Finance and Government Committee

CITY OF GRAND PRAIRIE FINANCE AND GOVERNMENT COMMITTEE CITY HALL - COUNCIL BRIEFING ROOM TUESDAY, AUGUST 02, 2022 AT 2:30 PM AGENDA The meeting will be held at City Hall Council Briefing Room, 300 W. Main St, Grand Prairie, Texas, and a quorum of the committee or the presiding member will be physically present. Some members may participate remotely via video conference. CALL TO ORDER STAFF PRESENTATIONS 1. Tangle Ridge Golf Review 2. FY2023 Proposed Parks Budget Overview 3. Public Improvement District (PID) Request for Mowing Transfer Increase CONSENT AGENDA The full agenda has been posted on the city's website, www.gptx.org, for those who may want to view this agenda in more detail. Citizens may speak for five minutes on any item on the agenda by completing and submitting a speaker card. 4. Minutes of the 07/05/2022 Finance and Government Committee Meeting 5. Professional Services Contract for sales/use tax compliance review and recovery services from Texas City Services, LLC in the amount of $150,000 annually. This agreement will be for one year with the option to renew for four additional one-year periods totaling $750,000 if all extensions are exercised. Authorize the City Manager to execute the renewal options with aggregate price fluctuations of up to $37,500 of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City’s obligation during the renewal terms 6. Professional Design Services contract with Rouch Architects in the amount of $56,150 for programming, planning, design, documentation, and construction administration services for renovations of the Public Health & Environmental Quality Department at level 2 of City Hall East. In addition, staff is recommending a 10% design contingency in the amount of $5,615, an allowance of $9,500 for low voltage design and a reimbursable expenses allowance of $2,700 resulting in a total funding request of $73,965 Finance and Government Committee – August 02, 2022 Page 1 of 4  7. Annual Contract for UPS Maintenance and Repair from DC Group Inc. ($38,325 annually) for one year with the option to renew four additional one-year periods totaling $191,625 if all extensions are exercised and authorize the City Manager to execute the renewal options with aggregate price fluctuations up to $9,581.25 so long as sufficient funding is appropriated by the city council to satisfy the cities obligation during the renewal terms 8. Purchase of Kids Area Computers from AWE Learning in the amount of $75,000.00 9. Purchase of Water Supplies from Fortiline ($99,191.45) through a national cooperative agreement with the National Cooperative Purchasing Alliance 10. Escrow Agreement between the City of Grand Prairie and Knox Street Partners No. 30, LTD 11. Professional Engineering Contract with Walter P Moore for Avenue K and Sherwood Forest Drainage Study in the amount of $101,800.00 12. Carruthers Landscape Mgt. Change Order #5 increase by $138,944.14 annually for two years for Parks landscape maintenance services 13. Resolution authorizing the City Manager to submit Fiscal Year 2023 grant application with the Federal Transit Administration (FTA) the total budget to operate the grand connection for fiscal year 2023 is $1,528,937 which the city will provide matching requirements of $473,403 14. Award bid for the completion of one residential reconstruction project as part of the HOME Reconstruct Program to Symone Construction Services, LLC in the amount of $136,486.20 15. Annual contract for water chemicals from Petra Chemical Acquisition Company LLC dba DCC for ten (10) months totaling an estimated $250,000 through a national Cooperative Agreement with BuyBoard 16. Ratify expenditures estimating $300,000 for an emergency purchase of fuel for city departments from US Oil, a Division of U.S. Venture, Inc. 17. Annual Agreement for a one-time purchase of an outdoor, multi-tree (3) Christmas display and installation, tear-down and monthly maintenance from Danken in the amount of $83,425.00 and annual installation, tear-down and monthly maintenance for four additional one-year periods in the amount of $19,000.00 annually to equal a total contract value of $159,425.00 if all renewals are executed; and authorize the City Manager to execute the renewal options with aggregate price fluctuations of up to $20,856.25 of the maximum price so long as sufficient funding is appropriated by the City Council to satisfy the city’s obligation during the renewal terms ITEMS FOR INDIVIDUAL CONSIDERATION 18. Purchase of OpenGov Budgeting & Planning Suite and Reporting & Transparency Platform in the amount of $441,669 from OpenGov Inc. through the Texas DIR Contract Number DIR- TSO-4227 Finance and Government Committee – August 02, 2022 Page 2 of 4  19. Annual contract for Audit Services from Weaver and Tidwell, LLP in the amount of $186,750 annually. This agreement will be for one year with the option to renew for four additional one- year