (6) year/ 100,000 mile extended warranty for replacement of vehicles lost or damaged due to Hurricane Harvey; and WHEREAS, the RFP was posted on the bulletin Board at the Port Aransas City Hall on January 8 and published in the South Jetty in the Thursday, January 11 and 18, 2018 Editions; and WHEREAS, ( ) Bids was received by the City. Bid opening was conducted by City Staff on Thursday, January 25, 2018 at 4:15 pm. The bid tabulation as follows: Bidder Amount WHEREAS, this is an unfunded expenditure with funding from Hurricane Harvey Account #999. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARANSAS, NUECES COUNTY, TEXAS: Section 1. That the Port Aransas City Council approves Staff recommendation to award bid to for a Bid of $. Section 2. That the Port Aransas City Council acknowledges that said project was not included in FY Budget and approves said budget amendment. Funds will be from Hurricane Harvey Fund Account #999. Section 3. That the Port Aransas City Council authorizes the city manager to sign all contract documents associated with said bid award. Section 4. It is hereby officially found and determined that the meeting at which this resolution is passed is open to the public as required by law, and that public notice of the time, place and purpose of said meeting was given as required. PASSED and APPROVED by the Port Aransas City Council, County of Aransas, State of Texas, on this day of FEBRURY Resolution 3 ea, 4x4 Fleet Vehicles Page 2 of 3

10 CITY OF PORT ARANSAS, TEXAS ATTEST: Charles R. Bujan, Mayor Irma G. Parker, City Secretary Resolution 3 ea, 4x4 Fleet Vehicles Page 3 of 3

11 CITY OF PORT ARANSAS, TEXAS REQUEST FOR PROPOSAL (RFP) FOR THE PURCHASE OF THREE (3) 4X4 FLEET VEHICLES NOTICE TO BIDDERS NOTICE is hereby given that the City of Port Aransas, Texas, is seeking proposals from qualified new automobile dealers for the purchase of a three (3) Regular Cab 4x4 Trucks with 6yr/100k mile extended warranty. All proposals must be clearly marked SEALED BID 4X4 FLEET VEHICLES to the City of Port Aransas City Secretary s office, 710 W. Avenue A, Port Aransas, Texas prior to Thursday, January 25, 2018 at 4:15 pm, at which time they will be publicly opened and acknowledged in the City Hall Council Chamber. Any RFP delivered or received after 4:15 pm will not be considered and shall be returned unopened to the addressee. The City reserves the right to reject any or all proposals. Request for Proposal (RFP) is available on-line at or at City Hall, 710 W. Avenue A, Port Aransas, Texas Any and all questions or requests for information relating to this Request for Proposal may be directed to Beach Supervisor Doug Turner at dturner@cityofportaransas.org or via telephone at (361) POSTED this 8 th day of JANUARY, 2018 on the bulletin board at Port Aransas City Hall, 710 W Avenue A, Port Aransas, Texas and on the webpage TIME: 5:00 p.m. PUBLISHED in The South Jetty in the Thursday, January 11 & 18, 2018 editions. CITY OF PORT ARANSAS, TEXAS Irma G. Parker, City Secretary

12 CITY OF PORT ARANSAS, NUECES COUNTY, TEXAS Meeting Date: Thursday, February 1, 2018 AGENDA ITEM: 2-C Deliberate and take action on a Resolution Awarding Request For Proposal for Baseball Field Lighting and Installation for Parks & Recreation Department; Funds from Hurricane Harvey Account #999; Authorizing Future Budget Amendment; And Authorizing the City Manager to sign all Documents Associated with said Purchase. SUBMITTED BY: Parks & Recreation Director David Hyde Finance Director Darla Honea APPROVED FOR AGENDA: City Manager David Parsons COMMENTARY: Staff advertised for advertised for a Request for Proposal (RFP) for purchase and installation of baseball field lighting at the Community Park. The Park suffered damages from Hurricane Harvey. At the time we are preparing for this agenda packet, no documents have been provided. Staff will update this summary when received and forward to Council Meeting along with providing on the dais. STAFF RECOMMENDATION: Unknown at this time. Resolution Baseball Field Lighting Page 1 of 3

