Regular City Council Meeting

171 REGULAR CITY COUNCIL MEETING MUNICIPAL MINUTES CITY OF TUPELO STATE OF MISSISSIPPI JULY 5, 2023 Be it remembered that a regular meeting of the Tupelo City Council was held in the Council Chambers in the City Hall building on Wednesday, July 5, 2023, at 6:00 p.m. with the following in attendance: Council Members Chad Mims, Lynn Bryan, Travis Beard, Nettie Davis, Buddy Palmer, Janet Gaston and Rosie Jones; Ben Logan, City Attorney and Missy Shelton, Clerk of the Council. Council Member Davis introduced Rev. Gloria McKinney, who led the invocation. Council Member Buddy Palmer led the pledge of allegiance. Council President Lynn Bryan called the meeting to order at 6:00 p.m. IN THE MATTER OF ELECTION OF CITY COUNCIL PRESIDENT The first order of business was to elect the new President of the Council for the 2023-2024 year. Council Member Mims nominated Council Member Beard, with a second by Council Member Davis. The vote was unanimous in favor of Council Member Beard serving as the new President of the Council, who then took over the duties of the meeting. IN THE MATTER OF ELECTION OF CITY COUNCIL VICE PRESIDENT Council President Beard called for a motion to elect the vice-president of the Council. Council Member Palmer moved to nominate Council Member Nettie Davis as Vice-President, which was seconded by Council Member Gaston. When called for a vote, the vote was unanimous in favor. CONFIRMATION OR AMENDMENT TO THE AGENDA AND AGENDA ORDER Council Member Davis moved, seconded by Council Member Palmer, to confirm the agenda and agenda order, with the following addition: ADD #22 IN THE MATTER OF DEMOLITIONS LOCATED AT 117 & 117 ½ HIGHLAND DRIVE (PARCEL 077Q-36-085-00) (TABLED AT JUNE 20, 2023 MEETING) The vote was unanimous in favor. PROCLAMATIONS, RECOGNITIONS AND REPORTS AGENDA EMPLOYEE RECOGNITION 1. Shelby Ray - Cadence Bank Arena - 5 years 2. Hal Veal - Tupelo Police Department - 5 years Mayor Todd Jordan recognized the following for service with the City of Tupelo:  172 PUBLIC RECOGNITION Council Member Buddy Palmer said that Council Member Bryan had done a great job in his service as Council President and was looking forward to the leadership of Council Member Beard. Council Member Lynn Bryan extended condolences to former Council Member Markel Whittington, whose wife recently passed away, and asked that everyone remember the family. Council Member Nettie Davis thanked everyone for the opportunity to attend the Mississippi Municipal League summer conference. Council Member Travis Beard said that the Juneteenth festivities held on July 1 were held in extremely hot and humid conditions but there was a great turnout. He also mentioned that he had the opportunity to give a welcome to the Miss Volunteer Mississippi Pageant participants on July 4th. He said that the fireworks held at Ballard Park were great and were held on schedule, even though the weather was inclement. MAYOR'S REMARKS Mayor Todd Jordan mentioned that the Tupelo Police Department received the Municipal Excellence Award in Public Safety for Cities Over 10,000 in Population for the Tupelo Police Department's Conversations with the Chief program at the recent Mississippi Municipal League's summer conference. PUBLIC AGENDA IN THE MATTER OF PUBLIC HEARING FOR LOT MOWING No one appeared to speak on the following properties for lot mowing: Parcel Location 085N2100500 2014 ELVIS PRESLEY DR 106A1406400 2941 