Regular City Council Meeting

466 REGULAR CITY COUNCIL MEETING MUNICIPAL MINUTES CITY OF TUPELO STATE OF MISSISSIPPI JUNE 15, 2021 Be it remembered that a regular meeting of the Tupelo City Council was held in the Council Chambers in the City Hall building on Tuesday, June 15, 2021, at 6:00 p.m. with the following in attendance: Council members Markel Whittington, Lynn Bryan, Travis Beard, Nettie Davis, Buddy Palmer, and Mike Bryan; Attorney Ben Logan and Missy Shelton, Clerk of the Council. Council member Willie Jennings was absent Council Member Mike Bryan introduced Mr. Robert Cook who led the invocation. Council Member Palmer led the Pledge of Allegiance. Council President Mike Bryan called the meeting to order at 6:00 p.m. CONFIRMATION OR AMENDMENT TO THE AGENDA AND AGENDA ORDER Council Member Palmer moved, seconded by Council Member L Bryan, to confirm the agenda and agenda order, with the following addition: ADD: IN THE MATTER OF APPROVAL OF DEPUTY CHIEF JACKIE M CLAYTON AS INTERIM POLICE CHIEF EFFECTIVE JULY 1, 2021 Of those present, the vote was unanimous in favor. PROCLAMATIONS, RECOGNITIONS AND REPORTS AGENDA EMPLOYEE RECOGNITION Mayor Jason Shelton recognized Mrs. Nettie Davis for 20 years of service as a member of the City Council. PUBLIC RECOGNITION Council Member Davis thanked everyone and was very appreciative of the presentation of her 20 year employment certificate. Council Member Whittington thanked the citizens of Ward 1 for allowing him to serve as their Councilman for 12 years.  467 Council Member L Bryan thanked the outgoing Council members, Whittington, M Bryan and Jennings, for their dedication and willingness to work with him for 12 years. Council Member Palmer joined Mayor Shelton in presenting Council Member Mike Bryan with a plaque for his last year of service as the Council President. Council Member Mike Bryan thanked the citizens of Ward 6 and of the City of Tupelo for the honor and privilege of serving on the City Council for the past 16 years, through three administrations. MAYOR'S REMARKS Mayor Jason Shelton welcomed those who are helping with the transition of Mayor-elect Todd Jordan. He thanked and recognized Chief Bart Aguirre for his service over the last 8 years as the Police Chief and wished him well. Police Chief Bart Aguirre thanked the Mayor for appointing him as the Police Chief 8 years ago and reflected on many issues during those years. Mayor Shelton took the podium again and reminded everyone that COVID-19 is still an issue and encouraged all to get vaccinated. He thanked and recognized his family, who were in attendance, and thanked them for all of their support during his tenure as Mayor. PUBLIC AGENDA PUBLIC HEARINGS IN THE MATTER OF PUBLIC HEARING FOR LOT MOWING No one appeared to speak on the public hearing for lot mowing at the following property: Parcel Location 089N3100601 123 S INDUSTRIAL RD 077Q3612400 1502 REED ST 077Q3611500 1529 REED ST 077Q3611700 1528 REED ST 106D1307600 909 PARISH DR 102V1002002 3072 MITCHELL RD 106D1307100 3448 S GREEN ST 088N3314501 1218 E MAIN ST 088N3314300 100 BRIAR RIDGE RD 089F3023500 MCWILLIAMS ST 101B0213000 418 LAKEVIEW DR  468 101B0213200 414 LAKEVIEW DR 101U1100100 S THOMAS ST 085N2101200 1641 OAKVIEW CIR 074V2003500 2410 WALSH RD 078S2805211 801 HIGHLAND PARK DR ROUTINE AGENDA IN THE MATTER OF APPROVAL OF COUNCIL MINUTES FOR JUNE 1, 2021 Council Member Whittington moved, seconded by Council Member Beard, to approve the minutes of the Regular City Council meeting held on June 1, 2021. Of those present, the vote was unanimous in favor. IN THE MATTER OF BILL PAY Bills were reviewed at 4:30 p.m. by Council members: Markel Whittington, Travis Beard, and Buddy Palmer; and Accounts Payable Clerk, Traci Dillard. Council Member Beard moved, seconded by Council Member Palmer, to approve the payment of the checks, bills, claims and utility adjustments. Of those present, the vote was unanimous in favor. APPENDIX A IN THE MATTER OF BUDGET AMENDMENT #8 Council Member Davis moved, seconded by Council Member Beard, to approve Budget Amendment #8, as presented by CFO/City Clerk Kim Hanna. Of those present, the vote was unanimous. APPENDIX B IN THE MATTER OF NEW BANK ACCOUNT-TIF BOND ACCOUNT CFO/City Clerk Kim Hanna appeared before the Council asking for permission to open