13 RESOLUTION NO 2018-R A RESOLUTION OF THE PORT ARANSAS CITY COUNCIL AWARDING REQUEST FOR PROPOSAL FOR THE PARKS & RECREATION DEPARTMENT S BASEBALL FIELD LIGHTING AND INSTALLATION A COMMUNITY PARK; FUNDS FROM HURRICANE HARVEY ACCOUNT #999; AUTHORIZING FUTURE BUDGET AMENDMENT; AND AUTHORIZING THE CITY MANAGER TO SIGN ALL DOCUMENTS ASSOCIATED WITH SAID PURCHASE. WHEREAS, staff has prepared this Request for Proposal (RFP) from qualified companies for new baseball Field Lighting and installation at Community Park which were damaged and/or destroyed in Hurricane Harvey; and WHEREAS, the RFP was posted on the bulletin Board at the Port Aransas City Hall on January 18 th and published in the South Jetty in the Thursday, January 18 and 25, 2018 Editions; and WHEREAS, ( ) Bids was received by the City. Bid opening was conducted by City Staff on Thursday, February 1, 2018 at 3:00 pm. The bid tabulation as follows: Bidder Amount WHEREAS, this is an unfunded expenditure with funding from Hurricane Harvey Account #999. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARANSAS, NUECES COUNTY, TEXAS: Section 1. That the Port Aransas City Council approves Staff recommendation to award bid to for a Bid of $. Section 2. That the Port Aransas City Council acknowledges that said project was not included in FY Budget and approves said budget amendment. Funds will be from Hurricane Harvey Fund Account #999. Section 3. That the Port Aransas City Council authorizes the city manager to sign all contract documents associated with said bid award. Section 4. It is hereby officially found and determined that the meeting at which this resolution is passed is open to the public as required by law, and that public notice of the time, place and purpose of said meeting was given as required. PASSED and APPROVED by the Port Aransas City Council, County of Aransas, State of Texas, on this 14 th day of DECEMBER, CITY OF PORT ARANSAS, TEXAS Resolution Baseball Field Lighting Page 2 of 3

14 ATTEST: Charles R. Bujan, Mayor Irma G. Parker, City Secretary Resolution Baseball Field Lighting Page 3 of 3

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16 CITY OF PORT ARANSAS, NUECES COUNTY, TEXAS Meeting Date: Thursday, February 1, 2018 AGENDA ITEM: 2-D Deliberate and take action on a Resolution Awarding RFP for one (1) 4x2 Supercab Fleet Vehicle with 6 year/100k mile extended warranty for Beach Operations Department; Funds from Hurricane Harvey Account #999; And Authorizing the City Manager to sign all Documents Associated with said Purchase. SUBMITTED BY: Interim Public Works Director Doug Turner Finance Director Darla Honea APPROVED FOR AGENDA: City Manager David Parsons COMMENTARY: Staff advertised for a Request for Proposal (RFP) for one (1) 4 X 2 Supercab Fleet Vehicle to replace vehicle lots/totaled from Hurricane Harvey. At the time we are preparing for this agenda packet, no documents have been provided. Staff will update this summary when received and forward to Council Meeting along with providing on the dais. STAFF RECOMMENDATION: Unknown at this time. Resolution 1ea 4x2 Supercab Page 1 of 3

