hays county commissioner's court agenda for 5-24-2016

8/16/2019 Hays County Commissioner's Court Agenda for 5-24-2016

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Commissioners Court –May 24, 2016NOTICE OF A MEETING OF THE

COMMISSIONERS COURT OF HAYS COUNTY, TEXAS

This Notice is posted pursuant to the Texas Open Meetings Act. (VERNONS TEXAS CODES ANN. GOV.CODE CH.551). The Hays County Commissioners Court will hold a meeting at 9:00 A.M. on the 24th

day ofMay, 2016, in the Hays County Courthouse, Room 301, San Marcos, Texas. An Open Meeting will be heldconcerning the following subjects:

CALL TO ORDERINVOCATION

PLEDGE OF ALLEGIANCE - Pledge of Allegiance to the American Flag & Pledge of Allegiance to the Texas Flag ROLL CALL

PRESENTATIONS & PROCLAMATIONS

1 4-5 Adopt a proclamation recognizing Tuesday, May 24, 2016 as Second Lieutenant John A DeckerDay. COBB/PRATHER

2 6-7 Adopt a proclamation recognizing May 23-27, 2016 as Flood Awareness Week. COBB/SMITH

PUBLIC COMMENTS At this time 3-MINUTE comments will be taken from the audience on Non-Agenda related topics. To address the Court, please submit a

Public Participation/ Witness Form to the County Clerk. Please Complete the Public Participation/ Witness Form in its Entirety.NO ACTION MAY BE TAKEN BY THE COURT DURING PUBLIC COMMENTS.

CONSENT ITEMSThe following may be acted upon in one motion.

A Commissioner, the County Judge, or a Citizen

may request items be pulled for separate discussion and/or action.

3 8 Approve payments of county invoices. HERZOG 4 9-14 Approve Commissioners Court Minutes of May 17, 2016. COBB/GONZALEZ

5 15-36Ratify the County Judge's execution of a letter amendment to the scope of a ProfessionalServices Agreement between Hays County and Klotz & Associates for a study of the drainagebasin that feeds into Northpoint subdivision. Amend the budget accordingly.INGALSBE/BORCHERDING

6 37-41 Approve Utility Permits. COBB/BORCHERDING

7 42-54

Authorize the County Judge to execute a Supplemental Agreement No. 3 to the ProfessionalServices Agreement with Klotz Associates, Inc. for the FM 1626 South project as part of thePass-Through Finance Program in Hays County, increasing the Compensation Cap by$133,572.00 from $3,316,428.00 to $3,450,000.00. JONES

8 55 Amend the Office of the Governor, CJD Veteran's Court Grant program operating budget forapproved out of state travel and other operating expenses. INGALSBE/GLICKLER

9 56-77Ratify the execution of a Notice of Intent for a TPDES General Permit under the TexasCommission on Environmental Quality Stormwater Program. JONES/GARZA

10 78-125 Authorize the County Judge to sign an agreement with ARC Document Solutions for off-sitescanning services for the Development Services Division's permit records. COBB/MCINNIS

11 126

Rescind action of the Commissioners Court on or about September 3, 2013. Resolution #28277,authorizing the County Judge to execute a Memorandum of Understanding (MOU) regarding thededication of roadways and right of way in the Deerfield Estates II Subdivision.WHISENANT/KENNEDY

12 127 Authorize the use of County Wide contingencies for expenses related to the Fischer Store RoadBridge ribbon cutting ceremony. COBB/CONLEY

13 128-148Ratify the County Judge's execution of a Possession and Use Agreement between Hays Countyand Giberson Properties, Inc., related the Hays County's possession and use of Right of Wayassociated with the FM1626 project. JONES/COBB


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ACTION ITEMS

ROADS

14 149-151Discussion and possible action to consider the acceptance of road construction and drainageimprovements and acceptance of the maintenance bond for a 2-year period for Shadow Creeksubdivision, Ph. 4, Sec. 1B. JONES/BORCHERDING

15 152Discussion and possible action to call for a public hearing on June, 7th, 2016 to establish aschool zone speed limit on Hays Country Acres Road. WHISENANT/LEACH

MISCELLANEOUS

16 153Discussion and possible action to appoint Lon Shell, Hays County Judge Cobb's Chief of Staff,to serve as a representative on the San Marcos / Hays County EMS Board of Directors toreplace Mark Chambers. INGALSBE

17 154Discussion and possible action to approve the appointment of Clint Browning as Hays CountyFire Marshal. COBB/SMITH

18 155Discussion and possible action to approve the conversion of existing space within the CountyClerk's Office to a conference room, furnish the new space, purchase a computer and relatedequipment for a new hire, and amend the budget accordingly. INGALSBE/GONZALEZ

19 156-160Discussion and possible action to authorize the County Judge to execute a renewal ServiceSubscription Agreement between Hays County and Budget Infographics, Inc.INGALSBE/WHISENANT

20 161-162

10:00 a.m. -- Continue a public hearing, pursuant to §775.016 of the Texas Health and SafetyCode, related to a petition proposing the creation of Hays County Emergency Services District#9. Possible action may follow the hearing, including conditional resolution(s) of Court to findthat 1) creation of the district is feasible or not feasible and 2) that the creation of the district willor will not promote the public safety, welfare, health, and convenience of persons residing withinthe proposed district. If the Court finds in favor of district creation, it shall also take action togrant the petition, fix the district's boundaries, order an election to confirm the district's creation,and impose additional conditions, if any. COBB/KENNEDY

21 163-195

Discussion and possible action related to the proposed Jail, 911 Center, and Law EnforcementCenter improvements, including but not limited to 1) Selection of Construction Manager at Risk

for one or more of the project(s), 2) Authorizing the County Judge to execute a ProfessionalServices Agreement between Hays County and the selected Construction Manager at Risk, and3) Discussing next steps in the process laid out by Program Manager and staff.INGALSBE/CONLEY

EXECUTIVE SESSIONSThe Commissioners Court will announce it will go into Executive Session, if necessary, pursuant to Chapter 551 of the Texas Government Code, to receiveadvice from Legal Counsel to discuss matters of land acquisition, litigation, and personnel matters as specifically listed on this agenda. The Commissioners

Court may also announce it will go into Executive Session, if necessary, to receive advice from Legal Counsel regarding any other item on this agenda.

22 196Executive Session pursuant to Sections 551.071 and 551.074 of the Texas Government Code:consultation with counsel and deliberation regarding the position of Hays County Elections

Administrator. Possible action may follow. COBB

23 197

Executive Session pursuant to Sections 551.071 and 551.072 of the Texas Government Code:

consultation with counsel and deliberation regarding the purchase, exchange or value of Rightof Way along proposed FM110 in Pct 1. Possible action to follow in open court. INGALSBE

24 198Executive Session pursuant to Sections 551.071 and 551.087 of the Texas Government Code:consultation with counsel and deliberation regarding economic development negotiationsassociated with Project Texas. Possible action may follow in open court. COBB

25 199

Executive Session pursuant to Sections 551.071 and 551.072 of the Texas Government Code:consultation with counsel and deliberation regarding the purchase, exchange, or value of realproperty including the marketing and potential sale or lease of County owned properties.Possible action may follow in open court. COBB


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STANDING AGENDA ITEMSThe Commissioners Court utilizes Standing Agenda Items to address issues that are frequently or periodically discussed in court. This section allows the Court

to open the item when a need for discussion arises.

26Discussion of issues related to the Hays County Jail, and the planning of projects pertaining to the publicsafety facilities needs within the County. Possible action may follow. COBB/CUTLER

27 Discussion and possible action related to the burn ban and/or disaster declaration. COBB/CHAMBERS

28Discussion of issues related to the road bond projects, including updates from Mike Weaver, PrimeStrategies, Laura Harris, HNTB and Allen Crozier, HDR. Possible action may follow. COBB

ADJOURNMENT

Posted by 5:00 o'clock P.M. on the 20th day of May, 2016

COMMISSIONERS COURT, HAYS COUNTY, TEXAS

______________________________________________

CLERK OF THE COURT

Hays County encourages compliance with the Americans with Disabilities Act (ADA) in the conduct of all public meetings. To that end, persons with disabilitieswho plan to attend this meeting and who may need auxiliary aids such as an interpreter for a person who is hearing impaired are requested to contact the Hays

County Judge’s Office at (512) 393-2205 as soon as the meeting is posted (72 hours before the meeting) or as soon as practical so that appropriatearrangements can be made. While it would be helpful to receive as much advance notice as possible, Hays County will make every reasonable effort to

accommodate any valid request regardless of when it is received. Braille is not available.


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AGENDA ITEM REQUEST FORM

Hays County Commissioners CourtTuesdays at 9:00 AM

Request forms are due in Microsoft Word Format via email by 2:00 p.m. on Wednesday.

AGENDA ITEM

Adopt a proclamation recognizing Tuesday, May 24, 2016 as Second Lieutenant John A Decker Day.

ITEM TYPE MEETING DATE AMOUNT REQUIRED

PROCLAMATIONS/PRESENTATIONS May 24, 2016 N/A

LINE ITEM NUMBER

N/A

AUDITOR USE ONLY

AUDITOR COMMENTS:

PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: N/A

REQUESTED BY SPONSOR CO-SPONSOR

Jude Prather, Veteran Services Officer COBB N/A

SUMMARY

27B55B83B111B139B167B195B223B251BPlease refer to attached proclamation.

