Reschedule of cancelled 11 July 2023 Council Meeting.
Agenda items: Budget Workshop; bid for new Waste Water Treatment Plant; lease for current Water Treatment Plant; Executive Session, Halff & Associates possible litigation, possible bid bond claim against MH Civil Constructors
• Location and Time: El Chico City Hall, 120 El Chico Trail, Suite A, Willow Park, TX 76087, 6PM
• Meeting Page (agenda packet, [in .pdf] minutes, video)
• Facebook Video 1, starts at 4:10
• Facebook Video 2 after Executive Session
• Latest Update: Friday, 04 August, 2023 added minutes; Tuesday, July 25, 2023, Friday, July 14, 2023
• Willow Park Civics Blog > 18 July 2023 Council Review by The Community News. Council votes to sue water tank designer
Public Comments
Agenda Items
2. Discussion Only: Preliminary 2023-2024 Fiscal Year Budget Workshop. #Finance
• Exhibit: The preliminary budget was filed with the City Secretary on Friday, July 7, 2023. [.in pdf]
• Minutes: Bryan Grimes, City Manager gave a brief summary of the proposed 2023-2024 Fiscal Year Budget that was filed with the City Secretary's office on Friday, July 7, 2023.
• Willow Park Civics Research
• 27 June 2023 Council Meeting Agenda Item 7. Budget Workshop 1st draft version of the complete budget [in.pdf]
• 13 June 2023 Council Meeting > 2023 Budget Calendar.
July 25: CAD Deadline To Provided Certified Appraisal Tax Roll
August 8: Discussion Of Tax Rate; Council Holds A Record Vote On Approving Proposed Tax Rate; Set Date To Conduct Public Hearing On Budget And Tax Rate For August
August 11: Publish Notice Of Budget Public Hearing In Community News For Public Hearing On 22 August
August 22: Council Will Conduct Public Hearing On Budget; Following The Public Hearing The City Council Votes To Adopt Budget; Council Will Conduct Public Hearing On Tax Rate; Following The Public Hearing, Council Votes To Adopt Tax Rate
August 22: Adoption of Budget / Set Tax Rate
3. Discussion/Action: the City Council may approve a resolution awarding a bid to construct a wastewater treatment plant. #WastewaterTreatmentPlan
4. Discussion/Action: the City Council may approve a resolution rejecting all bids for the construction of a wastewater treatment plant.
5. Discussion/Action: the City Council may approve a resolution rejecting all bids for the construction of a wastewater treatment plant and authorize staff to rebid the project.
• [No summary pages, background or exhibits provided in agenda.]
• Minutes: To approve Resolution 2023-06 of the City Council of the City of Willow Park, Texas, rejecting all non-withdrawn bids for the construction of the new wastewater treatment plant; authorizing City Staff to rev-advertise for bids for the new wastewater treatment plant; and authorize City Staff to make a claim on the bid bond of MH Civil Constructors, Inc.
[See Executive Session.]
• Willow Park Civics Research
Agenda Item 6. The City Council may consider awarding a contract for the construction of a wastewater treatment plant to the lowest, responsible bidder. #WastewaterTreatmentPlant
Background for 27 June 2023 Council Meeting Agenda Item 6: On May 24th, the City accepted bids for the construction of the wastewater treatment plant, funded through the Texas Water Development Board. Staff, along with Derek Turner, reviewed the bids for the project at that time.
There were three bids received and accepted for five bid schedules. The low bid for base bid schedules A through E was submitted by MH Civil Constructors, Inc. in the amount of $14,881,000, however, they withdrew their bid shortly after opening citing material errors.
The second bidder was Gracon Construction, Inc. with a bid of $20,560,775. Derek spoke with the second bidder and, while he is willing to negotiate to lower the total cost, it does not appear he will be willing to reduce his bid significantly.
As it does not appear that negotiating will result in a significantly lower cost, Derek and staff recommend rejecting all bids, reworking the project, and rebidding. There are a number of changes that could be made to reduce cost if the Council finds them acceptable.
Attached are the bid tab sheets, the letter from MH Civil Constructors withdrawing their bid, and Derek’s letter to staff with his recommendation to reject all bids. Again, staff supports rejecting all bids related to this project.
• Willow Park Civics > City > City Services > Wastewater
6. Discussion/Action: the City Council shall consider authorizing the City Administrator to issue notice to the Willow Park Baptist Church to extend the term of the lease for its existing wastewater treatment plant for an additional one year term, such additional year to begin on August 19, 2024 and end on August 18, 2025. #WastewaterTreatmentPlant
• Background: As a result of a land exchange in 2021 to expedite the construction of the new wastewater treatment plant, the City is leasing the property where the current plant sits. Per the lease, Council can provide notice to extend the lease an additional year to August 2025.
• Minutes: To authorize the City Administrator to issue notice to the Willow Park Baptist Church that the City will extend the existing lease term for an additional one-year period to end on August 18, 2025.
7. Executive Session
• Halff & Associates possible litigation #FortWorthWater
Willow Park Civics Research
27 June 2023 Council Meeting, Executive Session Status of negotiations/potential litigation with Halff Engineering
13 April 2023 Council Meeting, Executive Session Consultation with Attorney; - Status of negotiations/potential litigation with Halff Engineering
28 November 2022 Special Council Meeting, Executive Session, Consultation with Attorney - deliberation about dispute with Halff Associates regarding the Fort Worth Water Project
15 November 2022 Council Meeting, Executive Session, Consultation with Attorney - deliberation about dispute with Halff Associates regarding the Fort Worth Water Project
12 April 2022 Council Meeting, Executive Session Consultation with Attorney - deliberation about dispute with Halff Associates regarding Fort Worth Water project
Minutes: RECONVENE into Open Session Mayor Moss reconvened into open session at 6:24 pm. To reject any settlement offers made by Halff and Associates and to authorize the City Attorney to file suite on behalf of the City. Motion made by Young, Seconded by Gilliland. Voting Yea: Gilliland, Contreras, Young, Crummel
• Possible bid bond claim against MH Civil Constructors, Inc. for the wastewater treatment plant #WastewaterTreatmentPlant
[See Agenda Items 3, 4, 5]
Informational
Mayor and Council Comments
Mayor Moss thanked the City Council for working together in recently making some difficult decisions.
City Manager Comments. There were no City Manager comments.