HomeMy WebLinkAboutItem 11 - Document ControlMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: FEBRUARY 15, 2022
SUBJECT: SH26 FIBER OPTIC EXTENSION PROJECT RECORD KEEPING AND
AUDIT SERVICES CONTRACT AND APPROPRIATION ORDINANCE
RECOMMENDATION: City Council to consider the approval of a contract for record keeping and
audit services of the document control for the installation of ITS Fiber and
ITS Equipment on State Highway 26 from State Highway 114 to State
Highway 121 to SAM Construction Services, LLC and adopt an
appropriation ordinance.
FUNDING SOURCE: Upon approval of the attached appropriation ordinance, funds will be
available in the Capital Projects Streets Fund in an estimated amount
$50,000.
BACKGROUND: On December 21, 2021, Council awarded the SH26 Fiber Optic Extension
project to MICA Corporation in the amount of $1,535,349.91 with a 10%
contingency of $153,534.99 for a total of $1,688,884.90.
Since this project is receiving Federal Funds, the City is responsible for
complying with all Federal and TxDOT guidelines, including
recordkeeping.
The contract with SAM Construction Services, LLC is to provide support
for the federal required reporting activities. Services will include the use of
software for Daily Work Records and material reporting and audit services
of the Daily Work Records, material quantities, and other required
documentation for Federal Reporting compliance.
SAM has successfully worked with the City in the past on the Dallas Road
project.
Staff recommends approval.
ORDINANCE NO. 2022-009
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS, AUTHORIZING THE APPROPRIATION
OF $50,000 IN THE CAPITAL PROJECT STREETS FUND;
DECLARING AN EMERGENCY AND PROVIDING AN
EFFECTIVE DATE
WHEREAS, the City Council of the City of Grapevine desires to enter into contract
for record keeping and audit services of the document control for the installation of ITS
Fiber and ITS Equipment on State Highway 26 from State Highway 114 to State Highway
121; and
WHEREAS, funding is available in the Capital Projects Streets Fund; and
WHEREAS, all constitutional and statutory prerequisites for the approval of this
ordinance have been met, including but not limited to the Open Meetings Act and Chapter
211 of the Local Government Code; and
WHEREAS, the City Council deems the adoption of this ordinance to be in the best
interests of the health, safety, and welfare of the public.
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS:
Section 1. That all matters stated hereinabove are found to be true and correct
and are incorporated herein by reference as if copied in their entirety.
Section 2. That the City Council hereby authorizes $50,000 be appropriated from
the Capital Projects Streets Fund for the record keeping and audit services of the
document control for the installation of ITS Fiber and ITS Equipment on State Highway 26
from State Highway 114 to State Highway 121.
Section 3. That a copy of the revised FY 2021-2022 Capital Improvements Plan
budget document shall be kept on file in the office of the City Secretary and on the City of
Grapevine website.
Section 4. That the terms and provisions of this ordinance shall be deemed to be
severable, and that if the validity of any section, subsection, word, sentence or phrase
shall be held to be invalid, it shall not affect the remaining part of this ordinance.
Section 5. That the fact that the present ordinances and regulations of the City of
Grapevine, Texas, are inadequate to properly safeguard the health, safety, morals, peace
and general welfare of the inhabitants of the City of Grapevine, Texas, creates an
emergency for the immediate preservation of the public business, property, health, safety
and general welfare of the public which requires that this ordinance shall become effective
from and after the date of its final passage, and it is accordingly so ordained.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 15th day of February, 2022.
APPROVED:
William D. Tate
Mayor
ATTEST:
Tara Brooks
City Secretary
APPROVED AS TO FORM:
Matthew C.G. Boyle
City Attorney
Ordinance No. 2022-009 2