17 RESOLUTION NO 2018-R A RESOLUTION OF THE PORT ARANSAS CITY COUNCIL AWARDING REQUEST FOR PROPOSAL (RFP) FOR ONE (1) 4X2 SUPERCAB FLEET VEHICLE WITH 6 YEAR/100K MILE EXTENDED WARRANTY FOR BEACH OPERATIONS DEPARTMENT; FUNDS FROM HURRICANE HARVEY ACCOUNT #999; AUTHORIZING FUTURE BUDGET AMENDMENT; AND AUTHORIZING THE CITY MANAGER TO SIGN ALL DOCUMENTS ASSOCIATED WITH SAID PURCHASE. WHEREAS, staff has prepared this Request for Proposal (RFP) from qualified new automobile dealers for the purchase of one (1) 4 x 4 Crew Cab and Chassis Fleet Vehicle with a six (6) year/ 100,000 mile extended warranty for replacement of vehicles lost or damaged due to Hurricane Harvey; and WHEREAS, the RFP was posted on the bulletin Board at the Port Aransas City Hall on January 15 th and published in the South Jetty in the Thursday, January 18 and 25, 2018 Editions; and WHEREAS, ( ) Bids was received by the City. Bid opening was conducted by City Staff on Thursday, February 1, 2018 at 4:30 pm. The bid tabulation as follows: Bidder Amount WHEREAS, this is an unfunded expenditure with funding from Hurricane Harvey Account #999. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARANSAS, NUECES COUNTY, TEXAS: Section 1. That the Port Aransas City Council approves Staff recommendation to award bid to for a Bid of $. Section 2. That the Port Aransas City Council acknowledges that said project was not included in FY Budget and approves said budget amendment. Funds will be from Hurricane Harvey Fund Account #999. Section 3. That the Port Aransas City Council authorizes the city manager to sign all contract documents associated with said bid award. Section 4. It is hereby officially found and determined that the meeting at which this resolution is passed is open to the public as required by law, and that public notice of the time, place and purpose of said meeting was given as required. PASSED and APPROVED by the Port Aransas City Council, County of Aransas, State of Texas, on this 1 st day of FEBRUARY, Resolution 1ea 4x2 Supercab Page 2 of 3

18 CITY OF PORT ARANSAS, TEXAS ATTEST: Charles R. Bujan, Mayor Irma G. Parker, City Secretary Resolution 1ea 4x2 Supercab Page 3 of 3

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20 CITY OF PORT ARANSAS, NUECES COUNTY, TEXAS Meeting Date: Thursday, February 1, 2018 AGENDA ITEM: 2-E Deliberate and take action on a Resolution Awarding RFP for one (1) Awarding RFP for one (1) 4x2 Chassis Cab Fleet Vehicle with 6 year/100k mile extended warranty for Beach Operations Department; Funds from Hurricane Harvey Account #999; Authorizing Future Budget Amendment; And Authorizing the City Manager to sign all Documents Associated with said Purchase. SUBMITTED BY: Interim Public Works Director Doug Turner Finance Director Darla Honea APPROVED FOR AGENDA: City Manager David Parsons COMMENTARY: Staff advertised for a Request for Proposal (RFP) for one (1) 4 X 2 Chassis Cab Fleet Vehicle to replace vehicle lots/totaled from Hurricane Harvey. At the time we are preparing for this agenda packet, no documents have been provided. Staff will update this summary when received and forward to Council Meeting along with providing on the dais. STAFF RECOMMENDATION: Unknown at this time. Resolution 1ea 4x2 Chassis Cab Fleet Vehicle Page 1 of 3

