Finance and Government Committee

CITY OF GRAND PRAIRIE FINANCE AND GOVERNMENT COMMITTEE COUNCIL BRIEFING ROOM TUESDAY, MAY 07, 2024 AT 2:30 PM MINUTES CALL TO ORDER Council Member Johnson called the meeting to order at 2:31 p.m. PRESENT Council Member Kurt G. Johnson Council Member Junior Ezeonu ABSENT Chairman Cole Humphreys CONSENT AGENDA Motion to approve consent agenda item one and motion to recommend approval to City Council of consent agenda items two through nine with an amendment to agenda item two to change the term of the contract to three years with no renewals and change the total contract amount to $55,318.68 made by Council Member Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. 1. Minutes of the April 2, 2024 Finance and Government Committee Meeting Approved on Consent Agenda 2. Annual contract to broadcast and archive meetings from Granicus LLC for up to $17,205.50 annually through a Master Cooperative agreement with The Interlocal Purchasing System (TIPS). This agreement will be for three years with the option to renew for an additional one year, totaling $68,822.00. Approved on Consent Agenda 3. Annual Contract for Adobe software subscriptions licensing from Insight Public Sector, Inc in the estimated amount of $57,707.86 annually through a National Cooperative Agreement with DIR. This contract will be for one year, with the option to renew for four additional one-year periods, allowing an increase not to exceed 8% with an estimated total of $338,548.99 if all extensions are exercised Approved on Consent Agenda 4. Price Agreement for a Web-based reservation software to be utilized at Loyd Park & Lynn Creek Park from US eDirect, Inc., a wholly owned subsidiary of Tyler Technologies, Inc. through a national cooperative agreement with Sourcewell at an estimated annual amount of $18,000. This agreement will be for one year with the option to renew for four (4) additional one-year periods totaling $90,000 if all extensions are exercised. Authorize the City Manager to Finance and Government Committee – May 07, 2024 Page 1 of 5  execute the renewal options with aggregate price fluctuations of up to $50,000 so long as sufficient funding is appropriated by the City Council to satisfy the City’s obligation during the renewal terms Approved on Consent Agenda 5. Contract with KSA Engineering Group in the amount of $99,400.00 for professional engineering and building services for the EPIC Recreation Center for mechanical, electrical, plumbing, fire/life safety and structural system analysis to evaluate existing system relative to need for replacement Approved on Consent Agenda 6. Price Agreement for Loyd Park Golf Cart Lease from Metro Golf Cars through a national cooperative agreement with Sourcewell Contract #122220-CCR at an estimated annual amount of $35,856.00. This agreement will be for an initial 48- month term with the option to renew for two (2) additional 48-month periods totaling $215,136 if all extensions are exercised. Authorize the City Manager to execute the renewal options with aggregate price fluctuations of up to $50,000 so long as sufficient funding is appropriated by the City Council to satisfy the City’s obligation during the renewal terms Approved on Consent Agenda 7. One-Time purchase of a Modular Office for use of a central office space at Loyd Park from Mobile Modular Management Corporation, through a national interlocal agreement with Buyboard for a total of $139,927 Approved on Consent Agenda 8. Contract with Ponder Company, Inc in the amount of $120,000.00 including contingency, for multipurpose court floor replacement at the EPIC Recreation Center through a national cooperative agreement with BuyBoard Approved on Consent Agenda 9. Purchase of cardio and fitness equipment from Marathan Fitness in the amount of $112,148, Advanced Exercise in the amount of $16,606.19 and BSN Sports in the amount of $2,842.10 for a total of $131,596.29 for the Summit through national cooperative agreements with BuyBoard Approved on Consent Agenda ITEMS FOR INDIVIDUAL CONSIDERATION 10. Ordinance amending the FY 2023/2024 Approved Budget for the Capital Improvement Budgets Management Services Director Thao Vo informed the committee This request aims to conduct an administrative cleanup of the City’s Capital Improvement Project (CIP) activities. Finance and Government Committee – May 07, 2024 Page 2 of 5  This involves several key tasks: reallocating Parks-related items from the Municipal Facilities and Capital (MFAC) fund to more appropriate funding sources, initiating new projects using existing funds, consolidating projects currently spread across multiple CIP funds into a single fund for better management, and transferring projects initially funded by the American Rescue Plan Act (ARPA) from the Capital Reserve to their designated CIP funds. These steps are critical for optimizing resource use, enhancing project coordination, and maintaining fiscal accountability and transparency. Motion to recommend approval of this item to City Council made by Council Member Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. 