City Council

PUBLIC NOTICE ODESSA CITY COUNCIL WORK SESSION Tuesday, May 4th 2021 at 3:00 p.m. Webex Login: https://cityofodessa-ibv.my.webex.com/cityofodessa- ibv.my/j.php?MTID=m9a08e43dee29bd191ce4ba44c43ebfa8 Meeting number (access code): 182 901 6261 Meeting password: Odessa123 (63377212 from phones and video systems) In accordance with the Open Meetings Act, Chapter 551 of the Government Code of Texas, notice is hereby given to all interested persons that the Odessa City Council will have a Work Session at 3:00 a.m. on Tuesday, May 4th, 2021 via Webex, for the following purposes: Call to Order Invocation 1. Discover Odessa Report 2. Keep Odessa Beautiful 2021 Report 3. Consider award of Bank Depository Agreement 4. Consider agreement between the City and Paymentus to assume Electronic Payment Process 5. Consider bid award for an Erosion Control Project at Memorial Gardens 6. Consider rejecting bids for installation of acoustic panels at Lawndale Comm. Bldg 7. Consider bid award for replacement of red metal roofs on pavilions and restroom building at Woodson Park and pavilion at Floyd Gwin Park 8. Recess for executive session: As authorized by the Texas Government Code, Section 551.071 (Consultation with Attorney), the City Council may adjourn into executive session for proposed contract. Reconvene in open session for possible action. Adjourn This Notice is being posted on the bulletin board located outside the south entrance of the City Hall building and on the bulletin board of the first floor of City Hall, Odessa, Texas the _______ day of April, 2020 at ________, ___. m. It is also posted on the City of Odessa’s website www.odessa-tx.gov. The said time being more then seventy-two (72) hours prior to the time at which the subject meeting will be convened and called to order. The Work Session meeting is available to all persons regardless of disability. Individuals with disabilities who require assistance should contact the City Secretary’s Office at (432) 335-3276, or 411 West 8th Street, First Floor, Odessa, Texas, during normal business hours at least twenty-four (24) hours in advance of the meeting. Norma Aguilar-Grimaldo City Secretary, TRMC, CMC  ODESSA CITY COUNCIL WORK SESSION Tuesday, May 4th 2021 at 3:00 p.m. Webex Login: https://cityofodessa-ibv.my.webex.com/cityofodessa- ibv.my/j.php?MTID=m9a08e43dee29bd191ce4ba44c43ebfa8 Meeting number (access code): 182 901 6261 Meeting password: Odessa123 (63377212 from phones and video systems) Invocation 1. Discover Odessa Report Monica Tshauner 2. Keep Odessa Beautiful 2021 Report Claudia Ortega 3. Consider award of Bank Depository Agreement Larry Fry 4. Consider agreement between the City and Paymentus to assume Electronic Gapi Bernal Payment Process 5. Consider bid award for an Erosion Control Project at Memorial Gardens Steve Patton 6. Consider rejecting bids for installation of acoustic panels at Lawndale Comm. Bldg Steve Patton 7. Consider bid award for replacement of red metal roofs on pavilions and restroom Steve Patton building at Woodson Park and pavilion at Floyd Gwin Park 8. Recess for executive session: As authorized by the Texas Government Code, Section 551.071 (Consultation with Attorney), the City Council may adjourn into executive session for proposed contract. Reconvene in open session for possible action.  October 2020 - April 2021 Discover Odessa is the destination marketing organization for the City. Our mission is to improve the quality of life in Odessa through travel and tourism by marketing Odessa as an attractive meeting and visitor destination. TOTAL ECONOMIC IMPACT TOTAL ROOM NIGHTS $5,201,434 7,272 Special Sporting Events Events 451 3,937 Tourism 26 Meetings 2,858 Oct. Nov. Dec. Jan. Feb. Mar. Apr. ATTENDEES BY GROUP Sporting Events (21,292) Special Events (10,524) Total Groups Assisted 65 33,322 Total Attendees Meetings (1,471) Total Room Nights 7,272 Tourism (35) HOTEL INFORMATION 55 Properties 4,616 Rooms  Discover Odessa Groups Assisted This Year Economic Development - Nacero '21 Bowling for Fur Babes West Texas Boys Golf Classic Invitational MOSC Sinatra & Beyond Featuring Tony Desare Odessa Jackalopes Youth League Social Media Influencer Texas Tech University Health Sciences New Student Drive MOSC Off Line & On Stage Through Silver Spur Trade Show Gun & Blade Show 49ers Football Chapter Family Resiliency Center