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HomeMy WebLinkAboutPR 24084: CITY MANGER TO EXECUTE A MOU ((1'Of /I ort rthu � Tc°_rci www.PortArthurTx.gov DEPARTMENT OF DEVELOPMENT SERVICES INTEROFFICE MEMORANDUM Date: December 9, 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. 24084 — 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. 24084 authorizing the City Manager to execute a Memorandum of Understanding (MOU) with the Parks & Recreation Department obligating funding under the American Rescue Plan Act (ARPA) for the purchase and installation of irrigation pumps at the Babe Zaharias Golf Course in an amount not to exceed $116,000.00. 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 purchasing and installing irrigation pumps at the Babe Zaharias Golf Course. This MOU will ensure the commitment of $116,000.00 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 $116,000.00 to purchase and install irrigation pumps at the Babe Zaharias Golf Course. Funding is available in the ARPA Interest Account: 169-00-000-4610-00-00-000 and will be assigned a project number upon approval of this request. Recommendation: It is recommended that the City Council approve P.R. NO. 24084 authorizing the City Manager to execute a Memorandum of Understanding (MOU) with the Parks and Recreation Department obligating funding under the American Rescue Plan Act (ARPA) for the purchase and installation of irrigation pumps at the Babe Zaharias Golf Course in an amount not to exceed $116,000.00. P.R. NO. 24084 12/9/2024 PDL PAGE 1 OF 4 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT ARTHUR AUTHORIZING THE CITY MANAGER TO EXECUTE A MEMORANDUM OF UNDERSTANDING (MOU) FOR THE PURCHASE AND INSTALLATION OF IRRIGATION PUMPS AT THE BABE ZAHARIAS GOLF COURSE, UTILIZING FUNDING FROM THE FEDERAL AMERICAN RESCUE PLAN ACT ("ARPA"), IN A NOT-TO- EXCEED AMOUNT OF $116,000.00; FUNDING AVAILABLE IN ARPA INTEREST ACCOUNT: 169-00-000-4610-00-00-000. WHEREAS, the City of Port Arthur has been awarded funding through the federal American Rescue Plan Act ("ARPA") to address infrastructure improvements, including drainage enhancement projects that benefit the community; and WHEREAS, the Babe Zaharias Golf Course has identified a critical need for the purchase and installation of irrigation pumps to address the delivery of water to fields requiring irrigation; and WHEREAS, ARPA funding in a not-to-exceed amount of $116,000.00 has been identified and will be allocated for this purpose and is available in the ARPA Interest Account: 169-00-000-4610-00-00-000; 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. 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 and installation of irrigation pumps at the Babe P.R. NO. 24084 12/9/2024 PDL PAGE 2 OF 4 Zaharias Golf Course utilizing ARPA funding in an amount not to exceed $116,000.00 and is available in the ARPA Interest Account: 169-00-000-4610-00-00-000. 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: Councilmembers: Noes: Thurman Bill Bartie, Mayor ATTEST: Sherri Bellard, TRMC, City Secretary APPROVED AS TO FORM: Roxann Pais Cotroneo, City Attorney P.R.NO.24084 12/9/2024 PDL PAGE 3 OF 4 APPROVED FOR.ADMINISJRATION: Ronald-" on" B on, M, City Manager ChandraAlpough, CPM, �;Zi�) Director of Parks & Recreation APPROVED AS FOR AVAILABILITY OF FUNDS: s II LYNDA BU SWELL, MA, ICMA-CM FINANCE DIRECTOR P.R. NO. 24084 12/9/2024 PDL PAGE 4 OF 4 MEMORANDUM OF UNDERSTANDING Between City of Port Arthur City Manager, Executive and Parks and Recreation, 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 Parks and Recreation 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 Attachment A. III. Amount The City Manager agrees to obligate the Funds in an amount not exceeding $116,000.00 to complete the "Scope of Work," as set forth in Attachment A, and the Parks and Recreation 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 Attachment A. b. The City Manager directs the Parks and Recreation Department to ensure the work is completed and the funds are expended by December 31, 2026. c. The Parks and Recreation Department shall expend the Funds in an amount not to exceed the amount set forth in Paragraph Ill to pay for the cost of the Scope of Work. d. The Parks and Recreation Department shall follow federal, state, and local procurement and expenditure requirements as required by ARPA, inclusive of 2 CFR, 200 et al. e. The Parks and Recreation 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 Attachment A 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, City