MOORE AVE 106A1404000 2948 MOORE AVE 105D1503800 3018 MOORE AVE 105D1502400 2922 BEASLEY DR 112A0406000 909 WILSON ST 106C1305300 1861 ROLLINGWOOD DR 113E0610600 922 LYNDEN BLVD 113E0607100 503 WILLETT ST 089P3100900 407 W MAIN ST 089F3030600 222 W BARNES ST 101D0124000 1302 FILLMORE DR IN THE MATTER OF PUBLIC HEARING FOR DEMOLITIONS Ms. Heather Hinton appeared to address the Council concerning the property located at 209 Feemster Lake Road  173 .No one appeared to speak on the following properties for demolition: 2109 President (PARCEL 101M-12-092-00) 411 Goodlett (PARCEL 089J-31-119-00) 398 Feemster Lake (PARCEL 088Q-34-026-01) 3405 South Green (PARCEL 106D-13-070-00) ACTION AGENDA IN THE MATTER OF AMENDMENTS TO THE ANIMAL CONTROL ORDINANCE (TABLED AT MAY 2, 2023 MEETING) This item was left on the table. ROUTINE AGENDA IN THE MATTER OF APPROVAL OF MINUTES OF JUNE 20, 2023 COUNCIL MEETING Council Member Palmer moved, seconded by Council Member Davis, to approve the minutes of the Regular Council meeting of June 20, 2023. The vote was unanimous in favor. IN THE MATTER OF BILL PAY Bills were reviewed at 4:30 p.m. by Council Members Beard, Davis, Gaston and Palmer. Council Member Davis moved, seconded by Council Member Jones, to approve the payment of the checks, bills, claims and utility adjustments. The vote was unanimous in favor. APPENDIX A IN THE MATTER OF APPROVAL FOR SUBMISSION FOR ENERGY EFFICIENCY AND CONSERVATION BLOCK GRANT PROGRAM Grant Writer Abby Christian requested that the Council allow the submission of an application for energy efficiency and conservation block grant. The grant, if awarded, will be used to cover the cost of new Tupelo City Hall external lights and no match is required. Council Member Davis moved, seconded by Council Member Palmer to approve the submission of the grant. The vote was unanimous in favor. APPENDIX B IN THE MATTER OF APPROVAL OF SUBMISSION OF FIREHOUSE SUBS GRANT FOR SIDE BY SIDE Council Member Palmer moved, seconded by Council Member Davis, to approve the submission of a Firehouse Subs grant for the purchase of a side by side for use by the fire department, replacing a John Deere gator that no longer works. This grant will be for approximately $24,806.90 and there is no match required. The vote was unanimous in favor. APPENDIX C IN THE MATTER OF APPOINTMENT OF BRAD ROBINSON AS INTERIM FIRE CHIEF  174 Fire Chief Kelly Elliott tendered his resignation with the City of Tupelo effective July 1, 2023. Council Member Bryan moved, seconded by Council Member Gaston to appoint Deputy Chief Brad Robinson as Interim Fire Chief until the position is filled by a new Chief. The vote was unanimous in favor. IN THE MATTER OF APPOINTMENT OF DENNIS BONDS AS INTERIM DEVELOPMENT SERVICES DIRECTOR Council Member Gaston moved, seconded by Council Member Palmer, to appoint City Engineer Dennis Bonds as Interim Development Services Director until the position is filled with a new director. The vote was unanimous in favor. IN THE MATTER OF PROPERTIES FOR LOT MOWING Council Member Bryan moved, seconded by Council Member Palmer, to adjudicate the properties on the final lot mowing list, as presented, menaces to the public health, safety and welfare of the community and in need of cleaning and to approve their cleaning in accordance with Mississippi Code Annotated 21-19-11.. The vote was unanimous in favor. APPENDIX D IN THE MATTER OF STRUCTURES FOR DEMOLITION Council Member