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HomeMy WebLinkAboutContract 46305 CITY SECRETARY, CONTRACT N0.,.�, MANAGEMENT AND IMPROVEMENT SERVICES AGREEMENT Fort Worth Public Improvement District No. 8 (Camp Bowie) This MANAGEMENT AND IMPROVEMENT SERVICES AGREEMENT ("Agreement") is made and entered into by and between the CITY OF FORT WORTH (the "City"), a home rule municipal corporation organized under the laws of the State of Texas acting by and through Fernando Costa, its duly authorized Assistant City Manager, and CAMP BOWIE DISTRICT, INC., a Texas nonprofit corporation ("Contractor") acting by and through Lisa Powers, its duly authorized President. RECITALS The following statements are true and correct and constitute the basis upon which the City and Contractor have entered into this Agreement: WHEREAS, pursuant to Chapter 372 of the Texas Local Government Code, on December 16, 2008 the City Council of the City of Fort Worth adopted Resolution No. 3697-12- 2008 re-establishing Fort Worth Public Improvement District No. 8 (the"District"); and WHEREAS, the City is authorized to utilize the District to undertake improvements and/or services that confer special benefits on the part of the City within the District; and WHEREAS, the City Council is authorized to levy and collect special assessments on property in the District, based on the special services conferred by the improvements and/or services, to pay the cost of such improvements and services; and WHEREAS, the City desires to enter into a written agreement with Contractor for provision of certain improvements and services in the District, as more specifically set forth in this Agreement; and WHEREAS, such improvements and services constitute a supplement to standard City services and an added increment of service to provide other special benefits and services which will enhance the vitality and quality of the District; and WHEREAS, Contractor wishes to assist the City by providing, furnishing, or performing such improvements and services; NOW, THEREFORE, for and in consideration of the mutual covenants, promises, and agreements contained herein, the City and Contractor do hereby covenant and agree as follows: OFFICIAL RECORD RECEIVED JAN 0 2 A.M. CITY SECRETARY Page 1 Management and Improvement Services Agreement FT.WORTH,TX with Camp Bowie District,Inc. PID 8(Camp Bowie) AGREEMENT 1. ENGAGEMENT OF CONTRACTOR. The City hereby engages the Contractor, and the Contractor hereby agrees to provide, furnish, oversee or perform in accordance with this Agreement the improvements and/or services set forth in Section 2. 2. IMPROVEMENTS AND SERVICES FOR THE DISTRICT. 2.1. Scope of Contractor's Duties. Contractor shall provide or cause to be provided those improvements and services (the "Improvements and Services") set forth in and subject to the Service Plan and Budget for the District approved by the City Council for the fiscal year covered by this Agreement (the "Service Plan and Budget") (which is attached hereto as Exhibit "A" and hereby made a part of this Agreement for all purposes), as may subsequently be amended, and the ordinance adopted by the City Council levying assessments on properties in the District for such Improvements and Services (which ordinance is a public document on file in the City Secretary's Office and is hereby incorporated for all purposes). Contractor shall also comply with the following related duties and responsibilities: (a) Oversee the bidding and awarding of any third party contracts for the above-referenced Improvements and Services in accordance with the guidelines set forth in the Policy and Guidelines for Public Improvement Districts adopted by the City Council pursuant to Resolution no. 3711-02- 2009 (the "PID Policy"), a copy of which Contractor hereby certifies it has received and which is incorporated herein by reference for all purposes; (b) Monitor work performed by any subcontractors for any of the above- referenced Improvements and Services to ascertain that all such work is performed completely, professionally, and with the appropriate level of quality and to make whatever changes are necessary to achieve these objectives; (c) Obtain, maintain and pay for insurance necessitated by the above- referenced Improvements and Services, as may be directed or reviewed by the City's Risk Manager; Page 2 Management and Improvement Services Agreement with Camp Bowie District,Inc. PID 8(Camp Bowie) (d) In accordance with Section 372.013 of the Texas Local Government Code and the PID Policy, prepare a Service Plan and Budget for the first five (5) years following the fiscal year covered by this Agreement, to be adopted by the advisory body for the District or other entity designated by the City and approved by the City Council; (e) Maintain a full and accurate accounting of disbursements for reimbursement from District revenues and all other financial reporting requirements set forth in the PID Policy; (f) Comply with all other duties and responsibilities set forth in the guidelines of the PID Policy; and (g) Receive advance written approval by the Director of the City's Parks and Community Services Department or his/her designee prior to any authorized construction or maintenance of capital improvements in any dedicated City park; and (h) Comply with all duties and responsibilities set forth in Exhibit `B", attached hereto and hereby made a part of this Agreement for all purposes. 