11. Annual contract for Employee Benefits Insurance Consulting services from Lockton-Dunning Series of Lockton Companies, LLC, for $90,000 annually. This contract is for an initial term of three years, with the option to renew for four additional one-year periods, for a total of $630,000 if all extensions are exercised Human Resources Director Tasha Camacho informed the committee that the City of Grand Prairie issued a joint Request for Proposal #2410-021 with the City of Frisco on December 3, 2023. Proposal packets were available on the e-procurement platform (Bonfire) and nine (9) responses were received for analysis and scored for best value with representatives from both City of Frisco and City of Grand Prairie serving as proposal evaluators as noted in Exhibit A – Tabulation. The City of Grand Prairie is self-funded and as such, assumes the complete financial risk in providing health care benefits to our employees. Respondents submitting proposals were requested to demonstrate their qualifications, experience, and abilities to provide professional consulting services for the Cities’ Health and Welfare benefits. The services include but are not limited to benefit plan design, strategic oversight and analysis of plan health, vendor management services, benefit program implementation, compliance advisory guidance, actuarial rate development, and ongoing general benefits support and administration of the Cities’ employee benefits program. The Consultant works with staff in Human Resources on benefits-related issues, urgent matters and reports as requested. Motion to recommend approval of this item to City Council made by Council Member Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. 12. Ordinance amending the FY 2023/2024 Capital Improvement Projects Budget for the acquisition of real property located at 503 W. Church St. for the purchase price of $475,000.00, plus additional appropriate closing costs and survey costs estimated at $11,750.00 for a total funding request of $486,750.00 Downtown Manger Chip Nami presented this item to the committee noting the purpose of this city ordinance is to seek approval to acquire a specific piece of real property located at 503 W. Church Street. The acquisition of this property could be intended for various public uses such as community development, public facilities or other municipal purposes that align with the city's strategic goals. Motion to recommend approval of this item to City Council made by Council Member Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. Finance and Government Committee – May 07, 2024 Page 3 of 5  13. Annual contract for plumbing services from The Brandt Companies LLC through a national inter-local agreement with BuyBoard. This contract will be for one year (up to $175,000 annually) with the option to renew for two additional one-year periods (up to $175,000 annually), totaling $525,000 if all extensions are exercised Facility Services Manager Ray Riedinger presented this item to the committee noting this annual contract will be for plumbing services and supplies to be used on an as needed basis for the maintenance and repair of city owned facilities. Motion to recommend approval of this item to City Council made by Council Member Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. 14. Ordinance amending the FY 2023/2024 Operating Budget for the Tree Preservation Fund; Construction contract with Falkenberg Construction Co., Inc. for Veterans Memorial Star Canopy construction in the amount of $413,426 plus a 5% contingency in the amount of $20,671.30 for a total project cost of $434,097.30 Parks Planning and Development Manager Steve Plummer presented this item to the committee noting the Veterans Memorial Star Canopy will include the addition of a star shaped metal roof structure over the existing memorial, decorative lighting under the canopy, removal and replacement of non-compliant sidewalk paving, removal and replacement of existing landscape material including an additional 31 new trees. Motion to recommend approval of this item to City Council made by Council Member Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. 15. Ordinance amending the FY 2023/2024 Operating Budget for the Tree Preservation Fund; Construction contract with EarthWorks, Inc. for The Summit Landscape and Irrigation Replacement construction in the amount of $282,313.28 plus a 5% contingency in the amount of $14,115.66 for a total project cost of $296,428.94 Mr. Plummer presented this item to the committee noting The Summit landscape and irrigation replacement will include the removal of the existing irrigation system and landscape material, the installation of a new irrigation system and landscape material, decorative rock, decomposed granite, site furniture including benches and landscape pots, pedestrian path lighting, and an additional 28 new trees. Motion to recommend approval of this item to City Council made by Council Member Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. 16. Ordinance amending FY2023/2024 Park Venue Fund and Parks CIP Fund budgets in the amount of $427,950 for a professional design services contract with Dunaway Associates. L.L.C. for Phase II A, B & C construction documentation and construction administration for Phase II A for Turner Park Mr. Plummer presented this item to the committee noting Dunaway Associates, LLC will develop schematic design and phasing, construction documentation, and construction administration for a three-part Phase II construction process (A, B & C) for the next three years. The consultant has submitted a fee of $427,950 for the project. Service will Finance and Government Committee – May 07, 2024 Page 4 of 5  include entire Phase II construction drawings that will include a new grand pavilion with restroom, trails, pond renovation and development, new gazebo, picnic stations, hillside slide, and landscape and irrigation. Council Member Johnson asks if the city would be rebidding for each of the different phases of this project. Deputy City Manager Megan Mahan said the city will rebid for each of the different phases for future projects, noting the city would like to continue as is for this project. Motion to recommend approval of this item to City Council made by Council Member Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. EXECUTIVE SESSION No executive session was held. CITIZEN COMMENTS No citizen comments. ADJOURNMENT Council Member Johnson adjourned the meeting at 2:48 p.m. Council Member Kurt G. Johnson Finance and Government Committee – May 07, 2024 Page 5 of 5