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04-04-2017 Agenda with backupMEETING AGENDA City Council REGULAR SESSION CITY COUNCIL April 4, 2017 HAL BALDWIN MUNICIPAL COMPLEX COUNCIL CHAMBERS 1400 SCHERTZ PARKWAY BUILDING #4 SCHERTZ, TEXAS 78154 Call to Order — Regular Session Opening Prayer and Pledges of Allegiance to the Flans of the United States and State of Texas. (Minister C.D. Peterson, Resurrection Baptist Church) Recognition and Presentation • Introduction of the Student Mayors and Student Councilmembers for the Day. (Mayor /Council /Executive Management) - Student Mayors — Dobie Jr. High, 8th Grade Zoe Gamboa and Corbett Jr. High, Stn Grade Griffin Matthys - Student Councilmembers — Dobie Jr. High, 7th Grade Zaryah Wray and Corbett Jr. High, 7th Grade Alexandra Hickok Presentation • Presentation regarding donations to the Animal Services Department. (D. Wait/M. Harris /S. O'Brien) Proclamations • National Crime Victims Week (Nicole Douglass) • Sexual Assault Prevention and Awareness Month (Nicole Douglass) • Child Abuse Prevention Month (Nicole Douglass) 04 -04- 2017 -2017 Council Agenda New Employee Recognition • Public Affairs — Marketing & Communications Specialist Devan Flores. (S. Gonzalez /:L. Klepper) • Public Works — Water & Wastewater Serviceman 1 Anthony Jimenez. (D. Wait /J. Hooks /D. Letbetter) City Events and Announcements • Announcements of upcoming City Events (B. James /D. Wait /S. Gonzalez) • Announcements and recognitions by City Manager (J. Kessel) Hearing of Residents This time is set aside for any person who wishes to address the City Council. Each person should fill out the speaker's register prior to the meeting. Presentations should be limited to no more than 3 minutes. All remarks shall be addressed to the Council as a body, and not to any individual member thereof: Any person making personal, impertinent, or slanderous remarks while addressing the Council may be requested to leave the meeting. Discussion by the Council of any item not on the agenda shall be limited to statements of specific factual information given in response to any inquiry, a recitation of existing policy in response to an inquiry, and /or a proposal to place the item on a future agenda. The presiding officer, during the Hearing of `Residents portion of `the agenda, will call on those persons who have signed up to speak in the order they have registered. Workshops • Discussion regarding proposed Comprehensive Plan Amendment prompted by the Randolph JLUS update. (B. James) • Discussion regarding Schertz Parkway Repairs. (B. James /K. Woodlee) Consent Agenda Items The Consent Agenda is considered self - explanatory and will be enacted by the Council with one motion. There will be no separate discussion of these items unless they are removed from the Consent Agenda upon the request of the Mayor or a Councilmember. 1. Minutes — Consideration and/or action regarding the approval of the minutes of the Special Meeting of March 24, 2017 and the Regular Meeting of March 28, 2017. (J. Kessel /B. Dennis) 2. Ordinance No. 17 -T -11 — Consideration and/or action approving an Ordinance authorizing a budget adjustment to fund the Northcliffe Waterline Replacement Project Phase 3. Final Reading (D. Wait /J. Hooks) 3. Boards, Commissions and Committee Member Appointments — Consideration and/or action ratifying the appointment of Mr. Earl Hartzog, Board of Adjustments Liaison to the Committee of Committees Advisory Board, and revising and updating the Committee of Committees Board Members. (B. Dennis /Mayor /Council) 04 -04 -2017 City Council Agenda Page - 2 - Discussion Items 4. Resolution No. 17 -R -23 — Consideration and /or action approving a Resolution authorizing a contract with R. L. Jones LP relating to the Northcliffe Waterline Replacement Project Phase 3 and authorizing the budget expenditures for the Project. (B. James /K. Woodlee/L. Busch) 5. Resolution No. 17 -R -24 — Consideration and/or action approving a Resolution authorizing an agreement with Microsoft authorizing the renewal of our Enterprise Agreement and to purchase licenses from SHI Government Solutions relating to email and software services for the Microsoft Office 365 email system. (B. James /M. Clauser) Roll Call Vote Confirmation Requests and Announcements 6. Announcements by City Manager. 7. Future Agenda Item Request for City Council: This is an opportunity for City Council members to request that items be placed on a future agenda. No discussion of the merits of the item may be taken at this time. Should a Council Member oppose placement of the requested item on a future agenda, the Mayor, without allowing discussion, shall ask for the consensus of the other City Council members to place or not place the item on a future agenda. 8. Announcements by Mayor and Councilmembers • City and community events attended and to be attended • City Council Committee and Liaison Assignments (see assignments below) • Continuing education events attended and to be attended • Recognition of actions by City employees • Recognition of actions by community volunteers Executive Session 9. City Council will meet in closed session under section 551.087 of the Texas Government Code, Deliberation Regarding Economic Development Negotiations; Closed Meeting. The governmental body is not required to conduct an open meeting (1) to discuss or deliberate regarding commercial or financial information that the governmental body has received from a business prospect that the governmental body seeks to have locate, stay, or expand in or near the territory of the governmental body and with which the governmental body is conducting economic development negotiations; or (2) to deliberate the offer of a financial or other incentive to a business prospect. Project E -028 Reconvene into Regular Session 9a. Take any action based on discussions held in closed session under Agenda Item 9. Adjournment 04 -04 -2017 City Council Agenda Page - 3 - CERTIFICATION I, BRENDA DENNIS, CITY SECRETARY OF THE CITY OF SCHERTZ, TEXAS, DO HEREBY CERTIFY THAT THE ABOVE AGENDA WAS PREPARED AND POSTED ON THE OFFICIAL BULLETIN BOARDS ON THIS THE 31st DAY OF MARCH 2017 AT 4:00 P.M. WHICH IS A PLACE READILY ACCESSIBLE TO THE PUBLIC AT ALL TIMES AND THAT SAID NOTICE WAS POSTED IN ACCORDANCE WITH CHAPTER 551, TEXAS GOVERNMENT CODE. grewda 1�)eww,Ls Brenda Dennis, City Secretar I CERTIFY THAT THE ATTACHED NOTICE AND AGENDA OF ITEMS TO BE CONSIDERED BY THE CITY COUNCIL WAS REMOVED BY ME FROM THE OFFICIAL BULLETIN BOARD ON DAY OF , 2017. Title: This facility is accessible in accordance with the Americans with Disabilities Act. Handicapped parking spaces are available. If `you require special assistance or have a request for sign interpretative services or other services please call 210 -619 -1030. The City Council for the City of Schertz reserves the right to adjourn into executive session at any time during the course of this meeting to discuss any of the matters listed above, as authorized by the Texas Open Meetings Act. Executive Sessions Authorized: This agenda has been reviewed and approved by the City's legal counsel and the presence of any subject in any Executive Session portion of the agenda constitutes a written interpretation of Texas Government Code Chapter 551 by legal counsel for the governmental body and constitutes an opinion by the attorney that the items discussed therein may be legally discussed in the closed portion of the meeting considering available opinions of a court of record and opinions of the Texas Attorney General known to the attorney. This provision has been added to this agenda with the intent to meet all elements necessary to satisfy Texas Government Code Chapter 551.144(c) and the meeting is conducted by all participants in reliance on this opinion. COUNCIL COMMITTEE AND LIAISON ASSIGNMENTS Mayor Carpenter Councilmember Davis — Place I Audit Committee Schertz Housing Authority Board Interview Committee for Boards and Commissions Interview Committee for Boards and Investment Advisory Committee Commissions TIRZ II Board Councilmember Gutierrez — Place 2 Councilmember Larson — Place 3 Mayor Pro -Tem Edwards — Place 4 Councilmember Thompson — Place 5 Audit Committee Audit Committee Hal Baldwin Scholarship Committee Investment Advisory Committee Interview Committee for Boards and Commissions Cibolo Valley Local Government Corporation Councilmember Kiser — Place 6 Councilmember Crawford — Place 7 Schertz Animal Services Advisory Commission Schertz- Seguin Local Government Corporation Interview Committee for Boards and Commissions 04 -04 -2017 City Council Agenda Page - 4 - CITY COUNCIL MEMORANDUM City Council Meeting: April 4, 2017 Department: Subject: BACKGROUND City Secretary Minutes Agenda No. 1 The City Council held a Special Meeting on March 24, 2017 and a Regular meeting on March 28, 2017. FISCAL IMPACT RM Staff recommends Council approve the minutes of the Special. Meeting of March 24, 2017 and the minutes of the Regular meeting on March 28, 2017. ATTACHMENTS Special Meeting of March 24, 2017 and Regular Meeting of March 28, 2017 minutes. MINUTES SPECIAL MEETING March 24, 2016 A Special Meeting was held by the Schertz City Council of the City of Schertz, Texas, on March 24, 2017 at 8:30 a.m., at the Fairfield Inn & Suites, meeting room, Schertz, Texas. The following members present to -wit: Mayor Michael Carpenter Councilmember Mark Davis Councilmember Scott Larson Councilmember Angelina Kiser Staff Present: Executive Director Brian James Executive Director Kyle Kinateder Assistant to City Manager Sarah Gonzalez Finance Director James Walters Guests Present: Mr. Richard Dziewit (left at 12:50 p.m.) Mr. Glen Outlaw (left at 3:09 p.m.) Staff Present arrived at 3: Mayor Pro -Tem Cedric Edwards n Thompson Crawford Tanager John Kesel tive Director Dudle Wait ,ttorney Charles Zech ecretary Brenda Dennis IT Director Myles Clauser Library Director Melissa Uhlhorn Public Works Manager Doug Letbetter Asst. Police Chief Mark Bane Asst. Fire Chief Kade Long Asst. Parks Director Lauren Shrum GIS Director Tony McFalls -ell Director Lesa Wood Mayor Carpenter called the meeting to order at 8:40 a.m. Welcome /Overview • Discussion and direction in preparation for pre - budget prioritization process and budget goal setting, including but not limited to key growth and service provision indicators such as population growth, tax base development, staffing levels and structure, and how to 3 -24 -201.7 Minutes Page -1- apply the information to assist in appropriate priority based decision making. (J. Kessel /Executive Team) Mr. Kessel outlined the goals for the retreat to include the following topics: • Quick Victories (Brainstorming) • Revenue Fund • The "Cut Line" and expanded program — list what matters most in Pre - budget • Main Street • Contracts • 5 Year Goal Setting Mayor, Council and Executive Management out Into, groups a -ed them with the topics: help make or talent, and treasure [me up with the following quick of the Council. ;ise system ark out 3 to 5 miles, include North, South at,,Schertz area. Involve exercise community; involve irks & Recreation. Develop a fitness page on website to at we already have in the different areas, create flyers, get lities,we have in Schertz that citizens can use, i.e., tennis ,ss from high school, school track, etc. Create and include markers in the different areas of Schertz. Purchase simple that can be placed in the different parks within Schertz. rail system program at different parks within Schertz group) — include different events, utilize various volunteer above, possibly use some of profits for support groups like BVYA, SYSA from food truck vendors. Involve YMCA and have an instructor at a small fitness event along a trail. Have YMCA set up different events such as Zumba, body combat, yoga, etc. Possibly select different streets to promote walks. Utilize signage; wrap electrical boxes, highway signage, various marques. Utilize Crescent Bend Park for a star gazing event. 