Y RTLE Chad Mees, Mayor Vickie Cooper, Mayor Pro-Tempore Gayle. Jones, Council Member Jackie Ivicic, Council Member Jesse Luna, Council Member Shaun George, Council Member NOTICE AND AGENDA OF A CALLED MEETING OF THE CITY COUNCIL OF THE CITY OF BARTLETT, TEXAS Notice is hereby given that the City Council of the City of Bartlett, Texas will hold a Regular Called Meeting 6:001 PM Monday, February 10-,2025 Bartlett City Hall 140 W Clark Street, Bartlett, TX76511 For citizen comments, please contact Brenda Kelley, City Secretary at municipalcourt@bartlett-tx.us. CALLTO ORDER, DECLARE A QUORUM, PLEDGE OF ALLEGIANCE, AND INVOCATION CITIZENS COMMUNICATION (The City Council welcomes public comments on items not listed on the agenda. However, the Council cannot respond until the item is posted on aj future meeting agenda. Public comments are limited to 3 minutes.) BOARDS, COMMISSIONS, & COMMITTEES PRESENTATIONS, PROCLAMATION 1. Cemetery Committee Monthly Update 2. Teinert Memorial Library Board Monthly Update 3. Municipal Development District (MDD), Monthly Update 4. Parks & Facilities Committee Monthly Update CONSENT AGENDA (The Consent Agenda includes non- -controversial. and routine items the Council may act on with one. single vote. Any Council member may pull any item from the Consent Agenda to discuss and act upon individually on the Regular Agenda.) 5. Receive monthly department reports: a. City Secretary b. Municipal Court C. Development Services-Permits d. Utility Billing Public Works Police Dept. City Administrator i. Performance Evaluation - Employee Handbook Approve minutes from the following meeting: a. 01/13/25 - Regular b. 01/27/25 Regular REGULAR AGENDA: REVIEW/DISCUSS AND CONSIDER ACTION 1. Discuss, review, and take any necessary action to appoint Crystal George to the MDD (Municipal Development District) board. Page1of2 TY 0k IRTLE Chad Mees, Mayor Vickie Cooper, Mayor Pro-Tempore Gayle Jones, Council Member Jackie Ivicic, Council Member Jesse Luna, Council Member Shaun George, Council Member 2. Discuss, review, and take any necessary action on the Cadence Bank Financing for the approved patrol vehicles. 3. Discuss, review, and take any necessary action to approve Resolution 2025-02-10-01 calling for an election to be held in the City of Bartlett Texas on May 3,2025 for the purpose of electing three (3) persons as members of the city council of said city: Designating the polling places at which voting shall take place: Providing for notice of 4. Discuss, review, and take any necessary action to discuss the creation of code enforcement and/or animal control 5. Discuss, review and take any necessary action on the Sylvester Luna sewer tap(s). 6. Discuss, review, and take any necessary action on Article 5.005( c)Sewer Rates said election. services. 7. Discuss, review, and take any necessary action to accept the MRB professional services agreement for Texas Department of Emergency Management (TDEM) generators at Well #1, Well #2, and Fire Station. 8. Discuss, review, and take any necessary action for the adoption of Bartlett Federal Grant Procurement and Policy Procedure. FOTORE AGENDA ITEMS ADJOURN executive session Texas All items listed on the agenda are eligible for discussion andlor action. The City Council reserves the to retire into right at any time during the course of this meeting to deliberate any of the matters listed, as authorized Government 551.071 (Consultation with Attorney), 551.072 (Deliberations about Real Property), 551.073 (Deliberations about gifts and donations), 551.074( (Personnel Matters), 551.076 (Deliberations about Security Devices) and. 551.086 (Economic Development). Allj final deliberations and actions of the governing body shall be held in an open Icertify this agenda was posted, pursuant to' Texas Government Code 551.043, at least 72 hours prior to the commencement by meeting as required by Texas Government Code. 551.102. of the meeting in accordance with the Texas Open Meetings Act. Posted Friday, February 7th, 2025 at or before 6:00P.M. ply a725 Posted by /s/ Brenda Kelley- CifyClerk Page 2of2 CHAD. MEES, MAYOR CIY GAYLEJONES, COUNCILMEMBER VICKIE COOPER, MATORPROTEMPORE JESSE LUNA, COUNCILMEMBER JACKIE. IVICIC, COUNCILMEMBER SHAUNGEORGE COUNCILMEMBER RTLE Library Report-January 2025 Presented by Jesse Luna Visitors New Library Cards Books checked out Books checked in Computer Lab Reading Program Volunteer Hours Staff Hours 63 01 17 46 3 0 71 93 140) WESTCLARK, STREET POSTOFFICE. DRAWERH BARTLETT, TEXAS76511 254.527.32/90FFCE 254.527,4280X CHADA MEES, MAYOR GAYLEJONES, COUNCILMAN VICKIE COOPER, COUNCILMAN JESSELUNA, COUNCILMAN JACKIE IVICIC, COUNCILMAN SHAUN GEORGE, COUNCILMAN CITYC CLERK MONTHLY REPORT January 2025 Open Records Request's a. 01r requests b. 01 closed records. - Ois pending. 14th to turn in packet. Brenda Kelley City Clerk Election procedures are ongoing and packets are ready for candidates to pick up. Deadline is Feb 1401 WEST CLARK: STREET POST OFFICE EDRAWERH BARTETE,7EXAS76S11 254.527,32/90FFICE- 254.527.4280FAX N 0 - 2 a e E A E 2 3 8 6 b9 df B 5 d0 - S 8 E B E o 2 0 N o o 00 3 00 D 8 3 2 0 / M o 60 00 2 0 J N S E 8 S - S 2 5 W 1 3 8 o 88 io - d0 3 & / 8 8 0 09 00 0 8 B B 6 J :8 0 & 5 2 88 CTYO AS ARTLES CHAD MEES, MAYOR VICKIE COOPER, MAYOR PRO-TEM JESSE LUNA, COUNCILMAN GAYLE JONES, COUNCILMAN JACKIE IVICIC, COUNCILMAN SHAUN GEORGE, COUNCILMAN Date: February 3, 2025 Report: Monthly Utilities Report Report Dates: January 1, 2025 through January 31, 2025 Credit Card Checks Cash ACH Total $58,951.14 $104,519.76 $46,231.63 $310.13 $208,425.45 Deposit Revenue Paper Bills $600.00 761 674 3 12 Number of Active Accounts New Residents Payment Plan Households 140 WEST CLARK STREET, POST OFFICE DRAWER H, BARTLETT,TEXAS 76511 254.527.3219 OFFICE 254.527.4280 FAX PUBLICI WORKS REPORT Jan-25 REF READS DISCONNECISMOVEOUT REACTIVATE LOWWATER PRESSURE FLUSHFIRE HYDRANTS METER EXCHANGE METERSET WATER1 TAP STREETREPAIR BRUSHPICKUPS REPLACE CULVERT LOCATES WATER LINE REPAIR METER REPAIR UTILITYTAP BUILDOUT TOTAL 12 18 8 2 10 13 12 1 7 2 1 29 8 1 1 125 Jan-25 2 1 0 1 14 0 18 0 3 0 1 40 Jan-25 1 2 8 3 ELECTRIC WORKS REPORT POWEROUTAGE LOWHANGING POWERI LINE LIMB ONLINE ELECTRICLINE DOWN STREETL LIGHT MAINTENANCE ELECTRIC METER REPAIR METERPULL REREADS CONNECTS DISCONNECTS SETNEW/POLE TOTAL SEWER REPORT SEWERO OVERFLOW SEWER LINE REPAIR SEWER JET SEWERTAP TREET TRIMMING GENERAL BRUSH LIMBS DEAD ANIMAL PICKUP MOWING Weedeating, Misc Vairious items for City TOTAL Read Meters 0 25-Jan 71 692 TY RTLE DEPARTMENT REPORTS - Public Works UPDATES January 2025 PUT#4 TRUCK IN SHOP FOR REPAIRS 12/17/2024 TUESDAY INSTALLED WASHER AND DRYER OUT ATT THE SEWER PLANT FOR PUBLIC WORKS SO THEY CAN WASH AND DRY THERE PANTS AND SHIRTS. WE PICK UP #4 TRUCK FROM SHOP WAS READY HAD TOG GET FRONT END DONE,WAS PRETTY BAD AND OIL LEAK WAS FIXED. ELECTRIC CREW GOINGTO BE WORKING ON STRAIGHTEN UP ELECTRIC POLES. BARTLETT POLICE DEPARTMENT CHIEF MARKUS HOLT 202 NORTH DALTON STREET BARTLETT, TEXAS 76511 (254)527-3733 OFFICE 254)527-4256/FAX) Below are the Event Priority Levels and Event Count for Dispatched Calls of Service Event Priority Level Event Count 1 2 3 4 8 24 75 46 Total Dispatched Calls of Service (Bell County): 153 Calls of Service Total Non-Dispatched Calls of Service: 63 Calls of Service (No Event Priority Level) Total Active Investigations: 7 Investigations Active (January) Total Closed Investigations: 4 Investigations Pending Investigations Sent to District/County Attorney: 4 Investigations 1) Sexual Assault of a Child- Suspect 1 2) Sexual Assault of a Child- Suspect 2 4) Unauthorized use of a Vehicle January Onsite Arrests: Suspect Arrest- 5 3) Injury to a Child Evading Arrest on Foot and Burglary of Habitation- Suspect 1 Evading Arrest on Foot and Burglary of Habitation- Suspect 2 Hinder pprenensonPosecuton Suspect 1 Hinder Apprehension/Prosecution- Suspect 2 A BARTLETT POLICE DEPARTMENT CHIEF MARKUS HOLT 202 NORTH DALTON STREET BARTLETT, TEXAS 76511 (254)527-3733 OFFICE (254/527-4256/FAX) Warrant Arrest: Improper Relationship between educator/student and Sexual Assault of a Child- Suspect 1 December Onsite Arrests- Suspect Arrest- 2 Resist Arrest Search or Transport Charges: 1) Fleeing Police Officer 2) Driving while License Suspended 3) Charge: Evading Arrest/Detention in a Motor Vehicle Current Active Arrest Warrants as of February 6, 2025: 1) Criminal Trespass 2) Violation of a Protective Order 3) Evading Arrest/ Detention on Foot- Suspect 1 4) Evading Arrest/ Detention on Foot- Suspect 2 Total Dispatched Calls of Service Including Active Investigations, Arrests/Warrants and Non-Dispatched Calls of Service: 232 Calls of Service Total Officers: 3 Informational: 2 Pending Police Officers applicants withdrew and decided to join another department with higher pay Monthly Report entCounsbyype TRAFFIC STOP ANIMAL CITIZEN CONTACT MEET WITH COMPLAINANT 911 SUSPICIOUS VIOLATION CITY/CNTY ORDNANCE BREATHING PROBLEMS SICK PERSON FALLS AREA CHECK DISTURBANCE CRIMINAL MISCHIEF UNCONSCOUS/FANTING (NEAR) TRAFIC/RANSPORTAION ACCIDENTS ASSAULT/SEXUAL ASSAULT/DOMESTIC Event Type Event Count 25 17 15 14 11 10 6 6 5 5 5 3 3 3 2 2 2 2 2 1 1 1 1 1 1 1 PSYCHATRICAENORMAL BEHAVIOR/SUICIDE ATTEMPT AGENCY ASSIST RECKLESS DRIVER CIVIL INVESTIGATION THEFT FORGERY/CC ABUSE ODOR OFC ORGAS LEAK WARRANT SERVICE CRIMINAL TRESPASS Monthly Report SUBJECT PURSUIT MISSING PERSON STRUCTURE FIRE HEART PROBLEMS /A.I.C.D. ENDANGERED VEHICLE ON FIRE Total 1 1 1 1 1 1 1 1 153 BURG BLDG COMMERCIAL/RESIDENTIAL CARDIAC OR RESPIRATORY ARREST/DEATH Monthly Report Event Counts by Day of Week 30 25 20 15 10 5 Monday Sunday Wednesday Tuesday Friday Thursday Saturday Event Counts by Hour of Day (24 hour) 25 20 15 10 - 0 5 10 Hour of Event 15 20 Chad Mees, Mayor Vickie Cooper, Mayor Pro-Tempore Gayle. Jones, Council Member Jackie Ivicic, Council Member Jesse Luna, Council Member Shelton Gilmore, Council Member NOTICE AND AGENDA OF A CALLED MEETING OF THE CITY COUNCIL OF THE CITY OF BARTLETT,TEXAS Notice is hereby given that the City Council of the City of Bartlett, Texas will hold a Regular Called Meeting 6:00E PM Monday, January 13+h, 2025 Bartlett City Hall 140 W Clark Street, Bartlett, TX76511 For citizen comments, please contact Brenda Kelley, City Secretary at municipalcourt@hartlett-tx.us). CALLTOORDER, DECLARE A QUORUM, PLEDGE OF ALLEGIANCE, AND INVOCATION Call to Order at 6:01 pm Quorum declared CM Gilmore absent CITIZENS COMMUNICATION (The City Council welcomes public comments on items not listed on the agenda. However, the Council cannot respond until the item is posted on aj future meeting agenda. Public comments are limited to 3 minutes.) Jennifer Tucker and Elizabeth Anderson signed up to speak about animal control. BOARDS, COMMISSIONS, & COMMITTEES PRESENTATIONS, PROCLAMATIONS 2. Teinert Memorial Library Board Monthly Update CM Luna gave report for library 1. Cemetery Committee Monthly Update CM Jones is working on signs for cemetary 3. Municipal Development District (MDD) Monthly Update 4. Parks & Facilities Committee Monthly Update Mayor Mees is getting estimates for parking lot. CONSENT AGENDA (The Consent Agenda includes non-controversid. and routine items the Council may act on with one. single vote. Any Council member may, pull any item from the Consent Agenda to discuss and act upon individually on the Regular Agenda.) 