Finance and Government Committee

CITY OF GRAND PRAIRIE FINANCE AND GOVERNMENT COMMITTEE CITY HALL - COUNCIL BRIEFING ROOM, 300 W. MAIN STREET TUESDAY, FEBRUARY 04, 2025 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 a financial update on designated funds and the general financial condition of the City. 2. 2025 Federal Legislative Initiatives Managing Director Lisa Norris provided a proposed list for 2025 Legislative Initiatives for key infrastructure projects for the City noting this information will be shared with Federal legislators to highlight the city’s needs. The committee provided feedback and projects to prioritize. 3. Mobile Libraries Schedule Update Library Director Peter Sime provided an update on potential schedules and stops for the mobile libraries noting each mobile library would include books and other material to check out; public computers and printer; Wi-Fi connection, bubble machine set up, 10-foot awning and smart tv and sound system. Mr. Sime added Mobile Library 1 is scheduled weekly stops in each district, stops based on Council input and Mobile Library 2 would be at Outreach Events, i.e. Main Street Fest, with visits to Epic Central, Asia Times Square and the schedule for this mobile library would be more flexible to accommodate requests and pop-up events. CONSENT AGENDA Motion to approve agenda item four and motion to recommend approval to City Council of agenda items five through ten made by Deputy Mayor Pro Tem Ezeonu, seconded by Chairwoman Clemson. The motion carried unanimously. 4. Minutes of January 7, 2025 Finance and Government Committee Meeting Finance and Government Committee – February 04, 2025 Page 1 of 4  Approved on Consent Agenda 5. Annual contract with Pollock Investments, Inc. for the purchase of custodial supplies through a cooperative with BuyBoard. The initial contract term is for nine months with an expenditure of $125,000.00, with the option to renew for two additional one-year terms, each estimated at $125,000.00 annually, totaling $375,000.00 if all renewal options are exercised Approved on Consent Agenda 6. Annual contract with ODP Business Solutions, LLC for the purchase of office supplies and furniture through a cooperative with OMNIA Partners. The initial contract term is for one year with an expenditure of $300,000.00, with the option to renew for four additional one-year terms, each estimated at $300,000.00 annually, totaling $1,500,000.00 if all renewal options are exercised Approved on Consent Agenda 7. Annual contract with Ricoh USA, Inc. for the lease of copiers through a cooperative with the Texas Department of Information Resources (DIR). The initial contract term is for one year with an expenditure of $120,000.00, with the option to renew for one additional one-year term, estimated at $120,000.00 annually, totaling $240,000.00 if all renewal options are exercised Approved on Consent Agenda 8. Authorize Payment of $92,040.98 to McGriff Insurance Services, Inc. for Renewal of the City’s Cyber Liability Policy with Underwriters at Lloyd’s of London for the Period of February 4, 2025 through February 4, 2026 Approved on Consent Agenda 9. Construction Contract Amendment No. 4 with Modern Contractors, Inc. in the amount of $63,598.00 for additional work at the Public Safety Storage Facility, including interior wall additions, added power/data outlets, exterior landscaping/fencing enhancements, final equipment coordination and project upgrades Approved on Consent Agenda 10. Ratify purchase and installation of audio video system at the Ruthe Jackson Center from Digital Resource, Inc. in the amount of $161,700.00 through national purchasing cooperative The Interlocal Purchasing System (TIPS) Approved on Consent Agenda ITEMS FOR INDIVIDUAL CONSIDERATION 11. Discussion and consideration of all matters related to the early payment of $8.4M of the “City of Grand Prairie, Texas, Tax Note, Series 2024”, including the adoption of a resolution authorizing the execution of an agreement for the deposit of funds sufficient to defease and redeem the obligation in full Finance and Government Committee – February 04, 2025 Page 2 of 4  Director of Management Services Thao Vo presented this item to the committee noting that on September 03, 2024, the City Council approved ORD#11590-2024, authorizing the issuance of $8.4 million in tax notes (Tax Notes, Series 2024). The City issued the original debt to fund equipment and other shovel-ready Capital Improvement Projects. Per the original amortization schedule, the City’s debt service payments are $8,473,000 (principal portion) plus $383,125.52 (borrowing interest) for a total of $8,603,206.47 (principal and interest) over two years with a maturity date of 09/30/2026. The debt instrument has a call date of 02/15/2025. If the Council approves the transaction, the City will provide a cash contribution of $8,603,206.47. This amount includes the principal ($8,473,000) and interest ($130,206.47), effectively retiring the debt in full at the first call date. The estimated interest savings is $252,919.05 due to early payment. 