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HomeMy WebLinkAboutPR 24081: AUTHORIZING THE CITY MANAGER TO EXECUTE A MOU City of i'' „rt rtltt[�� 7i,xus www.PortArthurTx.gov DEPARTMENT OF DEVELOPMENT SERVICES INTEROFFICE MEMORANDUM Date: December 8, 2024 To: The Honorable Mayor and City Council Through: Ronald "Ron" Burton, CPM, City Manager From: Pamela D. Langford, CPM, Assistant City Manager — Operations/Director of Development Services RE: P.R. NO. 24081 — A proposed resolution authorizing the City Manager to execute a MOU Introduction: This agenda item intends to seek the City Council's approval of P.R. NO. 24081 authorizing the City Manager to execute a Memorandum of Understanding (MOU) with the Public Works Department obligating funding under the American Rescue Plan Act (ARPA) for the acquisition of Solid Waste Equipment in an amount not to exceed $1,000,000.00. Background: The American Rescue Plan Act of 2021 was signed into law on March 11, 2021, as part of a $1 .9 trillion economic stimulus package. ARPA is designed to help local governments address the public health and economic challenges created by the COVID-19 pandemic while making investments in long-term infrastructure improvements. Under ARPA's Coronavirus State and Local Fiscal Recovery Funds (CSLFRF) program, the City of Port Arthur was awarded $26,731,836.00. These funds represent a significant opportunity to invest in priority projects that will enhance the City's infrastructure, services, and resilience. Key Guidelines and Eligible Uses: ARPA funds may be used for a range of eligible projects, including but not limited to: 1. Public Health Response: Addressing pandemic-related public health needs. 2. Economic Recovery: Supporting households, small businesses, and impacted industries. 3. Premium Pay: Providing compensation for essential workers. 4. Revenue Loss Replacement: Addressing shortfalls in municipal revenue caused by the pandemic. 5. Infrastructure Investments: Funding water, sewer, and broadband infrastructure projects. The City of Port Arthur has identified several priority projects within these categories, including drainage improvements, which align with ARPA's goals of improving resilience and addressing long-standing challenges. Key Deadlines: To comply with federal requirements, the following deadlines must be observed: • Funds Obligation Deadline: December 31, 2024 — All ARPA funds must be committed to specific projects by this date. • Funds Expenditure Deadline: December 31, 2025 —All obligated funds must be fully expended, and projects completed by this date. Failure to meet these deadlines could result in the forfeiture of unspent funds. Importance of Adhering to U.S. Treasury Requirements: Adherence to the U.S. Treasury's requirements ensures the City of Port Arthur: 1. Maximizes Funding Impact: Timely funding obligations allow for the development of critical infrastructure and community projects, including those addressing longstanding issues such as drainage. 2. Maintains Compliance: By obligating funds through formal mechanisms such as Memoranda of Understanding (MOUs), the City aligns with federal audit standards, mitigating the risk of penalties or repayment of funds. 3. Demonstrates Accountability: Structured agreements provide transparency and accountability in the use of public funds, reinforcing trust among residents and stakeholders. To meet the December 31, 2024, obligation deadline, staff has prepared project agreements, including an MOU for the acquisition of solid waste equipment (e.g., residential garbage trucks and trash trucks) to enhance waste management operations and address current service challenges. This MOU will ensure the commitment of $1,000,000.00 in ARPA funds for this essential project while maintaining compliance with Treasury requirements. To date, the City has prioritized ARPA funds for projects that address critical infrastructure needs, support economic recovery, and improve residents' quality of life. Current and proposed projects include drainage improvements, public facility upgrades, and other initiatives aimed at fostering long-term resilience and growth. Budget Impact: The City of Port Arthur agrees to obligate a not-to-exceed amount of $1,000,000.00 for the acquisition of solid waste equipment (e.g., a side-load residential garbage truck and grapple trash truck) to enhance waste management operations and address current service challenges. Funding is available in the ARPA Program Account 169-00-000-4510- 00-00-000 ($852,332.00) and ARPA Interest Account 169-00-000-46100000000-00-00- 000 ($147,668.00) and will be assigned a project number upon approval of this request. Recommendation: It is recommended that the City Council approve P.R. NO. 24081 authorizing the City Manager to execute a Memorandum of Understanding (MOU) with the Public Works Department obligating funding under the American Rescue Plan Act (ARPA) for