2.2. Contractor Compensation. As full compensation for the provision of all Improvements and Services during the Term of this Agreement, the City shall pay Contractor the sum of$74,000.00, which amount is reflected in the Service Plan and Budget as "Management Fee," which amount shall be paid in prorated installments in accordance with Section 6 hereof. 2.3. Standard of Care; Nature of Relationship. Contractor shall commence, carry on, and provide the Improvements and Services with all practicable dispatch, in a sound, economical, and efficient manner, in accordance with this Agreement and its attachments and all applicable laws. Contractor shall ensure that any work on the Improvements and Services is properly coordinated with related work being performed by the City. Contractor represents that it has, or will secure at its own expense, all materials, supplies, machinery, equipment, accessories, and services necessary to provide the Improvements and Services. Unless otherwise specifically provided herein, all of the Improvements and Services will be performed by the Contractor or under the Contractor's supervision. All personnel engaged by the Contractor shall be fully qualified to perform those Improvements and Services delegated to them. 2.4. Security Personnel. In the event Contractor employs security personnel as a part of providing Improvements and Services under the Agreement, Contractor hereby assumes sole Page 3 Management and Improvement Services Agreement with Camp Bowie District,Inc. PID 8(Camp Bowie) responsibility for any and all acts or omissions of security personnel in the performance of their responsibilities hereunder. Security personnel shall include, but not be limited to, any employee, agent, representative, security officer, or off-duty Fort Worth Police officer hired by the Contractor to provide Security Services within the District. "Security Services" shall not include running radar on drivers, writing parking citations, investigating crimes, or other job functions normally performed by on-duty police officers. Contractor shall bear sole responsibility, if any, for reporting its payment for each security personnel's services as taxable income to the Internal Revenue Service. If Contractor employs off-duty Fort Worth police officers to provide Security Services, the parties understand, acknowledge, and agree that, while performing Security Services for the Contractor under this Agreement, the off-duty officers are not considered employees of the City of Fort Worth, except as provided herein. Contractor shall direct residents to call 911 in the case of an emergency. Off-duty Fort Worth police officers working for the Contractor shall not answer calls for police service from Police Department dispatchers except in the event of a life-threatening emergency, in which case the off-duty officer would then be considered "on-duty" and working as an employee of the City of Fort Worth. If the off-duty officer becomes aware of a situation that warrants immediate police action within the District, he or she can take police action while also advising on-duty officers of the situation. Responsibility for the incident will be transferred to an on-duty officer as soon as one reaches the scene. 3. CITY'S DUTIES AND RESPONSIBILITIES. The City shall provide the following services in connection with operation of the District and the Contractor's performance under this Agreement: (a) Levying and collecting assessments and recording the same in a separate revenue account; (b) Making payments to Contractor from special assessment revenues and other District revenues; (c) Maintaining the same level of services in the District as that which the City provides in comparable areas of the City; (d) Maintaining complete and detailed records concerning any expenditure of special assessment revenues and other District revenues, which are made through City departments, boards, or agencies; (e) Retaining and expending revenues from special assessments, penalties, interest, and investment income thereon solely in the District; (f) Preparing an annual report of delinquent property assessments and liens thereon to be assigned to the City's delinquent tax collection attorney; Page 4 Management and Improvement Services Agreement with Camp Bowie District,Inc. PID 8(Camp Bowie) (g) Making regular reports to Contractor concerning delinquent assessments and making billings thereon as necessary; and (h) Producing an annual assessment roll of property owners and property within the District. The City shall have no financial obligation to the District other than levying and collecting the assessments levied by the District, except as provided in Section 3(c) above, and, pursuant to and in accordance with this Agreement, paying for Improvements and Services that Contractor performs in the District. 