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PROCL AMATI ON RECOGNIZING TUESDAY, MAY 24, 2016AS SECOND LIEUTENANT JOHN A. DECKER DAY

WHEREAS, Second Lieutenant John A. Decker USMC, was the son of former Hays County

Judge Charles Milton Decker Jr and brother to Marylyn Decker Mitchell; and

WHEREAS, while serving with the Second Battalion, First Marines, in combat operations

against the Empire of Japan during World War Two on the South Pacific Islands of Peleliu,

Second Lieutenant John Decker was killed in action on September 18, 1944; and

WHEREAS, for his heroic actions he was posthumously awarded the Silver Star and Purple

Heart; and

WHEREAS, the citation for his Silver Star states, “When his entire battalion was held up by a

strongly emplaced enemy pillbox on 16 September, Second Lieutenant Decker courageously

volunteered to neutralize it and, leading a small patrol on this hazardous mission, succeeded in

destroying two hostile machine guns with their crews. On the following day he led his rifle

platoon in a furious assault against the ridge north of the airport and, upon discovering that an

enemy machine gun farther up the crest was inflicting heavy casualties upon his flanking unit,

daringly advanced alone under heavy fire and destroyed the hostile position with grenades.

During a severe enemy counterattack that same night Second Lieutenant Decker was killed as he

arose to throw a grenade at an advancing Japanese. His aggressive fighting spirit and unwaveringdevotion to duty were an inspiration to his men and in keeping with the highest traditions of the

United States Naval Service. He gallantly gave his life for his country.”

NOW, THEREFORE, BE IT PROCLAIMED that the Hays County Commissioners Courtdoes hereby give recognition of his service by proclaiming Tuesday, May 24, 2016 as

SECOND LIEUTENANT JOHN A. DECKER DAY

ADOPTED THIS THE 24th

DAY OF MAY, 2016

Bert Cobb

Hays County Judge

______________________________ ______________________________

Debbie Gonzales Ingalsbe Mark Jones

Commissioner, Pct. 1 Commissioner, Pct. 2

______________________________ ______________________________

Will Conley Ray Whisenant


ATTEST:

_________________________

Liz Q. Gonzalez

Hays County Clerk

STATE OF TEXAS §

§COUNTY OF HAYS §

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AGENDA ITEM

Adopt a proclamation recognizing May 23-27, 2016 as Flood Awareness Week.


PROCLAMATIONS/PRESENTATIONS May 24, 2016 N/A

LINE ITEM NUMBER

N/A

AUDITOR USE ONLY

AUDITOR COMMENTS:



Kharley Smith, Emergency Management Coordinator COBB N/A

SUMMARY

27B55B83B111B139B167B195B223B251BPlease refer to attached proclamation.

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PROCL AMATION RECOGNIZING MAY 23 - 27, 2016AS FLOOD AWARENESS WEEK

Whereas, the record flooding of May 2015 demonstrates floods can happen anytime, anywhere and

without warning; and

Whereas, this week marks the one-year anniversary of the Memorial Day Floods in Hays County; and

Whereas, flooding and flash flooding have caused loss of life and considerable property damage; and

Whereas, Hays County has suffered major flooding events in 1998, 2001, 2002, 2007, 2013, and 2015,

receiving federal declarations of disaster for all; and

Whereas, through partnerships with local, state and federal agencies, emergency management,

emergency responders and others working together to provide the citizens of Hays County improved

flood warning services and preparedness education; and

Whereas, our hope is that each Hays County Citizen will recognize and participate during Flood

Awareness Week by becoming more educated on flooding and emergency preparedness; and

NOW, THEREFORE, BE IT PROCLAIMED that the Hays County Commissioners Court does

hereby proclaim May 23 - 27 as

FLOOD AWARENESS WEEK

ADOPTED THIS THE 24th DAY OF MAY, 2016

Bert Cobb

Hays County Judge

______________________________ ______________________________

Debbie Gonzales Ingalsbe Mark Jones


______________________________ ______________________________

Will Conley Ray Whisenant


ATTEST:

_________________________

Liz Q. Gonzalez

Hays County Clerk

STATE OF TEXAS §

§COUNTY OF HAYS §

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AGENDA ITEM

Approve payment of County invoices.


CONSENT May 24, 2016

LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:

PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR APPROVAL: N/A


Auditor’s Office HERZOG N/A

SUMMARY

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AGENDA ITEM

Approve Commissioner Court Minutes of May 17, 2016.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



Gonzalez COBB N/A

SUMMARY

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HAYS COUNTY COMMISSIONERS' COURT MINUTES

MAY 17, 2016 ***** ***** VOLUME V PG 851

STATE OF TEXAS *COUNTY OF HAYS *

ON THIS THE 17TH DAY OF MAY A.D., 2016, THE COMMISSIONERS' COURT OF HAYS COUNTY,TEXAS, MET IN REGULAR MEETING. THE FOLLOWING MEMBERS WERE PRESENT, TO-WIT:

ALBERT H. COBB JR COUNTY JUDGE

DEBBIE GONZALES INGALSBE COMMISSIONER, PCT. 1MARK JONES COMMISSIONER, PCT. 2WILL CONLEY COMMISSIONER, PCT. 3RAY O. WHISENANT JR COMMISSIONER, PCT. 4ROSE ROBINSON DEPUTY COUNTY CLERK

AND THE FOLLOWING PROCEEDINGS WERE HAD, THAT IS:

Pastor Virgie White, First Christian Church in San Marcos gave the invocation and Judge Cobb led the court inthe Pledge of Allegiance to the United States and Texas flags. Judge Cobb called the meeting to order.

PUBLIC COMMENTS

Emergency Management Coordinator Kharley Smith spoke. Employees at the Hays County GovernmentCenter will be participating in an Emergency Drill on Friday, May 20, from 8 a.m. to 9 a.m. The public will haveaccess to the building beginning at 9 a.m. Early voting will continue beginning at 7 a.m. and will enter through

the front west-side entrance and will not be affected by the drill.

31533 APPROVE PAYMENTS OF COUNTY INVOICES

A motion was made by Commissioner Jones, seconded by Commissioner Whisenant to approvepayments of County Invoices in the amount of $713,526.55 as submitted by the County Auditor . Allvoting “Aye” . MOTION PASSED

31534 APPROVE COMMISSIONERS COURT MINUTES OF MAY 10, 2016

A motion was made by Commissioner Jones, seconded by Commissioner Whisenant to approveCommissio ners Court Minutes of May 10, 2016 as presented by the County Clerk. All voting “ Aye” .MOTION PASSED

31535 APPROVE THE MARCH 2016 TREASURER'S REPORTS AND INVESTMENTREPORTS

Approve the March 2016 Treasurer's Reports and Investment Reports. A motion was made by CommissionerJones, seconded by Commissioner Whisenant to approve the March 2016 Treasurer's Reports andInvestment Reports. All voting “ Aye” . MOTION PASSED

31536 ACCEPT A CONTRIBUTION FROM THE DAHLSTROM FAMILY TRUST IN THEAMOUNT OF $15,000 TO BE APPLIED TO THE COUNTY'S ACQUISITION OF APREFABRICATED BUILDING FOR A VISITORS CENTER AT THE GAY RUBYDAHLSTROM NATURE PRESERVE; AND REQUEST THAT DAHLSTROM FAMILYCONTRIBUTIONS TOWARD CAPITAL IMPROVEMENTS ON THE PROJECT BETRACKED BY THE AUDITOR'S OFFICE

Although Hays County will be acquiring the building for use on the Preserve, the Dahlstrom family hascontributed $15,000 toward the structure, the total cost of which is approximately $45,000. They have requestedthat the County keep track of these types of contributions, since the Lease Agreement carries a penalty for earlytermination by the Dahlstroms that corresponds to the County's capital contribution to the Project. Should thelease be terminated early, it would be misleading to show the County's total contribution for the Visitors Centeras $45,000. A motion was made by Commiss ioner Jones, seconded by Commissioner Whisenant toaccept a contribution from the Dahlstrom Family Trust in the amount of $15,000 to be applied to theCounty's acquisition of a prefabricated building for a Visitors Center at the Gay Ruby Dahlstrom NaturePreserve; and request that Dahlstrom family contributions toward capital improvements on the projectbe tracked by the Audit or's Office. All voting “ Aye” . MOTION PASSED

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VOLUME V PG 852 ***** ***** MAY 17, 2016

31537 AUTHORIZE THE DEVELOPMENT AND COMMUNITY SERVICES DEPARTMENT TOPURCHASE A PREFABRICATED BUILDING TO BE UTILIZED AS A VISITORSCENTER AT THE GAY RUBY DAHLSTROM NATURE PRESERVE