the acquisition of Solid Waste Equipment in an amount not to exceed $1,000,000.00. P.R. NO. 24081 12/8/2024 PDL PAGE 1 OF 4 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS, AUTHORIZING THE CITY MANAGER TO EXECUTE A MEMORANDUM OF UNDERSTANDING OBLIGATING FUNDING UNDER THE AMERICAN RESCUE PLAN ACT (ARPA) FOR THE ACQUISITION OF A SIDE-LOAD RESIDENTIAL GARBAGE TRUCK AND GRAPPLE TRASH TRUCK IN ACCORDANCE WITH ARPA GUIDELINES IN AN AMOUNT NOT TO EXCEED $1,000,000.00; FUNDING AVAILABLE IN THE ARPA PROGRAM ACCOUNT: 169-00-000-4510-00-00-000 ($852,332.00) AND ARPA INTEREST ACCOUNT: 169-00-000-4610-00- 00-000 ($147,668.00). WHEREAS, the City of Port Arthur recognizes the importance of maintaining efficient and reliable solid waste services to meet the needs of its residents and ensure public health and environmental safety; and WHEREAS, the American Rescue Plan Act (ARPA) provides funding to local governments to address the public health and economic impacts of the COVID-19 pandemic, including investments in infrastructure and essential services; and WHEREAS, the City has identified the need to purchase a new automatic side- load residential garbage truck and grapple trash truck to enhance its waste management operations and address current service challenges; and WHEREAS, ARPA funding in a not-to-exceed amount of $1,000,000.00 has been identified and will be allocated for this purpose and is available in the ARPA Program Account: 169-00-000-4510-00-00-000 in the amount of $852,332.00, and ARPA Interest Account: 169-00-000-4610-00-00-000 in the amount of $147,668.00; and WHEREAS, the City Council finds it in the best interest of the City of Port Arthur and its residents to authorize the City Manager to execute a Memorandum of Understanding (MOU) for the acceptance and administration of the aforementioned funds. P.R. NO. 24081 12/8/2024 PDL PAGE 2 OF 4 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS: That, the City Council hereby authorizes the City Manager to execute a Memorandum of Understanding (MOU)for the purchase of solid waste equipment utilizing ARPA funding in an amount not to exceed $1,000,000.00 and is available in the ARPA Program Account: 169-00-000-4510-00-00-000 in the amount of $852,332.00, and ARPA Interest Account: 169-00-000-4610-00-00-000 in the amount of $147,668.00. That, the funds for this project shall be expended from the ARPA Program Account and will be allocated for this purpose. That, this resolution shall become effective immediately upon its passage. That, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED this day of December,A.D. 2024, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor: Council members: Noes: Thurman Bill Bartie, Mayor P.R.NO.24081 12/8/2024 PDL PAGE 3 OF 4 ATTEST: Sherri Bellard, TRMC, City Secretary APPROVED AS TO FORM: Roxann Pais Cotroneo, City Attorney APPROVED F -,i;.DMINISTRATION: 111.1111.1saft.* daroyvk Ronald "Ron" : •rto CPM, Cit Manager i -id- 40) o ell: -oberts, ' I Meng,MBA, CPM, Direc or •f Publi' Vjbrks P.R.NO.24081 12/8/2024 PDL PAGE 4 OF 4 Exhibit MEMORANDUM OF UNDERSTANDING Between City of Port Arthur City Manager, Executive and Public Works, Department This Memorandum of Understanding ("MOU") is entered into by and between the [Executive] ("City of Port Arthur City Manager) and the [Department] ("Department of Public Works"), hereinafter the Parties. In consideration of those mutual undertakings, the Parties agree as follows: WHEREAS, the City of Port Arthur is designated to accept and administer funds from the federal American Rescue Plan Act ("ARPA"), sections 602 and 603 of the Social Security Act as added by section 9901 of the American Rescue Plan Act of 2021 (the "Act"), Pub. L. No. 117-2 (Mar. 11, 2021); and WHEREAS, the City of Port Arthur City Council, in accordance with their powers, appropriated ARPA funds for specific programs and purposes; and WHEREAS, the City Manager has the duty to supervise, direct, and control the administration of all departments, offices, and functions of the City of Port Arthur, a municipal government; and WHEREAS, the City of Port Arthur Public Works Department executes the expenditure of duly appropriated funds under the direction of the City Manager; and WHEREAS, the Parties desire to enter into this MOU to memorialize their understanding of the work to be performed. NOW, THEREFORE, the Parties agree to the terms and conditions set forth below: I. Purpose The purpose of this MOU is to memorialize an agreement to obligate the ARPA State and Local Fiscal Recovery Funds ("Funds") for those purposes set forth below. II. Conditions and Scope The City Council appropriated funds and the City Manager agrees to expend the Funds to perform the "Scope of Work," as set forth in Attachments A & B. III. Amount The City Manager agrees to obligate the Funds in an amount not exceeding $1 ,000,000.00 to complete the "Scope of Work," as set forth in