a new bank account - TIF Bond Account. Council Member Whittington moved, seconded by council Member Palmer, to approve the request. Of those present, the vote was unanimous in favor. IN THE MATTER OF CLOSING SPECIAL ASSESSMENT BANK ACCOUNT CFO/City Clerk Kim Hanna appeared to the Council requesting to close the Special Assessment Bank Account. All funds have been expended and the account should be closed. Council Member Beard moved, seconded by Council Member Palmer, to approve the closing of the bank account. Of those present, the vote was unanimous in favor. IN THE MATTER OF TRANSFERING FUNDS TO CLOSE SPECIAL ASSESSEMENT FUND  469 As requested by CFO Kim Hanna, Council Member Whittington moved, seconded by Council Member L Bryan, to allow her to close the Special Assessment Fund, now that it is no longer needed. Of those present, the vote was unanimous in favor. IN THE MATTER OF MEMORANDUM OF UNDERSTANDING BETWEEN THE CHICKASAW INKANA FOUNDATION AND THE CITY OF TUPELO Mayor Shelton asked the Council to approve the Memorandum of Understanding between the Chickasaw Inkana Foundation and the City of Tupelo. He explained that this project has been a long time coming and was proud to finally be able to present it for approval. Council Member Davis moved, seconded by Council Member Whittington to approve the Memorandum of Understanding between the Chickasaw Inkana Foundation and the City of Tupelo. Of those present, the vote was unanimous in favor. APPENDIX C IN THE MATTER OF LOT MOWING Council Member Palmer moved, seconded by Council Member Beard, to approve the final lot mowing list, as submitted. Of those present, the vote was unanimous in favor. A copy of the list is attached as APPENDIX D IN THE MATTER OF REVIEW/ACCEPT PLANNING COMMITTEE MINUTES OF JUNE 7, 2021 Council Member Beard moved, seconded by Council Member Whittington, to accept the Planning Committee minutes of the June 7, 2021 meeting. Of those present the vote was unanimous. APPENDIX E IN THE MATTER OF REVIEW/APPROVE TAX ABATEMENT APPLICATION FOR 495 S GLOSTER DDS Director Pat Falkner asked the Council to approve the tax abatement application for property located at 495 S Gloster. He explained that this improvement meets the criteria for the City's tax abatement program. Council Member Palmer moved, seconded by Council Member Davis, to approve the abatement. Of those present, the vote was unanimous in favor. APPENDIX F IN THE MATTER OF SURPLUSING WEAPON FOR RETIREMENT Council Member Whittington moved, seconded by Council Member Beard, to surplus the Glock model 45 9mm, SN BKLY414 and allow Police Chief Bart Aguirre to purchase same in the amount of $1.00 upon his retirement from the City of Tupelo Police Department. Of those present, the vote was unanimous in favor. APPENDIX G IN THE MATTER OF BID APPROVAL HOT MIX 12 MONTH SUPPLY  472 CHECK INFORMATION FOR COUNCIL MEETING June 15, 2021 FUND CHECK NUMBERS POOL CASH 402410-402816 EFT 50001125-50001146 TWL ADJUSTMENTS ELECTRONIC TRANSFERS AS SHOWN ON THE FACE OF DOCKET INVOICES AS SHOWN ON FACE OF DOCKET APPENDIX A  473 APPENDIX B  474 APPENDIX B  475 APPENDIX B  476 APPENDIX B  477 APPENDIX B  478 APPENDIX B  479 APPENDIX B  480 APPENDIX C  481 APPENDIX C  482 APPENDIX C  483 APPENDIX C  484 APPENDIX C  485 APPENDIX C  486 APPENDIX C  487 APPENDIX C  Final Lot Mowing Report for 6/15 Violation Ref Parcel Location Owner Owner Address Owner City State Zip Inspector 1. 32987 089N3100601 123 S FUENTES JESUS O 123 INDUSTRIAL S TUPELO, MS 38801 JLS INDUSTRIAL RD 2. 33001 077Q3612400 1502 REED ST SWINEA JAMES 421 RD 830 PLANTERSVILLE, MS 38862 SB (LUCILLE) 3. 33005 077Q3611500 1529 REED ST UNDERWOOD 980 CHARLESTON BLVD TUPELO, MS 38801 SB TODD BATEMAN 4. 34004 077Q3611700 1528 REED ST ROBINSON JOHN 1528 REED ST TUPELO, MS 38801 SB 5. 34005 106D1307600 909 PARISH DR TALLEY DANA L 909 PARISH DR TUPELO, MS 38801 RS 6. 34007 102V1002002 3072 MITCHELL LINDSEY ERNEST 247 COUNTY ROAD 301 SHANNON, MS 38868 RS RD 7. 34009 106D1307100 3448 S GREEN RITCH RALPH 120 SESAME DRIVE TUPELO, MS 38801 RS ST 8. 34011 088N3314501 1218 E MAIN ST MORAN FOODS 100 CORPORATE OFFICE DRIVE EARTH CITY, MO 63045 JLS INC 488 9. 34012 088N3314300 100 BRIAR K & K HOLDINGS 6761 E 10 MILE RD CENTERLINE, MI 48015 JLS RIDGE RD LLC 10. 