4. AMENDMENTS. This Agreement may not be amended unless executed in writing by both parties. 5. TERM. This Agreement shall be effective as of October 1, 2014 (the "Effective Date") and, unless terminated earlier in accordance with this Agreement, expire September 30, 2015 (the "Term"). 6. RELEASE OF FUNDS TO CONTRACTOR. 6.1. Procedure. Periodically, but not more frequently than once per month, Contractor shall present to the individual or individuals designated by the City to oversee and administer the District (the "Administrator") a report of the Improvements and Services provided by Contractor since (i) for the first report under this Agreement, the Effective Date and (ii) for all subsequent reports, the date of the previous report. All such reports must include documentation sufficient demonstrating to the Administrator that any sums paid or incurred by Contractor have been paid or are due. Provided that all such necessary reports and supporting documentation have been provided to the Administrator, the City shall pay the Contractor for all lawful expenses made or incurred by Contractor within fifteen (15) business days of receipt of all such reports and supporting documentation. Notwithstanding anything to the contrary herein, the City shall not be required to pay Contractor any amount that exceeds the then-current balance of District revenues or that is not in accordance with the Service Plan and Budget for the then-current fiscal year. 6.2. Work Reports. Page 5 Management and Improvement Services Agreement with Camp Bowie District,Inc. PID 8(Camp Bowie) Contractor shall also submit a periodic work report, no less than quarterly, to the Administrator. This work report shall detail all of the Contractor's significant work activities in the District. The format of the report shall be mutually agreed upon by the Contractor and the Administrator. Notwithstanding anything to the contrary herein, payments to Contractor may be withheld if any such report is not received. The Administrator shall have the right to verify that the report is complete and accurate. 6.3. Insufficient District Funds. In the event that District revenues are not available or are insufficient for the City to make any payment to Contractor hereunder, the City will promptly notify Contractor. At Contractor's request, the City and the Contractor shall meet and attempt to negotiate an amendment to this Agreement so that the scope of Improvements and Services may be reduced to correspond to the amount of District funds that are available or are anticipated to become available. If such an amendment cannot be successfully negotiated, Contractor shall have the right to pay the deficit (on a non-reimbursable basis), in which case this Agreement shall continue in effect. If such an amendment cannot be successfully negotiated and Contractor does not elect to fund the deficit, either party may terminate this Agreement upon thirty(30) days' advance written notice to the other party. 7. DISCRIMINATION PROHIBITED. Contractor, in the execution, performance, or attempted performance of this Agreement, will not discriminate against any person or persons because of sex, race, religion, color, national origin, sexual orientation or familial status, nor will the Contractor permit its officers, agents, employees or subcontractors to engage in such discrimination. This Agreement is made and entered into with reference specifically to the ordinances codified at Chapter 17, Article III, Division 3 (Employment Practices) of the Code of the City of Fort Worth, and Contractor hereby covenants and agrees that Contractor, its officers, agents, employees and subcontractors, have fully complied with all provisions of same and that no employee or applicant for employment has been discriminated against under the terms of such ordinances by either Contractor, its officers, agents, employees or subcontractors. 8. BUSINESS DIVERSITY ENTERPRISE ORDINANCE In accordance with City of Fort Worth Ordinance No. 20020-12-2011, effective June 1, 2012, the City has established goals for the participation of Minority Business Enterprises ("MBEs") and Small Business Enterprises ("SBEs") in City contracts. Contractor shall comply, and require that its subcontractors comply, with the terms of this ordinance and any amendments thereto. Failure by the Contractor to comply, or to require its subcontractors to comply, with such ordinance shall constitute a breach of this Agreement and be grounds for termination of this Agreement by the City. 9. CONTRACTOR LIABILITY. Page 6 Management and Improvement Services Agreement with Camp Bowie District,Inc. PID 8(Camp Bowie) Contractor hereby assumes full liability for any damages to any public or private property due to the negligence of Contractor, its subcontractors, agents, permitees or assigns. 