of the Permian Basin Odessa Jackalopes Ice Hockey Post Critical Incident Seminar Tejano Super Car Show Martial Arts Jiu Jitsu High Ground of Texas '20 Annual Meeting Hotel Group Servicing SandHills Stock Show & Rodeo ECISD Gymnastics Silver Spur Trade Show Midland-Odessa Symphony & Chorale (Tchaikovsky Four) UTPB Admissions Training Group Low Putt Disc Golf Lucha Libre Triple A Wrestling OSA West Texas Blow Out Tournament Odessa Arts '21 TX Shakespeare Festival Medical Center Hospital OC National Intercollegiate Rodeo West Texas County Judges & Commissioners Association Permian Playhouse VIP Guests St. Matthews Baptist Church-Women's Day Briar Patch Trade Days Upcoming Events Lions Club District 2 - T3 Conference (May 2021) Greater Opportunities of the Permian Basin (Aug. 2021) MOSC Music of the Beatles (May 2021) Permian Basin Fair & Expo (Sep. 2021) E.T. Concert -Midland-Odessa Symphony & Chorale (May 2021) '21 Odessa Gun & Blade Show (Oct. 2021) TX Youth Football Assoc. Cheerleading (May 2021) Permian Basin International Oil Show (Oct. 2021) Permian High School Class of '85 (June 2021) Junior League of Odessa - Merry Marketplace (Nov. 2021) USA Track & Field Junior Olympic Games (June 2021) Teen Court Assoc. of Texas Conference (Nov. 2021) West Texas Jazz Society (June 2021) ECISD Soccer Tourn. (Jan. 2022) 3 X C Events Anime (June 2021) Crowd Pleasers Dance (Jan. 2022) Permian High School Class of '86 ( June 2021) TACVB Winter Education Conference (Jan. 2022) Silver Spur Trade Show (June 2021) TX Society of Professional Surveyors (Feb. 2022) USA Track & Field Junior Olympic (July 2021) Texas Municipal Courts Education (June. 2022) American Grappling Federation (Aug. 2021) West Texas Round Up Alcoholics Anonymous (Aug. 2021) Discover Odessa Activities Events Serviced - 65 Event Leads - 79 Sales Calls - 967 Odessa Friendly Program - 46 attendees THLA Educational Webinar for Hoteliers Tourism Development Meetings Meeting Planner Recognition Monthly Newsletter QR Codes Created for Brochures Total Service Hours - 606.50  Event Impact Summary Destination: Discover Odessa Event Parameters Key Results Event Name: 92nd Annual Conference Business Sales (Direct): $420,288 Organization: West Texas County Judges & Business Sales (Total): $594,832 Commissioners Association Event Type: Convention Jobs Supported (Direct): 116 Start Date: 4/19/2021 Jobs Supported (Total): 133 End Date: 4/23/2021 Local Taxes (Total): $20,020 Overnight Attendees: 300 Net Direct Tax ROI: $15,812 Day Attendees: 200 Estimated Room Demand: 1,130 Direct Business Sales Industry Attendees Organizer Exhibitor Total Lodging $192,100 $2,070 $0 $194,170 Transportation $22,244 $1,380 $5,227 $28,851 Food & Beverage $72,250 $55,188 $11,653 $139,092 Retail $19,554 $0 $0 $19,554 Recreation $10,866 $0 $0 $10,866 Space Rental $0 $0 $2,449 $2,449 Business Services $0 $11,497 $13,809 $25,307 TOTAL $317,015 $70,135 $33,138 $420,288 Destinations International Event Impact Calculator 4/30/2021 9:00:28 AM  Discover Odessa Marketing Report 9,000 Social Media Following 7,000 5,000 3,000 1,000 Oct. Nov. Dec. Jan. Feb. Mar. Apr. Discover Odessa Newsletter Total Kiosk Open Rate 32% engagement 1,533 33,515 Total Website Visitors 10,865 Total Google Searches  Advertising Odessa Billboards & Social Media EXPERIENCE ODESSA like a local! Print Ads • Race go karts going top speeds at Rimrock Raceway • Paint a unique piece of pottery at The Painted Potter • Run around at 4Kidz Fun Park • Experience the Ellen Noël Art Museum • Enjoy arcade gaming, bowling, an escape room and the movies at Cinergy Entertainment • Walk around the unique Stonehenge Replica at UTPB Attractions A CITY FULL OF DISCOVERY! • Enjoy the Spire - Texas’ tallest outdoor lighted art piece • Visit the Chris Kyle Memorial Statue • Take a selfie with Jack Ben Rabbit • Take a group photo at the “Odessa, TX” mural on the side of the building at Doughboy’s Café Public Art FUN-FILLED ATTRACTIONS For more information on attractions, museums, public art, theaters and upcoming events, visit discoverodessa.org For locations and more information on local ARTS & CULTURE attractions, restaurants and more, visit our website. 