5. Receive monthly department reports: a. City Secretary . Municipal Treasurer Municipal Court d. Permits Utility Billing Accounts Payables Public Works 6. Approve minutes from the following meeting: a. 12-09-2024 - Regular Treasurer Dwayne Anderson gave report on financial's for the city. Audit will be soon. MPT Coopermade the motion to approve consent agenda as presented. CM Ivicic seconded the motion. Page 1 of3 TY Chad Mees, Mayor Vickie Cooper, Mayor Pro-Tempore Gayle Jones, Council Member Jackie Ivicic, Council Member Jesse Luna, Council Member Shelton Gilmore, Council Member Motion passed 4-0 REGULAR AGENDA: REVIEW/DISCUSS AND CONSIDER ACTION 1. Discuss, review, and take any necessary action to authorize the use of up to $10,000 from the Community Development Fund to restore vandalized structures. More specifically, these funds shall specifically address the graffiti of exterior finishes and walls of permanent structures. This does not include automobiles, temporary MPT Cooper made the motion to authorize the use of up to $10,000 from the Community Development Fund to restore vandalized structures. More specifically, these funds shall address the graffiti of exterior finishes and walls of permanent structures. This does not include automobiles, temporary structures, or damages to non-exterior finishes or walls of permanent structures, or damages to non exterior finishes or walls of permanent structures. structures. CM Jones seconded the motion Motion passed 4-0 2. Discuss, review, and take any necessary action for the summer seasonal employees: establish seasonal hiring of( (3) CM Ivicic made the motion to approve the hiring of summer seasonal employees: Establish seasonal hiring of (3) lifeguards and one (1) lead lifeguard and manager aged 21 and over. 3. Discuss, review, and take any necessary action to consider the approval of the Bell County Election administrative MPT Cooper made the motion to approve the Bell County Election administrative services lifeguards and one (1) lead lifeguard and manager. MPT Cooper seconded the motion Motion passed 4-0 services contract. contract. CM Ivicic seconded the motion. Motion passed 4-0 Year 2023-2024 audit. Fiscal Year 2023-2024 audit. CM Luna seconded the motion. Motion passed 4-0 secured by lender. secured by lender. CM Luna seconded the motion. Motion passed 4-0 engineering services. engineering services to MRB. CM Jones seconded the motion Motion passed 3-1 financial advisor services. 4. Discuss, review, and take any necessary action for the Don L. Allman CPA service agreement to perform the fiscal MPT Cooper made the motion to approve Don L. Allman CPA service agreement to perform the 5. Discuss, review, and take any necessary action for the approval of the financing of two patrol vehicles up to $198,000 MPT Cooper made the motion to approve the financing of two patrol vehicles up to $198,000 6. Discuss, review, and take any necessary action to Award Drinking Water State Revolving Fund FY 2025 Bid for MPT Cooper made the motion to Award Drinking Water State Revolving Fund FY 2025 Bid for 7. Discuss, review, and take any necessary action to Award Drinking Water State Revolving Fund FY 2025 Bid for CM Ivicic made the motion to Award Drinking Water State Revolving Fund FY 2025 Bid for financial advisor services to Specialized Public Finance. Page 2of3 Chad Mees, Mayor Vickie Cooper, Mayor Pro-Tempore Gayle. Jones, Council Member Jackie Ivicic, Council Member Jesse Luna, Council Member Shelton Gilmore, Council Member RTL CM Luna seconded the motion. Motion passed 4-0 council services. 8. Discuss, review, and take any necessary action to Award Drinking Water State Revolving Fund FY 2025 Bid for bond MPT Cooper made the motion to Award Drinking Water State Revolving Fund FY 2025 bid for bond council services to Bickerstaff Heath Delgado Acosta LLP (bond council). 9. Discuss, review, and take any necessary action to address Council Member Place 5 vacancy. CM Ivicic seconded the motion Motion passed 4-0 CM Ivicic made the motion to appoint a new Place 5 council member for the vacancy left by CM Gilmore and applicant's need to have application in by January 22, 2025. New applicant will be 10. Discuss, review, and take any necessary action to address council member terms for the May 3rd, 2025 election. chosen and appointed in Council Meeting on January 27, 2025. MPT Cooper seconded the motion. Motion passed 4-0 EXECUTIVE SESSION In accordance with Texas Government Code, Section551.001, et seq., the City Council will recess into Executive Session (closed meeting) to discuss the following: 1. $551.071 of local government code: 2. $551.071 of local government code: Council went into Executive Session at 7:44 pm a. Consultation with Attorney regarding possible meter tampering. b. Consultation with. Attorney regarding Unifirst Contract. Reconvene into Open Session: a. Take action, if any, on matters discussed in Executive Session. a. CMI Ivicic made the motion to investigate further. MPT Cooper seconded the motion. Motion passed 4-0 MPT Cooper seconded the motion. Motion passed 4-0 FUTURE AGENDA ITEMS Appoint new council member. b. CMI Ivicic made the motion to the agreed settlement with Unifirst contract. ADJOURN MPT Cooper made the motion to adjourn the meeting. CM Luna seconded the motion. Page 3of3 TY. RTLE Motion passed 4-0 Meeting adjourned at 8:36 pm MINUTES APPROVED: Chad Mees, Mayor Vickie Cooper, Mayor Pro-Tempore Gayle, Jones, Council Member Jackie Ivicic, Council Member Jesse Luna, Council Member Shelton Gilmore, Council Member X Chad Mees Mayor Date ATTEST: X Brenda Kelley City Clerk Date Page 4 of3 Chad Mees, Mayor Vickie Cooper, Mayor Pro-Tempore Gayle Jones, Council Member Jackie Ivicic, Council Member Jesse Luna, Council Member Shaun George, Council Member NOTICE. AND AGENDA OF A CALLED MEETING OF THE CITY COUNCIL OF THE CITYC OF BARTLETT, TEXAS Notice is hereby given that the City Council of the City of Bartlett, Texas will hold a Regular Called Meeting 6:001 PM Monday,January 27,2025 Bartlett City Hall 140 W Clark Street, Bartlett, TX' 76511 For citizen comments, please contact Brenda Kelley, City Secretary at municipalcourt0bartiett-txIs). CALL TOORDER, DECLARE A QUORUM, PLEDGE OF ALLEGIANCE, AND INVOCATION Call to Order at 6:00 pm Quorum declared CITIZENS COMMUNICATION One person signed up to speak. 1. City Administrator (The City Council welcomes public comments on items not listed on the agenda. However, the Council cannot respond until the item is posted on aj future meeting agenda. Public comments are limited to 3 minutes.) REPORTS a. January 215, 2025 Freeze ii. Daily Operations iii. Community Impact i. Emergency Operations Plan (EOP)/ Infrastructure Monitor City Administrator Adrian Flores gave report. REGULAR AGENDA: REVIEW/DISCUSS AND CONSIDER ACTION 1. Discuss, review, and take any necessary action on the appointment of the Council Member Vacancy. a. Shaun George b. Elizabeth Anderson MPT Cooper made the motion to go into executive session. CM Ivicic seconded the motion. Entered into Executive Session at 6:14 pm Entered into Open Session at 6:20 pm CM Ivicic seconded the motion. Motion passed 4 -0 Motion passed MPT Cooper made the motion to appoint Shaun George as the interim Council Member. Shaun George was sworn in by Mayor Chad Mees and now sits on Council. Page 1 of3 Chad Mees, Mayor Vickie Cooper, Mayor Pro-Tempore Gayle Jones, Council Member Jackie Ivicic, Council Member Jesse Luna, Council Member Shaun George, Council Member 2. Discuss, review, and take any necessary action on the water reservation agreement with 5B CM Ivicic made the motion to accept the Staff amendment line 2 on the water reservation with Property Group. 5B Property Group. CM Luna seconded the motion. Motion passes 5-0 (ARPA) Spend Plan. 3. Discuss, review, and take any necessary action adjusting the Bartlett American Rescue Plan Act CM Ivicic made the motion to approve the amended city wide electric meter to the American Rescue Plan Act (ARPA) Spend Plan. MPT Cooper seconded the motion Motion passes 5-0 4. Discuss, review, and take any necessary action on the purchasing of six-hundred (600) Vision CM Ivicic made the motion to approve the purchasing of six-hundred (600) Vision St-AMI ST-AMI meters at $79,500 from the ARPA Spend Plan. electric meters at $79,500 from the AROA Spend Plan. CM Luna seconded the motion. Motion passes 5-0 Agreement. CM Ivicic seconded the motion. Motion passes 5-0 patrol vehicles. patrol vehicles. MPT Cooper seconded the motion. Motion passes 5-0 FUTURE AGENDA ITEMS 5. Discuss, review, and take any necessary action on the Williamson County Election Service MPT Cooper made the motion to approve the Williamson County Election Service Agreement. 