Attachments A & B, and the Public Works Department agrees to expend the Funds in such amount. IV. Term The MOU shall be effective from the date executed below and shall expire on January 1, 2027. V. Binding Effect The MOU shall be binding upon the Parties hereto and upon any respective successors and assignees of the Parties. VI. Obligation of the Parties The Parties agree to the following obligations under this MOU: a. The City Council appropriated funds for the Capital Projects Programs, which includes funds for the "Scope of Work," set forth in Attachments A & B. b. The City Manager directs the Public Works Department to ensure the work is completed and the funds are expended by December 31, 2026. c. The Public Works Department shall expend the Funds in an amount not to exceed the amount set forth in Paragraph III to pay for the cost of the Scope of Work. d. The Public Works Department shall follow federal, state, and local procurement and expenditure requirements as required by ARPA, inclusive of 2 CFR, 200 et al. e. The Public Works Department and Purchasing Director shall ensure a complete procurement file for each contract necessary to perform the Scope of Work is retained. f. Notwithstanding reasonable and necessary modifications in quantities, method, and approach, the Scope of Work in Attachments A & B shall not be modified in its scope, focus, intent, purpose, and location. VII. Applicable Law This MOU shall be governed by and construed in accordance with the laws of the State of Texas and the Ordinances of the City of Port Arthur. Executed this day of December 2024. CITY OF PORT ARTHUR, TEXAS, A Texas home-rule municipality, By: Ronald "Ron" Burton, CPM, City Manager By: Flozelle Roberts, EIT, Meng, MBA, CPM, Director of Public Works Associated Resolution No. 24- ; Executed this day of December 2024 ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: Roxann Cotroneo, City Attorney Attachment "A" DESIGN SPECIFICATIONS: Equipment Acquisition — Automatic Side-Load Garbage Truck (Solid Waste Division) DESIGN SPECIFICATIONS Automatic Side Load (ASL) Garbage Truck General Description: The automated side loader garbage truck shall be a robust, aluminum-cab vehicle designed for efficient hauling of refuse, recyclable materials, and other waste on highways and off-road conditions. It must also be capable of roll-on/roll-off container movements and the transportation of waste from transfer stations to disposal sites, including municipal landfills. The truck shall be equipped with a lift mechanism for wheeled waste containers, a tilting truck body for load removal, and functionality to be operated by a single operator. The project is divided into two phases: Specifications: 1. Chassis and Cab a. Chassis Type: Heavy-duty chassis suitable for on/off-highway operations. b. Cab Design: • Aluminum cab construction for durability and corrosion resistance. • Bulkhead-style doors for improved operator access and safety. • Ergonomically designed interior with adjustable seating, climate control, and noise reduction features. c. Single Operator Control: Equipped with intuitive controls for ease of operation from within the cab. 2. Engine and Transmission a. Engine: • Diesel-powered, meeting EPA emissions standards. • Minimum 350 horsepower and 1,200 lb-ft torque. • Engine braking system for enhanced control during deceleration. b. Transmission: • Automatic transmission, Allison 4500RDS or equivalent. • PTO (Power Take-Off) provisions to power the lifting mechanism and other hydraulics. 3. Body and Lifting Mechanism a. Truck Body: • Capacity: Minimum 28 cubic yards. • Constructed from high-strength, corrosion-resistant materials. • Equipped with an automated tilting mechanism for load discharge. • Roll-on/roll-off compatibility for container movements. b. Automated Side Loader Arm: • Capable of lifting wheeled waste containers up to 96 gallons. • Minimum lifting capacity of 800 lbs. • Arm reach of at least 8 feet with smooth, precise hydraulic operation. • Controlled via joystick or equivalent system from the cab. c. Safety Features: • Sensors and cameras for monitoring the lift operation. • Emergency stop button accessible to the operator. 4. Axles, Suspension, and Brakes a. Axles: • Front axle: Minimum 20,000 lbs capacity. • Rear axle: Minimum 46,000 lbs capacity. b. Suspension: • Air ride suspension system for improved ride comfort and stability. c. Brakes: • Full air braking system with ABS. • Parking brake with dash-mounted controls. 5. Tires and Wheels a. Tires: • All-terrain tires suitable for highway and landfill conditions. • Front and rear tires rated for heavy loads. b. Wheels: • Aluminum or steel wheels, 22.5 inches. 6. Electrical and Hydraulic Systems a. Electrical System: • 12-volt system with high-capacity alternator and batteries. • LED exterior lighting, including work lights for nighttime operation. b. Hydraulics: • Heavy-duty hydraulic pump and reservoir system. • High-pressure hoses with protective sheathing. 