21 RESOLUTION NO 2018-R A RESOLUTION OF THE PORT ARANSAS CITY COUNCIL AWARDING REQUEST FOR PROPOSAL (RFP) FOR ONE (1) 4X2 CHASSIS CAB FLEET VEHICLE WITH 6 YEAR/100K MILE EXTENDED WARRANTY FOR BEACH OPERATIONS DEPARTMENT; FUNDS FROM HURRICANE HARVEY ACCOUNT #999; AUTHORIZING FUTURE BUDGET AMENDMENT; AND AUTHORIZING THE CITY MANAGER TO SIGN ALL DOCUMENTS ASSOCIATED WITH SAID PURCHASE. WHEREAS, staff has prepared this Request for Proposal (RFP) from qualified new automobile dealers for the purchase of one (1) 4 x 2 Chassis Cab Fleet Vehicle with a six (6) year/ 100,000 mile extended warranty for replacement of vehicles lost or damaged due to Hurricane Harvey; and WHEREAS, the RFP was posted on the bulletin Board at the Port Aransas City Hall on January 15 th and published in the South Jetty in the Thursday, January 18 and 25, 2018 Editions; and WHEREAS, ( ) Bids was received by the City. Bid opening was conducted by City Staff on Thursday, February 1, 2018 at 4:00 pm. The bid tabulation as follows: Bidder Amount WHEREAS, this is an unfunded expenditure with funding from Hurricane Harvey Account #999. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARANSAS, NUECES COUNTY, TEXAS: Section 1. That the Port Aransas City Council approves Staff recommendation to award bid to for a Bid of $. Section 2. That the Port Aransas City Council acknowledges that said project was not included in FY Budget and approves said budget amendment. Funds will be from Hurricane Harvey Fund Account #999. Section 3. That the Port Aransas City Council authorizes the city manager to sign all contract documents associated with said bid award. Section 4. It is hereby officially found and determined that the meeting at which this resolution is passed is open to the public as required by law, and that public notice of the time, place and purpose of said meeting was given as required. PASSED and APPROVED by the Port Aransas City Council, County of Aransas, State of Texas, on this 1 st day of FEBRUARY, Resolution 1ea 4x2 Chassis Cab Fleet Vehicle Page 2 of 3

22 CITY OF PORT ARANSAS, TEXAS ATTEST: Charles R. Bujan, Mayor Irma G. Parker, City Secretary Resolution 1ea 4x2 Chassis Cab Fleet Vehicle Page 3 of 3

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24 CITY OF PORT ARANSAS, NUECES COUNTY, TEXAS Meeting Date: Thursday, February 1, 2018 AGENDA ITEM: 2-F Deliberate and take action on a Resolution Awarding RFP for one (1) 4x4 Crew Cab and Chassis Fleet Vehicle with 6 year/100k mile extended warranty for Beach Operations Department; Funds from Hurricane Harvey Account #999; And Authorizing the City Manager to sign all Documents Associated with said Purchase. SUBMITTED BY: Public Works Interim Director Doug Turner Finance Director Darla Honea APPROVED FOR AGENDA: City Manager David Parsons COMMENTARY: The City is seeking proposal for qualified new automobile dealers for the purchase of one (1) 4x4 Crew Cab and Chassis Fleet Vehicle. Bids are due on Thursday, February 1, 2018 at 4:15 pm. Staff will open the bids and have a summary for Council review at the Council dais. STAFF RECOMMENDATION: Unknown at this time. Resolution 4x4 Crew Cab_Chassis Fleet Page 1 of 3