6. Discuss, review, and take any necessary action on the Cadence Bank Financing for the approved CM Ivicic made the motion to table the action on the Cadence Bank Financing for the approved Discuss review and take any necessary action on the Cadence Bank Financing for the approved patrol vehicles. ADJOURN MPT Cooper made the motion to adjourn the meeting. CM Ivicic seconded the motion. Motion passes 5-0 Meeting adjourned at' 7:28 pm Page 2of3 Chad Mees, Mayor Vickie Cooper, Mayor Pro-Tempore Gayle Jones, Council Member Jackie Ivicic, Council Member Jesse Luna, Council Member Shaun George, Council Member MINUTES. APPROVED: X Chad Mees Mayor Date ATTEST: X Brenda Kelley City Clerk Date Page3 of3 ARTLE BC&C & Volunteer Application Submit List the Boards, Committees, and Commissions (BC&C), and/orVolunteer opportunities on which you would like to serve: Municipal Development District (MDD) Economic Development Corporation (EDC) Cemetery Committee Teinert Library Board of Trustees Parks and Facilities Committee Other/General Volunteer: Applicant Information Full Name: CrystGenge Mailing Address: 706 wClark - St Are you a resident of Bartlett: VYes No Telephone: Gp (254) ) 273-7025 Email Address: yalwe27uph com rotessiona/Business/Volunteer Affiliations: Lwork at ToxasTradCeder in Sarcell Iwa Mompex 08 the Bartlett Molunteer Redepactment Do you serve on any other city volunteer opportunities: Yes No Which Boards, Committees, Commissions, and/or Volunteer Programs: Batle Nolunteer Rcedepduent Please write and attach a brief summary on why you would like to serve on your selected board, committee, commission, or volunteer opportunity, what you hope to accomplish, and what unique skills and perspectives you might provide. Please return the completed application to City Hall. Thank you for your interest in serving our community! 140 West Clark Street Post Office Drawer H] Bartlett, TX76511 254.527.3219 (Office)! 1254.527.4280 (Fax) 1of2 RTLE soards/Commissions & Volunteer Application Chystal Geciog Im aerested n the CGmmundg One pP-rtees obont A to learningy berve. OThe MDD wsas describec to me aS to local businesses thot are and develapent a impor a to Etr comwwndy and ld Ike to Sugpert that. We moved to BartleH fom Austin la 20a8,50 ths is ous Thco eas luirg here, ano we've enfoypa making 1 home 140 West Clark Street Post Office Drawer HI Bartlett, TX76511 254.527.3219 (Office) [254.527.4280 (Fax) 2of2 RESOLUTIONI NO. 2025-02-10-01 ARESOLUTION CALLING FOR ANI ELECTION TO BE HELD IN THE CITY OF BARTLETT, TEXAS, ON MAY3, 2025, FOR THE PURPOSE OF ELECTING THREE (3) PERSONS ASI MEMBERS OF1 THE CITY COUNCIL OF SAID CITY: DESIGNATING THE POLLING PLACES AT WHICH VOTING SHALLTAKE WHEREAS, pursuant to the provisions of Articles 701 and 704, Vernon's Annotated Texas statutes, as amended, the Texas Election Code, and other related statutes the City Councit of the Cityof Bartlett, Texas is authorized to call an election in order to submit to registered voters for the purpose of electing three persons to the City Council of the City of Bartlett; and WHEREAS,it is hereby officially found and determined that the meeting at which this resolutioni is approved was open to the public and public notice of the time, place and purpose of the meeting was given, as required by Chapter 551, Government Code, as amended. THEREFORE, BEI IT RESOLVED BY1 THE CITY COUNCIL OFTHE CITY OF BARTLETT: PLACE: PROVIDING FORI NOTICE OF SAID ELECTION. 1. An election is hereby ordered to! be held in the City of Bartlett, Texas, on Saturday May 3, 2025, between the hours of 7:00 A.M. and 7:00 P.M., for the purpose of electing three persons as members of the City Council of the City of Bartlett. Person(s) filing as a candidate for such office(s) must be a resident of the municipality for which the person files as a candidate. The person(s) elected shall be elected for two (2) year term. 2. The Contracting Officers withi the Bell County and Williamson County Elections Divisions shall be responsible for the official ballots for said election to be prepared and printed in 3. Early voting is the election by personal appearance shall be conducted at the times, dates, and polling places as provided for by Bell County and' Williamson County attached hereto as Exhibit "A" and such exhibit is incorporated herein by reference for all purposes. Exhibit "A" may be revised as necessary to conform to the final early voting polling locations and times established by Bell County and Williamson County. Early voting shall be conducted 4. The Contracting Officers shall assist and/or obtain and appoint the required Election Judge, conformity with the Texas Election Code, adopted by the Legislature. from April 22, 2025, through April 29, 2025. Alternate Judge, Clerks, and members of the Early' Voting Ballot Board. 5. All resident, qualified electors, shall be entitled to vote at the election. 6. The City Secretary of the City of Bartlett shall give notice of election in the manner required byt the Texas Election Code and shall further give notice by posting a copy of this resolution on the bulletin board in front of the City Halli in Bartlett, Texas, at least twenty (20) days before the election date. PASSED and APPROVED by the City Council of the City of Bartlett this the 10", day of February, 2025. X Chad Mees, Mayor Bartlett City Council ATTEST: X Brenda Kelley City Clerk 1-2 Prescribed bys Secretary of State 9/2023 Sections 3.004, 3.005, 3.006, 85.0 004, 85.006, 85.007 Texas Election Code ORDER OF GENERAL ELECTION FOR MUNICIPALITIES ORDEN DE ELECCION GENERAL PARA MUNICIPOS Ane election is hereby ordered to be held on 05 /03 /2025 for the purpose of voting on: (Porl la presente se ordena celebrar una eleccion e/05 /03 /2025 con el proposito de votar sobre.) List OMsaPopstosuss on the ballot (Enumere los PRECPPPNcPmASeN oficiales en la boleta) (date) (fecha) City Council Place 1 City Council Place 3 City Council - Place 5 Early voting by personal appearance will be conducted each weekday at: (La votacion adelantada en persona se llevarà a cabo de lunes a viemes en:) The Main Early' Voting Location (sitio principal de votacion adelantada) Branch Early Voting Locations (sucursal sitios de votacion adelantada) Location (sitio) Location (sitio) Hours (horas) 8am to 5pm Mondau-Friday Hours (horas) 8am to 5pm Monday-Friday 8am to 5pm Monday-Friday 8am to 5pm Monday-Friday 217N N Stagecoach, Salado Tx 76571 550 E. 2nd Ave, Belton, Texas 76513 401 Santa Fe Way, Temple, Texas 76501 60 Morgans Point Blvd, MP Texas 76513 Early voting by personal appearance will be conducted each weekend at: (La votacion adelantada enj persona se llevarà a cabo en el fin de semana en:) The Main Early Voting Location (sitio principal de votaciôn adelantada) Branch Early Voting Locations (sucursal sitios de votacion adelantada) Location (sitio) Location (sitio) Hours (horas) Hours (horas) 217N Stagecoach, Salado Tx 76571 550E E. 2nd Ave, Belton, Texas 76513 401 Santa Fe Way, Temple, Texas 76501 60 Morgans Point Blvd, MP Texas 76513 7am to 7pm Saturday/ I 12pm to 6pm Sunday 7am to 7pm Saturday/ I 12pm to 6pm Sunday 7am to 7pm Saturday / 12pm to 6pm Sunday 7am to 7pm Saturday I 12pm to 6pm Sunday Applications for ballot by mail shall be mailed to: (Las solicitudes para boletas que se votaran adelantada por correo deberân enviarse a:) Name of Early Voting Clerk Address (Direcciôn) City (Ciudad) (Nombre del Secretario/a de la Votacion Adelantada) Zip Code (Codigo Postal) Telephone Number (Numero de teléfono) Email Address (Direcciôn de Correo Electrônico) Early' Voting Clerk's Website (Sitio web del Secretario/a de Votacion Adelantada) Applications for Ballots by! Mail (ABBMs) must be received no later than the close of business on: (Las solicitudes para boletas que se votaràn adelantada por correo deberan recibirse no mâs tardar de las horas de negocio el) (date)(fecha) Federal Post Card Applications (FPCAs) must be received no later than the close of business on: (La Tarjeta Federal Postal de Solicitud deberan recibirse no mâs tardar de las horas de negocio el) (date)(fecha) Issued this 10 (day) (Emitida este dia 10 dayof 02 (dla) 2025 (year) 20 25 (ano) (month) de 02 (mes) Signature of Mayor (Firma del Alcalde) Signature of Councilperson (Firma del Concejal) Signature of Councilperson (Firma del Concejal) Signature of Councilperson (Firma del Concejal) Signature of Councilperson (Firma del Concejal) Signature of Councilperson (Firma del Concejal) Signature of Councilperson (Firma del Concejal) Signature of Councilperson (Firma del Concejal) Signature of Counciiperson (Firma del Concejal) Signature of Counciperson (Firma del Concejal) Signature of Counciperson (Firma del Concejal) Instruction Note: A copy of this election order must be delivered to the County Clerk/Elections Administrator: and' Voter Registrar not later than 60 days before election day. Nota de Instruccion: Se deberà entregar una copia de esta orden de eleccion alla la Secretario(a) del CondacoAdminsradore, de Elecciones ye ella Registrador(a) de Votantes a màs tardar 60 dias antes del dia de eleccion. 