YUGE Agenda for Mesa City Council Meeting Mon 10 July 2017

5:45 PM City of Mesa
Council Chambers 57 E. First Street
Final Meeting Agenda - 13 pages
Source  > http://mesa.legistar.com/Calendar.aspx

THIS  IS AN IMPORTANT MEETING ....Big Deals and contract awards: Over $11,000,000 to Kincaid Civil Construction LLC, $3,095,012.66 to Garney Companies [16 contract awards, not just "several" and 19 Resolutions to approve
ALL THIS GETS DONE IN FIVE MINUTES - PLEASE TAKE THE TIME TO WATCH THE VIDEO

CITIZEN PARTICIPATION All citizens are permitted and encouraged to speak on agenda items including and preceding “Items from citizens present.” If you are interested in speaking on such an agenda item, please fill out a blue card in the back of the room and give it to the City Clerk.  When the Council considers the item, you will be called to the podium to provide your comments.
The City of Mesa is committed to making its public meetings accessible to persons with disabilities.  For special accommodations, please contact the City Manager’s Office at (480) 644-3333 or AzRelay 7-1-1 at least 48 hours in advance of the meeting.
Si necesita asistencia o traducción en español, favor de llamar al menos 48 horas antes de la reunión al 480-644-2767.
CONSENT AGENDA All items listed with an asterisk (*) will be considered as a group by the City Council and will be enacted with one motion. There will be no separate discussion of these items unless a Councilmember or citizen requests, in which event the item will be removed from the Consent Agenda and considered as a separate item.  If a citizen wants an item removed from the consent agenda, a blue card must be completed and given to the City Clerk prior to the Council’s vote on the consent agenda.
NOTE TO READERS OF THIS BLOG
Video uploads from YouTube have been inserted after the agenda - please read the agenda first keeping in mind what details are included for the public and the considerable amount of time it takes to read and understand

2 Items on the Consent Agenda 17-0784 Approval of minutes of previous meetings as written

3 Liquor Licenses [skipped for this post]

4 Take action on the following contracts: *4a-4p
[16 contracts]

4 Take action on the following contracts:

• 17-0782 Five-Year Renewal Contract for Managed Print Services for Citywide Departments (Citywide) $840,000 annually

Managed Print Services is an outsourced vendor service that provides the City’s printing, copying, scanning, and faxing using existing and new hardware.  This service includes hardware maintenance and providing all supplies, including toner, except paper. Managed Print Services enabled departments to replace old, unreliable and high-energy use devices with new, current-technology and multi-purpose devices.  The City has successfully optimized the City’s fleet of devices through reducing its printer fleet, strategic replacements of older devices, and improved management information about City printing over the past four years.  Overall, the City has saved approximately $403,044 annually resulting from this managed print services contract. 
The Information Technology Department and Purchasing recommend authorizing the renewal contract with Arizona Office Technologies-Xerox (AOT), at $840,000 annually, based on estimated requirements.
*4-a
Page 3 City of Mesa Printed on 7/6/2017
July 10, 2017City Council Meeting Agenda - Final

• 17-0778 Three-Year Term Contract for Large Print Library Books for the Library Services Department (Citywide) $60,000 annually

This contract will provide large print books and other professional services, such as outsourcing library materials processing for efficiency from well-established wholesale suppliers.  These materials will be used to replace older items and provide new material throughout the year at all locations.
The evaluation committee recommends awarding the contract to the two, highest-scored proposals from BroDart Co.; and Cengage Learning, Inc.; cumulatively not to exceed $60,000 annually, based on estimated requirements.
*4-b

• 17-0779 Three-Year Term Contract for Library Books, Spoken Word, DVDs and Digital Media for the Library Services Department (Citywide) $375,000 annually

This contract will provide library books, spoken word (audiobooks), DVDs and digital media and other services such as outsourcing library materials processing from well-established wholesale suppliers.  These materials will be used to replenish older items and provide current content so that patrons will have new material throughout the year at all locations.
The evaluation committee recommends awarding the contract to the two, highest-scored proposals from Ingram Library Services, LLC (Primary); and Baker & Taylor, LLC (Secondary); cumulatively not to exceed $375,000 annually, based on estimated requirements.
*4-c

• 17-0780 Three-Year Term Contract for Library Media Materials for the Library Services Department (Citywide)
• $475,000 annually

