Finance and Government Committee

CITY OF GRAND PRAIRIE FINANCE AND GOVERNMENT COMMITTEE COUNCIL BRIEFING ROOM TUESDAY, MAY 02, 2023 AT 2:30 PM MINUTES CALL TO ORDER Chairman Copeland called the meeting to order at 2:30 p.m. PRESENT Chairman Jeff Copeland Council Member Cole Humphreys Council Member Kurt Johnson STAFF PRESENTATIONS 1. Part-Time/Seasonal Pay Plan Update City Manager Steve Dye presented to the committee an update of the part-time and seasonal pay plans noting the labor market is competitive and in order to solve the part-time and seasonal position vacancies recommends a pay increase. Mr. Dye proposed a $15/hour increase for these positions across the board. Discussion was had amongst the committee and staff regarding the proposed increase with mentioned of a $500,000 impact this year. Chairman Copeland inquired how will the city know if the pay increase solved the issue with the position vacancies. Mr. Dye said staff would track and report their findings to Council in August. Council Member Johnson said he would like more numbers and hard figures of the true dollars and top three assessments to measure that this will be successful. Deputy City Manager Cheryl De Leon noted a baseline would be crated with this proposed increase in salaries. Chairman Copeland said he appreciates staff's transparency and efforts. Council Member Johnson said the increase in pay might need to be higher to compete with the market and asks the committee to consider giving staff a range of $15-17 of pay increase for these positions. Chairman Copeland concurred with Council Member Johnson, but noted he feels comfortable with the proposed increase of $15. 2. Procurement Process Update City Manager Steve Dye presented to the committee Diversity Initiatives over the last year or so and flowcharts regarding the processes used for RFB, RFP and RFQs along with state guidelines. Mr. Dye noted procurement is a very complex and technical process; said staff has been working hard to improve and update these processes and initiatives and proposed moving toward an Availability and Disparity Study to help guide toward the feasibility of a Good Faith Program for the city. Finance and Government Committee – May 02, 2023 Page 1 of 7  Chairman Copeland thanked Mr. Dye and staff for their efforts and said this city and this committee have the best intentions and is in support of this study. Council Member Johnson also thanked Mr. Dye and staff for this presentation and said he feels the study will be of great benefit to the city. The committee was very supportive of the Diversity Initiatives and Good Faith Program. CONSENT AGENDA Mayor Pro Tem Humphreys moved, seconded by Council Member Johnson to approve items three through nine. The motion carried unanimously. 3. Minutes of the April 4, 2023, Finance and Government Committee Meeting Approved on Consent 4. Award bid for the completion of one residential reconstruction project as part of the HOME Reconstruction Program to P & P Construction Services, in the amount of $160,677 Approved on Consent 5. Annual contract for recycling services for city facilities from Balcones up to $29,040.00 annually. The contract will be for one year with the option to renew for four and additional one- year periods totaling $145,200.00 if all extensions are exercised Approved on Consent 6. Annual Contract with OTL, Inc. for preventive/recurring maintenance ($89,784), feature stock inventory replacement pricing ($28,925), and expandable programming ($90,000) for the water fountain/show feature at Epic Central. This contract will be for one year for an amount not to exceed $208,709 Approved on Consent 7. Ordinance amending the FY2022/2023 Budget of the Capital Lending, Capital Reserve, Cricket, and Economic Development CIP Funds Approved on Consent 8. Contract amendment with Halff Associates, Inc. for additional engineering services related to the Grand Prairie Landfill - West Fork Trinity River Erosion Protection Improvements project to ensure compliance with the Texas Parks and Wildlife Department in the amount of $30,200.00 Approved on Consent Finance and Government Committee – May 02, 2023 Page 2 of 7  9. Authorize the City Manager to Execute a Developer Participation Agreement with Knox Street Partners No. 30, Ltd for Infrastructure Improvements with the City Contribution not to exceed $87,726 Approved on Consent ITEMS FOR INDIVIDUAL CONSIDERATION 10. Annual Contract with Action Park Alliance, Inc. for the operations, staffing, and management of the Grand Prairie Skate Park. This contract will be for five years in the amount of $249,999.80 with the option to renew for five additional one-year periods totaling $499,999.60 if all extensions are exercised Tabled 11. Ordinance approving the Program Year 2023 Community Development Block Grant (CDBG) and HOME Budgets Housing and Neighborhood Services Director Esther Coleman presented this item to the committee noting the total CDBG funding increased by $103,916 from $1,466,965 in 2022 to $1,570,881 for 2023 adding that as in previous years the number of CDBG proposals exceeded the amount of CDBG funds available. Ms. Coleman reviewed the summary of the 2023 proposed programs and the 2023 CDBG/HOME budget, which continues funding for existing CDBG/HOME programs based on the HCIC priority and staff's evaluation. Ms. Coleman informed the committee that Brighter Tomorrows did not submit an application and one