432-333-7871 432-333-7871 • DISCOVERODESSA.ORG Discover Odessa reached more than 6 million people via virtual tradeshows, digital, print, television, website, radio & billboard ads  Our Digital Brochures Dining Guide Visitor Guide Calendar of Events  Print / Digital Advertising Issue Midland International Airport Diorama............................................................................Baggage Claim 2020-2021 ADVERTISING SCHEDULE Big Bend TX MTN Travel...........................................................................................................1/2 Page Ad July Billboards................................................................................................................Major Highways/Interstates (Advertising in Lubbock, Seminole, Big Spring, San Angelo, Abilene, Odessa, Midland) Certified Folder Display..................................................................................................Rack Holder Rentals (Locations all around Texas and New Mexico) Chamber City Map..............................................................................................................................Full Panel Ad Chamber Journal......................................................................................Monthly Ad in Odessa American Go Travel Site..........................................................................................................................Website Placement Madden Media......................................................................................................................10/1/2020 - 9/31/2021 (SEM/SEO) Meet Texas..................................................................................................................................................1/2 Page Ad “Our Odessa” App.......................................................................................................1-year Contract Renewal Restaurant Buyers Guide.......................................................................................................Annual Directory Social Media Ads..............................................................................................................................Campaign Ads Texas County Directory.....................................................................................................................Full Page Ad Texas Highways.............Quarterly Co-op Events, 1/3 Page Ad in Winter 2021 and Spring 2021 Travel Taste & Tour ..............................................................................................................................Full Page Ad Tiger Oaks Media...............................................................................................................Winter 2021 Full Page Tour Texas.....................................................................................................................................Website Directory Texas Meetings & Events....................................................................................................................1/2 Page Ad TSAE Directory Guide.........................................................................................................................Full Page Ad Texas State Travel Guide....................................................................................................Annual Publication TravelHost...........................................................................................................................................................4 issues (Front Cover Ad Winter 2021, 2 Page Spread Ad in Spring, 1/2 Page Ad in Summer 2021 and Full page ad in Fall 2021) Sports Enhancement Recruitment Program 2020-2021 Sports Committee Members • Mario Moralez • Denver Pradon • Rick Skillern • Thomas Blackstone • Alyssa Owens • Staci Walton • Stephen Hill Event Name Application Amount Amount Event Date Submitted Requested Granted Luche Libre Received 2/13/2021 Application $10,000 $1,304 Wrestling 01/09/2021 Received Odessa Application 2/28/2021 $30,000 $ 17,286 College Rodeo 12/08/2020 Received Jiu Jitsu 4/2/2021 Application $6,000 - $8,000 Processing 3/3/2021 Odessa Soccer Received Association 4/9-10/2021 Application $25,000 Processing 02/26/2021 Received Disc Golf Application 4/10/2021 $3,000 Processing Association 2/3/2021 Battle of the SouthWest - 5/31/2021 - Application Not - - Youth Football 6/6/2021 Received Tourney *Events showing processing are waiting on the documentation from the event organizer. Total Requested $68,000 Total Granted $18,590 