7. Operator Features a. Controls: • Centralized joystick or button controls for all loading and dumping functions. • In-cab display for monitoring arm position and load levels. b. Safety Systems: • Rear and side-view cameras with in-cab display. • Audible alarms for reversing and operational warnings. 8. Compliance and Warranty a. Compliance: Truck must meet or exceed DOT, OSHA, and EPA regulations. b. Warranty: • Minimum 3 years/100,000 miles on the chassis and engine. • 1-year warranty on hydraulics and lifting mechanism. 9. Comparable Models The proposed vehicle must be comparable to or exceed the specifications of the following models: • Peterbilt 520 Automated Side Loader (ASL) • Mack Terrapro LR64R 10.Optional Add-Ons • GPS fleet tracking system. • Extended arm reach beyond 8 feet for additional accessibility. • Spill-resistant hopper design. Attachment "B" DESIGN SPECIFICATIONS: Equipment Acquisition - Grapple Trash Truck (Solid Waste Division) DESIGN SPECIFICATIONS Grapple Trash Truck General Description: The grapple trash truck shall be a robust, versatile vehicle designed to efficiently haul household trash and other materials. It must operate effectively on highways and off-road conditions and be capable of roll-on/roll-off container movements. The truck will be used for the transportation of trash from transfer stations to disposal sites, including municipal landfills. The truck must include a hydraulically operated grapple loader to load bulky materials and other refuse directly into the body. Specifications 1. Chassis and Cab a. Chassis Type: Heavy-duty chassis suitable for on/off-highway operations. b. Cab Design: a. Conventional cab style with reinforced steel or aluminum construction. b. Ergonomically designed interior with adjustable seating, climate control, and sound insulation. c. Equipped with easy-access steps and grab handles. c. Operator Accessibility: Controls for all grapple and truck functions must be operable from within the cab and via a remote or external control station. 2. Engine and Transmission a. Engine: • Diesel-powered engine meeting EPA emissions standards. • Minimum 300 horsepower and 860 lb-ft torque. • Equipped with a heavy-duty cooling system and engine braking system for prolonged use. b. Transmission: a. Automatic transmission, Allison 3000RDS or equivalent. b. PTO (Power Take-Off) capability to power the grapple loader. 3. Truck Body and Grapple Loader a. Truck Body: • Capacity: Minimum 20 cubic yards. • Constructed from high-strength, corrosion-resistant steel or aluminum. • Dumping system: Hydraulically tilting body for efficient unloading. • Roll-on/roll-off container compatibility for flexible use. b. Grapple Loader: • Hydraulic grapple with a minimum lifting capacity of 3,500 lbs. • Reach a Minimum of 20 feet from the truck body. • 360-degree rotation for precise material handling. • Designed for lifting bulky materials such as furniture, tree limbs, and construction debris. c. Safety Features: • Stabilizers or outriggers to ensure stability during grapple operation. • Safety interlocks to prevent unintended movements. 4. Axles, Suspension, and Brakes a. Axles: • Front axle: Minimum 10,000 lbs capacity. • Rear axle: Minimum 22,000 lbs capacity. b. Suspension: • Heavy-duty air ride suspension system for improved ride comfort and stability. c. Brakes: • Full air braking system with ABS. • Parking brake with cab-mounted controls. 5. Tires and Wheels a. Tires: • All-terrain tires suitable for highway, off-road, and landfill conditions. • Front and rear tires rated for heavy loads. c. Wheels: • Aluminum or steel wheels, 22.5 inches. 6. Hydraulic Systems c. Hydraulics: • Heavy-duty hydraulic pump with high flow capacity to operate the grapple loader. • Hoses and fittings rated for high pressure, with protective sheathing. 7. Operator Features a. Controls: • Centralized joystick or button controls for all loading and dumping functions. • Optional remote control for external operation of the grapple loader. b. Safety Systems: • Rear and side-view cameras with in-cab monitor. • Audible alarms for reversing and operational warnings. 8. Electrical System a. Electrical System • 12-volt system with a high-capacity alternator and battery system. • LED work lights for nighttime operation and enhanced visibility. 9. Compliance and Warranty a. Compliance: Truck must meet or exceed DOT, OSHA, and EPA regulations. a. Warranty: • Minimum 3 years/100,000 miles on the chassis and engine. • 1-year warranty on grapple loader and hydraulics. 10.Comparable Models The proposed vehicle must be comparable to or exceed the specifications of the following models: • Mack MD7 Grapple Truck • Freightliner M2 Grapple Truck 11.Optional Add-Ons • GPS fleet tracking system. • Automated tarp system for securing loads. • Enhanced cab lighting and additional exterior LED floodlights.