This contract will provide audiobooks, DVDs, digital products and other services such as outsourcing library materials processing from well-established wholesale suppliers.  These materials will be used to replace older items and provide new material throughout the year at all locations.
The evaluation committee recommends awarding the contract to the three, highest scored proposals from Midwest Tape LLC; Recorded Books, Inc.; and OverDrive Inc.; cumulatively not to exceed $425,000 annually, based on estimated requirements.
*4-d
Page 4 City of Mesa Printed on 7/6/2017
July 10, 2017City Council Meeting Agenda - Final

• 17-0775 Three-Year Term Contract for Commercial Printing for the Business Services Department (Citywide) $60,000 annually

The Print Services Division of the Business Services Department provides printing services to City Departments to support their programs. Print Services will use this contract to print the large quantities of Mesa's Openline newsletters and utility bill inserts for the Public Information Office. 
The evaluation committee recommends awarding the contract to the highest-scored proposal from Century Graphics Inc., at $60,000 annually, based on estimated requirements.
*4-e

• 17-0772 Purchase of Emergency Medical Supplies for the Fire and Medical Department (Citywide) $43,794.93

This contract is for the purchase of emergency medical supplies as specified in the solicitation.  This contract was procured cooperatively with Mesa acting as the lead agency with the City of Scottsdale, Gilbert, Phoenix, Glendale, Peoria and Sun City to replace expired medical supplies on fire trucks and to assist hospital surges in an event where large numbers of patients require treatment.
The Fire and Medical Department and Purchasing recommend awarding the contract to the lowest, responsive and responsible bidders:  Bound-Tree Medical; Life-Assist Inc.; and Midwest Medical Supply Co., LLC, dba MMS - A Medical Supply Company; at $43,794.93.  This purchase is funded by the Arizona Department of Homeland Security.
*4-f

• 17-0776 Purchase of an Interface for Computer Aided Dispatch (CAD) and Deccan Live Move-Up Manager (LiveMUM) Software for the Fire and Medical Department (Sole Source) (Citywide) $25,585.29

This purchase will provide an interface between the Hexagon (CAD) system and the Deccan (LiveMUM) application. Fire and Medical is implementing the Deccan (LiveMum) application, which identifies when and where units should be moved to maintain appropriate Fire and EMS coverage.
The Information Technology and Fire and Medical Departments, and Purchasing recommend authorizing the purchase from the sole source vendor, Intergraph Corporation, dba Hexagon Safety & Infrastructure, at $25,585.29.
*4-g
Page 5 City of Mesa Printed on 7/6/2017
July 10, 2017City Council Meeting Agenda - Final

• 17-0773 Three-Year Term Contract for Class 400 Gas Meters for the Materials and Supply Warehouse (for the Energy Resources Department) (Citywide) $69,400 /yr

This contract will provide gas meters used for monitoring volume of customer gas usage and for billing of residential and commercial services.  Meters will be used for new service installations and repair work by Energy Resources - Gas Utility.
The Business Services and Energy Resources Departments, and Purchasing recommend awarding the contract to the lowest, responsive and responsible bidder, Border States Electric, at $69,400 annually, based on estimated requirements.
*4-h

• 17-0741 Dollar-Limit Increase to the Three-Year Term Contract for LED Roadway Fixtures for the Materials and Supply Warehouse (for the Transportation Department) (Citywide) from $156,000 to $284,693

This contract provides GE Evolve roadway luminaires for the City’s local, collector and major roadways.  Due to the discontinuation of the approved HPS fixtures that the City has used historically, the Transportation Department has decided to transition to LED fixtures for ongoing maintenance operations.
The Business Services and Transportation Departments, and Purchasing recommend authorizing the annual dollar-limit increase of $128,693 with WESCO Distribution, increasing the contract amount from $156,000 to $284,693 annually, for the contract term.
*4-i

• 17-0781 Electric Line Clearance and Tree Trimming Services for the Southwest Quadrant of Mesa’s Electric Service Area for the Energy Resources Department (District 4) $29,275

This contract will provide a qualified contractor to keep trees and vegetation clear of high voltage electric transmission, primary and secondary distribution lines and secondary service drops.  Doing so allows the City to maintain safety and minimize and prevent electric service outages. 
The Energy Resources Department and Purchasing recommend awarding the contract to the lowest, responsive and responsible bidder, West Coast Arborists, Inc., at $29,275, based on estimated requirements.
*4-j
Page 6 City of Mesa Printed on 7/6/2017
July 10, 2017City Council Meeting Agenda - Final

• 17-0790 Purchase of Cabling Material and Services for Information Technology Department Expansion into South Center South Campus (SCSC), Building 2 (Citywide) $34,762.10

