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HomeMy WebLinkAbout2023-10-03 Regular Meeting CITY OF GRAPEVINE, TEXAS REGULAR CITY COUNCIL MEETING AGENDA TUESDAY, OCTOBER 3, 2023 GRAPEVINE CITY HALL, COUNCIL CHAMBERS 200 SOUTH MAIN STREET GRAPEVINE, TEXAS CALL TO ORDER: 5:30 p.m. – City Council Chambers 1. Invocation: Pastor Doug Page with First Baptist Church 2. Posting of the Colors and Pledges of Allegiance: Boy Scouts CITIZEN COMMENTS 3. Any person who is not scheduled on the agenda may address the City Council under Citizen Comments or on any other agenda item by completing a Citizen Appearance Request form with the City Secretary. A member of the public may address the City Council regarding an item on the agenda either before or during the Council’s consideration of the item, upon being recognized by the Mayor or upon the consent of the City Council. Citizens will have three (3) minutes to address Council. In accordance with the Texas Open Meetings Act, the City Council is restricted in discussing or taking action during Citizen Comments. PRESENTATIONS 4. Mayor Tate to present a proclamation declaring October 2023 as Domestic Violence Awareness Month. 5. Mayor Tate to present a proclamation recognizing National Night Out on October 3, 2023. 6. Staff to present an update on Christmas Capital of Texas planning. NEW BUSINESS 7. Consider the award of RFB 40-23 for Settlers Park Improvements Phase 1 to RLM Earthco, Ordinance No. 2023-062 to appropriate the funds, and take any necessary action. CONSENT AGENDA Consent items are deemed to need little Council deliberation and will be acted upon as one business item. Any member of the City Council or member of the audience may request that an item be withdrawn from the consent agenda and placed before the City Council for full discussion. Approval of the consent agenda authorizes the City Manager, or his designee, to implement each item in accordance with Staff recommendations. 8. Consider the purchase of on-site personal protection equipment cleaning, inspection and repair from Rocky Mountain PPE, LLC. Fire Chief recommends approval. 9. Consider the purchase of a Reelmaster 5510-D mower from Professional Turf Products. Golf Director recommends approval. 10. Consider the renewal of annual contracts for horticulture chemicals and fertilizers with BWI Companies, Inc., Helena Chemical Company, Simplot and Innovative Turf Supply for the Grapevine Golf Course. Golf Director recommends approval. 11. Consider renewal of annual contract for post 65 health insurance with Retiree First. Human Resources Director recommends approval. 12. Consider a professional services contract for IT and technology project management support from Blackwelder Services. Chief Technology Officer recommends approval. 13. Consider the renewal of a service contract for datacenter system and network administration from LEAF TCS. Chief Technology Officer recommends approval. 14. Consider renewal of an enterprise license agreement for geographic information system software with Esri, Inc. Chief Technology Officer recommends approval. 15. Consider purchase for mailing services of the GO Grapevine magazine and printing and mailing services for the City newsletter from Community Impact Newspaper (JG Media). Parks and Recreation Director recommends approval. 16. Consider a personal services contract for annual racial profiling and Equal Employment Opportunity reporting and compliance with Del Carmen Consulting, LLC. Police Chief recommends approval. 17. Consider the renewal of the Crimes law enforcement computer software, licenses, system maintenance and services from Sam Houston State University. Police Chief recommends approval. 18. Consider the renewal for police public safety radio system circuits with the Department of Information Resources. Police Chief recommends approval. 19. Consider the renewal of the annual contracts for aggregate materials with Big Sandy Sand Company, Burnco Texas, LLC, DFW Materials, Earth Haulers, Inc., City Council October 3, 2023 Page 2 Green Dream International LLC, Lowery Sand & Gravel Co. Inc. and Martin Marietta Inc. Public Works Director recommends approval. 20. Consider the purchase of an elevator modernization package with ThyssenKrupp Elevator Corporation for City Hall. Public Works Director recommends approval. 21. Consider the purchase and installation of dimming racks for the City Hall Council Chambers from Digital Resources, Inc. Public Works Director recommends approval. 22. Consider vehicle service repairs for fleet vehicles with Holt Cat, Sam Packs Five Star Ford, Industrial Power, Classic Chevrolet, Siddons-Martin, Inland Truck Part Company, TLR Hydraulics, Euless Wrecker Services, Grapevine Ford and Stewart Stevens. Public Works Director recommends approval. 23. Consider the purchase of a 2023 Ford Escape Hybrid from Chastang Enterprises for the Library. Public Works Director recommends approval. 24. Consider for the purchase of a 2023 Chevrolet Silverado from Classic Chevrolet for the Parks and Recreation Department. Public Works Director recommends approval. 25. Consider the purchase of UV lamps for the Wastewater Treatment Plant from Vision Equipment LLC. Public Works Director recommends approval. 26. Consider the purchase of two replacement bypass pumps for emergency bypass of lift stations from Global Pump Solutions. Public Works Director recommends approval. 