The Prefabricated Building will provide working space to be utilized as a Visitors Center at the Gay RubyDahlstrom Nature Preserve. The building will be open to the public and will house a variety of educationalinformation that highlights the family history and unique features found throughout the preserve. It will also serveas a workspace for the park employees and will be located at the main entrance to the preserve. A mot ion wasmade by Commissioner Jones, seconded by Commissioner Ingalsbe to authorize the Development andCommunity Services Department to purchase a prefabricated building to be utilized as a Visitors Centerat the Gay Ruby Dahlst rom Nature Preserve. All voting “ Aye” . MOTION PASSED

31538 APPROVE THE RECOMMENDATION AND SELECTION OF PERFORMANCESERVICES AS THE MOST QUALIFIED FIRM IN RESPONSE TO RFQ 2016-P01,ENERGY SERVICES COMPANIES FOR PERFORMANCE CONTRACTING ANDAUTHORIZE STAFF TO NEGOTIATE A CONTRACT

After evaluation of qualifications from 6 firms it was determined that Performance Services was most qualifiedfor Energy Services Performance Contracting work in Hays County. Staff will negotiate any necessary

agreements and bring back to Commissioners Court prior to moving forward with Performance Services. Amotion was made by Commissioner Jones, seconded by Commissioner Ingalsbe to approve therecommendation and selection of Performance Services as the most qualified firm in response to RFQ2016-P01, Energy Services Companies for Performance Contracting and authorize staff to negotiate acont ract. All voting “ Aye” . MOTION PASSED

31539 AUTHORIZE INSTITUTIONAL OSSF PERMIT AT 402 LEWIS LANE, BUDA, TX

Matthew and Susan Ocker are proposing the addition of a 1000 gallon septic tank and 1000 gallon pump tank totheir existing on-site sewage facility that was installed in 2014. The purpose is to serve an additional childcarebuilding. This property is 2.6277 acres just north of Cimarron Park Subdivision. Water will be supplied by publicwater supply. The original system was designed for 600 GPD and they are using less than 380 gallons per day,so they have adequate capacity to add the additional building. Stan Burrier, P.E., designed these newcomponents to discharge to their existing on-site sewage facility which consists of a grease trap, pretreatmenttank, equalization tank, and an aerobic treatment unit which doses to a drip irrigation dispersal field. A motionwas made by Commissioner Jones, seconded by Commissioner Ingalsbe to authorize Institutional

OSSF Permit at 402 Lewis Lane, Buda, TX. All vo ting “ Aye” . MOTION PASSED

31540 AUTHORIZE THE AUDITOR'S OFFICE TO PURCHASE A REPLACEMENT DELLLAPTOP AND NEW SURFACE PRO TABLET AND AMEND THE BUDGETACCORDINGLY

The County Auditor would like to test a Surface Pro Tablet to replace an existing laptop being used. The tabletwill allow for more versatility and ease when accessing financial data during off site meetings. Also, the Budget& Projects Manager's laptop hard drive has failed and is in need of replacing. This laptop is up for replacementin the FY17 budget; however, due to the hard drive failure needs to be replaced this year. Savings within theoperating budget are available to fund this request. Amount required $ 3,823; Decrease Staff Salaries 001-606-00.5021 - $3,823; Tablet: Increase Computer Equipment 001-606-00.5712_400 - $1,450; Increase DataSupplies 001-606-00.5202 - $405; Laptop: BIncrease Computer Equipment 001-606-00.5712_400 - $1,968. Amotion was made by Commissioner Jones, seconded by Commissioner Ingalsbe to authorize the Audi tor's Off ice to purchase a rep lacement Dell Laptop and new Surface Pro Tablet and amend thebudget accordi ngly. All voting “ Aye” . MOTION PASSED

31541 APPROVE THE FM 150 WEST ALIGNMENT STUDY PRELIMINARY SCHEMATICAPPROACH SCOPE FOR A K. FRIESE AND ASSOCIATES, INC. AND AUTHORIZETHE COUNTY JUDGE TO EXECUTE A SUPPLEMENTAL AGREEMENT FOR THEFM 150 WEST ALIGNMENT PROJECT (0805-04-028, 0016-17-013)

Preliminary studies have been completed for the FM 150 West Alignment Project, resulting in the identificationof Corridor C for future schematic and environmental study. The County and Friese & Associates have receivednumerous requests from the City of Kyle and potentially affected property owners within Corridor C for guidanceregarding the location of the roadway. These requests for guidance are growing in number and in urgency, andthe County is concerned that if work to define an alignment within Corridor C is not started soon, the opportunityto identify an alignment will be lost to development agreements and approvals currently being considered. Thepurpose of this agenda item, therefore, is for the County to acknowledge that to preserve an alignment throughCorridor C, some level of coordination with the City of Kyle and potentially affected property owners is needed,

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MAY 17, 2016 ***** ***** VOLUME V PG 853

and that a preliminary schematic plan is needed to provide all parties with some degree of certainty with regardto probable location of the alignment. Tasks identified in the FM 150 West Alignment Study PreliminarySchematic Approach Scope are within the scope identified in the approved Professional Services Agreementbetween the County and K. Friese and Associates executed November 12, 2013. Funds for the FM 150 West Alignment Study Preliminary Schematic Approach Scope are available under the approved ProfessionalServices Agreement available budget; no additional funds are required. A mot ion was made byCommissioner Whisenant, seconded by Commissioner Jones to approve the FM 150 West Al ignment Study Prel iminary Schematic App roach Scope for a K. Friese and Ass ociates, Inc . andauthorize the County Judge to execute a supplemental agreement for the FM 150 West AlignmentProject (0805-04-028, 0016-17-013). All vo ting “ Aye” . MOTION PASSED

31542 AUTHORIZE THE COUNTY JUDGE TO EXECUTE AN INTERLOCAL FUNDINGAGREEMENT BETWEEN HAYS COUNTY AND THE CITY OF WIMBERLEYRELATED TO ROADWAY IMPROVEMENTS AT THE INTERSECTION OF RM 12AND FM 3237, IN PCT. 3

The City of Wimberley expects to receive $400,000 from CAMPO for the proposed improvements. The abovereferenced funding agreement will allow the City to transfer those monies to Hays County, which will in turnadminister oversight of the project. A motion was made by Comm issioner Conley seconded byCommissioner Whisenant to approve the FM 150 West Alignment Study Preliminary Schematic Approach Scope for a K. Friese and Ass ociates, Inc . and authorize the County Judge to execute asupp lemental agreement for the FM 150 West Alignment Project (0805-04-028, 0016-17-013). All vo ting

“ Aye” . MOTION PASSED

31543 SUB-515 ROLLING HILLS ESTATES SECTION 1, REPLAT OF LOT 3, BLOCK 5 (2LOTS) GRANT A VARIANCE TO TABLE 10-1 OF THE HAYS COUNTY RULES FORON-SITE SEWAGE FACILITIES

Caitlyn Hairell, County Planner and Clint Garza, Director of Development and Community spoke. The RollingHills Subdivision is located off of FM 2001 in Precinct 2. The proposed plat will divide Lot 3, Block 5 parcel intotwo lots - 0.65 acres and 0.64 acres. Water service will be provided by Monarch Water and wastewater servicewill be accomplished by advanced OSSFs. The Hays County minimum lot size for a lot served by a publicgroundwater supply system and advanced OSSF is 1.0 acre. When the applicant originally approached theCounty regarding the division of the lot, Monarch was considered a surface water supplier and the minimum lotsize was 0.50 acres. The owner's justification for the variance is based on the fact that the requirementschanged before the plat was submitted for review. Additionally, the new minimum lot size requirement will denythe owner the privileges enjoyed by neighboring properties as there are a number of lots in this subdivisionwhich are as small as 0.27 acres. This plat has been reviewed under the County's 1445 agreement with the City

of Kyle. The Interlocal Agreement is written to prohibit the City from granting a variance from the County'sregulations without prior consent from the County. This action will allow the plat to move forward with City'sprocess for final approval. A motion was made by Commiss ioner Jones, seconded by CommissionerIngalsbe to appro ve SUB-515 Rolling Hills Estates Section 1, Replat of Lot 3, Block 5 (2 lots) and grant avariance to Table 10-1 of the Hays County Rules fo r On-Site. All votin g “ Aye” . MOTION PASSED

31544 SUB-582 AMENDING PLAT OF LOTS SC 127 & SC 128, WOODCREEK SECTION 9A(1 LOT) GRANT A VARIANCE FROM TABLE 705.05.01 OF THE HAYS COUNTYDEVELOPMENT REGULATIONS AND APPROVE FINAL PLAT

Caitlyn Hairell, County Planner spoke. Woodcreek Section 9A was platted in 1972, located off of Valley SpringRoad in Precinct 3. The proposed amended plat will combine lots SC 127 and SC 128 into one lot. The propertyowners are amending the plat to be able to build a home in the middle of the two properties. The Hays Countyminimum lot size for new lots located within the Edwards Aquifer Contributing Zone which is served by a PublicGroundwater Supply and Public Sewer is 0.50 acres. This amended plat takes the two 0.07 acre lots, andamends them into one 0.14 acre lot. The minimum lot size requirement cannot be met. There will be no increase

in density with this amended plat. This kind of re-subdivision is typically approved administratively; however thelot size variance requires Commissioners Court approval. A motion was made by Commissioner Conley , seconded by Commissioner Whisenant to approve SUB-582 Amending Plat of Lots SC 127 & SC 128,Woodcreek Section 9A (1 lot) accept a variance from Table 705.05.01 of the Hays County DevelopmentRegulations and approve final plat. All voting “ Aye” . MOTION PASSED

