MAYOR ALDERMEN Marion Bishop Larry Sawyer Laura Almond MAYOR PRO-TEM Les McDaniel Kara Gilliland S Kelli Tudyk ADISHED REGULAR CALLED MEETING OF THE LLANO CITY COUNCIL CITY HALL, 301 WEST MAIN STREET, LLANO, TEXAS 5:30 P.M. MONDAY, MARCH 17, 2025 AGENDA This notice is posted pursuant to the Texas Open Meetings Act. All agenda items are subject to action. The City Council reserves the right to meet in a closed session on any agenda item should the need arise and if applicable pursuant to authorization by Title 5, Chapter 551, of the Texas Government Code. A. CALL TO ORDER B. PLEDGE OF ALLEGIANCE TO U.S AND TEXAS FLAGS and INVOCATION C. PUBLIC COMMENTS CONCERNING MATTERS NOT ON THE AGENDA (Visitors shall be limited to no more than (3) three minutes to address the Council or at the discretion of the mayor) In accordance with Section 551.042 of the Texas Government Code, an inquiry made at a meeting shall be conducted as follows: (a.) If at a meeting of a governmental body, a member of the public or the governmental body inquiries about a subject for which notice has not been given as required by this subchapter, the notice provisions of this subchapter do not apply to: 1. A statement of specific information given in response to the inquiry; and 2. A recitation of existing policy in response to the inquiry; and (b.) Any deliberation of or a decision about the subject of the inquiry shall be limited to a proposal to place the subject on the agenda for a subsequent meeting. D. PRESENTATION -Llano Parks Project- Color Run E. CONSENT AGENDA ITEMS 1. Approve the Llano City Council Regular Meeting Minutes from March 3, 2025, meeting. 2. Approve a Llano County Local Historical Marker at 503 Bessemer. F. REGULAR AGENDA ITEMS 1. Discussion and possible approve Ordinance 1552, naming the drive that begins at North Highway 16 and extends around the Law Enforcement Center to Andy Taylor Drive. Kim Wagner, City Secretary 2. Discussion and possible action approving Resolution R-2025-09 regarding correspondence to TCEQ on behalf of the City ofLlano, in opposition the permit #176835 for a rock and concrete crusher facility located at 3221 FM 3509, Burnet County, Texas. Marion Bishop, Mayor 3. Discussion and possible action to approve Resolution R-2025-08 regarding the sale of surplus city assets. Josh Becker, Director of Water & Wastewater Operations 4. Discussion and possible action regarding the solicitation of Request For Proposals for Solid Waste Collection, Hauling and Disposal. Marty Mangum, City Manager 5. Discussion and possible action to approve Ordinance 1553 amending City Code ofOrdinance Chapter 98, Article IV, Division 6, Sec. 98-231 adding two stop signs on East Main. Kim Wagner, City Secretary 6. Discussion and possible action approving a budget request for the Electric Department for material expenses. Sam Christopher, Director of Electric 7. Discuss and consider Change Order #002 and #003 to the Llano Law Enforcement GST and Landon Lane GST Rehabilitation contract with Maguire Iron. Josh Becker, Director of Water/aslewater Operations 8. Discussion and possible action approving the quote from Cadence Bank at 5.03% interest over a five-year term and allow the mayor to execute the lease agreement. Cara Hewitt, Finance Director G. ADJOURNMENT Ifa during the course ofthe meeting and discussion ofa any items covered by this notice, City Council determines that a Closed or Executive session ofthe Council is required, then such closed meeting will be held as authorized by Texas Government Code, Chapter. 551, Section 551.071 consultation with counsel on legal matters; 551.072 deliberation regarding purchase, exchange, lease or value ofreal property; 551.073 - deliberation regarding a prospective gif; 551.074- - personnel matters regarding the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee; 551.076 - implementation ofsecurity personnel or devices; 551.087 - deliberation regarding economic development negotiation; Sec. 551.089 - deliberation regarding security devices or security audits; and/or other matters as authorized under the Texas Government Code. If a Closed or Executive session is held in accordance with the Texas Government Code as set out above, the City Council will reconvene in Open Session lo take action, ifnecessary, on the items addressed during the Executive Session. Although a quorum ofthe members of other Boards or Commissions may or may not be in attendance, this notice is being posted to meet the requirements of the Texas Open Meetings Act and subsequent opinions of the Texas Attorney General's Office. In compliance with the Americans with Disabilities Act, the City of Llano will provide reasonable accommodations for persons attending City Council meetings. To better serve you, requests should be received 48 hours before the meetings. Please call 325-247-4158 Ext. 107. I, Kim Wagner, City Secretary, do hereby certify that a copy ofthe March 17, 2025 Llano City Council agenda was posted on the City Hall bulletin board, a place convenient and readily accessible to the general public at all times, and to the City's website, www.CiyoLlano.com, in compliance with Chapter 551, Texas Government Code and remained posted continuously for at least seventyytwo (72) hours preceding the scheduled time of said Mecting. K Im Don 3-14-24 215p Kim Wagner, TRMC Gity Secretary Date, and Time Posted LLANO PARKS PROJECT PRESENTS - PARK BADU PARK I APRIL12 2025 I 8AM-3PM WWW.LLANOPARKSPROJECT.ORG * 5K COLOR RUN &1 MOLE FUN RUN START TIME:8 AM 5K & 8:15 AM FUN RUN AWARDS FOR TOP FINISHERS IN EACH AGE GROUP CHALKART COMPETITION START AS EARLY AS7:30 AM; JUDGING AT 2 PM AWARDS FOR1ST PLACE IN EACH CATEGORY PARK FUN FOR EVERYONEL ROCK PAINTING a OUTDOOR GAMES CHALK ART DEMO COLOR BUBBLES ROCK: SKIPPING FACE PAINTING DISC GOLF SCAVENGER HUNT ROCK: STACKING pork REGISTERFOR S % COLOR RUN & ART COMPEIITION SPONSORSHIP & MORE INFO weU a WSewVeINE and Smokehouse E - - WMoungst Coopers Old Tume WYoung St PilBar-BQue a 8 3 E 3 - WDalasst E E 9 5 WES su I - WTartantst e WTarantst START The Bael HouE Badu Pa END 3 € Hlag@reekHouse A Dr FlagCreekDr Flag Creek Llano e River Lake U LuckenbachDr @ a E e - WCaynie St WHaynie Si 3 E Gios 5 ChurchofChrs WMainst 5 D a S a a : W.Sandstonest E WLucest WLuceSt Wlucest EL MavaJaval Brewhouse WWallacestm - Goaale LPP Color Run = Color Run Route GINGJUIeIsIgUEss, r - - - WVoung St (29) W Voung St a Coopers Old; Time S PBar-B-Que à 3 a 3 6 E - ua: 8 START WTarrantst WTar END LaduPars L C REGULAR CALLED MEETING OF THE LLANO CITY COUNCIL CITY HALL, 301 WEST MAIN STREET, LLANO, TEXAS 5:30 P.M. MONDAY, MARCH 3, 2025 MINUTES Alderpersons Present: Mayor Marion Bishop, Mayor Pro-Tem Kara Gilliland, Les McDaniel, Laura Almond, Larry Sawyer, Kelli Tudyk Officers' Present: Marty Mangum, City Manager, Kim Wagner, City Secretary A. CALL TO ORDER Mayor Bishop called the meeting to order at 5:30 p.m. B. PLEDGE OF ALLEGIANCE TO U.S AND TEXAS FLAGS and INVOCATION Reverend Ralph Reitmeyer gave the invocation. C. PUBLIC COMMENTS CONCERNING MATTERS NOT ON THE AGENDA (Visitors shall be limited to no more than (3) three minutes to address the Council or at the discretion of the mayor) In accordance with Section 551.042 of the Texas Government Code, an inquiry made at a meeting shall be conducted as follows: (a.) If at a meeting of a governmental body, a member of the public or the governmental body inquiries about a subject for which notice has not been given as required by this subchapter, the notice provisions of this subchapter do not apply to: 1. A statement ofs specific 1 information given in response to the inquiry; and 2. A recitation of existing policy in response to the inquiry; and (b.) Any deliberation of or a decision about the subject of the inquiry shall be limited to a proposal to place the subject on the agenda for a subsequent meeting. D. PROCLAMATION American Red Cross E. CONSENT AGENDA ITEMS 1. Approve the Llano City Council Regular Meeting Minutes from February 18, 2025, meeting. 2. Approve closing a portion of Berry Street for "Llano Crawfish Kick Off Party & Street Dance" Thursday April 24, 2025, from 5:00pm 11:00pm. 3. Approval of the Llano Police Department' 's 2024 Racial Profiling Report and Comparative Analysis. A motion was made by Alderwoman Almond, with a second by Alderwoman Gilliland to approve consent agenda items 1 and 3 and move consent agenda item number 2 to the regular agenda item. Alli in favor, none opposed. Motion carried. F. PUBLIC HEARING 1. The Llano City Council will hold a public hearing to receive written and/or oral comments concerning a revision to the Zoning Use Chart, specifically the land uses regarding properties in the Residential (SF-1, SF-1 Overlay, SF-2, SF-3, SF-4), General Residential, Agriculture, Commercial, Office Medical, Northern Business District, Central Business District, and Industrial zoned areas. Thej public hearing opened at 5:39 p.m. and closed at 5:43 p.m. G. REGULAR AGENDA ITEMS 1. Approve closing a portion of Berry Street for "Llano Crawfish Kick Off Party & Street Dance" Thursday April 24, 2025, from 5:00pm - 11:00pm. A motion was made by Alderwoman Almond, with a second by Alderman Sawyer to approve the closing a portion of Berry Street for "Llano Crawfish Kick Off Party & Street Dance" Thursday April 24, 2025, from 5:00pm = 11:00pm. All in favor, none opposed. Motion carried. 2. Discussion and possible action to approve Ordinance 1551, a revision to the Zoning Use Chart Ordinance, specifically the land uses regarding properties in the Residential (SF-1, SF-1 Overlay, SF-2, SF-3, SF-4), General Residential, Agriculture, Commercial, Office Medical, Northern Business District, Central Business District, and Industrial zoned areas. Amy Galloway, Administrative Assistant A motion was made by Alderwoman Tudyk, with a second by Alderwoman Almond to approve Ordinance 1551,a revision to the Zoning Use Chart Ordinance. specifically the land uses regarding properties in the Residential (SF-1,SF-1 Overlay, SF-2, SF-3, SF-4), General Residential, Agriculture, Commercial, Office Medical, Northern Business District, Central Business District, and Industrial zoned areas. All in favor, none opposed. Motion carried. 3. Discussion and possible action regarding an amendment to Ordinance No. 1550 regarding the Budget for FY 2024-2025. Cara Hewitt, Finance Director A motion was made by Alderwoman Almond, with a second by Alderwoman Gilliland to approve an amendment to Ordinance No. 1550 regarding the Budget for FY 2024-2025.. All in favor none opposed. The motion carried. 4. Discussion and possible action to approve Crawfish Special Event Application and issue an event permit. Kim Wagner, City Secretary A motion was made by Alderwoman Almond, with a second by Alderman Sawyer to approve Crawfish Special Event Application and issue an event permit. All in favor, none opposed. Motion carried. 5. Discussion and possible action to approve Change Order #001 to the Llano Law Enforcement GST and Landon Lane GST Rehabilitation contract with Maquire Iron. Josh Becker, Director of Water and Wastewater Operations A motion was made by Alderwoman Almond, with a second by Alderwoman Gilliland to approve Change Order #001 to the Llano Law Enforcement GST and Landon Lane GST Rehabilitation contract with Maquire Iron. All in favor, none opposed. Motion carried. 6. Discussion and possible action to approve Resolution R-2025-08 regarding the sale of surplus city assets. Josh Becker, Director of Water & Wastewater Operations. A motion was made by Alderwoman Almond, with a second by Alderman Sawyer to approve Resolution R-2025-08 regarding the sale of surplus city assets. An amendment to the motion was made by Alderwoman Tudyk to make sure wel have good minimums on all the equipment being sold or make it say market value. Alderwoman Almond approved the amendment with a second by Alderman Sawyer. A motion was made by Alderwoman Gilliland, with a second by Alderman McDaniel to table the motion until the next meeting. All in favor, none opposed. Motion carried. 