periods totaling $933,750 if all extension are exercised. Authorize the City Manager to execute the renewal options with aggregate price fluctuations up to $46,687.50 so long as sufficient funding is appropriated by the City Council to satisfy the City’s obligation during the renewal terms 20. Annual agreement including four annual renewal options with Cigna for Dental PPO and Dental HMO and providing guaranteed fixed rates for five years. Dental HMO rates for employee, employee + spouse, Employee + Children, and Employee + Family are $7.26, $13.78, $15.98, and $23.60 respectively. Dental PPO 1 rates for employee, employee + spouse, Employee + Children, and Employee + Family are $40.95, $80.89, $84.86, and $146.74 respectively 21. Ordinance amending the FY2021/2022 Solid Waste Operating Budget; Professional contract for construction of Sector 4A Liner System with FCS Construction in the amount of $2,207,902 with a 5% contingency of $121,435, totaling $2,329,337; Professional Construction Quality Assurance (CQA) contract to Weaver Consultants Group in the amount not to exceed $199,394. The combined total of these projects is $2,528.731 22. Change Order No. 2 with Dallas County for the widening and extension of Wildlife Pkwy between Belt Line Rd and SH 161 in the amount of $23,946,070 for which the City’s contribution will be $16,565,783.00 23. Agreement for a Portable Ice-Skating Rink for Downtown Christmas celebration attractions 24. Annual Contract for janitorial services from Entrust One Facility Services ($975,034.22 annually) for one year with the option to renew four additional one-year periods totaling $4,875,171.10 if all extensions are exercised and authorize the City Manager to execute the renewal options with aggregate price fluctuations up to $50,000 of the original maximum price so long as sufficient funding is appropriated by the city council to satisfy the cities obligation during the renewal term 25. Amendment No. 2 regarding the Construction Manager at Risk (CMAR) Contract with Hill & Wilkinson General Contractors (H&W) for EpicCentral work in the amount of $816,861.46 addressing project enhancements, revisions, and coordination items 26. Annual contracts for motor fuel from Mansfield Oil Co. of Gainesville, Inc., US Oil a Division of U.S. Venture, Inc., Truman Arnold Companies, Pinnacle Petroleum, Inc., and Petroleum Traders Corporation Authorize execution of a rebate agreement with National Intergovernmental Purchasing Alliance Company d/b/a OMNIA Partners, Public Sector at an estimated annual amount of ($4,000,000). This agreement is for an initial term of five (5) months with the option to renew for two additional one-year periods totaling an estimated $12,000,000 if all extensions are exercised and authorize the City Manager to execute the renewal options with aggregate price fluctuations up to $50,000 of the original maximum price so long as sufficient funding is appropriated by the city council to satisfy the cities obligation during the renewal term Finance and Government Committee – August 02, 2022 Page 3 of 4  27. Professional Engineering Services contract with Freese & Nichols, Inc. (FNI) for Lake Ridge Lift Station Improvements, Phase I in the amount of $1,030,200 and a 5% contingency amount of $51,510 for the total amount of $1,081,710 28. Annual contract for flex base material from Big City Crushed Concrete ($388,000 annually) for one year with the option to renew four additional one-year periods totaling $1,940,000 if all extensions are exercised and authorize the City Manager to execute the renewal options with aggregate price fluctuations up to $50,000 so long as sufficient funding is appropriated by the City Council to satisfy the City's obligation during the renewal term(s) EXECUTIVE SESSION The Finance and Government Committee may conduct a closed session pursuant to Chapter 551, Subchapter D of the Government Code, V.T.C.A., to discuss any of the following: (1) Section 551.071 “Consultation with Attorney” (2) Section 551.072 “Deliberation Regarding Real Property” (3) Section 551.074 “Personnel Matters” (4) Section 551.087 “Deliberations Regarding Economic Development Negotiations.” CITIZEN COMMENTS Citizens may speak during Citizen Comments for up to five minutes on any item not on the agenda by completing and submitting a speaker card. ADJOURNMENT The Grand Prairie City Hall is accessible to people with disabilities. If you need assistance in participating in this meeting due to a disability as defined under the ADA, please call 972-237-8035 or email GPCitySecretary@gptx.org at least three (3) business days prior to the scheduled meeting to request an accommodation. Certification In accordance with Chapter 551, Subchapter C of the Government Code, V.T.C.A, the Finance and Government Committee agenda was prepared and posted July 29, 2022. Gloria Colvin, Deputy City Secretary Finance and Government Committee – August 02, 2022 Page 4 of 4