31545 ACTION RELATED TO THE PROPOSED JAIL, 911 CENTER, AND LAWENFORCEMENT CENTER IMPROVEMENTS, INCLUDING BUT NOT LIMITED TO 1)SELECTION OF AN ARCHITECT FOR ONE OR MORE OF THE PROJECT(S), 2)AUTHORIZING THE COUNTY JUDGE TO EXECUTE A PROFESSIONAL SERVICESAGREEMENT BETWEEN HAYS COUNTY AND THE SELECTED ARCHITECT, AND3) DISCUSSING NEXT STEPS IN THE PROCESS LAID OUT BY PROGRAMMANAGER AND STAFF

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VOLUME V PG 854 ***** ***** MAY 17, 2016

Brenda Jenkins with ECN International spoke. RFQ responses for Architect will be considered by committeemembers prior to Commissioners Court. If the committee has finalized its recommendation(s), it willcommunicate that decision in Open Court. Since a sample Architectural Services Agreement was included in theRFQ materials, which were already approved by Commissioners Court, the contract is ready for the CountyJudge's signature once selection and specification is made. A motion was made b y Comm issioner Conley, seconded by Commissioner Ingalsbe to the proposed Jail, 911 Center, and Law Enforcement Centerimprovements, including but n ot limited to 1) Selection of an Architect for one or mor e of the project(s),2) Authorizing the County Judge to execute a Professional Services Agreement between Hays Countyand the selected Architect, and 3) Discussing next steps in the process laid out by Program Managerand staff. All voting “ Aye” . MOTION PASSED

31546 AUTHORIZE THE COUNTY JUDGE TO EXECUTE A REMOTE BIRTH ACCESSCONTRACT BETWEEN HAYS COUNTY AND DEPARTMENT OF STATE HEALTHSERVICES (DSHS) VITAL STATISTICS UNIT RELATED TO STATE WIDE BIRTHCERTIFICATES

Contract renewal for the Hays County Clerk's Office to access the Texas Electronic Registration RemoteSystem (TER Remote System) for the purpose of issuing individual birth certificates. The current contractexpires on 8/31/2016. This renewal is for a 2 year period beginning 9/1/2016 and ending 8/31/2016. A mot ionwas made by Commissioner Ingalsbe, seconded by Commissioner Whisenant to authorize the CountyJudge to execute a Remote Birt h Access Cont ract between Hays County and Department of State Health

Services (DSHS) Vital Statistics Unit related to state wide birth certifi cates. All voting “ Aye” . MOTIONPASSED

31547 EXECUTIVE SESSION PURSUANT TO SECTIONS 551.071 AND 551.072 OF THETEXAS GOVERNMENT CODE: CONSULTATION WITH COUNSEL ANDDELIBERATION REGARDING THE PURCHASE, EXCHANGE OR VALUE OF RIGHTOF WAY ALONG DARDEN HILL ROAD IN PCT 4

Court convened into Executive Session at 10:20 a.m. and reconvened into open court at 10:30 a.m. InExecutive Session were Commissioner Ingalsbe, Commissioner Jones, Commissioner Conley, CommissionerWhisenant, General Counsel Mark Kennedy, Transportation Director Jerry Borcherding, David Baylor and Chiefof Staff Lon Shell. A m ot ion was made by Comm issioner Whisenant, seconded by Commissioner Jonesto authorize the exchange of Property, as presented in Executive Session, consisting of 0.314 acres ofland owned by Warren Adele Ely and Dennis and Jan Wagner; and consisting of a 1.07 acre tract of landdedicated to Hays County. All voting “ Aye” . MOTION PASSED

EXECUTIVE SESSION PURSUANT TO SECTIONS 551.071 AND 551.072 OF THE TEXASGOVERNMENT CODE: CONSULTATION WITH COUNSEL AND DELIBERATION REGARDING THEPURCHASE, EXCHANGE OR VALUE OF RIGHT OF WAY ALONG BLISS SPILLAR ROAD IN PCT 2

Court convened into Executive Session at 10:11 a.m. and reconvened into open court at 10:20 a.m. InExecutive Session were Commissioner Ingalsbe, Commissioner Jones, Commissioner Conley, CommissionerWhisenant, Transportation Director Jerry Borcherding and Chief of Staff Lon Shell. No Action Taken.

31548 EXECUTIVE SESSION PURSUANT TO SECTIONS 551.071 AND 551.072 OF THETEXAS GOVERNMENT CODE: CONSULTATION WITH COUNSEL ANDDELIBERATION REGARDING THE PURCHASE, EXCHANGE OR VALUE OF RIGHTOF WAY ALONG GW HASCHKE LANE IN PCT 3

Court convened into Executive Session at 9:50 a.m. and reconvened into open court at 10:11 a.m. In ExecutiveSession were Commissioner Ingalsbe, Commissioner Jones, Commissioner Conley, Commissioner Whisenant,General Counsel Mark Kennedy, Transportation Director Jerry Borcherding, David Baylor and Chief of Staff LonShell. A motion was made by Comm issioner Conley, seconded by Commissioner Whisenant toauthorize General Counsel or R.O.W. Counsel to seek a (or appropriate Judicial Order) that Achievesaccess for Surveyors to property owned by Steven Townshend along G.W. Haschke Lane in Pct. 3. Allvoting “Aye” . MOTION PASSED

31549 EXECUTIVE SESSION PURSUANT TO SECTIONS 551.071 AND 551.072 OF THETEXAS GOVERNMENT CODE: CONSULTATION WITH COUNSEL ANDDELIBERATION REGARDING THE PURCHASE, EXCHANGE OR VALUE OF RIGHTOF WAY ALONG FM 1626 IN PRECINCT 2

Court convened into Executive Session at 9:43 a.m. and reconvened into open court at 9:50 a.m. In ExecutiveSession were Commissioner Ingalsbe, Commissioner Jones, Commissioner Conley, Commissioner Whisenant,General Counsel Mark Kennedy, Transportation Director Jerry Borcherding, David Baylor and Chief of Staff Lon

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MAY 17, 2016 ***** ***** VOLUME V PG 855

Shell. A motion was made by Commissioner Jones, seconded by Commis sioner Ingalsbe to authorizethe County Judge to execute a Purchase and Sale Agreement between Hays County and Patricia Tyler,et.al; as presented in Executive Session, resulting in receipt of Parcels 5 and 6 along FM 1626 South inPrecinct 2. All voting “ Aye” . MOTION PASSED

DISCUSSION OF ISSUES RELATED TO THE HAYS COUNTY JAIL, AND THE PLANNING OFPROJECTS PERTAINING TO THE PUBLIC SAFETY FACILITIES NEEDS WITHIN THE COUNTY

Judge Cobb gave the Hays County Jail Report. Hays County’s current maximum jail capacity is 362 inmates.Jail Standards recommends holding approximately 10% of capacity open. That lowers our capacity to 311. The jail’s daily average was 310 and peak was 322 on May 9st for the week of May 8 to May 14, 2016. Themaximum female capacity is 76 inmates. Last week’s average was 59 and peak was 66 on 5/9/2016. Themaximum male capacity is 256 inmates. Last week’s average was 251 and peak was 256 on 5/13/2016. Inmateat Guadalupe County: 39; Inmate at Bastrop County: 0; Inmate at Caldwell County: 33; Inmate at WalkerCounty: 10.

ACTION RELATED TO THE BURN BAN AND/OR DISASTER DECLARATION

Burn Ban will remain lifted.

County Clerk’s Note Agenda Item #21 RE: DISCUSSION OF ISSUES RELATED TO THE ROAD BONDPROJECTS, INCLUDING UPDATES FROM MIKE WEAVER, PRIME STRATEGIES, LAURA HARRIS, HNTB AND

ALLEN CROZIER, HDR – was pulled

A mot ion was made by Commissioner Jones, seconded by Commissioner Whisenant to adjourn cour t at10:35 a.m.

I, LIZ Q. GONZALEZ, COUNTY CLERK and EXOFFICIO CLERK OF THE COMMISSIONERS’

COURT, do hereby certify that the foregoing contains a true and accurate record of the

proceedings had by the Hays County Commissioners’ Court on May 17, 2016.

LIZ Q GONZALEZ, COUNTY CLERK AND EXOFFICIOCLERK OF THE COMMISSIONERS’ COURT OF

HAYS COUNTY, TEXAS

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AGENDA ITEM

Ratify the County Judge's execution of a letter amendment to the scope of a Professional Services Agreementbetween Hays County and Klotz & Associates for a study of the drainage basin that feeds into Northpoint

subdivision. Amend the budget accordingly.


CONSENT May 24, 2016 $98,500

LINE ITEM NUMBER

020-710-00.5448_008

AUDITOR USE ONLY AUDITOR COMMENTS:

See attached budget amendment

PURCHASING GUIDELINES FOLLOWED: N/A AUDITOR REVIEW: BILL HERZOG


Borcherding INGALSBE N/A

SUMMARY

28B60B92B124B156B188B220B252B284B

Klotz & Associates completed a drainage study in February 2016 which recommends improvements to drainagechannels in the interior of Northpoint Subdivision. This action will provide for design of the drainage systemenhancements.