application was denied as the organization did not appear to be local. Council Member Johnson inquired on the distribution of the funds not given to Brighter Tomorrows. Ms. Coleman said that amount would be added to the reconstruct fund. Mayor Pro Tem Humphreys inquired on the responsibilities of the HCIC Board. Ms. Coleman said the main responsibility of the HCIC Board is to conduct opening hearings and make recommendations to Council for Public Service Activities funding. Mayor Pro Tem Humphreys also inquired on how the CHDO funds will be used. Ms. Coleman advised the CHDO funding provides revitalization to Grand Prairie city wide through new construction and lot development for single family units. Chairman Copeland asked if it is the best use of the CHDO funding to build one home or use these funds to rehab more than one home. Ms. Coleman said the best use is to build one home as rehab costs are high and would not allow for multiple properties to benefit from these funds. Mayor Pro Tem Humphreys moved, seconded by Council Member Johnson to approve this item. The motion carried unanimously. Finance and Government Committee – May 02, 2023 Page 3 of 7  12. Professional services contract for engineering and construction services with Halff Associates, Inc. for the Great Southwest Parkway Extension from Ave K to Fountain Parkway in the amount of $530,175.00 Transportation and Mobility Director Walter Shumac informed the committee this project involves the construction of Great Southwest Parkway from Avenue K to Fountain Parkway. Great Southwest Parkway will be approximately 3,050 linear feet in length. This project will include design of alignment, paving, drainage, structures, water adjustments, sanitary sewer adjustments, signing, pavement markings, traffic control, and erosion control. The roadway will be designed to be constructed in two phases, with Phase 1 being the southbound lanes (north of the portion constructed by a developer), and Phase 2 being the northbound lanes. A separate construction package will be prepared for each phase, with Halff developing the plans for each phase simultaneously. Council Member Johnson inquired who is paying for this project and what purpose does it serve the citizens of Grand Prairie. Ms. Shumac replied once the project is fully under construction, this is a section to complete the city's thoroughfare plan and would eliminate or minimize truck traffic. Deputy City Manager Cheryl De Leon and Police Chief Scesney both mentioned many citizens are concerned with the truck traffic in this area and this would help immensely. Mayor Pro Tem Humphreys noted he doesn't disagree the effort is effective but would like to see efforts made to detract truck traffic from Sunnyvale. Mayor Pro Tem Humphreys moved, seconded by Council Member Johnson to approve this item. The motion carried unanimously. 13. Professional Engineering Services Contract with Gresham Smith for the TRA Basin 5.0J Sanitary Sewer Evaluation Survey in the amount of $1,176,100.00 Director of Engineering Services Noreen Housewright informed the committee as part of the approved FY 2022-2023 CIP budget, the Evaluation of 5.0J Basin was approved. The 5.0J Basin was identified in the Wastewater Master Plan as having the highest volume of infiltration/inflow (I/I) of the twenty-two wastewater basins in the City of Grand Prairie. This basin also contains some of the oldest wastewater pipelines in the City, nearing 100 years old. Approval of the proposal provides a detailed sanitary sewer evaluation of the entire 5.0J Basin which will include the inspection of 1,024 city manholes and approximately 417,000 liner feet of wastewater pipeline. Evaluation will be completed using a combination of visual inspection and CCTV, smoke testing of the pipelines, flow monitoring, and smart covers and rainfall data. The data receive upon completion of this evaluation will provide a priority summary of needed improvements for manholes, cleanouts, and pipelines. An estimated cost will also be provided to complete these recommendations using contractors or in-house wastewater crews to complete the work. The study is anticipated to begin in June of 2023 with completion and a report delivered to the City by the end of April 2024. 14. Construction contract with Iron T Construction, Inc. for Grand Prairie Landfill - West Fork Trinity River Erosion Protection Improvements in the total amount of $625,450.00 for Base Bid; material testing with Alliance Geotechnical Group in the amount of $14,439.30; in-house engineering in the amount of $31,273.00; and 5% construction contract contingency in the amount of $31,273.00 for a total project cost of $702,435.30 Finance and Government Committee – May 02, 2023 Page 4 of 7  Director of Engineering Services Noreen Housewright informed the committee this project was identified as part of the FY23 Capital Projects Budget. The Grand Prairie Landfill - West Fork Trinity River Erosion Protection Improvements project provides for erosion protection on the southerly bank of the West Fork Trinity River just east of MacArthur Boulevard. The project will address current erosion on the southerly bank of the West Fork Trinity River to protect the City’s access road to the landfill. Construction of this project is scheduled to begin around the first week of July 2023 with projected completion in January 2024. Mayor Pro Tem Humphreys moved, seconded by Council Member Johnson to approve this item. The motion carried unanimously. 