10. LIABILITY OF CITY; PERSONAL LIABILITY OF PUBLIC OFFICIALS. No employee of the City, nor any other agent of the City, shall be personally liable for any damages caused by Contractor, its officers, agents, servants, employees, contractors and subcontractors or any other liabilities of Contractor under this Agreement or otherwise related to this Agreement. It is further expressly agreed that the City shall not be liable or responsible for any damages caused by Contractor, its officers, agents, servants, employees, contractors and subcontractors or any other liabilities of Contractor under this Agreement or otherwise related to this Agreement, nor shall the City be liable or responsible to Contractor or any other person for or on account of any stoppage or delay in the work herein provided for by injunction or other legal or equitable proceedings, or from or by or on account of any delay for any cause over which the City has no control. 11. INDEVT:TIFICATION. CONTRACTOR COVENANTS AND AGREES TO, AND DOES HEREBY, INDEMNIFY AND HOLD HARMLESS AND DEFEND THE CITY, ITS OFFICERS AND EMPLOYEES, FROM AND AGAINST ANY AND ALL SUITS OR CLAIMS FOR DAMAGES OR INJURIES, INCLUDING DEATH, TO ANY AND ALL PERSONS OR PROPERTY, WHETHER REAL OR ASSERTED, ARISING OUT OF OR IN CONNECTION WITH ANY NEGLIGENT ACT OR NEGLIGENT OMISSION ON THE PART OF THE CONTRACTOR, ITS OFFICERS, AGENTS, SERVANTS, EMPLOYEES OR SUBCONTRACTORS, AND THE CONTRACTOR DOES HEREBY ASSUME ALL LIABILITY AND RESPONSIBILITY FOR INJURIES, CLAIMS OR SUITS FOR THE DAMAGES TO PERSONS OR PROPERTY, OF WHATSOEVER KIND OR CHARACTER, WHETHER REAL OR ASSERTED, OCCURRING DURING OR ARISING OUT OF THE PERFORMANCE OF THIS CONTRACT AS A RESULT OF ANY NEGLIGENT ACT OR NEGLIGENT OMISSION ON THE PART OF THE CONTRACTOR, ITS OFFICERS, AGENTS, SERVANTS, EMPLOYEES OR SUBCONTRACTORS. SUCH INDEMNIFICATION SHALL INCLUDE WORKERS' COMPENSATION CLAIMS OF OR BY ANYONE WHOMSOEVER IN ANY WAY RESULTING FROM OR ARISING OUT OF CONTRACTOR'S WORK, SERVICES AND OPERATIONS IN CONNECTION HEREWITH, INCLUDING OPERATIONS OF SUBCONTRACTORS. CONTRACTOR SHALL LIKEWISE INDEMNIFY AND HOLD HARMLESS THE CITY FOR ANY AND ALL INJURY OR DAMAGE TO CITY PROPERTY ARISING OUT OF OR IN CONNECTION WITH ANY AND ALL NEGLIGENT ACTS OR NEGLIGENT OMISSIONS OF CONTRACTOR, ITS OFFICERS, AGENTS, EMPLOYEES, CONTRACTORS, SUBCONTRACTORS, LICENSEES OR INVITEES. Page 7 Management and Improvement Services Agreement with Camp Bowie District,Inc. PID 8(Camp Bowie) Insurance coverage specified herein constitutes the minimum requirements and such requirements shall in no way lessen or limit the liability of Contractor under the terms of this Agreement. 12. INDEPENDENT CONTRACTOR. It is expressly understood and agreed that Contractor shall perform all work and services described herein as an independent contractor and not as an officer, agent, servant or employee of the City; that Contractor shall have exclusive control of the details of the services and work performed hereunder, and all persons performing the same; and shall be solely responsible for the negligent acts and negligent omissions of its officers, agents, employees, contractors and subcontractors; that the doctrine of respondeat superior shall not apply as between City and Contractor, its officers, agents, employees, contractors and subcontractors; and that nothing herein shall be construed as creating a partnership or joint enterprise between City and Contractor. No person performing any of the work and services described hereunder shall be considered an officer, agent, servant or employee of the City. 13. INSURANCE. Contractor shall not commence work under this Agreement until it has obtained and received approval from the City of all insurance coverage required hereunder. Contractor shall be responsible for delivering to the Administrator of this Agreement a certificate or certificates of insurance demonstrating Contractor has obtained the coverage required under this Agreement. All insurance policies provided pursuant to this Agreement shall be endorsed to name the City as an additional insured, and shall cover not only Contractor, but also Contractor's contractors and subcontractors. The minimum insurance required of Contractor is as follows: WORKER'S COMPENSATION INSURANCE: Contractor shall maintain throughout the Term of this Agreement statutory Worker's Compensation Insurance on all of its employees to be engaged in undertaking any Improvements or Services hereunder. In case any class of employees engaged in hazardous work under this Agreement is not protected under the state's Worker's Compensation statutes, Contractor shall provide adequate employer's general liability insurance for the protection of such employees not so protected. COMPREHENSIVE GENERAL LIABILITY INSURANCE: Contractor shall maintain throughout the Term of this Agreement a commercial general liability insurance policy in an amount of not less than $1,000,000 covering each occurrence with an aggregate limit of not less than$2,000,000. AUTOMOBILE INSURANCE - BODILY INJURY AND PROPERTY