29B61B93B125B157B189B221B253B285BBudget Amendment:30B62B94B126B158B190B222B254B286BIncrease 020-710-00.5448_008 Contract Services Consultant - $98,50031B63B95B127B159B191B223B255B287BDecrease 020-710-00.5351 Road Material and Supplies - ($98,500)

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AGENDA ITEM

Approve Utility Permits.



LINE ITEM NUMBER

AUDITOR USE ONLY

AUDITOR COMMENTS:



Jerry Borcherding COBB N/A

SUMMARY

25B53B81B109B137B165B193B221B249BPermit Road Name Utility26B54B82B110B138B166B194B222B250B978 Windy Hill Rd water line (DNT Construction)27B55B83B111B139B167B195B223B251B979 Pauls Valley Rd electric line (PEC)

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AGENDA ITEM

Authorize the County Judge to execute a Supplemental Agreement No. 3 to the Professional Services Agreementwith Klotz Associates, Inc. for the FM 1626 South project as part of the Pass-Through Finance Program in Hays

County, increasing the Compensation Cap by $133,572.00 from $3,316,428.00 to $3,450,000.00.


CONSENT May 24, 2016 $133,572.00

LINE ITEM NUMBER

AUDITOR USE ONLY AUDITOR COMMENTS:



Michael J. Weaver, Prime Strategies, Inc. JONES N/A

SUMMARY

26B53B80B107B134B161B188B215B242B

The additional authorized money will allow for the execution of a supplemental #4 to Work Authorization #6 for FM1626 South project for revisions to the project design and construction drawings to accommodate the reduction inROW along the CENTEX property adjacent to FM1626, remove the acceleration/deceleration lanes for theCENTEX driveways, and design turn lanes on FM 1626 at the intersection of Robert S. Light Blvd.

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1

CONTRACT FOR ENGINEERING SERVICES

SUPPLEMENTAL AGREEMENT NO. __3__

TO THE PROFESSIONAL SERVICES AGREEMENT

STATE OF TEXAS §COUNTY OF HAYS §

THIS SUPPLEMENTAL AGREEMENT to contract for engineering services is by and betweenHays County, Texas, a political subdivision of the State of Texas, (the "County") and RPS KlotzAssociates, Inc. (the "Engineer") and becomes effective when fully executed by both parties.

WHEREAS, the County and the Engineer executed a contract on 10/24/2006; and executed aSupplemental No. 1 on 8/24/2010; and executed a Supplemental No. 2 on 8/11/2015;

WHEREAS, the not-to-exceed fee in Exhibit 1, Section 1, Item the agreement to $3,316,428.00;and,

WHEREAS, the “Compensation Cap” in Exhibit 1, Section 4, Item 4.3 limits the maximumamount payable under the agreement to $3,316,428.00; and,

WHEREAS, the Hourly Rates in Exhibit II are limited to the rates noted; and,

WHEREAS, it has become necessary to amend the agreement.

AGREEMENT

NOW, THEREFORE, premises considered, the County and the Engineer agree that said contractis amended as follows:

I. The not-to-exceed fee in Exhibit 1, Section 1, Item 1. I is hereby increased from$3,316,428.00 to $3,450,000.00.II. The Compensation Cap in Exhibit 1, Section 4, Item 4.3 is hereby increased from$3,316,428.00 to $3,450,000.00.III. The hourly Rates in the original Exhibit II are hereby amended as shown in the attachedrevised Exhibit II.

All other provisions are unchanged and remain in full force and effect.

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2

IN WITNESS WHEREOF, the County and the Engineer have executed this supplementalagreement in duplicate,

ENGINEER: COUNTY:RPS Klotz Associates, Inc. Hays County, Texas

By: By:Signature Signature

Brent Christian Bert Cobb, MDPrinted Name Printed Name

Vice President County JudgeTitle Title

Date Date

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Contract No. ___________________ 1 of 3 Pages

ATTACHMENT A

WORK AUTHORIZATION #6

SUPPLEMENTAL SERVICES REQUEST #4

This Work Authorization is made pursuant to the terms and conditions of the Agreement entered into

by and between Hays County, Texas, a political subdivision of the State of Texas, (the "County")

and RPS Klotz Associates, Inc. (the "Engineer").

Part 1. The Engineer will provide the following engineering services:

Revise the project design and construction drawings to accommodate the reduction in right-of-way along the CENTEX property adjacent to FM 1626.

Remove the acceleration / deceleration lanes for the CENTEX driveways located at the north

end of Mustang Bridge. Removal of these lanes requires modification to the bridge atMustang Creek.

Design turn lanes on FM 1626 at the future intersection at Robert S. Light Boulevard. Continuation of Construction Phase Services

Part 2. The maximum amount payable for services under this Supplemental Services Request

without modification is $116,373.00.

Part 3. Payment to the Engineer for the services established under this Supplemental Services

Request shall be made in accordance with the Agreement.

Part 4. This Work Authorization shall become effective on the date of final acceptance of the

parties hereto and shall terminate on June 30, 2018 unless extended by a Supplemental Work

Authorization.

Part 5. This Work Authorization does not waive the parties’ responsibilities and obligations

provided under the Agreement.

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ATTACHMENT A (con’t.)

Part 6. This Work Authorization is hereby accepted and acknowledged below.

ENGINEER: COUNTY:RPS Klotz Associates, Inc. Hays County, Texas

By: By:

Signature Signature

Brent Christian Mark Jones

Printed Name Printed Name

Vice President Commissioner Precinct 2

Title Title

__________________________ _______________________

Date Date

LIST OF EXHIBITS

Exhibit B - Services to be Provided by Engineer

Exhibit C - Work Schedule

Exhibit D - Fee Schedule

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APPENDIX A

SCOPE OF SERVICES

THE ATTACHED SCOPE OF SERVICES IS INTENDED TO BE CONSISTENT WITH THE HAYS

COUNTY PROFESSIONAL SERVICES AGREEMENT. TO THE EXTENT THE SCOPE ISINCONSISTENT WITH THE PROFESSIONAL SERVICES AGREEMENT, THE PROFESSIONAL

SERVICES AGREEMENT WILL SUPERSEDE THE SCOPE AND WILL BE CONTROLLING.

THE ENGINEER SHALL PROVIDE EXPERT TESTIMONY IN ANY ADMINISTRATIVE OR COURT

PROCEEDINGS THROUGH AN APPROPRIATE ENGINEERING PROFESSIONAL TO BE

DETERMINED BY COUNTY AS ADDITIONAL SERVICES AT THE RATE OF COMPENSATION SET

FORTH IN EXHIBIT II.

EXCEPT AS PROVIDED FOR FEE SERVICES OR WORK-ORDER BASED SERVICES, THE

ATTACHED SCOPE OF SERVICES SHALL INCLUDE A PRODUCTION SCHEDULE REFLECTING A

TIMELINE FOR THE EXECUTION OF THE PROJECT.

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1

EXHIBIT B

SERVICES TO BE PROVIDED BY ENGINEER

RPS KLOTZ ASSOCIATES, INC.

HAYS COUNTY, TEXAS

FM 1626: FM 2770 to FM 967WORK AUTHORIZATION #6-4

FM 1626 Design Services

FM 1626 is a TxDOT roadway being developed by Hays County as a Pass-ThroughFinance project. Below is the additional scope of services required for the ENGINEERto update the current sign and sealed drawings to reflect the County’s requestedrevisions.

ROADWAY DESIGN (TxDOT FC 160)A. CENTEX Right Of Way – The ENGINEER shall revise roadway elementsincluding driveway and guardrail limits to reflect the elimination of the proposedright of way purchase of CENTEX property shown in the original bid documents.The ENGINEER shall revise three (3) driveways in the original bid plan, anddesign two (2) additional driveways.

B. Removal of Acceleration/Deceleration Lanes – The ENGINEER shall removethe acceleration and deceleration lanes for the CENTEX driveways located at thenorth end of Mustang Bridge.

C. Turn Lane Improvements at the Robert S. Light Blvd Intersection with FM1626 – The ENGINEER shall design right and left turn lanes on FM 1626 for thefuture ultimate intersection at Robert S. Light Blvd. using TxDOT criteria.

D. The ENGINEER shall finalize project layouts, typical sections, roadway plan and profile, and the driveway summary to reflect the plan revisions.

DRAINAGE DESIGN (TxDOT FC 161)

A. The ENGINEER shall revise the drainage ditch design, cross culverts, paralleldriveway culverts, limits of grading and need for slope paving due to thereduction in right of way for the limits of the CENTEX property and turn laneimprovements at Robert S. Light Blvd.

B. The ENGINEER shall finalize drainage calculations, drainage plan and profile,driveway culverts and culvert layouts to reflect the plan revisions.

SIGNING, STRIPING AND SIGNALS (TxDOT FC 162)A. The ENGINEER shall revise the pavement marking and signing design to reflect

the removal of the acceleration and deceleration lanes and the added turn laneimprovements at the future ultimate Robert S. Light Blvd. intersection.