7. Discussion and possible action to Amendment #1 to a Professional Engineering Service Agreement for Surface Water Rights Reliability Analysis from Freese and Nichols and authorize the mayor to execute the documents. Josh Becker, Director of Water & Wastewater Operations A motion was made by Alderwoman Gilliland, with a second by Alderwoman Tudyk to approve Amendment #1 to a Professional Engineering Service Agreement for Surface Water Reliability Analysis from Freese and Nichols authorize the mayor to execute the documents. Alli in favor, none opposed. Motion carried. H. ADJOURNMENT The City Council Meeting adjourned at 5:58 p.m. Ifduring the course ofthe meeting and discussion ofany items covered by this notice, City Council determines that a Closed or Executive session ofthe Council is required, then such closed meeting will be held as authorized by Texas Government Code, Chapter 551, Section 551.071 - consultation with counsel on legal matters; 551.072 deliberation regarding purchase, exchange, lease or value ofreal property; 551.073 deliberation regarding a prospective gift; 551.074 personnel matters regarding the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee; 551.076 implementation ofs security personnel or devices; 551.087 - deliberation regarding economic development negotiation; Sec. 551.089. deliberation regarding security devices or security audits; and/or other matters as authorized under the Texas Government Code. If a Closed or Executive session is held in accordance with the Texas Government Code as set out above, the City Council will reconvene in Open Session to take action, if necessary, on the items addressed during the Executive Session. Although a quorum of the members of other Boards or Commissions may or may not be in attendance, this notice is being posted to meet the requirements of the Texas Open Meetings Act and subsequent opinions of the Texas Attorney General's Office. In compliance with the Americans with Disabilities Act, the City of Llano will provide reasonable accommodations for persons attending City Council meetings. To better serve you, requests should be received 48 hours before the meetings. Please call 325-247-4158 Ext. 107. I, Kim Wagner, City Secretary, do hereby certify that a copy of the March 3, 2025 Llano City Council agenda was posted on the City Hall bulletin board, a place convenient and readily accessible to the general public at all times, and to the City's website, www.Cityofllano.com, in compliance with Chapter 551, Texas Government Code and remained posted continuously for at least seventy-two (72) hours preceding the scheduled time of said Meeting. Kim Wagner, TRMC City Secretary Marion Bishop, Mayor To : Llano City Council From: Llano County Historical Commission Date: March 9, 2025 RE: Application for Local Historical Marker at 503 Bessemer Please review and approve a Local Historical Marker to be placed at 503 Bessemer, the current location of the Llano Fine Arts Gallery. The presentation of the marker is scheduled for April 22, 2025 pending the council's approval. Thank you, Virginia Walker, LCHC Chair Application form for Llano County "Local" Historical Medallion Marker Thank you for your interest in the - "Local" Historical Medallion Program. Name: Sandra Ouersrhecffr Lleno lovnhy Aw-Associèlion Applicant's Address: 2419 Coonty Road 202 City, State, Zip Code: Klane TK 78443 Phone: 3a5-2Y9-3267 Email: Soven 1945 eemall. Com Subject nominated: 5p3 Bessemer Ave Mauo Date building constructed: Ca 1902 Or Event happened: Birth/Death date of person: Is building in use today? YesorN No;ifyes, how so? yes- Aut 6elleny Preferred location and address of the local medallion: Center honr Current owner's contact information: Name and address: hlano Couat AIssN, DBA hluno Aine ANts Gill Hoallery NA Phone and email: 325-217-4639 Current Zoning: Agricultural: Business: Religious: Park: Other: Supporting documentation submitted: Yes V No Photos submitted: Yes No Public Records, such as deeds etc: Documents/Newspaper/Periodical Articles: PLEASE RETURN APPLICATION TO THE FOLLOWING: Llano County Judge, Llano County Courthouse, 801 Ford Street, Room 101, Llano, Texas 78643 Historical Use Only: For County Commissioner Use Only: Date Application Received: L gu at 13 3024 Date Application Presented to Historical Commission Local Medallion Committee: 3 3024 Approved: Date: < 13 025 Not Approved: Date: Date Application Presented to Llano County Commissioners Court: Approved: Date: Not Approved: Date: Date Application Presented to Local City Council: Approved: Date: Not Approved: Date: Date Applicant Informed of: Approva/Dsapproval: By: 29 Palker LCHC Chairperson 503 Bessemer Avenue Llano, Texas Built around 1902, Kothman's Grocery was the first occupant, followed by Hasse's "The Handy Store" until 1938, then Lange's Grocery, Donop's Grocery, Rusche Feed Store, El Cha Cho Mexican restaurant and finally' Wooten's furniture store. Vacantfor many years the building fell into serious disrepair. Llano Fine Art Guild and Gallery, Inc., which was organized in 1963, purchased the building for $9,000.00 in 1969 and began needed repairs. Slowly, with funds raised at bake sales, other assorted fund raisers and donations some repairs were made, and the ceiling was lowered. Itthen opened as the new location for Llano Fine Arts and the organization began making renovation plans and raising money for serious repairs and updating. In 2016 a parent company, Llano County Art Association was formed. When the deed was transferred, LFAG became eligible for and obtained at 501(c)3 designation, In 2023, work on the building took place with funds from grants, donations of both labor, money and much work by members. With a new floor plan, flooring, lighting, wiring, plumbing, HVAC, and a raised ceiling, the building is readyfor another hundred years. Date:3-17-25 Agenda Item: F1 CITY COUNCIL AGENDA Item/Subject: Discussion and possible approve Ordinance 1552 naming the drive that begins at North Highway 16 and extends around the Law Enforcement Center to Andy Taylor Drive. Initiating Department/Presenter: Kim Wagner, City Secretary Recommended Motion: Background/History: May 2025 marks 20 years since the tragic passing of Andy Taylor, a dedicated sheriff's deputy, firefighter, and beloved friend to many. Andy lost his life in the line of duty during a routine traffic stop. In his memory, Sheriff Cantu is requesting that the city officially name the entire drive, beginning at North Highway 16 and extending around the Law Enforcement Center, as Andy Taylor Drive in recognition of his service and sacrifice. The address for the Law Enforcement Center would then be addressed 752 Andy Taylor Drive. Andy's call number was 752. After he passed, they retired his number. Findings/Current Activity: Financial implications: X There is no financial impact associated with this item. Associated Information: Ordinance 1552 Map Agenda Item # F1 OF E 9 ORDINANCE NO. 1552 AN ORDINANCE RENAMING A PRIVATE DRIVE TO "ANDY TAYLOR DRIVE" BUT NOT ACCEPTING THE ROAD INTO THE CITY ROAD SYSTEM FOR MAINTENANCE WHEREAS, pursuant to Chapter 311 of the Texas Transportation Code the City of Llano has the authority to name and rename streets within the city limits; and WHEREAS, the City Council of the City of Llano, Texas, recognizes the need to rename a certain private drive for clarity, public safety, and community recognition; and WHEREAS, property owners along said private drive have requested the City of Llano to rename it to "Andy Taylor Drive" and have agreed to continue the maintenance of it; and NOW, THEREFORE, BE IT ORDAINED by the City Council of the City of Llano, Texas, as follows: SECTION 1: ROAD RENAMING The private drive entering the Law Enforcement Center, as shown on Exhibit "A" which is attached hereto and incorporated herein, is hereby officially renamed "Andy Taylor Drive." 3 The City of Llano shall notify all relevant agencies, including but not limited to Emergency Services, the U.S. Postal Service, and the local Planning and Zoning Department, of the name change. SECTION 2: ROAD DEDICATION AND ACCEPTANCE A. Llano County, who is the sole property owner abutting the private drive, has agreed to continue responsibility for the routine maintenance, repair, and necessary improvements of "Andy Taylor Drive"i in accordance with county road maintenance policies. SECTION 3: EFFECTIVE DATE This ordinance shall take effect upon its adoption and recording, and all conflicting ordinances or resolutions are hereby repealed. Adopted this the 17th of March, 2025. By: Marion Bishop, Mayor Attest: Kim Wagner, TMRC City Secretary 5 6 - CITY COUNCIL AGENDA 3/17/25 Agenda Item: F2 a Item/Subject: Discussion and possible action approving Resolution R-2025-09 regarding correspondence to TCEQ on behalf of the City of Llano, in opposition the permit #176835 for a rock and concrete crusher facility located at 3221 FM 3509, Burnet County, Texas. Initiating Department/Presenter: Marion Bishop/Mayor Recommended Motion: Move to approve Resolution R-2025-09. Background/History: The quarry is a rock and concrete aggregate production facility, involved in the extraction and processing of limestone and other aggregates. The permit application for 176835 was submitted in 2020 and the approval process took place during that year. However, the quarry itself may have been in operation for some time prior to the application, with the permit aimed at authorizing the expansion or continuing operation. The permit is in the appeal process. An estimated 100 to 200 trucks hauling rock from East HWY 71 on to HWY 16 headed to Burnet. This would have an impact on our roads and traffic. As well as the quality of our air supply. Findings/Current Activity: Financial Implications: Item is estimated to generate additional revenue: Associated Information: Attached information: Resolution R-2025-09 Agenda Item #F2 9 R-2025-09 RESOLUTION OF THE CITY OF LLANO REGARDING ITS OBJECTION TO THE ISSUANCE OF A TCEQ AIR QUALITY STANDARDS PERMIT FOR A ROCK AND CONCRETE CRUSHER FACILITY TO BE LOCATED AT 3221 FM 3509, BURNET COUNTY, TEXAS Whereas, The Texas Commission on Environmental Quality (TCEQ) has provided notice that an Air Quality Standards Permit application for a rock and concrete crusher facility at 3221 FM 3509 in Burnet County has been made (TCEQ permit #176835); and Whereas, such an application will comprise of a quarry operation to be located within a population area that will be negatively affected. Such areas include recreation and tourism locations, business locations, transportation and natural resource locations; and Whereas, a quarry operation negatively affects the health and safety of those in the immediate vicinity as pollutants and particles are emitted into the air, damaging air quality; and Whereas, the proposed quarry operation will utilize groundwater located in a geographic area in which groundwater is limited, especially under drought conditions currently affecting Burnet County; and Whereas, the proposed quarry operation will generate a large amount of heavy truck traffic in a general rural area, negatively affecting tourism to the business and recreation areas in the immediate vicinity, cause further air pollution as such vehicles move quarried material in the area, and deteriorate roadways; and Whereas, the proposed quarry operation truck traffic will overwhelm existing roadways in the immediate vicinity and pose a safety risk to others operating on such roadways; and Whereas, the City of Llano, City Council, wishes to express its deep concern with an approval of the applied Air Quality Standard Permit and wishes to ensure that TCEQ fully understands its opposition to this permit application. NOW THEREFORE, LET IT BE RESOLVED BY THE CITY OF LLANO, CITY COUNCIL: The City of Llano, City Council is opposed to the issuance of an Air Quality Standards Permit for a rock and concrete crusher facility proposed to be located at 23221 FM 3509 in Burnet County (TCEQ permit #176835). The City of Llano, City Council, authorizes any of its members to appear before any hearings of the TECQ, any hearings that may arise by the Texas Office of Administrative Hearings, or before other associated entities to convey its opposition to this specific permit application (TCEQ permit #176835). APPROVED on this 17 day of March, 2025. Attest: Marion Bishop Kim Wagner Mayor City Secretary CITY COUNCIL AGENDA 3/17/25 Agenda Item: F3 a 9 Item/Subject: Discussion and possible action to approve Resolution R-2025-08 regarding the sale of surplus city assets. Initiating Department/Presenter: Josh Becker, Director of Water & Wastewater Operations Recommended Motion: Motion to approve Resolution R-2025-08. Background/History: PROCEDURE FOR DISPOSALOF: SURPLUS PROPERTY All Departments must review their assets and supplies each year and determine whether any items are no longer needed. A Department must submit a list of any surplus, obsolete, or unused supplies, materials, or equipment to the Finance Department and include a description, make, model, and serial number. The Finance Department, in coordination with a Department, may transfer items between Departments based upon needs. Where equipment or durable goods are deemed to be surplus, obsolete, or unused, the Department will present the list to City Council for approval to dispose of such equipment or durable goods. (See-Tex. Loc. Gov'tCode, Ch. 51.) The Department may attempt to sell surplus, obsolete, or unused supplies, materials, or equipment in a manner that attempts to secure a fair market value price for the City or donate such items to a local nonprofit organization. Funds received from a sale of surplus items will be returned to the appropriate City fund. Staff has replaced equipment for FY2025 and found these items as surplus. Item #1- 2019 Knapheide PGTD Service Body, Item #2- 2015 Ford F550 w/ 2008 Knapheide KMT Crane Body with 84,500 miles, tem #3- Unknown Year Bobcat 225G Welder with 864 hours, Item #4 - 2003 Ford F350 Flat Bed with 90,761 miles, Item #5 - 2008 US Jetting jet trailer. indings/Current Activity: Staff spoke with Duncan Auction; a reserve can be placed on the equipment with no charge if it doesn't sell. However, Duncan stated that no city, county, or coop sells place reserves. Duncan gave staff a recommended reserve based on historical sales but noted that these were only estimates and that the market changes each auction. Estimated reserves are below. Item #1 ($500-$1,000) was damaged and replaced by insurance. Item #2 ($10,000) truck has reoccurring mechanical issues. The service bed has reached its useful life, and the entire unit was approved for replacement in the FY2025 budget. Item #3 ($2,000) was replaced with a 2008 Bobcat 225 removed from item #2. Item #4 ($7,500) is in poor condition and was approved to be replaced in the FY2025 Budget. Item #5 (no recommendation) had a catastrophic failure and was replaced with CO-2022 funds. Staff would like to use the proceeds from the auction to cover the overage on the replacement truck cost for the street department item. Staff would like to use the auction proceeds to pay down the loan for the water/wastewater department replacement truck. Financial Implications: Item is estimated to generate additional revenue Associated Information: Resolution R-2025-08 March 2025 Surplus Equipment Photos Agenda Item # F3 R-2025-08 RESOLUTION DECLARING CERTAIN PERSONAL PROPERTY SURPLUS AND AUTHORIZING THESALE OF SURPLUS PROPERTY WHEREAS, the City of Llano, Texas is a Type A General Law Texas municipality and as such is authorized to hold, purchase, lease, or convey property pursuant to Section 51.015 of the Texas Local Government Code; WHEREAS, the City of Llano ("City") is currently in possession of certain personal property that is not required for City use or required for the City's foreseeable needs; WHEREAS, the Mayor and City Council have been asked to declare the property surplus; WHEREAS, the Mayor and City Council agree that the subject property is not needed by the City and should be disposed ofin accordance with applicable state law; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LLANO, TEXAS AS FOLLOWS: 1. Surplus Property: The following property is not currently needed by the City ofLlano, Texas; is not required for the City's foreseeable needs, and possesses some usefulness for the purposes it was intended, and is hereby declared to be surplus: 1. 