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10-29-1996 (City Council) Agenda Packet AGENDA WYLIE CITY COUNCIL Wylie Municipal Complex October 29, 1996 7:00 p.m. CALL TO ORDER INVOCATION PLEDGE OF ALLEGIANCE PRESENTATION Certificate of Commendation by the Wylie Police Department Award of Financial Reporting Achievement- Brady Snellgrove and Pamela A. Gidney ACTION ITEM 1. Discuss and Consider Approval of Minutes for September 10, September 24 and October 8, 1996 2. Discuss and Consider Appointing a Replacement to the Planning and Zoning Commission for an Unexpired Term Ending July, 1997 3. Discuss and Consider Approval of a Professional Services Agreement with Dunkin Sims Stoffels, Inc. for Landscape Architectural/Park Planning Services for the Central Park/Athletic Field Complex 4. Discuss and Consider Awarding the Bid for the Renovation of the Community Center 5. Discuss and Consider Approval of a Preliminary Plat for the Novid Business Park Addition Submitted by Novid Properties, Inc., Located North of the Intersection of FM 1378 and FM 3412 (Brown St.) and Being a Part of a 14.497 Acre Tract Out of the Charles Atterbury Survey, Abstract No. 22 6. Hold Public Hearing and Consider a Recommendation by the Planning and Zoning Commission to Approve a Request from Farmers Electric Cooperative Inc. d/b/a FEC Electric for Approval of a Specific Use Permit for an Electrical Substation on Property Located on the East Side of Kreymer Lane Between Brown Street and Stone Road and Further Described as Being 5.31 Acres of a 22 Acre Tract of Land Out of the Francisco de la Pina Survey, Abstract 688 7. Discuss and Consider Authorizing the City Manager to Approve the Materials Cost of an Amount Not to Exceed $33,000, to Install an 8" Water Line Along Alanis Drive 8. Discuss and Consider a Resolution Amending the Investment Policy Resolution Passed on May 23, 1995 As Required by Changes in the Texas Government Code, Chapter 2256, Public Funds Investment, Subchapter A - Authorized Investments for Governmental Entities and Subchapter B - Miscellaneous Provisions 9. Discuss and Consider Approval of a Resolution Authorizing the Installation of Interim Stop and Warning Signs for the Railroad Crossing on Westgate Way 10. Discuss and Consider Acceptance and Approval of Final Payment for the Interim Traffic Signal at FM 544 and FM 1378 Contingent Upon Final Acceptance by TxDot 11. Discuss and Consider Approval for Work Order No. WYL-16 Authorizing The Hogan Corporation to Proceed with the Design of Paving and Drainage Improvements Along McCreary Road from the Old Cottonbelt Rail Line to Southfork Mobile Home Park 12. Discuss and Consider Approval for Work Order No. WYL-17 Authorizing The Hogan Corporation to Proceed with the Design of 12" Water Main Improvements from Southfork Mobile Home Park, along McMillen Road, to the Existing 8" Water Main in McMillen Road, Approximately 8,300 Linear Feet in Length PRESENTATION 13. Presentation on Bond Projects Status by The Hogan Corporation STAFF REPORTS CITIZEN PARTICIPATION EXECUTIVE SESSION 14. Hold Executive Session Under Sections 551.071 Consultations with Attorney and 551.075 Conference With Employees To Receive Information and Question Employees Regarding Pending Litigation, City of Parker v. City of Wylie, Cause No. 219.458.96, District Court of Collin County, Texas 219 Judicial District 15. Hold Executive Session Under Sections 551.075 Conference with Employees To Receive Information and Question Employees Posted on this the 25th day of October at 5:00 p.m. THE WYLIE MUNICIPAL COMPLEX IS WHEELCHAIR ACCESSIBLE. SIGN INTERPRETATION OR OTHER SPECIAL ASSISTANCE FOR DISABLED ATTENDEES MUST BE REQUESTED 48 HOURS IN ADVANCE BY CONTACTING THE CITY SECRETARY'S OFFICE AT 442-8100 OR TDD 442-8170 Wy i+e City o n l #1 Agenda Communication for IOctober 29, 1996 Minutes for September 10, September 24 and October 8, 1996 wylIe City Council # Agenda Communication for October Z9, 1996 Appoint Replacement to Planning 8 Zoning Commission Issue Discuss and consider appointing a replacement to the Planning and Zoning Commission for an unexpired term ending 7/97. Background John Crowe and his family will be moving outside the city limits of Wylie and will no longer be eligible to serve on the commission. Mr. Crowe's term expires 7/97. Board Recommendations N/A Financial Considerations N/A Legal Considerations Article 9, Section 2(A1 and A2) set out the qualifications for members of the Planning and Zoning Commission. Members of the P&Z Commission must be a resident of the City of Wylie for at least 12 months preceding the date of appointment; be knowledgeable in the affairs of the city and be knowledgeable in the functions and activities of the commission. Staff Recommendations N/A Attachments Applications for Consideration • i s,_�� ,� _.��r MIL C66CZS� Prepared By evi: ed by Finan,a City Mgr. Approval CITY OF WYLIE Full Name: p,�/��,Q • P Boards & Commission Application Home Address: (Q R/ 14-/e�l/V Please print or type, return completed City, State, Zip: �(/L/' - �, 7_c�g application, before June 13, 1996,to: ` Business Address: City Secretary's Office 2000 Hwy. 78 North City, State, Zip: Wylie,Texas 75098 Home Phone:�Sf 2--3013 Work#: 1Z—cio cig y Board or Commission (indicate first, second, and third choice) Resident of Wylie for S f' Years Eh Planning and Zoning Board Please list any special skills or qualifications: ❑ Zoning Board of Adjustments e`A ❑ Library Board Why do you desire to serve on these boards? ❑ Ambulance Advisory Board /11 AIIII /4r ❑ �-�-Construction Code Board i at�i re • 6//7 47"Parks and Recreation Board Date Zoning Board of Adjustments Construction Code Board Consists of 5 members and 2 alternates who meet Consists of 7 members who meet on an "as on an "as needed" basis to consider applications needed" basis to review building code for variances to zoning ordinance regulations. The requirements. Plumbing, contractor, and electrical board hears appeals regarding determinations of experience helpful. the Zoning Administrator, and considers action concerning non-conforming uses. Ambulance Advisory Board Library Board Consists of 3 members who meet on an "as needed" basis and advise Council on ambulance Consists of 7 members who meet on the 2nd services. Monday of every month and advise the Council on library services and programs. Planning and Zoning Commission Parks and Recreation Board A 7 member board that meets the 1st and 3rd Monday of every month to review rezoning A 7 member board which meets the 4th Monday of applications, subdivision plats and site plans, and every month and advises the Council on advise Council regarding comprehensive planning acquisitions, maintenance, operation and use of issues. parks, playgrounds, and open spaces. City of Wylie , Now accepting applications • for Boards and Commigs'ions =' - Process for Selection t:Board members are selected for two year terms by the City Council in June. Terms are usually staggered whereby at least half of the membership has board experience. Applicants will be notified of acceptance by mail. Because vacancies do arise during the year all applications are kept on file for one year. Boards and Commissions ti, ZoningBoard of Adjustments -4. �,vConstruction Code Board ;- r.� A. .w •Consists of 5 members and 2 alternates. 'Consists of 4 members. . •Meets on an"as needed"basis. ..Meets on an "as needed"basis. " ,f 'Considers applications for variances to zoning 'Reviews building code requirements. ordinance regulation,bears ap peals ppeals regarding -•".kt. determinations of the Zoning Administrator, Ambulance Advisory Board , and considers action concerning -Consists of 3 members. non-conforming uses. •Meets on an"as needed"basis. 'Advises Council on Ambulance Service. Parks and Recreation Board •Consists of 7 members. Library Board •Meets fourth Monday of every month. •Advises on acquisitions,maintenance, 'Consists of 7 members. operation and use of parks,playgrounds -Meets on an"as needed"basis. and open spaces. "Meets second Monday of every month. 'Advises the Council on library service and pro- Development Corporation scams. of Wylie .P & Z Commission 'Consists of 5 members • 'Consists of 7 members. . 'Meets the second and fourth Tuesday of 'Meets first&third Monday of every month every month. 'Reviews rezoning applications subdivision plats �:y , 'Recommends to Council funding priorities to and site plans,and advises Council regarding .`r assist new,prospective and existing businesses. - comprehensive planning issues. xvr:=: City of Wylie Board & Commission Application Please print or type. Return completed application before June 15 to: t `=y=s CitySecretary's Office, 2000 Hwy. 78 N., Wylie, Texas 75098 {! 14 Board or Commission of first,second, and third choice:Planning - and ZoningBoard3• ".''` Resident of Wylie for J, �— years. .. _Zoning Board Tarts 4-ke Please list any special skills or ualifications: ,f 9,Library Board t :, I Ambulance Advisory.Boarda Y ,N 1 vs-V-te Pic- .ice ;,.i 1 Development Corporation of Wylie _> �t _Construction Code Board 1 Full Name: ra,RA M 5L.0 Why do you desire to serve on these boards? AV, � ' Home Address 1-i 17 (kX�'lt-tpt�nti. �P'N T- tc9o«Irk 1 tke 4,'-'.-f,- _ City,State,Zip L)y1,Ft TX —7.Sn9g beoot, .`.tY+ Business Address:. ► 5•Nw5?Kri r? lam- =` Home 4y2�q Y n 11� / -1 g� :, Phone 6�Bus.Ph.y�•1.�-3oG{) rgnature • - ace ,:.�.;,_a ::� CITY OF WYLIE Full Name: MA I lei "I. GI) Boards & Commission Application Home Address:c9-o6"TZ:x.)Jnj4 '►jam, Please print or type,return completed City, State,Zip: ��Ll tS TX —7 9 8 application, before June 13, 1996,to: `` //�� Business Address: I35 N• CL—/k3T(.}-(- FXivitifv7 City Secretary's Office 2000 Hwy. 78 North City, State,Zip: Al COMAS "Tx 75-6c1 Wylie,Texas 75098 Board or Commission Home Phone:P ZZZo(Work#:(,8`I a 6�9 (indicate first,second,and third choice) Resident of Wylie for 3/2 Years C Planning and Zoning Board Please list any spe ial skills or qualifications: vcr(5)ykMs fl�/4n1'#JIASG %c -C-mmS ' C�'Zoning Board of Adjustments 7t�'t tlyh dnrr - W14 5 Sciwace ,cti.'722 FACtLi firrEVL 172A14 b'i -A364,T L ❑ Library Board Why do you desire to serve on these boards? — %t .sla(�5 oQ1�{{JA ❑ ` Otwh. S tp: /4 iltabMs4qAt ICE n1. Ambulance Advisory Board Hnv,.t/t%.1.st:n (A t C.6_acgt et d 4 •usi4•• ❑ Construction Code Board Signature (Di it 291 EBParks and Recreation Board Date Matthew J.Conte Senior Manager Zoning Board of Adjustments Constru wireless Network Solutions Consists of 5 members and 2 alternates who meet Consists Northern Telecom N tYRT E L on an "as needed" basis to consider applications needed" 2435 N.Central Expressway re uirem " oII " II " I tIco for variances to zoning ordinance regulations. The q Richardson,TX 75080-2799 board hears appeals regarding determinations of experieni P.O.Box 833805 the Zoning Administrator, and considers action Richardson,TX 75083-3805 concerning non-conforming uses. Tel 214 684-2169 Fax 214 684-3300,QuickMail:Matt Conte Library Board Consists of 3 members who meet on an "as needed" basis and advise Council on ambulance Consists of 7 members who meet on the 2nd services. Monday of every month and advise the Council on library services and programs. Planning and Zoning Commission Parks and Recreation Board A 7 member board that meets the 1st and 3rd Monday of every month to review rezoning A 7 member board which meets the 4th Monday of applications, subdivision plats and site plans, and every month and advises the Council on advise Council regarding comprehensive planning acquisitions, maintenance, operation and use of issues. parks, playgrounds, and open spaces. Wylie City Council #3 Agenda Communication for October 29, 1996 Professional Services Agreement with Dunkin Sims Stoffels,;,inc. Issue Discuss and consider approval of a Professional Services Agreement with Dunkin Sims Stoffels, Inc. for landscape architectural/park planning services for the Central Park/Athletic Field Complex Background The proposed Professional Services Agreement continues the process of the development of the Central Park/Athletic Field Complex and is for the purpose of preparing the construction documents, and overseeing the bidding and construction of the complex. J.T. Dunkin and Associates has worked for the City of Wylie in the preparation of the Parks and Open Space Master Plan and the Conceptual Plan for the Central Park/Athletic Field Complex (the Park). The Master Plan was adopted by the City Council on January 23, 1996 and the Central Park Conceptual Plan has been reviewed by the Park and Recreation Advisory Board, the City Council, and the Wylie Independent School District (WISD) Board of Trustees. The final design of the park has been discussed by the Planning Committee for the Park which was appointed jointly by the City Council and the WISD Board. The firm of J.T. Dunkin and Associates has been dissolved due to the retirement of J.T. Dunkin. The park planning side of the company is now named Dunkin Sims Stoffels, Inc. Dennis Sims, who has been associated with J.T. Dunkin for over 15 years, has worked with this project from the beginning and will continue to do so. The scope of services with Mr. Sims will include the final schematic design for Phase I of the Park which should include four lighted baseball/softball fields, a playground, a hike and bike trail, and soccer fields. Additionally, the services provided will consist of the preparation of cost estimates, construction documents and specifications. Dunkin Sims Stoffels, Inc. will be involved in the bid process and in construction administration. The City will be informed in January, 1997 of the decision regarding the $500,000 grant through the Texas Parks and Wildlife Department. The facilities designated for Phase I of the project are based on a project budget which includes the grant funding. If the City is unsuccessful in securing the grant at this time, the complex can be developed incrementally. Financial Considerations On January 9, 1996, the Parks and Recreation Facilities Development Corporation authorized the issuance of $1.7 million in bonds for the purpose of funding the development of the first phase of Central Park as well as the expansion of the Smith Public Library and the renovation of the new Community Center. $1,000,000 is designated for the Park, and application has been made to the State Parks and Wildlife Commission for a $500,000 grant. The construction plans will be developed based on the ultimate $1.5 million in funding; however, Mr. Sims has agreed to be paid, at this time, only for the planning work that is actually constructed and the fees will be calculated as 7.5% of the construction costs. Regardless of the City's success in securing the grant, the balance of the fees due for the preparation of the construction documents will be paid to the consultant by January, 1999. Legal Considerations Section 271.056 of the Texas Local Government Code states that municipalities are exempt from advertising for bids for personal or professional services. Board/Commission Recommendation N/A Staff Recommendation Staff recommends approval of a Professional Services Agreement with Dunkin Sims Stoffels, Inc. Attachment Agreement 'Y )11.41Ast. CereLX4 Prep ed by Re i we by Fin ce Approved by CONTRACT FOR LANDSCAPE ARCHITECTURAL SERVICES This CONTRACT is made and entered into this day of by and between the CITY OF WYLIE hereinafter called the CITY and DUNKIN SIMS STOFFELS, INC., a corporation hereinafter called the LANDSCAPE ARCHITECT. RECITALS This CONTRACT is applicable to the furnishing of landscape architectural/park planning services by the LANDSCAPE ARCHITECT for the Wylie Central Park (the "Project"). CONTRACTUAL UNDERTAKINGS SECTION I EMPLOYMENT OF LANDSCAPE ARCHITECT I. Employment of the Landscape Architect The CITY hereby agrees to retain the LANDSCAPE ARCHITECT to perform professional landscape architectural services in connection with the Project; LANDSCAPE ARCHITECT agrees to perform such services in accordance with the terms and conditions of this Agreement. II. Scope of Services The parties agree that LANDSCAPE ARCHITECT shall perform such services as are set forth and described in Exhibit "A", which is attached hereto and thereby made a part of this Agreement. The parties understand and agree that deviations or modifications in the form of written change orders may be authorized from time to time by the CITY. SECTION II AUTHORIZATION OF SERVICES No professional services of any nature shall be undertaken by the LANDSCAPE ARCHITECT pursuant to this contract until LANDSCAPE ARCHITECT has received written authorization to proceed from the CITY. 1 SECTION III PERIOD OF SERVICE This contract shall be effective upon execution by the CITY and LANDSCAPE ARCHITECT, and shall remain in force until terminated under the provisions hereinafter provided in Section XII. SECTION IV COORDINATION WITH THE CITY The LANDSCAPE ARCHITECT shall hold periodic conferences with the CITY, or its representa- tives, in an effort to benefit from the CITY'S experience and knowledge of existing needs and facilities, and so as to make the Project design as consistent as is reasonably practicable with the CITY'S current policies and construction standards. To implement this effort,the CITY shall make available to the LANDSCAPE ARCHITECT for use in planning the Project, all existing plans, maps, field notes, statistics, computations and other data in the CITY'S possession pertaining to existing facilities which the CITY might believe could have any relation to the Project. LANDSCAPE ARCHITECT may rely upon the accuracy and completeness of such plans, maps, field notes, statistics, computations or other data provided by CITY to LANDSCAPE ARCHITECT. SECTION V COMPENSATION AND METHOD OF PAYMENT The parties agree that LANDSCAPE ARCHITECT shall be compensated for all services provided pursuant to this Agreement in the amount and manner described and set forth in the Payment Schedule attached hereto as Exhibit "B" which is thereby made a part of this Agreement. Landscape Architect further agrees that it will prepare itemized statements as described in said Exhibit "B." SECTION VI LEGAL REQUIREMENTS The LANDSCAPE ARCHITECT will advise and assist the OWNER in the need and in applying for licenses or permits required by law and will comply with ordinances, laws, orders, rules and regulations which pertain to its services hereunder. However, nothing contained herein shall alter the fact that the OWNER shall be responsible to pay all costs or fees associated with any licenses and permits required by law. OWNER shall also have the sole responsibility to obtain all licenses or permits required by law so as to legally authorize construction of the improvements contemplated by this contract. 2 SECTION VII STANDARD OF CARE The LANDSCAPE ARCHITECT will perform and complete its work in a good and workmanlike manner. The LANDSCAPE ARCHITECT shall not, either during or after the term of this Agreement, disclose to any third party, any confidential information relative to the work of the business of the OWNER, without the written consent of the OWNER, except to the LANDSCAPE ARCHITECT'S subcontractors. The OWNER'S representative shall at all times have access to the work for the purpose of inspecting the work and determining that the work is being performed in accordance with the terms of this Agreement. SECTION VIII • INDEPENDENT CONTRACTOR RELATIONSHIP In performance of the services hereunder,the LANDSCAPE ARCHITECT shall be an independent contractor with the sole authority to control and direct the performance of the details of the work. The LANDSCAPE ARCHITECT is self-employed, shall not report to be an employee or an agent of the OWNER and shall not have any right or power to bind the OWNER to any obligation not otherwise specifically authorized in writing by the OWNER. The LANDSCAPE ARCHITECT shall provide its own premises for performance of its duties hereunder, but shall have free access to the premises of the OWNER and any information, records and other material relevant to its work hereunder. SECTION IX INSURANCE The LANDSCAPE ARCHITECT shall provide a certificate reflecting its coverage by worker's compensation insurance and public liability insurance to the CITY for bodily injury and property damage in the following amounts: $250,000.00 for each person/ $500,000.00 for each single occurrence for bodily injury or death/ $100,000.00 for each single occurrence for injury to or destruction of property. The LANDSCAPE ARCHITECT agrees that such coverage shall be maintained during the term of this Agreement. In the event that the limits of liability imposed on municipalities are increased by the Legislature of the State of Texas, the parties agree that the LANDSCAPE ARCHITECT shall increase the coverage and limits of liability required by this agreement to conform to the liability limits established by the Legislature of the State of Texas. 