3 -24 -2017 Minutes Page - 2 - • Need for Volunteers — create a Volunteer Banner on the website that will include all areas within Schertz that need volunteers for the different Schertz events as well as list and include outside non -profit groups on the site. Possibly include a magazine page that focuses on volunteers. • Character quality of Schertz by displaying public art, wrap electrical boxes within the city, initiate highway signage that will draw people to Schertz, move the Train that resides on Hwy, 78 to Pickrell Park or another park within the City. • Recreational and Civic Events — low cost 'improvements to park, create a recreational volleyball court. Carne up with other ways to use our parks, i.e. fitness trails (Forest Ridge :& FM 3019, create possible disc golf courses at one of our parks. • Cleanup events, • Create a "New to Schertz" various information for new res • Walk with the Live. Website. Gather and include • Main Street projects,- clo tinue,wtthAhe beautification, close street for small , jazz event; utilize food trucks for small events. Small beatifica*n projects such as planters, direction signage. Close Main street fora special event; invite high school bands. • How much is enough? How much did we have in 2007 (actual dollars and percent)? • Staff would propose the development of a more detailed General Fund Reserve Fund Policy for the >25% reserves. • Uses for Fund Balance • We have 2 types of expenses • 1) Ongoing, regular expenses that come up each year and are expected to conduct regular day to day operations 3 -24 -201.7 Minutes Page - 3 - ♦ Optimal Funding Source: Annual, recurring revenues • 2) Irregular, usually large, expenses that come up once over a particular time span ♦ Optimal Funding Source: Debt, savings /fund balance • For the Second Type of Expenses: • Some will be so large that it would be very hard to fund out of a single year's recurring revenue stream while funding ongoing operational expenses ♦ Phone system replacements ♦ Fire Apparatus replacements ♦ Financial Software package replacements ♦ Major Building Maintenance • Recession & Disaster Recovery • Recession: lower revenue for the City, no new growth • Some indicators may be present ahead of time • Negative impact will ramp up and not be realized all at once • Growth will slow down or stop,, r1educing need for new staff • Steps can be taken to mitigate operational impacts • Solution: put money into reserves marked for vehicle and equipment replacement above 5% • Disaster Recovery: severe damage to private and public property resulting in drastically reduced propefy lees • The city would need current staff, br more, to provide service to the citizens after the disaster • Recurring revenues may NOT be able to provide for operating OR capital oxpenditures due to reduced property values • Solutipn: put money into reserves marked for capital and use the 25% to Councilmmber Kiser arrived at "40:46 a.m. cilmem Crawford"Ieft the meeting at 10:48 a. m. -Recession Fund Balance ♦ Vehicle Replacement — 2 years' worth of vehicle expenses ♦ Equipment Replacement — 2 years' worth of capital equipment expenses -Large Program Expenditures — Target amount based on needs ♦ Fire Apparatus Purchases ♦ Phone System and Software Upgrades ♦ Building Maintenance -25% Emergency /Disaster Recovery 3 -24 -2017 Minutes Page - 4 - City Manager John Kessel stated that staff will be developing a Reserve Philosophy based upon discussions of the above and input provided by Members of Council. He stated that this would be prepared and discussed around the mid - budget time. Mayor Carpenter stated that the City needs to set a new reserve number, pass a resolution and publish out to our :Bond Companies. • Pre- Budget Policy Decision Points - "Cut Line" and Expanded Program List discussion. Mr. Kessel explained to Council regarding the cut lines of the expanded programs list that comes from the various departments. He stated that some of the items departments provide are below the cut line and members 6 Council do not see these. Mayor Carpenter recessed the meeting at 1.1:55 a.m., Mayor Carpenter reconvened the meeting at 12:20 p. Mayor, Council and Executive Management di thoughts: • Pre- Budget Policy is (con providing tir input and • How aloes the City develop the Expanded Project List? +► Key city needs as identified by staff Strategic Plan Policy Values • Various studies and plans • 5 Year Goals (key factor) • Council and staff discussions and dialog • Citizen Survey and Employee Engagement • Council on the Go and other public input • Prioritization takes place as a team effort by staff and is considered during the budget by Council. 3 -24 -2017 Minutes Page - 5 - • Budget Goal Policy Direction: Members of Council and Executive Management discussed the following providing their input: • Budget Goals: • Balanced Structurally • Conservative and Responsible • Follows Financial Policies Maintains "urrent Set-vice Levels (current) 0 i" rovi {'e A ppr4,)1pri;.1.t S,,,: r'`l3ce i e,, Ck cl-l.i 5gc • Focuses on Priorities Mayor, Council and Executive Management discussed the fallowing providing their input: • Budget Management Practices: • Creation & Aubroval Proce in Affirmed at the January 20, 2017 Council retreat Retreat (Set key policies) • Year Erid'Projections • "Base Budget Creation • Program Expansion Review Pre Budget Community Meetings • Mid Budget Retreat • Budget Submission and Council Action th • August 4 the Budget will be submitted to Council and the public • A preliminary tax rate must be set to put a notice in the paper for the public hearings • Two public hearings must be held if the City entertains the possibility of a rate over the effective rate • The Budget must be adopted before the tax rate 3 -24 -2017 Minutes Page - 6 - • Council must adopt the tax rate with 5 aye votes • Main Street Discussion: Mayor Council and Executive Management discussed the Main Street area providing their input and suggestions. For possible improvements as well Management mentioned the overall problems with the main street areas as it is in a flood plain and it is difficult for those to come and invest in that area. Members discussed possible small business incentives that could be accomplished but would have to be budgeted. Mayor Carpenter, Mayor Pro -Tern Gutierrez will form a Main Street gathering input and comments and pro- Cou n cilm em ber Crawford returned back to the m Guest Richard Dziewit left the meeting at 12:50 p • Contracts: (Discussion) Contracts and the o Although a own way) Councilmembers Davis and ind visit the area businesses back t6 the entire Council. at 12:50 p.m. the following providing their inertia with,gard to contracts. The City fcbrmina well and do we still have that which is managed by the Purchasing staff ing coordinates compliance with )rement as a one stop shop (rather than • Municipal contracts can range from simple, one -time purchases to complex, multi- year,rvice agreements. • The broadest categorization of contracts can be for the purchase of goods, for the payment of services, or between governmental agencies. • Contracts also have a regulatory component which is managed by the Purchasing staff and the owner department. Mr. Kessel stated that staff will be reviewing existing contracts asking if the contracts are performing well and do we still have a need for the contract. Staff would propose the development of a contract philosophy to guide both the factors that make an effective and necessary contract, as well as to address best practices for compliance. • 5 Year Goal Setting (Discussion) 3 -24 -2017 Minutes Page - 7 - Mayor, Council and Executive Management discussed the following providing their input: • What are the main considerations for something to rise to a "five year goal"? • Size (takes more than one budget year) • Highest importance to long term success (more than just urgent) Over the next ten years, what will most drive our success? 1. Quality of Staff (Compensation) 2. Quantity of Staff (Staffing Levels) 3. Staff Training /Retention /Succession 4. Facilities and infrastructure for 50,01 5. Innovation investment (Cost /Benefit Is always playing catch up in these area$, acce citizens and businesses? Can we truly "do more with less" and be fory growing demand for service without adequat( areas? Senior Staff joined 'ouncil at 3:00 p.m. City Manager, Mayor" Carpenter and Council briefed staff on the discussions which were discussed today sharing information and ideas on their brainstorming ideas regarding quick victories, reserve fund suggestions, main street ideas and developing a Council Main Street Committee. Mayor, Council, Executive Management and staff went over the following: • Draft: 5 Year Goals 2017/18 (Discussion) • Roads 3 -24 -201.7 Minutes Page - 8 - • Building and Parks Facilities Repairs • Catch up/be proactive w /preventative maintenance • Fire Station 3 Completion • Compensation Study Y3 • Strategic Staffing Levels Study • Work Towards Reserve Goal Guest Glen Outlaw left at 3:36 p.m. Staff provided information to Council on the quick vi as of this date. They also provided information on upe, 14 Mayor Carpenter and City Manager John thanking staff and Council for participating t and suggestions. Adjournment Mayor Carpenter adjourned the meeting at 3:54 p.m. ATTEST: Brenda Dennis, City 3 -24 -201.7 Minutes Page - 9 - ideas that are on -going quick victories. ividod their closing remarks (2) day,providing their input R. Carpenter, Mayor MINUTES REGULAR MEETING March 28, 2017 . A Regular Meeting was held by the Schertz City Council of the City of Schertz, Texas, on March 28, 2017, at 6:00 p.m. in the Hal Baldwin Municipal Complex Council Chambers, 1400 Schertz Parkway, Building #4, Schertz, Texas. The following members present to -wit: Mayor Michael Carpenter Councilmember Mark Davis Councilmember Scott Larson Councilmember Angelina Kiser Staff Present: Executive Director Brian James City Attorney Charles Zech Call to Order — City Council Regular Session Mayor Pro -Tem Councilmember City Mayor Carpenter called the meeting to order at 6:00 p.m. ve Thompson rawford actor Dudley W Brenda Dennis the pledges of allegiance to the City Evcttt (B. James /D. Wait /S. Gonzalez) if there were any students who still wished to sign up up sheet was on the table out in the