Bryan moved, seconded by Council Member Davis, to adjudicate the properties and structures located at 2109 President, 411 Goodlett, 398 Feemster Lake, and 3405 South Green Street, for being a menace to the public health, safety and welfare of the community and in need of cleaning and to approve their demolition in accordance with Mississippi Code Annotated 21-19-11. The vote was unanimous in favor. APPENDIX E IN THE MATTER OF LIENS FOR LOT MOWING Council Member Palmer moved, seconded by Council Member Davis, to approve RESOLUTIONS ASSESSING JUDGMENT LIENS AGAINST REAL PROPERTY FOR THE COSTS ASSOCIATED WITH LOT MOWING IN ACCORDANCE WITH MISS CODE ANNOTATED § 21-19-11 , for the following properties: Lake Street Parcel 088N-33-103-00 903 West Main Street Parcel 089N-31-036-00 401 Monument Drive Parcel 101B-02-140-00 such properties being previously 1) adjudicated menaces to the public health, safety and welfare of the community and in need of cleaning and 2) cleaned pursuant to Miss. Code Ann. 21-19-11 (1972 as amended).The vote was unanimous in favor. APPENDIX F IN THE MATTER OF SURPLUSING WEAPON FOR RETIREMENT OF TREY WEAVER Council Member Davis moved, seconded by Council Member Gaston, to surplus the Glock model 45 9mm, SN BKLY498 and allow Trey Weaver to purchase same in the amount of $1.00 upon his retirement from the City of Tupelo Police Department, as permissible under Mississippi State Statue 45- 9-131. The vote was unanimous in favor. APPENDIX G  175 IN THE MATTER OF SURPLUSING WEAPON FOR RETIREMENT OF NICHOLE DOSS Council Member Davis moved, seconded by Council Member Gaston, to surplus the Glock model 45 9mm, SN BKLY424 and allow Nichole Doss to purchase same in the amount of $1.00 upon his retirement from the City of Tupelo Police Department, as permissible under Mississippi State Statue 45- 9-131. The vote was unanimous in favor. APPENDIX H IN THE MATTER OF AWARD OF BID#2023-027PR - BUCKET TRUCK The City advertised and accepted bids for Bid #2023-027PR – Bucket Truck One bid was received from Altec Industries in the amount of $161,899.00. Council Member Palmer moved, seconded by Council Member Gaston, to find the properly advertised, single bid as commercially reasonable, and to award the bid to Altec Industries in the amount of $161,899.00. The vote was unanimous in favor. APPENDIX I IN THE MATTER OF SURPLUS OF FIXED ASSET ITEMS FOR SCRAP Council Member Davis moved, seconded by Council Member Jones, to approve the surplus item, rock climbing wall, as submitted by the Tupelo Aquatic Center. This item is no longer needed by the City of Tupelo and should be scrapped. The vote was unanimous in favor. APPENDIX J IN THE MATTER OF REQUEST TO REJECT BID # 2023-025WL - LED LUMINAIRES – 6 MONTH SUPPLY BID Bids were received for bid # 2023-025WL - LED Luminaires - 6 month supply. The lowest bid didn't meet the specifications required and the 2nd lowest bid was over budget. Council Member Palmer moved, seconded by Council Member Gaston to reject the bids for the reasons specified and rebid the products. The vote was unanimous in favor. APPENDIX K IN THE MATTER OF REQUEST TO REJECT BID NO. 2023-026WL - WATER MATERIALS No bids were received for bid # 2023-026W\L - Water Materials. Council Member Davis moved, seconded by Council member Mims to reject bid # 2023-026WL and rebid. The vote was unanimous in favor. APPENDIX L IN THE MATTER OF DEMOLITIONS LOCATED AT 117 AND 117 1/2 HIGHLAND DRIVE (PARCEL 077!