Finance and Government Committee

CITY OF GRAND PRAIRIE FINANCE AND GOVERNMENT COMMITTEE COUNCIL BRIEFING ROOM TUESDAY, DECEMBER 05, 2023 AT 2:30 PM MINUTES CALL TO ORDER Chairman Humphreys called the meeting to order at 2:30 p.m. PRESENT Chairman Cole Humphreys Council Member Kurt Johnson Council Member Junior Ezeonu STAFF PRESENTATIONS 1. Ruthe Jackson Center: Venue Review Parks, Arts and Recreation Director Ray Cerda; Parks Fiscal Manager Stephen Bowles and Venue Manager Cheryl Allgood presented to the committee a Venue Review of the Ruthe Jackson Center noting the Ruthe Jackson Center History, Reputation and Accolades, FY 2023 Accomplishments and FY 2024 Goals. Inquiry from Chairman Humphreys as to a lower budget amount than the last two years. Ms. Allgood advised timing was the issue in this regard. Council Member Johnson asked staff to give historical data on rentals from 2020 to 2023 excluding city events. Council Member Ezeonu thanked staff for the presentation and asked staff for the maximum capacity. Ms. Allgood said capacity is at 400 with tables and chairs and capacity of 700 with cocktail tables and chairs. CONSENT AGENDA Motion to recommend approval to City Council made by Council Member Johnson, seconded by Council Member Ezeonu for consent agenda items two through twelve. The motion carried unanimously. 2. Minutes of the July 17, 2023, Finance and Government Committee Budget Meeting #1, July 31, 2023, Budget Meeting #2 and November 7, 2023 Finance and Government Committee Meeting Approved on Consent Agenda Finance and Government Committee – December 05, 2023 Page 1 of 6  3. Purchase of Avaya CM 10 phone system upgrade from Lantana Communications in the amount of $74,860.00 Approved on Consent Agenda 4. Annual Contract for heavy duty and medium duty truck and trailer parts and services from Industrial Power Truck and Equipment through a Cooperative Agreement with TIPS. This contract will be for one year (up to $50,000.00 annually) ending October 31, 2024, with the option to renew for two additional one-year period (up to $50,000.00 annually), totaling $150,000.00 if all extensions are exercised Approved on Consent Agenda 5. Annual contract for Original Equipment Manufacturer (OEM) Maintenance, Service, and Repair from Longhorn Harley Davidson (up to $50,000.00 annually) through a Master Cooperative Agreement with BuyBoard. This contract will be for one year with the option to renew for two additional one-year periods totaling $150,000.00 if all extensions are exercised Approved on Consent Agenda 6. Annual contract for Original Equipment Manufacturer (OEM) Maintenance, Service, and Repair from Holt Texas, Ltd (up to $250,000.00 annually) through a Master Cooperative Agreement with BuyBoard. This contract will be for one year with the option to renew for an additional one-year period totaling $500,000.00 if all extensions are exercised Approved on Consent Agenda 7. Purchase of Audio and Video equipment for the Council Briefing Room from AVI-SPL LLC in the amount of $73,952.49 Approved on Consent Agenda 8. Annual Contract for Diversity Management Software from AskReply, Inc. dba B2GNow in the amount of $36,172 annually through a Master Cooperative agreement with the Department of Information Resources (DIR). This contract will be for one year with the option to renew for five additional one-year periods totaling $217,032 if all extensions are exercised Approved on Consent Agenda 9. Purchase of a generator for the Public Safety Storage & Facility Services Warehouse from Holt Cat through a Master Cooperative agreement with Sourcewell. This is a one-time purchase in the amount of $1,126,000 with a contingency of $224,000 totaling $1,350,000.00 Approved on Consent Agenda Finance and Government Committee – December 05, 2023 Page 2 of 6  10. Resolution ratifying the application and acceptance of a grant from the Texas State Energy Conservation Office (SECO) in the amount of $12,500 for the purpose of converting existing lighting to LED lighting at Jennifer McFalls Park East and authorizing the City Manager to accept, reject, alter, or terminate the award Approved on Consent Agenda 11. Construction Manager at Risk (CMAR) Contract with Hill & Wilkinson General Contractors for initial pre-construction services regarding City Hall East Level 2 Office Renovations in the amount of $3,000 along with approval of a construction management services fee of 