foyer. big screen behind the dais was temporarily inoperable at this time the individual ones before them. Executive Director Brian James who provided the following • Friday, March 31 Guns N 'Hoses Basketball Game Steel High School 7:00 pm — 9:00 pm Game is between Cibolo Fire and Police Departments. Game will benefit a local food bank. 3 -28 -201.7 Minutes Page - 1 - • Friday, March 31 and Saturday April 1 Schertz Library Book Sale Friday 10:00 am — 5:00 pm and Saturday 11:00 am — 5:00 pm Wednesday, April 5 Military Affairs Committee (MAC) Meeting Chamber Conference Room 11:30 -12:30 MAC Mission: "The MAC engages to enhance relations between the Military and Civilian communities; provide for families who locate within our community and advance the pro - business climate in the area through military affair initiatives, and enhance the business community's relationship with Joint Base San Antonio - Randolph Air Force Base." Contact the Chamber for more information at extension 1950. Thursday, April 13 Community Volunteer Fair, 5:30 -7:00 pm, Schertz Civic Center Tuesday, April 18 Council on the Go Townhall Meeting, starting at 6:30 pm Saturday, April 8 Randolph Kendrick Club 8:1.5 — N Celebrate retirees and spouses of ; Tricare, Associa ion of the Army, vendors will:be present. Friday, April 1 Cafeteria, old friends and make new ones. ns Commission and many more ne tb be "updated soon. No need to register for the three VP to Brenda X 1030 or Donna X 1031. Held in the Bob or Donna to register for this event. Event takes place at the Double Tuesday, April 4 Council Meeting 6:00 pm _ A workshop will be held to update Council on the Comprehensive Land Use Plan amendment in southern Schertz that is associated with the Joint Land Use Study (JLUS) in order to be more prepared for any action that may be taken on April 1.1. • Announcements and recognitions by City Manager (J. Kessel) 3 -28 -201.7 Minutes Page - 2 - Mayor Carpenter recognized City manager John Kessel who thanked STRYKE who let the city use their short range projectors. He also thanked staff and council for their participation in the recent two day retreat held last week. They got some good direction and good ideas. He announced that the Economic Development Corporation would like to have a joint meeting with city council to talk about some different ideas and ensure that everybody is seeing things the same way. They will work to get that set up. He would like for it to be in April or May but his first preference is April. Coun cilm em ber Davis arrived at 6:13 p.m. Mayor Carpenter moved to the Workshop part of the Workshops • Presentation and update from Guadalupe Report. (D. Wait /J. Riggs) Center — Pre Mayor Carpenter recognized Dr. Jerry Riggs who provided some history on this program. On March 5, 2013, . City Council approved an lnterlocal Agreement with Guadalupe :Regional Medical Center (the Hospital) relating to a prescription access ,program. This program offers assistance to qualified citizens of the' city,, that enables them to purchase prescription medication at a significantly reduced price. The�,proyision of a prescription assistance program is a public purpose and preserves and protects these qualified citizens' health and safety. The Hospital will ptovide:prescription medications free of charge or at a low cost to citizens who qualify for assistance under the guidelines established by each drug manufacturer and as described to the City by the Hospital. The Hospital will comply with all federal, state, county, and City laws, rules; 'Ordinances, and regulations which may affect the agreement. Councilmemher'Larsvn arrived at 61:21 p.m. A Written report will be provided b the Hospital to the City Council of the City on or about March 1 and September,l of each year. This report will document that the payments made by the City-,,have primarily;, benefitted citizens of the City and will include such information as total number of residept patients served, number of prescriptions filled, retail dollar value of prescriptions; and sources of program funds. The fiscal impact' to the City is $5,000 annually. This is a budgeted item. The City's contribution helps pay for the cost of administering the program. This report is dated September 1, 2016 through February 28, 2017. Mayor Pro -Tern Edwards thanked Dr. Riggs and his staff for their work in this program and emphasized how very needed and very much appreciated it is by the city residents and council. Dr. Riggs addressed more questions and comments from Council and Mayor. Mayor Carpenter moved back to the Presentation part of the agenda. 3 -28 -201.7 Minutes Page - 3 - Presentation • Quarterly Financial Report (B. James /J. Walters) Mayor Carpenter recognized Finance Director James Walters who stated this is the first time the Finance Department has done a quarterly financial report to council (other than the annual CAFR report). In the future they will be doing these reports quarterly. Mr. James provided a Power Point presentation reflecting the revenue and expenses, cash investments, and yearly performance. Mayor Carpenter moved to the last Workshop on the Workshops • Presentation and update from SAMCO Walters /M. McLiney /A. Friedman) bond issuances.,! (B. James /J. Mayor Carpenter recognized Financial Advisor Mark. McLiney with SAMCO Financial Markets who stated they work with the city whenever, it borrows money to assist in getting them out to market. He stated the ;city has the second highest rating which is Double A Plus (AA +), which is excellent. Each year e are getting stronger:- `-,,,, Financial Advisor Andrew Friedman spnkf obligation bonds and certificates of obi However, this will be a overview to get t about what longterm debt,options are ava for General Obligation Bonds and Certi involved with the financing team to accon ale, and provided council information on general . which is planned for an issuance later on. w council on board. He provided information to cities. He explained issuance requirements s of Obligation, and expanded on what is successful financing. He explained the three npetitive Sale, and 3) Private Placement. He qualified debt. A proposed timetable was There were no questions from Council. son who wishes to address the City Council. Each person should fill to the meeting. Presentations should be limited to no more than 3 All remarks shall be addressed to the Council as a body, and not to any individual member thereof. Any person making personal, impertinent, or slanderous remarks while addressing the Council may be requested to leave the meeting. Discussion by the Council of any item not on the agenda shall be limited to statements of specific Actual information given in response to any inquiry, a recitation of existing policy in response to an inquiry, and /or a proposal to place the item on a future agenda. The presiding officer, during the Hearing of Residents portion of the agenda, will call on those persons who have signed up to speak in the order they have registered. 3 -28 -2017 Minutes Page - 4 - Mayor Carpenter recognized the following who spoke: • Mrs. Maggie Titterington, President of The Chamber, who started by thanking Mayor Pro- Tern Edwards and Councilmembers Davis and Gutierrez for attending the Hampton Inn Grand Reopening. The support was really appreciated. She thanked Eddie Diggs with Public Works regarding the assistance he provided to Schertz Funeral Home whose gas lines were accidently cut three timcls,,'ti oiw during the course of construction. Eddie and possibly others have been working with them to resolve the issues. Lastly she thanked Simmons Real Estate who got their finally going up. She stated she would like council to seriously c,; small businesses. Universal City has a store fx visual improvement program, and Cibolo has s on the business. Selma is working with some through general funding something can be develi way. She volunteered to assist in heading up a co and their building is inking of an incentive program for vement program, ,,Live . Oak has a gent types of programs depending businesses. She stated she knows stated an incentive could go a long look at some possibilities. Carpenter recognized. Mayor Pro -Tem Edwards who spoke in favor of developing a s incentive program in chertz. He suggested that EDC Director Kyle Kinateder could put together Some infortru Lion on what other cities are doing and have it available at cial Joint Meeting with Council coming up. He also suggested The Chamber President Titterington be ihvited to attend and provide her thoughts. The Consent Agenda is considered self- explanatory and will be enacted by the Council with one motion. There will be no separate discussion of these items unless they are removed from the Consent Agenda upon the request of the Mayor or a Councilmember. 1. Minutes — Consideration and/or action regarding the approval of the minutes of the Regular Meeting of March 7, 2017. (J. Kessel/B. Dennis) 2. Ordinance No. 17 -C -06 — Consideration and /or action approving an Ordinance amending the Schertz Code of Ordinances Chapter 18, Buildings and :Building Regulations, Article IV, 3 -28 -2017 Minutes Page - 5 - National Electrical Code, Section 18 -81, Article 210.52 Dwelling Unit Receptacle Outlets (D) Bathrooms. Final Reading (B. James /L. Wood /G. Durant) The following was read into record: ORDINANCE NO. 17 -C -06 AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AMENDING THE CODE OF ORDINANCES OF THE CITY OF SCHERTZ CHAPTER 18, BUILDINGS AND BUILDING REGULATIONS, ARTICLE IV, NATIONAL ELECTRICAL CODE, SECTION 18- 1: AMENDMENTS. 210.52 DWELLING UNIT RECEPTACLE OUTLETS (D) BATHROOMS. 3. Boards, Commissions and Committee Member Resipations — Consideration and /or action ratifying the resignations of Jim and Diana Webb�from the Historical Preservation Committee. (B. Dennis /Mayor /Council) Mayor Carpenter recognized Councilmember Thompson who moved, seconded by Councilmember Davis to approve consent agenda itetns: l -3. The vote was unanimous with Mayor Pro -Tem Edwards, Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser and Crawford voting for and no one voting no. Motion passed. Discussion Items 4. Resolution No. 17-R47 - CAFR FY 2015 46 — Presentation and consideration and /or action approving a Resolution auth6rizing approval of the Comprehensive Annual Financial. Report (CAFR) for Fiscal Year 2015 -16. (B. James /J, Walters /D. Fraser) The following was SOLUTION NO. 17 -R -17 A "RESOLUTION, BY THE CITY `COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING THE APPROVAL OF THE COMPREHENSIVE ANNUAL FINANCIAL REPORT FOR FISCAL YEAR 2015 -16, AND OTHER MATTERS IN CONNECTION THEREWITH Mayor Carpenter recognized CPA Debbie Fraser of Armstrong, Vaughan & Associates, who stated state law requires that local governments complete an annual audit by an independent licensed public accounting firm. This is the official. Financial. Statement - Fiscal Year 2015 -1.6 Comprehensive Annual Financial Report (CAFR) for the City of Schertz as of September 30, 2016. These statements show the financial performance and financial health of the City for the previous fiscal year. Ms. Fraser stated the city got an unmodified opinion, which means the financial statements after adjustments are fairly stated and materially correct. There were 29 adjustments, 19 of them were PBC (provided by client) and the rest were provided by the accounting firm. 3 -28 -201.7 Minutes Page - 6 - Ms. Fraser stated the audit is divided into three areas: 1) Management discussion, 2) Financial Statements (statement of financial position and statement of activities) and 3) the Statistical Section. She provided a variety of information regarding the city's net position, general funds, expenditures and revenues, pension status, property tax income, sales taxes, etc. Ms. Fraser addressed comments and questions from council. Mayor Carpenter recognized Councilmember Thompson who moved, seconded by Councilmember Kiser. The vote was unanimous with Mayor Pro -Tem Edwards, Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser I and Crawford voting for and no one voting no. Motion passed. 