3 SECTION X PROGRESS MEETINGS LANDSCAPE ARCHITECT or it's designee agree to attend all progress meetings scheduled by CITY, and at such meetings will endeavor to outline work accomplished and identify any special problems or delays known to LANDSCAPE ARCHITECT which are encountered in connection with the Project during the previous report period, as well as planned work activities and special problems and delays anticipated for the next report period. SECTION XI OWNERSHIP OF DOCUMENTS All documents including Master Plans and Drawings prepared or furnished by the LANDSCAPE ARCHITECT (and LANDSCAPE ARCHITECT'S independent professional associates and consultants) pursuant to this contract are instruments of service with respect of the Project. The CITY shall retain ownership and property interest therein, whether or not the Project is completed, upon full and complete payment by CITY to LANDSCAPE ARCHITECT for the cost of the plan prepared as defined in Exhibit A. SECTION XII TERMINATION Either party to this contract may terminate the contract by giving to the other party thirty (30) days notice in writing. Upon delivery of such notice by the CITY to the LANDSCAPE ARCHITECT,the LANDSCAPE ARCHITECT shall discontinue all services in connection with the performance of this contract and shall proceed to cancel promptly all existing orders and contracts insofar as such orders or contracts are chargeable to this contract. As soon as practical after receipt of notice of termination, the LANDSCAPE ARCHITECT shall submit a statement, showing in detail the services performed under this contract up to the date of termination. The CITY shall then pay the LANDSCAPE ARCHITECT within fifteen (15) days that proportion of the prescribed charges which the services actually performed under this Contract bear to the total services actually performed under this Contract less such payments on account of the charges as have been previously made. Originals of all completed or partially completed planning, designs, plans and specifications prepared under the contract shall be promptly delivered to the CITY upon termination. SECTION XIII ENTIRE AGREEMENT This agreement contains the entire agreement between the parties covering the subject matter. No modifications or amendments shall be valid unless in writing and signed by the parties. 4 SECTION XIV SEVERABILITY In case any one or more of the provisions contained in the Agreement shall for any reason be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provision hereof, and this Agreement shall be construed as if such invalid, illegal or unenforceable provision had never been contained herein. SECTION XV PERFORMANCE This entire Agreement is performable in Dallas County, Texas, and the venue for any action - related, directly or indirectly, to this Agreement or in any manner connected therewith shall be Dallas County, Texas, and this Agreement shall be construed under the laws of the State of Texas. SECTION XVI SUCCESSORS AND ASSIGNMENTS The CITY and the LANDSCAPE ARCHITECT each binds himself and his successors, executors, administrators and assigns to any other party of this Contract and to the successors,executors, administrators and assigns of such other party, in respect to all covenants of this Contract. Except as above, neither the CITY nor the LANDSCAPE ARCHITECT shall assign, sublet or transfer it's interest in this Contract without the written consent of the other party. Nothing herein shall be construed as creating any personal liability on the part of any officer, agent or employee of the CITY or LANDSCAPE ARCHITECT. SECTION XVII NOTICE The responsible parties for any notice or contact between the CITY and LANDSCAPE ARCHITECT shall be Mr. Mike Collins, City Manager, City of Wylie, 2000 Highway 78 N., Wylie, Texas 75098 and Mr. Dennis Sims, President, Dunkin Sims Stoffels, Inc., 9876 Plano Road, Dallas, Texas 75238. SECTION XVIII INFORMATION PROVIDED BY OTHERS The CONSULTANT shall indicate to the CITY the information needed for rendering the services hereunder, and the CITY shall provide to the CONSULTANT such information as is available to the CITY. The CITY recognizes that it is impossible for the CONSULTANT to assure the sufficiency of such information, either because it is impossible to do so, or because of errors or omissions which may have occurred in assembling the information. Accordingly, the CITY 5 waives any claim against the CONSULTANT, and agrees to defend, indemnify and hold the CONSULTANT harmless from any claim or liability for injury or loss allegedly arising from errors, omissions, or inaccuracies in documents or other information provided to the CONSULTANT by the CITY. Further, the CITY agrees to compensate the CONSULTANT for any time spent or expenses incurred by the CONSULTANT in defense of any such claim, with such compensation to be based upon the CONSULTANT's prevailing fee schedule and expense reimbursement policy. SECTION XIX PREPARATION OF ALTERNATES The Consultant's fees are based upon the total dollars allocated for construction of the project. The Consultant will prepare an estimate for probable cost of construction. This estimate will be based on the design development phase of the project. Should the CITY request design alternates be prepared for bidding, the consulting team will invoice the CITY in addition to the original contract amount, the agreed percentage of construction cost for preparation of plans, construction documents and specifications for the alternates. Any such expenses shall be pre- authorized by the CITY in advance of work being performed. SECTION XX INDEMNITY The LANDSCAPE ARCHITECT agrees to indemnify and hold harmless the CITY and its officers, agents and employees of and from damages, injuries (including death), claims, property damages (including loss of use), losses, demands, suits, judgments and costs, including reasonable attorneys' fees and expenses, which directly arise out of LANDSCAPE ARCHITECT'S breach of any of the terms or provisions of this Agreement, or by any other negligent act, error or omission of LANDSCAPE ARCHITECT, its agents, servants, employees, subcontractors, or any other persons or entities for whose acts the LANDSCAPE ARCHITECT is legally liable. However, such indemnity for the design professional and his employees for negligence in the performance of professional services and damages resulting from negligence in the performance of professional services shall be limited to an amount of one hundred thousand dollars ($100,000). 6 EXECUTED IN 2 counterparts (each of which is an original) on behalf of LANDSCAPE ARCHITECT by its PRINCIPAL shown below, and on behalf of the CITY by its(thereunto duly authorized) this day of CITY OF WYLIE DUNKIN SIMS STOFFELS, INC. LANDSCAPE ARCHITECTS President Dennis G. Sims Typed Name ATTEST: ATTEST 7 EXHIBIT "A" WYLIE COMMUNITY PARK WYLIE, TEXAS This proposal for Wylie Central Park is being submitted for your review and approval. The professional services for this park will be prepared by the following consulting team: Dunkin Sims Stoffels, Inc. will be the primary consultant for the project; Nathan D. Maier Consulting Engineers,Inc.;Pendleton Engineers,electrical engineers;and Mike Brown,irrigation consultant. The scope of services is divided into two phases; basic design services and reimbursable expenses. PHASE I - BASIC DESIGN SERVICES The services in this phase are divided into four sections: (1) design and development; (2) construction documents and specifications; (3) bidding and contract award; and (4) construction observation. Each section sets forth the services to be performed. DESIGN DEVELOPMENT PHASE Schematic alternative plans will be prepared by the consulting team and presented to staff for their review and comments. The plans will be prepared with staff input in regard to the final park program elements selected for the park. After the CITY and CONSULTANT have agreed upon the schematic plan, a preliminary cost estimate will be prepared detailing the park elements in the first phase of construction. CONSTRUCTION DOCUMENTS AND SPECIFICATIONS Construction documents and specifications will be prepared for the park elements outlined in the cost estimate for the first phase of construction. The consulting team will perform the following tasks in this section of the project: ■ Grading Plan(s), which will establish grades for all elements of the project. 1 ■ Layout Plan(s) locating by dimensions all structures, playing fields, walks, roads, parking areas, planting areas, etc. ■ Irrigation Plan(s) showing the location of all heads, pipe, valves, pumps, and controls. ■ Electrical Plan(s)showing the location of all light standards,controls, wires, etc. ■ Planting Plan(s) locating and identifying all plant material and a list of plants including quantities, sizes, and varieties. ■ Construction Details providing plans, sections, elevations of the individual elements of the plans. ■ Prepare proposal forms and appropriate add or deduct alternates. ■ Prepare the project manual Cost estimates will be prepared for each of the program's elements. The cost for these elements will be reviewed with staff. BIDDING AND CONTRACT AWARD The Consultant will be responsible for the following tasks in this phase: ■ Distribute plans and specifications from our office to interested contractors. ■ Coordinate and attend a pre-bid meeting. ■ Answer questions and interpret drawing during the bidding period. ■ Assist the CITY in receiving bids. ■ Prepare and distribute any required addendum. ■ Attend the bid opening and prepare a bid tabulation sheet for completion at the bid opening. ■ Analyze the bids and make a written recommendation to the CITY for awarding a contract. 2 CONSTRUCTION ADMINISTRATION The Consultant will perform the following tasks during this phase of the project: ■ Consultation and advise to the CITY. ■ Preparation of elementary and supplementary sketches required to resolve field conditions. ■ Approval of submittals and shop drawings submitted by contractors for confor- mance with the design concept. ■ The consulting team shall make periodic site visits to determine if the project is proceeding in accordance with the contract documents. The consulting team shall not be responsible or liable for the Contractor's failure to perform the construction work in accordance with the contract documents. ■ Review and approval of all certificates for payment submitted by the Contractor. ■ Prepare Change Orders for the CITY's approval and execution. ■ Coordinate final site walk through with the CITY at the conclusion of the construction and provide a punch list to Contractor to complete the project. The Consultant shall perform the scope of services set forth above for a fixed fee of $101,250. PHASE II - ADDITIONAL SERVICES (ESTIMATED FEES) The fees presented below for each task are estimated fees. Because the scope of services of the services for each item cannot be determined at this time. Plan and Specification Printing The Consultant will invoice the CITY at the incurred cost for all out-of-house printing of plans, specifications and plotting of AutoCadd files. Requested mounting or laminating of master plans will also be invoiced at the incurred cost. In-house printing of check prints for use in preparing the construction documents are included in the basic design services. 3 Postage and delivery expenses will not be invoiced during the Design Phase of the contract. Courier, express mail, or overnight delivery charges, as well as, the cost of mailing sets of contract documents to prospective bidders will be charged to the CITY. We would recommend the City budget $4,000 to $5,000 for this task. Geotechnical Consultants A geotechnical firm will provide soil analysis and recommendations for the various elements in the park. It is difficult, at this time, to estimate the quantity of borings required until the consulting team has completed the master plan and has a clear understanding of the requirements and details required of the geotechnical consultant. We would recommend the City budget $7,500 for this task. 4 EXHIBIT "B" PAYMENT SCHEDULE The following outlines the payment schedule for the Wylie Central Park: Percent of fee due Basic Design Services Upon Completion Design Development 40% Construction Documents and Specifications 45% Bidding and Contract Award 5% Construction Observation 10% Reimbursable Expenses All of the services identified in Exhibit A, Phase II, Additional Services (estimated fees) shall be invoiced in addition to the Basic Design Services as they are completed by the consulting team and accepted by the CITY. Phase I and Phase II Payment The parties agree that the fees for professional services are based on a construction amount of $1,350,000. In the event the City is not awarded the grant from the Texas Parks and Wildlife Department, the parties agree to prepare the plans and specifications for the $1,350,000 construction budget and the consultant will be reimbursed $63,750 for professional fees plus the additional services for Phase I. The parties also agree the consultant shall be reimbursed the remaining $37,500 of professional fees by January 1, 1999. 5 EXHIBIT "C" CITY provided services: 1. Program elements 2. All known utilities and easement on-site and adjacent to the site 3. Boundary surveys and topographical base map 4. Flood plain data relevant to the park site 6 J. T. DUNKIN & ASSOCIATES, INC. PARK MASTER PLANNING FRIENDSWOOD, PARK, RECREATION AND OPEN SPACE PLAN 1992-93 TEXAS Project Elements: • Inventory and analysis • Population and future land use patterns • Recreation and parks needs analysis • Development of park standards • Establishment of future park locations and facilities • Capital Improvement Program Status: • Study is currently being developed and scheduled for completion by early 1993 Comments: • Plan was approved by the Texas Parks & Wildlife Department HIGHLAND VILLAGE, PARK MASTER PLAN 1988-89 TEXAS Project Elements: • Base data and inventory of existing facilities • Determine future community growth patterns • Recreational needs analysis • Develop park and recreation standards • Future parks and facilities locations • Development of Park Dedication Ordinance • Recommendations for beautification and treatment of entryways into the City, streetscape, public grounds, and future public facilities Status: • Project complete; in use Comments: • Plans meeting the requirements of the Corps of engineers will be prepared for Copperas Cove Park on Lake Lewisville. KELLER, TEXAS PARK MASTER PLAN 1988 Project Elements: • Inventory and mapping of existing facilities • Needs analysis • Development of park system standards • Future Park Sites Plan and site selection criteria • Evaluation of potential funding sources Status: • Project complete; in use LEWISVILLE, TEXAS PARK MASTER PLAN 1986 Project Elements: • Analysis of existing park facilities • Establishment of park standards and future park needs • Located future park facilities • Proposed a greenbelt system to link future parks • Developed detailed neighborhood park Development Guidelines Status: • Project complete; in use Comments: • Plan was initiated and used to implement a park dedication ordinance MCKINNEY, TEXAS PARK MASTER PLAN 1984 Project Elements: • Evaluation of existing facilities • Developed standards for future park development • Proposed a future park system • Conceptual design of a four mile long community park along Wilson Creek Status: • Project complete, in use Comments: • Plan is being carried out (see McKinney Softball and Soccer Complex Projects below) PALESTINE, TEXAS PARK AND OPEN SPACE PLAN 1979 Project Elements: • Community survey and needs assessment • Evaluation of existing park and open space facilities • Development of park standards • Establishment of future park locations and facilities Status: • Study is complete Comments: • Funded in part through the Texas Department of Community Affairs Comprehensive Planning Assistance Grant WYLIE, TEXAS PARK MASTER PLAN 1995 Project Elements: ■ Analysis of existing park facilities ■ Establishment of park standards and future park needs ■ Located future park facilities ■ Proposed a greenbelt system to link future parks ■ Developed detailed neighborhood park Development Guidelines Status: ■ Project complete; in use Comments: ■ Plan was approved by the Texas Parks and Wildlife Department SACHSE, TEXAS PARK MASTER PLAN 1995 Project Elements: ■ Evaluation of existing facilities ■ Developed standards for future park development ■ Proposed a future park system ■ Conceptual design of a four mile long community park along Wilson Creek Status: ■ Project complete, in use Comments: ■ Plan was approved by the Texas Parks and Wildlife Department TAYLOR, TEXAS PARK AND OPEN SPACE PLAN 1996 Project Elements: ■ Community survey and needs assessment ■ Evaluation of existing park and open space facilities ■ Development of park standards ■ Establishment of future park locations and facilities Status: ■ Study is complete Comments: ■ Texas Parks and Wildlife Department approval pending PARK MASTER PLAN AMENDMENTS FLOWER MOUND, PLAN AMENDMENTS 1995 TEXAS Project Elements: ■ Community survey and needs assessment • Evaluation of existing park and open space facilities • Development of park standards • Establishment of future park locations and facilities Status: • Study is complete Comments: • Approved by the Texas Parks and Wildlife Department GARLAND, TEXAS PLAN AMENDMENT 1996 Project Elements: • Community survey and needs assessment • Evaluation of existing park and open space facilities • Development of park standards • Establishment of future park locations and facilities Status: • Study is complete Comments: • Texas Parks and Wildlife Department approval pending The above plans are detailed master plans covering various aspects of current and long-range park and recreation) needs for those cities listed. J. T. Dunkin & Associates has prepared numerous other plans for park and open space development as a park element in conjunction with the development of Comprehensive Master Plans for the cities of: Midland Fort Stockton Frisco Odessa Belton Corinth Athens Lancaster Terrell Castroville J. T. DUNKIN & ASSOCIATES, INC. SITE SPECIFIC PARK PROJECTS CEDAR HILL, TEXAS CEDAR HILL 154 COMMUNITY PARK 1995-1996 Design Elements: • Three lighted Mustang fields • Twelve youth soccer fields $ 2,800,000 • One lighted regulation field • Two football fields • Two acre pond • Amphitheater • Two restroom/concession buildings • Two playgrounds • 1 mile hike & bike trail • Fishing pier Status: • Under construction Comments: • Texas Parks & Wildlife Matching Grant HIGHLAND VILLAGE, UNITY COMMUNITY PARK 1995-1996 TEXAS Design Elements: • Four lighted softball fields • Four lighted youth soccer fields $ 1,700,000 • Two ponds • Fishing pier Status: • Construction documents Comments • Texas Parks & Wildlife Matching Grant PEARLAND, TEXAS CENTENNIAL PARK 1993-Present Design Elements: • Prepared Texas Parks & Wildlife Grant Application • Pond with fishing platform $ 1,870,000 • Four lighted softball fields • Restroom/concession building • Unlighted regulation soccer field • Approximately one mile hike & bike trail • Four lighted tennis courts • Two group picnic shelters • Playground area Status: • Currently under construciton/completion date, early 1996 SOUTHLAKE, TEXAS BICENTENNIAL PARK EXPANSION 1993-1995 Design Elements: • 2 lighted Pony baseball fields $ 1,900,000 • 2 lighted Mustang baseball fields • Hike & bike trails • Restroom/concession building • Group picnic facilities • 5 soccer fields • Trounament pavilion Status: • Project substantially complete PLANO, TEXAS RUSSELL CREEK PARK ATHLETIC COMPLEX 1993-1994 Design Elements: • Playground area $ 4,000,000 • 2 miles of hike & bike trails • Group picnic facilities • 8 acre lake • 17 soccer fields Status: • Project under construction Comments: • Texas Parks &Wildlife matching grant NORTH RICHLAND HILLS GREEN VALLEY COMMUNITY PARK 1993-1995 Design Elements: • Twelve soccer fields • Two lighted regulation soccer fields $ 1,700,000 • Restroom/concession building • Parking facilities • Entrance lake with fountain • Two acre wetlands lake with observation deck • Group picnic shelter • Playground area • 1.5 miles hike & bike trail • Tennis court Status: • Construction is complete GARLAND, TEXAS DUCK CREEK HIKE & BIKE TRAIL 1985-1987 Design Elements: ■ Playground area $ 422,000 ■ 2.6 miles of hike & bike trails ■ Group picnic facilities ■ Low water crossing Status: ■ Project complete; in operation Comments: ■ Texas Parks & Wildlife matching grant ■ Honorable Mention Design Award from Texas Recreation & Parks Society (TRAPS) GARLAND, TEXAS ARNOLD AND CAROL ABLON PARK 1986-1988 Design Elements: ■ Prepared Texas Parks & Wildlife grant $ 340,000 application ■ Pond with fishing pier ■ Hike and bike trails ■ Picnic facilities ■ Casual sports fields Status: ■ Project complete; in operation Comments: ■ Matching grant request was approved GARLAND, TEXAS NORTH GARLAND NEIGHBORHOOD PARK 1986 Design Elements: ■ Prepared Texas Parks & Wildlife grant $ 420,000 application Status: ■ Project complete; in operation Comments: ■ Matching grant request was approved GARLAND, TEXAS WINDSURFER BAY PARK 1991 Design Elements: ■ Prepared Texas Parks & Wildlife grant application Status: ■ Project complete Comments: ■ Matching grant request was approved GARLAND, TEXAS SPRING CREEK GREENBELT PARK 1992 Design Elements: ■ Prepared Texas Parks & Wildlife grant application Status: ■ Matching grant was approved LEWISVILLE, TEXAS AUSTIN KENT ELLIS PARK 1986-1987 Design Elements: ■ Playground area $ 67,000 ■ Parking lot ■ Picnic facility Status: ■ Complete and open to the public LEWISVILLE, TEXAS CREEKVIEW PARK 1987 Design Elements: ■ Playground area $ 70,000 ■ Walkway ■ Picnic shelter Status: ■ Park has been completed and is in use LEWISVILLE, TEXAS CENTRAL PARK 1985-1986 Design Elements: ■ Sesquicentennial Park $ 707,000 ■ Band shell ■ Restroom ■ Picnic shelters ■ Hike & bike trail ■ Picnic units ■ Playground area Status: ■ Area I (Sesquicentennial Park) and Area 2 are complete and open to the public McKINNEY, TEXAS WILSON CREEK SOCCER COMPLEX 1984-1985 Design Elements: ■ Two lighted soccer fields $ 500,000 ■ Three unlighted soccer fields ■ Restroom facilities Status: ■ Project complete; in operation Comments: ■ Texas Parks & Wildlife matching grant McKINNEY, TEXAS SOFTBALL/BASEBALL COMPLEX 1986-1988 Design Elements: ■ Four lighted softball/baseball fields $ 3,200,000 ■ Two unlighted soltball/baseball fields ■ Concession stand ■ Volleyball courts ■ Hike & bike trail ■ Shoreline restoration Status: ■ Project complete; in operation Comments: ■ Texas Parks & Wildlife matching grant McKINNEY, TEXAS NORTH PARK 1989 Design Elements: ■ Complete renovation of drainage, lighting, $ 210,000 and fencing of two youth baseball fields Status: ■ Project complete; in operation McKINNEY, TEXAS McKINNEY HIGH SCHOOL BASEBALL FIELD 1988 Design Elements: ■ Installation of new steel fencing for the $ 180,000 high school competition baseball field Status: ■ Project complete; in operation ALPINE, TEXAS KOKERNOT PARK 1986-1987 Design Elements: ■ Two baseball fields $ 157,000 ■ Soccer field ■ Hike & bike trail Status: ■ Project complete; in operation Comments: ■ Funded by a matching grant from Texas Parks & Wildlife Department MIDLAND, TEXAS HOUSE PARK 1985 Design Elements: ■ Volleyball court $100,000 ■ Play structures ■ Picnic shelters ■ Picnic areas ■ Softball/football fields ■ Walking trail Status: ■ Phase I complete Comments: ■ Park in operation MIDLAND, TEXAS SANTA RITA PARK 1984 Design Elements: • Play structures $100,000 • Picnic shelters • Picnic areas • Softball/football fields • Walking trail Status: • Phase I complete Comments: • Park in operation MIDLAND, TEXAS BUTLER PARK 1984 Design Elements: • Tennis court $75,000 • Volleyball/ Badminton Court • Picnic Shelter • Play structure • Walking Trail • Exercise Stations Status: • Phase I Complete Comments: • Park in use DENTON, TEXAS EVERS PARK 1987_88 Design Elements: • Renovation of existing baseball fields $ 100,000 • Lighting improvements • Play structures • Drainage improvements • New soccer fields • New softball fields • Landscape and irrigation improvements Status: • Project complete; in use DENTON, TEXAS DENIA PARK 1987_88 Design Elements: • Parking lot renovations $ 170,000 • Drainage improvements • Renovation to women's softball fields • Soccer fields • Parking lot design • Landscaping and irrigation improvements Status: • Project complete; in use DENTON, TEXAS NORTH LAKES PARK 1992-1993 Design Elements: ■ Five field softball complex ■ Field lighting plan ■ Five field soccer complex ■ Restroom/Concession building ■ Parking lot and roadway ■ Picnic facilities ■ Play structures Status: ■ Project complete • KELLER, TEXAS BIG BEAR CREEK GREENBELT MASTER PLAN 1991-1993 Design Elements: ■ Analysis of property ownership $ 515,000 ■ Analysis of environmental opportunities and constraints ■ Development of conceptual master plan for a four mile greenbelt park Status: ■ Master Plan complete Comments: ■ Master Plan was used to promote successful park bond program and successful grant application to the Texas Parks & Wildlife Department KELLER, TEXAS BIG BEAR CREEK GREENBELT PARK - PHASE I 1990 - Present Design Elements: ■ 2.7 miles of hike & bike trails ■ Two parking lots ■ Two accessible playgrounds ■ Trail covering structure under Union Pacific Railroad ■ Picnic facilities Status: ■ Project under construction Comments: ■ Texas Parks & Wildlife matching grant GEORGETOWN, TEXAS SAN GABRIEL RIVER CORRIDORS GREENBELT PARK MASTER PLAN 1992 Design Elements: ■ Analysis of property ownership ■ Analysis of ecological and botanical communities ■ Preliminary hydrological analysis of the North and South San Gabriel River Corridors ■ Preparation of an environmental sensitivity zone map ■ Development of conceptual master plan for the River Corridors Greenbelt Park ■ Preparation of a local park fund grant application to Texas Parks & Wildlife Department Status: ■ Grant application was approved ►y � C y �� #4 Agenda Communication for October 29, 1996 , .............m...n...umuiminiimiiimimn....ml,ii. Award of Community Cantor Bid Issue Discuss and consider an award of a contract for the renovation of the new Community Center. Background On October 8, the City Council rejected the single bid that had been submitted for the renovation of the Community Center and instructed staff to begin the process again in an attempt to secure more competitive bids for the project. The initial bid received was $245,000. A prebid conference was held at the Community Center on October 10, and on October 23, staff received and publicly opened six (6) bids for the project. The bid tabulation and the architects recommendation will be provided. The low bid for the Base Bid Amount is $209,900 as submitted by the Anchor Companies out of Plano. This amount does not include any costs associated with the recent discovery of the asbestos in the building. The architect has obtained two proposals for the complete removal of the asbestos. If total abatement is required, the cost will be in the range of $10,000 - $15,000. Direction is needed from the Council as to whether Council wishes to increase the project budget to cover the cost of the asbestos abatement or if the cost must be absorbed within the existing budget by cutting essential features from the project. City staff member Wayne Morman is a Certified Asbestos Abatement Officer and will be able to advise the City regarding the responsibilities of handling the situation appropriately. Staff and the architect are diligently pursuing the possibility of identifying other options for abatement which will satisfy the requirements at a lower cost. Specific information will be provided for these costs on Tuesday. Eight (8) alternatives for possible reductions were identified through the bid process and the Anchor Companies have identified additional cost savings for a total possible reduction of approximately $22,000. The areas for reduction include savings in mechanical and electrical specifications, changes in the type of equipment for the kitchen area, and the elimination of the enclosure of the loading dock for storage. The final design of the new Community Center includes a large meeting room, a kitchen, a designated room for the Senior Citizens to utilize for their functions and projects, and an office. The building will be ramped and the restrooms completely rebuilt in order to meet the requirements of the American with Disabilities Act, and other accessibility standards. The project is very basic. Financial Considerations On September 24, the Council approved the FY 97 Budget which identified an amount of $200,000 for this project. The funding is a combination of the $175,000 approved in bond monies by the Park & Recreation Facilities Development Corporation and a $25,000 transfer from the 4B Operating Fund to the 4B Capital Projects Fund. Legal Considerations The bid solicitation for this project was conducted in accordance with Chapter 252.021 of the Local Government Code which governs the procedural requirements for certain capital expenditures. Board/Commission Recommendation N/A Staff Recommendation Staff recommends that Council award a contract to the Anchor Companies in the amount to be determined by Council for the renovation of the new Community Center. Attachment Bid Tabulation 4-, Prepar by Reviewed by finance City Manager Mgr. From : CREW I'')E HRCHITECTS & PLANNERS PHONE No. : 214 414 5413 Oct.25 1996 11:58PM P02 CREATIVE ARCHITECTS & PLANNERS 1026 Ovakwood Orive Q Garland,Texegt 76D44.4126 Q. f9721 r 4R'3rI1!i (P7P1.114-5413 fax October 25, 1996 Mindy Manson Assistant to the city Manager 2000 Hwy. 76 N. P.O. Box 428 Wylie, Texas 75098 Re: Community Center Bid Mindy: Of the two apparent low bidders only Anchor Companies responded to our request to identify savings in the mechanical and electrical items. We recommend that the City award the bid to Anchor Companies with the following alternates. Base Bid $ 209,900 Alternate #2 - Kitchen revisions as modified by Anchor's letter dated 10/24, item #3 -5,800 Alternate #5 - Bond reduction -2,099 Alternate #6 - 2' x 4' lights - 370 Alternate #7- Site work -2,165 Alternate #8- Composition shingle - 555 Anchor's HVAC deduct per letter -4,000 Anchor's Electrical deduct per letter -1 ,981 Anchor's Millwork deduct per letter - 500 Anchor's railing deduct per conversation with Tom Pritzkau part of #5 in letter - 820 Anchor's stg. overhang deduct per conversation with Tom Pritzkau part of #5 in letter - 560 Total Contract $ 191,050 From : CREATIVE ARCHITECTS a PLANNERS PHONE No. : 214 414 5413 Oct. 25 1996 11:59AM P©3 As long as the asbestos issue works as we hope this will let the project be in budget without hurting the function or esthetics. If the asbestos turns out to be more expensive the storage alternate could be taken saving another$3,440 ($560 is already figured above). We hope this meets the City of Wylie's needs. Please call if you have any questions. Sincerely, r Scott B. Roberts, Architect NCARB attch. cc Anchor Companies w.o ca a_ a_ Wylie Community Center 8 Bid Tabulation 4 3-0 Construction Anchor Companies Rogers Blair Marcon Construction,Inc Sherman!A&I Const. J.D�Sch ID Geno Farmer Ernie Ray Mike Veolobus Mario Ca' 2417 Oakridge 1804 Avenue G 110 Industrial 4407 Bellwood Pkwy.N.#10 402 W.Lamar#108 8405 Ste v Mesquite,Tx.75180 Plano,Texas 75074 Forney,Tx.75126 Dallas,Tx.75244 Sherman,Tx.75090 Irving,Tx, ,; 972-285-9248 972-424-8050 972-564-4499 972-960-2244 903-813-0017 972-929- o ,972-288-6009fax 972-424-1510 972-564-5153 fax 972-960-2414fax 903-892-8278 fax 972-929- Base Bid Amount 1 211,590 209,900 218,900 243,000 Alternate#1 ! Delete Storage 1. (3,894) (4,000) __ _ (3,715) _ (2,629) M Alternate#2 Tr Kitchen deducts (3,518) _ (,520)5 _ (7,612) (2,300) tr Alternate#3 Carrier units _ (985) 0 2,148 _ 0 It Alternate#4 co Delete 212 ton unit (3,465) (690) (850) (1,100) .. Alternate#5 a Bond reduction (1,200) (2,099) (3,100) (3,650) z ua Alternate#6 0 2'x 4'lay-inj9hts (281) (370) _ (690) 0 0- Alternate#7 �, Site work (3,875) (2,165) _ (219) (1,350) uui Alternate#8 z Composition shingles (1,290Z (555) (250) _ 0 _ _ _ _ - Do Time of completion 90 150 60 120 Lo I i Bid Bond yes yes _ yes yes i #of Addendum j 1 1 1 1 x a w a w ii u E a October 23,1996 ick Contracting Tergrus Construction,Inc. razos Gene Parker ding St,#202 107 Executive Way 75063 Desoto,Tx.75115 8850 972-709-0393 1852 fax 972-780-1853 fax 225,437 223,000 (4,350) (3,500) (6,500) (7,893) (5,500) (1,100) (3,000) (1,350) (3,000) 0 (800) (500) (1,200) (2,100) (1,100) 0 60 95 yes yes 1 1 WyIi Wylie City Council 5 Agenda Communication for October 24 19961 # Approval of Preliminary Plat for the Novid Business Park Addition Issue Discuss and consider approval of a Preliminary Plat for the Novid Business Park Addition submitted by Novid Properties, Inc., located north of the intersection of FM 1378 and FM 3412 (Brown Street) and being a part of a 14.497 acre tract out of the Charles Atterbury Survey, Abstract No. 22. Background Mr. Bobby Abbott, representing Novid Properties, Inc., owns a 14.497 acre tract and is platting 0.7576 acres as the Novid Business Park. This development has been described by the owner as an office/warehouse, limited warehousing and distribution/lumber yard and possibly a fence company. The property is currently zoned B-2 which is appropriate zoning for the above listed usages. These issues of zoning and land use have absolutely nothing to do with the platting procedures as detailed in the Wylie Subdivision Regulations, and the development must be considered on its own merit. Board Recommendations The Planning and Zoning Commission recommended approval of the Preliminary Plat for Novid Business Park at the P&Z meeting on October 7, 1996. Financial Considerations N/A Legal Considerations According to the City of Wylie's Subdivision Regulations, a Preliminary Plat must be submitted and reviewed by Staff to ensure that sufficient information exists, and is then recommended for approval by the Engineer. The Preliminary Plat and Plat Application is then submitted at least 15 consecutive days before the meeting of the Planning &Zoning Commission (P&Z)for its study and recommendation. The P&Z shall endeavor to act on the Preliminary Plat within 30 days from the date the plat was filed with each body for their approval. The Preliminary Plat shall then be submitted to the City Council for final action. After approval of the Preliminary Plat by the City Council, the subdivider may then prepare a Final Plat of all or a portion of the land included in the Preliminary Plat for submission to and consideration by the Planning & Zoning Commission for final recommendations. Upon final action by the P&Z on any Final Plat, the same shall be referred to the City Council for Final Plat approval. Upon approval action of the City Council, the Mayor is authorized to sign the signature block "Approved for Construction". At this time, the developer shall pay his required Developmental Inspection Fees and begin construction of the public facilities to be dedicated to the City. These construction areas include public streets, alleys, water lines, sewer lines, storm drainage lines, channels and all associated construction to be dedicated to the City. The City Council's vote that the Final Plat as presented is approved for construction indicates that at that point in time, no known conditions exist which will require changes from the approved Final Plat. Inspections will be made throughout the construction of the infrastructure facilities which are intended for dedication to the City. After completion of the "dedicated improvements", the developer shall apply to the City Council for acceptance of the Final Plat, which includes dedications and easements. City Staff shall indicate to the City Council that all public improvements have been completed in accordance with the requirements of the City of Wylie. Only then is the Mayor authorized to sign the signature block "Accepted". The Final Plat shall then be filed with the appropriate County, and issuance of building permits may begin. Building Permits may only be issued on a completed development or within a completed, approved phase. Staff Recommendations This Plat has been reviewed by City Staff and Consulting Engineer, Greg MacLean and meets all City of Wylie Subdivision Regulation requirements. Attachments Plat Application and Preliminary Plat copy 64°4-* Prepared evi d by Fin City Mgr. Approval Page 1 of 3 City of Wylie (1/95) APPLICATION AND PRELIMINARY PLAT CHECKLIST Date 6 —Zd 9-6 Name of Proposed Development l� v -g o S ( i e S S Aitr Name of Property Owner/Developer } Address 6 kt--6 J bS cqt, t f )s ff kx. Phone Owner of Record !V 0 u ,d v vti4 c e s 7,,.e Address 6cL 6 46 S P �X 7 J i L+c Phone Name of Land Planner CA- £- (1-o ekovi Jv tid ay,t Surveyor/Engineer Address.. / I r c n J tAA,3Att Phone cib - /s bZ 0 Total Acreage • 7� `4 3 A—rts Current Zoning d_ Z Number of Lots/Units (. Signed 42•11/4, The Preliminary Plat shall be drawn legibly in ink on a Mylar sheet not exceeding 24"x 36", showing all data on a scale not to exceed 1" = 100' with.a graphic scale provided. Three sets of blueling,prints shall be submitted along with a copy of the boundary traverse calculations of The d vision. Plats prepared using AutoCad or other computer aided design techniques shall also provide a copy of all drawings on diskette to the City. The following Preliminary Plat Checklist is used to check compliance with the Wylie Subdivision Regulations. The following checklist is intended only as a reminder and a guide for those requirements. Provided or Not Shown on Plat Applicable 1. The boundary line (accurate in scale and orientation) of the tract to be subdivided. Page 2 of 3 V 2. The location, widths and names of all existing or platted streets or other public ways within and adjacent to the tract, existing permanent buildings, railroads, rights-of-way and other important features, such as abstract lines, political subdivision or corporation lines and school district boundaries. 3. Existing sewer mains, water mains, drainage culverts or other underground structures and utilities within the tract and immediately adjacent thereto with pipe sizes, grades and locations indicated. 4. Contours with intervals of two feet (2') or less, referred to mean seal level datum, by actual field survey. 5. The names of adjacent subdivisions and/or the names of record owners of adjoining parcels of unsubdivided land. 6. The proposed name of the subdivision. 7. North arrow, scale, date and approximate acreage of the proposed subdivision. 8. The names, addresses and telephone numbers of the subdivider and of the engineer, surveyor or planner, responsible for preparation of the plat. 9. The tract designation, zoning classification and other description according to the real estate records of the City or proper county authority; also, designation of the proposed uses of land within the 'subdivision, including the number of lots of each classification. 10. All parcels of land intended to be dedicated for public use or reserved in the deeds for the use of all property owners in the proposed subdivision, together with the purpose of conditions or limitation of such reservations. `� 11. The layout, names and widths of streets, alleys and proposed Y. easements, such as drainage easements, access easements, electrical easements and maintenance easements. 12. Provision for the connection of streets with other streets adjacent to the subdivision and for extension of streets to undeveloped property. Also a Circulation Plan indicating how continuous ingress and egress from existing residences and for City Staff will be maintained. ( -- Page 3 of 3 1•1/ /\/ 13. The ro osed base flood flood plain p plain limits and elevations on a one-foot contour interval for all open channels. 14. A plan of the proposed war and sanitary sewer mains and proposed drainage facilities, including drainage areas, location of lines, inlets, culverts, bridges, provisions for discharging onto and crossing adjacent properties and calculated runoff and points of concentration. 15. A location map of the proposed subdivision on a scale of 1" = 1000' showing existing and proposed streets and thoroughfares covering an area at least one mile outside the proposed subdivision. 01 16. Typical cross-sections of proposed Yp p p streets showing the width and cross slope of pavement, type of pavement and location, width and cross slope of sidewalks. Title Block shall indicate the date of the current submittal and the revision number. 17. A notice shall be placed on the face of each Preliminary Plat by / the subdivider (see wording). 18. An approval block/certificate shall be placed on the face of each Preliminary Plat by the subdivider (see wording). Taken by: L( �� ' � Lei File No.: Date: ' /� 'q(p Fee: i3O U71 Receipt No.: `r}L 1 NORTHEAST TEXAS READY-MIX, ' { 10. 00 ACRES O POINT OF VOLUME 2401 , PAGE 363 •w I BEGINNING Io e " 1. N90_°00 '00 "E 200. 0 ' I FND - - - - - i ti { 1/2" I.P. SET W - - - - PROPOSED 8" WATER LINE q �� W PROPOSED 8" SEWER LINE o o i to w ----, `'II I 536 I �- a LOT 1, BLOCK 1 CO N- 4 0. 7576 ACRE TRACT q 33,000 SQ. FT. o bW o alo coI o 0 o Io , of I 0 0 i _ - o 24' RE LANE & UTILITY EASEMENT 1 1/2" I.P. SET SE /2" LID. N90°I . 'I 0 "W 200. 