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. 12. Annual contract with Sunbelt Pools Inc., for swimming pool parts, equipment, repairs and maintenance for the Aquatics Division through a cooperative with BuyBoard. The initial contract term is for one year with an expenditure of up to $100,000.00, with the option to renew for four additional one-year terms, each estimated at up to $100,000.00 annually, totaling up to $500,000.00 if all renewal options are exercised Parks Division Manager Jeremy Thomas presented this item to the committee noting that after conducting an analysis of expenditures over the last three years, to ensure all aquatics facilities operate safely and efficiently, staff is requesting approval of an annual contract with Sunbelt Pools Inc in an annual amount not to exceed $100,000.00 for parts, equipment, repairs and maintenance servicing all City of Grand Prairie aquatic venues. Chairwoman Clemson asked how many pools the city has. Mr. Thomas confirmed the city has six pools and one splash pad. Motion to recommend approval of this item to City Council made by Chairwoman Clemson, seconded by Deputy Mayor Pro Tem Ezeonu. The motion carried unanimously. 13. Annual contract with Ferguson US Holdings, Inc. for the purchase of custodial supplies and equipment through a cooperative agreement with BuyBoard. The initial contract term is set for nine months with an expenditure of $93,750.00, with the option to renew for two additional one- year terms, each estimated at $125,000.00 annually, totaling $343,750.00, if all renewals are exercised; Ratification of prior expenditures that total $14,560.91 under previous contract with Matera Paper Company, Inc., ensuring compliance with fiscal policies Mr. Vo presented this item to the committee noting the City intends to enter into a contract with Ferguson US Holdings, Inc. to purchase custodial supplies, safety supplies, and daily consumables such as paper products and trash liners. Utilizing a cooperative agreement through BuyBoard, the City will secure these items at a discount of 15% to 20% off catalog prices. The initial term of the BuyBoard contract is set to expire on September 30, 2025, with options for two additional one-year renewals. This contract will be available for departments to purchase supplies as needed. Finance and Government Committee – February 04, 2025 Page 3 of 4  Deputy Mayor Pro Tem Ezeonu asked if the custodial staff is a contractor or city staff. Mr. Vo advised the custodial staff is a contractor adding some of the custodial supplies are provided by the city and some are provided third party. 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. 14. Annual contract with W.W. Grainger, Inc. to purchase maintenance, repair, and operations (MRO) supplies, parts, equipment, materials, and related services through a cooperative agreement with OMNIA Partners. The initial contract term ends on December 31, 2025, with an expenditure of up to $220,000.00, with the option to renew for two additional one-year terms estimated at $220,000.00 annually, totalling $660,000.00 if all renewal options are exercised Ratification of prior expenditures that total $88,704.16 under the previous contract, ensuring compliance with fiscal policies Mr. Vo presented this item to the committee noting the City intends to enter into a contract with W.W. Grainger, Inc. to purchase maintenance, repair, and operations (MRO) supplies, parts, equipment, materials, and related services. Utilizing a cooperative agreement with OMNIA Partners, the City will secure category discounts ranging from 5% to 32% off 64 Item 14. Page 2 of 2 catalog prices. The initial term of the OMNIA Partners contract is set to expire on December 31, 2025, with options to renew for two additional one-year periods. Motion to recommend approval of this item to City Council made by Chairwoman Clemson, seconded by Deputy Mayor Pro Tem Ezeonu. 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 3:14 p.m. Chairwoman Jorja Clemson Finance and Government Committee – February 04, 2025 Page 4 of 4