Finance and Government Committee

CITY OF GRAND PRAIRIE FINANCE AND GOVERNMENT COMMITTEE COUNCIL BRIEFING ROOM TUESDAY, JANUARY 09, 2024 AT 2:30 PM MINUTES CALL TO ORDER Chairman Humphreys called the meeting to order at 2:31 p.m. Present Chairman Cole Humphreys Council Member Kurt Johnson Council Member Junior Ezeonu CONSENT AGENDA Council Member Johnson asked staff for clarification on BuyBoard for consent agenda items two and three. Staff provided the information requested. Motion to recommend approval to City Council made by Council Member Johnson, seconded by Council Member Ezeonu for consent agenda items one through five. The motion carried unanimously. 1. Minutes of the December 5, 2023, Finance and Government Committee Meeting Approved on Consent Agenda 2. Purchase of security cameras for the Epic Recreation Center from Siemens in the amount of $81,835 through a national cooperative agreement with Sourcewell Approved on Consent Agenda 3. Purchase of audio/visual components from Infinity Sound Ltd. in the amount of $85,000 including installation and contingency for the warehouse rental space at the EPIC Recreation Center through a national cooperative agreement with BuyBoard Approved on Consent Agenda 4. Annual contract for administration of federally required reporting for the Affordable Care Act (ACA) from Claims-X-Change, LLC, dba CXC Solutions, estimated at $10,644 annually. This contract will be for one year, with the option to renew for four additional one-year periods, allowing an increase not to exceed 5% annually with an estimated total of $58,814.81 if all extensions are exercised Approved on Consent Agenda Finance and Government Committee – January 09, 2024 Page 1 of 4  5. Ordinance amending the FY2023/2024 Capital Improvement Budget; Purchase a Birch Tree from Nomadic Capital LLC DBA Mean Green Lawn & Landscape of Fort Worth, Texas, for the Ruthe Jackson Center Garden for $1,575 Approved on Consent Agenda ITEMS FOR INDIVIDUAL CONSIDERATION 6. Ordinance amending the FY 2024 Red Light Safety Fund budget in the amount of $117,755, to partially fund the first term of an annual contract with Flock Safety, Inc for law enforcement automated license plate recognition cameras, security cameras, and other related products and services, in the amount of $436,950 for the first year, with four annual renewal options in the amount of $308,400 for the second year, and $353,400 annually thereafter, for years three, four, and five, totaling $1,805,550 (Reviewed by the Public Safety, Health, and Environment Committee on 01/08/2024) Assistant Director of Police Ryan Simpson informed the committee that this proposed agreement carries forward the products and services currently utilized by the Police Department, for five years, at current pricing. The agreement also includes additional ALPR cameras, security cameras and the FlockOS platform. Further, the Engineering and Utilities Department is seeking to acquire fifteen Flock Safety security cameras to enhance critical infrastructure security measures at various remote locations throughout the city. Chairman Humphreys asked Chief Scesney for his opinion on Big Brother and its use. Chief Scesney said we have to be judicious on how we use this type of technology. Council Member Johnson asked for additional information on grants being used. Mr. Simpson will provide this information to the committee. Motion to recommend approval to City Council made by Council Member Johnson, seconded by Council Member Ezeonu. The motion carried unanimously. 7. Ordinance amending FY2023/2024 Epic & Epic Waters Fund and Epic CIP Fund budgets in the amount of $1,289,000 for glass enhancement/ replacement for windows at Epic Waters and approve contract with OpenAire for $1,289,000 Deputy City Manager Cheryl De Leon presented this item to the committee noting Epic Waters Indoor Waterpark heat and humidity readings in the summer continue to impact visitation and guest satisfaction. In response, American Resort Management (ARM), managing agent for Epic Waters, has recommended the City consider upgrading designated windows in the building to provide glass that allows greater shading and solar heat gain coefficients and lower visible light and U Value readings. ARM had this same enhancement added to a project in Foley Alabama; evidence from the most recent summer demonstrated a 10-degree lower ambient temperature delta than that of Epic Waters in similar conditions. In addition to addressing the guest satisfaction, glass replacement can be designed with a color selection that will provide visual interest in the evening to add to the visual elements that are part of the Epic Central Experience. As the OpenAire Enclosure installed at Epic Waters Indoor Waterpark is a custom designed and manufactured system, any work including glass replacement must be performed by OpenAire custom trained technicians so as not to breach materials and Finance and Government Committee – January 09, 2024 Page 2 of 4  workmanship warranty. For this reason, the glass enhancement/replacement project will fall under the sole source exemption provided by statute. Time is of the essence with this project to secure pricing; OpenAire is anticipating price escalation in early 2024 due to inflation and material costs. Council Member Ezeonu inquired if this project will be done in phases. Ms. De Leon mentioned the work would be done in the evenings and on days the waterpark is closed. Motion to recommend approval to City Council made by Council Member Johnson, seconded by Council Member Ezeonu. The motion carried unanimously. 8. Ordinance amending the FY2023/2024 Epic & Epic Waters Fund and Epic CIP Fund budgets for IT Infrastructure/Computer Replacements for Epic Waters in the amount of $200,000 Ms. De Leon informed the committee that Epic Waters Indoor Waterpark utilizes city assets to manage IT and computer needs. As the current equipment is original to the building, the hardware onsite requires replacement to ensure continuity of operations. Additionally, the City IT Department is supporting a request to relocate the dedicated server to the property for efficiency and minimize downtime related to other City server maintenance protocols. Finally, as the visitation continues to grow, the network originally designed for Epic Waters is not sufficient to support the demand; a dedicated network will be designated for Epic Waters with the IT infrastructure improvements. The entire IT infrastructure upgrade as well as the computer replacement will be managed by the City IT Department. All hardware and related IT Infrastructure will be under the control of the City IT Department to include security protocols, redundancy requirements, and server backups as/where required. Procurement will be handled through existing price agreements; additional approvals will be obtained for purchases that are not covered under current price agreements. Motion to recommend approval to City Council made by Council Member Johnson, seconded by Council Member Ezeonu. The motion carried unanimously. 9. Ordinance amending the FY 2023/2024 Capital Improvement Projects Budget for the acquisition of real property located at 5523 and 5531 Lake Ridge Parkway for the purchase price of $2,569,000.00, plus additional appropriate closing costs estimated at $71,000.00 for a total funding request of $2,640,000.00 Council Member Johnson informed the committee that he would like to discuss agenda items nine and ten with City Council as he has some concerns on the purchase of this property and its purpose. Economic Development Director Marty Wieder provided a quick briefing to the committee on agenda items nine and ten per Chairman Humphreys request. Chairman Humphreys noted no action would be taken by the Finance and Government Committee on agenda items nine and ten. 10. Resolution declaring expectation to reimburse expenditures with proceeds from the issuance of future debt for the acquisition of real property located at 5523 and 5531 Lake Ridge Parkway for the purchase price of $2,569,000, plus additional appropriate closing costs estimated at $71,000 and bond issuance fees estimated at $11,000 for a total amount of $2,750,000 Finance and Government Committee – January 09, 2024 Page 3 of 4  See agenda item nine notes advising no action to be taken on agenda item ten. EXECUTIVE SESSION No executive session was held. CITIZEN COMMENTS No citizen comments. ADJOURNMENT Chairman Humphreys adjourned the meeting at 3:03 p.m. Cole Humphreys, Chairman Finance and Government Committee – January 09, 2024 Page 4 of 4