B. The ENGINEER shall finalize the sign summary and signing and striping plans toreflect the plan revisions.

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MISCELLANEOUS (TxDOT FC 163)A. Traffic Control Plan – The ENGINEER shall revise the detailed traffic control

plans to reflect the changes made by the above mentioned items.B. Retaining Wall Design – The ENGINEER shall analyze and revise four (4)

retaining walls that were required in the original bid plans to reflect the roadwaychanges mentioned above. The ENGINEER shall provide design for one (1)additional retaining wall on the west side of FM 1626 at the future ultimateintersection of Robert S. Light Blvd.

C. Typical Section – The ENGINEER shall revise the typical sections to reflect theremoval of the acceleration and deceleration lanes and the addition of the turnlanes at the future ultimate Robert S. Light Blvd intersection.

D. Compute and Tabulate Quantities – The ENGINEER shall compute andtabulate all quantities to reflect the project changes listed above.

E. Summary of Changed Quantities – The Engineer shall produce a summary ofthe quantities that have been revised to reflect the project chances above.

F. Storm Water Pollution Prevention Plan (SW3P) – The ENGINEER shallrevise the temporary and permanent SW3P sheets to reflect the changes listedabove.

G. Cross Sections - The ENGINEER shall revise the cross sections to reflect theremoval of the acceleration and deceleration lanes and the addition of the left andright turning lanes at the future ultimate Robert S. Light Blvd intersection.

PROJECT MANAGEMENT (TxDOT FC 164)

The ENGINEER shall coordinate with the COUNTY, GEC and TxDOT to complete the project. The ENGINEER shall prepare monthly invoices, weekly progress reports, andupdated schedules.

The ENGINEER shall implement a QA/QC program for the final deliverable with one (1)

round of comments and shall provide documentation of QC reviews upon request.

BRIDGE DESIGN (TxDOT FC 170)A. Removal of Acceleration/Deceleration Lanes – The ENGINEER shall remove

the acceleration lane from the Mustang Creek Bridge requiring the redesign of the proposed bridge widening to accommodate the adjusted roadway width.

B. Bridge Detail Summary – The ENGINEER shall prepare revised bridgequantities, estimates and specifications.

C. Bridge Structural Details – The ENGINEER shall prepare structural designcalculations and develop detailed structural drawings in accordance withAASHTO LRFD Bridge Design Specifications (2012).

D. The ENGINEER shall finalize bridge layouts, bridge quantities, abutment/bent plan and elevations, abutment/bent details, framing plans with beam design, andslab plan and details to reflect the plan revisions.

DELIVERABLES

The ENGINEER shall revise the construction plans to reflect the changes listed above.The following sheets shall be updated:

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3

a. Typical Sections b. Summary of Quantitiesc. Project Layoutd. Traffic Control Planse. Roadway Plan and Profilef. Driveway Summaryg. Existing Utility Plansh. Roadway Plan and Profile Conveyor Roadi. Roadway Plan and Profile Haul Road j. Retaining Wall Plan & Profile #1, 2, 3 and 7k. Culvert Layout #1, Conveyor Belt and Conveyor Roadl. Hydraulic Data Sheet Culvert #1m. Drainage Plansn. Ditch Detail Sheetso. Bridge Layouts – Mustang Creek p. Bridge Quantities – Mustang Creekq. Abutment 1L & 7L Plan and Elevation – Mustang Creekr. Abutment 1 & 7 Details – Mustang Creeks. Bent 2L - 6L Plan and Elevation – Mustang Creekt. Bent Details – Mustang Creeku. Bent Table – Mustang Creekv. Framing Plan - – Mustang Creekw. Slab Plan – Mustang Creekx. Slab Detail– Mustang Creeky. IGND – Mustang Creekz. Temporary Erosion Control Plansaa. Permanent Erosion Control Plans bb. Signing and Striping Planscc. Cross Sections

The ENGINEER shall provide three (3) hard copies and an electronic copy of the revised bid drawings for initial review and final submittal.

CONSTRUCTION PHASE SERVICES

The ENGINEER shall continue to provide construction phase services outlined in WorkAuthorization #6. These services include:

1. Review and approval of construction shop drawings.2. Review and response to contractor’s requests for information (RFI’s)

3. Attendance at regularly scheduled construction meetings (3hrs/month)4. General construction coordination with the County, TxDOT, HNTB and the

contractor.

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1

EXHIBIT C

WORK SCHEDULE

RPS KLOTZ ASSOCIATES, INC.

HAYS COUNTY, TEXAS

FM 1626: FM 2770 to FM 967WORK AUTHORIZATION #6-4

FM 1626 Work Schedule

May 2016 – August 2016:

Design and construction plan revisions as described in Exhibit B: Scope of Services to beProvided by Engineer. Specific deliverable dates for interim and final plan review will be

determined and scheduled as needed to meet the construction start date.

September 2016 – June 2018: 22 Months

Construction Phase services to be provided as described in Exhibit B: Scope of Servicesto be Provided by Engineer.

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EXHIBIT D

FEE SCHEDULE WA # 6-4 - (Additional Services)

PROJECT NAME: FM 1626 from FM 2770 to FM 967 REV. 4/25/

PRIME PROVIDER NAME: RPS KLOTZ ASSOCIATES

TASK DESCRIPTION SENIOR SENIOR PROJECT GRADUATE GRADUATE SENIOR CADD CLERICAL TOTAL NO OF LAB

PRINCIPAL PROJECT PROJECT ENGINEER ENGINEER ENGINEER DESIGNER TECH LABOR HRS. DWGS PER

MANAGER ENGINEER 2 1 & COSTS

ROADWAY DESIGN (FC 160)

REVISE PROJECT LAYOUTS 1 2 3 2

REVISE ROADWAY PLAN AND PROFILE 2 8 10 20 40 5

REVISE DRIVEWAY SUMMARY 2 4 2 8 1

REVISE CONVEYOR ROAD PLAN AND PROFILE 1 3 4 1

REVISE HAUL ROAD PLAN AND PROFILE 1 3 4 1

HOURS SUB-TOTALS 0 2 10 2 0 21 0 24 0 59 10

LABOR RATE PER HOUR $250.00 $195.00 $180.00 $140.00 $120.00 $95.00 $125.00 $90.00 $65.00

SUBTOTAL (FC 160) $0.00 $390.00 $1,800.00 $280.00 $0.00 $1,995.00 $0.00 $2,160.00 $0.00 $6,625.00




DRAINAGE DESIGN (FC 161)

REVISE DRAINAGE PLAN SHEETS 2 15 20 37 5

REVISE DITCH TABLE SHEETS 8 12 20 2

REVISE CONVEYOR BELT CULVERT PLAN AND PROFILE LAYOUT 2 5 7 1

REVISE CONVEYOR ROAD CULVERT PLAN AND PROFILE LAYOUT 2 5 7 1

REVISE CULVERT #1 PLAN AND PROFILE LAYOUT 5 6 11 1

REVISE CULVERT #1 HYDRAULIC DATA SHEETS 2 5 5 12 1

HOURS SUB-TOTALS 0 2 2 37 0 43 0 10 0 94 11


SUBTOTAL (FC 161) $0.00 $390.00 $360.00 $5,365.00 $0.00 $4,085.00 $0.00 $900.00 $0.00 $11,100.00

TASK DESCRIPTION SENIOR SENIOR PROJECT GRADUATE GRADUATE SENIOR CADD CLERICAL TOTAL NO OF LAB PRINCIPAL PROJECT PROJECT ENGINEER ENGINEER ENGINEER DESIGNER TECH LABOR HRS. DWGS PER


SIGNING, STRIPING AND SIGNAL DESIGN (FC 162)

REVISE SIGNING AND STRIPING LAYOUTS 2 8 15 25 5

REVISE SUMMARY OF SIGNS 2 4 2 8 1

HOURS SUB-TOTALS 0 0 4 0 0 12 0 17 0 33 6


SUBTOTAL (FC 162) $0.00 $0.00 $720.00 $0.00 $0.00 $1,140.00 $0.00 $1,530.00 $0.00 $3,390.00

PAGE 1 OF 3 Exhibit D-2 Fee Schedule WA #6-4.xls

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EXHIBIT D







MISCELLANEOUS (FC 163)

TRAFFIC CONTROL PLAN:

REVISE OVERALL PHASING LAYOUT 8 2 10 4

REVISE TCP, DETOURS AND SEQUENCE OF CONSTRUCTION (3 PHASES) 2 5 8 15 30 15

REVISE TCP TYPICAL SECTIONS 4 2 6 3

REVISE RETAINING WALL LAYOUTS (4) 5 15 10 30 4

PREPARE ADDITIONAL RETAINING WALL LAYOUTS (1) 2 6 16 24 1

REVISED PROPOSED TYPICAL SECTIONS 2 10 12 2

COMPUTE & TABULATE QUANTITIES 10 10 N/A

SUMMARY OF CHANGED QUANTITIES 2 6 8 N/A

REVISE SW3P LAYOUTS 2 4 4 10 10

REVISE CROSS SECTIONS 2 10 10 20 10 52 34

HOURS SUB-TOTALS 0 6 0 44 0 71 20 51 0 192 73


SUBTOTAL (FC 163) $0.00 $1,170.00 $0.00 $6,380.00 $0.00 $6,745.00 $2,500.00 $4,590.00 $0.00 $21,385.00




PROJECT MANAGEMENT (164)