1-2 Prescribed by Secretary of State 9/2023 Sections 3.004,3.005, 3.006, 85.004, 85.006, 85.007 Texas Election Code ORDER OF GENERAL ELECTION FOR MUNICIPALITIES ORDEN DE ELECCION GENERAL PARA MUNICIPOS An election is hereby ordered to be held on 05 /03 /2025 for the purpose of voting on: (Por la presente se ordena celebrar una eleccion e/05 /03 /2025 con el proposito de votar sobre.) List OMcPopstonsesums ont the ballot (Enumere los PsCPpPsCosmadaN oficiales en! la boleta) (date) (fecha) City Council Place 1 City Council- Place 3 City Council Place 5 Early voting by personal appearance will be conducted each weekday at: (La votacion adelantada en persona se llevarà a cabo de lunes a viemes en:) The Main Early' Voting Location (sitio principal de votaciôn adelantada) Branch Early Voting Locations (sucursal sitios de votacion adelantada) Location (sitio) 140 W. Clark St, Bartlett Tx 76511 Location (sitio) 140 W. Clark St, Bartlett Tx 76511 306 W. Broadway, Granger Tx 76530 510 Sonterra Blvd, Jarrell" Tx 76537 400 Porter St, Taylor Tx 76574 Hours (horas) Hours (horas) 7am to 7pm (Williamson County Only) 7am to 7pm (Williamson County Only) Mon-Fri 7am to 7pm (Williamson County) Mon-Fri 7am to 7pm (Williamson County) Mon-Fri 7am to 7pm (Williamson County) Mon-Fri Early voting by personal appearance willl be conducted each weekend at: (La votacion adelantada en persona se llevarà a cabo en el fin de semana en:) The Main Early Voting Location (sitio principal de votacion adelantada) Branch Early Voting Locations (sucursal sitios de votacion adelantada) Location (sitio) 140 W. Clark, Bartlett Tx 76511 Location (sitio) 306 W. Broadway, Granger Tx 76530 510 Sonterra Blvd, Jarrell Tx7 76537 400 Porter St, Taylor, Tx76574 Hours (horas) Hours (horas) Saturday-7am-7pm Sunday 12pm to 6pm Saturday-7am-7pm Sunday 12pm to 6pm Saturday 7am to 7pm Sunday 12pm to 6pm 7am to 7pm Saturday /12pm-6pm Sunday Applications for ballot by mail shall be mailed to: (Las solicitudes para boletas que se votaran adelantada por correo deberan enviarse a:) Name of Early' Voting Clerk Address (Direcciôn) City (Ciudad) (Nombre del Secretario/a de la Votacion Adelantada) Zip Code (Codigo Postal) Telephone Number (Numero de teléfono) Email Address (Direcciôn de Correo Electronico) Early Voting Clerk's Website (Sitio web del Secretario/a de Votacion Adelantada) Applications for Ballots by Mail (ABBMs) must be received no later than the close of business on: (Las solicitudes para boletas que se votaran adelantada por correo deberàn recibirse no mas tardar de las horas de negocio el:) (date)(fecha) Federal Post Card Applications (FPCAs) must be received no later than the close of business on: (La Tarjeta Federal Postal de Solicitud deberan recibirse no màs tardar de las horas de negocio el.) (date)(fecha) Issued this 10 (day) (Emitida este dia 10 dayof 02 (dia) 20 25 (year) 20 25 (ano) (month) de 02 (mes) Signature of Mayor (Firma del Alcalde) Signature of Councilperson (Firma del Concejal) Signature of Councilperson (Firma del Concejal) Signature of Councilperson (Firma del Concejal) Signature of Councilperson (Firma del Concejal) Signature of Counciiperson (Firma del Concejal) Signature of Councilperson (Firma del Concejal) Signature of Councilperson (Firma del Concejal) Signature of Councilperson (Firma del Concejal) Signature of Councilperson (Firma del Concejal) Signature of Councilperson (Firma del Concejal) Instruction Note: A copy of this election order must be delivered to the County Clerk/Elections Administrator and Voter Registrar not later than 60 days before election day. Nota de Instruccion: Se deberà entregar una copia de esta orden de eleccion alla la Secretario(a) del ConedoAdmnsiadore, de Elecciones ye ella Registrador(a) de Votantes a mâs tardar 60 dias antes del dia de eleccion. MRB Group Elevating Communities February 6, 2025 The Honorable Chad Mees, Mayor City of Bartlett 140 W. Clark Street Bartlett, TX 76511 Re: Proposal for Professional Services TDEM Generators - Well #1, Well #2, and Fire Station-City of Bartlett Dear Mayor Mees, MRB Group is pleased to provide the City of Bartlett with this proposal for Professional Services for new generators at' Water Well #1, Water Well #2, and the Fire Station ("Project"). acgroundlumoentamding The City of Bartlett's Drinking Water Well #1, Well #2, and the Fire Station Well do not have emergency generators and do not operate during power outages. A partial grant from the Texas Division of Emergency Management (TDEM) will fund the installation of emergency generators at these three (3) sites. MRB Group's (MRB) scope of work will be to design appropriate generators for installation at each site. I. Scope of Services and Compensation A. Design Phase 1. Compile existing site and system information as needed for the design of the new generators. 3. Prepare design drawings and technical specifications for new generators at the two (2) well sites and the Fire Station. The design will include the sizing and selection of the generators/automatic transfer switches, the electrical requirements, including SCADA (related only to the generators), pad design, and the details of the final improvement of the 2. Conduct at topographic and improvement survey of the three (3) sites. generators. 303 W. Calhoun Ave, Temple, TX7 76501 +254.771.2054 TBPE Firm No. F-10615 MRBGroup.com MRB Group Elevating Communities 4. Provide an engineer's opinion of probable construction cost for the installation of new generators at each site. 5. Coordinate with sub-consultants, including electrical and SCADA. 6. Provide Contract Documents for bidding of the work utilizing EJCDC Standard documents and Construction Specifications Institute section format. The Project is anticipated to be bid 7. Attend one (1) meeting with the City of Bartlett to review the contract documents. Based on the City's review comments, MRB will develop the final set of drawings and specifications. 8. Submit plans and specifications to the Texas Commission on Environmental Quality (TCEQ) for review and approval. MRB will work with TCEQ to resolve any questions or concerns. under a single contractor. 9. Produce final contract documents for bidding. Subtotal of A, Items 1-9. B. Bidding Phase $51,748.00 1. MRB will prepare an advertisement for bid for publication on CivCast and provide electronic documents to the Client to be distributed to bidders as requested. MRB will provide two (2) sets of 11x17 plans and specifications to the Client to allow local contractors to review the plans and specifications at the Client's office. MRB will distribute electronic bid documents in 2. MRB will coordinate and chair al Pre-Bid meeting to present the general outline of the Project tol bidders, clarify any questions on the contract documents, and prepare clarifications or 3. MRB will prepare an Addendum based on questions and comments from bidders during the 4. MRB will attend the bid opening and review the bids received to ensure completeness and conformance with the bidding requirements. MRB will provide a bid review and summary to PDF format to bidders via CivCast. changes via an Addendum. bid process and distribute them in PDF format via CivCast. assist the Client in awarding the contract. Subtotal of B, Items 1-4. C. Construction Administration $7,500.00 1. Coordinate and chair the pre-construction meeting with the Contractor, Grant Administrator, and City representatives. Prepare and distribute meeting minutes. The Honorable Chad Mees, Mayor City of Bartlett February 6, 2025 Re: TDEM Generators - Well #1, Well #2, and Fire Station--City of Bartlett MRB Group Elevating Communities 2. Review contractor shop drawings and submittals. 3. Respond to RFls, issue RFPs, and issue Clarifications and change orders, as required. 4. Review the progress of work and payment applications and provide recommendations to the 5. Issue Substantial Completion certification and provide a punch list to the Contractor. 6. Provide record drawing documents in PDF format based on red lines and field notes from the City and Grant Administrator. Contractor. Subtotal of C, Items 1-6. Total Compensation. $8,000.00 $67,248.00 The cost figure shown above represents our lump sum amount. Any additional work beyond this fee and outside the scope of this proposal willl be reviewed with the Client. MRB Group will submit monthly statements for services rendered during each invoicing period. based on the efforts performed during that period. MRB Group hourly rates are subject to annual adjustment. II. Additional Services The following items (not included in the above scope of services) can be provided on a personnel time-charge basis, but would only be performed upon receipt of your authorization: A. Archaeological investigation. C. Hazardous Materials Survey. D. Construction Observation. E. Grant administration. F. Utility company fees. IV. Commencement of Work B. Site Investigations per U.S. Army Corp of Engineers direction Upon receipt of the signed proposal, MRB Group will begin work on the Project. V. Standard Terms and Conditions Attached hereto and made part of this Agreement are MRB Group's Standard Terms and Conditions. The Honorable Chad Mees, Mayor City of Bartlett Februarye 6.2 2025 Re: TDEM Generators Well #1, Well #2, and Fire Station-City of Bartlett MRB Group Elevating Communities Ifthis proposal is acceptable, please sign where indicated and return it to our office. Thank you for considering our firm. We look forward to working with you on this critical Project. Sincerely, uarA.lhlm Susan A. Hilton, P.E. Senior Project Manager S. Taylor, P.E. 1 Trey Deputy COO Https mrbgroup365. sharepoint comhsesPopsawShued DocumentsTexasBartet, City of/0-25-0103 TDEM Generators Well #1, Well #2a and Firehouse/Proposal- Generators at Well 1, Well2 2 and Firehouse 1-2025. docx Enclosure MRB Group Standard Terms and Conditions Proposal Accepted for City of Bartlett by: Signature Title Date Thel Honorable Chad Mees, Mayor City of Bartlett February 6, 2025 Re: TDEM Generators- Well #1, Well #2, and Fire Station--City of Bartlett MRB Group Elevating Communities MRB GROUP,P.C. AGREEMENT FOR PROFESSIONAL SERVICES STANDARD TERMS AND CONDITIONS A. TERMINATION This Agreement may be terminated by either party with seven days' written notice int the event of substantial failure to perform in accordance with the terms hereof by one party through no fault of the other party. Ift this Agreement is so terminated, the Professional Services Organization (hereinafter referred to as P.S.O.)shall be paid for services performed on the basis of his reasonable estimate for the portion of work completed prior to termination. Int the event of any termination, the P.S.O. shall be paid all terminal expenses resulting therefrom, plus payment for additional services then due. Any primary payment madeshall be credited toward any terminal payment due the P.S.O. If, prior to termination of this Agreement, any work designed or specified by the P.S.O. during any phase of the work is abandoned, after written notice from the client, the P.S.O. shall be paid for services performed on account of it prior to receipt of such notice from the client. B. OWNERSHIP OF DOCUMENTS All reports, drawings, specifications, computer files, field data and other documents prepared by the P.S.O. are instruments of service and shall remain the property of the P.S.O.The client shall not reuse or make any modification to the instruments of service without the written permission of the P.S.O. The client agrees to defend, indemnify and hold harmless