CT Y OF AUST Z FOUNDED 1839 Austin City Council MINUTES WORKSESSION WEDNESDAY, October 29, 1997 Mayor Watson called the meeting to order at 1:50 p.m., Councilmember Spelman temporarily absent, Councilmember Lewis absent. CITIZENS COMMUNICATION: GENERAL READING OF CONSENT AGENDA READING OF DISCUSSION AGENDA CITIZENS COMMUNICATION: CONSENT AGENDA ACTION ON CONSENT AGENDA PREVIEW OF ITEMS FOR NEXT COUNCIL MEETING 1. Review of Proposed Agenda Items from the City Manager for November 6, 1997. 2. Review of Proposed Agenda Items from Council for November 6, 1997. 3. Discuss and identify consent and discussion agenda items for the October 30, 1997 Council meeting agenda. (Agenda for October 30, 1997 is attached and incorporated by reference.) 4. Set Time Certain, if necessary, for agenda items on the October 30, 1997 Agenda. Item #9 set for time certain at 5:30 p.m. BRIEFINGS 5. UTILITY BILLING SYSTEM Presentation given by Betty Dunkerley, Milton Lee and Tim Blodgett. 6. 7. LANDFILL AND MATERIALS RECOVERY FACILITY CONTRACTS Presentation given by Willie Rhodes. AVIATION a. Airport Advisory Board Report b. Questions on Agenda Items Davis Security Agency Southern Union Gas Airco Mechanical, Inc. Sundt Corporation NEC Business Communications Systems H.B. Zachry Company c. Questions on Progress Report Presentation given by Charles Gates, Leslie Browder, John Almond, Arnie Rosenberg, Bob Binder and Joe Lessard. ITEMS CONTINUED FROM PREVIOUS MEETINGS 8. Aviation 9. 10. Approve a resolution authorizing the sale of an 18.79 acre tract of land on Highway 71 West to the Lower Colorado River Authority for $190,000. (Revenue was not included in the 1997-98 Capital budget of the Electric Utility and will be available for future year capital budget.) [Recommended by Electric Utility Commission] Postponed one week on, Councilmember Slusher's motion, Councilmember Griffith's second, 6-0 vote, Councilmember Lewis absent. Approve a resolution authorizing execution of a twelve month service agreement with DAVIS SECURITY AGENCY (MBE/MB), Austin, Texas, to provide security guard services at Austin-Bergstrom International Airport (ABIA), in an amount not to exceed $534,814.96. (Funding was included in the 1997-98 operating budget of the Aviation Department.) Low bid of four. 100% MBE Prime participation. No M/WBE Subcontracting opportunities were identified. (Recommended by Airport Advisory Board) Resolution No. 971029-9 approved Approve a resolution authorizing execution of a License Agreement with SOUTHERN UNION GAS, Austin, Texas, to manage, operate, repair, maintain, extend and modify the natural gas system at the Austin-Bergstrom International Airport (ABIA) through May 30, 2006, in an amount not to exceed $2,000 per month. (Funding in the amount of $24,000 is included in the 1997-98 operating budget of the Aviation Department. The Aviation Fund will receive an annual payment equal to 5% of the revenue received by Southern Union Gas for gas sold to all customers on the airport site during the preceding year whenever the volume of gas sold exceeds 26,000 MCF. Revenues will be budgeted in future years for services provided in this agreement.) Sole proposal. No M/WBE Subcontracting opportunities were identified. (Recommended by Airport Advisory Board) Resolution No. 971029-10 approved 11. Approve a resolution authorizing execution of six twelve month service agreements: AIRCO MECHANICAL, INC., Austin, Texas, in the amount of $86,392; E & E SERVICE COMPANY, (MBE/MB), Austin, Texas, in the amount of $104,791; ENTECH SALES AND SERVICE, INC., Austin, Texas, in the amount of $74,380; JOHNSON CONTROLS, INC., Austin, Texas, in the amount of $61,696; PNEU-TEMP, INC., Austin, Texas, in the amount of $62,325, and THE TRANE COMPANY, Austin, Texas, in the amount of $61,416 to provide heating, air-conditioning, and ventilation maintenance services at Austin-Bergstrom International Airport (ABIA), for a total amount not to exceed $451,000 with two twelve month extension options in amounts not to exceed $86,392, $104,791, $74,380, $61,696, $62,325, and $61,416 respectively per extension, for total contracts in an amount not to exceed $1,353,000. (Funding is included in the 1997-98 operating budget of the Aviation Department. Funding for the extension options is contingent upon available funding in future budgets.) Low bids of six. E & E Services is a 100% MBE Prime Contractor. No M/WBE Subcontracting opportunities were identified. (Recommended by Airport Advisory Board) 12. Resolution No. 971029-11 approved Approve a resolution authorizing an increase to the contingency fund of the construction contract with SUNDT CORPORATION, INC., Tucson, Arizona, for construction change orders for the expansion of the Terminal Apron Project, at Austin-Bergstrom International Airport (ABIA), in the amount of $2,248,933, for a revised contingency fund in an amount not to exceed $3,748,221 for a total contract amount not to exceed $18,741,105. (Funding was included in the 1996-97 Capital budget of the Aviation Department.) 