The Information Technology Department is moving personnel currently located in the Information Technology Building on First Street to the South Center Street Complex, Building 2.  Corporate Technology Solutions will provide new network cabling, equipment and installation.
The Information Technology Department, Facilities Maintenance and Purchasing recommend authorizing the purchase using the State of Arizona cooperative contract with Corporate Technology Solutions LLC, in the amount of $31,602.10, plus a 10% contingency of $3,160, for the total purchase of $34,762.10.
*4-k

• 17-0774 One-Year Renewal Contract for Generator Maintenance Services for the Water Resources, Parks, Recreation and Community Facilities, and Information Technology - Communications and Infrastructure Departments (Citywide) $465,350

This contract provides qualified contractors to perform periodic and routine backup generator preventative maintenance, inspections and repair services for over 100 emergency generators at Utilities facilities; critical City emergency generators which backup City systems for Facilities Maintenance; and generators used for emergency power at radio tower sites for IT-Communications.
The Water Resources, Parks, Recreation and Community Facilities, and Information Technology - Communications and Infrastructure Departments, and Purchasing recommend authorizing a one-year renewal with Power Acquisition LLC, dba W.W. Williams, LLC; and Valleywide Generator Service, LLC; cumulatively not to exceed $460,350 annually, based on estimated requirements.
*4-l
Page 7 City of Mesa Printed on 7/6/2017
July 10, 2017City Council Meeting Agenda - Final

• 17-0753 Brown Road Water Treatment Plant Improvements (BRWTP) Project - Construction Manager at Risk (District 5) $3,095,012.66

The project includes the installation of a 20,000 gallon hydropneumatic tank on the discharge of the Desert Sage High Pressure Pump Station located at BRWTP.  The hydropneumatic tank will provide an air cushion to dissipate high pressure surges in the Desert Sage pressure zone.  This project will also include the installation of an 80,000 gallon “feed” tank on the discharge of the Desert Wells High Pressure Pump Station located at BRWTP.  The “feed” tank is designed to mitigate negative (vacuum) pressures that may develop in the Desert Wells pressure zone.
Staff recommends awarding the contract to Garney Companies in the amount of $3,095,012.66, based upon a guaranteed maximum price of $2,947,631.10, plus an additional $147,381.56 (5%) change order allowance. This allowance will only be utilized for approved change orders. The project is funded by 2010 and 2014 authorized Water Bonds.
*4-m

• 17-0771 Purchase of Two New Continuous Online Nutrient Analysis Systems for the Greenfield Water Reclamation Plant (GWRP) and Southeast Water Reclamation Plant (SEWRP) as requested by the Water Resources Department (Single Response) (Citywide) $90,094.86

These systems utilize multiple wavelength UV absorbance detection for nitrates and ammonia. 
The Northwest Water Reclamation Plant has had this technology in use for more than 15 years with superior results.  GWRP and SEWRP are looking for the same technology to use at their plants as they are manually testing now.
The Water Resources Department and Purchasing recommend awarding the contract to the single, responsive and responsible vendor, TW Associates, dba MISCOwater, at $90,094.86.

• SEWRP’s purchase is funded by the Water Resources Department operating budget through Wastewater Operations and Maintenance funds.
• GWRP's purchase is funded by the Joint Venture:  City of Mesa, Town of Gilbert and Town of Queen Creek, based on usage.

*4-n

Page 8 City of Mesa Printed on 7/6/2017
July 10, 2017City Council Meeting Agenda - Final

• 17-0770 Utility Quarter Section Improvements at Main Street and Power Road, and at Broadway Road and Crismon Road (Districts 2 and 6) total of $11,391,504

This Project will consist of abandoning the existing waterlines in the area and installing new water lines and sewer lines. 
Property owners can elect to connect, at their cost, to the sewer system now or in the future when their septic system fails.  
Staff recommends awarding the contract to the lowest, responsible bidder, Kinkaid Civil Construction LLC, in the amount of $10,355,913, and authorize a change order allowance in the amount of $1,035,591 (10%), for a total of $11,391,504. 
Funding is available from the 2014 authorized Water and Wastewater Bonds.
*4-o

• 17-0752 Safety Improvements at Railroad Crossing on Alma School Road (Districts 3 and 4) total amount of $149,443.80

The existing sidewalk and median do not meet current railroad approach and clearance standards. 
The project improvements for roadway and sidewalk approach at this location will facilitate greater public safety and needed clearances from railroad signals along with a smoother roadway crossing of the Union Pacific Railroad track at Alma School Road. 
Staff recommends awarding the contract to the lowest, responsible bidder, Lincoln Constructors, in the amount of $135,858, plus an additional $13,585.80 (10%) as a change order allowance, for a total amount of $149,443.80. Funding is available from the Local Streets Sales Tax, of which 94.3% will be reimbursed by Arizona Department of Transportation (Federal) Grant under the Railway-Highway Grade Crossing.

