MAYOR ALDERMEN Laura Almond Larry Sawyer Travis Allen MAYOR PRO-TEM Les McDaniel Kara Gilliland Kelli Tudyk REGULAR CALLED MEETING OF THE LLANO CITY COUNCIL CITY HALL, 301 WEST MAIN STREET, LLANO, TEXAS 5:30 P.M. MONDAY,JUNE 2, 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 OF EMPLOYEES Billy Christopher 25 Yrs Mara Dudley 20 Yrs Vernon Canter 5 Yrs E. CONSENT AGENDA ITEMS 1. Approve the Llano City Council Regular Meeting Minutes from May 19, 2025. 2. Approve the Llano City Council Special Meeting Minutes from May 27, 2025. F. REGULAR AGENDA ITEMS 1. Discussion and update from Kirk on the current events and the TXDOT grant planning. Marty Mangum, City Manager 2. Discuss, consider and take possible action on the Request For Proposal for Solid Waste Collection, Hauling and Disposal of Municipal Solid Waste. Marty Mangum, City. Manager 3. Discussion and possible action regarding the approval of Resolution R-2025-14 and the sale of surplus city assets. Marty Mangum, City Manager 4. Discussion and possible action to approve Llano Heritage Days/Boomdays Special Event Application and issue an event permit. Kim Wagner, City, Secretary G. ADJOURNMENT 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 gif; 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 ofLlano 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 June 2, 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.CitlyorLlano.com, in compliance with Chapter 551, Texas Govemnment Code and remained posted continuously for at least seventy-tyvo (72) hours preceding the scheduled time of said Meeting. - Wloor 5-30-25 acopn Kim Wagner, TRMC City Secretary Date, and Time Posted 9 REGULAR CALLED MEETING OF THE LLANO CITY COUNCIL, IN CITY WEST E HALL, 301 MAIN STREET, LLANO, TEXAS PRECEDING BOARD OF ADJUSTMENT MEETING 5:30 P.M. MONDAY, May 19, 2025 MINUTES Alderpersons Present: Mayor Laura Almond, Mayor Pro-Tem Kara Gilliland, Larry Sawyer, Travis Allen, Les McDaniel, Kelli Tudyk Officers Present: City Manager Marty Mangum A. CALL TO ORDER Mayor Almond, called the meeting to order at 5:36 p.m. B. 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 ofthe 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 ofthis 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. C. CONSENT AGENDA ITEMS 1. Approve the Llano City Council Regular Meeting Minutes from May 5, 2025. 2. Approve the Llano City Council Special Called Meeting Minutes from May 14, 2025. Ar motion was made by Alderwoman Gilliland, with a second by Alderman McDaniel, to approve consent agenda items. Alli in favor, none opposed. Motion carried. D. REGULAR AGENDA ITEMS 1. Discuss, consider and take possible action on extending a contract with Bandera Electric Cooperative B.E.C. for Fiber Optics internet connection for city equipment and facilities. A motion was made by Alderwoman Gilliland, with a second by Alderman Sawyer, to approve option #1 of extending a contract with Bandera Electric Cooperativel B.E.C. for Fiber Optics internet connection for city equipment and facilities. All in favor, none opposed. Motion carried. 2. Discussion and possible action about the budget process and guidance/clarity for staff to move forward. No action was taken. 3. Discussion and possible action regarding the appointment of Marion Bishop to the Llano Economic Development Corporation. A motion was made by Alderwoman Tudyk, with a second by Alderwoman Gilliland, to appoint Marion Bishop to the Llano Economic Development Corporation.. All in favor, none opposed. Motion carried. E. EXECUTIVE CLOSED SESSION - 1. The City Council will convene into Executive Session in accordance with the Texas Government Code $ 551.071 to consult with the City Attorney regarding legal matters. 2. The City Council will convene into Executive Session in accordance with the Texas Government Code Section 551.074 Personnel Matters, to deliberate the appointment, employment, performance evaluation, duties, compensation, discipline and/or dismissal of the City Manager. The Llano City Council: adjourned into the Closed Executive Session at 5:51 p.m. and reconvened the Open Executive Session at 6:49 p.m. F. EXECUTIVE OPEN SESSION 1. The City Council will reconvene in Open Session for discussion and possible action regarding possible of real property. 