Upcoming Events Requesting S.E.R.P. Funds 2021-2022 Event Name Event Date NJCAA - OC 11/17/2021- Basketball 11/20/2021 NJCAA - GOLF 5/5/2022 Crowd Pleasers Dance Tourney 1/2022 ECISD- Soccer Tourney 1/6/2022  DISCOVER ODESSA STAFF MONICA TSCHAUNER ERIKA LAY MARY RAINS DIRECTOR ADMINISTRATIVE ASSISTANT MARKETING & COMMUNICATIONS SPECIALIST AMANDA JOHNSON TERESA VASQUEZ GROUP SALES SPECIALIST SPORTS SALES SPECIALIST RAVING ABOUT ODESSA! “ As president of the association and chair of the regional planning committee along with the members of the USATF West Texas Association, we would like to thank Mrs. Monica Tschauner and Mrs. Teresa Vasquez for their assistance, guidance, support, and numerous committee contributions that they have provided the association in assisting us in keeping the USATF Region XII Regional Junior Olympics Track and Field Championships in Odessa. The impact that the Discover Odessa Department has provided the association is that we can continue to keep and host the Regional Meet in ” Odessa; thus, providing Odessa with an economic boost with the thousands of estimated people that may venture into Odessa during those five days of competition. Ramon Berzoza Jr. President “ USATF West Texas Association I had no idea how much the Discover Odessa department would help us organize for our Conference. ” It was such a pleasant, unexpected surprise. It has been an awesome experience working with the Discover Odessa staff. Dr. Javier Morales District Governor Odessa Lions Club It All Starts With a Visit “ If you build a place people want to visit, you build a place where people want to live. If you build a place where people want to live, you’ll build a place where people want to work. If you build a place where people want to work, you build a place where business needs to be. If you build a place where business has to be, you’ll ” build a place where people have to visit. Maura Gast Executive Director Visit Irving  CITY OF ODESSA CITY COUNCIL AGENDA ITEM Meeting Date Contact Department Fiscal Impact? 5/11/2021 Larry G. Fry Finance Yes Work Session? Contacted Legal? Item Type Yes Yes Consent Resolution, CAPTION Consider Award of Bank Depository Agreement SUMMARY City Staff released a Request for Application (RFA) in January 7, 2021 for a Bank Depository Agreement. A pre-proposal meeting was held on January 21, 2021 in which three banks were in attendance. On Monday, February 11, 2021 the City received a total of three bank applications (BBVA (incumbent), Frost and City Bank). Responses, transition plans and interface demonstrations were examined by third party consultant, Valley View Consulting and City Staff. Based on the responses received, Valley View and staff recommend that a bank depository agreement be awarded to BBVA Compass for two years with future three one year options for renewal under the same terms and conditions. FISCAL IMPACT Fiscal Year Fund Type Cost or Revenue? Fiscal Note Attached? 21 22 Finance Cost No Available Funds Budget Est/Actual Cost Difference This Agenda Item: $69328.00 $0.00 $69328.00 ACTION NEEDED TO AMEND THE BUDGET Appropriation Amount: $ Transfer Amount: $ Appropriation By: Comments/Other Departments, Boards, Commissions or Agencies Supporting Documents Odessa.Recap 2021 04 26.pdf, April 26, 2021 Ms. Cindy Muncy, C.P.A. Assistant City Manager of Administrative Services City of Odessa 411 West Eighth Street Odessa, TX 79761 Dear Ms. Muncy: We appreciate the opportunity to assist the City of Odessa, Texas (the “City”) with this Primary Depository Bank Services Request for Applications (the “RFA”) project. The objective of this engagement was to solicit area financial institutions for depository services, evaluate RFA responses, and then select a primary depository institution prior to the expiration of the current depository contract. The original depository contract term of five (5) years allowed by statue expires on June 30, 2021. This contract, upon approval, will commence on July 1, 2021 and terminate on June 30, 2023 with three (3) additional one-year extension options. Procedure The Primary Depository Bank Services RFA project began with the establishment of a calendar of events to ensure that the required project steps were performed in a timely and sequential manner. The process for selecting a Primary Depository Bank is governed by the State of Texas Local Government Codes: Chapter 105 Municipal Depository Act; Chapter 176 Conflict of Interest Act; Chapter 2256 Public Funds Investment Act; and Chapter 2257 Public Funds Collateral Act. In addition to complying with these State statutory requirements, it was necessary to understand and comply with the City’s financial and purchasing policies and Investment Policy. The RFA project included the following steps: 1. Analyzed historical bank service usage and balance records. 