HERE'S THE VIDEO OF THIS STUDY SESSION - All passed in 5 minutes

5 Take action on the following resolutions: *5a-5s
19 Resolutions

• 17-0718 Approving the FY 2017/2018 Annual Action Plan for submittal to the U.S. Department of Housing and Urban Development (HUD) and authorizing the City Manager to amend, sign and submit the Annual Action Plan for FY 2017/2018. (Citywide)

*5-a

• 17-0719 Approving and authorizing the City Manager to prepare, sign and submit applications to the U.S. Department of Housing and Urban Development to receive FY 2017/2018 entitlement funds under the Housing and Community Development Act of 1974 (CDBG), as amended, for City department activities approved by the City Council. (Citywide)

*5-b
Page 9 City of Mesa Printed on 7/6/2017
July 10, 2017City Council Meeting Agenda - Final

• 17-0720 Approving and authorizing the City Manager to prepare, sign and submit applications to the U.S. Department of Housing and Urban Development to receive FY 2017/2018 entitlement funds under the Housing and Community Development Act of 1974 (CDBG), as amended, for non-profit organization activities approved by the City Council. (Citywide)

*5-c

• 17-0721 Approving and authorizing the City Manager to prepare, sign and submit applications to the U.S. Department of Housing and Urban Development to receive FY 2017/2018 entitlement funds under the Housing and Community Development Act of 1974 (CDBG), as amended, to fund for-profit organization activities approved by the City Council. (Citywide)

*5-d

• 17-0722 Approving and authorizing the City Manager to prepare, sign and submit applications to the U.S. Department of Housing and Urban Development to receive FY 2017/2018 entitlement funds under the Stewart B. McKinney Homeless Assistance Act of 1987 (ESG), as amended, for activities approved by the City Council. (Citywide)

*5-e

• 17-0723 Approving and authorizing the City Manager to prepare, sign and submit applications to the U.S. Department of Housing and Urban Development to receive FY 2017/2018 entitlement funds under the HOME Investment Partnerships program (HOME), as amended, for City department activities approved by the City Council. (Citywide)

*5-f

• 17-0724 Approving and authorizing the City Manager to prepare, sign and submit applications to the U.S. Department of Housing and Urban Development to receive FY 2017/2018 entitlement funds under the HOME Investment Partnerships program (HOME), as amended, for non-profit organization activities approved by the City Council. (Citywide)

*5-g

• 17-0725 Approving and authorizing the City Manager to prepare, sign and submit applications to the U.S. Department of Housing and Urban Development to receive FY 2017/2018 entitlement funds under the HOME Investment Partnerships program (HOME), as amended, to fund for-profit organization activities approved by the City Council. (Citywide)

*5-h

• 17-0743 Approving and authorizing the City Manager to enter into an Airport Improvement Program Grant Agreement with the Federal Aviation Administration (FAA) for the design and construction of runway and taxiway lighting and signage at Falcon Field Airport.  The total estimated cost for this project is $2,736,600, with the FAA paying 91.06% ($2,491,948).  Funding for the remaining 8.94% ($244,652) is the responsibility of the City.  The City will seek to obtain a matching grant from the Arizona Department of Transportation in the estimated amount of $122,326, and if obtained, the City will pay the remaining estimated amount of $122,326 with funds from the Falcon Field Airport Enterprise Fund. (District 5)

*5-i
Page 10 City of Mesa Printed on 7/6/2017
July 10, 2017City Council Meeting Agenda - Final

• 17-0751 Approving and authorizing the City Manager to enter into a Grant Agreement with the Federal Aviation Administration (FAA) for a new Airport Master Plan  at Falcon Field Airport to replace the existing Airport Master Plan.  The total cost for this project is $571,620, with the FAA paying 91.06% ($520,518).  Funding for the remaining 8.94% ($51,102) is the responsibility of the City.  The City will seek to obtain a matching grant from the Arizona Department of Transportation in the amount of $25,551, and if obtained, the City will pay the remaining amount of $25,551 with funds from the Falcon Field Airport Enterprise Fund. (District 5)

