Finance and Government Committee

CITY OF GRAND PRAIRIE FINANCE AND GOVERNMENT COMMITTEE CITY HALL - COUNCIL BRIEFING ROOM, 300 W. MAIN STREET TUESDAY, NOVEMBER 05, 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. Monthly Financial Update Director of Finance Susan Sanders informed the committee the city received a Certificate of Achievement for their Financial Report as it has done for the past 35 years. Ms. Sanders and the committee thanked the Finance staff for a job well done. Ms. Sanders then provided a regular financial update on designated funds and the general financial condition of the City. 2. Debt Funding of 2024/25 Capital Improvement Plan Update Director of Management Services presented this item to the committee noting that on August 6, 2024, the Finance and Government Committee was presented with the 2024/25 Debt Funding Capital Improvement Plan which included a planned issuance of three separate debt instruments. Since the meeting in August, the City Council approved the issuance and delivery of the 2024 Tax Notes on September 3, 2024. The 2024 Tax Notes have since been issued and project funding has been delivered. Over the next few weeks, the city plans to move forward with the remainder of the debt funding plan as previously authorized by the Finance and Government Committee. City staff will present the updated calendar and pricing for the remaining two debt issuances (Combination Tax & Revenue Certificates of Obligation, Series 2025 and Water & Wastewater System Revenue Bonds, Series 2025). CONSENT AGENDA Chairwoman Clemson asked the committee if they had any questions on the consent agenda items. Council Member Johnson asked for additional clarification on agenda items four through seven. Motion to approve agenda item three and motion to recommend approval to City Council of agenda items four through seven made by Deputy Mayor Pro Tem Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. 3. Minutes of the October 8, 2024 Finance and Government Committee Meeting Approved on Consent Agenda Finance and Government Committee – November 05, 2024 Page 1 of 5  4. Purchase of two (2) new ABI Force Z-23 groundcare machine with options for Parks, Arts, and Recreation ($44,542 each) from GLK Turf Solutions, LLC for a combined total of $89,084 through a Cooperative Purchasing Agreement with BuyBoard Approved on Consent Agenda 5. Purchase of ten (10) new Dodge Charger pursuit vehicles ($39,760 each) from Ed Morse Automotive, LLC dba Freedom Chrysler Dodge Jeep Ram by Ed Morse for a combined total of $397,600 through a Cooperative Purchasing Agreement with HGAC Approved on Consent Agenda 6. Purchase of one (1) new FINN LF120 HydroSeeder trailer for Solid Waste ($109,141) and one (1) new LeeBoy 8515E asphalt paver for Transportation and Mobility Services ($275,663.60) from Romco, Inc. dba Romco Equipment Co., LLC for a combined total of $384,804.60 through a Cooperative Purchasing Agreement with BuyBoard Approved on Consent Agenda 7. Purchase of one (1) new Groundsmaster 4000-D mower ($93,691.66), two (2) new Groundsmaster 3200 4WD mowers ($29,564.46 each), one (1) new Toro 74010 mower ($11,110.84) one (1) new Groundsmaster 3200 4WD with accessories ($31,156.42), one (1) new Toro 72961 ($16,206.45), one (1) new Sand Pro 5040 ($26,923.79), one (1) new Reelmaster 5010-H ($93,442.12), two (2) new Greensmaster TriFlex Hybrid 3420 Diesel with accessories ($65,906.73 each), and one (1) new Ventrac 4520N with attachments ($64,351.75) for Parks, Arts, and Recreation and General Services from Professional Turf Products, L.P. for a combined total of $527,825.41 through a Cooperative Purchasing Agreement with BuyBoard and Sourcewell Approved on Consent Agenda ITEMS FOR INDIVIDUAL CONSIDERATION 8. Ordinance Amending the FY 2024/2025 Operating Budget Mr. Vo presented this item to the committee noting we are seeking City Council approval to adjust the FY 2024/2025 Operating Funds budget. These adjustments include funding allocations for approved projects and administrative updates to account for unbudgeted items. Specifically, this includes aligning the budget for property and liability expenses and allocating funds for a vehicle in the Equipment Acquisition Fund that was unbudgeted in the initial budget. This action ensures comprehensive budget alignment for these expenses. 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. 9. Agreement with Falkenberg Construction Co., Inc for the construction of a trail and parking lot at the Great Southwest Nature Park through a national cooperative agreement with Buyboard in Finance and Government Committee – November 05, 2024 Page 2 of 5  the amount of $645,948 plus a 5% contingency in the amount of $32,297 for a total cost of $678,245 Parks Planning and Development Manager Steve Plumer presented this item to the committee noting the Great Southwest Nature Park Parking Lot and Trail will include the addition of approximately 1,550 linear feet of walking trail that will complete the linkage from the eastern portion of the park to the western portion of the site. Additionally, a parking lot consisting of 10 spaces will be added to allow pedestrian and vehicular access to park amenities. Deputy Mayor Pro Tem Ezeonu inquired on how many miles the trail is. Mr. Plumer said it is 1.2 miles. Deputy City Manager Megan Mahan added the trail is beautiful. Chairwoman Clemson applauded staff for their efforts and the delighted the parking lot will be ADA accessible. Council Member Johnson asked when the timeline of the agreement and if the price was negotiated. Mr. Vo said the timeline of the agreement was in April 2024. Mr. Plumer said the price was not negotiated and added the contractor is based in Grand Prairie. Chairwoman Clemson inquired the date of the completion for this project. Mr. Plumer said Spring 2025. 