2019 Knapheide PGTD Service Body 2. 2015 Ford F550 w/ 2008 Knapheide KMT Crane Body 3. Unknown Year Bobcat 225G Welder 4. 2003 Ford F350 Flat Bed 5. 2008 US Jetting jet trailer 2. Sale Authorized: By approval oft this Resolution, the City Council authorizes the sale ofthe vehicle designated as surplus property in paragraph 1 above by way of an auction to insure receipt of fair market value for the surplus property and compliance with TEX. CONST. arts. II, Section 52(a) and XI Section 3. 3. Mayor Authorized: The Mayor is authorized to sign any agreements or documents necessary to place the surplus property for sale by public auction and convey title to the successful bidder. 4. Sale "AS IS": The sale of the surplus property is to be made "as is and without any warranties". Passed and approved on the 17th day of March 2025. LLANO, TEXAS Hon. Marion Bishop, Mayor Attest: Kim Wagner, TRMC, City Secretary y D RAH #1-2019 Knappeide PGTD. Service Bed Water/Wastewater. Department) #2- 2015 Ford F500 w/ 2008 Knapheide KMT Crane Body (Water/Wastewater Department) #3- unknown year Bobcat 225G Welder Water/Wastewater Department) #4- 2003 Ford F350 Flat Bed (Street Department) #5- 2008 US Jetting jet trailer Water/Wastewater Department) CITY COUNCIL AGENDA 3/17/25 Agenda Item: F4 a 59 Item/Subject: Discussion and possible action regarding the solicitation of Request For Proposals for Solid Waste Collection, Hauling and Disposal. Initiating Department/Presenter Marty Mangum, City Manager Recommended Motion: I am making the motion to advertise Request For Proposals for the collection, hauling, and disposal of municipal solid waste fort the City of Llano and its Extra Territorial Jurisdiction. Background/History: The City of Llano awarded an Exclusive Franchise Agreement for the Collection, Hauling, and Disposal of Municipal Solid Waste to Waster Connections on March 1, 2021, which will expire on February 28, 2026. It can be renewed for five more years, or we can bid out the service. It takes time for a company to obtain the dumpsters, roll-offs, and trash collection trucks, if they are awarded our business. The lead time on obtaining the equipment can be lengthy. Staff would like to ask permission to advertise and go out for bids on the service to allow time for any company that the city chooses to obtain the equipment needed to service our city. Findings/Current Activity: Financial Implications: OThere is no financial impact associated with this item. item is budgeted: In the amount of $ (amount in the budget account) JItem is not budgeted: Jltem is estimated to generate additional revenue: Associated Information: Exclusive Franchise Agreement with Waste Connections that expires on February 28, 2026 Agenda Item # F4 City of Llano, Texas Request for Proposals (RFP) Solid Waste Collection and Disposal and Recycle Services RFP#2025-1 The City of Llano, hereinafter, "City", is now accepting sealed proposals for the following project: Residential Solid Waste Collection and Disposal and Recycle Services. Proposal Due Date & Time: Sealed proposals must be received by April 21, 2025 at 2:00 p.m. Proposals received after the deadline stated herein will not be opened and shall be considered void and unacceptable. Submission Envelope: Mark the front of the envelope - RFP #2025-1 SOLID WASTE COLLECTION AND DISPOSAL AND RECYCLE SERVICES Submission Location: Submit two (2) originals properly labeled and clearly marked with the RFP number and description by personal delivery or USPS Mail to: City of Llano Attn: City Secretary 301 West Main Llano, TX78643 No submissions will be accepted by fax or email. Point of Contact: All inquiries regarding this RFP must be made in writing to Kim Wagner 3 City Secretary at waner@abvolanocon The City shall not be responsible for any verbal communication between any employee of the City and any potential firm. Only written requirements and qualifications will be considered. Deadline for Inquiries: The deadline for submission of questions is April 14, 2025 at 4:00 p.m. Reservations: The City of Llano reserves the right to reject any and all proposals, to waive irregularities in the submittal and evaluation process, and to accept the proposal deemed what in its judgement is the most advantageous to the City. Proposal Opening Sealed proposals will be opened publicly at the City of Llano City Hall on April 21, 2025, 2:00 p.m. 1 Applicant Initials 1. INTRODUCTION The City is requesting proposals from interested and qualified contractors ("Applicant") to provide the City with services for residential and commercial solid waste and recycle materials collection, transport, and disposal of municipal solid waste (including bulk waste) from within the city limits and the adjacent areas in the city ETJ as elected by the customer to a disposal and processing site identified by the Applicant (the "Project"). The City is looking to provide its property owners and residents an effective system that controls costs and allows for clean removal of solid waste and recycle materials. This is a proposal package for residential and commercial solid waste and recycle materials collection and disposal services fori the City as publicly advertised in the Llano News newspaper. All information required for preparing this Proposal is in this proposal package. It is the intent of the City to select a single Applicant to accomplish all services outlined in this RFP. Applicants are invited to submit Proposals in accordance with the requirements of this competitive sealed Request for Proposal ("RFP" or "Proposal"). Please read the entire package before submitting your Proposal. The Applicant must return this document with all additional information required for proper analysis of the Applicant's response. 1.1 Clarification and Interpretation of RFP The words "must" or "will" or "shall" in this RFP indicate mandatory requirements. Taking exception to any mandatory requirement will be grounds for rejection of the proposal. The City desires to avoid any misunderstanding where it is assumed that a feature is included in the Proposal and turns out to be an optional, extra cost feature. As such, any question answered with an indication of compliance will be considered included at no additional cost. Any service that is referred to in the body of the response will be considered included in the basic offer. 1.2 Purpose The purpose of this RFP is to provide minimum requirements, solicit Proposals and gain adequate information from which the City may evaluate the Applicant's products and services as they compare to other providers and as they pertain to the needs of the City's organization as defined in this document. 2. BACKGROUND INFORMATION 2.1 General The City of Llano is a general law municipality with a population of approximately 3511 in 2023. The city is governed by a Mayor/Council form of government. The City Council is an elected body consisting of the Mayor and five e (5) Council Members. The City Manager, Martin Mangum, is 2 Applicant Initials responsible for all functions of city government. The organization is divided into functional departments and divisions reporting to the City Manager. 2.2 Location The city encompasses approximately 4.7 square miles and is located 92 miles northwest of the Austin Bergstrom Airport. The city is in Llano County. 2.3 Service This RFP is intended to describe the services required to fulfill the City's needs, but not to describe or limit any approved technologies an Applicant may use to provide such services. Applicant represents, by submitting a Proposal, that the Applicant has the tools, expertise, technology and capacity to provide these services and the Applicant is encouraged to propose innovative and environmentally safe procedures to implement the requirements of the contract. The City will expect and demand quality service from the successful Applicant at all times. 3. SCOPE OF WORK 3.1 General The City seeks Proposals for residential and commercial solid waste materials collection, transport and disposal of municipal solid waste from within the city limits and the adjacent ETJ ( when elected by the customer). The Proposal shall include the cost of collection, transport and disposal of solid waste (including bulk waste), and all such residues or by- products of such disposal processing and treatment to properly licensed waste disposal sites and recycling facilities. 3.2 Applicant Requirements & Responsibilities The City is dedicated to providing responsive and customer-focused residential and commercial solid waste for the citizens of the City of Llano and ETJ. The City is interested in Proposals from Applicants with a strong commitment to excellent customer service, which will work well with the City management, and promote and support core values of trust, teamwork, effective communication, professionalism and quality of life. The ideal Applicant will be customer- focused, responsive, innovative, friendly and committed to offering residents quality service. The City desires an Applicant that demonstrates quality management driven by value and a strong work ethic, not necessarily the least expensive provider. 3.2.1 Specifically, Applicant must demonstrate the ability to meet the following requirements: (a) Provide an efficient and economical service of curbside collection of solid waste for all residential and commercial customers within the city limits; and the adjacent ETJ (when elected by the customer). (b) Provide "take all" curbside collection service for the collection of residential solid waste one (1) time per week; provided that such Municipal Solid Waste is placed in Roll-Outs and/ or a maximum of (3) Bags, and such Roll-Outs and/or bags are placed within five (S) feet of the curbside or right-of-way adjacent to the Single- Family Residential Unit no later than 7:00 a.m. on the scheduled collection day. 3 Applicant Initials Applicant shall provide City a copy of maps indicating the routes used in the collection of waste from all residential customers. The City has the right to reject and request modification of routes, and updates on routes of Applicant. (c) At onset of contract, Applicant will be responsible for delivering new poly carts for solid waste to each resident to replace those from current provider, if required. Proposal shall include the cost, if any, of additional poly carts for solid waste. (d) Collect and transport solid waste from all residential customers within the City and the adjacent ETJ of the City to the Applicant's designated disposal site, which must be a properly licensed waste disposal facility. (e) Costs for these services shall be included in the rates and fees form submitted as part of the RFP. (f) Agrees to assist Handicapped Residential Units with house-side collection of their Roll-Outs or bags; provided that the Service Provider receives prior written notice from the Handicapped Residential Unit of such special need. 3.2.2 Specifically, Applicant responsibilities include: (a) Leaving poly carts on the side of the street in an upright position. (b) Ensuring no loose trash is left in the streets or yards of customers (i.e., if trash falls out of the cans or the trucks during collection, the Applicant will pick up the litter). (c) Maintain a consistent route schedule (which is kept on file with the City) SO that customers can expect their garbage to be picked up at approximately the same time each scheduled day. (d) Inform the City Manager or his designee of any event (including, but not limited to: equipment failure, manpower shortage, or weather) which may delay the collection of solid waste by more than two (2) hours on any scheduled day. (e) Be responsive to customer complaints and concerns. () Treat customers with respect and with top priority. (g) If Applicant misses a pick-up, the Applicant will return to collect the waste within a twenty-four (24) hour period. (h) Provide and require professional uniforms and appearance for all personnel that drive the truck and collect the solid waste and recyclables. () Maintain positive communications with the City and customers. 