Finance and Government Committee

CITY OF GRAND PRAIRIE FINANCE AND GOVERNMENT COMMITTEE COUNCIL BRIEFING ROOM TUESDAY, AUGUST 06, 2024 AT 2:30 PM MINUTES CALL TO ORDER Chairwoman Clemson called the meeting to order at 2:30 p.m. PRESENT Chairwoman Jorja Clemson Deputy Mayor Pro Tem Junior Ezeonu ABSENT Council Member Kurt G. Johnson STAFF PRESENTATIONS 1. Financial Update Director of Finance Susan Sanders provided to the committee a regular financial update on designated funds and the general financial condition of the City. The committee thanked staff for their presentation and said the information presented was very helpful. 2. Water and Wastewater Impact Fee Update Director of Engineering/Utility Services Noreen Housewright and Nichols McCormick of Freese and Nichols presented this to the committee noting this was an update of the water and wastewater impact fee process, detailing what they are, growth projections and comparisons within the North and South Sector, as well as other cities. Deputy Mayor Pro Tem Ezeonu asked if the growth in the South sector of the city, why is the North sector being increased. Mr. McCormick said an increase to the North sector is appropriate at this time as it is a bit behind. Deputy Mayor Pro Tem Ezeonu said he is not comfortable with the increase to the North sector. Deputy City Manager Megan Mahan said you cannot spend South sector monies in the North sector and vice versa. Deputy City Manager Cheryl De Leon noted these are fees paid by developers. The committee thanked staff for their presentation. Finance and Government Committee – August 06, 2024 Page 1 of 5  3. Debt Funding of 2024/25 Capital Improvement Plan Director of Management Services Thao Vo and Assistant Director of Management Services Latifia Coleman presented this item to the committee nothing the city will have three separate bond issuances to be considered to fund ongoing capital needs. Timing of debt issuances is an important consideration to limit interest rate risk. The city has worked with a financial advisor to base issuance timing to meet optimal financial conditions. Items discussed were the 2024 Tax Notes, 2025 Certificates of Obligation and 2024 Water/Wastewater Bonds. The committee thanked staff for their presentation. CONSENT AGENDA Motion to approve consent agenda item four and motion to recommend approval of consent agenda item five to City Council made by Council Member Ezeonu, seconded by Chairwoman Clemson. The motion carried unanimously. 4. Minutes of the July 10, 2024 Finance and Government Committee Meeting Approved on Consent Agenda 5. Reject all bids for propane gas at Prairie Lakes Golf Course for RFP # 23084; Price Agreement with Ferrell Gas for propane gas to be utilized at Prairie Lakes Golf through a national cooperative agreement with Allied States Cooperative at an estimated annual amount of $35,000. This agreement will be for one year with the option to renew for four (4) additional one-year periods totaling $175,000 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 ITEMS FOR INDIVIDUAL CONSIDERATION 6. Rescind award of Annual Contract for Ready Mix Concrete to Rembert Concrete & Construction and award contract to Legacy Ready Mix up to $1,050,000 annually. This contract will be for one year with the option to renew for four additional one-year periods totaling up to $5,250,000.00 if all extensions are exercised. Director of Transportation and Mobility, Caryl DeVries presented this item to the committee noting on June 4, 2024, City Council approved award of the primary contract to Rembert Concrete &Construction. However, they were not able to meet the City’s requirements, and the award must be rescinded with Rembert Concrete. Staff is requesting the primary contract be awarded to Legacy Ready Mix in an amount up to $1,050,000 annually. This contract will be utilized to purchase ready mix concrete for street pavement repairs and improvements on an as-needed basis. The contract is awarded to Legacy Ready Mix up to $1,050,000 annually. This contract will be for one year with the option to renew for four additional one-year periods totaling up to $5,250,000 if all extensions are exercised. City staff plans for all possible ready mix concrete needs for all departments and for emergency usage during the Finance and Government Committee – August 06, 2024 Page 2 of 5  term of the agreement. Awarding an "as-needed" agreement allows the City to purchase ready mix concrete quickly, efficiently, and at a lower cost through volume-based discount pricing. Deputy Mayor Pro Tem Ezeonu inquired as to what were the city's requirements Rembert Concrete & Construction were not able to meet. Ms. DeVries provided a brief update. Motion to recommend approval of this item to City Council made by Deputy Mayor Pro Tem Ezeonu, seconded by Chairwoman Clemson. The motion carried unanimously. 