34018 089F3023500 MCWILLIAMS ST JAMES P O BOX 8 TUPELO, MS 38802 SB ST MASONIC LODGE #81 APPENDIX D  Final Lot Mowing Report for 6/15 Violation Ref Parcel Location Owner Owner Address Owner City State Zip Inspector 11. 34023 101B0213000 418 LAKEVIEW TTLBL LLC 4747 EXECUTIVE DR STE 510 SAN DIEGO, CA 92121 JLS DR 12. 34024 101B0213200 414 LAKEVIEW TTLBL LLC 4747 EXECUTIVE DR STE 510 SAN DIEGO, CA 92121 JLS DR 13. 34025 101U1100100 S THOMAS ST SPRING LAKE LLC PO BOX 2066 TUPELO, MS 38803 JLS 14. 34026 085N2101200 1641 OAKVIEW JOHNSON J D & 1641 OAKVIEW CR TUPELO, MS 38804 RS CIR BONNIE 15. 34027 074V2003500 2410 WALSH DOWNTOWN P O BOX 1095 TUPELO, MS 38802 SB RD PARTNERS LLC 16. 34028 078S2805211 801 HIGHLAND TUBB HILLARY P 801 HIGHLAND PARK DR TUPELO, MS 38801 JLS PARK DR & JASON 17. 18. 489 19. 20. 21. 22. APPENDIX D  490 MINUTES OF THE TUPELO PLANNING COMMITTEE June 7, 2021 CALL TO ORDER Chairman Scott Davis called the meeting to order. Ms. Patti Thompson, Mr. Gus Hildenbrand, Ms. Pam Hadley, Mr. Lindsay Leake, Ms. Leslie Mart, and Development Services staff members Pat Falkner, Russ Wilson, and Marilyn Vail were present. Chairman Davis asked Mr. Lindsay Leake to open with a prayer and Mrs. Patti Thompson to lead the pledge of allegiance. REVIEW OF MAY 3, 2021 MINUTES Chairman Davis asked the group if they had reviewed the minutes of the last meeting. Ms. Thompson made a motion to approve the minutes as presented, and Mr. Hildenbrand seconded. The motion carried by unanimous vote. REPORT ON COUNCIL ACTIONS Mr. Falkner reported that the May 3 actions were approved by the City Council at their May 18 meeting. NEW BUSINESS FLEXVAR 21-02: Application to allow on premises consumption of beer and light wine at 205 Gloster Street, less than 100 feet from protected building. Randy Donald of 2101 Fillmore Street, Tupelo, appeared as applicant for the request. He explained that he had been working on improvements to the building at 205 North Gloster since 2019, but that the pandemic had shut down work on the project for some time. He stated that he intended to open a quality restaurant and that he did not think there would be any negative impacts on adjoining properties. Mr. Hildenbrand asked when he hoped to open the business. Mr. Donald replied in the next month. Ms. Mart asked if there would be any exterior changes to the building. Mr. Donald said there would not be any other than landscaping. Ms. Hadley asked about hours of operation. Mr. Donald said the restaurant would be open from 6 to 12 Monday through Friday, 6 to 2 a.m. Saturday and Sunday. Mrs. Thompson asked if there would be any outdoor music. Mr. Donald said there are no plans to have that, but that he would ask for approval if it was proposed later. Mr. Falkner reported that after reading the letter submitted by the owner of the daycare that is the ‘protected building’ in this case, that letter indicated that the owner did not object to the APPENDIX E  491 variance. Since ‘waiver or consent by owner of the protected building’ is one of the findings which can support a variance, he felt that the request could be justified. Mr. Davis suggested that previous variances on this issue had included a condition of approval for one year, with the approval to become permanent if no issues or complaints were received. Mrs. Thompson made a motion to approve the application with that condition of approval of one year with permanent approval if no complaints received. Mr. Hildenbrand seconded and the motion passed by unanimous vote. FLEXVAR 21-03: Request from Mr. Theodore Roach to allow placement of a metal carport in the front yard area of 1000 Taft Street. Mr. Roach appeared, stating that he was asking for the variance in order to protect a church van and a family vehicle to be parked at his house. Mr. Hildenbrand noted that due to the width of the right of way, his property line is 18 feet from the street and his existing parking pad extends into the right of way. The requested carport would be located at the property line with zero setback. Mrs. Thompson asked if the van could not be parked at the church. Mr. Roach stated that there was no on site parking at the church. Mr. Falkner noted that a metal carport cover would not be approved under the standards for accessory structures. Mr. Hildenbrand said that it did not look possible for the carport