3.3 Municipal, Commercial, Industrial, Institutional and Multi-Family Accounts 3.3.1 Municipal Service. (a) The Applicant shall provide, at no charge to the City, the collection, transportation, and disposal of solid waste accumulated by the City at the following City owned, operated, or other City designated sites: 4 Applicant Initials - Visitors Depot Center, City Yard, Robinson Park, Badu Park, City Hall, City Fire Station, Police Station, LanTex Theater, JLK Events Center and Arena, Grenwelge Park, Airport, Moore Recreation, Golf Course, Sewer Plant, Main Lift Station, Water Plant, Cemetery, Barney Lee, Sting, and Fire Hall Baseball fields. The Applicant will collect solid waste in 2, 3, 4 or 6 yard containers from the municipal sites at least one (1) time per week. The Applicant shall include the free provision, collection, and hauling of dumpsters and/or roll-off containers as requested by the City for special events and ongoing or special projects as follows:. City of Llano 4th of July, City of Llano Crawfish Open, Llano Earth Art Festival, Fiddle Fest, Chuck Wagon Cook-off, Trout Release Party, Llano Outdoor Sports Expo, Pumpkin Float; provided that the City gives the Service provider reasonable prior written notice of the date of the event and the number of containers that will be required. In the event that the City's containers are full and are in need of special disposal, the Applicant shall accommodate the City as soon as possible. (b) The Applicant shall provide that Bulky Item and Bundle pickup from Single Family Residential Units on the same day that Municipal Solid Waste is collected from the Single-Family Residential Units; provided that the Bulky Items or Bundles (AO are placed at the curbside no later than 7:00 a.m. on the scheduled collection day, (B) are reasonably contained and (C) do not exceed (2) cubic yards in total volume or have any individual exceeding forty (40) pounds in weight. (c) Pre-arranged Collections. The service Provider will collect Bulky Items and Bundles from Single-Family Residential Units on the same day that Municipal Solid Waste is collected from the Single-Family Residential Units, provided that the Bulky Items or Bundles (A) are placed at the curbside no later than 7 a.m. on the scheduled collection day, (B) are reasonably contained, and (C) do not exceed (40) pounds or two (2) cubic yards in total volume. White Goods containing refrigerants will not be collected by the Service Provider unless such White Goods have been certified in writing by a professional technician to have had all refrigerants removed. (d) Negotiated Collections. It is understood and agreed that the service provided under @ above does not include the collection of items in excess of seven (7) cubic yards, Bulky Items and Bundles comprised of Construction and Demolitions Waste, White Goods or any materials resulting from remodeling, general property cleanup or clearing of property for the preparation of construction (e) Provide seven (7) forty-yard Roll-offs as needed for the City's Convenience Center. For this service the Service Provider will charge an additional rate as proposed In this RFP. 3.3.2 Commercial. Industrial. Institutional and Multi-Family Collections. (a) The Applicant shall only be responsible for collecting, hauling and disposing of solid waste placed inside the containers provided by the Applicant. However, the Applicant shall be obligated to offer and provide sufficient service to commercial, industrial, institutional, and multi-family sites, and to increase or decrease, as necessary, the frequency of collection and the size or number of containers SO 5 Applicant Initials that commercial, industrial, institutional, or multi-family sites' solid waste 6 Applicant Initials - materials will be regularly contained. The Applicant shall be compensated for these additional services as provided for in the rates and fees form submitted as part of the RFP. (b) The Applicant shall pay the City a franchise fee to be determined of all commercial, industrial, institutional, and multi-family account charges not including recycling. 3.4 Storm Debris Management In the event of a major storm (flood, hurricane, tornado or other similar disaster), City may request the Applicant assist customers within the City and its ETJ with the collection and disposal of debris, allowing customers to rid their property of fallen trees, etc. without customers having to schedule. Applicant will provide this service to City customers at a per hour rate plus disposal as provided for in the RFP submitted. 7 Applicant Initials 3.5 Collection Operation 3.5.1 Hours of Operation: Applicant shall collect solid waste and recyclable materials only between the hours of 7:00 a.m. and 7:00 p.m. 3.5.2 Hours of Disposal: Applicant shall dispose of waste within the operating hour of the disposal site. 3.5.3 Routes of Collection: Collection routes shall be proposed by Applicant for approval by the City. The City shall be provided route collection maps and container locations. 3.5.4 Holidays: The following shall be approved holidays for purposes of this Contract: New Year's Day Memorial Day Independence Day Labo Day Thanksgiving Day Christmas Day Applicant shall be responsible for providing make-up collection service for all routes with collection dates that occur on the specified holidays. Holiday make-up collections shall be made the day following the holiday. 3.5.5 Personnel: The successful Applicant shall provide all personnel required to perform the scope of services. For the term of the agreement, the successful Applicant shall maintain the following: (a) A representative authorized to make decisions and act on Applicant's behalf, accessible to the City twenty-four (24) hours a day via email or a non-toll call from the City; 8 Applicant Initials - (b) Operations manager qualified to oversee the operations; (c) Personnel who normally or regularly come into direct contact with the public must have, at a minimum, a company issued identification badge which they must have on display and on their person at all times while on the job. All other forms of individual identification, such as a uniform with name badges, name tags, or identification cards are encouraged but not mandatory; (d) Personnel operating collection vehicles shall have a valid commercial driver's license appropriate to the vehicle being operated; and (e) All personnel must be properly trained in providing courteous and helpful service to customers. The City may require that any personnel that is discourteous, belligerent, profane, or in any way intimidating toward customers be barred from working in the City under this service contract. 3.5.6 Collection Equipment: The successful Applicant, at its sole cost and expense, agrees to furnish all trucks, equipment, machines, and labor which are reasonably necessary to adequately, efficiently, and properly collect and transport waste from accounts serviced by Applicant in accordance with the agreement. Due to street size variations in the City, the successful Applicant will need to provide equipment that will accommodate such public streets and alleys. Special collections shall be made using appropriate equipment. Applicant shall, if necessary, hand-clean all spillage resulting from its collection activities. 4. CONTRACT TERMS AND CONDITIONS 4.1 Term of Contract 4.1.1 The term of service shall be five (5) years beginning on a date agreed to by the City and Applicant, with up to two (2) additional renewal terms of two (2) years each. All rates/fees shall be fixed for the contract term, and for any subsequent extension terms = there will be no provision for price adjustments for any extension, as the agreement is meant to provide an option for either party to exit the contractual obligation at its discretion. 4.1.2 The successful Applicant may prohibit the City from exercising an optional renewal term by providing written notice to the City of its election to reject a renewal term on or before six (6) months preceding the scheduled date of expiration of the initial term or the then current optional renewal term of the contract. If the successful Applicant does not provide such written notice to the City on or before six (6) months preceding the scheduled date of 9 Applicant Initials expiration of the initial term or the then current optional renewal term of the contract prohibiting the City from exercising the optional renewal term, the City may upon written notice to the successful Applicant not less than ninety (90) calendar days preceding the scheduled date of expiration of the initial term or the then current optional renewal term of the contract exercise such optional renewal term by such notice. This provision in no way limits the City's right to terminate the contract at any time during the initial term or any optional renewal term thereof pursuant to the provisions in the contract. 4.2 Indemnification It is understood that any resulting contract executed will contain the following language: It is further agreed that the company (separately and collectively the "ndemnitee") shall indemnify, hold harmless, and defend the City, its officers, agents, and employees from and against any and all claims, losses, damages, causes of action, suits and liability of every kind, including all expenses of litigation, court costs, and attorney's fees, for injury to or death of any person or for damage to any property arising out of or in connection with the work done by the company under this contract. Such indemnity shall apply regardless of whether the claims, losses, damages, causes of action, suits or liability arise in whole or in part from the negligence of the City, any other party indemnified hereunder, the company, or any third party. 4.3 Release It is understood that any resulting contract executed will contain the following language: The company assumes full responsibility for the work to be performed hereunder and hereby releases, relinquishes, and discharges the City, its officers, agents, and employees from all claims, demands, and causes of action of every kind and character, including the cost of defense thereof, for any injury to or death of any person and any loss of or damage to any property that is caused by, alleged to be caused by, arising out of, or in connection with the company's work to be performed hereunder. This release shall apply regardless of whether said claims, demands, and causes of action are covered in whole or in part by insurance and regardless of whether such injury, death, loss, or damage was caused in whole or in part by insurance and regardless of whether such injury, death, loss or damage was caused in whole or in part by the negligence of the City, any other party released hereunder, the company, or any third party. 5. INSTRUCTIONS TO APPLICANTS 5.1 General This section outlines specific instructions for proposal submissions. Applicants not adhering to these instructions shall be disqualified without further consideration. To facilitate the review of the responses, Applicants shall follow the described proposal format. The intent of the proposal format requirements is to expedite review and evaluation. It is not the City's intent to constrain Applicants with regard to content, but to assure that the specific requirements set forth in this RFP are addressed in a uniform manner amenable to review and evaluation. Itis requested that proposals be limited to no more than 50 pages. excluding resumes and sample 10 Applicant Initials documents. All pages of the proposals must be numbered and the proposal must contain an organized, paginated table of contents corresponding to the sections and pages of the proposal. At the public opening, there will be no disclosure of contents to competing firms, and all proposals will be kept confidential during the negotiation process. Except for trade secrets and confidential information which the firm identifies as proprietary, all proposals will be open for public inspection after the contract award. All proposals become the property of the City of Manor. 5.2 Proiect Timeline The selection process will follow the timeline shown below. Estimated key milestone dates for the completion of the project are also included: Request for Proposals Issued: XXXXXXXXXXXXXXX Deadline for Submitting Questions: March 26, 2025 by 4:00 pm Proposal Submission Deadline: April 1, 2025 by 2:00 pm 5.3 Statement of Compliance By submission of a response to this RFP, Applicant acknowledges full compliance with required specifications and all terms and conditions as detailed in the RFP. 5.4 Cover Letter 5.4.1 Each proposal shall contain a statement that the proposal is a firm offer for a minimum of one hundred and eighty (180) calendar days from the opening date. 5.4.2 Cover Letter shall provide a summary of how Applicant proposes to perform the scope of work, and unique problems perceived by Applicant and their solutions. 5.5 TAB A-Qualifications and Experience 5.5.1 Briefly introduce your firm, providing a summary of the administration, organization and staffing of your firm, including multiple offices, if applicable. 5.5.2 Applicant must disclose the amount of time that Applicant has been performing service under its current business name. Applicants shall provide a list of communities similar to the City for which the Applicant or any affiliate has provided similar services to those for which Applicant is submitting a proposal. City reserves the right to contact such communities to inquire about performance. 5.5.3 Applicants must submit the following information regarding each community: (a) Agency Contact information including contact name, telephone and email: (b) Description of services; (c) Estimated number of Customers serviced; (d) Quantity of material collected and disposed; (e) Quantity of material collected and recycled; and (f) Dates of service. 11 Applicant Initials 5.5.4 Applicant shall disclose any contract in the past five (5) years that ended prior to the contract expiration date due to any of the following reasons: (a) Assignment of the agreement to another vendor; (b) Termination ofthe agreement; (c) Mutual agreement with the Customer to discontinue service; and/or (d) Other reason. 