25 RESOLUTION NO 2018-R A RESOLUTION OF THE PORT ARANSAS CITY COUNCIL AWARDING REQUEST FOR PROPOSAL FOR ONE (1) 4X4 CREW CAB AND CHASSIS FLEET VEHICLE WITH 6 YEAR/100K MILE EXTENDED WARRANTY FOR BEACH OPERATIONS DEPARTMENT; FUNDS FROM HURRICANE HARVEY ACCOUNT #999; AND AUTHORIZING THE CITY MANAGER TO SIGN ALL DOCUMENTS ASSOCIATED WITH SAID PURCHASE. WHEREAS, staff has prepared this Request for Proposal (RFP) from qualified new automobile dealers for the purchase of one (1) 4 x 4 Crew Cab and Chassis Fleet Vehicle with a six (6) year/ 100,000 mile extended warranty for replacement of vehicles lost or damaged due to Hurricane Harvey; and WHEREAS, the RFP was posted on the bulletin Board at the Port Aransas City Hall on January 15 and published in the South Jetty in the Thursday, January 18 and 25, 2018 Editions; and WHEREAS, ( ) Bids was received by the City. Bid opening was conducted by City Staff on Thursday, February 1, 2018 at 4:15 pm. The bid tabulation as follows: Bidder Amount WHEREAS, this is an unfunded expenditure with funding from Hurricane Harvey Account #999. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARANSAS, NUECES COUNTY, TEXAS: Section 1. That the Port Aransas City Council approves Staff recommendation to award bid to for a Bid of $. Section 2. That the Port Aransas City Council acknowledges that said project was not included in FY Budget and approves said budget amendment. Funds will be from Hurricane Harvey Fund Account #999. Section 3. That the Port Aransas City Council authorizes the city manager to sign all contract documents associated with said bid award. Section 4. It is hereby officially found and determined that the meeting at which this resolution is passed is open to the public as required by law, and that public notice of the time, place and purpose of said meeting was given as required. PASSED and APPROVED by the Port Aransas City Council, County of Aransas, State of Texas, on this day of FEBRURY CITY OF PORT ARANSAS, TEXAS Resolution 4x4 Crew Cab_Chassis Fleet Page 2 of 3

26 ATTEST: Charles R. Bujan, Mayor Irma G. Parker, City Secretary Resolution 4x4 Crew Cab_Chassis Fleet Page 3 of 3

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28 CITY OF PORT ARANSAS, NUECES COUNTY, TEXAS Meeting Date: Thursday, February 1, 2018 AGENDA ITEM: 2-G Deliberate and take action on a Resolution Approving Engagement Letter with Law Firm of McKibben, Martinez, Jarvis & Wood, LLP for advice and assistance with Public Information Act Inquiries; Funding from General Fund 050 City Attorney Account 54210; Authorize Budget Amendment for Unfunded Expenses; And Authorizing the City Manager to sign all Documents Associated with said Contract. SUBMITTED BY: City Attorney Mike Morris City Secretary APPROVED FOR AGENDA: City Manager David Parsons COMMENTARY: Due to the number of multiple requests for Public Information, City Attorney Mike Morris suggested that ouside counsel be hired to assist Staff in handling these requests. The attached Engagement Letter is provided for Council review and information. This firm McKibben, Martinez, Jarvis & Wood, L.L.P. currently serves the City as needed for those TML legal issues. The Firm will assist as needed. Attached is the current listing through 1/26 of completed and open requests which Staff is currently working to complete. STAFF RECOMMENDATION: Unknown at this time. Resolution Engagement Letter Page 1 of 3

29 RESOLUTION NO 2018-R A RESOLUTION OF THE PORT ARANSAS CITY COUNCIL APPROVING ENGAGEMENT LETTER WITH LAW FIRM OF MCKIBBEN, MARTINEZ, JARVIS & WOOD, LLP FOR ADVICE AND ASSISTANCE WITH PUBLIC INFORMATION ACT INQUIRIES; FUNDING FROM GENERAL FUND 050 CITY ATTORNEY ACCOUNT 54210; AUTHORIZE BUDGET AMENDMENT FOR UNFUNDED EXPENSES; AND AUTHORIZING THE CITY MANAGER TO SIGN ALL DOCUMENTS ASSOCIATED WITH SAID CONTRACT. WHEREAS, at the recommendation of City Attorney Mike Morris, outside counsel was sought to assist staff as needed to provide advice and assistance with Public Information Act inquiries; and WHEREAS, currently the City Secretary serves as the Public Information Coordinator with assistance as needed by various City Employees and the City Attorney s Staff; and WHEREAS, due to the sheer volume of requests, many which have required legal assistance, has overwhelmed the legal staff of our current city attorney. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARANSAS, NUECES COUNTY, TEXAS: Section 1. That the Port Aransas City Council approves Engagement Letter from McKibben, Martinez, Jarvis & Wood, LLP, 1100 Tower II, 555 North Carancahua, Corpus Christi, Texas dated January 26, Section 2. That the Port Aransas City Council acknowledges that said outside counsel was not included in FY Budget. This Budget will be amended at a later date to include fees incurred as noted in said Engagement Letter. Any changes to said fees, terms and conditions will be presented to the City Council for approval. Section 3. That the Port Aransas City Council authorizes the city manager to sign said Engagement Letter attached hereto at Exhibit 1. Section 4. It is hereby officially found and determined that the meeting at which this resolution is passed is open to the public as required by law, and that public notice of the time, place and purpose of said meeting was given as required. PASSED and APPROVED by the Port Aransas City Council, County of Aransas, State of Texas, on this 1 st day of FEBUARY CITY OF PORT ARANSAS, TEXAS ATTEST: Charles R. Bujan, Mayor Resolution Engagement Letter Page 2 of 3