the P.S.O. from all claims, damages, liabilities and costs, including attorneys' fees, arising from reuse or modification oft the instruments of service by the client or any person or entity that acquires or obtains the instruments of service from or through the client. :. ESTIMATES Since the P.S.O. has no control over the cost of labor and materials, or over competitive bidding and market conditions, the estimates of construction cost provided for herein are to be made on the basis of his experience and qualifications, but the P.S.O. does not guarantee the accuracy of such estimates as compared to the Contractor's bid or the project construction cost. D. INSURANCE Thel P.S.O. agrees to procure and maintain insurance at the P.S.O.'s expense, such insurance as will protect him and the client from claims under the' Workmen's Compensation Act and from claims for bodily injury, death or property damage which may arise from the negligent performance by the P.S.O. or his representative. E. INDEPENDENT CONTRACTOR Thel P.S.O. agrees that in accordance with its status as ani independent contractor, it will conduct itself with such status, that it will neither hold itself out as nor claim to be an officer or employee of the client, byreason hereof, and that it will not by reason hereof make any claim, demand or application to or for any right or privilege applicable to an officer or employee oft the client, including, but not limited to, Workmen's Compensation coverage, unemployment insurance benefits or Social Security coverage. MRB Group Elevating Communities F. SUCCESSORS AND ASSIGNS The client and the P.S.O. each binds himself and his partners, successors, executors, administrators and assigns to the other party of this Agreement and to the partners, successors, executors, administrators and assigns of such other party, in respect to all covenants oft this Agreement; except as above, neither the client nor the P.S.O. shall assign, submit or transfer his interest ini this Agreement without the written consent of the other. G. P.S.O. NOT RESPONSIBLE FOR SAFETY PROVISIONS The P.S.O. is not responsible for construction means, methods, techniques, sequences or procedures, time of performance, programs, ori for any safety precautions in connection with the construction work. The P.S.O.is not responsible for the Contractor's failure to execute the work in accordance with the Contract Drawings and/or Specifications. H. INVOICES AND PAYMENT Client will pay MRB Group, Engineering, Architecture, Surveying, D.P.C. for services in respect of the period during which Services are performed in accordance with the fee structure and work estimate set forth in the proposal. Invoices will be submitted on a periodic basis, or upon completion of Services, as indicated in the proposal or contract. Alli invoices are due upon receipt. Any invoice remaining unpaid after 30 days willl bear interest from such date at 1.5 percent per month or at the maximum lawfuli interest rate, if such lawful rate is less than 1.5 percent per month. If client fails to pay anyi invoice when due, MRB may, at any time, and without waiving any other rights or claims against Client and without thereby incurring any liability to Client, elect to terminate performance of Services upon ten (10) days prior written notice by MRB to client. Notwithstanding any termination of Services by MRB for non-payment of Invoices, Client shall pay MRB in full for all Services rendered by MRB to the date oft termination of Services plus all interest and termination costs and expenses incurred by MRB that are related to such termination. Client shall be liable to reimburse MRB for all costs and expenses of collection, including reasonable attorney's fees. FEES REQUIRED FROM JURISDICTIONAL AGENCIES MRB Group, D.P.C. is not responsible for nor does the Compensation Schedule established in the Agreement include fees or payments required ofj jurisdictional agencies. The client herein agrees to pay all application, entrance, recording andlor service fees required by said agencies. J. P.S.O. NOT ANI EMPLOYEE employees or agents. K. INDEMNITY The P.S.O. agrees not to hold himself out as an officer, employee or agent of the Owner, nor shall he make any claim against the Owner as an officer, employee or agent thereof for such benefits accruing to said officers, The Owner will require any Contractor and Subcontractors performing the work to hold it harmless and indemnify and defend the Owner and P.S.O., their officers, employees and agents from all claims resulting from the Contractor's negligence int the performance of the work. CITY OF BARTLETT FEDERAL GRANT PROCUREMENT POLICY AND PROCEDURES The City of Bartlett follows State of Texas and Federal 2CFR 200.318-200.327 and Appendix Ilt to Part 200 procurement law and guidance in the purchasing and contract management of goods and services. Additional policy guidance below addresses federal purchasing requirements as required by 2 CFR200 pertaining to the expenditure of federal grant funds. A. Standards of Conduct Public employment isapublic trust. Iti is the policy of the City of Bartlett to promote and balance the objective of protectinggoverment. integrity and the objectivec offacilitating the recruitment and retention of personnel needed by the City of Bartlett. Such policy is implemented by prescribing essential standards of ethical conduct without creating unnecessary obstacles to Public employees must discharge their duties impartially to ensure fair competitive access to governmental procurement by responsible contractors. Moreover, they should conduct themselves in such a manner as to foster public confidence ini the integrity oft the City of Bartlett To achieve the purpose of this Article, it is essential that those doing business with City of entering public service. procurement organization. Bartlett also observe the ethical standards prescribed herein. Code of Ethics 1 Personal Gain. It shall be a breach of ethics to attempt to realize personal gain through public employment with the City of Bartlett by any conduct inconsistent with the 2 Influence. It shall be al breach of ethics to attempt to influence any public employee of the City of Bartlett to breach the standards of ethical conduct set forth in this code. 3 Conflicts of Interest. It shall be al breach of ethics for any employee of the City of Bartlett to participate directly ori indirectly in procurement when the employee knows that: 1) the employee of any member oft the empoyeesimmediate family has at financial 2) a business or organization in which the employee, or any member of the employee's immediate family, has a financial interest pertaining to the 3) any other person, business or organization with which the employee or any members of the employee's immediate family is negotiating or has an proper discharge of the employee's duties. interest pertaining toi the procurement. procurement. Page 1 of16 CITY OF BARTLETT FEDERAL GRANT PROCUREMENT POLICY AND PROCEDURES arrangement concerning prospective employment is involved in the procurement. Gratuities. It shall be a breach of ethics to offer, give or agree to give any employee or former employee oft the City of Bartlett, or for any employee or former employee of the City of Bartlett to solicit, demand, accept or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any specification or procurement standard, rendering of advice, investigation, auditing or in any other advisory capacity in any proceeding or application, requesting for ruling, determination, claim or controversy, or other particular matter pertaining to any program requirement or a contract or subcontract or to any solicitation or proposal therefore pending before this Kickbacks. It shall be a breach of ethics for any payment, gratuity or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor for any contract for the City of Bartlett, ora any person associated therewith, as an inducement for the award of a subcontract Contract Clause. The prohibition against gratuities and kickbacks prescribed above shall bec conspicuously set forth in every contract and solicitation, therefore. Confidential Information. It shall be a breach of ethics for any employee or former employee of the City of Bartlett knowingly to use confidential information for actual or anticipated personal gain, or for the actual or anticipated gain of any person. The non-Federal entity's procedures must avoid the acquisition of unnecessary or duplicative items. Consideration should be given to consolidating or breaking out procurements to obtain a more economical purchase. Where appropriate, an analysis will be made of lease versus purchase alternatives, and any other appropriate analysis Thenon-federal entity must award contractsonlytor responsible contractors possessing the ability to perform successfully under the terms and condition of a proposed procurement. Consideration will be given to such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical 10 The non-Federal entity must maintain records sufficient to detail the history of procurement. These records will include, but are not necessarily limited to, the following: Rationale for the method of procurement, selection of contract type, local government. ororder. tod determine the most economical approach. resources. See also $200.214. contractor selection or rejection, and basis for the contract price. Page 2 of16 CITY OF BARTLETT FEDERAL GRANT PROCUREMENT POLICY AND PROCEDURES 11 (1) The Non-Federal entity may use a time-and-material type contract only after a determination that no other contract is suitable and if the contract includes a ceiling price that the contractor exceeds at its own risk. Time-and-materials type contract means a contract whose cost to a non-Federal entity is the sum of: (i) The actual cost of materials; and (ii) Direct labor hours charged at fixed hourly rates that reflect wages, general (2). Since this formula generates an open-ended contract price, a time-and-materials contract provides no positive profit incentive to the contractor for cost control or labor efficiency. Therefore, each contract must set a ceiling price that the contractor exceeds