-36-085-00) (TABLE AT JUNE 20, 2023 MEETING This item remained on the table. EXECUTIVE SESSION Council Member Palmer moved, seconded by Council Member Gaston, to determine the need for an executive session. Attorney Ben Logan said the session is for prospective litigation under Miss. Code Anno. 25-41-7(b) (1972 as amended) and the possible acquisition of real property under Miss. Code Anno. 25-41-7(g) (1972 as amended). The vote was unanimous in favor at 6:29 p.m. 176  177 CHECK INFORMATION FOR COUNCIL MEETING JULY 5, 2023 FUND CHECK NUMBERS POOL CASH ID-418835-418840;418841-419152 EFT 50002285-50002304 TWL ADJUSTMENTS 1-57 ELECTRONIC TRANSFERS AS SHOWN ON THE FACE OF DOCKET INVOICES AS SHOWN ON FACE OF DOCKET APPENDIX A  178 AGENDA REQUEST TO: Mayor and City Council FROM: Abby Christian, Grant Administrator DATE 04 July 2023 SUBJECT: IN THE MATTER OF APPROVAL TO SUBMIT FOR ENERGY EFFICIENCY AND CONSERVATION BLOCK GRANT PROGRAM AC Request: Seeking request to submit an Energy Efficiency and Conservation Block Grant (EECBG) application for approximately $76,000. Agency: Department of Energy Grant: Energy Efficiency and Conservation Block Grant (EECBG) Grant #: SE0000686 Match: None Submission Deadline: 31 July 2023 Overview: The funding allocated under this grant will be used to cover the cost of the new Tupelo City Hall external lights. APPENDIX B  179 AGENDA REQUEST TO: Mayor and City Council FROM: Abby Christian, Grant Administrator DATE 04 July 2023 SUBJECT: IN THE MATTER OF APPROVAL OF SUBMISSION OF FIREHOUSE SUBS GRANT FOR SIDE BY SIDE – AC NT Request: Seeking the Council’s approval for the submission of the Firehouse Subs Public Safety Foundation grant application for the Fire Department. Agency: Firehouse Subs Foundation Grant: Firehouse Subs Public Safety Foundation grant Amount: Approximately $24,806.90 Match: None Submission Deadline: 13 July 2023 Overview: This funding will be used to purchase a side by side for the fire department, replacing a John Deere Gator that no longer runs. This side by side will be stored/used at Station 3, which is in a park with lakes, trails, disk golf course and softball fields. This gives the crew at Station 3 quicker access to the patient in the event of a medical call that is on a field or trail. This will make covering the park area easier in the event of an emergency. Fire Station 3 is also where the Hazardous Materials Team equipment is located. In the event of a Hazardous Materials emergency, the side by side will be used to set up equipment, haul personnel and to recon the area with the off-road capabilities of the side by side. APPENDIX C  Final Lot Mowing Report for 7/5/2023 Violation Ref Parcel Location Owner Owner Address Owner City State Zip Inspector 1. 44242 085N2100500 2014 ELVIS BARNES DONNA L 2014 ELVIS PRESLEY DR TUPELO, MS 38804 RS PRESLEY DR (LE) 2. 44246 106A1406400 2941 MOORE TUTOR LEE LLC 2000 N GLOSTER ST TUPELO, MS 38804 RS AVE 3. 44247 106A1404000 2948 MOORE DUKES ELIJAH E & 881 CR 115 NEW ALBANY, MS 38652 RS AVE RENEE 4. 44248 105D1503800 3018 MOORE GRAY VIVIAN 2958 WILLIE MOORE RD TUPELO, MS 38801 RS AVE MOORE 5. 44249 105D1502400 2922 BEASLEY TURBO 208 N GLOSTER STREET TUPELO, MS 38804 RS DR PROPERTIES LLC 6. 44251 112A0406000 909 WILSON ST GRAB THE MAP 3195 MCCULLOUGH BLVD BELDEN, MS 38826 RS LLC 7. 44259 106C1305300 1861 CLANTON 1861 ROLLINGWOOD DR TUPELO, MS 38801 RS ROLLINGWOOD ELIZABETH DR TRAYLOR & JOHN B 180 8. 