5. Resolution No. 17 -R -19 — Consideration and/or action approving :a. Resolution authorizing First Quarter EMS Debt Revenue Adjustments, Utility Billing Debt Re -venue Adjustments and Schertz Magazine Debt Revenue Adjustments for certain inactive ' tuttanding accounts receivables. (B. James /J. Walters /R. Rosales /J. abbitt /L. Klepper) The following was read into record: A RESOLUTION BY THE CITY AUTHORIZING THE FIRST QU UTILITY BILLING DEBT l MAGAZINE DEBT REVENUE OUTSTANDING RECFIVABLE,� ON NO. 17- OF THE CITY OF SCHERTZ, TEXAS IS DEBT REVENUE ADJUSTMENTS, ADJUSTMENTS AND SCHERTZ ✓TENTS FOR CERTAIN INACTIVE ,HER MATTERS IN CONNECTION Mayor Carpenter r6co gnized Director of Finafice James Walters who stated in the EMS, Utility Billing, and Magazine functit s, services are provided to customers up front and billig,is settled later. Due io the fact that services are provided before receiving payment, iriwitably the City has customers that. do not pay for the services provided. Whn this occurs, staff teaches out to the customer to try to collect the outstanding payment including follow up notices and phone calls to try and reach out to the customer to remind them of the outstanding; balance and encourage payment. However, the longer the customer account goes without apayment the less likely that any payment will be received. Once a customer account reaches 1.80 days without payment, Staff brings those accounts to the City Council to be "written off'. This process is an accounting procedure following the Generally Accepted Accounted Principles (GAAP), which lays the framework of accounting practices in the U.S. This designation means it is unlikely those outstanding balances will ever be collected. This leads to an accounting adjustment on the City's Financial Statements to accurately show how much is still outstanding and is reasonable to expect collection. If a customer's account has been written off, this does not erase or forgive that debt. The city can and does collect some portion of the amount owed by those customers. This can be 3 -28 -201.7 Minutes Page - 7 - through the debt collection agency used by EMS or if the customer returns to the City and requests new services through the Magazine or Utility Billing. Staff is in the process of exploring best practices that can lead to lower write offs going forward. The resolution authorizes the debt for these areas that is more than 1.80 days outstanding as of February 28, 2017 to be written off. These write offs come before council quarterly and last came before council on December 13th 2016. This accounting adjustment will not affect the City's Budget of-, financial standing. The amount written off is estimated during the budget process and is accounted for in the revenue estimations and the bad debt expense accounts. The action taken tonight will reduce the amount shown as owed to the City by $621,138.97 and set it equal, to the amount seen as still reasonably collectible. The breakdown is as follows: 1) EMS - $012,712.25 and 2) Utility Billing - $8,426.72. The Schertz Magazine does not hiive any write offs at this time. Mayor Carpenter recognized Councilmember Thoml Councilmember Kiser to approve Resolution NP:- J 7 -R -1 Mayor Pro -Tem Edwards, Councilmembers Davj,,Gu and Crawford voting for and no one voting no. Motion 6. Resolution No. 17 -R -20 — Con: permission to accept the TCEQ Long) The following was read into record: A RESOL CITY OF SCI 9 $89,263.9 and/or action Hazmat Eqt UTION O. 17 -R -20 son who moved, seconded by . The vote was unanimous with ierrez, Larson, Thompson, Kiser passed. Ipp roving a Resolution requesting prnnt: (D. Wait /D. Covington/K. THE CITY COUNCIL OF THE THORZING THE CITY MANAGER TO ENTER WITH THE TEXAS COMMISSION ON CEQ) TO ACCEPT A GRANT IN THE AMOUNT Mayor Carpenter recognized Assistant Fire Chief Kade Long who stated Schertz Fire Rescue seeks to use Texas Co nussion on Environmental Quality (TCEQ) — 2016 . Texas Local Emergency:Planning Committee (LEPC) Grant funds to purchase Hazmat Equipment. These funds are one4iine excess funds available through TCEQ to be used for hazardous materials response. Our proposed use of TCEQ funds have been approved pending Council's approval to enter into a contract with the TCEQ. This grant has a zero match and all proposed equipment will be paid for with grant funds. Accepting these grant funds will not result in using City funds for the purchase of the equipment. Schertz Fire Rescue (SFR) is a founding member of the FEMA Type 111, Guada - Coma Emergency Response Group that includes New Braunfels, Seguin, Cibolo, Selma and the Guadalupe, Comal and Bexar county area. The team currently covers 870 square miles of 3 counties ( Bexar, Comal and Guadalupe Counties). The estimated population in this area is 3 -28 -2017 Minutes Page - 8 - approximately 235,000. This group's sole purpose is to jointly mitigate hazardous material (hazmat) incidents to limit the public and commercial impact of such a situation. In addition, SFR participates in numerous mutual aid agreements including regional and statewide responses. Equipment proposed to be purchased with the TCEQ grant dollars include: The Hazmat Chemical Elite ID system: This system provides fast and comprehensive in -field analysis of unknown solids, gels and liquids which is useful in responding to unknown material responses to identify the substance and determine its risk level to health and safety. The Ludlum model 2241 radiological kit: This kit provides a quick way to detect radiological materials during an emergency response in all ranges of'Alph,'Beta, and Gamma energy. This is useful in the event of a man -made explosive device to insurjio radioactive materials were used. It is also useful in responses to a number, of industry partners in our region that utilize radioactive materials in their day to day business. The Sensit Gold G2: This is a portable gas leak detector and confined space monitor that helps pin point gas leaks more accurately than a multi gas detector. Personal Protective Equipment: Proper personal protective equipment (Level A suits, chemical protective boots) protects tr fighters during hazin t response operations. 7. Ortid,14ance No. 17 -T4 — Consideration and /or action approving an Ordinance authorizing a budget a, justment to Rand the Northcliffe Waterline Replacement Project Phase 3. First Reading , Wait /J. Hooks) The following ws read into record: ORDINANCE NO. 17 -T -11 AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING A BUDGET ADJUSTMENT TO FUND THE NORTHCLIFFE WATERLINE REPLACEMENT REPEALING ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT WITH THIS ORDINANCE; AND PROVIDING AN EFFECTIVE DATE 3 -28 -2017 Minutes Page - 9 - Mayor Carpenter recognized Assistant Director of Public Works Jimmy Hooks who stated this item is seeking approval for a budget transfer of $372,980.00 from their water reserve fund to the Northcliffe Waterline Replacement fund. Due to excessive water breaks in this area they started replacing waterlines out there in 2006. In the 2015 -2016 budget they budgeted $500,000.00 to do this final phase. Ford Engineering did the design in two phases so staff could see how far the money would go. With this transfer they can do both projects. He provided a map showing what has been completed and what still needs to be redone. Mayor Carpenter recognized Mayor Pro -Tern Edwards who moved, seconded by Councilmember Kiser to approve Ordinance No. 17 -T -11 first reading. The vote was unanimous with Mayor Pro -Tem Edwards, Councilmernbers Davis, Gutierrez, Larson, Thompson, Kiser and Crawford voting for and no one voting no. Motion passed. 8. Resolution No. 17 -R -21 — Consideration and /or action, approving a Reesolution authorizing the dedication of an easement along the Maske, Road Drainage Right cif Way to Guadalupe Valley Electric Cooperative for placement, Maintenance and repairs of a utility line. (D. Wait/J. Hooks) The following was read into record: M NO. 17- L OF THE CITY OF SCHERTZ, TEXAS F 'GE (1) THIRTY -FOOT UTILITY XD DRAINAGE RIGHT OF WAY TO COOPERATIVE FOR PLACEMENT, UTILITY LINE, BY THE CITY IN lE DEDICATION AGREEMENT AND ZKREWITH Mayor Carpenter recognised. Assistant Public Works Director Jimmy Hooks who stated Guadalupe Valley Electric Cooperative (GVEC) has an overhead electric line along the Maske Road Drainage Right of "ay' that has been in operation for over 20 years. Recently, GVEC has had a need to do some work on and along this overhead line. A search has been unable to locate any dedicated easements for this overhead line. GVEC would like to clean -up this by obtaining an casement from the City across this city owned property. Staff recommends Council approve the Resolution approving a Permanent Right of Way Easement Agreement with Guadalupe Valley Electric Cooperative along the Maske road drainage ROW as depicted in Exhibit A. There will be no cost or fiscal impact for the dedication of the Permanent Right of Way Easement with Guadalupe Valley Electric Cooperative. Staff recommends approval. Mayor Carpenter recognized Councilmember Thompson who moved, seconded by Mayor Pro-Tern Edwards to approve Resolution No. 17 -R -21. The vote was unanimous with Mayor Pro -Tem Edwards, Councilmembers Davis, Gutierrez, Larson, Thompson, Kiser and Crawford voting for and no one voting no. Motion passed. 3 -28 -201.7 Minutes Page - 10 - Roll Call Vote Confirmation Mayor Carpenter recognized City Secretary Brenda Dennis who provided the roll call votes for agenda items 1 -8. Requests and Announcements 9. Announcements by City Manager. No further announcements were made. 10. Future Agenda Item Request for City Council: This is art, opportunity for City Council members to request that items be placed on a future agenda. Nodiscussion of the merits of the item may be taken at this time. Should a Council Member oppc se placement of the requested item on a future agenda, the Mayor, without allowing discussion, shall ask for the consensus of the other City Council members "to place or not place the item on a future agenda. Mayor Carpenter stated he had several requests: 1) For next week, have an item for establishing the Main Street Committee of this council to be made up of three voting members and himself to begin work on the feasibility of improvements to Main Street including the'lond money we have from the 2010 election. 