Finance and Government Committee

CITY OF GRAND PRAIRIE FINANCE AND GOVERNMENT COMMITTEE COUNCIL BRIEFING ROOM TUESDAY, OCTOBER 08, 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 Council Member Kurt G. Johnson STAFF PRESENTATIONS 1. Discussion of Multifamily / Single Family Water and Wastewater Rates Director of Engineering/Utility Services presented this item to the committee noting information on break out the per unit fee and volume fee on the water bill, a senior property should be charged the residential 3,000-gallon rate, suspend the "per unit" fee for the first 12 months from CO for new multifamily developments and reduce the wastewater rate to 80%. The committee agreed the break out of the per unit fee and volume fee on the water bill will be beneficial to residents. The committee thanked staff for a thorough presentation and asked that it be presented to Council during an upcoming briefing session. 2. Financial Update Assistant Director Luis Barrera presented this item to the committee noting a regular financial update on designated funds and the general financial condition of the City. CONSENT AGENDA Motion to approve consent agenda item three and motion to recommend approval of consent agenda item four through nine to City Council made by Council Member Johnson, seconded by Deputy Mayor Pro Tem Ezeonu. The motion carried unanimously. 3. Minutes of the September 3, 2024 Finance and Government Committee Meeting Approved on Consent Agenda 4. Agreement with Kraftsman, LP dba Kraftsman Commercial Playgrounds & Water Parks for replacement of the Sycamore Park playground and swing set through a national cooperative agreement with Buyboard for a total of $449,601.28 Approved on Consent Agenda Finance and Government Committee – October 08, 2024 Page 1 of 5  5. Annual Maintenance Contract with Unique Digital Technology, LLC for Maintenance and Software Support for Dell VxRail, VMware vSphere and VMware vSAN in the estimated amount of $98,431.60 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 four additional one-year periods, allowing an increase not to exceed 8% annually with an estimated total of $577,458.92 if all extensions are exercised Approved on Consent Agenda 6. Contract with Skyline Art Services, Inc. for the Charley Taylor recognition display including design refinement, artist & vendor coordination, production and installation at the Charley Taylor Recreation Center in the amount of $78,584.74 plus a 20% contingency in the amount of $15,716.95 for a total project cost of $94,301.69 Approved on Consent Agenda 7. Construction Contract Amendment No. 2 with Hill & Wilkinson General Contractors in the amount of $57,525.36 for City Hall East Level 2 Public Health & Environmental Quality Office Renovations work, including additional demolition, sanitary sewer layout revisions, roof patching, expanded fire alarm scope of work, millwork revisions, added maintenance access panels and new exterior glazing thermal coating Approved on Consent Agenda 8. Award a contract to Dyna Ten Corporation to upgrade the lighting control system at the Public Safety Building (PSB), in an amount not to exceed $100,000, through a Cooperative Agreement with The Interlocal Purchasing System (TIPS) Approved on Consent Agenda 9. Contract with Wilson Bauhaus Interiors, LLC for the purchase of furniture, fixtures and equipment (FF&E) for the Public Safety Storage Facility in the amount of $134,925.91 through national interlocal agreements with both NCPA and OMNIA Partners Cooperative Approved on Consent Agenda ITEMS FOR INDIVIDUAL CONSIDERATION 10. 2025 Finance and Government Committee Meeting Dates Deputy City Manager Cheryl De Leon presented this item to the committee. The committee noted no conflicts with the proposed 2025 Finance and Government Committee meeting dates. Motion to recommend approval of this item made by Council Member Johnson, seconded by Deputy Mayor Pro Tem Ezeonu. The motion carried unanimously. Finance and Government Committee – October 08, 2024 Page 2 of 5  11. Contract with Skyline Art Services, Inc. for the PlayGrand Adventures Sensory Art Wall (including design refinement, artist & vendor coordination, production and installation) at the PlayGrand Adventures All-Inclusive Playground in the amount of $210,413.60 plus a 20% contingency in the amount of $42,082.72 for a total project cost of $252,496.32 Park Planning and Development Manager Steve Plumer presented this item to the committee noting Skyline Art Services, Inc. will provide professional art consulting services for design refinement, artist and vendor coordination, production and installation of the display at the playground. Sensory art services components will include mosaic artistic elements, including background and foreground features, interactive sensory elements, and story plaques with English and Spanish Braille Translations. The firm has submitted a fee of $210,413.60 for the project. Staff is requesting a 20% contingency in the amount of $42,082.72, for a total project cost of $252,496.32. This project is being supported by the local Lions Club who has applied for a $100,000 grant to Lions Club International. The local Lions Club has also pledged an additional $25,000 for a total of $125,000. Motion to recommend approval of this item to City Council made by Deputy Mayor Pro Tem Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. 