5.16% MBE, 32.31% WBE Subcontractor participation. (Recommended by Airport Advisory Board) Resolution No. 971029-12 approved Items 9 through 12 approved on, Councilmember Griffith's motion, Mayor Pro Tem Garcia's second, 5-0 vote, Councilmember Spelman temporarily absent, Councilmember Lewis absent. 13. Approve a resolution authorizing negotiation of an agreement with NEC BUSINESS COMMUNICATION SYSTEMS (West), Irving, Texas, to design, install, maintain and operate a telecommunications system for Austin-Bergstrom International Airport, on a not to exceed amount, which will include telecommunications services in the base proposal and the terminal expansion; a construction contingency will be included in the negotiated price. The agreement will have four one-year extension options for system maintenance, extensions and modifications at a not to exceed cost per year which will be negotiated as part of this agreement. (Future Council action will be required for the contract award. There is no fiscal impact associated with authorizing negotiations of this agreement.) Best responsive proposal of two. DBE Participation for Phase 1: 26% MBE, 0% WBE Subcontractor participation. [Recommended by Airport Advisory Board] 14. Postponed one week on, Mayor Pro Tem Garcia's motion, Councilmember Slusher's second, 5-0 vote, Councilmember Griffith out of the room, Councilmember Lewis absent. Approve the execution of a contract with H.B. ZACHRY COMPANY, San Antonio, Texas, for construction of the Parking Lot Paving & Phase II Drainage at Austin-Bergstrom International 15. Airport, in the amount of $18,629,813, plus a contingency fund of $1,862,981, for a not to exceed amount of $20,492,794. (Funding is included in the 1997-98 Capital Budget for Aviation.) Single bid. 26.03% MBE, 5.97% WBE Subcontractor participation. [Recommended by Airport Advisory Board] Approved on, Mayor Pro Tem Garcia's motion, Councilmember Griffith's second, 6-0 vote, Councilmember Lewis absent. Approve a resolution adoption official intent of the City relating to the Austin Aero project at Austin-Bergstrom International Airport in order to qualify expenditures for tax exemption. (No fiscal impact.) Resolution No. 971029-15 approved on, Councilmember Griffith's motion, Mayor Pro Tem Garcia's second, 5-0 vote, Councilmember Spelman temporarily absent, Councilmember Lewis absent. Solid Waste Services 16. Approve a resolution authorizing negotiation of a thirty year contract with WASTE MANAGEMENT OF TEXAS, INC., dba AUSTIN COMMUNITY LANDFILL, Austin, Texas, for the processing of recyclable materials collected by the City's recycling programs. (No fiscal impact.) Best proposal of four. No M/WBE Subcontracting opportunities were identified. Postponed 17. Approve a resolution authorizing negotiation of a thirty year contract with WASTE MANAGEMENT OF TEXAS, INC., dba AUSTIN COMMUNITY LANDFILL, Austin, Texas, and with TEXAS DISPOSAL SYSTEMS LANDFILL, INC., Austin, Texas, for the disposal of municipal solid waste. (No fiscal impact.) Best proposals of three. No M/WBE Subcontracting opportunities were identified. Motion to reconsider item 17 from consent agenda on, Mayor Pro Tem Garcia's motion, Councilmember Slusher's second, 5-0 vote, Councilmember Spelman temporarily absent, Councilmember Lewis absent. Motion to send item for review to Solid Waste Commission on, Mayor Pro Tem Garcia's motion, Councilmember Griffith's second, 5-0 vote, Councilmember Spelman temporarily absent, Councilmember Lewis absent. 4:30 P.M. - CITIZENS COMMUNICATION OPEN FORUM EXECUTIVE SESSION (No Public Discussion on These Items) The City Council will announce it will go into Executive Session, if necessary, pursuant to Chapter 551 of the Texas Government Code, to receive advice from Legal Counsel, to discuss matters of land acquisition, litigation and personnel matter specifically listed on this agenda. The City Council may also announce it will go into Executive Session, if necessary, to receive advice from Legal Counsel regarding any other item on this agenda. ADJOURNED at 5:25 p.m. Approved on this the 20th day of November, Councilmember Lewis' second, 7-0 with Mayor meeting of November 12, 1997. 1997 on, Councilmember Spelman's motion, Pro Tem Garcia abstaining on Special Called