00 ' 534 q 1 NOVID PROPEh COLLIN CTY. CLERK _ 14.497 AC "RECOMMENDED FOR APPROVAL" Wylie City Council eft 6 A nda Communication for October 29 9 , 1996 Pubic Nearing and Request for SUP from Farmers Electric _.......mummimmmmim....m.....mmnmmuo imil Issue Hold Public Hearing and consider a recommendation by the Planning and Zoning Commission to approve a request from Farmers Electrical Cooperative Inc. d/b/a FEC Electric for approval of a Specific Use Permit for an electrical substation on property located on the east side of Kreymer Lane between Brown Street and Stone Road and further described as being 5.31 acres of a 22 acre tract of land out of the Francisco de la Pina Survey, Abstract 688. Background The property referenced above is currently zoned "A" Agriculture and is currently owned by Neva Lou Kreymer, Robert B. Kreymer and Phyliss L. Kreymer. FEC Electric is in the process of obtaining the property for the purpose of constructing an electrical substation. As stated in the City of Wylie's adopted Zoning Ordinance, electrical substations are allowed as a specific use in Agricultural designated districts. As is required, FEC Electric has obtained an Owner/Owners Acknowledgment which is attached in this packet. FEC Electric is a utility provider franchised in the City of Wylie and shares this responsibility with TU Electric. FEC Electric currently purchases their electricity at a wholesale power rate from TU Electric. FEC Electric has power lines that are tied into TU Electric's substation located on Highway 78. From this location, FEC Electric then through its own lines, distributes the electricity to its customers. FEC Electric is requesting this Specific Use Permit (SUP) so that they may construct their own electric substation. If this request is approved, FEC Electric plans to have the electric substation completed in approximately 1 1\2 years. When questioned by City Staff as to why this particular tract of land was chosen for the electrical substation, FEC Electric representatives gave several reasons. FEC Electric representatives explained that after exploring their options, this location gave them the greatest positive combination of being able to connect to their present lines with minimal impact on the surrounding development and environment. FEC Electric Representatives say that this substation is required to adequately serve their existing customer base and so that they will be prepared to serve the growing needs of Wylie and its surrounding area. Board Recommendations The Planning and Zoning Commission met on September 9, 1996, and recommended approval by a vote of three (3) to one (1) of the Specific Use Permit request with the following conditions: The electrical substation shall be screened on all sides (allowing for access to the station) by a live landscape screen. This shall be accomplished by using plants that will create a solid living screen six to eight feet in height within a specified time frame (to be determined by Council) of their installation. Financial Considerations N/A Legal Considerations Written notice of all public hearings on a proposed change or amendment in a zoning classification shall be sent to all owners of property, or to the person rendering the same for city taxes, located within the area of application and within two hundred feet (200') of any property affected thereby within not less than ten (10) days before such hearing is held. Such notice may be served by using the last known address as listed on the most recently approved municipal tax roll and depositing the notice, postage paid , in the United States mail. This process is begun by identifying the affected property on the city limits map. A two hundred foot area is then measured outward from the entire boundary line of the affected property. Lots and blocks, abstract and tract numbers are then used to identify any property which is located within this 200 foot area. This property information is used to identify and verify property owner names and addresses from the current City of Wylie tax roll. The property owners names and addresses are then recorded on a Notification Report form. This list is used to notify by US mail, all property owners of the upcoming change/amendment. If a protest against the proposed amendment has been filed with the City Secretary, duly signed and acknowledged by the owner(s) of twenty percent (20%) or more, either of the area of the lots included in the proposed change or those whose property is located within 200 feet immediately adjacent to the affected area, a favorable vote of three-fourths (3/4) of all members of the City Council will be required to approve the zone change request. Staff Recommendations Staff recommends approval of the Specific Use Permit request. This request conforms to all regulations and requirements of all City ordinances. Attachments Application For Specific Use Permit, Public Hearing Notice, Application For Specific Use Permit (Owner/Owners Acknowledgment), Property Owner list, Location Map, Area Zoning Map, Site Map. Letter of Objection from A Property Owner irn .(44 Prep ed By Rev. ed b Finance City Mgr. Approval • ORDINANCE NO. AN ORDINANCE OF THE CITY OF WYLIE, TEXAS, AMENDING THE ZONING CLASSIFICATION OF PROPERTY DESCRIBED AS BEING 5.31 ACRES OF A 22 ACRE TRACT OF LAND OUT OF THE FRANCISCO DE LA PINA SURVEY, ABSTRACT 688, IN THE CITY OF WYLIE, COLLIN COUNTY, TEXAS, SO AS TO GRANT A SPECIFIC USE PERMIT FOR A ELECTRICAL SUBSTATION; AMENDING THE COMPREHENSIVE ZONING ORDINANCE (ORDINANCE NO. 85-23A); AMENDING THE ZONING DISTRICT MAP (ORDINANCE 91-12, ORDINANCE 91-13); AND REPEALING ALL CONFLICTING ORDINANCES; CONTAINING A SEVERABILITY CLAUSE; AND PROVIDING FOR AN EFFECTIVE DATE WHEREAS, the zoning of the property herein described is presently zoned as "A" Agriculture; and WHEREAS, the adopted comprehensive Zoning Ordinance allows for an electrical substation to be located on land designated as "A" Agriculture when granted a specific use permit; and WHEREAS, the applicant, Farmers Electrical Cooperative Inc. d/b/a/ FEC Electric, a legal franchised operator in the City of Wylie, has properly filed a Specific Use request together with all required documents with the City of Wylie; and WHEREAS, the Planning and Zoning Commission, after having given all requisite notices, by publication and otherwise, and conducting all requisite hearings thereon, recommend to the City Council that the request for a Specific Use Permit with special conditions as described herein be granted for said property; and WHEREAS, the City Council has heretofore conducted a public hearing on the proposed Specific Use Permit and determined that the Specific Use Permit should be granted; and WHEREAS, the City Council has determined, in its legislative capacity, that the proposed change is appropriate and in the best interest of the orderly development of the City in that it is based on recognition of changed or changing conditions or circumstances in the locality and/or recognizes changes in technology, the style of living, or manner of doing business, as required by Section 35.1 of the Comprehensive Zoning Ordinance and therefore not in derogation of any of the purposes therein expressed; NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WYLIE, TEXAS, as follows; SECTION I That the Comprehensive Zoning Ordinance of the City of Wylie, as heretofore amended, be and the same is hereby amended so as to grant a Specific Use Permit with special conditions for an electrical substation as provided herein on the following described property: BEING 5.31 ACRES OF A 22 ACRE TRACT OF LAND OUT OF THE FRANCISCO DE LA PINA SURVEY, ABSTRACT 688 SECTION II That said property is granted a Specific Use Permit in which special conditions have been imposed pursuant to the Wylie Comprehensive Zoning Ordinance, Section 23.2 (2) and are described as follows: (a) The electrical substation shall be screened on all sides ( allowing for access to the station) by a live landscape screen by using plants that will create a solid living screen six to eight feet in height within a specified time frame (to be determined by Council) of their installation. SECTION III That FEC Electric shall submit a site plan relative to site design considerations for review and approval as required by Ordinance 92-7 prior to any permit being issued for construction. SECTION IV That the property herein described shall be used only in the manner and for the purposes authorized by the Comprehensive Zoning Ordinance of the City of Wylie as amended. SECTION V Any person violating the provisions of this ordinance, or any part hereof, commits an unlawful act and shall be subject to the general penalty provisions of Section 37 of the Zoning Ordinance, as the same now exists or is hereafter amended. SECTION VI Should any paragraph, sentence, sub-division, clause, phrase or section of this ordinance be adjudged or held to be unconstitutional, illegal or invalid the same shall not affect the validity of this ordinance as a whole or any part or provision thereof, other than the part or parts as declared to be invalid, illegal, or unconstitutional. SECTION VII This ordinance shall be in full force and effect from and after its adoption by the City Council and publication of its caption as the law and the City Charter provide in such cases. SECTION VIII That all other ordinances and code provisions in conflict herewith are hereby repealed to the extent of any such conflict or inconsistency and all other provisions of the Wylie City Code not in conflict herewith shall remain in full force and effect. SECTION IX The repeal of any ordinance, or parts thereof, by the enactment of this ordinance, shall not be construed as abandoning any action now pending under or by virtue of such ordinance; nor shall it have the effect of discontinuing, abating, modifying or altering any penalty accruing or to accrue, nor as effecting any rights of the municipality under any section or provisions of any ordinances at the time of passage of this ordinance. DULY PASSED AND APPROVED by the City Council of the City of Wylie, Texas, this day of , 1996. By James D. Swartz, Mayor Attest Susan Shuler, City Secretary October 17, 1996 City of Wylie Mayor City Council This letter is to inform you that I am opposed to any zoning or special permit that would allow Fanner Electric Co-op to place a power substation adjacent to my property on Kreymer Lane. Thank you, Richard Parker Page 1 of 2 CITY OF WYLIE P.O. BOX 428 WYLIE, TX 75098 APPLICATION FOR SPECIFIC USE PERMIT Case No. SUP Date Submitted Filing Fee $ 225 Applicant Farmers Electric Cooperative, Inc. d/b/a I ±C Electric Address 2000 E-I 30, PO Box 6037 Phone No.903-455-1715 Greenville, TX 75401 Work No. 903-455-1715 1 1 Owner Tenant Prospective Purchaser xx Legal description of property for which Specific Use Permit is requested (if additional space is needed,the description may be typed legibly on a separate sheet and attached hereto)2 I hereby request that a Specific Use Permit be issued for the above described property for: Electric Substation The current zoning on this property is agriculture These are/are not deed restrictions pertaining to the intended use of this property. I have attached hereto as Exhibit A a plat showing the property which is the subject of this requested Specific Use Permit and have read the following note concerning the importance of my submitting to the City a sufficient legal description. v Page 2 of 2 1 If the applicant is someone other than the owner, written acknowledgement by the owner of the request must also be submitted. 2 The legal description is used to publish the notice of the required hearing and in the preparation of the final ordinance granting the Conditional Use Permit The description must be sufficient so as to allow a qualified surveyor to take the description and locate and mark off the tract on the ground. Each applicant should protect himself by having a surveyor or his attorney approve his legal description. Failure to do so by the applicant may result in delay in passage of the final ordinance or the ordinance being declared invalid at some later date because of an insufficient legal description. PUBLIC HEARING NOTICE Correction The Planning and Zoning Commission of the City of Wylie, Texas will hold a Public Hearing on Monday, October 7, 1996, at 6:30 p.m. and if action is taken, it was advertised that the City Council would hold a Public Hearing on Tuesday, October 15, 1996, at 7:00 p.m. in the City Council Chambers in the Wylie Municipal Complex located at 2000 Highway 78 North. This meeting of the City Council is now scheduled to meet on Tuesday, October 29, 1996, at 7:00 p.m. in the City Council Chambers in the Wylie Municipal Complex located at 2000 Highway 78 North to consider approval for a Specific Use Permit for an electrical substation on property that is currently zoned "A" Agriculture for Farmers Electric Cooperative, Inc. The property is located on the east side of Kreymer Lane between Brown St. and Stone Road and further described as follows: Francisco de la Pina Survey, Abstract 688, being 5.31 acres of a 22 acre tract of land As an interested property owner, you are encouraged to attend this meeting or notify the Commission of your feelings regarding this matter in writing by returning the form below. RE: PZ/CC - Delany Return this form to : Kelley Shaw, Planner 2000 Hwy. 78 N Wylie, Texas 75098 ❑ I am in favor of the request for the reasons listed below ❑ I am opposed to the request for the reasons listed below 1. 2. 3. Signature APPLICATION FOR SPECIFIC USE PERMIT Owner/Owners Acknowledgment We, the undersigned, acknowledge that Farmers Electric Cooperative, Inc., as the Prospective Purchaser, is requesting that a Specific Use Permit be issued for the property as described on Exhibit A as attached. The intended use of the property will be for an Electric Substation. FARMERS ELECTRIC COOPERATIVE, INC. AS THE PROSPECTIVE PURCHASER SHALL BEAR ANY AND ALL LEGATION NOW OR IN THE FUTURE STEMING FROM THE INTENDED USE OF THIS PROPERTY FOR AN ELECTRIC SUBSTATION. L-4-) Date: z/- IC Neva Lou Kreymer I Fot, /a A(.047..441.41 Date: L /-f Robert B. Kreymer 5:ikkovc.„1/4 Date: - o��' Phyllis L. K eymer ! srA4 od7 NOTIFICATION REPORT APPLICANT: APPLICATION FILE# Name &Address ATTORNEY, AGENT: Name &Address BL ' B LOT/TRACT SUBDIVISION PROPERTY OWNER NAME ADDRESS 688- S /24 Akva Lou t-i'eymer To Robed- kr er' zaps Siovtelzd5 zfi : fir ' �) r • r r.�' _ f5• 86 - 88 8 6 88 „M � �co 8 6 8 8 ss-ss K 12 K S - 2 , .• . L ' /-i- 86-88 85- 104 -, i 1 i:-.1" 1 P3 16 -Is• . -4 8 e 6 —7 5 15 — 1 86, 21 I 8 5 7 , - II I I I 1.5 .,, d I t 1. 1 _I/ A- „" ,,,,'" // 8 6 t:21 to, , :: , r . . 1 - 1- e .4/ 1 6.1 . .ff.E., . ,,/ . _ _. '- , ii _ - - - II NMI--- -Brown-_=------ ------------ -- ii .,", ,...t M F s F _AP ;- -_ , gri .._ si D1 , iWi :,,,,,,:mi F - o I, 4 48 I „ ,, L. 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N• ! 6055 AC 1 f #4 trill'yook I F.. �w - onekV, 0 4, ..:*4., s,K - Jf • ERIS ld� KFIER Ku, �;�E �.. f„w z 3�©1 cV1 YC+ 2s2 sc 056 KH theCwo2 n 3332131 l30`29 or°.�6 . :o os.K ► c .sR „MAY.. .....R /7rol. c 1 • I a1/r • IR• se,. x - REMAINDER TRACT X `' 1 NEVA LOU & ROBERT KREYMER - � VOLUME 2540, PAGE 667 `�` 40 p _�� \ • 40 120 • 138j{y a TU TU I Scale 1" = 40 ft o E ,S 7s, 1 PRANS 1 co- x `, EL cTRIC ��27, E M SSION �N ' co EA E I SE,ytEND \ 876'76' • • co �`` 1 /' s-� W LOT 1 BLOCK 114 • a 5.31 ACRES ,- _ 51 • I r' •.,o coam ' `L :.`a��:• ` \ ` ZONING AGRICULTURE 22 y2� `,'� `, ;; •;lil ;��r � 1 d 1 , x �%"i�' SU SITATjpN C ' ' X •i /I/� T xi S o cn i ��a��i,�! E h I FARMERS ELECTRIC o �� `�` •�im��•�� i' �b COOPERATIVE u �� N '��i. .F DISTRIBUTION LINE V` hNty�O` `�`\ ••�� • �`�laF3z�'d il -- , -7-1 �� 1/2' I.R. fNb. �J2� I 26 i`� ‘ `�r • \ 526 -_. -- _ _ -- _.__.._---.+�.._.:..- i �` _ ___�r_ ______ ___-v_111i rn 1/2�I.R. SET U \\\ • POINT OF ? 9'33�8'=i5 ---850:09=— _��r~__ -- — �1 �- �_ ___ BEGINNING • i �titi/N? °' X h • I I PROPOSEI Wylie City Council #7 Agenda Communication for October 29, 1996 Authorizing the City Manager to Approve Materials for Alanis Water Line Issue Discuss and consider authorizing the City Manager to approve the purchase of materials for a cost of an amount not to exceed $33,000, to install an 8" water line along Alanis Drive. Background The City Council at its meeting on October 8, 1996, voted to approve advertising for bids for materials necessary to install an estimated 2,350' of 8" water line along Alanis Drive from the old Wylie Landfill to South Ballard Avenue. City crews will complete installation. Approval of the materials purchase will allow work to proceed in a timely manner. It is estimated that construction will be complete and the water line in service in 60 days or less. The construction is scheduled to begin on or before November 4, 1996. The widening of State Hwy. 78 from the county line to Wylie's city limits is scheduled to be let in October, 1996. The next phase will begin at the city limits and continue to the intersection of FM 544 and is scheduled to be let in June, 1997. Due to the traffic congestion that the construction may create, the City Council has authorized the Hogan Corporation to proceed with identifying options to extend Alanis pavement from Century Business Park to South Ballard Avenue as an alternate route. A traffic analysis is being completed to determine the cost effectiveness of the various options. The road currently extends from South Ballard to just east of the old City Landfill. The dirt/gravel surface then picks back up west of the Landfill to Martinez Lane. From Martinez to Hwy. 78, the surface is concrete. Installation of a new 8"water line must first be completed before improvements are begun on Alanis Drive. This water line will replace an existing 11/" water line that provides service to seven customers and will complete the loop system in this area. Engineering Plans were completed for this project in 1991. The project was bid at that time, but was not constructed due to a funding shortfall. Thorough consideration has been given to potential future residential/commercial development in the area. The Consulting Engineer believes the 8" water line can adequately serve the area. The Consulting Engineer has estimated a projected cost of$75,900 for the installation of the 8" water line by a private contractor. The cost of materials only to complete the project is estimated at $33,000. By utilizing Public Works employees and equipment, the City can save an estimated $42,900 and expedite the schedule for installation. In order for Public Works to install this water line, the Service Center employees will not be in a position to furnish aid to any departments during utility construction. The plan is to incorporate two men from the Street Department to assist two men from the Utility Department to construct the project. During the period from November to May, these departments would normally be completing routine maintenance projects. Because of the completion of water and sewer projects financed by Texas Community Development Program grants, staff time can be allocated to other work. Emergencies will be handled in a timely manner. Board Recommendations N/A Financial Considerations This project is funded through the 1995 Bond Package. The estimated cost of materials only to construct the 8"water line along Alanis Drive is $33,000.00. The original projected cost of construction, from the 1995 Bond Program, was $75,900. Legal Considerations N/A Staff Recommendations Staff recommends allowing the City Manager to approve the materials cost for an amount not to exceed $33,000 to expedite this project and enable the City to proceed in a quick and timely manner. Attachments N/A (A4-0- Prepared By Re i e y ina e City Mgr. Approval Wylie City Council #8 Agenda Communication for October 29, 1996 Resolution amending the investment Policy Issue Discuss and consider a resolution amending the INVESTMENT POLICY RESOLUTION passed on May 23, 1995 as required by changes in the Texas Government Code, Chapter 2256, Public Funds Investment, Subchapter A - Authorized Investments for Governmental Entities and Subchapter B - Miscellaneous Provisions. Background On May 23, 1995, a resolution was adopted to establish an investment policy. At that time, the Public Funds Investment Act of 1995 was being drafted. The investment policy adopted by resolution was based upon the latest draft available. The original policy has been revised and this resolution is intended to amend the current investment policy to bring it into compliance with changes in State statutes. Executive Summary: No matter how small a municipality might be, if it has any investable cash, it needs to have a written investment policy. A formal policy protects not only the assets of the organization (which belongs to the public), but also the elected officials and the city staff. The investment policy creates the universe for an investment program by defining overall objectives, risk parameters, types of investments, and other necessary components of an investment management policy. A contrast of the differences between the investment universes of the private sector versus public sector will illustrate why many of the features of this policy are included. The private sector enjoys almost unlimited choices in investing from a legal perspective. Generally speaking, the constraints on investing in the private sector is not because of legal requirements, but the nature of the business. However, in the public sector the reverse is true, there are many legal constraints on the management of idle cash and investments. The municipal universe has been more narrowly defined by recent State legislation. Some of the highlights of the new legislation requirements are: written investment strategy by funds; designation of investment officers; mortgage-backed derivatives are not authorized investments; investment training; compliance audits of investment activity; and quarterly