2. Reviewed the minimum banking services and potential additional services. 3. Developed a list of eligible financial institutions within the City’s municipal boundaries: a. AIMBank b. American Momentum Bank c. Bank of America, N.A. d. BBVA USA (Incumbent) 2428 Carters Mill Road, Huddleston, VA 24104-4003 540.297.3419 Page 2 of 5 e. City Bank f. Community National Bank g. First Financial Bank, N.A. h. First National Bank Texas i. Frost Bank j. JPMorgan Chase Bank, N.A. k. Lone Star State Bank of West Texas l. Prosperity Bank m. Southwest Bank n. Truist Bank o. Wells Fargo Bank, N.A. p. West Texas National Bank 4. Contacted the financial institutions to confirm distribution information, describe process, and identify the designated recipient. 5. Drafted the RFA for the City review and approval. 6. Posted the notice and advertised as required. 7. Distributed RFAs to the identified and receptive financial institutions. 8. Held a non-mandatory pre-application conference that was attended by representatives of: a. BBVA USA (Incumbent) b. City Bank c. Frost Bank 9. No additional RFA requests were received as a result of the advertisement. 10. By the closing deadline, applications were received from: a. BBVA USA (Incumbent) b. City Bank c. Frost Bank This process provided a competitive environment with three (3) financial institutions submitting applications. The evaluation of the applications was based on, but not limited to, the following criteria. 1. Financial strength and stability of institution, 2. Completeness of application and agreement to points outlined in the RFA, 3. Ability to perform and provide the required and requested services, 4. Reputation of applicant and quality of services, 5. Cost of services, 6. Earnings credit calculation and interest paid on account balances, 7. Transition cost, retention and transition offers and incentives, 8. Funds availability, and 9. Previous service relationship with the City. 2428 Carters Mill Road, Huddleston, VA 24104-4003 540.297.3419 Page 3 of 5 Application Analysis The analysis began with an overall review of each financial institution’s general financial strength and ability to provide the services necessary to meet the City’s current and future service needs. Each of the responding financial institutions exhibited acceptable financial strength. Fees Each financial institution’s fee schedules were analyzed based on the City’s banking service needs and estimated activity levels. BBVA USA offered a $2,500 retention incentive and Frost Bank offered a transition credit in the form of waived fees of up to $12,000 during the first three (3) months of the initial contract period. City Bank did not offer any specific credits or allowances. Earnings Credit Earnings Credit allowance is earned using the average collected balance during the month and can only be used to offset banks fees. Over the last year, the City has maintained an average operating balance of approximately $4,156,470. This amount was used to calculate the estimated earnings credit and resulting net cost of each of the financial institution’s applications over the initial two (2) year and full five (5) year potential contract term. The following table briefly summarizes the financial comparisons of the three (3) applications: Summary Financial Comparison Description BBVA USA City Bank* Frost Bank Average Balance $ 4,156,470 $ 4,156,470 $ 4,156,470 Earnings Credit Rate 0.23% 0.45% 0.25% Fees 2-year Initial Term $ (105,092) $ (54,944) $ (107,287) Earnings Credit 2-year 19,120 37,408 20,782 Waived Fees - - 12,000 Other Incentives Offered 2,500 - - Net 2-Year (Cost) $ (83,473) $ (17,535) $ (74,505) Fees 5-year (w/extensions) $ (262,731) $ (137,359) $ (268,219) Earnings Credit 5-year 47,799 93,521 51,956 Waived Fees - - 12,000 Other Incentives Offered 2,500 - - Net 5-year Income/(Cost) $ (212,432) $ (43,839) $ (204,263) *City Bank service fees are “subject to change” per the terms of their application. 