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. 10. Annual contract for electrical services with Facility Solutions Group Inc., through a Cooperative Agreement with Buyboard. The initial term will be four and a half months (up to $187,500) with the option to renew for two additional one-year periods (up to $500,000 annually), totaling $1,187,500 if all extensions are exercised Director of General Services Jayson Ramirez presented this item to the committee noting that due to the growing demands of the City, a secondary vendor is needed to provide electrical trades labor and materials on an "as needed basis" for the maintenance and repair of City-owned facilities. The annual cost of up to $500,000 considers increased maintenance expenses, repairs, and new installation requests associated with keeping facilities in service as reflected in the funding history. 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. 11. Purchase of one (1) new Kenworth T380 with 2,000-gallon water tank body for Solid Waste ($174,612.59), one (1) new Kenworth T480 with roll-off body for Solid Waste ($223,731), and one (1) new Kenworth T480 with Vac Con combo flush body for Engineering/Utility Services ($608,553.20) from Texas Kenworth, Inc. dba MHC Kenworth for a combined total of $1,006,896.79 through a Cooperative Purchasing Agreement with BuyBoard Mr. Ramirez and General Services Manager Colby Frantz presented this item to the committee noting these vehicles will be added to the fleet or replacing existing vehicles according to the city replacement/improvement schedule and are included in the FY 2024/2025 Approved Budget. These trucks are being sourced from Texas Kenworth, Inc. dba MHC Kenworth located in Dallas, TX. There are currently no electric vehicles that meet the duty requirements and needs fulfilled by these units. Finance and Government Committee – November 05, 2024 Page 3 of 5  Council Member Johnson inquired what will be done with the old vehicles, if the old equipment could be used to clean some of the ponds in the city and if the price was negotiated. Mr. Ramirez said the old vehicles will be used as back up at this time and at some point, the old vehicles could be auctioned off. Mr. Ramirez said he could not confirm at this time the use of the old equipment to clean some of the ponds in the city and that the price was not negotiated. 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. Second Amendment to the on-site fleet parts distribution service contract with Genuine Parts Company dba NAPA AutoParts to increase the amount authorized for the current term year and next renewal term by $417,000 and extend the contract for an additional one-year term through a Cooperative Purchasing Agreement with Sourcewell in the amount of $2,300,000, for a total contract amount of $9,317,000 PRESENTED - No Action Taken 13. Contract with B.D. Holt Co dba Holt Cat for the certified machine rebuild on a 2019 Caterpillar D8T dozer ($970,527.90) and complete undercarriage replacement for a 2020 Caterpillar D7E dozer ($61,910.25) for a combined total of $1,032,438.15 through a Cooperative Purchasing Agreement with Omnia Partners Mr. Frantz presented this item to the committee noting the Solid Waste – Landfill and General Services – Fleet Services request to rebuild and/or replace the undercarriage on the following units: 2019 Caterpillar D8T dozer with 8,797 HRS and 2020 Caterpillar with D7E dozer with 3,522 HRS through CAT’s Certified Rebuild Program. The rebuild will return our end-of-life machines, systems, and components to like-new condition at a fraction of the cost of buying new. 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. 14. One Year Renewal of Contract with Blue Cross Blue Shield of Texas for Third Party Claims Administration and Pharmacy Benefits Management Beginning January 1, 2025, with a $22.18 per Employee per Month Reduction in Costs Compared to 2024 Human Resources Director Tasha Camacho presented this item to the committee noting the City awarded Blue Cross Blue Shield of Texas the Third-Party Claims Administration and Pharmacy Benefits Management contract in June 2019. The agreement had an initial term of three years and two annual renewal options. The bid allowed for additional renewals with City Council approval. The current contract for both services is due to expire on December 31, 2024, and this agreement will be for a one-year renewal through December 31, 2025. The administration cost of this contract is offset by the Rebate Credit for the Prescription Drug Program provided by Blue Cross Blue Shield of Texas. All costs and credits are per employee per month were shown. Finance and Government Committee – November 05, 2024 Page 4 of 5  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 was held. CITIZEN COMMENTS There were no citizen comments. ADJOURNMENT Chairwoman Clemson adjourned the meeting at 3:41 p.m. Finance and Government Committee – November 05, 2024 Page 5 of 5