at its own risk. Further, the non-Federal entity awarding such a contract must assert a high degree of oversight in order to obtain reasonable assurance that the contractor is 12 The non-Federal entity alone must be responsible, in accordance with good administrative practice and sound business judgment, for the settlement of all contractual and administrative issues arising Outofprocurements. These issuesinclude, but are not limited to, source evaluation, protests, disputes, and claims. These standards do not relieve the non-Federal entityofany contractual responsibilitiesunder its contracts. The Federal awarding agency will not substitute its judgment for that of the non-Federal entity unless the matter is primarily ai federal concern. Violations of law will be referred to the local, state, or Federal authority having proper. jurisdiction. and administrative expenses, and profit. using efficient methods and effective cost controls. Competition All procurement transactions for the acquisition of property or services required undera Federal award must be conducted in a manner providing full and open competition consistent In order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, ori invitations for bids or requests for proposals must be excluded from competing for such procurements. Some of the situations considered to be restrictive of competition include but with the standards of this section and $200.320. are not limited to: (1) Placing unreasonable requirements on firms in order for them to qualify to do business; (2) Requiring unnecessary experience and excessive bonding; Page 3 of16 CITY OF BARTLETT FEDERAL GRANT PROCUREMENT POLICY AND PROCEDURES (3) Noncompetitive pricing practices between firms or between affiliated companies; (4) Noncompetitive contracts to consultants that are on retainer contracts; (5)Organizational conflicts of interest; (6) Specifying only a "brand name" product instead of allowing "an equal" product to be offered and describing the performance or other relevant requirements of the procurement; and (7) Any arbitrary action in the procurement process. The non-Federal entity must conduct procurements in a manner that prohibits the use of statutorily or administratively imposed state, local, or tribal geographical preferences ini the evaluation of bids or proposals, except in those cases where applicable Federal statutes expressly mandate or encourage geographic preference. Nothing in this section preempts state licensing laws. When contracting for architectural and engineering (A/E) services, geographic location may be a selection criterion provided its application leaves an appropriate number of qualified firms, given the nature and size of the project, to compete for the contract. The non-Federal entity must have written procedures for procurement transactions. These procedures must ensure that all solicitations: (1) Incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured. Such description must not, in competitive procurements, contain features which unduly restrict competition. The description may include a statement of the qualitative nature of the material, product or service to be procured and, when necessary, must set forth those minimum essential characteristics and standards to which it must conform ifiti is to satisfy its intended use. Detailed product specifications should be avoided if at all possible. When it is impractical or uneconomical to make a clear and accurate description of the technical requirements, a "brand name or equivalent" description may be used as a means to define the performance or other salient requirements of procurement. The specific features of the named brand which must be met by offers must be clearly stated; and (2) Identify all requirements which the offerors must fulfill and all other factors to be used in evaluating bids or proposals. The non-Federal entity must ensure that all prequalified lists of persons, firms, or products which are used in acquiring goods and services are current and include enough qualified sources to ensure maximum open and free competition. Also, the non-Federal entity must not preclude potential bidders from qualifying during the solicitation period. Page 4 of16 CITY OF BARTLETT FEDERAL GRANT PROCUREMENT POLICY AND PROCEDURES Five Methods for Procuring with Federal Funds 2 CFR 5 200.320 provides for five methods that must be used when making purchases with Federal funds. In some cases, these Federal methods are more restrictive than State requirements; in other cases, the State requirements are more restrictive than these Federal methods. In all cases, the City of Bartlett affirms the more restrictive requirements or methods The type of purchase method and procedures required depend on the cost (and type, in some must bei followed when making purchases with Federal funds. cases) of the item(s) or services being purchased. Micro-purchases Small purchase procedures Sealed bids Competitive proposals Noncompetitive proposals (sole source) Micro-Purchases (Purchases up to $3,000.00) Federal methods provide for procurement by micro-purchase. Micro-purchase is definedin 2CFR S 200.320(a) as a purchase of supplies or services using simplified acquisition procedures, the aggregate amount of which does not exceed $3,000.00. The micro-purchase method is used in order to expedite the completion of its lowest-dollar small purchase transactions and minimize The City of Bartlett utilizes the micro-purchases method for acquiring supplies or services that do not exceed an aggregate amount of $3,000.00 if the price is reasonable. The program manager Quotes are not required but encouraged. Ifquotes are obtained for items under $3,500.00, they Small Purchase Procedures (Purchases between $3,000.01 and $149,999.99 in the Aggregate) The Federal threshold for small purchase procedures is $150,000. 2 CFR5200.320/b). Small purchase procedures (as defined in 2 CFR S 200.320/b)) may be used in those relatively simple and informal procurement methods for securing non-personal contracted services, For purchases funded from local funds, to obtain the most competitive price, the City of Bartlett, may, at its option, obtain price quotes for items costing less than $150,000. Unlike the mandatory competitive procurement described for purchases over $150,000, if an item to be paid from local the associated administrative burden and cost. responsible for the Federal award determines if the price is reasonable. should be kept in the department and attached to the requisition. supplies, or other property that do not cost more than $149,999.99. Page 5 of16 CITY OF BARTLETT FEDERAL GRANT PROCUREMENT POLICY AND PROCEDURES funds costs less than $150,000, the City of Bartlett may utilize price quotations or competitive procurement process (purchasing cooperatives, sole source, an existing RFP/bid or a new RFP/bid) to stimulate competition and to attempt to receive the most favorable pricing. However, if using State or Federal funds to purchase goods or services, price or rate quotations must be obtained from an adequate number of qualified sources for all purchases between $3,000.01 and $49,999.99 or use the competitive procurement process. The City of Bartlett must obtain more than one price or rate quote unless using a purchasing cooperative, existing Bid/RFP or sole source vendor, in which case, the prices have already been awarded. If purchasing from ap purchasing cooperative or existing Bid/RFP, the departments can elect to obtain only one quote to purchase the goods or services although it is recommended to obtain more than one quote. Such price or rate quotations may be obtained orally and/or documented in writing, and the City of Bartlett must demonstrate that price or rate quotations were obtained from an adequate number of qualified sources. Purchases $150,000 or More in the Aggregate $150,000 or more in the aggregate: According to Texas law, one of the following competitive methods must be used for purchasesof (1) competitive bidding for services other than construction services; (2) competitive sealed proposals, for services other than construction services; (3) a request for proposals, for services other than construction services; (4) an interlocal contract; (5) a method provided by Chapter 2269, Government Code, for construction services; (6) the reverse auction procedure as defined by Section 2155.062(d), Government Code; or (7) the formation of a political subdivision corporation under Section 304.001, Local In addition, one of the three following methods must be used, depending on the circumstance described below, when purchasing with Federal funds: sealed bids (formal advertising); Government Code. competitive proposals; or noncompetitive proposals (sole source). Sealed Bids (Formal Advertising) Bids are publicly solicited and a firm fixed-price contract (lump sum or unit price) is awarded to the responsible bidder whose bid, conforming to all the material terms and conditions of the invitation for bids, is the lowest in price. The sealed bid method is the preferred method for procuring construction, if the following conditions apply: Ac complete, adequate, and realistic specification or purchase description is available; Page 6 of16 CITY OF BARTLETT FEDERAL GRANT PROCUREMENT POLICY AND PROCEDURES Two or more responsible bidders are willing and able to compete effectively for the The procurement lends itself to a firm fixed-price contract and the selection of the business; and successful bidder can be made principally on the basis of price. Ifsealed bids are used, the following grequirements apply: Bids must be solicited from an adequate number of known suppliers, providing them sufficient response time prior to the date set for opening the bids. The invitation for bids The invitation for bids, which will include any specifications and pertinent attachments, must define the items or services in order for the bidder to properly respond. All bids will be opened at the time and place prescribed in the invitation for bids. The bids Afirm fixed-price contract award must be made in writing to the lowest responsive and must be publicly advertised. must be opened publicly. responsible