Finance and Government Committee

CITY OF GRAND PRAIRIE FINANCE AND GOVERNMENT COMMITTEE CITY HALL - COUNCIL BRIEFING ROOM, 300 W. MAIN STREET TUESDAY, OCTOBER 07, 2025 AT 2:00 PM MINUTES CALL TO ORDER Chairman Junior Ezeonu called the meeting to order at 2:24 p.m. PRESENT Chairman Junior Ezeonu Council Member Bessye Adams ABSENT Deputy Mayor Pro Tem Kurt G. Johnson STAFF PRESENTATIONS 1. Financial Update Luis Barrera, Assistant Director of Finance, provided a regular financial update on designated funds and the general financial condition of the city. CONSENT AGENDA Chairman Ezeonu asked if there were any questions regarding the consent agenda. Hearing none, Council Member Adams moved, seconded by Chairman Ezeonu to approve consent agenda item two and to recommend approval of consent agenda items three through five to Council. The motion carried unanimously. 2. Minutes of the September 2, 2025 Finance and Government Committee Meeting Approved on Consent Agenda 3. Annual contract for elevator maintenance and services at City-owned facilities with Marrero & Sayre Enterprises, Inc. dba North Star Elevator in an amount not to exceed $60,000.00 annually. This contract will be for an initial one-year term, with the option to renew for two additional one-year periods totaling $180,000.00 if all extensions are exercised Approved on Consent Agenda 4. Annual Contract for glass repair and installation services for City-owned facilities to 360TXC, LLC and Peruna Glass, Inc. dba Glass Doctor of North Texas. Each contract will be for an initial one-year term in an amount not to exceed $100,000.00 with the option to renew for two additional one-year periods totaling $300,000.00 if all extensions are exercised. Staff will utilize one of the two vendors based on the lowest bid unit pricing and the needs of the City Finance and Government Committee – October 07, 2025 Page 1 of 5  Approved on Consent Agenda 5. Request to enter into an agreement with Dallas Area Agency on Aging (DAAA) for a total budget of $213,259 (Less program reimbursements of $180,635) for Congregate Meals and Transportation program located at the Summit Approved on Consent Agenda ITEMS FOR INDIVIDUAL CONSIDERATION 6. Ordinance amending the FY 2025/2026 Operating Budget for the Hotel/Motel Tax Fund to allocate $150,000 from the Unobligated Fund Balance for additional marketing services; Amendment to Annual Services Contract with Animare Agency, LLC for additional Media Marketing Services (In-Market) to promote the City’s 2025 Main Street Magic Holiday Campaign in the amount of $150,000 Claudia Garibay, Director of Marketing, presented this item to the committee, noting that the purpose is to amend the current annual service contract with Animare Agency, LLC, to include Media Marketing Services for promoting the City’s 2025 Main Street Magic Holiday Campaign among target audiences in the DFW area. The goal of the campaign is to increase awareness and position Grand Prairie as a desirable holiday destination through strategic marketing messaging, creative production, and media placements designed to drive visitation. Ms. Garibay responded to committee inquiries regarding the selection of early morning versus early evening broadcast times, explaining that while prime-time costs are higher, the chosen schedule reflects a strategic approach based on target audience engagement and cost- effectiveness. She also reviewed the breakdown of production, broadcast, connectivity, traffic, and management fees, and discussed the targeted demographics and rationale behind the media placement strategy. Council Member Adams moved, seconded by Chairman Ezeonu, to recommend approval of this item to the City Council. The motion carried unanimously. 7. Annual contract for Open Gov budget software services with Vertosoft LLC for $143,745. This contract will be for an initial one-year term in the amount of $143,745, with the option to renew for two additional one-year periods with a 5% increase for each renewal period, totaling $453,156.10 if all renewals are exercised. The purchase of these services are through a cooperative agreement with the Texas Department of Information Resources. Thao Vo, Director of Management Services, presented this item to the committee, noting that the purpose is to begin a new contract term and continue using the current software solution, procured through Vertosoft LLC, for both budget development and production of the annual budget book, which is required by law. Ms. Vo explained that maintaining the existing software will allow departments to continue adapting to the platform, as transitioning to a new system while simultaneously implementing the ERP software would require additional training and adjustment. Council Member Adams moved, seconded by Chairman Ezeonu, to recommend approval of this item to the City Council. The motion carried unanimously. Finance and Government Committee – October 07, 2025 Page 2 of 5  8. Contract for installation of fuel island with an above-ground tank (AST) at Fire Station 11 from Stovall Commercial Contractors, LLC in the amount of $325,468.43 and a 5% construction contingency in the amount of $16,273.42 for a total project cost of $341,741.85 through a Cooperative Agreement with BuyBoard Colby Frantz, Manager of Fleet Services, presented this item to the committee noting that Fire Station 11 has been identified by the Fire Department and General Services as a site that would benefit from the installation of a fuel tank to enhance productivity and efficiency in serving the community. The proposed location would reduce refueling travel time by up to thirty minutes per trip for vehicles and equipment serving the southernmost portions of the city and its ETJ, that otherwise need to refuel at Fire Station 10. Mr. Frantz also discussed the scope and components of the proposed project. Council Member Adams moved, seconded by Chairman Ezeonu, to recommend approval of this item to the City Council. The motion carried unanimously. 9. Contract with Genuine Parts Company dba NAPA Auto Parts in the amount not to exceed $2,800,000 annually. The contract will have an initial one-year term, with the option to renew for up to four additional one-year periods, for a total not to exceed $14,000,000 if all extensions are exercised. The contract will be executed using a cooperative agreement with Sourcewell Mr. Frantz presented this item to the committee noting the city desires to continue its contract with Genuine Parts Company dba NAPA Auto Parts to provide necessary repair parts, supplies and services. Chairman Ezeonu recalled that during the previous year, it had been discussed these services in-house through NAPA Auto Parts would be more cost-effective for the city. Council Member Adams moved, seconded by Chairman Ezeonu, to recommend approval of this item to the City Council. The motion carried unanimously. 