COORDINATION WITH COUNTY, TxDOT AND GEC (DESIGN PHASE) 6 10 2 18 N/A

QC/QC DELIVERABLES 3 8 6 2 19 N/A

HOURS SUB-TOTALS 3 14 10 6 0 0 0 0 4 37 0


SUBTOTAL (FC 164) $750.00 $2,730.00 $1,800.00 $870.00 $0.00 $0.00 $0.00 $0.00 $260.00 $6,410.00




BRIDGE DESIGN (FC 170)

REVISE BRIDGE LAYOUTS 4 16 16 36 2

REVISE BRIDGE QUANTITIES 4 8 12 1

REVISE ABUTMENT PLAN & ELEVATION 2 16 16 34 2

REVISE ABUTMENT DETAILS 2 8 10 1

REVISE BENT PLAN & ELEVATION 2 24 16 42 2

REVISE BENT DETAILS 2 8 10 1

REVISE FRAMING PLAN 8 16 24 3

REVISE IGND 2 8 10 1

REVISE SLAB PLAN 2 8 16 26 3

REVISE SLAB DETAILS 4 12 16 1

HOURS SUB-TOTALS 0 10 0 86 0 124 0 0 0 220 17


SUBTOTAL (FC 170) $0.00 $1,950.00 $0.00 $12,470.00 $0.00 $11,780.00 $0.00 $0.00 $0.00 $26,200.00


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EXHIBIT D







CONSTRUCTION PHASE SERVICES

ADDRESS REQUEST FOR INFORMATION (30 RFIs) 10 20 50 80 N/A

PROVIDE PERIODIC SITE VISITS (3 HRS/MONTH 20 MONTHS) 60 60 N/A

REVIEW SHOP DRAWINGS 8 24 50 10 92 N/A

COORDINATION WITH CONTRACTOR/COUNTY/GEC 10 20 8 10 48 N/A

HOURS SUB-TOTALS 0 28 64 60 108 0 0 0 20 280 0


SUBTOTAL $0.00 $5,460.00 $11,520.00 $8,700.00 $12,960.00 $0.00 $0.00 $0.00 $1,300.00 $39,940.00

SUMMARY

ROADWAY DESIGN (FC 160) $6,625.00

DRAINAGE DESIGN (FC 161) $11,100.00

SIGNING, STRIPING AND SIGNAL DESIGN (FC 162) $3,390.00

MISCELLANEOUS (FC 163) $21,385.00

PROJECT MANAGEMENT (164) $6,410.00

BRIDGE DESIGN (FC 170) $26,200.00

CONSTRUCTION PHASE SERVICES $39,940.00

SUBTOTAL LABOR EXPENSES $750.00 $12, 090.00 $16,200.00 $34,065.00 $12,960. 00 $25,745.00 $2,500.00 $9,180. 00 $1, 560.00 $115,050.00

DIRECT EXPENSES

MILEAGE @ $0.54 per mile 1,200 $648.00

PHOTO COPIES (8 1/2" x 11"; @ $0.10 per copy) 100 $10.00

PHOTO COPIES (11" x 17"; @ $0.15 per copy) 1,100 $165.00

PLAN REPRODUCTION (@$100 SET) 4 $400.00

DELIVERIES (@ $25.00 per delivery) 4 $100.00

SUBTOTAL DIRECT EXPENSES $1,323.00

TOTAL (FM 1626 DESIGN SERVICES) $116,373.00

RPS KLOTZ ASSOCIATES TOTAL $116,373.00

GRAND TOTAL (WA #6-4) $116,373.00


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AGENDA ITEM

Amend the Office of the Governor, CJD Veteran's Court Grant program operating budget for approved out of statetravel and other operating expenses.


CONSENT May 24, 2016 N/A

LINE ITEM NUMBER

001-612-99-083]

AUDITOR USE ONLY

AUDITOR COMMENTS:



Judge David Glickler INGALSBE N/A

SUMMARY

27B56B85B114B143B172B201B230B259BThe granting agency has authorized a budget adjustment utilizing their medical insurance savings for key personnelto attend the National Association of Drug Court Professionals conference. Other budget adjustments are neededto line up the county's financial software with the grant budget.

28B57B86B115B144B173B202B231B260BSee attached budget amendment.

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AGENDA ITEM

Ratify the execution of a Notice of Intent for a TPDES General Permit under the Texas Commission onEnvironmental Quality Stormwater Program.


CONSENT May 24, 2016 TBD

LINE ITEM NUMBER

N/A

AUDITOR USE ONLY

AUDITOR COMMENTS:



GARZA JONES N/A

SUMMARY

27B55B83B111B139B167B195B223B251BStaff has received all necessary approvals for moving forward with construction of improvements to the Gay RubyDahlstrom Nature Preserve at Dahlstrom Ranch. A scan of the notice is attached.

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Statement of WorkHAYS COUNTY DEVELOPMENT SERVICES

PERMIT RECORDS SCANNING PROJECT4/29/2016

Prepared by:

Bill Holder

DataBank IMXwww.databankimx.com

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DataBank IMX Confidential Page i

Table of Contents

VERSION CONTROL............................................................................................................................................... 1

DOCUMENT ATTRIBUTES ................................................................................................................................................. 1

REVISION HISTORY .......................................................................................................................................................... 1

INTRODUCTION/OVERVIEW ............................................................................................................................... 2

OBJECTIVE .............................................................................................................................................................. 2

PROJECT NARRATIVE .......................................................................................................................................... 2

SCOPE OF SERVICES ............................................................................................................................................. 3

VOLUME BREAKDOWN ........................................................................................................................................ 6

COMPENSATION AND PAYMENT SCHEDULE.................................................................................................. 6

CHANGE ORDER AUTHORIZATION................................................................................................................... 7BINDING AFFECTS AND AGREEMENTS ............................................................................................................ 7

ACCEPTANCE OF SOW.......................................................................................................................................... 7

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DataBank IMX Confidential 1

Version Control

Document Attributes

Document Name Statement of Work

Document Identifier Permit Records Scanning Project

Revision History

Version

Number Date

Responsibility

(Author) Description

1.0 4-27-16 Bill Holder Original Version

1.1 4-29-16 Bill Holder Revised Oversize volume

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Introduction/OverviewDataBank and Hays County Development Services are engaging in a project involving the

digitization of the Permit Records for Hays County Development Services. All capture work will beperformed at the DataBank location at 2720 Reed Rd. in Houston, TX.,

ObjectiveThe objective of this document is to present the project scope, deliverables, assumptions, and

services estimate for implementing the solution for Hays County Development Services. It will alsoserve to solicit approval from Hays County Development Services to move ahead with the

described activities upon receipt of a signed copy.

Project NarrativeThis engagement is intended to capture the digital images of the Permit Records of Hays County

Development Services and provided document classification services to properly identify eachdocument type. These records are located in San Marcos, TX.

1. DataBank will pick up all documents specified by Hays County Development Services fordigitization.

2. While documents are in possession of DataBank, Hays County Development Services will

have access to records through DataBank’s record retrieval process. Procedures for this will

be provided to Hays County Development Services during initial project kick-off.3. The volumes of the project are estimated at 13,000 file folders containing 312,000 images.

30% of the folders contain oversized drawings. Scanning is to be done at 300DPI black and

white, unless the page has significant color. (Estimated at less than 5%)4. Indexing will only be done by three fields with two varieties – Subdivision Name – Permit

Number or Last Name – Permit Number. Example Barron – 2016-1234 or Country Oaks – 2015-1234. The third field is the document type.

5. Visual verification and basic sampling will be performed to ensure that all images are

legible and properly scanned for optimal viewing.

6. DataBank will provide images and indices on DVD media or secure electronic drive.7. Documents may be rubber banded when returned, no additional re-prep is required.

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Scope of ServicesThe scope of this initiative will be limited to the following activities:

1. Project Initiation/Planning

2. Document Pickup

3. Document Manifesting

4. Document Scanning5. Document Indexing/Classification

6. Document Quality Control

7. Document Delivery

Activity Description

Project Initiation/Planning Internal project review and team assignment

Schedule document review meeting with Hays County

Development Services and small DataBank team to review anypotential scan or document classification challenges

Production Schedule to be provided by DataBank

Document Purge/Pickup DataBank will provide team to pull records from shelves in at

location.

Records will be boxed in shelf order, as provided by Hays County

Development Services. Boxes will be identified by range within box

Manifesting of records will occur at DataBank location

Pickup schedule will be decided mutually between DataBank andHays County Development Services

Document

Manifesting/Record Removal

When records arrive at DataBank, DataBank will make record of

every individual file contained within the box Hays County Development Services will be provided with

database of records manifested during this process

DataBank will utilize this manifest list to ensure that each andevery personnel file is electronically captured, identified, and

delivered to Hays County Development Services

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Activity Description

Service Level Agreement • From each delivery, Hays County Development Services willhave four weeks to inspect documents for errors. After this time,

all work is accepted as completed.