DAMAGE: Contractor shall maintain throughout the Term of this Agreement comprehensive automobile liability coverage in an amount not less than $1,000,000 for each accident. Page 8 Management and Improvement Services Agreement with Camp Bowie District,Inc. PID 8(Camp Bowie) This policy shall cover any automobile used in the provision of Improvements and Services under this Agreement. The insurance company with whom Contractor's insurance is written shall be represented by an agent or agents having an office located within the Dallas-Fort Worth metropolitan area. Each such agent shall be duly qualified, upon whom service of process may be had, and must have authority and power to act on behalf of the insurance company to negotiate and settle with the City, or any other claimant, any claims that the City, or any other claimant, or any property owner who has been damaged may have against the Contractor or insurance company. The name of the agent or agents shall be set forth on all certificates of insurance. All policies must provide that they may not be changed or canceled by the insurer in less than five (5) days after the City had received written notice of such change or cancellation. Such insurance amounts may be revised upward at City's request, and Contractor shall revise such amounts within thirty(30) days after receipt of such request. 14. TAXES. Contractor shall pay all federal, state and local taxes that may be chargeable on any Improvements and Services provided hereunder or otherwise in relation to Contractor's duties and obligations hereunder. 15. PERMITS. Contractor shall and shall cause any of its contractors and subcontractors to obtain and pay for any necessary permits and licenses, whether issued by the state, county or City, before proceeding with any work hereunder that requires any such permits. 16. CHARACTER OF WORK AND OPERATIONS. Contractor and Contractor's employees, contractors and subcontractors shall be competent and careful workmen skilled in their respective trades. Contractor shall not employ any person who repeatedly engages in misconduct or is incompetent or negligent in the due and proper performance of his duties or has been convicted of any crime of moral turpitude. The City shall retain the right to require the Contractor to remove any employee who is guilty of misconduct toward the public or is in any way discourteous to the public. This work is being performed for the public benefit and it is necessary that it be performed in an acceptable manner and at a satisfactory rate of progress. Contractor shall at all times maintain its equipment in a clean, serviceable condition. All equipment shall be properly licensed and inspected and clearly marked with the Contractor's name and telephone number. Page 9 Management and Improvement Services Agreement with Camp Bowie District,Inc. PID 8(Camp Bowie) 17. ASSIGNMENT AND SUBCONTRACTING. Contractor shall have the right to subcontract for the provision of any Improvements and Services authorized hereunder so long as the subcontract is in writing. Contractor shall provide the Administrator with a final executed copy of all subcontracts. The existence of a subcontract shall not relieve Contractor of any responsibility or liability to the City under this Agreement. Otherwise, Contractor may not assign, transfer or convey any of its duties and responsibilities under this Agreement to another party without the advance written approval of the City and execution by such party of a written agreement with the City under which such party agrees to be bound by the duties and obligations of Contractor under this Agreement. 18. DEFAULT. All terms, conditions and provisions of this Agreement shall be considered material, and Contractor's failure to perform any part of this Agreement shall constitute an event of default hereunder. Should the Contractor fail to fully cure any default hereunder within fourteen (14) calendar days after receipt from the City of written notice of the default (or, provided that Contractor has diligently commenced and continuously attempted cure within such time, such additional time as may be reasonably necessary to fully cure the default), the City may, at its option and in addition to any other remedies available to it under law or in equity, terminate this Agreement by providing written notice to Contractor. Notwithstanding the foregoing, City may terminate this Agreement for any reason upon thirty (30) calendar days' prior written notice to Contractor. In the event of any termination, any work in progress will continue to completion unless specified otherwise in the City's termination notice. The City shall pay for any such work in progress that is completed by Contractor and accepted by the City. 19. COOPERATION WITH CITY. Contractor shall, at such time and in such form as City may require, furnish periodic information concerning the status of the project and such other statements, certificates and approvals relative to the project as may be requested by the City. Contractor shall meet with the Administrator or other City officials as may be requested to discuss any aspect of this Agreement. 