2. The City Council will reconvene into Open Session for discussion and possible action concerning the appointment, employment, performance evaluation, duties, compensation, discipline and/ or dismissal ofCity Manager. A motion was made by Alderman McDaniels, with a second by Alderwoman Gilliland, to form a hiring committee to select a City Manager. All in favor, none opposed. Motion carried. F. MONTHLY REPORTS G. ADJOURNMENT City council adjourned at 6:51 p.m. Ifduring the course ofthe meeting and discussion of 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 of real property; 551.073 - deliberation regarding a prospective gift; 551.074 - personnel matters regarding the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal ofa public officerore 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. Ifa 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 ofthe Texas Attorney General's Office. In compliance with the Americans with Disabilities Act, the City ofLlano 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 May 19, 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 andi remained posted continuously for at least seventy-two (72) hours preceding the scheduled time ofs said Meeting. Kim Wagner, TRMC City Secretary Laura Almond, Mayor OF LA S 9 BLISHED SPECIAL CALLED MEETING OF THE LLANO CITY COUNCIL CITY HALL, 301 WEST MAIN STREET, LLANO, TEXAS 5:30 P.M. TUESDAY, MAY 27, 2025 MINUTES Alderpersons Present: Mayor Laura Almond, Mayor Pro-Tem Kara Gilliland, Larry Sawyer, Travis Allen, Les McDaniel, Kelli Tudyk Officers Present: City Manager Marty Mangum, Kim Wagner City Secretary A. CALL TO ORDER Mayor Almond called the meeting to order at 5:30 p.m. B. 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.) Ifat a meeting ofa governmental body, a member ofthe 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 ofexisting policy in response to the inquiry; and (b.). Any deliberation of or a decision about the subject ofthe inquiry shall be limited to a proposal to place the subject on the agenda for a subsequent meeting. C. EXECUTIVE CLOSED SESSION 1. The City Council will convene into Executive Session in accordance with the Texas Government Code Section 551.074 Personnel Matters, to deliberate the appointment, employment, performance evaluation, duties, compensation, discipline and/or dismissal of the Interim City Manager. The Llano City Council convened into closed session at 5:30 and reconvened into open session at 6:25 p.m. D. EXECUTIVE OPEN SESSION 1. The City Council will reconvene into Open Session for discussion and possible action concerning the appointment, employment, performance evaluation, duties, compensation, discipline and/or dismissal of Interim City Manager. A motion by Alderman McDaniel, with a second by Alderman Sawyer, to accept Marty's offer to extend his retirement 4 weeks and stay in his position as City Manager, while search for an new City Manager, with the understanding and helping the City Council prepare for any interim position that needs to be created to continue administration of the city while we continue the search. Alderwoman' Tudyk amended the motion, with a second by Alderwoman Gilliland stating we need to bring Cara into the fold within the next three days. and council meets weekly until the council finds a new city manager. Alderman Les approved with a second by Alderman Sawyer to the amendment to the original motion. All in favor, none opposed. Motion carried. 1 ADJOURNMENT The council meeting adjourned at 6:28 p.m. Ifduring the course of the meeting and discussion ofany items covered by this notice, City Council determines that a Closed or Executive session of the Council is required, then the 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 of real 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 of 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. Ifa 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, ifnecessary, on the items addressed during 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 prior to the meetings. Please call 325-247-4158 Ext. 107. I, Kim Wagner, City Secretary, do hereby certify that a copy of the May 27, 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.Ciyofllamo.