16 - Pat Mayse Intake Facility Backup GeneratorItem No. 16
TO: Mayor, Mayor Pro -Tem & City Council
FROM: Grayson Path, City Manager
Doug Harris, Director of Utilities
SUBJECT: Pat Mayse Intake Facility
Backup Generation
DATE: October 25, 2021
BACKGROUND:
In February 2021, the State of Texas experienced significantly cold weather that impacted the
power distribution throughout the state. From this cold weather event, the City of Paris
experienced rolling blackouts that ultimately impacted the City's Ground Storage Facility,
knocking it offline for several hours which prevented us from replenishing our water storage, thus
nearly cutting off water supply for the entire community. Following this incident, the City Council
agreed that a backup generator at this facility needs to be installed. City Staff, working with our
third party administrator, Resource Management & Consulting Co., budgeted the necessary
amount in the FY21/22 Budget using the recently received American Rescue Plan Act (ARPA)
Funding. We are currently working through the necessary steps of purchasing this generator and
having it installed.
Having started this process, we believe that now would be a good time to also address another
critical location of our water infrastructure. The Pat Mayse Intake Facility is located several miles
north of town at Pat Mayse Lake and is the direct source of our water for the community. From
here, four pumps work together to send water to the Water Treatment Facility where it is treated
and then sent on to the Ground Storage Facility for distribution out in to the City. The Pat Mayse
Intake Facility is therefore just as critical to our water infrastructure, and perhaps even more
vulnerable given its remote location, that we believe purchasing and installing a generator here to
be a critical need as well.
STATUS OF ISSUE:
Working with RMC as well as our third party vendor for the Ground Storage Facility generator,
we have spec and priced out the necessary generator for the Pat Mayse Intake Facility. We would
likewise ask the City Council for permission to use ARPA Funding to purchase this piece of
equipment for this critical location of our water infrastructure. Such a purchase falls within the
eligible uses of the ARPA Funding. Using the ARPA Funding would prevent us from having to
divert general or utility funding from a future budget.
To accomplish this using ARPA Funding, we must work with our established third party
administrator, RMC. The City entered in to an agreement with RMC on September 27, 2021. The
agreement is designed to have addenda attached as we identify and develop ARPA Funding
projects. RMC has proposed Addenda II for our consideration for the Pat Mayse Intake Facility,
which mirrors Addenda I for the Ground Storage Facility.
13: 111Z6M
The Pat Mayse Intake Generator is estimated to cost $560,000.00. The addendum to our service
agreement with RMC for third party administrator services, Addenda II, is a not to exceed
$8,000.00. The City has the available funding needed to cover this added expense in the ARPA
Funding.
OPTIONS:
1. Approve the purchase of the Pat Mayse Intake Generator using ARPA Funding as well as
addendum 42 for RMC services.
2. Request additional information.
3. Reject the purchase.
RECOMMENDATION:
1. Approve the purchase of the Pat Mayse Intake Generator using ARPA Funding as well as
addendum #2 for RMC services.
THE STATE OF TEXAS
Professional Services Contract — Addenda II
COUNTY OF LAMAR
THIS ADDENDA is entered into on this 25" day of October, 2021, by and between the CITY
OF PARIS, TEXAS, a municipal corporation located in Lamar County, Texas, (hereinafter referred to
as "CITY"), acting by and through its City Manager or his designee, and Resource Management and
Consulting ("hereinafter referred to as "CONSULTANT") whose address is 3729 Lamar Ave., Paris,
TX 75460.
WITNESSETH:
WHEREAS, The CITY entered in to a professional services agreement with CONSULTANT on
September 27, 2021 to assist in the general administration of the CITY's awarded ARP
Act Coronavirus Local and State Fiscal Recovery Fund (CLFRF) Program Funding;
and
WHEREAS, The CITY wishes to add additional services to CONSULTANT by means of this
Addenda II;
NOW, THEREFORE,
THAT IN CONSIDERATION of the covenants and agreements provided in the Professional Services
Agreement and the terms and conditions hereinafter stated, the parties hereto do mutually agree to add the
following Scope of Services:
The Consultant shall provide administrative services to the City for the purpose of remaining in compliance with
and to fulfill the requirements of the Terms and Conditions of the Coronavirus Local and State Fiscal Relief
Fund (CLFRF) through the U.S Department of Treasury. Services related to the Pat Mayse Intake Facility
generator consist of but are not limited to:
1. General project administration
• Establish and maintain recordkeeping systems related to the generator
• Serve as a liaison between City and U.S. Department of Treasury/Texas Department of Emergency
Management as related to the generator project
• Provide guidance on program compliance
• Prepare for submission of generator project closeout
2. Environmental review
3. Assist with procurement through a purchasing COOP of generator and associated components
(Specifications provided by City)
4. Assist with procurement of contractor for installation
5. Monitor project for prevailing wage rates
6. Process associated change orders
7. Process COCC and other related closeout documents
8. Assure compliance with Terms and Conditions of Program
9. Assure compliance with Federal and State Assurances, Laws, Acts, Regulations, and Executive Orders
The contract fee for services described in "Addenda II" shall be a sum not to exceed Eight
Thousand and no/100 Dollars ($8,000.00).
----------SIGNATURE PAGE FOLLOWS----------------------
APPROVED AS TO FORM:
Stephanie Harris, City Attorney
Date Signed:
Grayson Path, City Manager
Date Signed:
Resource Management and Consulting
(Consultant)
By-----------------------------------------
Charles Edwards, Vice President
Date Signed:
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