5.5.5 Applicants must disclose any litigation that occurred as a direct result of service agreements for similar services for which Applicant is submitting a proposal. 5.5.6 Organizational chart for key personnel; S.S.7 Key personnel resumes: At a minimum, key personnel shall include general manager, operations manager, maintenance manager and other personnel that will have regular contact with the City, City personnel and City customers. 5.5.8 Job descriptions indicating the qualifications and experience of key personnel; 5.5.9 Applicant must submit sufficient information to demonstrate financial capacity to handle a contract for the services described within this RFP. Examples of documentation that may fulfill this requirement include, but are not limited to, audited financial statements for the last three (3) years. 5.5.10 Applicant must also disclose whether they have ever filed for bankruptcy. 5.6 TAB B- Proiect Methodology 5.6.1 Applicant must provide a detailed plan of the overall approach to providing solid waste, yard trimming waste and recycle material service and collection and describe why this is the best approach for the City. The method of approach should include a copy of maps indicating the routes to be used in the collection of waste from all residential customers, the Applicant's safety plan and quality service assurance program which must be implemented by the Applicant in providing timely and complete services to customers. The City reserves the right to reject and request modification of routes and updates on routes of Applicant if the need arises. 5.6.2 Description of Collection Vehicles: Applicant shall describe collection vehicles proposed for solid waste, recycling, bulk waste, and yard trimming waste services (Note the age, weight, and condition of collection trucks and how many are from line units and how many are spares (pictures of vehicles are strongly encouraged)). 5.6.3 Description of Carts: Applicant shall describe poly carts that will be used to collect solid waste and recyclables. 5.6.4 Description of the plan to be used to assure that equipment shall be available to meet the service plan at all times. 12 Applicant Initials - 5.6.5 Descriptions of how leakage or debris from vehicles will be minimized and/or handled. 5.6.6 Discussion of how the Applicant will notify the City in case of equipment breakdown or other event that may delay the pickup of solid waste or recyclables. 5.7 TAB C-Service Yard and Facilities 5.7.1 Applicant must identify the location of the service yard they propose to use. The service yard is not required to be located in the City. 5.7.2 Applicant shall describe the disposal facility and/or recycling facility to be used to provide service to the City. For each facility, Applicant shall provide the following: (a) Name of facility; (b) Owner(s) of facility; (c) Operator of facility; (d) Location of facility; (e) Level of equipment maintained at the facility; () Proof that such facility is able and willing to accept material collected from the City; (g) Total remaining capacity of facility for the term oft the agreement; (h) Annual tonnage disposedprocessed at facility; and (1) Required local, state or national permits for the facility. 5.7.3 Proof that a facility is able and willing to accept material collected from the City; must indicate that the facility has the capacity to accept the materials from the City for the term of any contract resulting from this RFP. 5.8 TAB D-Transition Plan 5.8.1 Applicant shall describe its proposed strategies to ensure a smooth transition from the current level of service to the proposed level of service. In the transition plan, Applicant must describe the following: (a) Individual or group of individuals that will oversee the transition; (b) Proposed approach, including equipment, personnel, and schedule, for delivering containers to customers. Applicants shall also describe how the delivery of containers will be conducted in coordination with removal of existing containers. Applicants will describe the procedure for collection in the event that customers set out materials in both the existing containers and the new containers, (if applicable) for collection during the transition period; (c) Overall schedule for the transition including the timeline in which the proposed schedule will be implemented; (d) Proposed strategies for customer service and public education regarding the potential transition of service providers. 5.9 TAB E-Customer Service and Public Education 13 Applicant Initials - 5.9.1 Applicants shall provide the following customer service and public education information within their proposals: (a) Location of customer service office; (b) Hours of operation; (c) Description of customer complaint resolution procedures; and (d) Description of how the Applicant plans to meet or exceed the customer complaint resolution procedures. (e) Description of overall public education program to be provided by Applicant to customers; () Strategies to ensure proper setout of materials for collection; (g) Description of Applicant's personnel that have expertise in public education who will be available to provide technical support for public education efforts; (h) Sample public education materials that have been developed by the Applicant for use in other municipalities for similar programs or service transition. 5.10 TAB F- Rates and Fees 5.10.1 Using the rates and fees form, the proposals shall provide a breakdown of all rates, fees and potential costs (i.e., applicable hourly rates, training, travel and per diem, etc.). This is including, but not limited to, additional pick up days per week. 5.10.2 The proposal shall include a fee schedule for additional services required for successful implementation not already specifically identified in this RFP or optional services that may be of benefit to the City. 5.11 TAB G-Conflict of Interest 5.11.1 The Texas legislature added Chapter 176 to the Texas Local Government Code. Chapter 176 mandates the public disclosure of certain information concerning persons doing business or seeking to do business with the City of Llano, including affiliations and business and financial relationships such persons may have with City of Llano City officers. The form can be found at the Texas Ethics Commission website at: htips/ww.ethcssialetxusdaalomslconfice/CIOpd: 5.11.2 By doing business or seeking to do business with the City of Llano including submitting a response to this RFP, you acknowledge that you have been notified of the requirements of Chapter 176 of the Texas Local Government Code and you are representing that you are in compliance with them. 5.11.3 Any information provided by the City of Llano is for information purposes only. If you have concerns about whether Chapter 176 of the Texas Local Government Code applies to you or the manner in which you must comply, you should consult an attorney. 5.11.4 The following are the current City Council and City employees who are anticipated to either recommend or approve award of the proposal. City Council: Mayor Marion Bishop Mayor Pro-Tern Kara Gilliand 14 Applicant Initials - Councilmember Laura Almond Councimember Keli Tudyk Councimember Larry Sawyer Councilmember Les McDaniel City Staff: City Manager Marty Mangum Director of Finance Cara Hewitt City Secretary Kim Wagner 6. PROPOSED EVALUATION PROCESS 6.1 Evaluation 6.1.1 All proposals will be screened by an evaluation committee. The evaluation committee shall screen and rate all of the responses that are submitted. Evaluation ratings will be on a 100 point scale and those Applicants selected for a short list may be invited to attend an interview, at the Applicant's own expense. Any invitation for an oral presentation will be solely for the purpose of clarifying proposals received from each qualifying Applicant, and will not represent any decision on the part of the evaluation committee as to the selection of a successful Applicant. 6.2 City's Process 6.2.1 City staff shall recommend an evaluation committee which will be used to evaluate all proposals based on the following criteria: (a) Qualifications and Experience - 25 points (b) Project Methodology -10 points (c) Service Yard and Facilities -10 points (d) Transition Plan -10 points (e) Customer Service and Public Education - 20 points () Rates and Fees- 25 points 6.3 Once proposals are scored, the evaluation team will select finalists and decide whether interviews should be conducted. After interviews are performed, if needed, the evaluation team may request the finalists to submit a Best and Final Offer (BAFO). The City has, at its sole discretion, the ability to negotiate with the Applicant determined to be the highest ranked after 15 Applicant Initials - completion of the evaluations. It is the City's intent to enter into a contract with the Applicant that offers the "best value" for the desired project. 6.4 Should negotiations be unsuccessful, the City shall enter into negotiations with the next, highest ranked Applicant. The process shall continue until an agreement is reached with a qualified Applicant. 6.5 This RFP does not commit the City to pay for any direct and/or indirect costs incurred in the preparation and presentation of a Proposal. All finalist(s) shall pay their own costs incurred in preparing for, traveling to and attending interviews. 6.6 The City reserves the right to negotiate the final fee prior to recommending any Applicant for a contract. 6.7 The City reserves the right to use all pertinent information (also learned from sources other than disclosed in the RFP process) that might affect the City's judgment as to the appropriateness of an award to the best evaluated Applicant. This information may be appended to the proposal evaluation process results. 6.8 The contract award, if made, shall be made to the Applicant whose Proposal, in the City's sole discretion, furthers the City's best interests. No award shall be made until all necessary investigations have been made to determine the eligibility and responsibility of the Applicant under consideration, and the Proposal's validity. The contract award, if made, shall be made by the City Council. After the City's contract award, the City will provide to Applicant the contract documents. 7. TERMS AND CONDITIONS 7.1 MULTIPLE CONTRACTORS: The City reserves the right to make a single award or multiple awards, whichever is in the best interest of the City. 7.2 DOCUMENTATION: Applicants shall provide with the Proposal all documentation required by this RFP. Failure to provide this information may result in rejection of the Proposal. 7.3 TAX EXEMPTION: The City is not liable to Applicant for any federal, state, or local taxes for which the City is not liable by law, including state and local sales and use taxes (Section 151.309 and Title 3, Texas Tax Code) and federal excise tax (Subtitle D of the Internal Revenue Code). Accordingly, those taxes may not be added to any item. The City's Tax Exemption Certificate will be furnished by the City on request of the Applicant. 7.4 COSTS TO SUBMIT: The City of Llano not be liable for any costs incurred by any Applicant in preparation of a submittal in response to this request, in conduct of a presentation, or any other activities related to the response of this RFP. 7.5 SAFETY: The successful Applicant shall perform the work in accordance with applicable laws, codes, ordinances, and regulations of the State of Texas and the United States and other 16 Applicant Initials laws, as they apply to its employees. The successful Applicant is solely responsible for handling of hazardous materials or waste, and informing employees of any such hazardous materials or waste. The successful Applicant shall be responsible for instructing its employees regarding safe working habits and shall be responsible for compliance with all Occupational Safety and Health Administration regulations. 7.6 SUCCESSFUL APPLICANT'S UNDERSTANDING AND DUTY: The successful Applicant, its employees, subcontractors, and agents shall comply with all applicable federal and state laws, the charter and ordinances of the City of Llano Texas, and all applicable rules and regulations promulgated by all local, state, and national boards, bureaus, and agencies. The successful Applicant shall further obtain and maintain all permits and licenses required, if any, for the performance of any services required. The successful Applicant will be responsible for conducting criminal background checks and verifying employment eligibility on all custodial employees that will have access to City property in accordance with the state and federal laws. 7.7 INSURANCE REQUIREMENTS: Contractor shall maintain, at his sole cost, at all times while performing services hereunder, the insurance and bond coverage set forth below with companies satisfactory to the City with full policy limits applying, but not less than stated. A certificate evidencing the required insurance and specifically citing the indemnification provision set forth in the agreement shall be delivered to the City within fifteen (15) days that notice to proceed has been accepted by the successful Applicant. (1) Workman's Compensation Insurance: as required by laws and regulations applicable to and covering employees of the contract engaged in the performance of the work under this agreement with a limit of not less than $1,000,000.00. (2) Employer Liability Insurance: protecting Applicant against common law liability, in the absence of statutory liability, for employee bodily injury arising out of the master-servant relationship with a limit of not less than $100,000.00. (3) Comprehensive General Liability Insurance: including products/completed operation with limits of liability of not less than: Bodily Injury $1,000,000.00 per each person, $1,000,000.00 per each ocaurence12.00.0000 aggregate; Property Damage $1,000,000.00 per each occurrence. (4) Excess Liability Insurance: Comprehensive General Liability, Comprehensive Automobile Liability and coverages afforded by the policies above, with the minimum limits of $5,000,000.00 excess of specified limits. (5) Performance Bond and Payment Bond: furnished as guaranty of the faithful performance of the work and for the protection of the claimants for labor and material, each in the full amount of the contract price, executed by a surety company or surety companies authorized to execute surety bonds under and in accordance with the laws of the State of Texas. 