reporting to the City Council. Many of these legal constraints were already considered to be good financial practice and the Public Investment Act is now providing a legal outline to follow. What an investment policy does is to set standards and constraints on how to conduct our investment activity. The policy defines the major objectives, who is responsible, what investment types can be used, provides for record keeping and reporting, training of employees, selection of broker/dealers, safekeeping of cash and investments, ethics, etc. The heart of the City of Wylie's investment policy is the objectives of safety, liquidity, diversification, and yield. Safety is listed first because the primary goal of public investment officials must be the fiduciary responsibility of public monies. Yield is the last objective in order of priority for investing. While additional income (yield) from investments is important, it must never become the prime consideration in the investment of public funds. In the universe of municipal investing , the safety of public funds and maintaining the confidence of our citizens (avoidance of reputational risk) must be the keystone of our investment program. New to this proposed investment policy is the addition of an Investment Committee. This committee will be composed of City Staff and an outside ex-officio member. The primary objective of the committee will be to review general strategies and polices and monitor investment program results. Legal Considerations Adoption of a formal investment policy is mandated by the Public Funds Investment Act, Chapter 2256.023 of the Government Code. Financial Considerations None Staff Recommendations The staff recommends the City Council adopt the amended resolution updating the investment policy. Attachments Attachment A - Authorized Investments for Municipalities Attachment B - Investment Policy 41“tititika(114-176/0 Prepared By Reviewed by Fie City Manager Approval RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WYLIE, TEXAS, AMENDING THE CURRENT INVESTMENT POLICY, PROVIDING FOR SCOPE OF THIS POLICY, PROVIDING FOR INVESTMENT OBJECTIVES, PROVIDING FOR AN INVESTMENT COMMITTEE, PROVIDING FOR DELEGATION OF AUTHORITY, PROVIDING FOR STANDARD OF CARE, PROVIDING FOR AUTHORIZED SECURITIES INVESTMENTS, PROVIDING FOR OTHER INVESTMENT GUIDELINES, PROVIDING FOR PORTFOLIO MATURITIES, PROVIDING FOR INVESTMENT LIMITS, PROVIDING FOR SELECTION OF BROKER/DEALERS, PROVIDING FOR SELECTION OF DEPOSITORIES, PROVIDING FOR SAFEKEEPING AND CUSTODY, PROVIDING FOR RECORD KEEPING AND REPORTING, PROVIDING FOR ETHICS AND CONFLICTS OF INTEREST, PROVIDING FOR POLICY REVISIONS; AND MAKING VARIOUS FINDINGS AND PROVISIONS RELATED TO THE SUBJECT. WHEREAS, the City of Wylie acknowledges the high priority of providing the necessary guardianship of public funds in the municipal sector; and, WHEREAS, the City Council expressly intends to set high fiscal standards, delegate treasury and investment duties to appropriate officials, and to review the actual performance at regular intervals; and, WHEREAS, the City Council hereby intends to implement investment requirements set forth in the Texas Government Code, Chapter 2256, Public Funds Investment, Subchapter A - Authorized Investments for Governmental Entities and Subchapter B - Miscellaneous Provisions. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WYLIE, TEXAS: Section 1: See Exhibit A - Investment Policy Section 2: This Resolution shall be in full force and effect immediately upon its passage and approval. PASSED AND APPROVED, this the 29th day of October, 1996. Jim Swartz, Mayor Susan Shuler, City Secretary Investments Authorized for Municipalities by Local Government Code, Title 10, Chapter 2256, "Public Funds Investment Act" Description Examples Code Section I. Obligations of, or Guaranteed by, Governmental Entities 2256.009 including: A. Obligations of the United States or its instrumentalities US T-bills, 2256.009 (City Policy restricts to maturities<2 years from US T-notes, purchase date) US T-bonds, Debentures, Discount notes 0 B. Direct Obligations of this state or its agencies State Issued 2256.009 Bonds O C. Collateralized Mortgage Obligations guaranteed by the Fannie Mae, 2256.009 United States Freddie Mac, etc... O D. Other Obligations guaranteed by this state or the United 2256.009 States O E. Obligations of any state or political subdivision rated Bonds 2256.009 not less than A II. Certificates of Deposit and Share Certificates, issued in this state Bank CD's 2256.010 and properly secured III. Repurchase Agreements: Any authorized 2256.011 i A. Repurchase Agreements security bought O B. Reverse Repurchase Agreements under an agrmnt to repurchase at a specified date. 0 IV. Bankers' Acceptances 2256.012 / V. Commercial Paper Short-term 2256.013 Promissory Notes d VI. Mutual Funds: 2256.014 A. No-load Money Market Mutual Funds B. No-load Mutual Funds VII. Investment Pools rated AAA or AAA-m TexPool, Logic 2256.016 ,r=Investments Authorized by the City of Wylie Investment Policy. 0 =Investments NOT Authorized by the City of Wylie Investment Policy. 10/22/96 C:\DATA-PAM\INVESMTS\INVTBL96.WPD City of Wylie, Texas INVESTMENT POLICY Adopted May 1995 Revised October 1996 CITY OF WYLIE, TEXAS INVESTMENT POLICY Table of Contents SCOPE 1 OBJECTIVES 2 Safety 2 Liquidity 2 Diversification 2 Yield 2 INVESTMENT COMMITTEE 3 DELEGATION OF AUTHORITY 3 INVESTMENT STRATEGY 4 Operating Funds 5 Debt Service Funds 5 Debt Service Reserve Funds 5 Special Projects and Special Purpose Funds 5 STANDARD OF CARE 5 INVESTMENTS 6 U. S. Treasuries, Federal Agencies, Instrumentalities 6 Certificates of Deposit and Share Certificates 7 Repurchase Agreements 7 Mutual Funds 8 Commercial Paper 8 Investment Pools 8 Investments NOT AUTHORIZED by State Statute 8 OTHER INVESTMENT GUIDELINES 9 DIVERSIFICATION AND MATURITY LIMITS 10 SELECTION OF BROKER/DEALERS 11 SELECTION OF DEPOSITORIES 12 SAFEKEEPING AND CUSTODY 13 RECORD KEEPING AND REPORTING 14 ETHICS AND CONFLICTS OF INTEREST 16 POLICY REVISIONS 16 CITY OF WYLIE, TEXAS INVESTMENT POLICY I. SCOPE Chapter 2256 of Title 10 of the Local Government Code (herein after referred to as the "Public Funds Investment Act")prescribes that each city is to adopt rules governing its investment practices and to define the authority of the investment officer. The following Investment Policy addresses the methods, procedures, and practices which must be exercised to ensure effective and judicious fiscal management of the City's funds. This Policy shall not apply to the selection, retention or other issues concerning the depositories of the City's funds in demand and time deposits as provided under Chapter 105 of the Local Government Code. This Policy shall apply to the investment and management of all funds of the City under its control, other than those expressly excluded herein or by applicable law or valid agreement. This Policy shall not supersede the restrictions on investment and use applicable to any specific fund and, in the event of any conflict between this Policy and the requirements of any fund subject hereto, the specific requirement applicable to such fund shall be followed as well as all other provisions of this Policy other than those in conflict. The Employees Deferred Compensation Agency Fund is excluded from coverage under this Policy. In order to make effective use of the City's resources, all monies shall be pooled into one investment bank account, except for those monies required to be accounted for in other bank accounts as stipulated by applicable laws, bond covenants or contracts. The income derived from this pooled investment account shall be distributed in accordance with the City's internal procedures. City of Wylie Investment Policy (As Revised October 23, 1996) Page 1 II. • OBJECTIVES The City's principal investment objectives, in order of priority, are listed below. Safety The primary objective of the City's investment activity is the preservation of principal (capital) in the overall portfolio. Each investment transaction shall seek first to ensure that capital losses are avoided, whether the loss occurs from the default of a security or from erosion of market value. Liquidity The City's investment portfolio will remain sufficiently liquid to enable the City to meet operating requirements that might be reasonably anticipated. Liquidity shall be achieved by matching investment maturities with forecasted cash flow requirements, by investing in securities with active secondary markets, and by using state or local investment pools. Diversification The governing body recognizes that in a diversified portfolio, occasional measured losses due to market volatility are inevitable, and must be considered within the context of the overall portfolio's return,provided that adequate diversification has been implemented. Therefore, assets held in the common investment portfolio shall be diversified to eliminate the risk of loss resulting from one concentration of assets in a specific maturity, a specific issuer or a specific class of securities. Yield The investment portfolio goal (benchmark), against which portfolio yield is compared, will be established from time to time by the Finance Director. Recommendations by the Investment Committee will be considered when the performance measure is being established. Efforts to seek returns higher than the above goal must be consistent with risk limitations identified in this policy and prudent investment principles. City of Wylie Investment Policy (As Revised October 23, 1996) Page 2 III. INVESTMENT COMMITTEE An investment committee consisting of the City Manager, Director of Finance, designated investment officer, and an outside ex-officio member,will meet on a quarterly basis. The Investment Committee shall be authorized to invite advisors to the meetings as needed including, but not limited to, the city attorney and other outside advisors. The investment officer will present a brief report of pertinent investment activities to the Investment Committee. The primary objective of the committee will be to review general strategies and policies and monitor investment program results. The committee shall include in its deliberations such topics as: performance reports, economic outlook, portfolio diversifications,maturity structure,potential risk to the city's funds, authorized brokers and dealers, and the target rate of return on the investment portfolio. The Investment Committee shall provide for minutes of it's meetings. IV. DELEGATION OF AUTHORITY Management responsibility for the investment program is delegated by the City Council to the City Manager who will designate the Finance Director as Investment Officer (hereinafter referred to as the "Director"). The Director's authority will at all times be limited by conformance with all Federal regulations, State of Texas statutes and other legal requirements including the City Charter and City Ordinances, including this Policy. The Director shall develop and maintain written administrative procedures for the operation of the investment program consistent with this Policy. The controls shall be designed to prevent, identify and control losses of public funds arising from deviation from this Policy, fraud, employee error, misrepresentation by third parties, or imprudent actions by employees and officers of the City. City of Wylie Investment Policy (As Revised October 23, 1996) Page 3 .......... . .. • With written approval from the City Manager, the Director may delegate any phase of the investment management program to members of the City staff. Such approval shall state specifically the functions such person is authorized to perform or that the person is authorized to perform all activities of the Director under this Policy. The Director shall obtain and maintain, at the City's expense, fidelity bonds for himself and each of his designees in amounts determined adequate by the Director(which shall not be less than five percent of the amounts subject to this Policy) for each fiscal year as shown by the approved budget. No person may engage in an investment transaction except as provided under the terms of this Policy and the internal procedures established by the Director. A current list of persons authorized to transact investment business and wire funds on behalf of the City shall be maintained by the Director. The Director and members of the Director's staff(investment officers), authorized to conduct transactions for the city pursuant to this policy shall attend at least one investment training session annually. Training must include education in investment contracts, security risks, strategy risks, market risks and compliance with Chapter 2256, Public Funds Investment of the Government Code. The City of Wylie will encourage it's investment officers to obtain professional credentials. In the discretion of either the City Manager or the Director and in any event upon the termination or reassignment of any member of the Director's staff authorized to conduct transactions for the City pursuant to this Policy, the authority of such person shall be revoked and such revocation of authority shall be immediately communicated by the Director orally and in writing to each and every depository, broker/dealer, investment advisor, custodian and other agency or entity with whom the City has any existing or continuing relationship in the management of its investments. V. INVESTMENT STRATEGY The City of Wylie maintains portfolios which utilize four specific investment strategy considerations designed to address the unique characteristics of the fund groups represented in the portfolios: City of Wylie Investment Policy (As Revised October 23, 1996) Page 4 OPERATING FUNDS: Investment strategies for operating funds have as their primary objective to assure that anticipated cash flows are matched with adequate investment liquidity. The secondary objective is to create a portfolio structure which will experience minimal volatility during economic cycles. This may be accomplished by purchasing high quality, short to medium term securities which will complement each other in a laddered structure. The dollar weighted average maturity of 365 days or less will be calculated using the stated final maturity dates of each security. DEBT SERVICE FUNDS: Investment strategies for debt service funds shall have as the primary objective the assurance of investment liquidity adequate to cover the debt service obligation on the required payment date. Securities purchased shall not have a stated final maturity date which exceeds the debt service payment date. DEBT SERVICE RESERVE FUNDS: The investment strategy for the debt service reserve fund shall have as the primary objective the ability to generate a dependable revenue stream from securities with a low degree of volatility. Securities should be of high quality, with short to intermediate term maturities. SPECIAL PROJECTS AND SPECIAL PURPOSE FUNDS: The investment strategies for special projects or special purpose fund portfolios will have as their primary objective to assure that anticipated cash flows are matched with adequate investment liquidity. The stated final maturity dates of securities held should not exceed the estimated project completion date. VI. STANDARD OF CARE A. Investments shall be made with judgment and care, under prevailing circumstances, that a person of prudence, discretion, and intelligence would exercise in the management of the person's own affairs, not for speculation, but for investment, considering the probable safety of capital and the probable income to be derived. Investment of funds shall be governed by the following investment objectives, in order of priority: City of Wylie Investment Policy (As Revised October 23, 1996) Page 5 (1) preservation and safety of principal; (2) liquidity; and (3) diversification; and (4) yield. B. In determining whether an investment officer has exercised prudence with respect to an investment decision, the determination shall be made taking into consideration: (1) the investment of all funds, or funds under the City's control, over which the officer had responsibility rather than a consideration as to the prudence of a single investment; and (2) whether the investment decision was consistent with the written investment policy of the City. C. The Director and his staff shall recognize that the investment activities of the City are a matter of public record. Therefore, all participants in the investment process shall seek to act responsibly as custodians of the public trust. Investment officials shall avoid any transactions that might impair public confidence in the City's ability to govern effectively. VII. INVESTMENTS The City of Wylie is authorized to invest in the following types of investments as specified in the Public Funds Investment Act, (Chapter 2256, Sections 9 through 16, Texas Government Code): A. U. S. Treasuries, Federal Agencies, Instrumentalities (1). Direct obligations of the United States government with a maturity not to exceed two years from the date of purchase; U.S. Treasury Bills, U.S. Treasury Notes, U.S. Treasury Bonds, and U.S. Treasury Strips (book entry U.S. Treasury securities whose coupon has been removed). (2). Debentures or discount notes with a maturity not to exceed two years from the date of purchase issued by, guaranteed by, or for which City of Wylie Investment Policy (As Revised October 23, 1996) Page 6 the credit of any of the following Federal Agencies and Instrumentalities is pledged for payment: Federal National Mortgage Association(FNMA),Federal Home Loan Bank(FHLB),Federal Farm Credit Bank (FFCB), Student Loan Marketing Association (SLMA), and Federal Home Loan Mortgage Corporation (FHLMC). (3). Bonds or other interest bearing obligations of which the principal and interest are guaranteed by the full faith and credit of the United States government with a stated maturity not to exceed two years from the date of purchase. A security's "average life" does not constitute a stated maturity. B. Certificates of Deposit and Share Certificates Certificates of Deposit issued by a state or national bank domiciled in this state, a savings and loan association domiciled in this state or federal credit union domiciled in this state which have been approved by the City in accordance with Section X of this investment policy and is: (1) guaranteed or insured by the Federal Deposit Insurance Corporation or its successor or the National Credit Union Share Insurance Fund or its successor; (2) any deposit exceeding FDIC insurance limits shall be fully collateralized by securities listed in items(A.1) and(A.2)above, and the collateral shall be held by the City's third party custodian institution. (3) Bids for Certificates of Deposit may be solicited orally, in writing, electronically, or in any combination of these methods. C. Repurchase Agreements Repurchase Agreements with a defined termination date of 180 days or less on U.S. Treasury and Federal Agency securities listed in items A.(1) and A.