15. Change Order #1 for an increase in hourly rate for School Crossing Guard Program with All City Management Services, in the amount of $163,719.90 for the first year, and $163,719.90 annually thereafter for two additional years, totaling $491,159.70 Chief of Police Daniel Scesney informed the committee the proposed change order #1 will increase the minimum hourly rate for Crossing Guards and increase the hourly pay rate for the Lead Crossing Guards. All 80 Crossing Guards and Lead Crossing Guards currently employed under this contract will receive a pay increase. Mayor Pro Tem Humphreys inquired who does the hiring of the Crossing Guards and Lead Crossing Guards. Chief Scesney replied the vendor does the hiring. Mayor Pro Tem Humphreys moved, seconded by Council Member Johnson to approve this item. The motion carried unanimously. 16. Change Order No. 3 with Dallas County for the widening and extension of Wildlife Pkwy between Belt Line Rd and SH 161 in the amount of $100,000 with the City’s contribution for Change Order No. 3 being $50,000 Director of Transportation and Mobility Walter Shumac informed the committee that the proposed changed order number three will increase the toral contract amount to $56,964,123. This is an increase of the City's share in the amount of $50,000. The City's contributions to the project funding will total $16,615,783 in addition to previously approved Developer Requester Betterments of $918,053. Chairman Copeland inquired on the timeline of the street name change. Mr. Shumac replied to the street name change would take place sometime in the fall. Mayor Pro Tem Humphreys moved, seconded by Council Member Johnson to approve this item. The motion carried unanimously. 17. Annual Contract for physical security technology services from Siemens Industry, Inc. at an estimated annual cost of $400,000.00 through a Master Interlocal Agreement with Sourcewell. This contract will be for one year with the option to renew for one additional one-year period totaling $800,000.00 if all extensions are exercised Chief Information Officer Keshnel Penny informed the committee that this annual contract for physical security technology services from Siemens Industry, Inc. The city has been Finance and Government Committee – May 02, 2023 Page 5 of 7  standardizing our physical security systems since 2015 by implementing the S2 building security access control system across the city. This system is a fully distributed, highly scalable IP network architecture and provides unified management and building access control administration. A maintenance agreement is needed to be cost-efficient and ensure this mission-critical equipment's availability. Chairman Copeland inquired what is being purchased. Mr. Penny advised the physical security technology services being purchased are to manage/monitor the software. Mayor Pro Tem Humphreys asked for clarification on the cost compared to last year. Mr. Penny advised the cost increased as it is for both the city and police use and will offer more services than last year. Mayor Pro Tem Humphreys moved, seconded by Council Member Johnson to approve this item. The motion carried unanimously. 18. Purchase of two (2) Dell Technologies PowerScale A300 - 240TB data storage units from Unique Digital Technology, LLC, in the amount of $499,914.78 through a national cooperative agreement with the Department of Information Resources (DIR) Chief Information Officer Keshnel Penny informed the committee this is for the purchase of two (2) Dell Technologies PowerScale A300 - 240TB data storage units for each data center, with a maintenance agreement from Unique Digital Technology, LLC. These PowerScale units will replace our soon-to-be end-of-support Dell Technologies Isilon NL400 data storage units. These units are the main storage resource for the City’s security camera system, critical server backups, file storage, and more. To be cost-efficient and to ensure the availability of this mission-critical equipment. Mayor Pro Tem Humphreys moved, seconded by Council Member Johnson to approve this item. The motion carried unanimously. 19. Annual Maintenance Contract for Enterprise Permitting and Licensing Software from Tyler Technologies, Inc. at an estimated annual cost of $200,000 with an option to renew for four additional one-year periods totaling $1,000,000 if all extensions are exercised Chief Information Officer Keshnel Penny informed the committee this annual contract is for the maintenance renewal of Enterprise Permitting and Licensing (EnerGov) software from Tyler Technologies, Inc., the permitting and licensing software package is used by various city departments. This software is used to manage workflows and record keeping related to buildings permits, site plans, land use permits, trade licenses, code enforcement cases, periodic inspections, work orders, and regulatory enforcement programs. Mayor Pro Tem Humphreys moved, seconded by Council Member Johnson to approve this item. The motion carried unanimously. EXECUTIVE SESSION No executive session was held. Finance and Government Committee – May 02, 2023 Page 6 of 7 CITIZEN COMMENTS There were no citizen comments. ADJOURNMENT There being no further business, the Finance and Government Committee meeting adjourned at 4:01 p.m. Council Member Cole Humphreys Finance and Government Committee – May 02, 2023 Page 7 of 7