bidder. Where specified in bidding documents, factors such as discounts, transportation cost, and life cycle costs must be considered in determining which bid is lowest. Payment discounts will only be used to determine the low bid when prior experience indicates that such discounts are usually taken advantage of. Any or all bids may be rejected if there is a sound documented reason. Competitive Proposals Ad competitive proposal is normally used with more than one source submitting an offer, and either a fixed price or a cost-reimbursement type contract is awarded. (A cost reimbursement contract reimburses the contractor for actual costs incurred to carry out the contract.) Competitive proposals are generally used when conditions are not appropriate for the use of sealed bids. Ifthis method is used, the following requirements apply: Requests for proposals must be publicized and must identify all evaluation factors and their relative importance. Any response to publicized requests for proposals must be Proposals must be solicited from an adequate number of qualified sources. considered to the maximum extent practical. Page 7 of16 CITY OF BARTLETT FEDERAL GRANT PROCUREMENT POLICY AND PROCEDURES The City of Bartlett must have a written method for conducting technical evaluations of Contracts must be awarded to the responsible firm whose proposal lis most advantageous the proposals received and for selecting recipients. tot the program, with price and other factors considered. When using Federal funds, the City of Bartlett may use competitive proposal procedures for qualifications-based procurement of archtectura/enginering (A/E) professional services whereby competitors' qualifications are evaluated and the most qualified competitor is selected, subject to negotiation of fair and reasonable compensation. The method, where pricei isnot used as as selection factor, can only be used in procurement of A/E professional services. It cannot be used to purchase other types ofs services though A/E firms are a potential source to perform the proposed effort. Noncompetitive Proposals (Sole. Sourcing) Procurement by noncompetitive proposals is procurement through solicitation of a proposal from only one source and may be used when using Federal funds only when one or more of the following circumstances apply: The item is available only from a single source and an equivalent cannot be substituted. The public exigency or emergency for the requirement will not permit a delay resulting After solicitation of a number of sources, competition is determined inadequate. Additionally, State requirements related to sole source purchasing are, in some ways, more restrictive. In addition to the Federal requirements above, sole source purchases must meet This must be documented. from competitive solicitation. established criteria: Identification and contirmation that competition in providing the item or product to be purchased is precluded by the existence of a patent, copyright, secret process or monopoly; Afilm, manuscript, or book; Autility service, including electricity, gas, or water; and Acaptive replacement part or component for equipment. According to State requirements, sole source does not apply to mainframe data-processing equipment and peripheral attachments with a single item purchase price in excess of $15,000. Page 8 of16 CITY OF BARTLETT FEDERAL GRANT PROCUREMENT POLICY AND PROCEDURES In this case, the City of Bartlett must document why only this product can meet their needs and that it is not available from any other vendor. In all cases, the City of Bartlett will obtain and retain documentation from the vendor which clearly delineates the reasons which qualify the purchase to be made on a sole source basis. Contracting with Historically Underutilized Businesses (HUB), Small and Minority Businesses, The City of Bartlett will take all necessary steps to affirmatively assure HUBS, small and minority businesses, women's business enterprises, and labor surplus firms are notified of bidding opportunities and utilized whenever possible. Affirmative steps will include the following: Placing qualified small and minority businesses and women's business enterprises on Assuring that small and minority businesses, and women's business enterprises are Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Require the prime contractor, if subcontracts are to be let, to take the affirmative steps Women's Business Enterprises, and Labor Surplus Firms solicitation lists. solicited whenever they are potential sources. women's business enterprises. Department of Commerce; and listed in parts (1)-(5) above. Domestic preferences for procurements. As appropriate and to the extent consistent with law, the non-Federal entity should, to the greatest extent practicable under a federal award, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). The requirements of this section must be included in all subawards including all contracts and purchase orders for work or products under this award. Page 9 of16 CITY OF BARTLETT FEDERAL GRANT PROCUREMENT POLICY AND PROCEDURES "Produced in the United States" means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the "Manufactured products" means items and construction materials composed in whole orin part of non-ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; ;aggregates such as concrete; glass, including optical fiber; and lumber. United States. Procurement of recovered materials. Anon-Federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines. Cost/Price Analysis for Federal Procurements in Excess of $150,000 In accordance with the requirements in 2 CFR S 200.324, the City of Bartlett will make independent estimates ofthe goods or services being procured before receiving bids or proposals to get an estimate of how much the goods and services are valued in the current market. To accomplish this, before bids and proposals are received, the City of Bartlett conducts eithera price analysis or a cost analysis, depending on the type of contract, in connection with every procurement with Federal funds in excess of $150,000. The method and degree of analysis is dependent on the facts surrounding the particular procurement situation; however, the City of Bartlett will come to an independent estimate prior to receiving bids or proposals, 2 CFR $ Accordingly, the City of Bartlett performs a cost or price analysis in connection with every Federal procurement action in excess of $150,000, including contract modifications, as follows: 200.324(a). Page 10 of16 CITY OF BARTLETT FEDERAL GRANT PROCUREMENT POLICY AND PROCEDURES Cost Analysis e Non-competitive Contracts: A cost analysis involves a review of proposed costs by expense category, and the Federal cost principles apply, which includes an analysis of whether the costs are allowable, allocable, reasonable, and necessary to carry out the Ac cost analysis must be used for all non-competitive contracts, including sole source All non-competitive contracts must also be awarded and paid on a cost- Inacost-reimbursement contract, the contractor is reimbursed for reasonable actual Profit must be negotiated as a separate element of the price in all cases where there contracted services. In general, contracts. The Federal cost principles apply. reimbursement basis, and not on ai fixed-price basis. costs incurred to carry out the contract. isno competition. When performing a cost analysis, the City of Bartlett negotiates profit as a separate element ofthe price. Toestablish ai fair and reasonable profit, consideration is given to the complexity of the work to be performed, the risk borne by the contractor, the contractor's investment, the amount of subcontracting, the quality of its record of past performance, and industry profit rates in the surrounding geographical area for similar work, 2CFRS 200.323(b). Price. Analysis e Competitive Contracts: A price analysis determines if the lump sum price is fair and reasonable based on current market value for comparable products or services. In Aprice analysis can only be used with competitive contracts and is usually used with fixed-price contracts. It cannot be used with non-competitive contracts. Compliance with the Federal cost principles is not required for fixed-price contracts, but total costs must be reasonable in comparison to current market value for A competitive contract may be awarded on a fixed-price basis or on a cost- reimbursement basis. If awarded on a cost-rembursement basis, the Federal cost principles apply and costs are approved by expense category, and not a lump sum. general, comparable products or services. Costs or prices based on estimated costs for contracts are allowable only to the extent that costs incurred, or cost estimates included in negotiated prices would be allowable costs under the Federal cost principles. Federal awarding agency or pass-through entity review. Page 11 of16 CITY OF BARTLETT FEDERAL GRANT PROCUREMENT POLICY AND PROCEDURES The non-Federal entity must make available, upon request of the Federal awarding agency or pass-through entity, techniçal specifications on proposed procurements where the Federal awarding agency or pass-through entity believes such review is needed to ensure that the item or service specified is the one being proposed for acquisition. This review generally will take place prior to the time the specification is incorporated into a solicitation document. However, ifthe non-Federal entity desires to have the review accomplished after a solicitation has been developed, the Federal awarding agency or pass-through entity may still review the specifications, with such review usually limited to the technical aspects of the proposed The non-Federal entity must make available upon request, for the Federal awarding agency or pass-through entity pre-procurement review, procurement documents, such as requests for purchase. proposals or invitations for bids, or independent cost estimates, when: (1) The Non-Federal entity's procurement procedures or operation fails to comply with the (2) The procurement is expected to exceed the Simplified Acquisition Threshold and is to be awarded without competition