7. Ordinance amending the FY2023/2024 Capital Improvement Projects Budget; Professional Master Planning Service contract with Halff Associates, Inc. for an update to the Parks, Recreation and Open Space Master Plan in the amount of $439,177 plus a 4.7% contingency in the amount of $20,823 for a total project cost of $460,000 Senior Parks Project Manager Dana Woods presented this item to the committee noting the Purchasing Department sent out a Request for Qualification advertisement (RFQ 24071) for professional services to update the Parks, Recreation and Open Space Master Plan. On February 25, 2024, the Purchasing Department received a total of nine submittals in response to this RFQ. A committee of Parks, Arts and Recreation staff evaluated the submittals, conducted interviews, and selected the consulting firm of Halff Associates, Inc. as the finalist for the project. The firm will evaluate the existing Grand Prairie Park system, manage the public input process, provide a city-wide tree canopy study and equity assessment along with neighborhood health assessments. Additional recommendations include operational changes, capital investments, operational investments, and future studies as well as action plan that prioritizes improvements in the near-, mid-, and long-term time frames. The firm will provide order-of-magnitude cost estimates associated with recommendations. In addition, the firm will conduct a Parks Condition Assessment, Recreation & Aquatic Facility Assessment, Needs Assessment, Development of Equity Index, Recreational Programming Assessment, and Operations & Maintenance Assessments. The consultant has submitted a fee of $439,177 for the project. Chairwoman Clemson said she is excited for this project and asked staff for bullet points of what all the study will cover. Deputy Mayor Pro Tem Ezeonu said he is intrigued to see the outcome and inquired how long the study would take. Deputy City Manager Megan Mahan said the studies as well as the action plan for the master plan for the next 10 years will take approximately 18 months to complete. Motion to recommend approval of this item to City Council made by Deputy Mayor Pro Tem Ezeonu, seconded by Chairwoman Clemson. The motion carried unanimously. 8. Construction contract with CMC Development and Construction, LLC for installation and construction of the Fish Creek Trail Restroom site work in the amount of $230,000, plus a 10% contingency in the amount of $23,000 for a total project cost of $253,000 Parks Planning and Development Manager Steve Plumer presented this item to the committee noting on March 19th, 2024, City Council approved the purchase of a prefabricated restroom to be located along the Fish Creek Linear Park Trail from CXT Precast Concrete Products in the amount of $164,868 through a national cooperative agreement with The Interlocal Purchasing System (TIPS). In a separate contract, the work for the installation and site Finance and Government Committee – August 06, 2024 Page 3 of 5  construction for the Fish Creek Linear Park Trail prefabricated restroom, including earthwork, soil conditioning, utility connections, building pad, coordination of restroom installation, concrete sidewalks, and landscaping (sod) will be performed separately from the purchase of the restroom. Notice of bid #24146 was advertised in the Fort Worth Star Telegram and PlanetBids. The base bid amount from CMC Development and Construction, LLC was $230,000; plus a 10% contingency in the amount of $23,000 for a project total of $253,000. Chairman Clemson thanked staff for their efforts and said Dr. Arrendondo, GPISD Superintendent made a positive comment to her regarding the Fish Creek Linear Park Trail as well. Motion to recommend approval of this item to City Council made by Deputy Mayor Pro Tem Ezeonu, seconded by Chairwoman Clemson. The motion carried unanimously. 