City Council Development Committee

CITY OF GRAND PRAIRIE CITY COUNCIL DEVELOPMENT COMMITTEE COUNCIL BRIEFING ROOM TUESDAY, DECEMBER 12, 2023 AT 3:30 PM MINUTES CALL TO ORDER Chairman Del Bosque called the meeting to order at 3:30 p.m. PRESENT Chairman Mike Del Bosque Council Member Jacquin Headen Mayor Pro Tem John Lopez STAFF PRESENTATIONS Citizens may speak for five minutes on any item on the agenda by completing and submitting a speaker card. 1. Presentation on Procurement Methods Chief Financial Officer Cathy Patrick and Senior Buyer Chantel Winfield presented this item to the committee noting purchasing duties, purchasing thresholds, sourcing methods, cooperative purchasing and its benefits and process. Mayor Pro Tem Lopez inquired on the cooperative purchasing process. Purchasing Manager Angi Mize noted a benefit of using the cooperative contracts often result in lower prices because they standardize commodities and services and aggregate spending with terms and conditions that can produce the best value. Council Member Headen mentioned she would like to have additional information on the process of cooperative purchasing. Chairman Del Bosque concurred with Council Member Headen. Deputy City Manager Ms. Mahan advised staff would prepare a presentation on BuyBoard and Cooperative Purchasing to present to the committee at a later date. ITEMS FOR INDIVIDUAL CONSIDERATION 2. Minutes of the November 21, 2023, City Council Development Committee Meeting Mayor Pro Tem Lopez moved, seconded by Council Member Headen to approve this item. The motion carried unanimously. 3. Professional Design Services Contract in the amount of $79,000 with Bennett Partners for full design and construction administration services for Water Utility interior facility renovations along with a city-controlled design contingency of $7,900 for a total funding request of $86,900 Director of Design and Construction Andy Henning informed the committee in order to address the ever-growing needs and increased staffing of the Water Utility Department, renovations are City Council Development Committee – December 12, 2023 Page 1 of 2  desired to the current layout of existing facilities located at 620 Small Hill Drive and 317 South Belt Line Road. The renovations will provide staff accommodations more appropriately in line with city staff workspace throughout other city building. Most importantly, the interior redesign of the two facilities will equate to increased capacity. Motion to recommend approval to City Council by Mayor Pro Tem Lopez, seconded by Council Member Headen. The motion carried unanimously. 4. Change Order 01 with Santos Construction, Inc. in the amount of $3,477,677.50, which is a 25% increase to the original annual contract amount of $13,910,710.00 increasing the annual contract to $17,388,387.50 with the option of 4 additional one year renewals totaling $86,941,937.50 if all extensions are exercised Director of Transportation and Mobility Caryl DeVries presented this item to the committee noting the amended total annual contract with the option of the 4 additional one-year renewals. Chairman Del Bosque said he is in agreement of this change order without the option of the 4 additional one-year renewals. Motion to recommend approval of this item without the option of the 4 additional one-year renewals to City Council by Council Member Headen, seconded by Mayor Pro Tem Lopez. The motion carried unanimously. 5. Authorize and confirm the purchase of a temporary construction easement with Saleem Hassan, for $130,596.00 plus anticipated closing costs of up to $10,000 for a total cost of $140,596.00. The construction of the Dry Branch Channel Slope Reconstruction Project requires this construction easement Director of Engineering and Utility Services Noreen Housewright presented this item to the committee noting the amount of this project is reasonable and is the appraised value determined by an independent appraisal of the temporary construction easement. Also noted was the city will pay all title insurance expenses and closing costs. Motion to recommend approval of this item to City Council by Council Member Headen, seconded by Mayor Pro Tem Lopez. The motion carried unanimously. EXECUTIVE SESSION No executive session held. CITIZEN COMMENTS There were no citizen comments. ADJOURNMENT Chairman Del Bosque adjourned the meeting at 4:13 p.m. Mike Del Bosque, Chairman City Council Development Committee – December 12, 2023 Page 2 of 2