17 Applicant Initials 7.8 ADDENDA: Any interpretations, corrections or changes to this Request for Proposal and specifications will be made by addenda at any time before the RFP deadline. Sole issuing authority of addenda shall be vested in the City of Llano. Any changes to specifications will be made in writing and posted on the City's website at: www.cilvollano.com. Applicants shall acknowledge receipt of all addenda. 7.9 LATE PROPOSALS: Proposals received by the City after the submission deadline will be considered void and unacceptable. City of Llano is not responsible for lateness or non-delivery of mail, carrier, etc. The date/time stamp at the Receptionist's desk at City of Llano, City Hall shall be the official time of receipt. 7.10 ALTERING PROPOSALS: Proposals cannot be altered or amended after submission deadline. Any alterations or erasures made before opening time and must be initialed by the signer of the proposal, guaranteeing authenticity. 7.11 AWARD: The City has the right to award a contract upon the conditions, terms and specifications contained in a proposal submitted to the City for a period of up to ninety (90) days following the date specified for the opening of proposals. Because the City is a governmental entity that must follow State and Federal laws and has an obligation to protect its taxpayers, the City requires that certain terms be included in the contract that result from this solicitation. Your response to this solicitation is an offer to contract with the City based on the terms, conditions, and specifications contained in this solicitation. If any of the mandatory contract terms are unacceptable to you, please do not respond to this solicitation. 7.12 CONFLICTING PROVISIONS: The contract consists only of the City prepared contract and any additional City or Applicant contract documents incorporated by reference as a part of the contract. If a conflict or inconsistency exists between the City prepared contract and a document incorporated by reference, the City prepared contract controls. If a conflict or inconsistency exists between an additional contract document incorporated by reference, the City's additional contract document takes precedence over the Applicant's additional contract document. 7.13 PAYMENT PROVISIONS: The City's payments under the contract, including the time of payment and the payment of interest on overdue amounts, are subject to Chapter 2251, Texas Government Code. 7.14 LIABILITY AND INDEMNITY: Any provision of the contract is void and unenforceable if it: (1) limits or releases either party from liability that would exist by law in the absence of the provision; (2) creates liability for either party that would not exist by law in the absence of the provision; or (3) waives or limits either party's rights, defenses, remedies, or immunities that would exist by law in the absence of the provision. (Section 5, Article XI, Texas Constitution). 18 Applicant Initials 7.15 CONFIDENTIALITY: Any provision in the contract that attempts to prevent the City's disclosure of information subject to public disclosure under federal or Texas law or regulation, or court or administrative decision or ruling, is invalid. (Chapter 552, Texas Government Code). 7.16 CONTRACTUAL LIMITATIONS PERIOD: Any provision ofthe contract that establishes a limitations period that does not run against the City by law or that is shorter than two (2) years is void. (Sections 16.061and 16.070, Texas Civil Practice and Remedies Code). 7.17 GOVERNING LAW AND VENUE: Texas law governs this contract and any lawsuit on this contract must be filed in a court that has jurisdiction in Llano County, Texas. 7.18 CONFLICT OF INTEREST: No public official shall have interest in this contract except in accordance with Vernon's Texas Codes Annotated, Local Government Code Title 5, Subtitle C, Chapter 171. 7.19 ETHICS: The Applicant shall not offer or accept gifts or anything of value or enter any business arrangement with any employee, official or agent of City of Llano. More than one proposal on any one contract from an Applicant or individual under different names shall be grounds for rejection of all proposals in which the Applicant or individual has an interest. One or all proposals will be rejected if there is any reason to believe that collusion exists between Applicants. Applicants must make every effort to comply with Chapter 176 of the Texas Local Government Code. Chapter 176 mandates the public disclosure of certain information concerning persons doing business or seeking to do business with the City of Llano, including affiliations and business and financial relationships such persons may have with City of Llano officers. By doing business or seeking to do business with the City of Llano, including submitting a response to this Request for Proposals, you acknowledge that you have been notified of the requirements of Chapter 176 of the Texas Local Government Code and you are representing that you are in compliance with them. 7.20 PURCHASE ORDER: City of Llano may generate a purchase order to the successful Ap_plicant. The purchase order number must appear on all invoices, packing lists and all related correspondence. City of Llano will not be responsible for any orders placed and/or delivered without a valid purchase order number. 7.21 DELIVERY: Any delivery and freight charges (FOB City of Llano designated location) are to be included in the proposal price. 7.22 INVOICES: submitted for payment shall be addressed to: City of Llano, Accounts Payable, 301 West Main, Llano, TX 78643, and shall reference the City of Llano approved purchase order number. Periodic payments will be made within thirty (30) days of invoice date or satisfactory delivery of the product or service, whichever is later, provided that all other requirements as detailed in the contract have been fulfilled. 19 Applicant Initials - 7.23 WARRANTY: The successful Applicant shall warrant that all items or services shall conform to the proposed specifications and all warranties as stated in the Uniform Commercial Code and be free from all defects in material, workmanship and title. 7.24 PATENISCOPYRIGHIS The successful Applicant agrees to protect City of Llano from claims involving infringements of patents and/or copyrights. 7.25 TERMINATION OF CONTRACT: The City of Llano reserves the right to terminate the contract immediately in the event the successful Applicant: 1. Fails to complete project in a timely manner agreed upon by both parties; 2. Otherwise fails to perform in accordance with this contract; or 3. Becomes insolvent and/or files for protection under bankruptcy laws. Such termination is in addition to and not in lieu of any other remedies that City of Llano may have in law or equity. Applicant, in submitting this proposal, agrees that City of Llano shall not be liable to prosecution for damages in the event that the City declares the Applicant in default. 7.26 TERMINATION FOR CONVENIENCE: The contract may be terminated, without penalty, by either party by providing thirty (30) days' written notice to the other party. 7.27 NOTICE: Any notice provided by this RFP or required by law to be given to the successful Applicant by City of Manor shall be deemed to have been given and received on the next business day after such written notice has been deposited in the U. S. mail in Llano, Texas, by Registered or Certified Mail with sufficient postage affixed thereto, addressed to the successful Applicant at the address SO provided; provided this shall not prevent the giving of actual notice in any other manner. 7.28 ASSIGNMENT: The successful Applicant shall not sell, assign, transfer or convey this contract, in whole or in part, without the prior written consent of City of Llano. 7.29 INTERLOCAL AGREEMENT: Chapter 791, Texas Government Code and Chapter 271, Subchapter F, Texas Local Government Code, authorizes cities to enter into Interlocal purchasing agreements to take advantage of potential cost savings resulting from cooperative purchasing efforts. Successful contractor(s) agree(s) to extend prices and terms to all entities, who have entered into or will enter into joint Purchasing Interlocal Cooperation Agreements with the City of Llano. 7.30 CONTINGENCIES: Before submitting their proposal, Applicants should make a careful examination of the scope of work and of the difficulties involved in its proper execution. Applicants should include in their proposal all costs they deem proper and sufficient to cover all contingencies essential to the installation of the proposed system, notwithstanding that every item or contingency is not specifically mentioned herein. 7.31 CERTIFICATE OF INTERESTED PARTIES: Applies to all contracts that must be approved by the City Council. In accordance with House Bill 1295, for certain contracts entered into on or 20 Applicant Initials after January 1, 2016, the successful Applicant must submit a Certificate of Interested Parties (Form 1295) at the time the signed contract is submitted to the City and/or before the City can pay any related invoice. This applies to any contract of any amount that must be approved by the City Council. Form 1295 must be filed electronically with the Texas Ethics Commission using the online filing application located at: https-lwww.ethics. state. tx. us/Filel. 7.32 NAME USE: No Applicant advertising, sales promotion or other publicity materials may mention information obtained from this Proposal, or imply the name of the City of Llano, without prior express written permission. 8. POST-AWARD CONFERENCE 8.1 A post-award conference will be scheduled as soon as practical after the award of the contract. The Applicant shall attend the conference by sending the prospective job superintendent and/or manager. A proposed implementation schedule shall be submitted to the City Manager or his/her designee in a form satisfactory to the City Manager or designee. Upon review of the documentation identified as required during that conference and when City decides, a notice to proceed will be issued by the City Manager or his/her designee ("Notice to Proceed"). 9. NOTICE TO PROCEED 9.1 No interruption of existing service is permissible. Service transition must be coordinated and executed on the starting date set forth in the Notice to Proceed. The City intends to issue the Notice to Proceed within sixty (60) days after the award of the contract, however such period of time is not binding. Failure to issue the Notice to Proceed shall not constitute a breach of the contract. This time period supersedes any other time period discussed or disseminated prior to RFP. 10. APPLICANT CERTIFICATION 10.1 By the submission of the Proposal, the Applicant certifies that the Proposal is genuine and is not made in the interest of or on behalf of any undisclosed person, firm, or corporation; that the Applicant has not directly or indirectly induced or solicited any other Applicant to put in a false or sham Proposal; that the Applicant has not solicited or induced any person or corporation to refrain from proposing; and the Applicant has not sought by collusion or otherwise to obtain any advantage over any other Applicant or over the City. 11. ATTACHMENTS 11.1 The following documents are attached to and made a condition of this Proposal. 1. Complete and Initialed Copy of RFP 2. Bonds and/or Insurance Certificates 3. Conflict of Interest Questionnaire (CIQ) 4. Rates and Fees Form 21 Applicant Initials Respectfully submitted, Printed Name: Title: CoporatonParnersnP, 1f Corporation, State of Incorporation: fCorporation, Secretary Attest: (printed & signature) License or Registration Number: Tax IDI Number: Doing Business As: Business Address: Phone Number: Date: If Joint Venture, Printed Name: Title: Corporation/Part nership: fCorporation, State of Incorporation: fCorporation, Secretary Attest: (printed & signature) License or Registration Number: Tax ID Number: Doing Business As: Business Address: Phone Number: Date:. Provide names of authorized representative(s) of the Applicant who has/have legal authority to bind the Applicant into contractual obligations: (a) (b) (c) Subcontractor(s) List of all firms participating in this proposal Name Address Area of Responsibility (a) (b). (c) (d). 