2428 Carters Mill Road, Huddleston, VA 24104-4003 540.297.3419 Page 4 of 5 Evaluation Considerations While total service fees and the resulting net cost of the depository relationship to the City are important factors in the decision-making process, there are a number of other factors that were considered as described below. Serving as the City’s depository for the past five (5) years, BBVA USA has been a valued and dependable business partner for the City and has demonstrated their capability and commitment to provide the highest level of customer service through a professional public funds banking group. The City’s financial management of Public Funds and the internal accounting systems in place for the City are vital for proper administration of the City’s financial operations. Over the past year, the City has implemented a new accounting system. Working with BBVA USA, they have smoothly integrated BBVA USA’s treasury management system with the City’s new accounting system and required configurations. As the applications were evaluated, City Bank offered a competitive application that merited consideration. To enable City of Odessa staff to gain a better understanding of the service capabilities offered by City Bank, an invitation was extended to City Bank representatives for a demonstration of services. Topics covered during the demonstration were: 1) online platform system; 2) compatibility with the City of Odessa’s new accounting system; 3) experience of City Bank in serving other comparably sized public fund entities; and 4) a discussion and request by City of Odessa staff for other references in addition to those provided in the application response. The City of Odessa staff was appreciative of the discussion and time spent with City Bank representatives. However, after the demonstration and further City of Odessa staff review and discussion, concerns remained regarding the possible lack of compatibility between City Bank’s internal treasury management systems and the new accounting software continuing to be implemented by the City of Odessa. All of the banks were asked to commit to keeping fees fixed for the duration of the full contract term of five (5) years assuming all extensions are executed. BBVA USA and Frost Bank agreed, however, City Bank would not commit to keeping their fees the same for the entire contract. City of Odessa staff also contacted the references provided by City Bank in their application, and all were generally favorable. However, the references that City Bank provided are significantly smaller than the City of Odessa and do not require the same level of complex services. Complexity of banking service needs tends to increase with the size of the organization. And finally, the City of Odessa staff also reviewed and evaluated the application submitted by Frost Bank. While Frost Bank did offer a competitive application, the staff determined that the overall terms and conditions when compared to others being evaluated did not justify further consideration for award. 2428 Carters Mill Road, Huddleston, VA 24104-4003 540.297.3419 Page 5 of 5 Recommendation Recommendation is based on the City of Odessa staff’s thorough review and evaluation of all applications, internal discussions, discussion of the analysis prepared by Valley View and the evaluation factors mentioned above. The staff believes that BBVA USA has offered the most acceptable overall application to the City and recommends the City of Odessa City Council award the primary depository services contract to BBVA USA. We share the concerns expressed by City staff and believe that staff’s recommendation that the City Council award the primary depository services contract to BBVA USA is in the best interest of the City. Please contact E. K. Hufstedler, Tim Pinon, or me to discuss any questions or additional information needs. Thank you for this opportunity to serve the City of Odessa once again. Sincerely, Thomas H. Ross Attachment (to be determined) 2428 Carters Mill Road, Huddleston, VA 24104-4003 540.297.3419  CITY OF ODESSA CITY COUNCIL AGENDA ITEM Meeting Date Contact Department Fiscal Impact? 