30 Irma G. Parker, City Secretary Resolution Engagement Letter Page 3 of 3

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33 CITY OF PORT ARANSAS, NUECES COUNTY, TEXAS Meeting Date: Thursday, February 1, 2018 AGENDA ITEM: 2-H Deliberate and take action on a Resolution Setting prepayment and/or deposit for Public Information Requests estimated to Exceed $100.00; and Directing Public Information Coordinator to Incorporate Said Rule into a new Public Information Policy for the City. SUBMITTED BY: City Secretary Irma Parker APPROVED FOR AGENDA: City Manager David Parsons COMMENTARY: On August 17, 2017, the City Council adopted Resolution No R52 (see attached) which allows a governmental body to establish monthly and yearly limits on the amount of time that personnel are required to spend producing public information for inspection or duplication by a Requestor or providing copies of public information to a Requestor without recovering its cost attributable to that personnel time, and it further provides that the yearly limit may not be less than 36 hours for a Requestor during the 12- month period that corresponds to the fiscal year of the City and the monthly time limit may not be less than 15 hours for a Requestor for a 1-month period. If a request is estimated to exceed $100.00, a government body that provides the statement of estimated charges with all its required elements may also require that the requestor prepay, deposit a percentage of the total amount, or provide a bond for the total amount. Decisions about method of payment rest with the governmental body. A governmental body that requires a deposit or bond may consider the request withdrawn if payment is not received within 10 business days of the date the governmental body requested the deposit or bond. Staff requests Council set a deposit based on a percentage of the estimate provided to a requestor. Staff will provide a Public Information Policy at a future meeting for Council consideration. STAFF RECOMMENDATION: City Council approve Resolution and Setting prepayment and/or deposit for Public Information Requests estimated to Exceed $100.00; and Directing Public Information Coordinator to Incorporate Said Rule into a new Public Information Policy for the City as presented. Resolution PIA Page 1 of 3