to be placed within the required setbacks. He made the motion to deny the application, which was seconded by Ms. Mart. The motion passed unanimously. FLEXVAR 21-04: Request from Mr. Henry Fisher on behalf of C-Spire for approval of a lot that does not meet minimum lot width or size standards (flag lot). Mr. Fisher, P. O. Box 1062, Pell City Alabama, spoke for the application. He said that C-Spire had been looking for a site in the West Main/Coley Road area for fiber-optic equipment. C- Spire normally leases such sites, but the property owner was only willing to sell. The lot proposed is only 20 feet wide at the street, but includes a wider area at the rear where the equipment would be placed. Ms. Mart asked if the billboard shown on the survey would remain. Mr. Fisher answered that it would, at least for the time being. She asked if the trees at the rear of the property could be preserved. Mr. Fisher answered that they were mostly pines, but that only those that had to be taken out to place the equipment would be removed. APPENDIX E  492 Ms. Mart asked about fencing and landscaping. Mr. Fisher answered that C-Spire would require security fencing and would work with the city for approval of the fence design and landscaping around it. Ms. Mart asked if C-Spire would be willing in the future to sell the extra land at the back of the lot to the property owner to south, to square that lot off and make it more marketable. Mr. Fisher said he thought the company would be open to that. Mrs. Thompson made a motion to approve the application. Ms. Hadley seconded and the motion passed unanimously. The final item on the agenda was revision of Major Site Plan 18-01. No one was present to speak for the application. Mrs. Thompson moved to table the application, which was seconded by Ms. Hadley and passed unanimously. Mr. Falkner reported that there were two applications in the office for July, and some others possible. Noting that the first Monday in July will be the Fourth of July holiday, Chairman Davis suggested that the committee meet for a work session at 5 p.m. on June 28, with the next regular meeting to be July 12. The meeting was adjourned on a motion by Mrs. Thompson, seconded by Ms. Hadley. APPENDIX E  493 APPENDIX F  494 APPENDIX F  495 APPENDIX F  496 APPENDIX F  497 Tupelo Police Department Chief Bart Aguirre June 1, 2021 Mayor Jason Shelton: Please accept this letter as my official retirement announcement. I want to take this opportunity to personally thank you for allowing me to serve as Chief of Police to our community. My career started as a patrol officer in 1985 with the Tupelo Police Department. I always had a desire in my heart to be Chief someday but I never thought it would come true until March 2013. That day you offered me the job to become Chief. Once you were elected Mayor, I knew God had opened new door of opportunities for me. My prayers were answered. These past seven and a half years have given me happiness, sadness and a pride of accomplishment. We’ll never forget the pain we shared at the loss of Sgt. Gale Stauffer and wounding of Officer Joseph Maher. Or the destruction that laid waste by the tornado in 2014. Both of these back to back incidents came out of the chute with such vengeance they brought the whole city to its knees. Without God’s grace, plus your support and leadership, our strategic planning, mission and vision statement would have suffered. Being Chief has allowed me great fulfillment. My greatest accomplishment was overseeing the construction of our new police headquarters. My vision for the new headquarters started early in 2006 when the Tupelo Police Department partnered with the FBI and assigned Task Force Officers to work ‘Operation Secondhand Smoke.’ A criminal organization with deep roots right here in Tupelo. The organization was a network of schemers trafficking in contraband cigarettes. It was dismantled and this allowed the FBI/ Tupelo’s Task Force Officers to seize the warehouse/property and become the site of its new headquarters. I was assigned to work as a Task Force Officer with the FBI and participate with the criminal investigation. This was a great mile stone in my career. God has blessed me with 36 years of service. Tupelo is a progressive and safe city to live in because of the officers hired and trained to serve our citizens. I am proud to have served with each and every one of our administration leaders and employees. My official end of watch will be June 30th. Thank you for allowing me to serve as Chief. I will cherish the memories. Sincerely, 400 N Front St. Tupelo, MS 38804 * Office 662-841-6402 * Fax 662-690-6337 * E-mail:bart.aguirre@tupeloms.gov APPENDIX G  498 AGENDA REQUEST TO: Mayor and City Council FROM: Chuck Williams, Director DATE June 08, 2021 SUBJECT: IN THE MATTER OF BID APPROVAL HOT MIX 12 MONTH SUPPLY - CW Request: In the matter of bid approval for Hot Mix 12 Month Supply 2021-014PW One bidder responded – APAC – Mississippi, Inc. We recommend that the bid be awarded to APAC – Mississippi, Inc. APPENDIX H  499 City of Tupelo Hot Mix Asphalt- 12 Month Supply Lot Specification As Specified Lot Start Date / Time Jun 08, 2021 10:00 AM US/Central Lot End Date / Time Jun 08, 2021 10:15 AM US/Central Lot Duration 00:15 [hh:mm] Extension Time 3 Mins. Item Name Hot Bituminous Pavement Surface Mix - Pickup Company Bid Amount Bidding Date / Time Apac Mississippi Inc $ 73.00 USD Jun 08, 2021 10:02:25 AM US/Central Item Name Hot Bituminous Pavement Binder Mix - Pickup Company Bid Amount Bidding Date / Time Apac Mississippi Inc $ 73.00 USD Jun 08, 2021 10:02:25 AM US/Central APPENDIX H  500 APPENDIX H  501 APPENDIX H  502 APPENDIX H  503 APPENDIX H  504 APPENDIX H  505 APPENDIX H  506 REQUEST FOR PROPOSALS *Un-Priced Technical Proposals* To provide HOT MIX – 12 MONTH SOURCE OF SUPPLY A Reverse Auction Event For City of Tupelo, Mississippi BID # 2021-014PW Publication Dates: May 11, 2021 & May 18, 2021 BID Response Deadline: June 3, 2021 before 2:00 pm Reverse Auction: June 8, 2021 at 10:00 am 1 APPENDIX H  507 ADVERTISEMENT FOR PROPOSALS The City of Tupelo is seeking un-priced technical proposals from licensed asphalt dealers for: HOT MIX 12 MOS SUPPLY Bid # 2021-014PW Deadline for receipt of un-priced technical proposals is June 3, 2021. Responses can be submitted online at www.tupelomsbids.com or at City Hall, 71 East Troy Street, Tupelo, Mississippi 38804. Pursuant to MS Code 31-7-13 and House Bill 1109, this commodity will be procured through a multi- step procurement process, including a Reverse Auction. Un-priced technical proposals and responses must be submitted before 2:00 pm on June 3, 2021. Responses will be evaluated, and only those bidders whose technical proposals are determined acceptable shall be invited to participate in the reverse auction process, which will take place at 10:00 am on June 8, 2021. The City of Tupelo encourages vendor participation in this multi-step process. Complete bidding instructions are provided in the bid package. Official un-priced proposal documents can be downloaded from at www.tupelomsbids.com. Un-Priced proposals can be submitted at www.tupelomsbids.com. For any questions relating to the electronic bidding process, please call PH Bidding Group at 662-407-0193. The City of Tupelo is an equal opportunity employer and hereby notifies all bidders that it will affirmatively insure that, in any contract entered unto pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, sex, age, disability or national origin in consideration for an award. The City of Tupelo reserves the right to reject any and or all bids, waive technicalities, informalities or irregularities in the bids received, solicit new bids or to choose that bid which is deemed to be in the best interest of the City of Tupelo. Traci Dillard Purchasing Agent Publishing Dates: May 11, 2021 May 18, 2021 2 APPENDIX H  508 (PHASE ONE OF A MULTI-STEP PROCUREMENT PROJECT) HOT MIX 12 MOS SUPPLY Bid # 2021-014PW (TWELEVE (12) MONTH SOURCE OF SUPPLY) I. GENERAL The City of Tupelo will accept competitive sealed un-priced proposals until 2:00 pm on June 3, 2021. Un-priced proposals can be submitted online at www.tupelomsbids.com or at City Hall, 71 East Troy Street, Tupelo, Mississippi 38804. All un-priced proposals must be equal in performance and quality to the specifications. If City Hall is closed for business at the time of the deadline, proposals will be accepted and opened on the next business day of the City, at the originally scheduled hour. II. TECHNICAL SPECIFICATIONS The City of Tupelo will be accepting proposals for the following