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 Date and Time Posted City Council Agenda Date: 06/02/2025 9 Agenda Item: F1 Item/Subject: Discussion and update from Kirk on the current events and the TXDOT grant planning. Hear presentation from Kirk Noaker, Airport Manager about operations and plans at the Llano Municipal Airport. Background/History: Kirk Noaker, our Airport Manager, will be at City Council to give a presentation on airport operations and projects for the year. Financial Implications: None Associated Information: None Agenda Item #F1 City Council Agenda Date: 06/02/2025 Agenda Item: F2 E 9 Item/Subject: Discuss, Consider and Take Possible Action on the Request For Proposal For Solid Waste Collection, Hauling and Disposal of Municipal Solid Waste. Presenter Marty Mangum, City Manager Background/History: Request For Proposals were solicited by advertisement for the collection, hauling, and disposal of Solid Waste for the City of Llano. Those proposals were submitted back to the city in April. The city received two responses for our solicitation. One from Waste Management and one from Waste Connections, who are our current provider. The scoring was done on the responses b: staff, and the scoring criteria were as follows: Qualifications and Experience - 25 pts maximum, Project Methodology- 10 pts maximum, Service Yard and Facilities - 10 pts maximum, Transition Plan - 10 pts maximum, Customer and Public Education = 20 pts maximum, Rates and Fees- 25 pts maximum. All three of our scorers picked Waste Connection to be the best response to our solicitation based on the criteria. The three staff members who scored the responses were Kim Wagner, Amy Galloway and Cara Hewitt. When analyzing rates the responses showed that Waste Connection was lowest on residential services on 95-gallon containers one time a week at $14.75/month compared to Waste Management's service of $21.38 per month. Waste Connections were lower on commercial dumpster service on 2, 3, and 4-yard containers collected 1, 2, 3, and 4 times a week. On roll-offs, Waste Management was lower on 20- and 30-yard roll-offs, but Waste Connection was lower on 40 yard roll-offs. Findings/Current Activity: Even though Waste Connection had the lowest bid for most of the services the city provides to its customers, Waste Connections current contract with the city which was initiated in March 2021, is lower than either response to our solicitation. That contract will automatically renew on March 1, 2025, for another 5 years if we do not notify them that we plan to change providers. Staff recommends that we allow our current contract to continue for five years and to notify both respondents that the city rejects both proposals to the RFP's. Financial Implications: The city has way more residential clients than commercial ones and most commercial clients are using 2-, 3-, and 4-yard dumpsters than any other sies. Commercial also uses 95-gallon totes, all of which are lower on the Waste Connection Bid. Waste Connection is lower on all categories except residential and commercial additional 95-gallon containers, 6-a and 8-yard commercial containers and 20- and 30-yard roll-offs. The savings by not going to a new provider varies depending on the Agenda Item #F2 number of customers utilizing which services and it varies each month, but allowing our current contract to continue is the most economical way to proceed. Associated Information: Advertised RFP Responses from Waste Management and Waste Connection Comparative rate spread sheet Scoring Sheets Copy of current contract with Waste Connections Agenda Item #F2 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 1 City Secretary at wasnereapolanoecom. 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 for 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 (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 ofthe 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. (i) 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; Llano Airport Air Show, 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 that commercial, industrial, institutional, or multi-family sites' solid waste 5 Applicant Initials 3.3.3 Recycling (a). The Applicant may submit a recycling option either at curbside or at the Citizen's Convenience Center as an option. 