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Volume BreakdownThe following is a summary of the Permit Records and the estimated pages to be captured. As this

is an estimate, the actual number will be determined during the early stages of this engagement and

these volume estimates will be verified against actual volumes.

Imaging Services Item Item Description Pricing

Unit

CCG

Price Units

Extended

Price Notes

Scanning Services multiple 300 DPI BW & Color Std Size Per Image $0.074 310,000 $22,940.00Image

Estimate

Scanning Services multiple Color BW Oversize Per Image $1.40 7,800 $10,920.00Image

Estimate

Data Entry 64 Manifest/Indexing Per Hour $21.00 130 $2,730.00Assumes 1

hour/box

Document

Preperaration 65 Boxing of Records - 130 boxes Per Hour $21.00 24 $504.00

Three person

team - one

da o tional

Boxes Per Box $2.75 130 $357.50 Boxes

Delivery Media 51 External hard drive Per Drive $0.00 1 $0.00 No Charge

Personnel 60 Project Manager Per Hour $48.00 16 $768.00 4 hours/week

Transportation of

Source Material 71

Vehicle charge per mile over 20

miles round tripPer mile $0.55 400 $220.00 Roundtrip

Output File

Formating 75

Image output in non-proprietary

file formatsPer Image $0.00 310,000 $0.00 No Charge

TOTAL TOTAL $38,439.50

All volumes shown to complete the project are estimations of the anticipated amount needed to

complete the project. Hays County Development Services will be invoiced based on the amount of

volume and time actually required to complete the project. Pricing also assumes that the processes

defined in this SOW are followed during the project duration. Any changes in scope or service level

may involve additional proposed services or pricing. This quotation is good for 30 days from date

of document. Payment terms are net 30 days. This SOW pricing supersedes all other contracts for

services.

Compensation and Payment ScheduleVendor will charge and bill services fees to Hays County Development Services for the deployment

services provided under this SOW in the following manner:

1. Services will be billed on a monthly basis based upon work performed and delivered during

that months processing.

2. Services will be detailed by line item and volumes on every invoice

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Change Order AuthorizationIn the event that additional services are required outside the scope of this SOW a change order will

be generated. The change order will contain the details of the extension to this SOW and willcontain Time and Cost estimates. Once the change order has been executed by both parties a new

SOW will be generated to cover the items listed in the change order.

Binding Affects and AgreementsThis SOW shall be binding upon and shall inure to the benefit of the parties and their respectivesuccessors and permitted assigns. Neither party may assign its rights or obligations under this SOW,

in whole or in part, to any other person or entity without the prior written consent of the other party.

Any change in control resulting from an acquisition, merger or otherwise shall constitute an

assignment under the terms of this provision. Any assignment made without compliance with theprovisions of this section shall be null and void and of no force or effect.

Acceptance of SOWThis SOW represents Vendor’s offer to perform the project on the terms set forth herein; and this

offer shall be accepted only upon Hays County Development Services signing and delivering thisSOW to Vendor within 30 days from the date of this document (the “Acceptance Deadline”).Vendor may withdraw this offer at any time prior to acceptance by Hays County Development

Services. In any event, this offer shall be void, and shall for all purposes be deemed to have been

withdrawn by Vendor, if this offer is not accepted, in the manner provided above, by Hays CountyDevelopment Services on or before the Acceptance Deadline.

For purposes of this SOW, a signed copy delivered by facsimile or electronically shall be treated bythe parties as an original of this SOW and shall be given the same force and effect.

IN WITNESS WHEREOF, and intending to be legally bound, the parties have executed this SOWas of the date(s) set forth with their respective signatures below.

DataBank IMX Hays County Development Services

Company Name Company Name

By (Signature) By (Signature)

Printed Name and Title Printed Name and Title

Dated Dated

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Russell Haddock, Territory Manager

Municipal Code Corporation

CORPORATE OFFICE RUSSELL HADDOCKSales Department Territory Manager (TX, LA, OK, MO, CO NM, KS)

PO Box 2235 Tallahassee, Florida 32316 7940 Park Ridge Drive Forth Worth, TX 76137

(800) 342-2633 ● FAX (850) 564-7496 (817)909-9266 ● [email protected]

April 12, 2016

Ms. Roxie McInnis

Division Manager

102 North LBJ Drive

San Marcos, TX 78666

Dear Ms. McInnis:

Thank you for speaking with me recently regarding Conversion and Indexing services for your records.

We have enclosed a proposal per our conversation.

If you have any questions concerning our proposal or desire additional information, please do not

hesitate to contact me. We appreciate your interest and look forward to working with you.

Sincerely,

Russell Haddock

Territory Manager

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Quotation Sheet

SCOPE OF SERVICES AND PROJECT PRICING

The Client will furnish MCCi for its use in preparing the document imaging project all hardcopy

/electronic documents to be converted.

PROJECT SCOPE 1 – Conversion of Documents up to 11”x17” in size. Total Estimated Pricing includes

pickup / delivery. All estimates are based on information provided by the client

General Description

Document Types: Permits (Applications, Building Permits, Septic Permits, Flood Plain

Permits, etc)

Document Count: Estimated 13,000 Total Folders with an estimated average of 24 pages

each. Each folder actually contains 3 documents. Hays County will

create a “slip sheet” that will identify the document types.

Total Documents = 39,000 (13,000 x 3)

Image Count: Total Images = 312,000

Document Preparation:

Current Storage Method: File Folders

Condition of documents: Great Condition, light prep required, some clips and brads.

Image Processing

DPI & Color: 300 DPI, Black & White

Indexing Requirements: Up to 2 Fields – Subdivision or Persons Name, Permit Number

(Document will be named by a combination of both index fields)

Optical Character Recognition Not Included

Image Output

Media: Removable Hard DriveOutput & Content: Straight PDFs

Media Cost: $60 per set

Material Handling

Shipping Logistics: MCCi Pickup

Shipping & Delivery Terms: Up to 1 shipment (if job is broken up, volume pricing must be also)

Pickup / Delivery Charge: $750 Round Trip

Special notes: The documents do not need to be put back in the folders when

returned, but they do need to be kept in order of scanning and within

the same box.

Project I – Conversion of Documents up to 11”x17” in size $43,680

Excess Images @ $0.09

*BuyBoard Pricing at estimated volume:

$0.09 per image, $0.02 Doc Prep per Image (312,000 Images), $0.12 per Index Field (78,000 Index Fields)

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PROJECT SCOPE 2 – Conversion of Documents up to 42” wide in size. Total Estimated Pricing includes

pickup / delivery. All estimates are based on information provided by the client

General Description

Document Types: Permits (Applications, Building Permits, Septic Permits, Flood Plain

Permits, etc)

Document Count: Estimated 13,000 Total Documents. 30% of the documents containapproximately 2 large format images.

Total Large Format Documents = 3,900

Image Count: Total Large Format Images = 7,800

Document Preparation:

Current Storage Method: File Folders

Condition of documents: Great Condition, maps are folded in file folders

Image Processing

DPI & Color: 300 DPI, Black & White

Indexing Requirements: Up to 2 Fields – Subdivision or Persons Name, Permit Number

(Document will be named by a combination of both index fields)Optical Character Recognition Not Included

Image Output

Media: Removable Hard Drive

Output & Content: Straight PDFs

Media Cost: $60 per set

Material Handling

Shipping Logistics: MCCi Pickup

Shipping & Delivery Terms: Up to 1 shipment (if job is broken up, volume pricing must be also)

Pickup / Delivery Charge: $750 Round Trip

Special notes: The documents do not need to be put back in the folders when

returned, but they do need to be kept in order of scanning and within

the same box.

Project 2 – Conversion of Large Format Documents $12,948

Excess Images @ $1.47

*BuyBoard Pricing at estimated volume:

$1.45 per image, $0.02 Doc Prep per Image (7,800 Images), $0.19 per Index Field (7,800 Index Fields)

Totals

Regular Format = $43,680Large Format = $12,948

Media = $60

Pickup / Delivery (round trip) = $750

Total Estimated Price = $57,438

PAYMENT & BILLING TERMS

MCCi will invoice project on a monthly schedule, based on deliverables (via Electronic media or the

internet). Payment is due upon receipt of an invoice.

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Government Not-to-Exceed ScanningPricing

Regular Size Images up to11"x17"

Image Quantity300 DPI

Scanning per

Image

Doc Prepper Page

OCR perImage

Per Image < 300 $0.80 $0.25 $0.01

Per Image < 2,000 $0.30 $0.20 $0.01

Per Image < 5,000 $0.20 $0.15 $0.01

Per Image < 10,000 $0.18 $0.10 $0.01

Per Image < 25,000 $0.16 $0.10 $0.01

Per Image < 100,000 $0.12 $0.05 $0.01

Per Image < 250,000 $0.11 $0.02 $0.01

Per Image < 500,000 $0.09 $0.02 $0.01

Per Image > 500,001 $0.07 $0.02 $0.01

Large Format up to 42" wide Image Quantity300 DPI

Scanning perImage

Doc Prepper Page

Per Image < 500