products (Per Ton): Section 804 in the Mississippi Standard Specifications for Road and Bridge Design will apply to all product delivered. Item 1 Description Hot Bituminous Pavement Surface Mix – Pickup by City Item 2 Description Hot Bituminous Pavement Surface Mix – Delivered Item 3 Description Hot Bituminous Pavement Binder Mix – Pickup by City Item 4 Description Hot Bituminous Pavement Binder Mix – Delivered Supplier will deliver required mix any place within the municipal city limits of Tupelo or. Items will be paid at a per ton price. The materials specified herein will be utilized on an "AS NEEDED BASIS" for the Twelve (12) month period. This material shall also be available as needed by the City of Tupelo without undue delay. All delivered prices shall be F.O.B. Tupelo, MS. to various job sites within the City of Tupelo and shall include all delivery, environmental and fuel surcharges. The City of Tupelo reserves the 3 APPENDIX H  509 right to reject any and or all bids, waive technicalities, informalities or irregularities in the bids received, solicit new bids or to choose that bid which is deemed to be in the best interest of the City of Tupelo. III. SUBMISSION OF UN-PRICED TECHNICAL PROPOSALS: There are several documents to submit in order to be considered for invitation to participate in the Reverse Auction and possible award on this project. Proposals shall contain the following documentation at a minimum. SEE INSTRUCTIONS, FORMS AND CHECKLISTS PROVIDED ON THE FOLLOWING PAGES. It is understood that bidders who submit proposals have read, understood, and accepted these specifications as written, and by submitting a proposal, agree to meet the specifications as written. Proposal modifications, alterations or corrections received after the closing time specified shall not be considered. Proposals must remain valid for a minimum of 60 days from the opening date. City of Tupelo is a Tax-Exempt Government Entity. To be considered, un-priced technical proposals must be signed by an owner or authorized officer or manager of the bidding company. It is the bidder’s responsibility to ensure timely and complete proposals are received with all required documentation included. Late and/or incomplete proposals will not be considered. If you are selected to receive an invitation to provide priced bids, complete instructions for submitting priced bids shall be provided in the invitation. IV. QUESTIONS Failure to examine any specifications and instructions will be at bidder's risk. All procedural and technical questions, or if the attached specifications are incomplete, not clear, or not standardized, shall be made in writing, and addressed to the following. General questions regarding this request should be directed to Traci Dillard, Purchasing Agent, at the City of Tupelo Purchasing Department, 71 East Troy Street, Tupelo, MS 38804. The phone number is 662-841-6456. Email: traci.dillard@tupeloms.gov For questions concerning the technical specifications, prospective bidders may contact Jason Rush at the City of Tupelo Public Works Department. The phone number is 662-841-6457. Email: jason.rush@tupeloms.gov. No oral explanations by any member of the City staff will be binding. Receipt of addenda must be acknowledged in writing. Submitting vendors shall be responsible for ensuring that they have received any and all addenda. 4 APPENDIX H  510 V. OPENING: Proposal openings, whether electronic or traditional paper method, shall be conducted any time after they are received and shall be conducted by at least two procurement officials. From that point forward, proposals will be considered under advisement. City of Tupelo may conduct written or oral discussions with potential bidders. The City of Tupelo reserves the right to determine responsive offers or proposals, waive minor informalities in the process, to reject any and all offers or proposals, and to invite priced bids from those companies believed most advantageous to the City. VI. OTHER: THIS IS A MULTI-STEP PROCUREMENT PROJECT TO BE COMPLETED IN TWO SEPARATE PHASES. • Phase One is the solicitation and receipt of un-priced technical proposals for consideration. Deadline for receipt of technical proposals is June 3, 2021 before 2:00 pm. • Phase Two is the Reverse Auction Event in which bidders will provide