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. (a) 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 Labor 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: April 14, 2025 by 4:00 pm Proposal Submission Deadline: April 21, 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 of 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 (f) 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 ocaurence152.00.0000 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.rilyollano.com. Applicants shall acknowledge receipt of all addenda. 7.9 LATEPROPOSALS: 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 ANDI 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 of the 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 Extralemtotal.umsdicion (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 - OPTIONAL: PROPOSAL FOR ANY RECYCLING FOR THE CITY OF LLANO. PLEASE DESCRIBE SCOPE OF PROPOSED SERVICES AND COST TO THE CITY FROM Section 3.3.3 FIRM NAME: ADDRESS: TELEPHONE: ZIP AUTHORIZED SIGNATURE PLEASE PRINT OR TYPE AUTHORIZED SIGNATURE TITLE DATE 25 Applicant Initials - WASTE CONNECTIONS 1 times a week 21 times a week 31 times a week 4 times a week RESIDENTIIAL 95 gallon $ 14.75 95 gallon additional e 8.22 Commercial Toter 95 gallon $ 22.25 95 gallon additional 8.35 Commercial Dumpster Services 2yd $ 90.07 $ 175.36 $ 163.01 $ 350.67 3yd $ 132.73 $ 233.99 $ 326.01 $ 410.67 4yd $ 167.52 $ 296.86 $ 395.33 $ 493.73 6yd $ 293.96 $ 403.37 $ 550.66 $ 625.99 8yd $ 320.07 $ 640.15 $ 960.00 $ 1,280.99 STANDARD ROLL-OFFS 20 YARD e 506.40 30YARD $ 591.08 40YARD $ 668.71 Delivery $ 221.10 Dry Run $ 221.10 RENTAL FEE $ 5.08 MINI ROLL-OFFS 10 YARD $ 428.01 15 YARD $ 458.99 DELIVERY $ 205.59 DRY RUN $ 205.59 RENTAL FEE $ 3.88 WASTE MANAGEMENT 1 times a week 21 times a week 31 times a week 4 times a week RESIDENTIIAL 95 gallon $ 21.38 95 gallon additional $ 8.00 COMMERCIAL TOTER 95 gallon $ 49.00 95 gallon additional 4 8.00 Commercial Dumpster Service 2yd 169.78 $ 273.05 $ 395.52 $ 554.27 3yd $ 198.32 $ 288.63 $ 406.97 $ 569.76 4yd $ 237.70 $ 331.09 $ 463.51 $ 651.23 6yd $ 269.94 $ 421.07 $ 585.29 $ 819.40 8yd $ 247.88 $ 386.65 $ 537.44 $ 752.41 Delivery Fee $ 175.00 Rental Fee $3.50 Haul Fee 20 yd $ 475.00 Haul Fee 30y yd $ 575.00 Haul Fee 40 yd $ 675.00 Disposal Fee $53.00 per ton EXTRA ROLL-OFF CONTAINERS 20 YARD PER HAUL $ 475.00 30 YARD PER HAUL $ 575.00 40 YARD PER HAUL $ 675.00 DELIVERY AND EXCHANGE $ 175.00 DAILY CONTAINER RENTAL $ 3.50 ADDITIONAL FEES DRY RUN $ 275.00 RELOCATE FEE $ 275.00 OVERLOAD FEE $ 150.00 WASTE CONNECTIONS CURRENT CONTRACT 1 times a week 21 times a week 31 times a week 4 times a week RESIDENTIIAL 95 gallon $14.79 4 cents higher than lowest 95 gallon additional $ 7.74 26 cents lower than next lowest COMMERCIAL TOTER 95 gallon 9 20.26 $ 25.25 $ 40.53 $1.99 cheaper than next lowest 95 gallon additional e 9.69 $1.69 higher than lowest Commercial Dumpster Service 2yd $ 80.42 $ 161.19 $ 241.39 $ 321.71 All substantially cheaper than nextl 3yd $ 118.51 $ 214.67 $ 299.08 $ 376.75 All substantially cheaper than nextl 4yd $ 153.68 $ 272.34 $ 362.68 $ 452.95 All substantially cheaper than next 6yd $ 220.13 $ 369.70 $ 505.19 $ 642.06 All but 6yard 4 times a week substi 8yd $ 242.13 $ 381.04 $ 576.76 $ 748.22 All but the 8 yd, 3 times a week are ( Delivery Fee $ 205.59 All substantially cheaper than next Rental Fee $3.88 2nd lowest Haul Fee 20 yd $ 506.40 lowest Haul Fee 30 yd $ 591.08 lowest Haul Fee 40 yd $ 668.71 lowest Disposal Fee EXTRA ROLL-OFF CONTAINERS 20 YARD PER HAUL 30 YARD PER HAUL 40 YARD PER HAUL DELIVERY AND EXCHANGE DAILY CONTAINER RENTAL ADDITIONAL FEES DRY RUN $ 221.10 2nd lowest RELOCATE FEE OVERLOAD FEE antially cheaper than next lowest cheaper than the next lowest one CITY COUNCIL AGENDA 6/2/25 Agenda Item: F3 a 59 Item/Subject: Discussion and possible action regarding the approval of Resolution R-2025-14 and the sale of surplus city assets. Initiating Departmeny/Presenter: Marty Mangum, City Manager Recommended Motion: Motion to approve Resolution R-2025-14 Background/History: Staff has inventoried items at the JLK and is asking to have the New Holland Tractor (Flat tire, turns on but doesn't start), 8ft black widow drag (works, just old), the stand-up floor scrubber, (doesn't run) and about 34 toilet paper holders (these are the old ones that were replaced) deemed as surplus. Findings/Current Activity: Staff recommend the sale of this equipment. Financial Implications: Item is estimated to generate additional revenue Associated Information: Floor Scrubber Black Widow 8 ft drag 34 toilet paper holders New Holland Resolution R-2025-14 Agenda Item # F3 R-2025-14 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. Floor Scrubber 2. Black Widow 8ft drag 3. 