12. Authorize an assignment agreement with North Central Texas Council of Governments (NCTCOG) for assumption of an annual contract with Infor (US), LLC. for software subscription licensing in the amount of $199,977.46 for the initial term. This contract will be for one year with the option to renew for 2 additional one-year periods, allowing an increase not to exceed 6% annually with an estimated total of $636,648.05 if all extensions are exercised Chief Information Officer Keshnel Penny and IT Business Project Administrator Michael Joy presented this item to the committee noting The City of Grand Prairie was part of a shared software agreement between Infor (US), LLC, NCTCOG, City of Arlington, and City of Carrollton for software called Lawson. This shared agreement created a unified regional enterprise resource planning software in the early 2000s. Arlington and Carrollton are no longer participating in this agreement and have moved on to different enterprise resource planning software. NCTCOG has indicated that they are no longer funding this agreement past the current fiscal year, and the City is able to get significant savings by continuing the agreement under an assignment. The assignment will allow the City to continue an annual contract with Infor (US), LLC for Annual Software Subscription Licensing. This license is critical to the operation of the City’s core functions in human resources, finance, procurement, and payroll system. The 6% annual increase is to effectively account for any anticipated increases in costs. These increases may be due to a variety of factors, such as potential inflation, shifting market conditions, and expansion of the city’s workforce. This 6% increment is essentially a projection, a number that has been calculated based on an analysis of trends and patterns. The projection might not be fully realized over the course of the years. These projected costs offer the city flexibility with the licensing acquisition process. Motion to recommend approval of this item to City Council made by Deputy Mayor Pro Tem Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. Finance and Government Committee – October 08, 2024 Page 3 of 5  13. Annual Contract for Workday Enterprise Resource Planning (ERP) Software with Precision Task Group, Inc. (PTG) in an initial annual amount of $469,967.00 through a cooperative agreement with Omnia Partners. This contract will be for one year with the option to renew for nine additional one-year periods totaling $9,222,609.00, which includes a 2% annual increase if all extensions are exercised Mr. Joy presented this item to the committee noting the current Enterprise Resource Planning (ERP) software originated from a shared software agreement that established a unified regional ERP system in the early 2000s as part of NCTCOG partnership. All parties to the partnership have since departed. The City's current ERP system is approaching end-of-life, facing increasing maintenance costs, and requiring specialized vendors and information technology personnel to maintain daily system functionality. The “Software as a Service” (SaaS) Workday from PTG, along with other services, will allow the City to enhance human capital management, core financials, payroll, procurement, analytics, and record-keeping related to city operations. The software leverages modern cloud architecture, reducing future equipment and maintenance costs while positioning for future software integrations. The software will help reduce manual processes while giving staff more resources to support essential local government operations in support of providing services to our residents. Funding will be split between capital improvement project fund for project implementation and City operating fund after implementation is complete. Motion to recommend approval of this item with the corrected amount to City Council made by Deputy Mayor Pro Tem Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. 14. Award Contract for Workday Software Implementation Services for Enterprise Resource Planning (ERP) to Collaborative Solutions, LLC, an affiliate of Cognizant Worldwide Limited, the parent company of Cognizant Technology Solutions US Corporation, in an amount not to exceed $3,115,557.20 Mr. Joy presented this item to the committee noting this contract is for implementation services for the Workday Enterprise Resource Planning (“ERP”) software. The current ERP software originated from a shared software agreement that established a unified regional ERP system in the early 2000s as part of North Central Texas Council of Governments (“NCTCOG”) partnership. All parties to the partnership have since departed. The City's current ERP system is approaching end-of-life, facing increasing maintenance costs, and requiring specialized vendorsThe software will help reduce manual processes while giving staff more resources to support essential local government operations in support of providing services to our residents. The software will help reduce manual processes while giving staff more resources to support essential local government operations in support of providing services to our residents. Funding will be split between capital improvement project fund for project implementation and City operating fund after implementation is complete. Motion to recommend approval of this item to City Council made by Deputy Mayor Pro Tem Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. EXECUTIVE SESSION No executive session held. Finance and Government Committee – October 08, 2024 Page 4 of 5 CITIZEN COMMENTS There were no citizen comments. ADJOURNMENT Chairwoman Clemson adjourned the meeting at 2:59 p.m. Jorja Clemson, Chairwoman Finance and Government Committee – October 08, 2024 Page 5 of 5