44260 113E0610600 922 LYNDEN WILLIAM P O BOX 793 TUPELO, MS 38804 SB BLVD CLIFFORD PROPERTIES LLC 9. 44261 113E0607100 503 WILLETT ST CURTIS ROBERT S 286 ROAD 1279 TUPELO, MS 38804 SB 10. 44265 089P3100900 407 W MAIN ST LEAKE CAROL & 715 HILLSHIRE TUPELO, MS 38804 SB WILLIAM L SPIGHT 11. 44266 089F3030600 222 W BARNES MOSBY TERESA R 303 E JACKSON ST TUPELO, MS 38804 SB ST 12. 44269 101D0124000 1302 FILLMORE HUDSON TOMMY 1951 MODEANNIA DRIVE TUPELO, MS 38801 SB DR K & CHARLOTTE G APPENDIX D  181 AGENDA REQUEST TO: Mayor and City Council FROM: Dennis Bonds, Interim Director of Development Services DATE June 28, 2023 SUBJECT: IN THE MATTER OF REVIEW/APPROVE DEMOLITIONS DRB Request: DRB The Department of Development Services requests Council approval to demolish substandard structures on the following properties: 209 Feemster Lake Road (PARCEL 088Q-34-020-00) 2109 President (PARCEL 101M-12-092-00) 411 Goodlett (PARCEL 089J-31-119-00) 398 Feemster Lake (PARCEL 088Q-34-026-01) 3405 South Green (PARCEL 106D-13-070-00) APPENDIX E  182 APPENDIX E  183 APPENDIX E  184 APPENDIX E  185 APPENDIX E  186 APPENDIX E  187 APPENDIX E  188 APPENDIX E  189 APPENDIX E  190 APPENDIX E  191 APPENDIX E  192 APPENDIX E  193 APPENDIX E  194 APPENDIX E  195 APPENDIX E  196 APPENDIX E  197 APPENDIX E  198 APPENDIX E  199 APPENDIX E  200 APPENDIX E  201 APPENDIX E  202 APPENDIX E  203 APPENDIX E  204 APPENDIX E  205 APPENDIX E  206 APPENDIX E  207 APPENDIX E  208 APPENDIX E  209 APPENDIX E  210 APPENDIX E  211 APPENDIX E  212 APPENDIX E  213 APPENDIX E  214 APPENDIX E  215 AGENDA REQUEST TO: Mayor and City Council FROM: Dennis Bonds, Interim Director of Development Services DATE June 28, 2023 SUBJECT: IN THE MATTER OF REVIEW/APPROVE LIENS FOR LOT MOWING DRB Request: DRB Adjudicating cost and assessing lien against real property under Miss. Code Ann. 1972, § 21-19-11 located at: Lake Street PARCEL 088N-33-103-00 903 West Main Street PARCEL 089N-31-036-00 401 Monument Drive PARCEL 101B-02-140-00 These properties were mowed by Public Works on 06/23/23 APPENDIX F  216 APPENDIX F  217 APPENDIX F  218 APPENDIX F  219 APPENDIX F  220 APPENDIX F  221 APPENDIX F  222 AGENDA REQUEST TO: Mayor and City Council FROM: John Quaka, Chief DATE June 29, 2023 SUBJECT: IN THE MATTER OF SURPLUSING OFFICER WEAPON JQ Request: Please accept this letter of request to surplus Trey Weaver’s duty weapon (Glock Model 45, 9mm) serial number BKLY498 for $1.00, which will be turned over to him for his retirement from the City of Tupelo and the Tupelo Police Department, as permissible under Mississippi State Statue 45-9-131. In following with Tupelo Police Department tradition, I request that this weapon be declared surplus for stated reason. APPENDIX G  223 Chief Quaka Please except this as my official notification of retirement from the Tupelo Police Department effective Friday June 30, 2023. I would also like to purchase my service weapon for $1.00 at the time of my retirement. Sincerely, Thomas “Trey” Weaver APPENDIX G  224 AGENDA REQUEST TO: Mayor and City Council FROM: John Quaka, Chief DATE June 29, 2023 SUBJECT: IN THE MATTER OF SURPLUS WEAPON FOR RETIREMENT JQ Request: Please accept this letter of request to surplus Nichole Doss’s duty weapon (Glock Model 45, 9mm) serial number BKLY424 for $1.00, which will be turned over to her for her retirement from the City of Tupelo and the Tupelo Police Department, as permissible under Mississippi State Statue 