34 RESOLUTION NO 2018-R A RESOLUTION OF THE PORT ARANSAS CITY COUNCIL SETTING PREPAYMENT AND/OR DEPOSIT FOR PUBLIC INFORMATION REQUESTS ESTIMATED TO EXCEED $100.00; AND DIRECTING PUBLIC INFORMATION COORDINATOR TO INCORPORATE SAID RULE INTO A NEW PUBLIC INFORMATION POLICY FOR THE CITY. WHEREAS, on August 17, 2017, the City Council adopted Resolution No R52 which allows a governmental body to establish monthly and yearly limits on the amount of time that personnel are required to spend producing public information for inspection or duplication by a Requestor or providing copies of public information to a Requestor without recovering its cost attributable to that personnel time, and it further provides that the yearly limit may not be less than 36 hours for a Requestor during the 12-month period that corresponds to the fiscal year of the City and the monthly time limit may not be less than 15 hours for a Requestor for a 1-month period; and WHEREAS, since the City of Port Aransas has availed itself of Section , the governmental body may assess charges for labor, overhead, and materials for all subsequent requests if a requestor meets or exceeds the established limit. The governmental body is required to provide a written estimate within 10 business days of receipt of the request, even if the estimated total will not exceed $40.00; and WHEREAS, if a request is estimated to exceed $100.00, a government body that provides the statement of estimated charges with all its required elements may also require that the requestor prepay, deposit a percentage of the total amount, or provide a bond for the total amount. Decisions about method of payment rest with the governmental body. A governmental body that requires a deposit or bond may consider the request withdrawn if payment is not received within 10 business days of the date the governmental body requested the deposit or bond; and WHEREAS, in addition to the statement of estimated charges required when a request will exceed $40.00, a governmental body is also required to provide a statement when it determines that a request will require programming and/or manipulation of data and (1) complying with the request is not feasible or will substantially interfere with the governmental body s ongoing operation, or (2) the request can only be fulfilled at a cost that covers the programming/or manipulation of data. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARANSAS, NUECES COUNTY, TEXAS: Section 1. That the Port Aransas City Council Sets Prepayment and/or Deposit For Public Information Requests Estimates in compliance to Public Information Action Of. Resolution PIA Page 2 of 3

35 Section 2. That the Port Aransas City Council directs the Public Information Coordinator to prepare for Council review and approval of a Public Information Policy for the City to inform its citizens of the rules and responsibilities of both the city and requestor. Section 3. It is hereby officially found and determined that the meeting at which this resolution is passed is open to the public as required by law, and that public notice of the time, place and purpose of said meeting was given as required. PASSED and APPROVED by the Port Aransas City Council, County of Aransas, State of Texas, on this 1 st day of FEBRUARY, CITY OF PORT ARANSAS, TEXAS ATTEST: Charles R. Bujan, Mayor Irma G. Parker, City Secretary Resolution PIA Page 3 of 3

36 RESOLUTION NO R52 A RESOLUTION OF THE OF THE CITY OF PORT ARANSAS, TEXAS, DESIGNATING A PUBLIC INFORMATION COORDINATOR TO SATISFY THE TRAINING REQUIREMENTS OF TEXAS GOVERNMENT SECTION AND ADOPTING MONTHLY AND YEARLY LIMITS ON PERSONNEL TIME SPENT RESPONDING TO RERCORDS REQUESTS BEFORE CHARGING WHEREAS, Texas Government Code requires each elected or appointed public official who is: (1) a member of a multimember governmental body; (2) the governing officer of a governmental body that is headed by a single officer rather than by a multimember governing body; or (3) the officer for public information of a governmental body, to complete a course of training of at least one hour regarding the responsibilities of the governmental body with which the official serves and its officers and employees under the Texas Public Information Act; and WHEREAS, Texas Government Code (c) authorizes a public official to designate a public information coordinator to satisfy the training requirements for the public official if the public information coordinator is primarily responsible for administering the responsibilities of the public official or governmental body under the Texas Public Information Act; and WHEREAS, designation of a public information coordinator does not relieve a public official from the duty to comply with any other requirement of the Texas Public Information Act that applies to the public official; WHEREAS, the City Council of the City of Port Aransas believes that it is to the advantage of the city to designate a public information coordinator to satisfy the training requirement of Texas Government Code Section in lieu of all of the city s public officials taking the training; and WHEREAS, all of the city s public officials may still take the training at their option; and WHEREAS, HB 3107 amended Section (a) and (b) Texas Government Code effective September 1, 2017 to provide in relevant part that a governmental body may establish reasonable monthly and yearly limits on the amount of time that personnel of the governing body are required to spend producing public information for inspection or duplication by a Requestor or providing copies of public information to a Requestor without recovering its cost attributable to that personnel time, and it further provides that the yearly limit may not be less than 36 hours for a Requestor during the 12-month period that corresponds to the fiscal year of the City and the monthly time limit may not be less than 15 hours for a Requestor for a 1-month period. Resolution No R52 Page 1 of 2

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