*5-j

• 17-0789 Approving and authorizing the City Manager to enter into an Antenna and Rack Space Lease at Falcon Field Airport with the United States of America Department of Transportation Federal Aviation Administration for an Automated Surface Observing System in support of air traffic operations.  As a condition of receiving federal grants for airport capital improvement projects, the City is required to furnish space to facilitate air traffic operations at no cost to the federal government. (District 5)

*5-k

• 17-0763 Approving and authorizing the City Manager to enter into an Agreement with Valley Metro Rail for funding of the Fiesta Downtown Chandler Transit Corridor Study Alternatives Analysis to evaluate transit options between the Fiesta District and downtown Chandler. The total cost for the alternatives analysis shall not exceed $900,000. (District 3)

*5-l

• 17-0765 Approving and authorizing the City Manager to enter into a Transit Services Amendment to the Intergovernmental Agreement with the Regional Public Transportation Authority for fixed bus, Dial-a-Ride and RideChoice and ADA Platinum Pass transit services. The estimated cost of transit services for FY 2017/18 is $18,739,534. Regional funds and fare revenue provide $13,143,823 for the services and the City's General Fund covers the remaining $5,595,711. (Citywide)

*5-m

• 17-0767 Approving and authorizing the City Manager to enter into a funding agreement with Valley Metro Rail, Inc., for the current light rail operations in the City of Mesa. The City of Mesa will pay $7,172,000 for operations and maintenance of the existing light rail line for FY 2017/18. The City anticipates receiving $2,233,000 in light rail fares, advertising and preventive maintenance, as well as $1,291,000 in Arizona Lottery Funds, for a net impact [that's an operating deficit blogger note] to the City’s General Fund of $3,648,000. (Districts 3 and 4)

*5-n
Page 11 City of Mesa Printed on 7/6/2017
July 10, 2017City Council Meeting Agenda - Final

• 17-0766 Approving and authorizing the City Manager to enter into an Intergovernmental Agreement with Maricopa County concerning the annexation of Elliot Road, from the Santan Freeway to Signal Butte Road and improvement to Elliot Road, from Sossaman Road to Signal Butte Road. (District 6)

The City intends to improve Elliot Road from Ellsworth Road to Signal Butte Road to improve access to the area and to promote economic development in the Elliot Road Tech Corridor.
This segment of Elliot Road is currently under the jurisdiction of Maricopa County.
The City and County have negotiated this agreement to share the cost of the roadway improvements and direct the annexation of the roadway by the City.
To support these efforts, the County will contribute $1,500,000 for the roadway improvements.
The City agrees to annex Elliot Road from the San Tan Freeway to Signal Butte Road.
*5-o

• 17-0768 Approving and authorizing the City Manager to enter into a Memorandum of Understanding with MAC DEVCO, LLC, for a mixed-use development of approximately 1.0 acre of City-owned property located near the southwest corner of Main Street and Center Street (the Drew Street surface parking lot). (District 4)

*5-p

• 17-0764 Extinguishing a 10-foot Utility Easement for City of Mesa Natural Gas located at 1618 North Higley Road (Town of Gilbert)

The commercial property owner is relocating a City of Mesa Natural Gas service line to accommodate development of their vacant parcel and has requested the City extinguish the 10-foot Utility Easement that conflicts with the future development.
*5-q

• 17-0717 Approving and authorizing the sale of approximately 21,750 square feet of City-owned property located at 427 South Bellview, and authorizing the City Manager to execute the necessary documents. (District 4)

This property was purchased in the 1950’s for the use of an above ground water storage tank.  The storage tank was demolished in 1998 and the property is no longer needed.
*5-r

17-0708 Authorizing and supporting the submittal of a grant application by AZMen to the Ak-Chin Indian Community in the amount of $100,000 for their PROJECT 25 anti-sex and -human trafficking program, and authorizing the City Manager to accept and administer subsequent awarded funds as a pass-through grant. *5s



Items not on the Consent Agenda
7 Take action on the following resolution:

• 17-0726 Approving and authorizing the City Manager to disburse FY 2017/2018 Human Services funds for activities by non-profits approved by the City Council and to enter into agreements for the disbursement of Human Services funds. (Citywide)   

File #:

17-0726

Type:

Resolution

Status:

Agenda Ready

In control:

City Council

On agenda:

7/10/2017

Title:

Approving and authorizing the City Manager to disburse FY 2017/2018 Human Services funds for activities by non-profits approved by the City Council and to enter into agreements for the disbursement of Human Services funds. (Citywide)

Attachments:

1. Council Report, 2. Attachment A - FY 1718 Funding Program Funding, 3. Resolution