2) An update by staff, can Schertz P 11. Announcements by Mayor and Councilmembers • City rid community events attended and to be attended • City Council, Committee and Liaison Assignments (see assignments below) • Continuing education events attended and to be attended • Recognition of actions by City employees • Recognition of actions by community volunteers Mayor Carpenter recognized Mayor Pro -Tem Edwards who thanked city management and staff for their work at the recent council retreat. At the Hampton Inn he had a chance to visit with management and investors out of Colorado —they did a really great job- - -$2.5 million is what they invested into the facility and it looks very good. Thanks to The Chamber as well. 3 -28 -201.7 Minutes Page - 11 - Mayor Carpenter recognized Councilmember Davis who echoed Mayor Pro -Tem Edwards on the Hampton Inn facility—it is very nice. He also thanked the Parks Department for their music event this past weekend. He looks forward to seeing more of those in the future. He also had his first meeting with the Schertz Housing Authority and he will update council in the future on some of their future planned activities. Mayor Carpenter recognized Councilmember Gutierrez who complimented the Buffalo Valley Youth Association for their great turnout Saturday for the kick off on the softball fields. Mayor Carpenter recognized Councilmember Thompson who thanked Finance Director James Walters, Auditor Debbie Fraser, and the Audit Committee for', the material that was presented this evening. Kudos to our finance staff who make sure we aye up to date with all the regulations that we need to be. Mayor Carpenter apologized for having to call an extra" (special) meeting for Monday but there are some things in the Cibolo development agreement that may potentially affect the City of Schertz and we need to talk about it. Itt'needls its owl session. 1.2. Information available in City Council Packets - NO Df$CUSSTON TO OCCUR • Update regarding the Lower Seguin Road Bridge Project. (D. Wait /D. Letbetter) 3 -28 -201.7 Minutes Page -12 - arkway, Design Project. (B. James /K. Michael R. Carpenter, Mayor Agenda No. 2 CITY COUNCIL MEMORANDUM City Council Meeting: April 4, 2017 Department: Public Works Subject: Ordinance No. 17 -T -11 — An Ordinance by the City Council of the City of Schertz, Texas authorizing a budget adjustment to fund the final phase of the NorthCliffe Water Line Replacements. Final Reading BACKGROUND Since the City annexed the NorthCliffe and Scenic Hills subdivisions and took over responsibility for the water system in that area, the NorthCliffe area has had an excessive number of water main breaks. In NorthCliffe, these breaks have been in the section of the subdivision south of the golf course. We have not seen the same issue in the front four streets of NorthCliffe off Country Club Boulevard as you enter off of IH -35. In an effort to correct this, the City utilized a portion of the 2006 General Obligation Bonds to fund a replacement of the water mains within NorthCliffe south of the golf course (see attachment). Those funds were limited and only one portion of the water mains were able to be replaced. Since then, Public Works has continued to work towards completing this replacement project as funds have become available. In the FY 2015 -2016 budget, the Water Department allocated $500,000 to complete this project. This project was released to engineering late in the fiscal year and the designed project was returned earlier in 2017 and bids were let. Based upon the available funds ($500,000 minus $67,143 of engineering costs) the engineers recommended bidding the project in two phases as a base bid for one portion of the remaining mains and an alternate to complete the final length of water main and close out the project. The base bid came in at $389,229.00 with the alternate bid at $341,501.00 for a total of $730,730.00 to completely finish the waterline replacement project. It is believed that there will be a cost savings realized by completing the base project plus the alternate as one project now. Costs will escalate into the future and with the successful bidder mobilized, completing the project without having to re- mobilize a contractor will save additional dollars. To complete this total project now, a budget adjustment within the Water Department budget will be necessary. The Water Department currently has approximately $1.2 Million dollars in reserves over their 25% unrestricted reserve floor. City Council Memorandum Page 2 Northcliffe Waterline Replacement Completion Proposed Budget Engineering (already incurred) $ 67,143.00 Construction (based upon bids) $ 730,730.00 Legal Expenses $ 500.00 Advertising for Bids $ 534.00 Other Prof. Services $ 1,000.00 Construction Contingency (� 10 %) $ 73,073.00 Project Total $ 872,980.00 Amount Budgeted $ 500,000.00 Reserve Funds Needed to Transfer $ 372,980.00 City Council approved this on first reading at their meeting of March 28, 2017. Goal To complete the final phase of waterline replacements in NorthCliffe on Cherry Tree Drive, Mayfair Drive, Wedgewood Drive and Potage Lane. Community Benefit The replacement of waterlines in this area will help avoid water service interruptions caused by main breaks. FISCAL IMPACT The Original budget of $500,000.00 and the additional funding transferred from Water Department reserves in the amount of $372,980.00 for a total fiscal impact of $872,980.00. 1• Staff recommends that City Council approve of final reading of Ordinance 1.7 -T -11 ATTACHMENT Ordinance 17 -T -11 Map of last phase of project ORDINANCE NO. 17 -T -11 AN ORDINANCE BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING A BUDGET ADJUSTMENT TO FUND THE NORTHCLIFFE WATERLINE REPLACEMENT REPEALING ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT WITH THIS ORDINANCE; AND PROVIDING AN EFFECTIVE DATE WHEREAS, pursuant to Ordinance 16 -T -29, the City of Schertz (the "City ") adopted the budget for the City for the fiscal year 201.6 -2017 (the `Budget), which provides funding for the City's operations throughout the 2016 -2017 fiscal year; and WHEREAS, the City needs to provide funding for construction of the Northcliffe Waterline Replacement Phase 3 Project; and WHEREAS, the City needs to increase the Budget to authorize expenditures of $372,980 for the funding of the Northcliffe Waterline Replacement Project from the Water Reserve Fund; and WHEREAS, the City has adequate funds within the Water Reserve fund; and WHEREAS, City staff recommends that the City Council adjust the Budget and approve the additional expense for the project; and WHEREAS, the City Council of the City has determined that it is in the best interest of the City to adjust the Budget and approve the budget adjustment for the completion of the Northcliffe Waterlines Project, as more fully set forth in this Ordinance. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS: Section 1. The City shall adjust the Budget by $372,980 for the construction of the Northcliffe Waterline Replacement 2 Project. Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Ordinance for all purposes and are adopted as a part of the judgment and findings of the Council. Section 3. All ordinances and codes, or parts thereof, which are in conflict or inconsistent with any provision of this Ordinance are hereby repealed to the extent of such conflict, and the provisions of this Ordinance shall be and remain controlling as to the matters resolved herein. Section 4. This Ordinance shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Ordinance or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Ordinance and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City hereby declares that this Ordinance would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Ordinance is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Ordinance, was given, all as required by Chapter 551, as amended, Texas Government Code. Section 7. This Ordinance shall be effective upon the date of final adoption hereof and any publication required by law. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS, PASSED ON FIRST READING, the 28th day of March, 2017. PASSED, APPROVED and ADOPTED ON SECOND READING, the day of , 2017. CITY OF SCHERTZ, TEXAS Mayor ATTEST: City Secretary (CITY SEAL) 50558021.1 - 2 - /�� \\ \ } ƒ \�� ^ \ ^ :�: WiDreliTi I LTU I « « <. lk M&I 4XI214CUel AS'l k,Nl I V t 1 WHISPER BLF NORTHCLIFFE WATERLINE REPLACEMENT PHASE 111 99, Agenda No. 3 CITY COUNCIL MEMORANDUM City Council Meeting: April 4, 2017 Department: Subject: City Secretary Boards, Commissions and Committee Member Resignations and Appointments In February, the City Secretary Department received a notice of resignation from Mr. David Reynolds surrendering his seat on the Committee of Committees Advisory Board. On February 14, 2017 . Council ratified his resignation. A recommendation has now been received to appoint Mr. Earl Hartzog (Board of Adjustments member) to fill this vacancy with a term ending May 31, 2018. FISCAL IMPACT None RECOMMENDATION Staff recommends ratifying the appointment of Mr. Earl Hartzog as a new member on the Committee of Committee Advisory Board. Agenda No. 4 CITY COUNCIL MEMORANDUM City Council Meeting: April 4, 2017 Department: Engineering Subject: Resolution 17 -R -23 — Resolution authorizing award of contract to construct Northcliffe Waterline Replacement Project Phase 3 to R.L. Jones, LP BACKGROUND The City has for some years been working to replace aging asbestos cement water mains in certain . areas of Schertz with more durable pipe materials. The portion of the Northcliffe Subdivision, of which this project area is a part, was experiencing a large number of breaks due to the ground shifting causing interruption of service to the residents in this area. Repairing these breaks not only inconvenienced residents, they occupied staff time, created overtime costs, damaged streets, sidewalks, and driveway aprons and let to a loss of purchased water. The City has completed the replacement of the aging asbestos cement water mains in the rest of this targeted area of Northcliffe as indicated in Exhibit B, and staff wishes to finish the effort by completing the final phase of the planned improvements. This project was procured through the RFP Process where factors other than price are taken into consideration to determine the best value to the City. The criterion and scoring weights utilized for this solicitation are: Criterion Weight Qualifications of Respondent Firm and Experience on Similar Projects 15 Experience on Public Projects 10 Available Resources to Complete Project 15 Corporate history and stability 5 Overall Responsiveness to the RFP 5 References 5 Cost 45 Six (6) proposals were received for this project on February 1.6, 2017 and after reviewing all proposals, R.L. Jones, LP, was the highest scoring firm and only slightly more expensive than the lowest cost firm. Budget Engineering $67,143.00 