27. Consider the purchase three Flygt pumps for Train 1 at the Wastewater Treatment Plant from Xylem Water Solutions USA, Inc. Public Works Director recommends approval. 28. Consider the first amendment to the engineering contract for the design of the Train 1, Train 2 and Train 3 Improvements at the Wastewater Treatment Plant with Provenance Engineering LLC and Ordinance No. 2023-063 to appropriate the funds. Public Works Director recommends approval. 29. Consider the renewal of an annual sole source contract for multimedia services for live streaming, archiving and live closed captioning of public meetings with Granicus (formerly Swagit Productions, LLC). City Secretary recommends approval. 30. Consider the minutes of the September 19, 2023 Regular City Council meeting. City Secretary recommends approval. City Council October 3, 2023 Page 3 Pursuant to the Texas Open Meetings Act, Texas Government Code, Chapter 551.001 et seq, one or more of the above items may be considered in Executive Session closed to the public. Any decision held on such matter will be taken or conducted in open session following conclusion of the executive session. ADJOURNMENT In accordance with the Open Meetings Law, Texas Government Code, Chapter 551, I hereby certify that the above agenda was posted on the official bulletin boards at Grapevine City Hall, 200 South Main Street and on the City’s website on September 29, 2023 by 5:00 p.m. ________________________ Tara Brooks, TRMC, CRM City Secretary If you plan to attend this public meeting and you have a disability that requires special arrangements at the meeting, please contact the City Secretary’s Office at 817.410.3182 at least 24 hours in advance of the meeting. Reasonable accommodations will be made to assist your needs. This meeting can be adjourned and reconvened, if necessary, the following regular business day. City Council October 3, 2023 Page 4 STATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE The City Council of the City of Grapevine, Texas met in Regular Session on this the 3rd day of October, 2023 in the City Council Chambers, Second Floor, 200 South Main Street, with the following members present: William D. Tate Mayor Darlene Freed Mayor Pro Tem Sharron Rogers Council Member Chris Coy Council Member Duff O’Dell Council Member Paul Slechta Council Member Leon Leal Council Member constituting a quorum, and with the following members of the City Staff: Bruno Rumbelow City Manager Jennifer Hibbs Assistant City Manager Matthew C.G. Boyle City Attorney Tara Brooks City Secretary Call to Order Mayor Tate called the meeting to order at 5:30 p.m. in the City Council Chambers. Item 1. Invocation Pastor Lorena Valle with Gateway Church gave the invocation. Item 2. Posting of the Colors and Pledges of Allegiance Pastor Valle lead the Pledge of Allegiance. Item 3. Citizen Comments David Besgrove, 409 South Main Street, Grapevine presented a petition to Council requesting that Main Street be changed to an Entertainment District to allow pedestrians to carry alcohol on Main Street. PRESENTATIONS Item 4. Mayor Tate to present a proclamation declaring October 2023 as Domestic Violence Awareness Month. Mayor Tate read the proclamation and declared October Domestic Violence Awareness Month. Victim Services Advocate Makayla Moore received the proclamation and updated Council on the activities of the Victim Services Office. Council did not take any action on this item. Item 5. Mayor Tate to present a proclamation recognizing National Night Out on October 3, 2023. Mayor Tate read the proclamation and declared October 3, 2023 National Night Out. Police Chief Mike Hamlin accepted the proclamation and announced there were approximately 40 neighborhoods that were holding National Night Out events. He also thanked Council for their support. Council did not take any action on this item. City Council Members Sharron Rogers and Chris Coy arrived at the meeting at 6:41 p.m. Item 6. Staff to present an update on Christmas Capital of Texas planning. Convention and Visitors Bureau Director P.W. McCallum updated City Council on the schedule of events for Christmas Capital of Texas. Events Manager Erin Burke described the Carol of Lights events that will take place on November 20 and the Merry and Bright Drone Shows that will take place on December 2, December 9 and December 16. Events Manager Burke answered questions from Council. Council did not take any action on this item. NEW BUSINESS Item 7. Consider the award of RFB 40-23 for Settlers Park Improvements Phase 1 to RLM Earthco, Ordinance No. 2023-062 to appropriate the funds, and take any necessary action. Parks and Recreation Director Chris Smith reported that the award of bid for Settlers Park Improvements Phase 1 will be for the items that were presented at the September 19 Council meeting. The total cost of Phase 1 is $3,3446,000 of which the Texas Parks and Wildlife Department will provide $500,000 through the Recreation Grants Non-Urban Local Park Grant Program. Motion was made to approve the award of RFB 40-23 for Settlers Park Improvements Phase 1 to RLM Earthco and Ordinance No. 2023-062 to appropriate the funds. Motion: O’Dell Second: Slechta Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal City Council October 3, 2023 Page 2 Nays: None Approved: 7-0 ORDINANCE NO. 2023-062 