5/11/2021 Agapito Bernal Billing & Collection No Work Session? Contacted Legal? Item Type Yes No Consent CAPTION Consider a agreement between the City of Odessa Billing and Collection and Paymentus to assume Electronic Payment Process (EPP). SUMMARY The Billing and Collection department is in the process of converting the Utility Billing Software and Cashiering Software from Central Square to Tyler Munis. Due to this conversion, Online payment engines, Interactive Voice Recognition (IVR), and Automatic Reoccurring payments will need a new EPP provider. Additionally, Central Square notified Billing and Collection that as of December 2021 they will not provide any EPP service for any customers. Billing and Collection processed around 490,00 transaction in Fiscal year 2020, with around 260,000 being electronically processed at cost of $574,965. Paymentus has proposed to process Utility payments at $1.63 and non-utility payments at 2.95%, per transaction. The agreement is for a three year contract. Paymentus has a high reputation for security and reliability and offers divers methods of payments currently not offered by the City of Odessa. Paymentus also has the ability to grow to accommodate the City of Odessa's future fiscal needs. Comments/Other Departments, Boards, Commissions or Agencies Supporting Documents 21-53612-07 Evaluation.pdf, Cost Fee Schedule (To City) .pdf,  PROPOSAL EVALUATION ELECTRONIC PAYMENT PROCESSING Date: April 15, 2021 Prepared by:____________________ Date Publicly Opened: February 18, 2021 Purchasing Department Specification: #21-53612-07 RECOMMENDATION SUMMARY It is recommended that the contract for Electronic Payment Processing be awarded to Paymentus Corporation of Charlotte, NC, as their proposal is most favorable to the City of Odessa. ITEM Proposal award authorizes a three (3) year contract with an option to extend for another three (3) additional two-year periods under the same terms and conditions for services associated with payment processing through Billing & Collection. The successful proposer will provide for the collection and processing of municipal payments includes credit card, debit card, and electronic check. PROPOSALS RECEIVED Proposals have been received from the following. Paymentus Corporation PayZang Grant Street Charlotte, NC Salt Lake City, UT Pittsburg, PA Adcomp Systems Group Certified Payments ACH Processing Lewisville, TX Fort Worth, TX Plano, TX EVALUATION Each proposal received has been evaluated based on the following criteria: RATING CRITERIA ASSIGNED VALUE 1. Respondent’s Demonstrated Ability to Meet 40% Requirement Based on Responses 2. Pricing – Based on the Pricing Proposal 35% 3. Product, Quality, Support, Maintenance 15% 4. References, Reputation, Experience, and 10% Bond Rating RECOMMENDATION It is recommended that the contract for Paymentus Corporation of Charlotte, NC, as their proposal is most favorable to the City of Odessa.  City of Odessa Billing Collection Appendix A Cost/ Fee to City Schedule Cost/Fee Description Cost/Fee Amount Setup Costs/Fees $0.00 Hardware Costs/Fees Encrypted Card Readers: $225 each; the first five provided at no charge. EMV Card Devices: $360.00 each Software Development Costs/Fees -Initial Proposal $0.00 Software Development Costs/Fees -Future $0.00 Software Customization Costs/Fees- Initial Proposal $0.00 Software Customization Costs/Fees- Future $0.00 Recurring Costs/Fees $0.00 Other Costs/Fees - Please Specify PRICING DESCRIPTION & MODEL 1: City Absorbed Model Setup Fees $0.00 Software Costs $0.00 Integration Costs $0.00 Integration Costs $0.00 Annual Subscription $0.00 Annual Support Fees $0.00 Gateway Fees/ PCI Compliance Fee $0.00 $1.63 per transaction via Visa, MasterCard, Discover, American Express debit and credit, PayPal, Venmo, PayPal Utility Billing: Credit/Debit/ Digital Wallet Credit, Amazon Pay; Transaction Fees or 2.95% per transaction for each non- qualified payment transaction 2.95% per transaction via Visa, MasterCard, Discover, Non-Utility Billing: Credit/Debit/ Digital Wallet American Express debit and credit, PayPal, Venmo, PayPal Transaction Fees Credit, Amazon Pay All Payment Types: eCheck/ACH One-time payment & recurring $0.50 per transaction  CITY OF ODESSA CITY COUNCIL AGENDA ITEM Meeting Date Contact Department Fiscal Impact? 