Construction $730,730.00 Advertising $534.00 Legal $500.00 Other Prof. Services $1,000.00 Construction Contingency (10 %) $73,073.00 TOTAL $872,980.00 Goal The goal of the Resolution is the award of the contract to R.L. Jones, LP, to relocate multiple sections of waterlines, to upgrade the existing line and alleviate the issues associated with the frequency of waterline breaks. When completed, water mains and water meters on the following streets will be replaced and upgraded for the base bid and add alternate as outlined in Exhibit B: Portage Lane, Wedgewood Drive, Mayfair Drive, and Cherry Tree Drive. Community Benefit Upgrade of waterline in the area will avoid interrupted water service caused by main breaks. Summary of Recommended Action Staff recommends Council approve the contract for the base bid and the add alternate bid with a combined total of $730,730.00 from R.L. Jones, LP, with a not to exceed amount of $803,803.00. FISCAL IMPACT Project to be paid for from the Northcliffe Waterline Replacement Project Phase 3. The Public Works Department budgeted $500,000.00 in the FY2015 -2016 budget and additionally Ordinance 17 -T -1 1. authorized the transfer of $372,980.00 from Water Department reserves to provide full funding for this phase of the project. Staff recommends Council approve Resolution 17 -R -23 and authorize the City Manager to award the contract for the Northcliffe Waterline Replacement Project Phase 3 to R.L. Jones, LP, for the total of $730,730.00 with a not exceed amount of $803,803.00. ATTACHMENTS Exhibit A: Contract Exhibit B: Project Area Map Resolution 17 -R -23 RESOLUTION NO. 17 -R -23 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING A CONTRACT WITH R.L. JONES, LP, RELATING TO THE NORTHCLIFFE WATERLINE REPLACEMENT PROJECT PHASE 3 AND AUTHORIZING THE BUDGET EXPENDITURES FOR THE PROJECT AND OTHER MATTERS IN CONNECTION THEREWITH WHEREAS, The City staff of the City of Schertz (the "City ") has recommended that the City accept the bid proposal from R.L. Jones, LP, relating to the Northcliffe Waterline Replacement Project Phase 3 and approve the project expenditures; and WHEREAS, City staff has received qualifications indicating that R.L. Jones, LP, is qualified to provide such services for the City; and WHEREAS, the City Council has determined that it is in the best interest of the City to contract with R.L. Jones, LP, to construct the Northcliffe Waterline Replacement Project Phase 3. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS Section 1. The City Council hereby authorizes the City Manager to execute and deliver the contract with R.L. Jones LP for an amount of $730,730.00 with an amount not to exceed $803,803.00. Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 4th day of April, 2017. . CITY OF SCHERTZ, TEXAS Michael R. Carpenter, Mayor Brenda Dennis, City Secretary (CITY SEAL) 50506221.1 - 2 - STANDARD FORM OF AGREEMENT BETWEEN OWNER AND CONTRACTOR This Agreement is made and entered into as of the day of , 2017 by and between the: "OWNER" The City of Schertz 1.400 Schertz Parkway Schertz, Texas 78154 210.619.1000 t 210.619.1009 f and "CONTRACTOR" R.L. Jones LP 18946 Redland Road San Antonio, Texas 78259 210 -496 -6223 for the following Project: Northcliffe Waterline Replacement 2 # 17- ENG- 4 -C -01 The ENGINEER for the Project is Ford Engineering, Inc. 10927 Wye Drive Suite 104 San Antonio, Texas 78217 210.590.4777 t 210.590.4940 f SFA - 1 1.0 THE WORK OF THIS CONTRACT Unless otherwise provided in these Contract Documents, the CONTRACTOR shall be responsible for performing or causing to be performed all Work including labor and materials, necessary to build, construct, erect and equip in accordance with the Contract Documents and at its own proper cost and expenses to furnish all the materials, supplies, machinery, equipment, tools, superintendence, labor, insurance, and other accessories and services necessary to complete the said construction, in accordance with the conditions and prices stated in the Proposal attached hereto. The Contract Documents for this Project include this Standard Form of Agreement and the following documents, if applicable: Addenda issued by ENGINEER General Conditions Performance and Payment Bonds Request For Proposal and Contract Forms Technical Specifications Drawings 2.0 CONTRACT TIME AND COMPLETION §2.1 The date of commencement of the Work shall be stated in a Notice to Proceed issued by the OWNER § 2.2 Contract Time §2.2.1 The Contract Time shall be measured from the date of commencement. §2.2.2 Time is of the essence in all phases of the Work. It is specifically understood and agreed to by and between OWNER and CONTRACTOR that time is of the essence in the substantial completion of the Work, and that failure to substantially complete the Work within the designated period, or as it may be extended, shall be construed as a breach of this Agreement. § 2.3 Substantial Completion The CONTRACTOR shall achieve Substantial Completion of the entire Work not later than 120 calendar days from the date of commencement, subject to and adjustments of this Contract Time as provided in the Contract Documents and Changer Orders modifying and extending this Agreement. § 2.4 Liquidated Damages The CONTRACTOR acknowledges and recognizes that the OWNER is entitled to full and beneficial occupancy and use of the completed work following expiration of the Contract Time. The CONTRACTOR further acknowledges and agrees that, if the CONTRACTOR fails to substantially, or cause the Substantial Completion of any portion of the Work within the Contract time, the SFA - 2 OWNER will sustain actual damages as a result of such failure. The exact amount of such damages will be difficult to ascertain. Therefore, the OWNER and CONTRACTOR agree that, if the CONTRACTOR shall neglect, fail, or refuse to achieve substantial completion of the Work by the Substantial Completion date, subject to proper extension granted by the OWNER, then the CONTRACTOR agrees to pay the OWNER the sum of Six hundred dollars per day. ($600) for each day in which such Work is not completed, not as penalty, but as liquidated damages, for the damages ( "Liquidated Damages ") that would be suffered by OWNER as a result of delay for each and every calendar day that the CONTRACTOR shall have failed to have completed the Work as required herein. The Liquidated Damages shall be in lieu of any and all other damages which may be incurred by OWNER as a result of the failure of CONTRACTOR to complete within the Contract Time. § 2.5 FINAL COMPLETION § 2.5.1 Timely final completion is an essential condition of this contract. CONTRACTOR agrees to achieve final completion of the Work within 30 days of the designated or extended substantial completion date. The date of Substantial Completion shall be fixed by this Agreement, unless modified by Change Order, and memorialized by a Certificate of Substantial Completion as provided in the General Conditions to this Agreement. § 2.5.2 Final Completion means actual completion of the Work, including any extras or Change Orders reasonably required or contemplated under the Contract Documents other than warranty work that may be required pursuant to the Contract Documents. 3.0 CONTRACT SUM § 3.1 The OWNER shall pay the CONTRACTOR the Contract Sum in current funds for the CONTRACTOR's performance of the Contract. The Contract Sum shall be Seven Hundred, Thirty Thousand, Seven Hundred, Thirty Dollars and No Cents ($730,730.00) subject to additions and deductions as provided in the Contract Documents. § 3.2 The Contract Sum is based upon the following alternates, if any, which are described in the Contract Documents and are hereby accepted by the OWNER: Alternate 1 § 3.3 Unit prices, for the purposes of negotiating change orders, if any, are those as provided in the CONTRACTORS proposal dated February 16, 2017. SFA - 3 4.0 PAYMENT § 4.1 APPLICATIONS FOR PAYMENT Each Application for Payment shall be based on the most recent schedule of values submitted by the CONTRACTOR in accordance with the Contract Documents. The schedule of values shall allocate the entire Contract Amount among the various portions of the Work. The schedule of values shall be prepared in such form and supported by such data to substantiate its accuracy as the ENGINEER and OWNER may require. This schedule, unless objected to by the ENGINEER or OWNER, shall be used as a basis for reviewing the CONTRACTOR's Applications for Payment. § 4.1.1 Applications for Payment shall show the percentage of completion of each portion of the Work as of the end of the period covered by the Application for Payment. Unless otherwise noted, application for payment shall be done on a monthly basis. § 4.1.2 Subject to other provisions of the Contract Documents, the amount of each progress payment shall be computed as follows: .1 Take that portion of the Contract Sum properly allocable to completed Work as determined by multiplying the percentage completion of each portion of the Work by the share of the Contract Sum allocated to that portion of the Work in the schedule of values, less retainage of Five percent (5.00 %). Pending final determination of cost to the OWNER of changes in the Work, amounts not in dispute shall be included; .2 Add that portion of the Contract Sum properly allocable to materials and equipment delivered and suitably stored at the site for subsequent incorporation in the completed construction (or, if approved in advance by the OWNER, suitably stored off the site at a location agreed upon in writing), less retainage of Five percent (5.00 %); .3 Subtract the aggregate of previous payments made by the OWNER; and .4 Subtract amounts, if any, for which the ENGINEER has withheld or nullified a Certificate for Payment. § 4.1.3 The progress payment amount determined in accordance with Section 5.1.6 shall be further modified under the following circumstances: .1 Add, upon. Substantial Completion of the Work, a sum sufficient to increase the total . payments to the full amount of the Contract Sum, less such amounts as the ENGINEER shall determine for incomplete Work, retainage applicable to such work and unsettled claims; and .2 Add, if final completion of the Work is thereafter materially delayed through no fault of the CONTRACTOR, any additional amounts payable. § 4.1.4 Reduction or limitation of retainage, if any, shall be as follows: SFA -4 § 4.1 .5 Except with the OWN( R's prior approval, the CONTRACTOR shall not make advance payments to suppliers for materials or equipment which have not been delivered and stored at the site. § 4.2 FINAL PAYMENT §4.2.1 Final payment, constituting the entire unpaid balance of the Contract Sum, shall be made by the OWNER to the CONTRACTOR when .1 the CONTRACTOR has fully performed the Contract except for the CONTRACTOR's responsibility to correct Work as provided in the General Conditions. and to satisfy other requirements, if any, which extend beyond final payment; and 2 a letter oft= inal Acceptance has been issued by the ENGINEER and accepted by the OWNER. § 41.2 The OWNER's final payment to the CONTRACTOR shall be made no later than 30 days after the Work has been completed