10. Contract with Trane U.S. Inc. Dba Trane in the amount of $2,817,480 for the replacement of three (3) 130-ton rooftop HVAC systems and one (1) 135-ton rooftop HVAC system at the Public Safety Building, in the total base amount of $2,684,580 with a 5% contingency in the amount of $132,900, for a total project cost of $2,817,480, utilizing a cooperative purchasing agreement through OMNIA Partners Ray Riedinger, Facilities Services Manager, presented this item to the committee noting the purpose of this request is to replace the remaining four original HVAC units at the Public Safety Building, which have been in operation for over 15 years and are now experiencing declining reliability, increased maintenance costs, and are nearing the end of their useful service life. The new units are expected to reduce repair costs and downtime while significantly improving energy efficiency. Chairman Ezeonu inquired about the typical lifespan of HVAC, to which Jayson Ramirez, Director of General Services, responded that they general last approximately 15 years. Finance and Government Committee – October 07, 2025 Page 3 of 5  Council Member Adams moved, seconded by Chairman Ezeonu, to recommend approval of this item to the City Council. The motion carried unanimously. 11. Contract for Medical Third-Party Claims Administration and Pharmacy Benefits Managements with BlueCross BlueShield of Texas for five (5) years with an agreed upon base fee of $48.46 per enrolled employee per month for the first year with an incremental increase each additional year and total guaranteed credits of $1,100,000. Additional fees and rebates will apply resulting in an estimated total credit to the City’s claim fund of $12,508,040 based on 1,500 employees Tasha Camacho, Human Resources Director presented this item to the committee the purpose of this request is to provide employees with medical insurance through a Medical Third-Party Administrator and a Pharmacy Benefit Manager. The contract has a five-year term with the ability to terminate at any time. Services are currently with BCBSTX and are set to expire December 31, 2025. The administration cost of this contract is offset by both medical credits and pharmacy rebates. The balance due the city is transferred into the city’s claims account to pay for wellness initiatives and medical and pharmacy claims. Staff provided clarification to Council Member Adams’ inquiry regarding the Medical Third-Party Administrator and Pharmacy Benefit Manager, as well as how the credits will be utilized. Council Member Adams moved, seconded by Chairman Ezeonu, to recommend approval of this item to the City Council. The motion carried unanimously. 12. Contract for Medical Bundled Surgery benefits with Employer Direct Healthcare, LLC dba Lantern Specialty Healthcare for five (5) years and three (3) months, effective October 1, 2025, with an agreed upon fee of $5.25 per enrolled employee per month for the first three (3) years and a 5% rate cap for years four (4) and five (5), with an estimated cost of $510,525 based on 1,500 employees. Ms. Camacho presented this item to the committee, noting that the purpose of the request is to provide employees with a Bundled Surgery benefit through Lantern Specialty Healthcare. Ms. Camacho highlighted the terms of the agreement and noted that Lantern has been the provider of the City’s Bundled Surgery services for the past seven years. Council Member Adams moved, seconded by Chairman Ezeonu, to recommend approval of this item to the City Council. The motion carried unanimously. 13. Contract for an Employee Assistance Program with ComPsych Employee Assistance Programs, Inc. dba ComPsych Corporation for five (5) years with an agreed upon fee of $1.41 per enrolled employee per month with an estimated total cost of $126,900 based on 1,500 employees Ms. Camacho presented this item to the committee, noting that the purpose of the request is to provide employees with an Employee Assistance Program (EAP). She highlighted the bid components and terms, noting that services are currently provided by Alliance Work Partners (Public Safety) and Deer Oaks, both of which are set to expire on December 31, 2025. The new agreement combines these services under a single Employee Assistance Program. Finance and Government Committee – October 07, 2025 Page 4 of 5  In response to Chairman Ezeonu’s inquiries, Ms. Camacho stated that employees are able to select their own therapist and that the benefit is available to all members of the employee’s household. Ms. Camacho noted that the program includes eight sessions per issue, which is the standard, and added that unlimited life coaching services have been included. In response to Council Member Adams’ inquiry, Ms. Camacho stated that there are two coverage options available. Committee Members requested that Human Resources provide information on the cost difference between eight and ten sessions. Staff noted that current program utilization is less than three percent, and Ms. Camacho stated that efforts are underway to increase employee participation through education and outreach initiatives. Council Member Adams moved, seconded by Chairman Ezeonu, to recommend approval of this item to the City Council. The motion carried unanimously. 14. Contract for Specific Stop Loss coverage with BlueCross BlueShield of Texas (BCBSTX) for one (1) year with an agreed upon fee of $32.63 per enrolled employee per month with an estimated annual cost of $587,340 Ms. Camacho presented this item to the committee, noting that the purpose of the request is to provide Specific Stop Loss coverage for the City’s Medical Plan. She discussed the deductible, the absence of lasers, the rate cap guarantee, and the bid terms, and noted that coverage is currently with BCBSTX and is set to expire on December 31, 2025. Council Member Adams moved, seconded by Chairman Ezeonu, to recommend approval of this item to the City Council. The motion carried unanimously. EXECUTIVE SESSION No executive session was held. CITIZEN COMMENTS There were no citizen comments. ADJOURNMENT Chairman Ezeonu adjourned the meeting at 2:59 p.m. Chairman Junior Ezeonu Finance and Government Committee – October 07, 2025 Page 5 of 5