Manager By: Chandra Alpough, Director of Parks and Recreation Associated Resolution No. 24- ; Executed this day of December 2024 ATTEST: Sherri Bellard, TRMC, City Secretary APPROVED AS TO FORM: Roxann Pais Cotroneo, City Attorney Attachment "A" Scope of Work: Replacement of Irrigation Pump(s) (Babe Zaharias Golf Course) SCOPE OF WORK Irrigation Pump Replacement Babe Zaharias Golf Course Port Arthur, Jefferson County, Texas Project Overview The City of Port Arthur seeks qualified contractors to provide all necessary labor, materials, equipment, and expertise for the purchase and installation of irrigation pump(s) at the municipal golf course. The project aims to enhance the irrigation system's efficiency and ensure a reliable water supply for the course's turf and landscaping needs. 1. Project Description: • Removal of existing irrigation pump(s), if applicable. • Supply and installation of new irrigation pump(s) that meet the golf course's irrigation requirements. • Integration of the new pumps into the existing irrigation system. • Testing, commissioning, and providing operational training for city staff. 2. Scope of Work: 2.1 Pre-Installation: • Conduct a site visit to assess the existing irrigation system and infrastructure. • Provide a detailed plan, including design specifications and timelines, for the removal and installation process. • Coordinate with city staff to minimize disruption to golf course operations. 2.2 Removal of Existing Equipment: • Safely disconnect and remove the existing irrigation pump(s) and associated components. • Dispose of old equipment in compliance with local, state, and federal regulations. 2.3 Supply of New Irrigation Pump(s): • Provide new pumps with the following minimum specifications: o Capacity to meet the irrigation demands of an 18-hole golf course. o Energy-efficient motors compliant with industry standards. o Corrosion-resistant materials suitable for outdoor and water-rich environments. o Built-in safety features, such as pressure relief valves and automatic shut-off. 2.4 Installation: • Prepare the site for pump installation, including necessary excavation and foundation work. • Install the new pumps, including electrical connections, piping, and associated components. • Integrate the pumps with the existing irrigation control system. • Ensure proper alignment, leveling, and secure mounting. 2.5 Testing and Commissioning: • Perform functional tests to ensure the pumps operate correctly and meet performance standards. • Adjust settings for optimal efficiency and water delivery. • Address any issues identified during testing. 2.6 Training and Documentation: • Provide operational training for designated city staff, including routine maintenance instructions. • Deliver a comprehensive manual detailing system operation, troubleshooting, and maintenance. 3. Deliverables: • Detailed project timeline and milestones. • New irrigation pump(s) with warranty documentation. • Final inspection and testing reports. • Training session and user manual for city staff. 4. Contractor Qualifications: • Proven experience with irrigation system installation, particularly for golf courses or similar large-scale facilities. • Licensed and insured to perform work in the state of Texas. • Ability to provide references from similar projects completed within the past five years. 5. Timeline: • Project commencement date: January_, 2025 • Expected completion date: March _, 2025 6. Proposal Requirements: • Itemized cost breakdown, including materials, labor, and any additional fees. • Proposed timeline with detailed milestones. • Description of the proposed equipment, including specifications and brand information. • Evidence of contractor qualifications and references. 7. Evaluation Criteria: Proposals will be evaluated based on the following criteria: • Compliance with the scope of work. • Cost-effectiveness. • Contractor's experience and qualifications. • Proposed timeline and project approach. • Quality and efficiency of the proposed equipment. 8. City Responsibilities: • Provide site access and relevant irrigation system documentation. • Approve the contractor's plan and schedule. • Facilitate coordination with golf course staff. 9. Safety and Compliance: The contractor must adhere to all safety regulations and industry standards throughout the project. Compliance with all local, state, and federal laws is mandatory. 10. Contact Information: For questions or to schedule a site visit, contact: Chandra Alpough, Director of Parks and Recreation, City of Port Arthur, (409) 983-8152.