22 Applicant Initials RATES AND FEES FORM RFP # 2019-33 The Proposal amount is for a base proposal. It is the intent of the Proposal to determine the lowest possible cost without regard to potential franchise fees and/or administrative billing fees. All franchise fees and/or administrative billing fees will be determined by the City and added to the base proposal provided by Applicant. One rate will then be established for the Customer which includes the base proposal, franchise fee and/or administrative billing fee. The undersigned having carefully read and considered the terms and conditions of the contract documents for solid waste collection and disposal for the City of Llano, Texas, does hereby offer to perform such services on behalf of the City, of the type and quality and in the manner described, and subject to and in accordance with the terms and conditions set forth in the contract documents at the rates hereinafter set forth: Residential Solid Waste and Recycling Collection Rate (90- 95 gallon poly cart for solid waste and poly cart for recycle materials) $ Additional solid waste poly cart $ Additional recycling poly cart $ For the solid waste services provided to Commercial, Industrial, Institutional, and Multi-Family sites the Applicant shall charge per month for each container utilized the following rates: Container Size Collections Per Week Monthly Rate 1 yard One $ 2 yards One $ 2 yards Two $ 3 yards One $ 3 yards TWO $ 4 yards One $ 4 yards Two $ 6 yards One $ 6 yards TWO $ 8 yards One $ 8 yards TWO $ 10 yards One $ 10 yards TWO For the recycle material services provided to Commercial, Industrial, Institutional, and Multi- Family sites the Applicant shall charge per month for each container utilized the following rates: Container Size Collections Per Week Monthly Rate 1 yard One $ 2 yards One $ 2 yards TwO $ 3 yards One $ 23 Applicant Initials 3 yards Two $ 4 yards One $ 4 yards Two $ 6 yards One $ 6y yards Two $ 8 yards One $ 8 yards TWO $ 10 yards One $ 10 yards TWO $ For any collection that the Applicant is required to make in excess of the above weekly figures, the Applicant shall charge an additional $ per month per solid waste container and an additional $ per month per recycle materials container. The foregoing rates apply to all Commercial, Industrial, Institutional, and Multi-Family sites that are located within the city limits of Llano, Texas and the adjacent Extraterritorial Jurrisdiction (ETJ). Subject to adjustment by the Applicant in its sole discretion, for the services provided the Applicant shall charge for each roll-off utilized for Commercial, Industrial, Institutional, and Multi-Family sites the following fees: Delivery Fee $ Rental Fee $ per day Haul Fee - 20 yard $ Haul Fee - 30 yard $ Haul Fee - 40 yard $ Disposal Fee $ per ton EXTRA ROLL OFF CONTAINERS: 20 Cubic Yard Per Haul $ 30 Cubic Yard Per Haul $ 40 Cubic Yard Per Haul $ Delivery and Exchange $ Daily Container Rental $ Additional Rates or Fees not covered above: $ $ $ $ Include fee schedule for additional services required for successful implementation not already specifically identified in the RFP or optional services that may be of benefit to the City. 24 Applicant Initials - FIRM NAME: ADDRESS: TELEPHONE: ZIP AUTHORIZED SIGNATURE PLEASE PRINT OR TYPE AUTHORIZED SIGNATURE TITLE DATE 25 Applicant Initials - CITY COUNCIL AGENDA 3/17/25 Agenda Item: F5 a 59 Item/Subject: Discussion and Possible action to approve Ordinance 1553 amending City Code of Ordinance Chapter 98, Article IV, Division 6, Sec. 98-231 adding two stop signs on East Main. Initiating Department/Presenter: Kim Wagner, City Secretary Recommended Motion: Background/History: Currently there are two traffic control devices on Oatman at the intersection of East Main and Oatman. By adding these two (2) stop signs we hope to prevent traffic accidents from occurring. With one (1) sign to stop the Westbound traffic on East Main Street. and one (1) will stop the Eastbound traffic on East Main Street. Findings/Current Activity: The Council has not reviewed this action before; however, photographs of the intersection are included for your review. Financial Implications: OThere is no financial impact associated with this item. Item is budgeted: In the amount of $ (amount in the budget account) Item is not budgeted: item is estimated to generate additional revenue: Associated Information: Ordinance 1553 See attached photographs. Agenda Item # F5 F ORDINANCE NO. 1553 AN ORDINANCE OF THE CITY OF LLANO, TEXAS, AMENDING THE CODE OF ORDINANCES, SECTION 98-231 OF THE LLANO MUNICIPAL CODE, BY ADDING 118, AUTHORIZING STOP SIGN TRAFFIC CONTROLS AT CERTAIN INTERSECTIONS IN THE CITY, PLACING STOP SIGNS ATTHE INTERSECTION OF THE EAST MAIN AND OATMAN STREET; AND PROVIDING PENALTIES FOR VIOLATION OF THIS ORDINANCE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF LLANO, TEXAS, THAT: SECTION 1: All traffic control signs installed or used for the purpose of directing and controlling traffic within the corporate limits of the City of] Llano shall conform to the requirements for such signs as described in the Texas Manual on Uniform Traffic Control Devices for Street; and Highways, Volume I and II, and Article 7601d, Vernon's Civil Statutes for the State of Texas. SECTION 2: Whereas currently, 2 stop signs exist at the intersection of East Main Street and Oatman Street; two (2) stop signs to the intersection of East Main Street. and Oatman Street, with one (1) sign to stop the Westbound traffic on East Main Street. and one (1) will stop the Eastbound traffic on East Main Street. SECTION 3: It shall be unlawful for the driver of any vehicle, motor or otherwise, to disobey the instruction of the stop signs placed in accordance with this ordinance unless otherwise directed by a law enforcement officer. SECTION 4: Any person who is convicted of violating the terms and provisions of this ordinance shall be deemed guilty of a misdemeanor and shall be subject to a fine of not more than five hundred dollars ($500.00). SECTION 5: All ordinances or parts of ordinances in conflict with this ordinance are hereby repealed. If any ordinance is found to be invalid by a court of competent jurisdiction, it shall not affect the validity and application of the remaining provisions thereof. PASSED AND APPROVED on this the 17th day ofl March 2025. Hon. Marion Bishop, Mayor City of Llano, Texas ATTEST: Kim Wagner, TRMC, City Secretary City of] Llano, Texas E mn CITY COUNCIL AGENDA 3/17/25 Agenda Item: F6 a 9 Item/Subject: Discussion and possible action approving a budget request for the Electric Department for material expenses. Department/Presenter: Sam Christopher, Director of Electric Recommended Motion: Motion to approve. Background/History: Council approved $100,000 in the budget for engineering and material for the North Side Feeder upgrade. The electric department requests the $100,000 move back into the 310 utilities account for meters and material purchases for current projects. Findings/Current Activity: Financial Implications: Item is budgeted: approved in the FY 2024/2025 Budget Associated Information: Agenda Item # F6 CITY COUNCIL AGENDA 3/17/25 Agenda Item: F7 a 9 Item/Subject: Discuss and consider Change Order #002 and #003 to the Llano Law Enforcement GST and Landon Lane GST Rehabilitation contract with Maguire Iron. Initiating Department/Presenter: Josh Becker, Director of Water and Wastewater Operations Recommended Motion: Motion to approve and authorize the mayor to execute. Background/History: On January 6, 2025, the city council awarded a contract to Maquire Iron for repainting the Landon Lane and Law Enforcement Center ground storage tanks. Findings/Current Activity: Maguire's original contract did not account for relocating the bypass pump system from Landon Lane to the Law Enforcement Center. Change order #002 will extend the original contract by 10 days to allow for the relocation, set up, and testing of the by-pass pump system and water tank draining. While sandblasting the interior roof of the Landon Lane Water Tower, it was discovered that the roof rafters and angle iron kickers are in poor condition, and there are some small rust holes in the roof. This tower was installed in 1983. Change order #003 is for the needed repairs for $243,500 and will require a 45-day contract extension. This will put the Landon Lane rehab contract price at $666,500. The original total contract for both tanks is $593,500 and will go to $849,000. With these additional change orders, this project is estimated to be within budget. Financial implications: Oitem is budgeted: 20-51999-621 In the amount of $ $1,250,000 Associated Information: Landon Landen Roof Pictures Change Order #002 Change Order #003 Agenda Item # F7 EJCDCE ENGINEERS JOINT CONTRACT DOCUMENTS COMMITTEE Change Order No. 002 Date of Issuance: February 24, 2025 Effective Date: February 24, 2025 Owner: City of Llano Owner's Contract No.: Contractor: Maguire Iron Contractor's Project No.: Engineer: Steger Bizzell Engineer's Project No.: 22963 Project: Llano Law Enforcement GST and Landon Lane Contract Name: GST Rehabilitation The Contract is modified as follows upon execution of this Change Order: Description: Additional time to move bypass pumping equipment and drain LEC GST before interior work can begin. Attachments: Maguire Iron request for Change Order #2. CHANGE IN CONTRACT PRICE CHANGE IN CONTRACT TIMES [note changes in Milestones if applicable] Original Contract Price: Original Contract Times: Substantial Completion: 60 days $593,500.00 Ready for Final Payment: 90 days [Increase] from previously approved Change [Increase] [Decrease] from previously approved Change Orders No., 001 to No. 001: Orders No. 001 to No. 001 : Substantial Completion: 10 days $ Ready for Final Payment: Odays Contract Price prior to this Change Order: Contract Times prior to this Change Order: Substantial Completion: 70 days $ 605,500.00 Ready for Final Payment: 100 days [Increase] [Decrease] of this Change Order: [Increase] of this Change Order: Substantial Completion: 50 days $ N/A Ready for Final Payment: 0 days Contract Price incorporating this Change Order: Contract Times with all approved Change Orders: Substantial Completion: 120 days $605,500.00 Ready for Final Payment: 150 days RECOMMENDED: ACCEPTED: ACCEPTED: By: MM By: By: b Engineer (if required) Owner (Authorized Signature) Contractor (Authorized Signature) Title: Project Manager Title Title PM Date: 2025-02-24 Date Date 3/12/25 EJCDC' C-941, Change Order. Prepared and published 2013 by the Engineers. Joint Contract Documents Committee. Page 1 of2 EJCDCE ENGINEERS JOINT CONTRACT DOCUMENTS COMMITTEE This page left intentionally blank. EJCDC* C-941, Change Order. Prepared and published 2013 by the Engineers Joint Contract Documents Committee. Page 2 of2 9 MAGUIRE CHANGE ORDER PROJECT: CHANGE ORDER: #2 Llano, TX 300 MG Law Enforcement GST TO: Steger Bizzell Samuel H. Davis PE You are directed to make the following changes: Substantial completion to be set at 50 days after tank is drained Not valid until signed by Engineer. Signature of the Engineer indicates his agreement herewith, including any adjustment in the Contract Sum or Contract Time. Substantial completion date set at 50 days after draining is complete: $0 Total amount for change order #2: $0 AUTHORIZED: Engineer: CONTRACTOR: Steger Bizzell Maguire Iron, Inc. 1978 S. Austin Ave. P.O. Box 1446 Georgetown, TX 78626 2001 E. Robur Dr. Sioux Falls, SD 57104 By: By: Title: Title: Date: Date: (605) 334-9749 MaguireWater.com: 1610N. Minnesota Ave. Sioux Falls. SD 57104 EJCDCE ENGINEERS JOINT CONTRACT DOCUMENTS COMMITTEE Change Order No. 003 Date of Issuance: March 12, 2025 Effective Date: March 12, 2025 Owner: City of Llano Owner's Contract No.: Contractor: Maguire Iron Contractor's Project No.: Engineer: Steger Bizzell Engineer's Project No.: 22963 Project: Llano Law Enforcement GST and Landon Lane Contract Name: GST Rehabilitation The Contract is modified as follows upon execution of this Change Order: Description: It was discovered that the Landon Lane GST roof rafters are structurally unsound and need to be replaced. Attachments: Maguire Iron request for Change Order #3. CHANGE IN CONTRACT PRICE CHANGE IN CONTRACT TIMES [note changes in Milestones if applicable] Original Contract Price: Original Contract Times: Substantial Completion: 60 days $ 593,500.00 Ready for Final Payment: 90 days [Increase] from previously approved Change [Increase] from previously approved Change Orders No. 001 to No. 002: . Orders No. 001 to No. 002 Substantial Completion: 60 $12,000.00 Ready for Final Payment: 0 Contract Price prior to this Change Order: Contract Times prior to this Change Order: Substantial Completion: 120 days $605,500.00 Ready for Final Payment: 150 days [Increase] of this Change Order: [Increase] oft this Change Order: Substantial Completion: 45 days $243,500.00 Ready for Final Payment: Odays Contract Price ncorporating this Change Order: Contract Times with all approved Change Orders: Substantial Completion: 165 days $849,000.00 Ready for Final Payment: 195 days RECOMMENDED: ACCEPTED: ACCEPTED: By: MA By: By: hd Engineer (if required) Owner (Authorized Signature) Contractor (Authorized Signature) Title: Project Manager Title Title PA Date: 2025-03-12 Date Date 5/12/25 EJCDC" C-941, Change Order. Prepared and published 2013 by the Engineers Joint Contract Documents Committee. Page 1 of 2 € Y 8 5 ( 22 68 8 N $ e S a e e E 7 6 6 E * * 6 8 3 e 8 8 8 & o 2 * 0 68 , 83 a 2 2 € S - H & 1 f 1 EJCDCE ENGINEERS JOINT CONTRACT DOCUMENTS COMMITTEE This page left intentionally blank. EJCDC* C-941, Change Order. Prepared and published. 