20. BOOKS AND RECORDS; AUDITING RIGHTS. Contractor shall maintain complete and accurate records with respect to all expenditures and costs incurred for all Improvements and Services provided hereunder. All such records shall be maintained on a generally accepted accounting basis and shall be clearly identified and readily accessible to the City. Contractor shall provide representatives of City or its appointees free access to such books and records, at all proper times, in order that they may examine and audit the same and make copies thereof. Contractor shall further allow the City and its representatives Page 10 Management and improvement Services Agreement with Camp Bowie District,Inc. PID 8(Camp Bowie) to make inspections of all work data, documents, proceedings and activities related to this Agreement. Such right of access and audit shall continue for a period of three (3) years from the date of final payment under this Agreement. The City shall also have the right to conduct a performance audit and evaluation of Contractor at such times as the City deems necessary. Contractor shall fully cooperate with any such performance audit. The City may employ consultants at the City's expense to assist City in such performance audit. Contractor agrees to give the City and its consultants access to all reports, data, schedules and other relevant information which may be required to conduct such performance audit. 21. NOTICES. Any notices, bills, invoices or reports required by this Agreement shall be conclusively determined to have been delivered three (3) business days after deposit in the United States mail, in a sealed envelope with sufficient postage attached, to the addresses listed below or such other addresses as may from time to time be provided to the other party: City: Contractor: City of Fort Worth Camp Bowie District, Inc. Attn: PID Administrator Attn: Lisa Powers Housing & Economic Development Dept. 6100 Camp Bowie, Suite 23 1000 Throckmorton Street Fort Worth, TX 76116 Fort Worth, Texas 76102-6311 22. COMPLIANCE WITH LAWS, ORDINANCES, RULES AND REGULATIONS. This Agreement will be subject to all applicable federal, state and local laws, ordinances, rules and regulations, including, but not limited to, all provisions of the City's Charter and ordinances, as amended. 23. GOVERNMENTAL POWERS. It is understood that by execution of this Agreement, the City does not waive or surrender any of it governmental powers or immunities. 24. NO WAIVER. The failure of either party to insist upon the performance of any term or provision of this Agreement or to exercise any right granted hereunder shall not constitute a waiver of that party's right to insist upon appropriate performance or to assert any such right on any future occasion. Page 11 Management and Improvement Services Agreement with Camp Bowie District,Inc. PID 8(Camp Bowie) 25. VENUE AND JURISDICTION. If any action, whether real or asserted, at law or in equity, arises on the basis of any provision of this Agreement, venue for such action shall lie in state courts located in Tarrant County, Texas or the United States District Court for the Northern District of Texas—Fort Worth Division. This Agreement shall be construed in accordance with the laws of the State of Texas. 26. NO THIRD PARTY RIGHTS. The provisions and conditions of this Agreement are solely for the benefit of the City and Contractor and are not intended to create any rights, contractual or otherwise, to any other person or entity. 27. INTERPRETATION. In the event of any dispute over the meaning or application of any provision of this Agreement, this Agreement shall be interpreted fairly and reasonably, and neither more strongly for or against any party, regardless of the actual drafter of this Agreement. 28. CAPTIONS. Captions and headings used in this Agreement are for reference purposes only and shall not be deemed a part of this Agreement. 29. ENTIRETY OF AGREEMENT. This Agreement, including any exhibits attached hereto and any documents incorporated herein by reference, contains the entire understanding and agreement between the City and Contractor as to the matters contained herein. Any prior or contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict with any provision of this Agreement. 