6.95% Approved on Consent Agenda 12. Amendment to the Existing Price Agreement with Genuine Parts CO dba NAPA Auto Parts to Increase the Total Authorized Expenditure from August 2021 through December 21, 2024 to $6,600,000 Approved on Consent Agenda ITEMS FOR INDIVIDUAL CONSIDERATION 13. Annual contract for Bank Depository Services from Wells Fargo Bank, N.A. (fees up to $100,000.00 annually). This contract will be for two years with the option to renew for three additional one-year periods fees totaling $500,000.00 if all extensions are exercised Chief Financial Officer Cathy Patrick informed the committee that the Texas Local Government Code Chapter 105 requires the city to solicit bank application no less than every five years. The current agreement expires on February 29, 2024. Ms. Patrick introduced Tim Pinon of Valley View Consulting LLC and advised city staff used Valley View Consulting LLC to assist with the Bank Request for Application process and analysis. Mr. Pinon reviewed the summary compiled of the resulting analysis and a comparison of the bids including staff recommendations. Motion to recommend approval of this item to City Council made by Council Member Johnson, seconded by Council Member Ezeonu. The motion carried unanimously. 14. Resolution Approving the City’s Investment Policy Ms. Patrick presented this item to the committee noting the City’s Investment Policy is reviewed at least annually per State Law, the Public Funds Investment Act of Texas (PFIA), or as deemed appropriate due to other circumstances. The City’s amended investment policies' scope also applies to Sports Corporation investments unless otherwise specified. However, Sports Corporation investments will be separately and discretely managed apart from City funds. Any changes related to the Sports Corporation will also be reviewed and approved by that body. The policy was reviewed by the City’s new Investment Advisors, who have suggested several changes to Section III Investment Committee - Updated the Investment Committee's authority and responsibilities; Section IX Collateral Policy – Clarified letter of credit collateral and securities pledged collateral. Also added was the Financial Institutions Reform Recovery Act (FIRREA) language that provides perfected Finance and Government Committee – December 05, 2023 Page 3 of 6  collateral processes to protect the City’s investments; Section VI Diversification – removed chart with limits on maximum percentages for investment type; Section XII Strategy – Added the six required priorities for investment strategy and removed redundant and unnecessary information. Council Member Johnson thanked staff for their efforts with the policy update. Motion to recommend approval of this item to City Council made by Council Member Johnson, seconded by Council Member Ezeonu. The motion carried unanimously. 15. Purchase of Consulting Services to conduct a Disparity Study Analysis from MGT Consulting, LLC for $400,107.42 Business Diversity Coordinator Petrina Bonnick-Higgins presented to the disparity study analysis noting this will determine how the City can establish a legal method to improve purchasing practices in awarding contracts to Small, Minority Woman-owned Business Enterprises (SMWBEs), Historically Underutilized Businesses (HUBs), and veteran- owned businesses that are qualified and available to perform Construction Services, Professional Services, and Goods and Services. The Consultant would gather five years of procurement data, verify if the vendors paid qualify as SMWBE, HUB, or veteran-owned, and conduct focus groups. The Consultant will develop recommendations to improve spending for the previously mentioned groups by using race or genderneutral and economically based measures. In addition, the Consultant will, by rigorous and applicable statistical methods, determine the bases and the mathematical or statistical formula(s) to be applied in formulating the City's diversity goals for its SMWBE Program. The study is expected to take approximately 12 months. After two rounds of interviews, staff requested the best and final offer from the 2nd round of interviewees, MGT Consultants, LLC and Miller 3 Consulting. MGT Consultants reduced their cost by $21,435.88 and Miller 3 decreased theirs by $7,715.81. MGT Consulting was selected due to their knowledge, experience, and the amount of time dedicated to the project. MGT is the only responder to comprehensively analyze past vendor usage to ensure an accurate report and appropriate recommendations and goals. Motion to recommend approval of this item to City Council made by Council Member Johnson, seconded by Council Member Ezeonu. The motion carried unanimously. 