2013 by the Engineers. Joint Contract Documents Committee. Page 2 of2 CITY COUNCIL AGENDA 3/17/25 Agenda Item: F8 a 9 Item/Subject: Discussion and possible action approving the quote from Cadence Bank at 5.03% interest over a five-year term and allow the mayor to execute the lease agreement. Initiating Department/Presenter: Cara Hewitt, Finance Director Recommended Motion: Move to approve the quote from Cadence Bank at 5.03% interest over a five- year term and allow the mayor to execute the lease agreement. Background/History: The City Council approved the purchase of a new service truck with lift for the water/wastewater department on a 5-year lease with the first payment due FY26 during the FY25 budget workshops. Findings/Current Activity: Three bids were submitted for leasing the service truck: Government Capital - 4.95% interest, Payments of $43,294.28 ($216,471.40 total) per year, 5 annual payments - 1.5% closing cost Cadence Bank 5.03% interest, Payments of $42,887.90 ($214,439.50 total) per year, 5 annual payments Llano National Bank 5.75% interest, 5 annual payments Financial Implications: OThere is no financial impact associated with this item. Item is budgeted: In the amount of Jitem is not budgeted: JItem is estimated to generate additional revenue: Associated Information: Quote from Cadence Bank Quote from Government Capital Finance Email quote from Llano National Bank Agenda Item # F8 CADENCE CADENCE EQUIPMENT FINANCE 3/12/2025 City of Llano, TX ancedindorecolyolsrocom It is a pleasure to submit for your consideration the following proposal to provide lease-purchase financing based on the terms and conditions set forth below: 1. Lessor: Cadence Equipment Finance, a division of Cadence Bank 2. Lessee: City of Llano, TX 3. Equipment Description: One (1) New International CV515 with Service Body and Crane 4. Equipment Cost: $184,927.00 5. Lease Term: 5 Years 6. Lease Payments: (These are approximate payment amounts. The actual payment will be determined at funding date.) Pay off at any time with no penalty 5 annual payments of $42,887.90 arrears 7. Lease Rate: 5.03% 8. Funding Date: This proposal is contingent upon the equipment being delivered and the lease funded prior to the prime rate increasing above 7.50%. Any extension of the funding or delivery date must be in writing. 9. Purchase Option: Title is passed to Lessee at lease expiration for no further consideration. 10. Non-appropriation/Termination: The lease provides that Lessee is to make reasonable efforts to obtain funds to satisfy the obligation in each fiscal year. However, the lease may be terminated without penalty in the event of non-appropriation. In such event, the Lessee agrees to provide an attorney's opinion confirming the events of non-appropriation and Lessee's exercise of diligence to obtain funds. 11. Bank Qualification: This lease-purchase financing shall be designated as a bank qualified tax- exempt transaction as per the 1986 Federal Tax Bill. This means that the Lessee's governing body will pass a resolution stating that it does not anticipate issuing more than $10 million in General Obligation debt or other debt falling under the Tax Bill's definition of qualifying debt during the calendar year that the lease is funded. 12. Tax Status: This proposal is subject to the Lessee being qualified as a governmental entity or "political subdivision" within the meaning of Section 103(a) of the Internal Revenue Code of 1954 as amended, within the meaning of said Section. Lessee agrees to cooperate with Lessor in providing evidence as deemed necessary or desirable by Lessor to substantiate such tax status. 13. Net Lease: This will be a net lease transaction whereby maintenance, insurance, taxes (if applicable), compliance with laws and similar expenses shall be borne by Lessee. 14. Financial Statements: Complete and current financial statements must be submitted to Lessor for review and approval of Lessee creditworthiness 15. Lease Documentation: This equipment lease-purchase package is subject to the mutual acceptance of lease-purchase documentation within a reasonable time period, otherwise payments will be subject to market change. If the foregoing is acceptable, please SO indicate by signing this letter in the space provided below and returning it to Cadence Equipment Finance. The proposal is subject to approval by Cadence Equipment Finance's Credit Committee and to mutually acceptable terms, conditions and documentation. Acceptance of this proposal expires as the close of business on 4/12/2025. Extensions must be approved by the undersigned. Any concerns or questions should be directed to Jonathan King at 228-223-4642 or Jonathan.king@cadencebank.com. Jonathan3ing Municipal Territory Manager ACKNOWLELEDGMENT AND ACCEPTANCE By: Title Date: GOVERNMENT CAPITAL CORPORATION Financing Proposal Prepared For r LLA 4 0 E - CAIERD City of Llano March 12, 2025 Submitted By Government Capital Corporation 345 Miron Drive Southlake, Texas 76092 Matt Sulivan Municipal Finance Specialist Client Services Main: 817-421-5400 GOVERNMENT CAPITAL CORPORATION Table of Contents Corporate Overview 3 Representative Experience 3 Partial Listing of'Texas City Clients 4 Proposal Summary 5 Resolution GOVERNMENT CAPITAL CORPORATION Corporate Overview Government Capital Corporation (GCC) was founded in 1992 with the primary purpose of providing tax-exempt financing solutions for state and local government entities including cities, schools, counties, and special districts. Since our inception, GCC and its affiliates have provided financing solutions exceeding $6 billion for many different types of projects. These financings have provided funding for a wide variety of municipal needs including vehicles, technology, facilities, and heavy-duty equipment. Although we serve clients in all 50 states, one ofour primary areas offocus is assisting Texas cities with acquiring essential personal property and equipment. Our team possesses extensive experience assisting local Texas governments in creating, evaluating and implementing financing structures ofevery type authorized by state borrowing authorities. Since our inception, we've been honored to provide financing solutions for over 560 Texas cities, representing over 45 percent of the cities in the state. In many cases, we have helped our clients adapt to and comply with regulatory changes as well as enable them to execute financings more rapidly, efficiently, and economically. Representative Experience City of Mathis - Government Capital's longest client relationship is with the City of Mathis, Texas. From the firm's very first funding in January of 1993 to thej present day, GCC has provided the City of Mathis with millions of dollars in financing. Projects have included public works, public safety, capital equipment, energy efficiency, and technology improvements as well as various economic development projects. City of San Saba - For over 20 years, Government Capital has assisted the City of San Saba with providing tailored financing solutions for more than 55 projects. With GCC's support, the city has financed a wide variety of vehicles, equipment, infrastructure improvements, and real estate acquisitions. The city's Economic Development Corporation has also partnered with Government Capital to fund playground and water park projects. City of Van Horn - Since 2002, GCC has partnered with the City of Van Horn to create various financing solutions that fit the needs of the city. Projects have included numerous vehicle and equipment acquisitions as well as utility improvement projects. City of Corrigan - Government Capital's S relationship with the City ofCorrigan began in 2006 and has included funding a variety of acquisitions for police vehicles, technology, and public safety equipment. Most recently, the city financed a water meter replacement project to install radio-read meters to recapture water loss. City of Hillsboro = Since 2010, the City of] Hillsboro and Government Capital have completed numerous projects and acquisitions together. These projects have included public safety vehicle acquisitions, HVAC upgrades, capital equipment procurement, and utility meter updates. Most recently, the city financed hardware and software technology upgrades for thej police department. City of Post - Government Capital has partnered with the City of Post since 2020 to fund projects from heavy equipment acquisitions to water meter replacements. Additionally, GCC has provided multiple refinancings designed to reduce interest costs, allowing the city to reallocate critical funds. City ofLa Feria - Since 2005, Government Capital has provided financing solutions to the City ofLa Feria. Funded projects have included acquiring public safety vehicles and public works equipment. Most recently, GCC funded a city-wide utility meter replacement project. GOVERNMENT CAPITAL CORPORATION Partial Listing ofTexas City Clients BRADY 50 03 THECITYOF TROUP TEXAS TEKAS - 0 - Slephenale TEXAS City of Brady City of Stephenville City of Troup City of Anson CIYOF Ctyol OF BAbY EASTLAND TEXAS City of Dilley City of Early City of Eastland City of Katy OF POT 1886 TEXAS Dglin City of Ralls City of Poteet City of Dublin Cityo of Whitney OF çity, a OF ROI - - % houlene XA COUHDED IIE Town of Anthony City of Panhandle City of Roma City of Libertyl Hill PECA ES Cone FerADay Stay for Alftine City of East Tawakoni Town of Pecos City City of Dalhart City of Hidalgo CITY OF citgof NERALV WELI CITYOF LAMESATEXAS CANYGN - EXAS City of Mineral Wells City of Chandler City of Lamesa City of Canyon GOVERNMENT CAPITAL CORPORATION March 12, 2025 Mrs. Cara Hewitt City of Llano (325) 247-4158 financedirector@cityflano.com Dear Mrs. Hewitt, Thank you for the opportunity to present proposed financing for the City of Llano. I am submitting for your review the following proposed structure: ISSUER: City of Llano, TX FINANCING STRUCTURE: Public Property Finance Contract issued under Local Government Code Section 271.005 EQUIPMENT COST: $ 184,927.00 TERM: 5 Payments INTEREST RATE: 4.95% PAYMENT AMOUNT: $ 43,294.28 PAYMENTS BEGINNING: One year from signing, annually thereafter Financing for these projects would be simple, fast and easy due to the fact that: We have an existing relationship with you and have your financial statements on file, expediting the process. Please keep in mind we may also need current year statements. We can provide familiar documentation for your legal counsel. The above payment amount includes closing costs of 1.5% of financed amount. These costs can include documentation fees, legal fees, issuance expenses, etc. The above proposal is subject to audit analysis, assumes bank qualification and mutually acceptable documentation. The terms outlined herein are based on current markets. Upon credit approval, rates may be locked for up to thirty (30) days. If funding does not occur within this time period, rates will be indexed to markets at such time. Our finance programs are flexible and as always, my job is to make sure you have the best possible experience every time you interact with our brand. We're always open to feedback on how to make your experience better. If you have any questions regarding other payment terms, frequencies or conditions, please do not hesitate to call. With Best Regards, Matt Sullivaw Matt Sullivan Client Services Direct: (817) 722-0212 Cell: 254) 702-8571 The transaction described herein is an arm's length, commercial transaction. between you and Government Capital Corporation. The terms of the proposed financing are being provided solely in response to your specific inquiry and for) your, professional consideration. RESOLUTION R-2025-10 A RESOLUTION REGARDING A CONTRACT FOR THE PURPOSE OF FINANCING FF WHEREAS, City of Llano (the "Issuer") desires to enter into that certain Finance Contract by and between the Issuer and Government Capital Corporation ("GCC") for the purpose of financing M The Issuer desires to designate this Finance Contract as a "qualified tax-exempt obligation" of the Issuer for the purposes of Section 265 (b) (3) of the Internal Revenue Code of 1986, as amended. Section 1. That the Issuer will enter into a Finance Contract with GCC for the purpose of financing NOW THEREFORE, BE TT RESOLVED BY CITY OF LLANO: Section 2. That the Finance Contract by and between the City of Llano and GCC is designated by the Issuer as a "qualified tax-exempt obligation" for the purposes of Section 265 (b) (3) of the Internal Revenue Code of 1986, as amended. Section 3. That the Issuer appoints the (Title) or designee, as the authorized signer of the Finance Contract by and between the City of Llano and GCC as well as any other ancillary exhibit, certificate, or documentation needed for the Contract. Section 4. The Issuer will use loan proceeds for reimbursement of expenditures related to the Property, within the meaning of Treasury Regulation S 1.150-2, as promulgated under the Internal Revenue Code of 1986, as amended. This Resolution has been PASSED upon Motion made by Board Member seconded by Board Member by a vote of Ayes to Nays and is effective this 2025. Issuer: City of Llano Witness Signature NAME: NAME: Mayor City Secretary From: JDI Baker To: Finance Director Subject: RE: Lease Quote Date: Wednesday, March 12, 2025 2:21:18 PM Attachments: image003.png Cara, Yes, thank you for the opportunity to quote this lease. LNB's quote is 5.75%. Will the winner be decided at the next City Council meeting? John David Baker INB President & CEO Llano National Bank NMLS ID: 868365 Phone: 325-247-5701 Email: halerelamonatomalhank 1001 Ford St Llano, TX 78643 www.lanenatinalbank From: Finance Director financedirector@cttyoflano.com> Sent: Wednesday, March 12, 2025 11:51 AM To: JD Baker <jdbaker@llanonanonational.bank> Subject: Lease Quote Is Llano National interested in quoting a lease for 5 years on $184,927.00 on a International CV515 w/ service bed and crane? Cara Hewitt Finance Director City of Llano, Texas 78643 325-247-4158 financedirector@cityoflano.com OF 4 CEE The message helow is from an external sonrce. Please do not open attachments or click links from an unknown or suspicious origin. Think before you click!