priced bids for the equipment requested, based upon their approved technical proposal. If your un-priced technical proposal is approved as acceptable, you will be invited to enter the Reverse Auction Event through PH Bidding Group and will be sent detailed instructions for participation in the reverse auction. PH Bidding Group can be contacted at cory@phbidding.com or by calling 662-407- 0193. • The reverse auction will take place on June 8, 2021 at 10:00am. • Reverse Auction is an auction event in which bidders submit pricing in a decreasing manner. In the City of Tupelo Reverse Auctions, all bidders will be able to see their bid ranking and decide if additional bidding is necessary on their part. • There is no advantage for a bidder to wait until near closing time of the auction to place a bid. Any bid placed during the last 3 minutes of the bidding time window will cause an automatic 3- minute extension of time. Each additional bid after that will cause another 3-minute extension, and will continue until 3 minutes have gone by without a bid. At that point, the system will shut down and the auction will end. • More information regarding the live Reverse Auction event will be provided in the invitation to participate. 5 APPENDIX H  511 VII. INSTRUCTIONS The following information applies to all proposals. The documents listed below must be included in your proposal, whether submitted by envelope or by electronic method. After you obtained the Specification Package, you can submit proposals by: 1. PROPOSAL SUBMISSION BY SEALED ENVELOPE: Prior to the deadline for receipt of un-priced technical proposals, you can submit your un-priced proposal online at www.tupelomsbids.com, or deliver your sealed envelope, marked as shown, to the City of Tupelo Purchasing Department, 71 East Troy Street, Tupelo, MS 38804. The envelope must be clearly marked with the Bidder’s name and address on the outside and the following in the lower left corner: UN-PRICED TECHNICAL PROPOSAL FOR HOT MIX - SOURCE OF SUPPLY Bid # 2021-014PW PROPOSALS DUE BY: June 3, 2021 before 2:00pm The following items should be put in the envelope: A. Submission Cover Letter (Form A) B. Completed Proposal Form (Form B) C. Any other information vendor would like for the City of Tupelo to consider 2. PROPOSAL SUBMISSION BY ELECTRONIC MEANS: Log-in at www.tupelomsbids.com and perform the following steps: A. Scan in all required documentation as a pdf file. B. On the left side of the webpage, click on “Public bids”. C. Click on the appropriate bid that you will be participating in. D. Click on the “Submit Bid” tab. a. Fill in or check your contact information and required boxes. b. Drag and drop your pdf file into the grey box as outlined, or click inside the grey box to find your file c. Click the box certifying that your information is complete and accurate. d. Click “Submit” when you are ready to submit your file. E. Once submitted and the solicitation period has ended, the City of Tupelo will review all solicitations, and all approved bidders will be able to take part in the reverse auction process once it begins. Note: If your solicitation was approved, you will be sent an approval email as soon as it has been approved. F. The bid submission can be redacted at any time prior to the bid opening time. 6 APPENDIX H  512 *FORM A* Submission Cover Letter For Un-priced Technical Proposal HOT MIX 12 MOS SUPPLY Bid # 2021-014PW The undersigned proposes to provide a Supply of Hot Mix as per the specifications provided by the City of Tupelo and the subsequent proposal from the bidder named below. If the City of Tupelo invites______________________________________(company name) to submit priced bids in response to this submission, we intend to participate by (check one): _______ Online Reverse Auction, pending approval of un-priced proposals. Contact information for any questions regarding this submission: _____________________________________________________________________________ ___________________________________(company name) understands that we only have one opportunity to submit an un-priced technical proposal. We affirm that we have read and understood this request for un-priced technical proposals and understand that Phase Two must be completed before the project is awarded. We understand that