16. Ordinance amending the FY 2023/2024 Operating Budget for the Tree Preservation Fund; Construction contract with RLM EarthCo, Inc. for Tyre Park Phase II construction in the amount of $1,735,828 plus a 7.5% contingency in the amount of $130,187.10 for a total construction cost of $1,866,015.10 Parks, Arts and Recreation Director Ray Cerda informed the committee Phase II improvements to Tyre Park will include a playground addition, walking trails, trail lighting, a new multi- purpose field, basketball court, National Fitness Campaign (NFC) fitness court concrete pad, and landscape to include an additional 55 new trees with irrigation, and site furnishings. Notice of bid #23211 was advertised in the Fort Worth Star Telegram and PlanetBids. Funding for this project is from a grant through Tarrant County American Rescue Plan Act Grant (ARPA) funding. RLM EarthCo, Inc. Base Bid amount of $1,377,704 plus Bid Alternate No.1 (Outdoor Basketball Court) in the amount of $234,891; Bid Alternate No. 3 (Pedestrian Trail Lighting) in the amount of $123,233 for a total contract price of $1,735,828 plus a 7.5% contingency in the amount of $130,187.10 for a project total of $1,866,015.10. The total project budget is $2,000,000 with a remaining balance of $1,755,659. We are requesting Finance and Government Committee – December 05, 2023 Page 4 of 6  $113,977 from the Tree Preserve account for the additional 55 new trees at the Tyre Park site and installation of the trees. Council approved the grant application for the $2,000,000 from Tarrant County (ARPA) on 06-21-22. Council approved the purchase of the National Fitness Equipment on 09-19-23 for six locations. RLM will install the Tyre Park portion of the NFC equipment. Council Member Johnson asked staff to consider fruit trees or any plant that would be fruit bearing. Deputy City Manager Megan Mahan said staff would look into this request. Motion to recommend approval of this item to City Council made by Council Member Johnson, seconded by Council Member Ezeonu. The motion carried unanimously. 17. Annual contract for HVAC Equipment, Supplies and Installation from Enviromatic Systems Inc. through a national inter-local agreement with Buyboard at an annual cost of $300,000 with the option to renew for two additional one-year periods totaling $900,000 if the renewal option is exercised Facility Services Manager Ray Riedinger informed the committee this annual contract will be for HVAC controls, equipment, installation, services and supplies to be used on an "as needed basis." This contract will be effective December 1, 2023, and will expire November 30, 2024, with the option to renew for two additional one-year periods. Motion to recommend approval of this item to City Council made by Council Member Johnson, seconded by Council Member Ezeonu. The motion carried unanimously. 18. Annual Contract for Grounds Maintenance Equipment, Parts and Supplies from Longhorn, Inc. in the amount of $75,000 annually through a Master Cooperative Agreement with BuyBoard. This contract will be for seven (7) months with the option to renew for two additional one-year periods totaling $225,000 if all extensions are exercised. Purchasing Manager Ani Mize informed the committee this agreement is for grounds maintenance equipment, parts and supplies including sprinkler heads, timing mechanisms and Rainbird controls for regular maintenance at City golf courses. The Rainbird controls are the electronic interface modules, located in each satellite controller on the golf course. The units become degraded over time due to exposure to outdoor conditions such as lightning, moisture, and heat and cold cycles. Motion to recommend approval of this item to City council made by Council Member Johnson, seconded by Council Member Ezeonu. The motion carried unanimously. EXECUTIVE SESSION No executive session was held. CITIZEN COMMENTS No citizen comments. ADJOURNMENT Chairman Humphreys adjourned the meeting at 3:28 p.m. Finance and Government Committee – December 05, 2023 Page 5 of 6  Cole Humphreys, Chairman Finance and Government Committee – December 05, 2023 Page 6 of 6