5/11/2021 Steve Patton Parks & Recreation Yes Work Session? Contacted Legal? Item Type Yes Yes Consent Other, CAPTION Consider a bid award for an Erosion Control Project at Memorial Gardens. SUMMARY A drainage culvert under 42nd Street enters Memorial Gardens near the northwest corner of the park site. The swift current flowing through the culvert into the holding pond area has eroded the soil around the footings of the west pedestrian bridge. This project would encase the bridge footings with a concrete wall and protect the footings from further erosion. Public Notices were advertised April 11, 2021, April 18, 2021. Bids were publicly opened April 27, 2021 @ 4:00 p.m., City Hall, 411 West 8th Street, Odessa, Texas. Bids submitted include: Hawkins Construction, Odessa, Texas - $109,552.00 Onyx Contractors, LLC, Midland, Texas - $105,000.00 KDC Associates, Landscape Architects for the project and Staff recommend award to Onyx Contractors, LLC. FISCAL IMPACT Fiscal Year Fund Type Cost or Revenue? Fiscal Note Attached? 2021 General Cost Yes Available Funds Budget Est/Actual Cost Difference This Agenda Item: $282629.00 $105000.00 $177629.00 ACTION NEEDED TO AMEND THE BUDGET Appropriation Amount: $ Transfer Amount: $ Appropriation By: Comments/Other Departments, Boards, Commissions or Agencies Supporting Documents Bid Recommendation.pdf,  CITY OF ODESSA CITY COUNCIL AGENDA ITEM Meeting Date Contact Department Fiscal Impact? 5/11/2021 Steve Patton Parks & Recreation Yes Work Session? Contacted Legal? Item Type Yes Yes Consent Other, CAPTION Consider rejecting bids for the installation of acoustic panels at Lawndale Community Building. SUMMARY The Lawndale Community Building Acoustical Panel Installation Project consists of installing an eight-foot red band of acoustic panels at the top of the perimeter walls inside the banquet room of the Lawndale Community Building. The project was bid with two (2) parts, that would give pricing for the red perimeter wall band of acoustic panels and a second option to add ceiling acoustical panels in the event that the wall panels were not sufficient sound absorption. Public Notices were advertised March 29, 2021, April 5, 2021, and publicly opened April 15, 2021 @ 3:30 p.m., City Hall, 411 West 8th Street, Odessa, Texas. Bids submitted include: OPREX Contractors, Lubbock, Tx. - $21,500.00 Base Bid, Alternate No. One (1) - $22,500.00 The budget/ Architect's Estimate is $25,000.00 for the Base Bid. Since there is only one (1) bid, the Architect and Staff recommend rejecting the one (1) bid. The project scope will be modified and then re-bid. FISCAL IMPACT Fiscal Year Fund Type Cost or Revenue? Fiscal Note Attached? 2021 General Cost No Available Funds Budget Est/Actual Cost Difference This Agenda Item: $25000.00 $0.00 $25000.00 ACTION NEEDED TO AMEND THE BUDGET Appropriation Amount: $ Transfer Amount: $ Appropriation By: Comments/Other Departments, Boards, Commissions or Agencies Supporting Documents Lawndale Bid Tab.pdf,  CITY OF ODESSA CITY COUNCIL AGENDA ITEM Meeting Date Contact Department Fiscal Impact? 5/11/2021 Steve Patton Parks & Recreation Yes Work Session? Contacted Legal? Item Type Yes Yes Consent Other, CAPTION Consider a Bid Award for the replacement of red metal roofs on the pavilions and restroom building at Woodson Park and the pavilion at Floyd Gwin Park. SUMMARY The red metal roofing on the pavilions and restroom building at Woodson Park and the pavilion at Floyd Gwin Park is in need of replacement. The project consists of replacing the red metal roofing on the existing two (2) picnic pavilions and the existing restroom building along with the replacement of the red metal roof on the existing picnic pavilion at Floyd Gwin Park. Public Notices were advertised March 29, 2021, April 5, 2021 and opened April 15, 2021 at 3:30 p.m., City Hall, 411 West 8th Street, Odessa, Texas. Bid submitted include: Alto Vista Roofing, Dallas, TX. - $69,750 Onyx Contractors, LLC., Midland, TX. - $43,835 Advantage USAA, Inc., Spring Branch, TX. - $93,920 JSA, Architect for the project and Staff recommend award to Onyx Contractors, LLC. FISCAL IMPACT Fiscal Year Fund Type Cost or Revenue? Fiscal Note Attached? 2021 General Cost No Available Funds Budget Est/Actual Cost Difference This Agenda Item: $98039.00 $43835.00 $54204.00 ACTION NEEDED TO AMEND THE BUDGET Appropriation Amount: $ Transfer Amount: $ Appropriation By: Comments/Other Departments, Boards, Commissions or Agencies Funds are available in account #55210100-58000-83484 Supporting Documents Red Roof Bid Tab.pdf,