45-9-131. In following with Tupelo Police Department tradition, I request that this weapon be declared surplus for stated reason APPENDIX H  225 APPENDIX H  226 AGENDA REQUEST TO: Mayor and City Council FROM: Alex Farned, Director DATE June 28, 2023 SUBJECT: IN THE MATTER OF TO ACCEPT BID#2023-027PR Request: Please review and approve the lowest and best bid from for the Bid #2023-027 for the bucket truck for the amount $161,899.00 from Altec Industries. There was only one vendor that bid. APPENDIX I  227 APPENDIX I  228 APPENDIX I  229 APPENDIX I  230 APPENDIX I  231 APPENDIX I  232 APPENDIX I  233 APPENDIX I  234 APPENDIX I  235 APPENDIX I  236 APPENDIX I  237 APPENDIX I  238 APPENDIX I  239 APPENDIX I  240 APPENDIX I  241 APPENDIX I  242 APPENDIX I  243 APPENDIX I  244 APPENDIX I  245 AGENDA REQUEST TO: Mayor and City Council FROM: Alex Farned, Director DATE April 21, 2023 SUBJECT: IN THE MATTER OF SURPLUS FIXED ASSET ITEMS FOR JULY 2023 AF Request: We are asking the Mayor and City Council to please remove the following items of the fixed assets due these items being scraped. They can’t be fixed or repaired. Rock Climbing Wall NA Broken and not repairable APPENDIX J  246 APPENDIX J  247 AGENDA REQUEST TO: Mayor and City Council FROM: Johnny Timmons, Manager TW&L DATE June 29, 2023 SUBJECT: IN THE MATTER OF REQUEST TO REJECT BID # 2023-025WL (LED LUMINAIRES – 6 MONTH SUPPLY BID) JT Request: I recommend that you reject Bid No. 2023-025WL (LED Luminaires – 6 Month Supply Bid) at your regular meeting on Wednesday, July 5, 2023 for the following reasons: Items 1, 2, 3 and 4 – Although Daybreak LED, LLC and Solarmax LED, Inc. provided the lowest price on these items, the luminaires they offer do not meet our required specifications and the replacement parts are not interchangeable with the lights already installed within our system. Items 2, 3 and 4 – The prices provided by Nesco are above our budget figures for these items. These items will be rebid as soon as possible. APPENDIX K  248 Minute Entry Sign Up Sheet Date: 6/9/2023 Time : 10:00 Bid# 2023-025WL Department: TW&L ----- 2023-025WL LED LUMINAIRES Project: 6 MONTH SUPPLY BID APPENDIX K  249 TUPELO WATER & LIGHT DEPARTMENT BID TABULATION - LED LUMINAIRES BID NO. 2023-025WL JUNE 9, 2023 Vendors Stuart C. Nesco Daybreak Solarmax Irby LED, LLC LED, Inc. Item Product LED Luminaires (6 Month Supply Bid) 1 8000 Lumens Multi-Volt 120/277 Type 5 $115.42 $125.00 $83.41 No Bid Distribution 10kV/5kA Surge Protection Tool-Less Entry 2 230 Watts 35150 Lumens Multi-Volt 120/277 Type 3 No Bid $352.28 $381.82 $272.00 Distribution 4000K 10kV Surge Protection Color: Gray 3 270 Watts 31000 Lumens Multi-Volt 120/277 No Bid $585.23 $252.96 $353.00 4000K Yoke Mount 20kV/20kA Surge Protection with Photo Control Receptacle and Adjustable Output Unit, Color: Bronze 4 270 Watts 31000 Lumens Multi-Vlt 120/277 No Bid $585.23 $252.96 $353.00 4000K Yoke Mount 20kV/20kA Surge Protection with Photo Control Receptacle and Adjustable Output Unit, Color: Gray APPENDIX K  250 APPENDIX K  251 APPENDIX K  252 APPENDIX K  253 APPENDIX K  254 APPENDIX K  255 APPENDIX K  256 APPENDIX K  257 LED LUMINAIRES 6-MONTH SUPPLY BID City of Tupelo, Mississippi BID # 2023-025WL Publication Dates: ..............................................May 11, 2023 and May 18, 2023 BID Response Deadline: ...................................June 9, 2023, before 10:00 AM 1 APPENDIX K  258 ADVERTISEMENT