30. COUNTERPARTS. This Agreement may be executed in multiple counterparts, each of which shall be considered an original, but all of which shall constitute one instrument. Page 12 Management and Improvement Services Agreement with Camp Bowie District,Inc. PID 8(Camp Bowie) EXECUTED as of the last date indicated below: CITY OF FORT WORTH: CAMP BOWIE DISTRICT,INC., a Texas nonprofit corporation: By: By: �sr% Fernando Costa Robert Sell Assistant City Manager �& F Olt Chairman Xq.'0 o7� ATTEST: �� T: 0"00000ae°�� ,AS By: By: Mary J. Name: City Secre Title: APPROVED AS TO FORM AND LEGALITY: Maleshia B. Farmer Senior Assistant City Attorney M&C: BH-314 9-09-14 OFFICIAL RECORD CITY SECRETARY FT.WORTH,TX Page 13 Management and Improvement Services Agreement with Camp Bowie District,Inc. PID 9(Camp Bowie) EXHIBITS "A"—Service Plan and Budget for the District "B"—Additional Services to be Provided by Contractor Management and Improvement Services Agreement with Camp Bowie District,Inc. PID 8(Camp Bowie) Exhibit"A" REVENUES FY14/15 FY15/16 FY16117 FY17/18 FV18/19 PID Assessments $ 410,047 $415,000 $ 420,000 $ 425,000 $ 430,000 City Payment in-lieu of Services $ 39,761 $ 39,761 $ 39,761 $ 39,761 $ 39,761 Prior Year's Assessment $ 47.520 $ 51.867 $ 76.567 $ 77.167 $ _ 69_167 Total Revenues $ 497,328 $506,628 $ 536,328 $541,928 $ 538,928 EXPENSES Management Fee $ 74,000 $ 83,000 $ 84,000 $ 85,000 $ 86,000 Water $ 16,000 $ 18,000 $ 20,000 $ 22,000 $ 24,000 Utilities $ 2,500 $ 2,500 $ 3,500 $ 4,000 $ 4,500 Landscape Management Fee $ 39,000 $ 39,000 $ 39,000 $ 39,000 $ 39,000 Median/ROW Mowing $ 47,261 $ 47,261 $ 47,261 $ 47,261 $ 47,261 Landscape Maintenance $ 43,500 $ 50,000 $ 75,000 $ 85,000 $ 95,000 Beautification $ 2,000 $ 90,000 $ 90,000 $ 90,000 $ 70,000 Capital Improvements $ 134,000 $ - $ - $ - $ - Marketing $ 62,500 $ 75,000 $ 75,000 $ 75,000 $ 75,000 Insurance $ 4,500 $ 5,000 $ 5,000 $ 5,000 $ 5,000 Annual Review(Audit) $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 City Administrative Fee $ 8,200 $ 8,300 $ 8,400 $ 8,500 $ 8,600 Budget Expenses $ 445,461 $430,061 $ 459,161 $472,761 $ 466,361 Estimated Operating Reserve $ 51,867 $ 76,567 $ 77,167 $ 69,167 $ 72,567 Total Expenses $ 497,328 $506,628 $ 536,328 $541,928 $ 538,928 Management and Improvement Services Agreement with Camp Bowie District,Inc. PID 8(Camp Bowie) Exhibit`B" Additional Services to be Provided by Contractor (a) Contractor shall assign one of its employees to manage the PID and, unless otherwise agreed by the City in writing, Contractor agrees that the management of the PID shall be the sole activity for the assigned employee and such employee shall not manage any other properties for Contractor; (b) Participate in meetings of City of Fort Worth departments of Housing and Economic Development, Parks, Transportation and Public Works, Internal Audit, and Budget to coordinate PID activities; (c) Participate in meetings of the PID advisory body or other entity selected by the City for assistance in the preparation of the Service Plan and Budget for the District, and update members of any such entity as to authorized PID projects and other pertinent matters. At the request of the PID advisory body or other entity selected by the City, arrange for guest presenters to attend such meetings; (d) Establish means of communication for citizen input to report problems and make suggestions to the PID. Coordinate responses to citizen input with the PID advisory body or other entity selected by the City; (e) Maintain a full and accurate accounting of disbursements for reimbursement from PID revenues, providing the PID advisory body or other entity selected by the City with a monthly accounting statement; (f) Monitor recurring expenses and perform comparative analysis to identify emerging trends and real or potential problems. Notify the PID advisory body or other entity selected by the City of trends and unusual or excessive expenses; (g) Maintain complete set of historical records of all PID activity to include PID charter, minutes of meetings, and agreements/contracts with other entities, grant applications, etc. from the beginning of PID to present; and (h) Work with all PID committees to coordinate and handle all details associated with public events that are sponsored by PID. The Contractor shall commence, carry on, and provide such improvements and/or services with all practicable dispatch, in a sound, economical, and efficient manner, in accordance with this contract and its attachments and all applicable laws. Management and Improvement Services Agreement with Camp Bowie District,Inc. PID 9(Camp Bowie) City of Fort Worth, Texas Mayor and Council Communication COUNCIL A 11019: pproved on 9/9/2014 - Ordinance Nos. 21438-09-2014 & 21439-09- 2014 uesaay, r;eptember 09, 2014 REFERENCE NO.: BH-319 LOG NAME: 17PID8FY15PBH SUBJECT: Conduct a Public Benefit Hearing for Public Improvement District 8, Camp Bowie Corridor PID, Concerning the Proposed 2014-2015 Budget in the Amount of$497,328.00 and Five-Year Service Plan and Proposed Assessment Roll, Authorize Transfer in the Amount of$39,761.00 from the General Fund to the Special Assessment District Fund for the City's Payment in Lieu of Services, Adopt Ordinance Levying Special Assessments for the 2014 Tax Year in the Amount of$410,047.00, Adopt Appropriation Ordinance to Increase Estimated Receipts and Appropriations in the Special Assessment District Fund in the Amount of $449,808.00 and Authorize Transfer in the Amount of$8,200.00 for Administrative Fees from the Special Assessment District Fund, Public Improvement District 8 Fiscal Year 2014-2015 Project Account to the General Fund and Authorize Execution of an Agreement