9. Request to enter into an agreement with Dallas Area Agency on Aging (DAAA) for a total budget of $207,957 (Less program reimbursements of $176,141) for Congregate Meals and Transportation program located at the Summit Parks, Arts and Recreation has worked with Dallas County and Dallas Area Agency of Aging for the past 37 years, offering funding for a senior meal program and for senior transportation to the nutrition site. During the past years, staff has been working with the agency to enhance and expand the program for our citizens, 60 years of age and older. On July 19, 2024, City of Grand Prairie received a “Notification of Intent to Contract” from DAAA to declare its intent to contract for services provided pursuant to the requirements of the Older American Act, as amended, with the City of Grand Prairie. The proposed contract shall be effective for the period of October 1, 2024, through September 30, 2025. The program receives a partial reimbursement of costs from the Dallas Area Agency on Aging. Total cost for the senior meal program is $207,957 with a budgeted reimbursement of $176,141. The remaining unreimbursed cost of $31,814 is funded from a cash requirement from the City ($17,747), estimated program income ($10,356), and in-kind staff services ($3,711). Total cost for the transportation program is $32,886 with a budgeted reimbursement of $22,560. The remaining cost of $10,326 is funded by in-kind staff services. The city is responsible for product, labor, operation, and transportation costs upfront. Staff estimates serving 24,097 meals and providing 4,200 trips during FY 2024/2025. Reimbursement will be processed through Congregate Meals Grant Fund (FY25 Grant) and Special Program for the Aging (FY25 Grant). Chairwoman Clemson said this is an excellent program, Deputy Mayor Pro Tem Ezeonu concurred and asked staff to look into having Tarrant and Ellis County participate as well. Motion to recommend approval of this item to City Council made by Deputy Mayor Pro Tem Ezeonu, seconded by Chairwoman Clemson. The motion carried unanimously. 10. Annual contract with Simacor for Support and Maintenance of the Infor Lawson Software in the estimated amount up to $80,200.00 annually. This contract will be for one year with the option to renew for four additional one-year periods totaling $401,000.00 if all extensions are exercised Finance and Government Committee – August 06, 2024 Page 4 of 5  Chief Information Officer Keshnel Penny and IT Manager Brad Meine presented this item to the committee noting this is an annual contract for support and maintenance of the Infor Lawson enterprise resource planning (ERP) software. This software suite is used by various departments for financial management, human resources management, procurement, and other core business functions. The contract provides the technical support and maintenance services needed to ensure the robust performance and reliability of this ERP system. City Council approved award of the primary contract to Rembert Concrete &Construction. However, they were not able to meet the City’s requirements, and the award must be rescinded with Rembert Concrete. Staff is requesting the primary contract be awarded to Legacy Ready Mix in an amount up to $1,050,000 annually. This contract will be utilized to purchase ready mix concrete for street pavement repairs and improvements on an as-needed basis. The contract is awarded to Legacy Ready Mix up to $1,050,000 annually. This contract will be for one year with the option to renew for four additional one-year periods totaling up to $5,250,000 if all extensions are exercised. City staff plans for all possible ready mix concrete needs for all departments and for emergency usage during the term of the agreement. Awarding an "as-needed" agreement allows the City to purchase ready mix concrete quickly, efficiently, and at a lower cost through volume-based discount pricing. Deputy Mayor Pro Tem Ezeonu inquired as to what were the city's requirements Rembert Concrete & Construction were not able to meet. Ms. DeVries provided a brief update. Motion to recommend approval of this item to City Council made by Deputy Mayor Pro Tem Ezeonu, seconded by Chairwoman Clemson. The motion carried unanimously. EXECUTIVE SESSION No executive session was held. CITIZEN COMMENTS There were no citizen comments. ADJOURNMENT Chairwoman Clemson adjourned the meeting at 3:32 p.m. Chairman Jorja Clemson Finance and Government Committee – August 06, 2024 Page 5 of 5