FOR PROPOSALS NOTICE is hereby given that the City of Tupelo, Mississippi will receive bids for: LED LUMINAIRES 6-MONTH SUPPLY BID Bid # 2023-025WL Until 10:00 o’clock A.M. local time on June 9, 2023 Bids can be submitted via sealed bid at the Purchasing Office, City Hall 1st Floor, 71 East Troy Street, Tupelo, Mississippi, 38804 or electronically at www.tupelomsbids.com. Bid Documents and Specifications can be viewed and obtained online at www.tupelomsbids.com. Any questions regarding electronic bidding or access to bid documents should be directed to PH Bidding Group at 662-407-0193. Award will be made to the lowest and best bidder. The Mayor and City Council reserve the right to reject any and all bids and to waive any and all informalities. BY ORDER OF THE MAYOR AND CITY COUNCIL OF THE CITY OF TUPELO, MISSISSIPPI. Jennifer Shempert Purchasing Clerk Publishing Dates: May 11, 2023 May 18, 2023 2 APPENDIX K  259 LED Luminaires 6-MONTH SUPPLY BID Bid # 2023-025WL I. GENERAL The City of Tupelo will accept competitive sealed proposals until 10:00 AM, June 9, 2023, at City Hall, 71 East Troy Street, Tupelo, Mississippi 38804. All 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 & BID FORM The City of Tupelo will be accepting proposals for LED Luminaires. This is a six (6) month supply bid. Specifications Unit Price Item 1: 8000Lumens Multi-Volt 120/277 Type 5 Distribution 10kV/5kA Surge Protection Tool-Less Entry (Equal or equivalent to American Electric WL1-D-PRM-D5-MP-TL) $83.41 Daybreak LED Modern Series Model: BRNDB-XSY65W-40K Item 2: 230 Watts 35150 Lumens Multi-Volt 120/277 Type 3 Distribution 4000K 10kV Surge Protection, Color: Gray (Equal or equivalent to Howard Lighting LRL1SMV34KGY1P7N) $381.82 Daybreak LED LuXx Series Model: STDB-VAL230W-T3-40K-GR-PC7 Item 3: 270 Watts 31000 Lumens Multi-Volt 120/277 4000K Yoke Mount 20kV/20kA Surge Protection with Photo Control Receptacle and Adjustable Output Unit, Color: Bronze $252.96 (Equal or equivalent to Howard Lighting UFAMD74YB2R7NA) Daybreak LED ProFlood Series Model: FLDB-PRO-HZ-240W-40K-BR-PC7 Item 4: 270 Watts 31000 Lumens Multi-Volt 120/277 4000K Yoke Mount 20kV/20kA Surge Protection with Photo Control Receptacle and Adjustable Output Unit, Color: Gray (Equal or equivalent to Howard Lighting UFAMD74YG2R7NA) $252.96 Daybreak LED ProFlood Series Model: FLDB-PRO-HZ-240W-40K-GY-PC7 3 APPENDIX K  260 General Bidders Requirements/Information 1. The City of Tupelo reserves the right to reject any and all bids, to waive any informalities in the bid, or award the bid to whomsoever they may choose. 2. The specifications, as stated, are minimum requirements and may be exceeded by the bidder. However, no additional consideration shall be given for exceeding the minimum requirements and all bids will be evaluated against the specifications set forth in this bid package. 3. Manufacturer’s part or item numbers are shown only to describe the item and to determine the level of acceptable quality. Other manufacturer’s “equal” items may be bid. The acceptance of “equal” items lies with the City of Tupelo whose decision shall be final. All items shall be delivered FOB to Tupelo Water & Light Department, 320 North Front Street, Tupelo, Mississippi 38804. 4. All bid prices shall be net, FOB destination, with transportation charges prepaid by vendor. 