34 toilet paper holders 4. New Holland tractor 2. Sale Authorized: By approval of 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. III, 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 2nd day of. June 2025. LLANO, TEXAS Hon. Laura Almond, Mayor Attest: Kim Wagner, TRMC, City Secretary - 9A99 MI T BUD MelmmeHodegFans LIGHT - ITE BOGRER m - - Ems m l E lm - EW HOLAND EW 621TL Date: 6-2-25 Agenda Item: F4 CITY COUNCIL AGENDA Item/Subject: Discussion and possible action to approve Llano Heritage Days/Boomdays Special Event Application and issue an event permit. Initiating Department/Presenter: Kim Wagner, City secretary Recommended Motion: Background/History: The Llano Heritage Days/Boomdays has provided all the documents for the special event permit. Attached is the site map and they were told by Gilbert they did not need an EOP. Findings/Current Activity: Financial Implications: OThere is no financial impact associated with this item. Oitem is budgeted: In the amount of $ (amount in the budget account) OItem is not budgeted: Oitem is estimated to generate additional revenue: Attach or save documents in the folder as needed. Associated Information: Site plan Agenda Item # F4 CITY OF LLANO 301 W Main St. OFFICE (325) 247-4158 X 110 FAX (325) 247-4150 Llano, Texas Special Event Permit (Application) DEER CAPITAL OF TEXAS Section 1: Event Information Event Name: Lano Heritage Days BondaygEvent Date(s): Cetaber 19-14,205 Type of Event (e.g., parade, festival, fundraiser): Fstval Section 2: Applicant Information Applicant Name: Mike Ragor Applicant Address: OESutst City: UAN State: IK Zip: 18643 Applicant Email Address: mike faypr@ynecen Section 3: Organization Information Organization Name (if applicable): Abahuflbhse Inc Organization Address: AOBOV 434 Organization Telephone Number: 325-24Z-3026 Approximate Number of Attendees: 30D Number and Types of Animals (if applicable): C Number and Types of Vehicles (if applicable): passenge vehicks -90 Section 4: Location and Schedule Event Location/Address: AdDiilGarky G a L * Start Time: 174 friday 530pm End Time: d Sutay Aapm Section 5: Organization Type Is the entity a non-profit or for-profit organization? a Non-Profit For-Profit Section 6: City Services Required Will the event require any of the following services? (Check all that apply): Police Security Traffic Control Trash Receptacles Attach the following required documents: was Told he did Plan to Gilbeetqnel Emergency Operations talked "tt Event Map/Sketch (must include): Proposed location and parking areas Streets to be used/blocked Assembly area Plan of evacuation Trash receptacle locations Tents, stages, and other temporary structures Traffic control devices Food service booths First aid stations Portable restrooms X Copies of Food/Beverage Permits (if applicable) Details and mockups for any planned signage Section 8: Private Property Usage If any portion of the event is held on private property (including parking), provide written permission from the property owner or authorized representative. Section 9: Insurance Certificate If required, attach a copy of a certificate of insurance meeting the requirements of Section 21. Additional Information Provide any additional details the City of Llano may require under the standards for issuance: Certification: I, the undersigned, affirm that the information provided in this application is true and complete. I agree to comply with all applicable laws, ordinances, and regulations of the City of Llano. / Hielegn Nag PERMITTEE / AUTHORIZED AGENT City Secretary FOR OFFICIAL USE ONLY: Date Permit Issued: Permit Number: Issued By: Expiration Date: / 33496 33532 71955 33624 33606 33675 50996 33532 ST 67361 74120 68191 50: 33790 54823 67229 54823 First Aid AMEPEINRT 68192 Porta Potties Tent 28119 42601