any missing information or documents required by the BID may be cause for rejection of the proposal. We acknowledge that the City of Tupelo has the sole discretion and authority to determine whether our proposed commodity meets the specifications issued and also if it will meet the requirements and needs of the City of Tupelo Public Works Department in performing their assigned daily tasks. We understand that the City of Tupelo may or may not invite our participation in Phase Two (REVERSE AUCTION-Priced Bids) of this procurement. If we are invited by the City of Tupelo to participate in Phase Two (REVERSE AUCTION-Priced Bids) of this procurement, the invitation should be directed to: Printed Name:___________________________________Title:__________________________________ Signature:_______________________________________Date:_________________________________ Company Name:_______________________________________________________________________ Email:________________________________________________________________________________ 7 APPENDIX H  513 *FORM B* Proposal Form HOT MIX 12 MOS SUPPLY Bid # 2021-014PW The undersigned proposes to furnish Twelve (12) months of Hot Mix supply on an as needed basis, which meets the specifications provided. The undersigned certifies that the minimum specifications, terms and conditions contained in this BID have been considered and understood. By submitting a proposal, I/We do certify that the commodities offered do meet the specifications contained in this Invitation to Bid. PRODUCTS YES OR NO Hot Bituminous Pavement Surface Mix - Pickup Hot Bituminous Pavement Surface Mix - Delivered Hot Bituminous Pavement Binder Mix - Pickup Hot Bituminous Pavement Binder Mix - Delivered Signed:____________________________Printed:______________________Title:________________ Company:__________________________________________________________________________ Address:___________________________________________________________________________ Phone:____________________ Fax:____________________ Email:___________________________ Please mark yes or no…………REQUIRED Yes __________ No ___________ I will require technical assistance during the reverse auction process for the submission of my bid. This will require me to contact PH Bidding Group at least 48 hours prior to the start of the reverse auction. 8 APPENDIX H  514 VIII. PHASE TWO REQUIREMENTS (For Information Purposes Only) • Once Phase One (Un-priced technical proposals) of this project is completed, bidders who are invited and intend to participate in Phase Two (Priced Bids) shall provide a Certificate of Insurance of $1,000,000 general liability bid surety in the form of a Bid Bond, Cashier’s Check or Certified Check payable to the City of Tupelo in the amount of $500.00. • Sureties in the form of Bid Bonds shall be issued from a reliable surety company, licensed to do business in the State Mississippi and acceptable to the City of Tupelo. Surety is to be forfeited to the City if the bidder withdraws their bid or fails to accept the award. • Bid surety must be received by the City of Tupelo before the bidder will be given the password required to submit priced bids. In the case of paper bids, surety must be received by the City of Tupelo before the envelope will be opened. Further information regarding submission of the bid surety will be provided in the invitation to provide priced bids. • Unsuccessful bidders shall receive a full refund of the bid surety or a notice to cancel the bond. Refund of bid surety to the successful bidder shall be contingent upon contract execution. 9 APPENDIX H  515 AGENDA REQUEST TO: Mayor and City Council FROM: Chuck Williams, Director DATE June 03, 2021 SUBJECT: IN THE MATTER OF REQUEST FOR APPROVAL TO REMOVE ITEMS FROM ASSETS AND SURPLUS AT AUCTION - CW Request: Request for approval to remove items from assets and surplus at auction – Asset 4313 Mower-Ferris BC15691 S/N 2016325547 VEH MO3 Asset 3254 Fuel Manager System – Old Pedestal BC 14941 S/N 9370 Asset G04064 Manitwok JB0802A/C970 Ice Machine and Bin BC 13436 S/N 960764765/970120079 No longer in use – Need repairs or has been replaced with newer equipment APPENDIX I  516 APPENDIX J  517 APPENDIX J  518 APPENDIX K  519 APPENDIX K  520 APPENDIX K  521 APPENDIX K  522 APPENDIX K  523 APPENDIX K