(3) above, collateralized at a minimum market value of 102 percent of the dollar value of the transaction,with the accrued interest accumulated on the collateral included in the calculation. Repurchase Agreements shall be entered into only with dealers who: 1) are recognized as primary reporting dealers with the Market Reports Division of the Federal Reserve Board of New York, or a financial institution doing business in this state; and 2) have an executed, City approved Master City of Wylie Investment Policy (As Revised October 23, 1996) Page 7 • Repurchase Agreement. Collateral (purchased securities) shall be held by the City's custodian bank as safekeeping agent, and the market value of the collateral securities shall be marked-to-the-market daily based on the bid price for the previous day as reported in the Wall Street Journal. For the purpose of item D of this section the term "collateral" shall mean "purchased securities" under the terms of the City approved Master Repurchase Agreement. Collateral bearing no coupon will have a maturity not to exceed five years. All other eligible collateral shall have a maturity limit of ten years. D. Mutual Funds • A no-load money market mutual fund that is continuously rated as to investment quality by at least one nationally recognized investment rating firm of not less than AAA or its equivalent. E. Commercial Paper (1) that has a stated maturity of 270 days or fewer from the date of its issuance; and (2) is rated not less than A-1 or P-1 or an equivalent rating by at least: (a) two nationally recognized credit rating agencies; or (b) one nationally recognized credit rating agency and is fully secured by an irrevocable letter of credit issued by a bank organized and existing under the laws of the United States or any state. F. Investment Pools Investment Pools rated AAA or AAA-m or at an equivalent rating by at least one national recognized rating service. G. Investments NOT AUTHORIZED by State Statute (These investments are popularly referred to as "derivatives".) The City of Wylie is prohibited from investing in the following types of investments as specified in the Public Funds Investment Act, (Chapter 2256, Section 9(b), Texas Government Code): City of Wylie Investment Policy (As Revised October 23, 1996) Page 8 (1) obligations whose payment represents the coupon payments on the outstanding principal balance of the underlying mortgage- backed security collateral and pays no principal; (2) obligations whose payment represents the principal stream of cash flow from the underlying mortgage-backed security collateral and bears no interest; (3) collateralized mortgage obligations that have a stated final maturity date of greater than 10 years; and (4) collateralized mortgage obligations the interest rate of which is determined by an index that adjusts opposite to the changes in a market index. VIII. OTHER INVESTMENT GUIDELINES The City seeks active management of its portfolio assets. In the effort of meeting the objectives of this Policy, the City may from time to time sell securities that it owns in order to better position its portfolio assets. Sales of securities prior to maturity shall be documented and approved by the Director before such a transaction is consummated. Sales of securities yielding net proceeds less than 98 percent of the book value of the securities must be approved in advance and in writing by the City Manager. Three examples of situations involving the sale of securities prior to maturity are: (1) swap - to sell an investment to realize a capital gain, (2) to better position selected investments due to a change in market conditions, (3) to react to emergency liquidity demands. Each investment transaction must be based upon competitive quotations received from at least three broker/dealers who have been approved by the City in accordance with Texas law. The purchase and sale of all securities shall be on a delivery versus payment or payment versus delivery basis (i.e., for securities purchases, monies will not be released by the City's safekeeping bank until securities are received at the Federal Reserve Bank for further credit to the City's safekeeping bank. In the case of securities sales, monies will be received by the City's safekeeping bank via the Federal Reserve Bank as the securities are City of Wylie Investment Policy (As Revised October 23, 1996) Page 9 simultaneously released to the purchaser). In this manner the City will always have possession of either its securities or its monies. IX. DIVERSIFICATION AND MATURITY LIMITS It is the policy of the City to avoid concentration of assets in a specific maturity, a specific issue, or a specific class of securities, with the exception of U.S. Treasury issues listed in Section VII A.(1) The asset allocation in the portfolio should, however, be flexible depending upon the outlook for the economy and the securities markets. The City will not exceed the following maximum limits as a percentage of the total portfolio for each of the categories listed below: 5 percent in Commercial Paper 20 percent in Money Market Mutual Funds 30 percent in Certificates of Deposit 60 percent in State and Local Government Investment Pools 30 percent in Instrumentality securities described in Section VII A. (2) In addition to the limitations set forth above, the City's investment in any single money market fund or investment pool shall never exceed 10 percent of the total assets of the money market mutual fund or investment pool. The Director shall evaluate how each security purchased fits into the City's overall investment strategy. The amount of investments in U.S. Treasury and Agency Securities and Repurchase Agreements backed by those securities, as defined in Sections VII A. (1) through A. (3), shall at no time be less than 30 percent of the total portfolio. There shall be no maximum limits on these investments. At all times the City shall maintain 10 percent of its total investment portfolio in instruments maturing in 90 days or less. The weighted average maturity of all securities and certificates of deposit in the City's total investment portfolio at any given time(not including cash or demand deposits) shall not exceed one and one-half years. City of Wylie Investment Policy (As Revised October 23, 1996) Page 10 Maturities shall be selected which provide for both stability of income and reasonable liquidity. X. SELECTION OF BROKER/DEALERS The City shall maintain a list of broker/dealers and financial institutions which have been approved for investment purposes. Securities may only be purchased from those authorized institutions and firms. To be eligible, a broker/dealer must meet at least one of the following criteria: 1)be recognized as a Primary Dealer as defined by the New York Federal Reserve Market Reports Division; or 2) report voluntarily to the Market Reports Division of the Federal Reserve Bank of New York. Broker/dealers and other financial institutions will be selected by the Director on the basis of their financial stability, expertise in cash management and their ability to service the City's account. Each broker/dealer, bank, or savings and loan that has been authorized by the City shall be required to submit and annually update a Broker/Dealer Information Request form which includes the firm's most recent financial statements. The Director shall maintain a file which includes the most recent Broker/Dealer information Request forms submitted by each firm approved for investment purposes. A copy of the submitted Broker/Dealer Information Request forms as well as a list of those broker/dealers approved by the City shall be maintained by the Director. INVESTMENT POLICY ACKNOWLEDGMENT. The City of Wylie will provide all approved securities dealers with a copy of the City's Investment Policy. A principal in the firm must execute a written statement acknowledging receipt and review of the policy and a statement acknowledging that reasonable procedures and controls have been implemented to preclude imprudent investment activities being conducted between the entity and the securities firm. All approved broker/dealer firms must have a completed City of Wylie broker/dealer questionnaire, investment policy, written acknowledgment per above guidelines, executed master repurchase agreement, if applicable, and current financial information on file. An investment officer of the City may not buy any securities from a person City of Wylie Investment Policy (As Revised October 23, 1996) Page 11 • who has not delivered to the City an instrument substantially in the.form provided by this policy. The Director shall review the quality of service and financial stability of each broker/dealer and financial institution approved under this Section at least annually. Any approved broker/dealer or financial institution may be removed from the list of approved broker/dealers with the approval of the Director, if in the opinion of the Director, the firm has not performed adequately or its financial position is considered inadequate. XI. SELECTION OF DEPOSITORIES The City shall maintain a list of authorized banks and savings and loans which are approved to provide Certificates of Deposit. To be eligible for authorization, a bank or savings and loan must be members of the FDIC and meet the minimum credit criteria (described below) of a credit analysis provided by a commercially available bank rating service such as Prudent Man Analysis, Inc., or Sheshunoff Public Finance Bank Rating Service. Banks or savings and loans failing to meet the minimum criteria or, in the judgement of the Director,no longer offer adequate safety for the City will be removed from the list. Bank rating guidelines will be calculated using publicly available information obtained from the Federal Reserve, the Comptroller of the Currency, or the banking institution itself. Data obtained from bank rating services will include factors covering the following: overall rating, liquidity policy, credit risk policy, interest rate policy, profitability and capital policy. Financial institutions selected to issue certificates of deposit to the City in excess of$100,000 or that are selected as Safekeeping or Custodial agents for the City shall meet the following criteria: 1)have a Sheshunoff Public Finance Peer Group Rating of thirty or better on a scale of zero to one hundred with one hundred being the highest rating at the time of selection or 2) have a Prudent Man Express Analysis overall rating of three or better on a scale of one to five with one being the highest quality for the most recent reporting quarter before the time of selection, and 3) qualify as a depository of public funds in the State of Texas. City of Wylie Investment Policy (As Revised October 23, 1996) Page 12 The Director shall maintain a file of the credit rating analysis reports . performed for each approved firm. In addition to the foregoing requirements,with respect to bond proceeds and reserves or other funds maintained for debt service purposes, a depository of such funds must be selected by competitive bidding by two banks located within the boundaries of the City or if there are not two banks available within the City's boundaries that are willing and able to accept such deposits, then at least three bids must be obtained from banks situated in Collin County that are willing and able to accept such deposits. XII. SAFEKEEPING AND CUSTODY Investment securities purchased for the City will be delivered by either book entry or physical delivery and shall be held in third-party safekeeping by a Federal Reserve Member financial institution designated as the City's safekeeping and custodian bank. The City may designate more than one custodian bank,but the safekeeping banks shall not be a depository bank. The City shall execute a Safekeeping Agreement with each bank prior to utilizing the custodian's safekeeping services. Only a state or national bank located within the State of Texas may be utilized as a custodian of securities pledged to secure certificates of deposit. The safekeeping agreement must provide that the safekeeping bank will immediately record and promptly issue and deliver a signed safekeeping receipt showing the receipt and the identification of the security, as well as the City's interest. The Director shall maintain a list of designated custodian banks and a copy of the Safekeeping Agreement executed with each custodian bank. The City must approve release of securities in writing prior to their removal from the custodial account. A telephone facsimile of a written authorization shall be sufficient if the custodian orally confirms receipt of the transmission and an exact copy of the document is retained in the City's files. In no event shall the custodial bank be an authorized depository bank, issuer of repurchase agreements in which the City invests or broker/dealer of securities on behalf of the City. City of Wylie Investment Policy (As Revised October 23, 1996) Page 13 All securities shall be confirmed in the name of the City and delivered to an approved custodial bank or carried at a Federal Reserve Bank in the name of the City. The Custodian shall not otherwise deposit purchased or pledged securities. All book entry securities owned by the City shall be evidenced by a safekeeping receipt issued to the City and signed by the appropriate officer at the custodian bank stating that the securities are held in the Federal Reserve system in a CUSTOMER ACCOUNT naming the City as the "customer." In addition, the custodian bank will, when requested, furnish a copy of the delivery advice received by the custodian bank from the Federal Reserve Bank. All certificated securities (those transferred by physical delivery) shall: 1) be held by an approved custodian bank or any correspondent bank in New York City approved by the Director; and 2) the correspondent bank or the City's safekeeping bank shall issue a safekeeping receipt to the City evidencing that the securities are held by the correspondent bank for the City. The original safekeeping receipt for each transaction including purchased securities under a repurchase agreement and collateral securing deposits will be forwarded to the Director or his designee and held in a secured file by the City. XIII. RECORD KEEPING AND REPORTING A record shall be maintained of all bids and offerings for securities transactions in order to ensure that the City receives competitive pricing. All transactions shall be documented by the person authorizing the transaction in a form that shows that person's name, the party instructed to execute the transaction, the date, a description of the transaction and a brief statement of the reason(s) for the transaction. At least once each quarter, the Director shall verify that all securities purchased by or pledged to the City are on hand in appropriate form. The City, in conjunction with its annual financial audit, shall perform a compliance audit of management controls on investments and adherence to the City's established investment policies. City of Wylie Investment Policy (As Revised October 23, 1996) Page 14 Each depository of the City's funds shall maintain separate, accurate and complete records relating to all deposits of the City's funds, the securities pledged to secure such deposits and all transactions relating to the pledged securities. Each approved custodian shall maintain separate, accurate and complete records relating to all securities received on behalf of the City, whether pledged,purchased or subject to repurchase agreement, as well as all transactions related to such securities. In addition, each depository shall file all reports required by the Texas State Depository Board. Each depository and custodian shall agree to make all the records described in this paragraph available to the Director's designee and the City's auditors at any reasonable time. All broker/dealers, custodians, depositories and investment advisors shall maintain complete records of all transactions that they conducted on behalf of the City and shall make those records available for inspection by the Director or other representatives designated by the City Council or City Manager. All sales of securities for less than the book value of the security shall be approved by the Director and reported to the City Council at the next regular meeting. Sales of securities for less than 98 percent of the book value of the securities must be approved by both the City Manager and the Director. An investment report shall be prepared by the Director on a quarterly basis listing all of the investments held by the City, the current market valuation of the investments and transaction summaries, including a detailed list of the gains and losses recognized. The report shall explain the total investment return during the previous quarter and compare the portfolio's performance to other benchmarks of performance. Within 90 days after the end of the City's fiscal year, the Director shall prepare, sign and deliver to the City Manager and the City Council an annual report on the City's investment program and investment activity which has also been signed by each officer and employee of the City authorized to conduct any of the City's investment activity. The annual report shall include full year and separate monthly comparisons of investment return. Such annual report shall include an analysis of the compliance with this Policy as well as changes in the applicable laws and regulations during the previous year and may include any other items of significance related to the investment program. City of Wylie Investment Policy (As Revised October 23, 1996) Page 15 XIV. • ETHICS AND CONFLICTS OF INTEREST Officers and employees of the City involved in the investment process shall refrain from personal business activity that involves any of the City's approved custodians, depositories, broker/dealers or investment advisors and shall refrain from investing in any security issue held by the City. Employees and officers shall not utilize investment advice concerning specific securities or classes of securities obtained in the transaction of the City's business for personal investment decisions, shall in all respects subordinate their personal investment transactions to those of the City, particularly with regard to the timing of purchases and sales and shall keep all investment advice obtained on behalf of the City and all transactions contemplated and completed by the City confidential, except when disclosure is required by law. An investment officer of the City who has a personal business relationship with an organization seeking to sell an investment to the City shall file a statement disclosing that personal business interest. An investment officer who is related within the second degree by affinity or consanguinity to an individual seeking to sell an investment to the City shall file a statement disclosing that relationship. A statement required under this subsection must be filed with the Texas Ethics Commission and the governing body of the City. XV. POLICY REVISIONS This Investment Policy will be reviewed at least annually by the City Manager, Director of Finance and designated investment officer and revised when necessary. All revisions shall be approved by the City Council. City of Wylie Investment Policy (As Revised October 23, 1996) Page 16 WyIlQ CityCouncil Agenda Communication for October 29 1996 LI : Resolution Authorizing Installation of Interim Stop and Warning Issue Discuss and consider approval of a resolution authorizing the installation of interim stop and warning signs for the railroad crossing on Westgate Way. Background Council has approved a resolution authorizing the execution of an "Agreement for Grade Crossing Surface and Warning Devises" with the Kansas City Southern railway Company on October 8, 1996. The City of Wylie is currently constructing the extension of Westgate Way from the Westgate Subdivision to FM 544. The proposed roadway extension crosses the DART rail line (old Cottonbelt Line). As part of this project, the City wishes to install a gated railroad crossing. The Kansas City Southern Railroad Company (KCS) has the operating rights for the railway and will install both the grade crossing surface and the warning devices. KCS has indicated that the grade crossing surface should be completed within one or two months, but the installation of the permanent signalization could take up to nine months, due to the lead time required to order the appropriate signal structure and controls. The Westgate Way project is currently under way and is scheduled for completion by the end of 1996. KCS has indicated they would allow the crossing to be opened for traffic provided the City adopt a resolution requiring the installation of interim stop signs on either side of the railway. These interim stop signs represent the minimum requirements of KCS. Traffic across the railroad will be continuous, non-stop when the final gated crossing is installed. However, since no flashing signals or gates will be installed initially, stop signs will help warn and condition drivers to be cautious at the crossing. NOTE: Prior to the actual interim traffic control device installation, the engineer will perform a traffic engineering study, per Section 8B-9 of the Texas Manual on Uniform Traffic Control Devices (TMUTCD), as amended. The minimum requirement of KCS is the installation of interim stop signs at this location. The TMUTCD requires a railroad crossing sign (crossbuck) as a minimum. The traffic engineering study will determine the need for possible additional traffic control devices. These may include pavement markings, special temporary lighting, additional signage, and others. The City Council must pass a resolution authorizing the City to install interim stop signs as a minimum prior to KCS allowing the crossing to be opened for traffic. Board Recommendations N/A Financial Considerations N/A Legal Considerations According to KCS, a resolution must be passed authorizing the City to install the interim stop signs. No other permits or contracts are necessary. Staff Recommendations Staff recommends passing a resolution authorizing the installation of interim stop and warning signs for the railroad crossing on Westgate Way. Attachments Resolution dAi ' Prepared y Re e by Fina ce City Mgr. Approval Resolution No. RESOLUTION BY THE WYLIE CITY COUNCIL AUTHORIZING THE INSTALLATION OF INTERIM STOP AND WARNING SIGNS FOR THE RAILROAD CROSSING ON WESTGATE WAY WHEREAS, the City is constructing a new road known as Westgate Way, which will cross tracks owned by Dallas Area Rapid Transit, at Mile Post T-580.90 in Collin County, Wylie, Texas and that Kansas City Southern Railway Company has operating rights over this segment of track; and WHEREAS, Kansas City Southern Railway Company will install a 54 L.F. prefabricated concrete crossing surface and flasher signals with gates at the proposed crossing; and NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WYLIE, TEXAS: Section 1 Installation of Interim stop and warning signs on Westgate Way As required by Kansas City Southern, the City must install interim stop signs before the crossing is opened to traffic. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF WYLIE, TEXAS ON THIS THE 29TH DAY OF OCTOBER, 1996. Jim Swartz, Mayor Susan Shuler, City Secretary Wylie City Council #10 agenda Communication for October 29, 1996 Final Payment for Interim Traffic Signal FM544 and FM1378 Issue Discuss and consider acceptance and approval of final payment for the interim traffic signal at FM 544 and FM 1378 contingent upon final acceptance by TxDOT. Background This project is part of the intersection improvements included in the 1995 Collin County Bond Program. Council entered into an interlocal agreement with the County to be reimbursed for the costs incurred by the City in association with this project. The interim traffic signal was designed and installed to handle the current traffic which includes the traffic generated by the new high school. The traffic signal was installed and placed in service in time for the opening for the new school. The final adjustments were made to the timing and automatic actions of the signal over the next several weeks. This new interim traffic signal will remain in service through the construction phase of the intersection improvements. The "span-wire" configuration will allow the lights to be adjusted to handle traffic routing through the various phases of construction. The final, permanent traffic signals and poles will be installed when the intersection paving improvements are complete. The Contractor has completed all work within his contract. The intersection is open for traffic and TxDOT has performed a final walk-through. The Contractor has corrected all deficiencies noted during the walk-through. A request has been made for TxDOT to formally accept the signal and assume ownership and maintenance. The City should not make final payment to the contractor until TxDOT formally accepts the signal. The Engineer and staff will be prepared at the Council meeting to answer any related questions. Board Recommendations N/A Financial Considerations The interim traffic signal construction contract is $43,500. There were no additions or subtractions to the original amount. The contractor has been paid everything except $2,175.00, which represents 5% retainage. Legal Considerations N/A Staff Recommendations Staff recommends Council authorize final payment to the Contractor, contingent upon final, formal acceptance by TxDOT. Attachments Final Pay Request -/PA14 C6-4-04 Prepare Revi d by Finance City Mgr. Approval CITY OF WYLIE PAYMENT AUTHORIZATION REQUEST 10/30/96 Date Lisa Price From ASAP Due Date ❑ Return Check to Department Vendor No. Pay To: North Texas Signal Systems 1702 South Highway 121,Suite 303 Lewisville,Texas 75067 Invoice Invoice Fund Dept No Object SAC Amount Number Date (>OO() (>00<) (>OOO(X) (>OOOC) Final 10/21/96 411 411 58270 6601 $2,175.00 GRAND TOTAL $2,175.00 Explanation: Final Pay Estimate for construction work completed by North Texas Signal Systems for the temporary traffic signals at the intersection of FM 1378 and FM 544. Project accepted at the Oct.29th Council Meeting. Finance Dept. Department Head 1U/21/913 17:12 _ Q214 4UU Y10.3 tiit nu(JAA cUxr. WJuut/uu THE HOGAN CORPORATION Engineers • Planners • Consultants October-21, 1996 Mike Collins, City Manager City of Wylie 2000 HWY 78 North Wylie, Texas 75098 RE: Interim Traffic Signal at FM 544 and FM1378 Intersection THC#002-29.42 ATTN: Lisa Price Dear Mr. Collins: We are submitting herewith for your review four(4)copies of the Final Progress Estimate for the construction work completed by North Texas Signal Systems, Inc., for the period from September 19, 1996 through October 1, 1996, on the above referenced project. This project is final contingent upon the State's acceptance of the project. The items included in this month's pay request have been reviewed and found to conform with the work actually performed. With your approval of this Final Progress Estimate, please execute all copies, retain two (2) copies for your files, return one (1) copy to this office, and send one (1) copy to North Texas Signal Systems, Inc., 1702 South Highway 121, Suite 303, Lewisville, TX 75067, along with your remittance in the amount of$2,175.00. Yours very truly, THE HOGAN CORPORATION J Grego'p-1 Pl,„4„. . ry'S, MacLean, P.E. Vice President Enclosures Member, Consulting Engineers Council of Texas 12900 Preston Road at L6J. Suite 620 :...,, Member,American Consulting Engineers Council North Dallas Bank Tower Dallas.Texas 75230 TEL:t214)392-4600 1111 FAX:(21 41 490-71 63 10/21/913 17:12 12214 491) 71t13 flit; 11UUAN c;UKY. 4-z-* WYL1t:—i1U t luuziuuz Application for Payment Final - Traffic Signal Owner: City of Wylie For Period From; September 19, 1885 Project Name: To: October 1, 1996 t Interim Traffic Signal At FM 544 and FM 1378 intersection Owner's Project No,; Engineer's Project No.: 002-29 Contractor: North Texas Signal Systems Address: 1702 South Highway 121,Suite 303 Lewisville,Texas 76067 CONTRACT AMOUNT CONTRACT TIME Amount of Contract as Awarded: Part A 343,500.00 Contract Date: July 30, 1996 Change Orders: Start Date: July 30, 1986 #1 Time Allotted: BO cal.days 3 Time Extensions: 0 cal.days g4 Revised Contract Time: 60 cal.days A5 Elapsed: 60 eat.days #6 %Time Elapsed: 100.0096 Remaining: 0 cal.days Total Change Orders: 50.00 Total Adjusted Contract: 443,500.00 ESTIMATE SUMMARY Amount Completed to Date: *43.500.00 Material on Hand(See Attached): PROJECT TOTAL TO DATE: $0.00 1 OO,QQgb 643-500-00 Less 0% Retainage: S0,00 Less Previous Payments: 341,325.00 Total Deductions: 341,325.00 (541,325,001 TOTAL AMOUNT DUE TI-US ESTIMATE: $2.175.00, Recommended; /� � Avg" Approved: / By: igeI 199E Date: . Date: Engineer Owner 10121/96 Page 1 a lieaeion for Paym ent yrrwnt Final-Traffic Siyla( ■ ly[ e City Council #11 iigenda Communication for October 29, 1996 Work Order WYL-16 - Design for Improvements to MNCrQory Road' Issue Discuss and consider approval for Work Order No. WYL-16 authorizing The Hogan Corporation to proceed with the design of paving and drainage improvements along McCreary Road from the old Cottonbelt Rail Line to Southfork Mobile Home Park. Background This project was approved by citizens as part of the 1995 Bond Program. The existing roadway consists of deteriorating, narrow asphalt with little, or no shoulder. The roadway has been a continuing maintenance and safety problem. McCreary Road is the main access to Southfork Mobile Home Park and the only paved road. The center line of McCreary Road coincides with the City of Wylie's and the City of Murphy's common city limit line. McCreary Road appears on the Tri-city Thoroughfare Agreement between Rowlett, Wylie, Sachse, and Murphy. This road also appears on the City of Wylie's adopted Thoroughfare Plan. The Engineer and staff will coordinate with Murphy to verify the thoroughfare classification and alignment. The east half of the road is in Wylie and the west half is in Murphy. This project will constitute the construction of the Wylie half. The proposed improvements are for the construction of one-half of the ultimate 4-lane divided thoroughfare roadway width. The proposed pavement section will be 4,500 feet of 25-foot wide concrete with curbs and gutters, and will allow two-way traffic. Underground drainage improvements will also be included in this project. The project will extend from the existing concrete pavement, which ends just north of the railroad tracks, to the existing concrete pavement along the west edge of the Southfork Mobile Home Park. When completed, McCreary Road will be a concrete street from FM 544 to McMillen Road. Staff will be contacting the management of the Southfork Mobile Home Park to discuss construction in the area. We will distribute written information and offer to hold meetings to tell residents about the construction activity. Board Recommendations N/A Financial Considerations This project is being funded as part of the 1995 Bond Program. The Engineering design fee for the proposed improvements is $36,000. Advertising and Construction/General Review fees are $1,500 and $3,000 respectively. Future development along McCreary Road will generate street perimeter fees. Legal Considerations The services described herein are to be performed in accordance with the applicable sections of the Agreement for Engineering Services by and between the City of Wylie, Texas (Owner), and The Hogan Corporation (Engineer), as approved on July 27, 1993. Staff Recommendations Staff recommends approval of Work Order No. WYL-16. Attachments Work Order No. WYL-16 ko1/4- SA-0- C1404 Prepared By Revi by Financ City Mgr. Approval 10/'21i96 14:58 r$'214 490 7163 THE HOGAN CORP, 4--) WYLIE-PRICE W1002/019 March 15, 1995 WORK ORDER FOR PROFESSIONAL SERVICES WORK ORDER NO.WYL-16 This will constitute authorization by the City of Wylie, Texas (Owner), for The Hogan Corporation, Engineers-Planners-Consultants, Dallas, Texas (Engineer), to proceed with the following described engineering services. STREET PAVING AND STORM DRAINAGE IMPROVEMENTS IN ASSOCIATION WITH THE EXTENSION OF McCREARY ROAD FROM THE OLD COTTONBELT RAILROAD TO SOUTIEFORK MOBILE HOME PARK A. PROJECT DESCRIPTION The Engineer shalt perform the Preliminary Planning Phase, Design Phase, and Construction Phase Services and such other related Additional Services that may be authorized by the Owner for the proposed street paving and storm drainage improvements in association with the extension of McCreary Road from F,M, 544 northward to the existing McCreary Road, a distance of approximately 2,500 linear feet. The design of the proposed street improvements will be for a 25-foot face-to-face pavement section. This represents two driving lanes, or over one half of the ultimate 44-foot section called for by the thoroughfare plan. The proposed paving improvements will be 8-inch thick reinforced concrete pavement with integral curbs constructed over a minimum of 7 inches of lime or cementtreated subgrade, The project will include the design of related storm drainage improvements_ Utility improvements are being designed under a separate work order. Based on the approximate distance of 2,500 linear feet, the projected construction cost for the proposed paving and drainage improvements is$636,600.00. The cost projection included above was prepared for budget purposes only and is not guaranteed as the exact amount which will be bid for furnishing and installing the proposed improvements. -1-- 10/21/96 14:58 t2214 490 7163 THE HOGAN CORP. WYLIE-PRICE Z003/019 March 15, 1995 A map is attached to show the general location and limits of the proposed project. The services described herein are to be performed in accordance with the applicable sections of the Agreement for Engineering Services by and between the City of Wylie, Texas (Owner), and The Hogan Corporation(Engineer), as approved on July 27, 1993. B. PRE-WORK CONFERENCE The Engineer will meet with the Owner and other appropriate entities to discuss the design criteria, work program and schedule, procedures of communication, additional surveys, assignments of personnel, and any other matters that may have a direct or indirect effect upon the completion and results of this street paving and drainage improvements project. Other work and review conferences will be scheduled throughout the progress of developing the project C. DESIGN PHASE I, Preliminary Planning a. Confirm the design criteria requirements, funding, and schedules with the Owner. b. Take additional photographs of the existing conditions along the route of the project site to identify areas of special concern in design and possible problems to resolve, c. Perform pre-design study of the proposed street and drainage improvements, d. Present recommended schematic layout, typical sections, alternatives for street construction, drainage systems design, and plan for the proposed initial phase of improvements. e. Prepare alternate layouts, where it may be needed during construction, for traffic flow and control,detours, turning movements, etc. f. Determine right-of-way and/or construction easement requirements and procedures for acquisition, where required, Establish limits of off-site drainage facilities_ g. Identify potential areas requiring landscape restoration along the proposed alignment for the new curb and gutter and storm drainage improvements. _2_ a 10/21/96 14:59 tr214490 7163 THE HOGAN CORP. "444 WYLIE-PRICE a004/019 March 15, 1995 h, Establish priorities for construction and scheduling for coordination with other projects in the area. i Schedule, as needed, meetings) with representatives of the City of Wylie, property owners, and Collin County Department of Roads. j. Review previous field work completed, and determine additional surveys required ed_ Establish the benchmark datum. k. Review subsurface conditions from soils investigation reports, and identify areas for additional study,where required_ 1. Address other considerations of the project, such as utility relocations, adjustments,replacements,etc., and note locations where conflicts may occur. m. Prepare update on construction cost projection. n. Proceed, upon written direction of the Owner, with the Design Phase services of the selected plan 2_ PrelitniDr a. Prepare preliminary work on plan sheets to include: Cover sheet; Location Map; Title blocks, north arrows, scales,benchmarks, etc.;and, Miscellaneous paving and storm drainage details, prepared per the City of Wylie Standards and Ordinances. b. Prepare preliminary work on specifications to include: Standard specifications; Special conditions; Cover sheet;and, Proposal, bid schedule, and contract documents. The construction documents will conform to the City of Wylie Standards. 3. Preliminary Design a. Reduce and plot field notes of profile, cross-sections, and topography. If weather conditions and scheduling of the Owner permit, aerial photographs may be considered in preparing the construction drawings_ -3- 11 10/21/96 15:00 $214 490 7163 THE HOGAN CORP. WYLIE-PRICE fJ005/019 March 15, 1995 b. Confirm existing utility (water, sewer, drainage, gas, cable, TV, telephone, electric)locations, depths. c. Set preliminary alignments and locations for the proposed centerline, pavement transitions, and curb/gutters. d. Prepare preliminary layout of storm drainage system and water and sanitary sewer mains. e. Coordinate preliminary layout of improvements with the City of Wylie, Collin County, property owners,and utility companies. f. Field-check preliminary design. g. Present four (4) sets of preliminary design drawings and specifications with preliminary cost projections to the Owner for review and comment. 4, Final Plans and Specifications a. Draft plan and profile sheets to conform with final comments of the Owner from preliminary design review. b, Prepare final details. c. Prepare quantity of materials, d. Prepare final bid schedule, special conditions, specifications, proposal, and contract documents_ e. Prepare projected cost of construction. f. Submit one (I) set of prints of the final plans and specifications to the utility companies for review and comment. g. Present two (2) copies of plans and specifications to the Owner for final approval and authorization to proceed with the Construction Phase. -4- 10/21/96 15:00 0214 490 7163 THE HOGAN CORP. WYLIE-PRICE [2006/019 March 15, 1995 5. Mditionai Services for Design Phase Coordinate Field Surveys with Owner's Surveyor: - Locate existing structures and related facilities pertinent to design of the street paving, drainage, and utility improvements. - Establish benchmark data for vertical control. - Establish baseline and grid system for horizontal ground controls. - Obtain additional field data,cross-sections,etc., as necessary. - Obtain additional information of locations and depths of all existing underground utilities. D. CONSTRUCTION PHASE 1. Advertise and Receive Bids a. Coordinate the final printing of the construction plans and specifications for distribution to the proposed bidders. b. Notify individual qualified contractors of the project, and contact the Texas Contractor and Dodge Reports for publishing the description of the project and date for receiving bids. c_ Assist the Owner in securing, opening, tabulating, and analyzing of bids. The Engineer will furnish recommendations on the award of the contract based on the lowest qualified bidder, d. Assist in the engineering phases of the preparation of the formal contract documents between the contractor and the Owner. 2. General Review of Construction a. Meet (Pre-Construction Conference) with the Owner and the contractor to discuss the total work program and schedule, procedures of communication, additional surveys, field testing and inspection, assignment of personnel, and any other matters that may have a direct or indirect effect upon the completion and results of this improvement program. b. Make two (2) visits to the project site per month (as distinguished from continuous services of Resident Project Representatives). c. Consult and advise with the Owner during construction. -5- 10/21/96 15:01 $214 490 7163 THE HOGAN CORP. '444 WYLIE-PRICE Ij007/019 March 15, 1995 d. Review shop and working drawings. e. Review tests of materials and equipment operation, f Prepare monthly and final estimates for payment to contractor. g. Conduct final review of the project in the accompaniment of the Owner. 3. Additional Services for Construction Phase a. Arrange for and coordinate the services for printing the construction plans and specifications to be used in the distribution to prospective bidders. b. Perform on-site observations of construction performance on an as-called basis. This service will be performed as an addition to the two (2)routine site visits provided for in the General Review of Construction services(Item D.2.b.). c. Prepare record drawings of the completed project from information furnished by the Contractor and Owner's project representative_ E. R.ESPONSTR.ILSIY OF THE OWNER Unless otherwise authorized in writing by the Owner for the Engineer to perform such other additional or special services, the Owner shall be responsible for the following services: 1. Provide the Engineer the assistance needed for collecting data from Owner's records for the design of the street paving, drainage, water, and sanitary sewerage system improvements_ The acceptance and use of the data furnished by the Owner to the Engineer shall not operate to impose any obligation upon the Engineer to determine that the data is true, accurate,complete, or correct. 2. Provide the services of a qualified surveyor to furnish the necessary field data for the design of the proposed improvements. 3. Prepare field note descriptions for right-of-way acquisition where it may be required for revisions in street alignment, drainage structures,and utility improvements. 4. Prepare applications for routine permits required by Collin County. 5. Arrange for and coordinate the subcontract services of a Geotechnical Consultant for the soils investigation, as may be required. Also, the Geotechnical Consultant will -6- 10/21/96 15:01 22214 490 7163 THE HOGAN CORP. 4-4i WYLIE-PRICE a 008/019 March 15, 1995 investigate the soil conditions and recommend the requirements for preparing a trench safety program. 6 Authorize the Engineer to print, collate, and assemble an agreed number of plans, specifications, and bidding documents for distribution to prospective bidders. 7. Provide qualified personnel for daily observation of construction. 8. Furnish and coordinate qualified personnel to perform the field layout and staking for construction in accordance with the contractor's sequence of work to be accomplished. 9. Prepare daily reports of construction activities, with copies of reports furnished to the Engineer. Ifneeded, daily report forms will be furnished to the Owner by the Engineer, 10. Advise Engineer by telephone, on a weekly basic of the progress of work, problems encountered in construction, quality of work performed, and other matters concerning the project status. 11. Confirm the percentage of completion for work performed, as submitted by the contractor, during each month. 