or only one bid or offer is received in response to a procurement standards in this part; solicitation; (3) The procurement, which is expected to exceed the Simplified Acquisition Threshold, (4) The proposed contract is more than the Simplified Acquisition Threshold and is to be awarded to other than the apparent low bidder under a sealed bid procurement; or (5) A proposed contract modification changes the scope of a contract or increases the The non-Federal entity is exempt from the pre-procurement review in paragraph (b) ofthis section if the Federal awarding agency or pass-through entity determines that its procurement The non-Federal entity may request that its procurement system be reviewed by the Federal awarding agency or pass-through entity to determine whether its system meets these standards in order for its system to be certified. Generally, these reviews must occur where there is continuous high-dollar funding, and third-party contracts are awarded on a regular The non-Federal entity may self-certify its procurement system. Such self-certification must not limit the Federal awarding agency's right to survey the system. Underaselcertfication specifies a "brand name" product; contract amount by more than the Simplified Acquisition Threshold. systems comply with the standards of this part. basis. Page 12 of16 CITY OF BARTLETT FEDERAL GRANT PROCUREMENT POLICY AND PROCEDURES procedure, the Federal awarding agency may rely on written assurances from the non-Federal entity that it is complying with these standards. The non-Federal entity must cite specific policies, procedures, regulations, or standards as being in compliance with these requirements and have its system available for review. Bonding requirements. For construction or facility improvement contracts or subcontracts exceeding the Simplified Acquisition Threshold, the Federal awarding agency or pass-through entity may accept the bonding policy and requirements of the non-Federal entity provided that the Federal awarding agency or pass-through entity has made a determination that the Federal interest is adequately protected. Ifs such a determination has not been made, the minimum requirements must be as follows: (a) A bid guarantee from each bidder equivalent to five percent of the bid price. The "bid guarantee" must consist of a firm commitment such as al bid bond, certified check, or other negotiable instrument accompanying a bid as assurance that the bidder will, upon acceptance of the bid, execute such contractual documents as may be required within the (b) A performance bond on the part of the contractor for 100 percent of the contract price. A" "performance bond" is one executed in connection with a contract to secure fulfillment (c)A A payment bond on the part of the contractor for 100 percent of the contract price. A "payment bond" is one executed in connection with a contract to assure payment as required by law of all persons supplying labor and material in the execution of the work time specified. of all the contractor's requirements under such contract. provided for in the contract. Contract Administration The City of Bartlett maintains the following oversights to ensure that contractors perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders, 20 CFR $ 200.318(b). The program manager/director of the Federal award is responsible for monitoring contractor performance. The manager/director will compare actual performance of contract against projected performance and have the contractor explain any differences. They may also compare fees paid to date to contractor versus how far along the contractor is in performing the contractual duties. The manager/director may establish surveys of those directly benefitted by the contractor's work for feedback purposes. Page 13 of16 CITY OF BARTLETT FEDERAL GRANT PROCUREMENT POLICY AND PROCEDURES To ensure proper administration of contracts and any subgrants that may be awarded byt the City of Bartlett, the City of Bartlett uses the following guidelines to determine whether each agreement it makes for the disbursement of Federal funds is a contract, whereby funds are awarded to a contractor, or a subaward, whereby funds are awarded to a subrecipient. The substance of the relationship is more important than the form of the written agreement, 2 CFR $200.330. subawordsySubgronts Asubaward/subgront is for the purpose of carrying out a portion of a Federal award and creates a Federal assistance relationship with the subrecipient. The City of Bartlett determines who is eligible to receive what Federal assistance, and a sub ecplent/subgrontee: Has its performance measured in relation to whether objectives ofa Federal program are met Has responsibility for programmatic decision making Isresponsible for adhering to applicable Federal program requirements, and Ina accordance with the subgrant agreement, uses the Federal funds to carry out a program for a public purpose specified in authorizing statute, as opposed to providing goods or services for the City of Bartlett. Contracts Acontracti is for the purpose of obtaining goods or services for the City of Bartlett 's own use and creates a procurement relationship with the contractor. Acontractor: Provides goods and services within normal business operations Provides similar goods or services to many different purchasers Normally operates in a competitive environment Provides goods or services that are ancillary to the operation of the Federal program, and Isnot subject to compliance requirements of the Federal program as a result of the contract, though similar requirements may apply for other reasons Documentation for Contracts Page 14 of16 CITY OF BARTLETT FEDERAL GRANT PROCUREMENT POLICY AND PROCEDURES The City of Bartlett maintains the following written documentation, at a minimum, for each 1. - Acopy oft the written, signed contract/agreement for services to be performed 2. The rationale or procedure for selecting a particular contractor 3. Evidence the contract was made only to a contractor or consultant possessing the ability to perform successfully under the terms and conditions of the contract or procurement 4. Records on the services performed - date of service, purpose of service - ensuring that services are consistent and satisfactorily performed as described in the signed contract or 5. Documentation that the contractor was not paid before services were performed, and 6. Records of all payments made (such as a spreadsheet or report generated from the contract paid with Federal funds: purchase order general ledger), including the total amount paid to the contractor Payment Only After Services Are Performed For both State and Federally funded contracts, it is not permissible under Texas law to pay a contractor or consultant in advance of performing services. Advance payment to contractors is considered "lending credit" to the contractor and is prohibited under the Texas Constitution, Article 3, 55 50 and 52. For ongoing services that occur monthly, payment can be made at the end of every month (based on a proper invoice submitted by the contractor and verification of work performed) for services performed during the month, or some other similar arrangement. Consultants and contractors will not be paid without having a properly signed and dated contract or other written agreement in place which clearly defines the scope of work to be performed, the beginning and ending dates of the contract, and the agreed-upon price. The contract should Upon performance of services (at contract milestones or upon completion of services), the contractor is required to submit an invoice to the City of Bartlett that contains at a minimum the also include a description of the payment procedures. following: aclear identification of the contractor/consultant, including name and mailing address acorresponding contract (or written agreement) number, if applicable the dates (beginning and ending date) during which the services were performed (.e., ad description of the services/activities completed during the billing period thei total amount due to the contractor for the billing period billing period) Page 15 of16 CITY OF BARTLETT FEDERAL GRANT PROCUREMENT POLICY AND PROCEDURES By submittingap properly-prepared invoice, the contractor is certifying that it is true and correct. Verification of Receipt of Goods and Services Provided by Contractors Ift the purpose of the contract or purchase order is to deliver goods, the City of Bartlett will designate the appropriate staff to verify that the quantity and quality of goods were as specified int the contract/purchase order. The receiving report and procedures used in all other State/local Ifthe purpose of the contract is to purchase services, the contract manager along with the City Mayorwillverifyi that the quality and scope of services were received as specified in the contract. The City of Bartlett pays all vendors/contractors within thirty (30) days of receipt of a proper invoice and the receipt of the goods or services in accordance with the Texas Prompt Payment Act. Government Code, Chapter 2251, Subchapter A, for all contractors, and Property Code, purchases will be used for all Federal purchases. Prompt Payment to Vendors/Contractors Chapter. 28for Construction Contractors. Suspension and Debarment The City of Bartlett will ensure, prior to award, that all contractors have met all the eligibility requirements outlined in state and Federal law. The following steps will be taken to ensure contractor eligibility for all services procured. Contractors: All contractors, including professional consulting and engineering firms, must be cleared via a search of the Federal System of Award Management ('SAM') to ensure the contractor is in good standing and has not been debarred. The SAM portal can bei found here: PAmEPAPepaNsdawsara.e Subcontractors: Subrecipients must notify the selected prime contractors that it is the sole responsibility of the prime contractor to verify subcontractor eligibility based on factors such as past performance, proof of liability insurance, possession of a federal tax number, debarment, and state licensing requirements. Page 16 of16