with Camp Bowie District, Inc., to Manage the District (COUNCIL DISTRICTS 3 and 7) RECOMMENDATION: It is recommended that the City Council: 1. Conduct a public benefit hearing concerning the proposed special assessments on the property located in Public Improvement District 8, Camp Bowie Corridor Public Improvement District for the 2014 tax year; 2. Approve the attached Fiscal Year 2014-2015 Budget and Five-Year Service Plan for the Camp Bowie Corridor Public Improvement District; 3. Adopt the attached ordinance levying special assessments on the property in the Camp Bowie Corridor Public Improvement District, subject to assessment for the 2014 tax year; 4. Authorize a transfer in the amount of $39,761.00 from the General Fund to the Special Assessment District Fund, Public Improvement District 8 Fiscal Year 2014-2015 Project Account for the City's Payment In-Lieu of Services; 5. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Public Improvement District 8 Fiscal Year 2014-2015 Project Account of the Special Assessment District Fund in the amount of$449,808.00 from available funds; 6. Authorize a transfer in the amount of $8,200.00 for administrative fees from the Special Assessment District Fund, Public Improvement District 8 Fiscal Year 2014-2015 Project Account to the General Fund contingent upon the adoption of the attached ordinance levying assessments; and 7. Authorize the execution of an Agreement with Camp Bowie District, Inc., in the amount of $74,000.00 to provide management and improvement services for the Camp Bowie Corridor Public Improvement District during Fiscal Year 2014-2015. Logname: 17PID8FY15PBH Page 1 of 3 DISCUSSION: On December 16, 2008, (M&C G-16380) the City Council adopted Resolution No. 3697-12-2008 reestablishing Public Improvement District 8 (Camp Bowie Corridor PID). The purpose of this benefit hearing is to receive comments from the public regarding the 2014-2015 Fiscal Year Budget and Five-Year Service Plan for the PID and the proposed assessments to be levied on each property in the PID for the 2014 tax year. Following the public hearing, it is recommended that the City Council approve the attached Budget and Five-Year Service Plan of the PID, adopt the attached ordinance levying the proposed assessments and adopt the attached appropriation ordinance allocating estimated receipts to the Camp Bowie Corridor PID's fund. On August 26, 2014, (M&C BH-311) the City Council conducted a public hearing to receive comments on the proposed 2014-2015 Fiscal Year Budget and Five-Year Service Plan for the PID. Notice of this benefit hearing was published in the newspaper and mailed to all record owners of property in the Camp Bowie Corridor PID, in accordance with state law. The improvements and services to be provided in the PID and the costs thereof are as follows: Improvements Total Budgeted Costs i Management Fee $ 74,000.00 Water —� $ 16,000.00 Utilities F---- $ 2,500.00 Landscape Management �� $ 39,000.00 Median/Right-of-Way Mowing T $ 47,261.00 Beautification $ 2,000.00 Capital $134,000.00 Improvements Landscape Maintenance -� $ 43,500.00 Marketing ��— $ 62,500.00 Insurance $ 4,500.00 Annual Review (Audit) --- $ 12,000.00 City Administrative Fee '$ 8,200.00 Budget Expenses 1 $445,461.00 Estimated Operating Reserve $ 51,867.001 Total Expenses $497,328.00 The total budgeted costs of the improvements and services are in the amount of $497,328.00. Of this amount, $410,047.00 will be funded by assessments collected on privately owned parcels located in the district by applying a rate of$0.10 cents to each $100.00 of property value for commercial property. The remainder of the costs in the amount of $87,281.00 will be funded by the amount of $39,761.00 from the City for Payment In-Lieu of Services and the amount of$47,520.00 from prior year's assessments. The Camp Bowie Corridor PID is located in COUNCIL DISTRICTS 3 and 7. FISCAL INFORMATION / CERTIFICATION: Logname: 17PID8FY15PBH Page 2 of 3 The Financial Management Services Director certifies that upon approval of the above recommendations and the adoption of the Fiscal Year 2014-2015 Budget by the City Council, funds will be available in the Fiscal Year 2015 operating budget, as appropriated, of the Special Assessment District Fund and the General Fund. FUND CENTERS: TO Fund/Account/Centers FROM Fund/Account/Centers 4)5) GS87 488010 002508002000 $39,761.00 4) GG01 539120 0807071 $39,761.00 5) GS87 539120 002508002000 $449,808.00 6) GS87 539120 002508002000 $8,200.00 5) GS87 488342 0025008002000 $410,047.00 7) GS87 539120 002508002000 $74,000.00 6) GG01 461813 0171000 8 200.00 CERTIFICATIONS: Submitted for City Manager's Office by: Fernando Costa (6122) Originating Department Head: Jay Chapa (5804) Additional Information Contact: Ossana Hermosillo (6203) ATTACHMENTS 1. Fund Verification GG01.docx (CFW Internal) 2. PID-8 Camp Bowie map.odf (Public) 3. PID8 5YrServicePlan FY15.pdf (Public) 4. PID8FY15 GS87 AO.docx (Public) 5. PID8FY15AssessmentOrd.docx (Public) Logname: 17PID8FY15PBH Page 3 of 3