5. The bid solicitation is for a supply contract of six (6) months with the City to have the option, at the end of the initial six (6) month period, to renew the contract for an additional six (6) months with no price increase if agreeable with vendor. 6. All items will be ordered on an as needed basis during the life of the contract(s) resulting from this bid process. Minimum order quantities shall be for truckload quantities. 7. No bidder is required to bid on all items. However, the successful bidder(s) shall be determined by item compliance to minimum specifications requirements. 8. Delivery will be a consideration in the awarding of this bid. 9. The burden of proof of specifications is the responsibility of the bidder. 4 APPENDIX K  261 III. 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 Jennifer Shempert, Purchasing Agent, at the City of Tupelo Purchasing Department, 71 East Troy Street, Tupelo, MS 38804. The phone number is 662-841-6456. Email: jennifer.shempert@tupeloms.gov For questions concerning the technical specifications, prospective bidders may contact Drew Kyle Tupelo Water & Light Department. The phone number is 662-841-6460. Email: drew.kyle@tupeloms.gov Questions regarding the website or electronic bidding should be directed to Plan House at 662-407-0193 or tupelo@planhouseprinting.com. 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. IV. 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. 5 APPENDIX K  262 BIDDER INFORMATION FORM LED Luminaires 6-MONTH SUPPLY BID BID # 2023-025WL The undersigned proposes to provide water materials which meet 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. BIDDER ACKNOWLEDGES receipt of the following ADDENDA: NUMBER: _________________________ DATE: _____________________________ NUMBER: _________________________ DATE: _____________________________ NUMBER: _________________________ DATE: _____________________________ BIDDER INFORMATION: Company Name: Daybreak LED LLC _____________________________________________________________ John McCarthy Company Representative: ______________________________________________________ Title: _______________________________________________________________________ President Business Address: Street: 12980 IH 35 S. _____________________________________________________________________ City: Von Ormy __________________________ State: TX ___________ Zip: 78073. ________________________ Signature of Bidder: __________________________________________________________ Date: 6/8/2023 ______________________________________________________________________ 6 APPENDIX K  263 APPENDIX K  264 APPENDIX K  265 APPENDIX K  266 APPENDIX K  267 APPENDIX K  268 APPENDIX K  269 AGENDA REQUEST TO: Mayor and City Council FROM: Johnny Timmons, Manager TW&L DATE June 29, 2023 SUBJECT: IN THE MATTER OF REQUEST TO REJECT BID NO. 2023-026WL (WATER MATERIALS) JT Request: I recommend that you reject Bid No. 2023-026WL (Water Materials – 6 Month Supply Bid) at your regular meeting on Wednesday, July 5, 2023. We did not receive any bid responses. These items will be rebid as soon as possible. APPENDIX L View Bids :: 2023-026WL Water Materials 6-Month Supply :: PH Bidding Group Online Planroom 270 Hi, Jennifer 2023-026WL Water Materials 6-Month Supply My Dashboard My Dashboard Tupelo, MS (T-NR-E) Details Specs Addenda Plan Holders Activity View Bids No bids have been submitted Have a question? APPENDIX L https://www.planhouseplanroom.com/jobs/13504/bidding/view?slug=2023-026wl-water-materials-6-month-supply[6/9/2023 10:27:15 AM]