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS INCREASING ESTIMATED RECEIPTS OF $500,000 IN THE QUALITY OF LIFE FUND FROM THE RECREATION GRANTS NON-URBAN LOCAL PARK GRANT PROGRAM; APPROPRIATING $1,700,000 IN THE CAPITAL PROJECTS GENERAL FACILITIES FUND; TRANSFERRING $1,700,000 FROM THE CAPITAL PROJECTS GENERAL FACILITIES FUND TO THE QUALITY OF LIFE FUND; AUTHORIZING THE APPROPRIATION $3,346,000.00 IN THE QUALITY OF LIFE FUND FOR THE SETTLERS PARK IMPROVEMENTS PHASE 1 PROJECT; DECLARING AN EMERGENCY AND PROVIDING AN EFFECTIVE DATE CONSENT AGENDA Consent items are deemed to need little Council deliberation and were acted upon as one business item. Any member of the City Council or member of the audience may request that an item be withdrawn from the consent agenda and placed before the City Council for full discussion. Approval of the consent agenda authorizes the City Manager, or his designee, to implement each item in accordance with Staff recommendations. No one requested to remove any items from the consent agenda. Item 8. Consider the purchase of on-site personal protection equipment cleaning, inspection and repair from Rocky Mountain PPE, LLC. Fire Chief Darrell Brown recommended approval of the purchase of cleaning, inspection and repair of on-site personal protection equipment for a total amount not to exceed $18,060. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 9. Consider the purchase of a Reelmaster 5510-D mower from Professional Turf Products. City Council October 3, 2023 Page 3 Golf Director Robert Singletary recommended approval of the purchase of a mower for the Grapevine Golf Course for a total amount not to exceed $90,523. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 10. Consider the renewal of annual contracts for horticulture chemicals and fertilizers with BWI Companies, Inc., Helena Chemical Company, Simplot and Innovative Turf Supply for the Grapevine Golf Course. Golf Director Singletary recommended approval of the purchase of various horticulture chemicals and fertilizers to be used at the Grapevine Golf Course on an as-needed basis for an estimated amount of $150,000. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 11. Consider renewal of annual contract for post 65 health insurance with Retiree First. Human Resources Director Rachel Huitt recommended approval of the annual contract for the continuation of health insurance for retirees aged 65 and over for an annual estimated amount of $750,000. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 12. Consider a professional services contract for IT and technology project management support from Blackwelder Services. Chief Technology Officer Tessa Allberg recommended approval of the contract for project management services to support the IT Project Management Office for an amount not to exceed $80,000. City Council October 3, 2023 Page 4 Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 13. Consider the renewal of a service contract for datacenter system and network administration from LEAF TCS. Chief Technology Officer Allberg recommended approval of the renewal of a contract for datacenter system and network administration services for an amount not to exceed $80,000. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 14. Consider renewal of an enterprise license agreement for geographic information system software with Esri, Inc. Chief Technology Officer Allberg recommended approval of the renewal of the enterprise license agreement for geographic information software for a total amount not to exceed $56,700. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 15. Consider purchase for mailing services of the GO Grapevine magazine and printing and mailing services for the City newsletter from Community Impact Newspaper (JG Media). Parks and Recreation Director Smith recommended approval of the mailing services for the GO Grapevine and printing and mailing services for the City’s newsletter for an amount not to exceed $47,322. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal City Council October 3, 2023 Page 5 Nays: None Approved: 7-0 Item 16. Consider a personal services contract for annual racial profiling and Equal Employment Opportunity reporting and compliance with Del Carmen Consulting, LLC. Police Chief Hamlin recommended approval of the personal services contract for annual racial profiling and Equal Employment Opportunity reporting for an amount not to exceed $128,000. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 17. Consider the renewal of the Crimes law enforcement computer software, licenses, system maintenance and services from Sam Houston State University. Police Chief Hamlin recommended approval of the renewal of the Crimes law enforcement computer software licenses, system maintenance, and services for an amount not to exceed $55,650. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 18. Consider the renewal for police public safety radio system circuits with the Department of Information Resources. Police Chief Hamlin recommended approval of the renewal of the purchase of circuits for the public safety radio system for an amount not to exceed $17,900. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 19. Consider the renewal of the annual contracts for aggregate materials with Big Sandy Sand Company, Burnco Texas, LLC, DFW Materials, Earth Haulers, Inc., Green Dream International LLC, Lowery Sand & Gravel Co. Inc. and Martin Marietta Inc. City Council October 3, 2023 Page 6 Public Works Director Bryan Beck recommended approval of the purchase of aggregate materials that will be used by Public Works, Parks and Recreation and the Grapevine Golf Course on an as-needed basis for an annual estimated amount of $150,000. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 20. Consider the purchase of an elevator modernization package with ThyssenKrupp Elevator Corporation for City Hall. Public Works Director Beck recommended approval of the purchase of an elevator modernization package for the City Hall elevator in an amount not to exceed $250,000. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 21. Consider the purchase and installation of dimming racks for the City Hall Council Chambers from Digital Resources, Inc. Public Works Director Beck recommended approval of the purchase and installation of dimming racks for the Council Chambers for a total amount not to exceed $23,625. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 22. Consider vehicle service repairs for fleet vehicles with Holt Cat, Sam Packs Five Star Ford, Industrial Power, Classic Chevrolet, Siddons-Martin, Inland Truck Part Company, TLR Hydraulics, Euless Wrecker Services, Grapevine Ford and Stewart Stevens. Public Works Director Beck recommended approval of agreements for the repairs of various fleet vehicles on an as-needed basis for an estimated amount not to exceed $150,000. City Council October 3, 2023 Page 7 Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 23. Consider the purchase of a 2023 Ford Escape Hybrid from Chastang Enterprises for the Library. Public Works Director Beck recommended approval of the purchase of a Ford Escape Hybrid, for a total amount not to exceed $43,070, to be used for the Library’s Homebound Delivery Service Program. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 24. Consider for the purchase of a 2023 Chevrolet Silverado from Classic Chevrolet for the Parks and Recreation Department. Public Works Director Beck recommended approval of the purchase of a 2023 Chevrolet Silverado for the Parks and Recreation Maintenance Division for a total amount not to exceed $48,837. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 25. Consider the purchase of UV lamps for the Wastewater Treatment Plant from Vision Equipment LLC. Public Works Director Beck recommended approval of the purchase of replacement UV lamps for the disinfection system at the Wastewater Treatment Plant for an amount not to exceed $51,400. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal City Council October 3, 2023 Page 8 Nays: None Approved: 7-0 Item 26. Consider the purchase of two replacement bypass pumps for emergency bypass of lift stations from Global Pump Solutions. Public Works Director Beck recommended approval of the purchase of two replacement emergency bypass pumps for an amount not to exceed $158,900. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 27. Consider the purchase three Flygt pumps for Train 1 at the Wastewater Treatment Plant from Xylem Water Solutions USA, Inc. Public Works Director Beck recommended approval of the purchase of three replacement sludge pumps for the Wastewater Treatment Plan for an amount not to exceed $47,600. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 28. Consider the first amendment to the engineering contract for the design of the Train 1, Train 2 and Train 3 Improvements at the Wastewater Treatment Plant with Provenance Engineering LLC and Ordinance No. 2023-063 to appropriate the funds. Public Works Director Beck recommended approval of the first amendment to the engineering contract for the Train 1, Train 2, and Train 3 Improvements at the Wastewater Treatment Plant for an additional cost of $283,000. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 City Council October 3, 2023 Page 9 ORDINANCE NO. 2023-063 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, AUTHORIZING THE APPROPRIATION OF $283,000 IN THE UTILITY ENTERPRISE CAPITAL FUND; DECLARING AN EMERGENCY AND PROVIDING AN EFFECTIVE DATE Item 29. Consider the renewal of an annual sole source contract for multimedia services for live streaming, archiving and live closed captioning of public meetings with Granicus (formerly Swagit Productions, LLC). City Secretary Tara Brooks recommended approval of the agreement for live streaming, recording, archiving and closed captioning of public meetings for an amount not to exceed $31,110. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 Item 30. Consider the minutes of the September 19, 2023 Regular City Council meeting. City Secretary Brooks recommended approval of the minutes as provided. Motion was made to approve the consent agenda as presented. Motion: O’Dell Second: Coy Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 ADJOURNMENT Motion was made to adjourn the meeting at 6:01 p.m. Motion: Coy Second: Slechta Ayes: Tate, Freed, Rogers, Coy, O’Dell, Slechta and Leal Nays: None Approved: 7-0 City Council October 3, 2023 Page 10 Passed and approved by the City Council of the City of Grapevine, Texas on this the 17th day of October, 2023. APPROVED: ___________________________ William D. Tate Mayor ATTEST: ___________________________ Tara Brooks City Secretary City Council October 3, 2023 Page 11