and accepted by the OWNER, in writing. f6flowing the issuance of the ENGINEER's final Certificate for Payment: This Agreement is entered into as of the day and year written above ("The Date of Execution')}� OWNER R.L. Jones LP CONTRACTOR By: By Title: I , it SEA - 5 /�� \\ \ } ƒ \�� ^ \ ^ :�: WiDreliTi I LTU I « « <. lk M&I 4XI214CUel AS'l k,Nl I V t 1 WHISPER BLF NORTHCLIFFE WATERLINE REPLACEMENT PHASE 111 99, Agenda No. 5 CITY COUNCIL MEMORANDUM City Council Meeting: April 4, 2017 Department: Information Technologies Subject: Resolution No. 17 -R -24 Resolution authorizing the renewal of an existing agreement for licenses and services with Microsoft for a 3 year term and authorizing the purchase of licenses from SHI Government for continued use of the Microsoft Office 365 Email System. The I.T. Dept. is charged with ensuring reliable and efficient communications services for the City of Schertz. These services include timely reliable access to email for staff, both at the office and in the field. In March of 2014, the City Council authorized the City Manager to enter into a 3 -year agreement with Microsoft to purchase email and other services through the Microsoft Office 365 platform on Resolution 14 -R -19. This original agreement included 356 licenses for email services. The agreement from 2014 . also provided for a 3 -year extension, but that Schertz City Council must approve the extension in 2017. This service has provided city personnel access to emails, shared calendars, etc. via any technology (cell phone, tablet and pc) at any time. The Office 365 platform is CJIS (Criminal Justice Information Security) compliant and approved by the state of Texas for use by Public Safety Agencies for cloud storage of protected data. Several departments are now taking advantage of this feature to allow access to important information to field staff and approved outside contacts as needed. The agreement requires renewal of the licenses for Microsoft Office 365 every 3 years. The renewal agreement will be purchased from SHI Government Solutions. The I.T. Dept. is proposing to renew 423 licenses at this time. The agreement is part of the State of Texas' Department of Information Resources (DIR) Cooperative Contracts Program. This is a streamlined co -op purchasing program for state and local governments which leverages the state's purchasing power to negotiate competitive discounts with vendors. If additional licenses are added (as new staff are hired) or upgraded (staff members need a greater range of software) costs will increase and will require staff to seek council approval to increase the number of licenses as the cost would exceed the amount authorized by the resolution authorizing the purchase. The renewal agreement is for a three -year term. 50492900.1 City Council Memorandum Page 2 The City also utilizes SHI Government Solutions to purchase other software and hardware related items as they offer DIR pricing for many products that the City necessitates. City staff are asking City Council to authorize additional licenses, services, software and hardware from SHI Government Solutions in an amount not to exceed $82,000.00 for the remainder of the Fiscal Year 2016 -2017. The City is seeking approval of Resolution 17 -R -24 which authorizes the City Manager to enter into a series of agreements associated with the licensing and use of Microsoft 365 for a three - year term and purchase the licenses from SHI Government Solutions at a cost of $23,819.64 annually. GOAL: Approval of the extension agreement included in the initial 2014 agreement. Provide our staff the ability to access our emails and files from multiple devices while remaining compliant with federally mandated data security (CJIS /HIPAA) requirements. COMMUNITY BENEFIT: The continued use of Microsoft 365 as its reliability of services which allows staff to better communicate with our residents and business owners. It eliminates the problems of opening documents sent to us from more current versions of software. SUMMARY OF RECOMMENDED ACTION: Approval of Resolution 17 -R -24 authorizing the City Manager to enter into a contract with Microsoft for the renewal of Microsoft Office 365 services. FISCAL IMPACT: The annual expense for the email service, word processing, spreadsheet, presentation and document software is $23,819.64. This will be a 36 month contract with a total cost of $71,458.92. The first year's annual costs are covered in the current FY budget under account number 853 - 532355. The remaining fiscal years, 2017- 2018, 2018 -2019 and 2019 -2020 will have to be budgeted under account number 853 - 532355 at an annual expense of $23,81.9.64 as part of each year's budget. At the end of each 12 month period the City and Microsoft will conduct a licensing usage review and make adjustments as needed. If additional funds are needed to accommodate additional licenses due to growth, the IT dept. will seek Council approval. However, the current proposal allows for a measured growth in licensing usage and changes in annual costs are not anticipated at this time. STAFF RECOMMENDATION: Approval of Resolution No. 17 -R -24 ATTACHMENT Resolution 17 -R -24 RESOLUTION NO. 17 -R -24 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS AUTHORIZING AN AGREEMENT WITH MICROSOFT AUTHORIZING THE RENEWAL OF OUR ENTERPRISE AGREEMENT AND TO PURCHASE LICENSES FROM SHI GOVERNMENT SOLUTIONS RELATING TO EMAIL AND SOFTWARE SERVICES FOR THE MICROSOFT OFFICE 365 EMAIL SYSTEM, AND OTHER MATTERS IN CONNECTION THEREWITH WHEREAS, in March of 2014, the City entered into an initial agreement with Microsoft to secure licensing for Office 365 services. This original agreement included 356 licenses for email services. The contract also provided for a 3 year extension, but that Schertz City Council must approve the extension in 2017. WHEREAS, the City staff of the City of Schertz (the "City ") has recommended that the City enter into an Renewal Agreement with Microsoft, relating to email and software services in the amount of $23,819.64 per year for a term of 3 years; and WHEREAS, only funds for the current fiscal year have been budgeted for the purchase of the licenses from SHI Government Solutions and additional funds in the amount of $23,819.64 will need to be budgeted by the City Council in each of the next two fiscal years: and WHEREAS, the City Council has determined that it is in the best interest of the City to contract with Microsoft pursuant to the Enterprise Renewal Form attached hereto as Exhibit A (the "Agreement "), Enterprise Enrollment Product Selection Form attached hereto as Exhibit B (the "Enrollment "), Program Signature Form attached hereto as Exhibit C (the "Signature Form "), and SHI Government Solutions Pricing Proposal attached hereto as Exhibit D (Pricing Proposal). WHEREAS, the City Council authorizes City Staff to request additional licenses, services, software and hardware from SHI Government Solutions in an amount not exceed $82,000.00. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Council hereby authorizes the City Manager to execute and deliver the Agreement and supporting documents with Microsoft in substantially the forms set forth on Exhibit A, B, C, and D. Section 2. The City Council hereby authorizes the City Manager to purchase the software licenses generally as per Exhibit D for three years at an annual cost of $23,819.64 per year. Section 3. The City Council hereby authorizes expenditures with SHI Government Solutions not to exceed $82,000.00 for the remainder of the Fiscal Year 2016 -2017. 50494755.1 Section 4. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 5. All resolutions or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 6. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 7. If any provision of this Resolution or the application thereof to any person . or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 8. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended. Section 9. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this 4th of April, 2017. . CITY OF SCHERTZ, TEXAS Michael R. Carpenter, Mayor ATTEST: Brenda Dennis, City Secretary (CITY SEAL) 50494755.1 imall ENTERPRISE RENEWAL FORM 50494755.1 A -1 ENTERPRISE ENROLLMENT PRODUCTION SELECTION 50494755.1 A -2 imall PROGRAM SIGNATURE FORM VOLUME LICENSING 50494755.1 A -3 imall 1 PRICING PROPOSAL 50494755.1 A -4 Microsoft _37 I M a rem Enrollment Number Reseller or Software Advisor 7332483 to complete Volume Licensing - Credit Approval IT Reseller, Software Advisor, or Microsoft affiliate to complete By submitting this form, Entity agrees to renew the Enrollment specified above ( "Enrollment ") for a 36 full calendar month renewal term. The effective date of the renewal term will be the day after the Expiration Date of the initial term. Notwithstanding anything to the contrary in the Enrollment, any reference to "anniversary date" refers to the anniversary of the effective date of the renewal term. All other terms and conditions of the Enrollment will apply to the renewal term. For Enterprise Enrollments and Server and Cloud Enrollments: The final true -up order or update statement is due within 30 days prior to the Expiration Date of the initial term and prior to renewal. If the final true -up order or update statement has not been received by Microsoft, the renewal will not be accepted. For U.S. and Canadian Enrollments: The tax status of the Enrollment can be changed prospectively if the Entity provides Microsoft with a valid tax exemption certificate. The tax exemption certificate must be submitted to Microsoft and approved by Microsoft prior to submission of this renewal form. If the renewal order is financed through Microsoft Financing, and Entity chooses not to finance any associated taxes, it must, pay these taxes directly to Microsoft. ❑ Check if the renewal order will be financed through Microsoft Financing. Reseller /Software Advisor information: Name of Reseller /Software Advisor SNI International Corp Printed Name Printed Title Date Reseller /Software Advisor Signature EARenewalForm(WW)(ENG)(Apr2016) Page 1 of 1 Document X20 -12785 Microsoft I Volume Licensing Microsoft I Volume Licensing Microsoft ' •• • M73rew MBA/MBSA number Agreement number 01E73535 Volume Licensing Note: Enter the applicable active numbers associated with the documents below. Microsoft requires the associated active number be indicated here, or listed below as new. This signature form and all contract documents identified in the table below are entered into between the Customer and the Microsoft Affiliate signing, as of the effective date identified below. By signing below, =Customer and the Microsoft Affiliate agree that both parties (1) have received, read and understand the above contract documents, including any websites or documents incorporated by reference and any amendments and (2) agree to be bound by the terms of all such documents. Name of Entity (must be legal entity name)* City of Schertz Signature* Printed First and Last Name* John C. Kessel Printed Title City Manager Signature Date* Tax ID 74- 1469344 * indicates required field ProgramSignForm( MSSign)( NA ,LatAm)ExBRA,MLI(ENG)(Aug2014) Page 1 of 2 Contract <Choose A reement> Document Number Code Document Number or Code <Choose A reement> Document Number or Code <Choose A reement> Document Number or Code <Choose A reement> Document Number or Code <Choose A reement> Document Number or Code <Choose Enrollment/Re istration> Document Number or Code <Choose Enrollment/Re istration> Document Number or Code <Choose Enrollment/Re istration> Document Number or Code <Choose Enrollment/Re istration> Document Number or Code <Choose Enrollment/Re istration> Document Number or Code Product Selection Form 0587093.002 PSF Enterprise Renewal Form X20 -12785 Document Description Document Number or Code Document Description Document Number or Code Document Description Document Number or Code By signing below, =Customer and the Microsoft Affiliate agree that both parties (1) have received, read and understand the above contract documents, including any websites or documents incorporated by reference and any amendments and (2) agree to be bound by the terms of all such documents. Name of Entity (must be legal entity name)* City of Schertz Signature* Printed First and Last Name* John C. Kessel Printed Title City Manager Signature Date* Tax ID 74- 1469344 * indicates required field ProgramSignForm( MSSign)( NA ,LatAm)ExBRA,MLI(ENG)(Aug2014) Page 1 of 2 Microsoft Corporation Signature Printed First and Last Name Printed Title Signature Date (date Microsoft Affiliate countersigns) Agreement Effective Date (may be different than Microsoft's signature date) Optional 2 "d Customer signature or Outsourcer signature (if applicable) Name of Entity (must be legal entity name)* Signature* Printed First and Last Name* Printed Title Signature Date* * indicates required field Name of Entity (must be legal entity name)* Signature* Printed First and Last Name* Printed Title Signature Date* * indicates required field If Customer requires physical media, additional contacts, or is reporting multiple previous Enrollments include the appropriate form(s) with this signature form. After this signature form is signed by the Customer, send it and the Contract Documents to Customer's channel partner or Microsoft account manager, who must submit them to the following address. When the signature form is fully executed by Microsoft, Customer will receive a confirmation copy. Microsoft Corporation Dept. 551, Volume Licensing 6100 Neil Road, Suite 210 Reno, Nevada 89511 -1137 USA ProgramSignForm( MSSign)( NA ,LatAm)ExBRA,MLI(ENG)(Aug2014) Page 2 of 2 Goverrrme CITY OF SCHERTZ Tammy Lawrence 1400 SCHERTZ PARKWAY Cibolo, TX 78108 United States Phone: (210) 619 -1187 Fax: Email: TLawrence @schertz.com All Prices are in US Dollar (USD) Product 1 0365GovE1fromSA ShrdSvr ALNG SubsVL MVL PerUsr Microsoft - Part #: 7R6 -00001 2 0365GovE3fromSA ShrdSvr ALNG SubsVL MVL PerUsr Microsoft - Part #: AAA -11924 3 0365GovK1 ShrdSvr ALNG SubsVL MVL PerUsr Microsoft - Part #: 3KS -00001 4 AZurelnfoProtPremP1 GOV ShrdSvr ALNG SubsVL MVL PerUsr Microsoft - Part #: QC6 -00001 5 ExchgOnln Plan 1 Gov ShrdSvr ALNG SubsVL MVL PerUsr Microsoft - Part #: 3MS -00001 6 0365ExtraFileStorageG Next ShrdSvr ALNG SubsVL MVL PerUsr Microsoft - Part#: M9T -00001 Additional Comments Pricing Proposal Quotation #: 13210595 Reference #: Renewal for 7332483 Created On: 3/28/2017 Valid Until: 3/31/2017 Inside Account Manager Richard Lettiere 1301 S. Mo -Pac Expressway, Suite 375, Austin TX, 78746 Phone: 800 - 870 -6079 Fax: 512- 732 -0232 Email: Richard_Lettiere @shi.com Qty Your Price Total 74 $59.28 $4,386.72 56 $168.00 $9,408.00 140 $31.44 $4,401.60 10 $18.72 $187.20 153 $35.04 $5,361.12 25 $3.00 $75.00 Subtotal $23,819.64 Shipping $0.00 *Tax $0.00 Total $23,819.64 *Tax is estimated. Invoice will include the full and final tax due. Thank you for choosing SHI Government Solutions. The Products and Services above are available from SHI Government Solutions via DIR Contract (DIR -SDD- 2503). SHI Government Solutions offers the above renewal quote for 1 of 3 years of your Microsoft Agreement. This quote will expire at COB on the date shown above in the "Valid Until" field. Upon expiration of this quote, the quoted prices may no longer be valid. Customer must complete all required Microsoft enrollment documentation. The Agreement cannot be executed (processed at Microsoft) until both the complete documents and PO are received for the first annual payment. Thank You for choosing SHI-GS! To ensure the best level of service, please provide End User Name, Phone Number, and E-Mail Address when submitting a Purchase Order. For any additional information including Hardware and Software Contract Numbers, please contact an SHI-GS Sales Representative at 800-870-6079. The Products offered under this proposal are subject to the SHI Return Policy posted at www.shi.coMIreturnpolicy, unless un ther e is an existing agreement between SHI and the Customer. CITY OF SCHERTZ CONTRACT APPROVAL FORM A. To be completed by Department 1. Contract with: SHI/Microsoft 2. Contract for: Office 365 email system renewal 3. Fund/Account to be charged: 1.01- 853 - 532355 Contract amount: $ 71,458.92 Dept. Info Tech 4. Contract category and amount in the budget: N yes ❑ no — budget adjustment required Budget Amendment Ord /Res Number: Date: 5. Contract required to be bid: ❑ yes N no (If unsure, contact Purchasing.) Bidding completed: ❑ yes © NA (bidding not required) Bidding exemption: (if bidding is not required state reason): STATE DIR CONTRACT RENEWAL 6. Contract termination date: 36 months ❑ NA 7. Terms of contract reviewed and approved by Department Head: N yes 8. Is Executive Director aware of contract? 8 yes 9. If going to Council, is City Manager aware of contract? ❑ yes 8 NA 10. Department Head's signature: Date: 3 -28 -17 B. To be completed by Purchasing and Asset Management 1. FINANCE, a. Contract amount in the budget: N yes ❑ no — budget adjustment required b. Fund /Account to be charged: 101- 853 - 532355 e. Finance Director's signature: Date: 2. LEGAL a. Contract reviewed and approved by City Attorney ❑ not requested ❑ yes (attach email approval) b. Date Reviewed and Approved by City Attorney 3. PURCHASING a. Vendor aggregate POs <$50K for budget period ❑ yes ❑ no b. Contract reviewed for insurance, warranty, term, severability and indemnity requirements: ❑ yes c. Contract properly bid in accordance with City Purchasing Policy ❑ yes N NA d. Vendor signature obtained ❑ yes ❑ no (other party requires signature by City first) e. Purchasing and Asset Management Signature: Date: _ 4. COUNCIL APPROVAL REQUIRED? ❑ yes ❑ no IN NA (Required over $50,000) a. Date of City Council approval: Res /Ord #: b. If not approved by City Council, state reason: C. To be completed by Executive Director: 1. Final contract reviewed and recommend City Manager signature: ® yes ❑ no 2. Executive Director's Signature: D. To be completed by Assistant to the City Manager 1. Assistant reviews and obtains CM signature Assistant Signature: Q 2. Signed contract is given to Purchasing & Asset Management. To be completed by Purchasing and Asset Management 1. Date fully- executed contract received by Purchasing: 2. Date filed to Laserfiche: Approved September 8, 2015 Filed as: Date: ❑ Attached INSTRUCTIONS FOR COMPLETING CONTRACT APPROVAL FORM (CAF) A. Department Responsibility: • STAFF: Complete sections Al -A6. • DEPT HEAD: Complete sections A7 -A9 and sign section A10. • Route to Purchasing o Procurement Contracts: route CAF, along with contract scope of work and any /all bids obtained. Purchasing will draft contract document and route accordingly. Electronic submission (email) of CAF and supporting contract documents is acceptable. Originals not required. o Non- procurement Contracts: route CAF, along with all contract documents and other supporting documentation. B. Purchasing & Asset Management Responsibility: • :Route to Finance for review. Finance will: ✓ Verify the contract purpose and cost is in the budget. ✓ Indicate the need for a budget adjustment. ✓ Enter the Fund and Account that will be charged for this contract. ✓ Finance Director signs /dates the form and returns to Purchasing. • Route to Legal for review. Legal will: ✓ If necessary, coordinate changes with Purchasing (and department, where appropriate). ✓ Send email approval to Purchasing. ✓ Upon approval by City Attorney, Purchasing will append legal approval to contract documents. • Purchasing will: ✓ Confirm that the aggregate amount spent with the vendor for the fiscal year does not exceed $50K. ✓ Review the contract for insurance provision, warranty, term of contract, severability clause, and indemnity requirements. ✓ Ensure the contract was properly bid in accordance with local and state statutes. ✓ Obtain vendor signature. ✓ Sign /date the form. ✓ Address Council requirements and append approved ordinance /resolution (when applicable). ✓ Route for Management signatures. C. Executive Director Responsibility: • Review the contract including Exhibits or Attachments. • Requests additional information or recommends City Manager Signature. • Executive signs /dates the form and routes it to the Assistant to the City Manager. D. Assistant to the City Manager Responsibility: • Provides final review and signs form. • Obtains CM signature and returns signed original to Purchasing. E. Purchasing & Asset Management Responsibility: • Scan and save in Laserfiche. • Email scanned copy of fully- executed contract to originating department and vendor (when applicable). Approved September 8, 2015 Marc A. Ripley From: Daniel Santee <daniel.santee @rampage - sa.com> Sent: Tuesday, March 28, 2017 4:52 PM To: Marc A. Ripley Subject: RE: Microsoft Office 365 Renewal: May the City Manager sign or do we need to take to council? renewal or extension. Sorry! T. Daniel Santee Attorney DNRBH*Z OONFIDFNTIALITY NOTICE This transmission is intended for the individual or entity to which it is addresses, and may he infom7ation that is PRIVILEGED CONFIDENTIAL. If you are not the intended recipient, or the employee or agent responsible for delivering the message to the intended recipient and have receives/ this information in error, you are heresby notified that any dissemination, distribution, or copying of this communications is ,prohibited. If you have received this communication in error, ,please notify us immediately by replying to the message and deleting it from your computer. Thank you. From: Marc A. Ripley [mailto:MRi le schertz.com] Sent: Tuesday, March 28, 2017 3:49 PM To: Daniel Santee <danielosantee@rampaEe- sa.com> Subject: Microsoft Office 365 Renewal: May the City Manager sign or do we need to take to council? Dan, attached are the original MS agreement, the original Resolution for that contract and the current renewal form. You will find the relevant Renewal language in section 6.b. My question relates as to whether Mr. Kessel may sign this renewal or if it needs to go to council because it is over 50k during the three years. The amounts are budgeted for this expenditure from my understanding. Thank you. Marc LL nd of F t I ro /h ),,) ont torm 1111d n Marc Ripley Purchasing & Asset Manager City of Schertz 210 -619 -1163