12. Furnish the local news media with Notice to Bidders and coordinate the appropriate times that the notice is to appear prior to the bid opening date. F. BASIS OF COMPENSATION 1. Availability of Funds The Owner agrees that funds, to the extent required, are currently available and sufficient to complete all phases of the proposed engineering services authorized under this Proposal. All invoices submitted by the Engineer and approved by the Owner shall be paid within thirty(30)days of the invoice date. For any payments not made within thirty(30) days, a charge will be made monthly in the amount of one and one-half percent (1-1/2%) of the unpaid balance, beginning thirty(30)days from the date of the statement -7- 10/21/96 15:02 12214 490 7163 THE HOGAN CORP. -,-)4WYLIE-PRICE [j009/019 March 15, 1995 2. Design Phase a. End The Owner shall make payments to the Engineer for performing the engineering services described in the Design Phase, Section CI., 2., 3_, 4., on a monthly billing basis in proportion to that part of the services proposed herein which has been accomplished, as evidenced by monthly statements submitted by the Engineer and approved by the Owner. Final payment shall be due upon completion of these services. The compensation for the engineering design services performed shall be based on a lump sum amount of$36,000.00_ b. dmonal S tes For • For performing the Additional Services For the Design Phase as descnbed under Section C.5., the Engineer will assist the Owner, as directed, and is to be paid on a monthly billing basis at a per diem rate of the personnel's Salary cost times a multiplier of 2.5_ The Engineer is to be reimbursed for all direct non- labor, field surveys, and other subcontract expenses at the invoice cost plus 10 per cent for coordination and handling_ 3. Construction Phase a Advertise and Receive Bids For performing the Construction Phase services, as described in Section D.1., the Engineer is to be paid on a monthly billing basis in proportion to the services proposed herein which has been accomplished, as evidence by the monthly statements submitted by the engineer and approved by the Owner. Final payment shall be due upon completion of these services. The total compensation for the services performed shall be based on the lump sum amount of$1,500.00. b. General Review of Construction For performing the General Review of Construction, as described in Section D.2, the Engineer is to be paid on a monthly billing basis at a per diem rate of the personnel's salary cost times a multiplier of 2.5, with reimbursement of all direct non-labor and subcontract expenses at the invoice cost plus 10 per cent for coordination and handling. —S— IN 10/21/96 15:02 ' '214 490 7163 THE HOGAN CORP. -*--* WYLIE-PRICE Ijj010/019 March 15. 1995 Total compensation for the above services will not exceed$3,000.00. c. Additional Services For Construction Phase For performing the Additional Services For Construction Phase, as described in Section D.3., the Engineer is to be paid on a monthly billing basis at a per diem rate of the personnel's salary cost times a multiplier of 2.5, with reimbursement of all direct non-labor and subcontract expenses at the invoice cost plus 10 per cent for coordination and handling_ 4. Other Specials-(As Directed By The Owner) If authorized in writing by the Owner, the Engineer shall furnish other services or tasks in addition to the scope of services proposed herein. For performing these special services, the Engineer shall be paid on a monthly billing basis at a per diem rate of the personnel's Salary Cost times a multiplier of 2.5, with the reimbursement of all direct non-labor and subcontract expenses at the invoice cost plus 10 per cent for coordination and handling. C. TIME FOR COMPLETION The design work to be performed, as authorized herein, is projected to be completed within sixty(60)calendar days after receipt of field survey information. APPROVED: ACCEPTED: CITY OF WYLIE, TEXAS THE HOGAN CORPORATION By By Mike Collins Gregory S. MacLean, P.E. City Manager Vice President Attest - Attest Date Date -9- E1 yI City Council #12 Agenda Communication for October 29,1996 Work Order WYL-17 - Design of 12" Water Main ;lmprovaments Issue Discuss and consider approval for Work Order No. WYL-17 authorizing The Hogan Corporation to proceed with the design of 12"water main improvements from Southfork Mobile Home Park, along McMillen Road, to the existing 8" water main in McMillen Road, approximately 8,300 linear feet in length. Background This project was approved by citizens as part of the 1995 Bond Program. The project will consist of the installation of approximately 8,300 linear feet of 12" water main, including fire hydrants. The proposed improvements will complete a "loop" in the water distribution system. The completion of this loop will improve water flow to Southfork Mobile Home Park, Presidential Estates, McMillen Farms Estates, and the Newport Harbor Subdivisions. This loop will also serve the recently annexed Campbell properties north of McMillen Road. It will enhance the service to the former Birmingham Trust properties east of FM 1378. Future system improvements will further enhance service to this area. This loop will also complete the second connection of the new elevated tank to the City's overall distribution system. Staff will be contacting the management of the Southfork Mobile Home Park to discuss construction in the area. We will distribute written information and offer to hold meetings to tell residents about the construction activity. Board Recommendations N/A Financial Considerations This project is being funded as part of the 1995 Bond Program. The Engineering design fee for the proposed improvements is $11,100. Advertising and Construction/General Review fees are $1,000 and $1,500 respectively. Legal Considerations The services described herein are to be performed in accordance with the applicable sections of the Agreement for Engineering Services by and between the City of Wylie, Texas (Owner), and The Hogan Corporation (Engineer), as approved on July 27, 1993. Staff Recommendations Staff recommends approval of Work Order No. WYL-17. Attachments Work Order No. WYL-17 tril 419- 4.444'. Prepared Re wed by Finan e City Mgr. Approval 10/21/96 15:03 12214 490 7163 THE HOGAN CORP. WYLIE-PRICE 12011/019 October 18, 1996 WORK ORDER FOR PROFESSIONAL SERVICES WORK ORDER NO.WYL-17 This will constitute authorization by the City of Wylie, Texas (Owner), for The Hogan EngineerssPlarmers-Consuitar ts, Dallas, Texasg Corporation, engineering services. (Engineer), to proceed with the following described NEW 12-INCH WATER MAIN ALONG MCMII.LAN ROAD A. PROJECT DESCRIPTION The Engineer shall perform the Preliminary Planning Phase, Design Phase, and Construction Phase Services and such other related Additional Services that may be authorized by the Owner for the proposed 12-inch water main improvements from the Southfork Mobile Home Park, along McMillan Road to the existing water main in McMillan Road, a distance of approximately 8,300 linear feet. Based on the approximate distance of 8,300 linear feet, the projected construction cost for the proposed improvements is$205,000.00. The cost projection included above was prepared for budget purposes only 'and is not guaranteed as the exact amount which will be bid for furnishing and installing the proposed improvements. A map is attached to show the general Iocation and limits of the proposed project he services described herein are to be performed in accordance with the applicable sections of the Agreement for Engineering Services by and between the City of Wylie, Texas (Owner), and The Hogan Corporation(Engineer), as approved on July 27, 1993_ B. PRE-WORK CONFERENCE The Engineer will meet with the Owner and other appropriate entities to discuss the design criteria, work program and schedule, procedures of communication, additional surveys, assignments of personnel, and any other matters that may have a direct or indirect effect upon the completion and results of this street paving and drainage improvements project. Other work and review conferences will be scheduled throughout the progress of developing the project. -1- 10/21i96 15:04 rim 490 7103 THE HOGAN CORP. --'-' WYLIE-PRICE 12012/019 October 18, 1996 C. DESIGN PRASE 1. Preliminary Planning a. Confirm the design criteria requirements, funding, and schedules with the Owner. b. Take additional photographs of the existing conditions along the route of the project site to identify areas of special concern in design and possible problems to resolve. c- Perform pre-design study of the proposed street and drainage improvements. d. Present recommended schematic layout, typical sections, alternatives for street construction, drainage systems design, and plan for the proposed initial phase of improvements. e. Prepare alternate layouts, where it may be needed during construction, for traffic flow and control,detours,turning movements, etc. f Determine right-of-way and/or construction easement requirements and procedures for acquisition, where required. Establish limits of off-site drainage facilities. g- identify potential areas requiring landscape restoration along the proposed alignment for the new curb and gutter and storm drainage improvements_ h. Establish priorities for construction and scheduling for coordination with other projects in the area. Schedule, as needed, meeting(s) with representatives of the City of Wylie, property owners,and Collin County Department of Roads. j. Review previous field work completed, and determine additional surveys required. Establish the benchmark datum_ k. Review subsurface conditions from soils investigation reports, and identify areas for additional study,where required. Address other considerations of the project, such as utility relocations, adjustments, replacements, etc., and note locations where conflicts may occur. -2- 10/21/96 15:04 e214 490 7163 THE HOGAN CORP. WYLIE-PRICE W1 013/019 October 18. 1996 m. Prepare update on construction cost projection. n. Proceed, upon written direction of the Owner, with the Design Phase services of the selected plan. 2. Prelimin rafting a. Prepare preliminary work on plan sheets to include: Cover sheet; Location Map; Tide blocks, north arrows, scales,benchmarks, etc.; and, Miscellaneous paving and storm drainage details, preparedr the City of Wylie Standards and Ordinances. b. Prepare preliminary work on specifications to include: - Standard specifications; - Special conditions; Cover sheet; and, Proposal, bid schedule, and contract documents. The construction documents will conform to the City of Wylie Standards_ 3. Preliminary Design a. Reduce and plot field notes of profile, cross-sections, and topography. If weather conditions and scheduling of the Owner permit, aerial photographs may be considered in preparing the construction drawings. b. Confirm existing utility (water, sewer, drainage, gas, cable, TV, telephone, electric)locations, depths. c, Set preliminary alignments and locations for the proposed centerline, pavement transitions, and curblgutters. d. Prepare preliminary layout of storm drainage system and water and sanitary sewer mains. e. Coordinate preliminary layout of improvements with the City of Wylie, Collin County,property owners,and utility companies. £ Field-check preliminary design. g. Present four (4) sets of preliminary design drawings and specifications with preliminary cost projections to the Owner for review and comment. -3- E1 10/21.'96 15:05 0214 490 7163 THE HOGAN CORP. - .-+ WYLIE-PRICE a 014/019 October 18, 1996 4. Final Plans and Specifications a. Draft plan and profile sheets to conform with final comments of the Owner from preliminary design review. b. Prepare final details. c. Prepare quantity of materials. d. Prepare final bid schedule, special conditions, specifications, proposal, and contract documents. e. Prepare projected cost of construction. f. Submit one (1) set of prints of the final plans and specifications to the utility companies for review and comment. g. Present two (2) copies of plans and specifications to the Owner for final approval and authorization to proceed with the Construction Phase. 5. Additional Services for Design Phase Coordinate Field Surveys with Owner's Surveyor: Locate existing structures and related facilities pertinent to design of the street paving, drainage,and utility improvements. Establish benchmark data for vertical control. Establish baseline and grid system for horizontal ground controls. Obtain additional field data,cross-sections, etc., as necessary_ Obtain additional information of locations and depths of all existing underground utilities. D. CONSTRUC`ION PHASE 1• Advertise and Receive Bids a. Coordinate the final printing of the construction plans and specifications for distribution to the proposed bidders, b. Notify individual qualified contractors of the project, and contact the Texas Contractor and Dodge Reports for publishing the description of the project and date for receiving bids. --4- R 10421i96 15:05 $214 490 7183 THE HOGAN CORP. -)--- WYLIE-PRICE 015/019 October 18, 1996 c. Assist the Owner in securing, opening, tabulating, and analyzing of bids. The Engineer will furnish recommendations on the award of the contract based on the lowest qualified bidder. d. Assist in the engineering phases of the preparation of the formal contract documents between the contractor and the Owner. 2, General Review of Construction a. Meet (Pre-Construction Conference) with the Owner and the contractor to discuss the total work program and schedule, procedures of communication, additional surveys, field testing and inspection, assignment of personnel, and any other matters that may have a direct or indirect effect upon the completion and results of this improvement program. b. Make two (2) visits to the project site per month (as distinguished from continuous services of Resident Project Representatives). c. Consult and advise with the Owner during construction. d. Review shop and working drawings. e. Review tests of materials and equipment operation. f Prepare monthly and final estimates for payment to contractor. g Conduct final review of the project in the accompaniment of the Owner. 3. A�ditional Services for Construction Phase a. Arrange for and coordinate the services for printing the construction plans and specifications to be used in the distribution to prospective bidders. b. Perform on-site observations of construction performance on an as-called basis. This service will be performed as an addition to the two (2)routine site visits provided for in the General Review of Construction services(Item D.2.b.)_ c. Prepare record drawings of the completed project from information furnished by the Contractor and Owner's project representative. --5- 10/21/96 15:06 $214 490 7163 THE HOGAN CORP. -�-�-r WYLIE-PRICE t1016/019 October 18, 1996 E. RESPONSI(ILI TY OF THE OWNER Unless otherwise authorized in writing by the Owner for the Engineer to perform such other additional or special services,the Owner shall be responsible for the following services: 1. Provide the Engineer the assistance needed for collecting data from Owner's records for the design of the street paving, drainage, water, and sanitary sewerage system improvements. The acceptance and use of the data furnished by the Owner to the Engineer shall not operate to impose any obligation upon the Engineer to determine that the data is true, accurate, complete, or correct. 2. Provide the services of a qualified surveyor to furnish the necessary field data for the design of the proposed improvements. 3, Prepare field note descriptions for right-of-way acquisition where it may be required for revisions in street alignment, drainage structures, and utility improvements. 4. Prepare applications for routine permits required by Collin County. 5. Arrange for and coordinate the subcontract services of a Geotechnical Consultant for the soils investigation, as may be required. Also, the Geotechnical Consultant will investigate the soil conditions and recommend the requirements for preparing a trench safety program. 6, Authorize the Engineer to prim, collate, and assemble an agreed number of plans, specifications, and bidding documents for distribution to prospective bidders. 7. Provide qualified personnel for daily observation of construction. 8. Furnish and coordinate qualified personnel to perform the field layout and staking for construction in accordance with the contractor's sequence of work to be accomplished. 9. Prepare daily reports of construction activities, with copies of reports furnished to the Engineer. If needed, daily report forms will be furnished to the Owner by the Engineer. 10. Advise Engineer by telephone, on a weekly basis, of the progress of work, problems encountered in construction, quality of work performed, and other matters concerning the project status. 11. Confirm the percentage of completion for work performed, as submitted by the contractor, during each month. 12. Furnish the local news media with Notice to Bidders and coordinate the appropriate times that the notice is to appear prior to the bid opening date. -6- R 10/21/98 15:07 e214 490 7183 THE HOGAN CORP. ii-, WYLIE-PRICE t 017/019 October 18, 1996 F. BASIS OF COMPENSATION I. Availabilit�of Funds The Owner agrees that funds, to the extent required, are currently available and sufficient to complete all phases of the proposed engineering services authorized under this Proposal. All invoices submitted by the Engineer and approved by the Owner shall be paid within thirty(30)days of the invoice date. For any payments not made within thirty (3 0) days, a charge will be made monthly in the amount of one and one-half percent GA/2%) of the unpaid balance, beginning thirty(30)days from the date of the statement. 2. Design Phase a. Engineen`gg The Owner shall make payments to the Engineer for performing the engineering services described in the Design Phase, Section C.I., 2., 3., 4_, on a monthly billing basis in proportion to that part of the services proposed herein which has been accomplished, as evidenced by monthly statements submitted by the Engineer and approved by the Owner. Final payment shall be due upon completion of these services_ The compensation for the engineering design services performed shall be based on a lump sum amount of$11,100.00. b. Additional Services For Design Phase For performing the Additional Services For the Design Phase as described under Section C.S., the Engineer will assist the Owner, as directed, and is to be paid on a monthly billing basis at a per diem rate of the personnel's salary cost times a multiplier of 2.5_ The Engineer is to be reimbursed for all direct non- labor, field surveys, and other subcontract expenses at the invoice cost plus 10 per cent for coordination and handling. -7- 11 10/21/96 15:09 0214 490 7163 THE HOGAN CORP. -,44 WYLIE-PRICE CZ1018i019 October 18, 1996 3. Construction Phase a. Adverse and Receive Bids For performing the Construction Phase services, as described in Section D.1., the Engineer is to be paid on a monthly billing basis in proportion to the services proposed herein which has been accomplished, as evidence by the monthly statements submitted by the Engineer and approved by the Owner. Final payment shall be due upon completion of these services. The total compensation for the services performed shall be based on the lump sum amount of$1,000.00. b. General Review of Construction For performing the General Review of Construction, as described in Section D.2, the Engineer is to be paid on a monthly billing basis at a per diem rate of the personnel's salary cost times a multiplier of 2.5, with reimbursement of all direct non-labor and subcontract expenses at the invoice cost plus 10 per cent for coordination and handling. Total compensation for the above services will not exceed SI,500.00. C. Additional Services For Construction Phase For performing the Additional Services For Construction Phase, as described in Section D.3.,the Engineer is to be paid on a monthly billing basis at a per diem rate of the personnel's salary cost times a multiplier of 2.5, with reimbursement of all direct non-labor and subcontract expenses at the invoice cost plus 10 per cent for coordination and handling. 4. Other Special Services-(As Directed By The Owner) If authorized in writing by the Owner, the engineer shall furnish other services or tasks in addition to the scope of services proposed herein. For performing these special services, the Engineer shall be paid on a monthly billing basis at a per diem rate of the personnel's Salary Cost times a multiplier of 2.5, with the reimbursement of all direct non-labor and subcontract expenses at the invoice cost plus 10 per cent for coordination and handling, -8- 10:21/96 15:10 22214 490 7163 THE HOGAN CORP. 444 WYLIE-PRICE lin019i919 October 18, 1996 G. TIME FOR COMPLETION The design work to be performed, as authorized herein, is projected to be completed within sixty(60)calendar days after receipt of field survey information. APPROVED: ACCEPTED: CITY OF WYLIE, TEXAS THE HOGAN CORPORATION By By Mike Collins Gregory S-MacLean,P.E. City Manager Vice President Attest Attest Date Date _9_ 1Al h e pity Council #13 g nda Communication for October 29, 1996 m. I Presentation on Bond Projects Status Issue This item is for information and discussion purposes only. A presentation will be made by staff and The Hogan Corporation on the status of the 1995 Bond projects. Background A presentation will be made which will summarize the progress of all of the 1995 Bond Projects. A comparison of the actual dollars spent versus the projected amounts will be made. A map showing the locations of the current and future projects will be presented. In addition, a table with a detailed cost breakdown will be provided for each project. Board Recommendations N/A Financial Considerations N/A Legal Considerations N/A Staff Recommendations N/A Attachments Displays will be provided. 7Aite- ..I/.4 i 4. Prepared y evi y Finan City Mgr. Approval