Loading...
HomeMy WebLinkAboutMinutes_GGAF_08.28.2013 The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown City Council met at 2:00 p.m. on Wednesday, August 28, 2013, in the City Hall Main Floor Conference Room, located at 113 East 8th Street, Georgetown, Texas. MINUTES The meeting was called to order at 2:00 p.m. These minutes were approved at the September 25, 2013 GGAF Meeting. 1. Review minutes from the June 26th and July 17th, 2013 GGAF Meeting – Danella Elliott, Executive Assistant Unanimously approved. 2. Discussion and possible action to declare, by Proclamation, the City of Georgetown as a Purple Heart City – Aaron Cabrera, Georgetown Resident and Purple Heart Recipient Aaron Cabrera went over the steps necessary to proclaim Georgetown a Purple Heart City. He explained that Kerr County (Kerrville) is the first Purple Heart County, but there is not a Purple Heart City in Texas. If Georgetown turned in the necessary information and paperwork in the next couple of months, we would be the First Purple Heart City in Texas. There is full support of the military in the community and the Purple Heart Foundation. Mr. Cabrera will get the necessary information to Mr. Fought in order to get on the next Council Agenda. The GGAF Committee was very supportive. Unanimously approved. 3. Consideration and possible approval of annual appropriation to Dell Marketing LP (Dell) in the amount of $105,381.48 for IT software maintenance expense (Microsoft Enterprise Agreement) – Mike Peters, Information Technology Director Mike explained that he usually brings all large recurring maintenance agreements during the first meeting of the new Fiscal Year, but this one slipped by. This item is for the annual renewal of Microsoft licensing and support for PCs and Virtual Desktops (Windows, Office, Exchange and Client Access Licenses), This payment represents the third year of a three-year agreement for these services. Dell is an authorized reseller for Microsoft products and is a Department of Information Resources (DIR) vendor. Karen Ivie recused herself because she is employed by Dell. As there was not a quorum then, there is no recommendation from GGAF on this item. Since this is a routine item and no need to hold up the process, the Chair will inform the Council that “he” brings it forward. Members Present: Steve Fought, Tommy Gonzalez, Joe Pondrom, Karen Ivie Members Absent: None Staff Present: Micki Rundell, Susan Morgan, Mike Peters, Paul Pausewang, Bridget Chapman, Aaron Cabrera, Wayne Nero, Patrick Hurley 4. Consideration and possible action for approval to award the irrigation system services for City owned facilities to American Irrigation for a period of one year with an option to renew for up to three additional one year periods, not to exceed the amount of $70,000 – Paul Pausewang, Support Services Manager and Micki Rundell, Chief Financial Officer Paul explained that bids were solicited informally July 2012, for irrigation maintenance services for a period of one year with an option to renew for four additional one your periods. Maintenance was required at 29 City facilities sites, and award was made in October to the low bidder, Stillwater Landscape of Elgin, Texas. As the annual amount was below $50,000, formal bids were not requested and Council approval was not required. Over the initial nine months of the contract, staff worked closely with Stillwater to relay the City’s expectations and Stillwater was unable to provide satisfactory irrigation maintenance services. As a result the remainder of the award to Stillwater has been cancelled and staff recommends reaward of the irrigation maintenance to the only other bidder, American Irrigation for an annual amount not to exceed $70,000. There were no penalities incurred. Staff has worked successfully with American Irrigation in the past and anticipates the transition to be problem free. Stillwater will continue to provide landscaping services for the City – their performance has been very good for those services and the City anticipates a continued successful working relationship. Unanimously approved. 5. Consideration and possible action to purchase four 2013 Honda Defender ST 1300 motorcycles fully outfitted for the Police Department, from DFW Honda through the BuyBoard purchasing contract in the amount of $167,686.68 – Paul Pausewang, Support Services Manager and Micki Rundell, Chief Financial Officer Staff is requesting approval to purchase four 2013 Honda Defender ST 1300 motorcycles fully outfitted from DFW Honda through the BuyBoard contract. These four motorcycles will replace four 2007 Honda Defender ST 1300 motorcycles used by the Police Department for traffic patrol. Two local vendors were contacted, but were unable to provide a fully outfitted motorcycle. Unanimously approved. 6. Consideration and possible action for approval to award design and installation of the communications tower, and relocation of existing radio equipment to new facility, for the Public Safety Operations and Training Center to Motorola Solutions, Inc. in the amount of $413,462 - Lt. Patrick Hurley, Georgetown Police Department, and Michael Seery, Construction Project Manager As a part of the new Public Safety Operation and Training Center project, a new 120’ communications tower, including mounting of antennas, cabling, grounding and foundation, must be designed and constructed at the new facility. Additionally, the existing radio equipment currently housed at the Georgetown Communications and Technology (GCAT) building must be relocated to the new facility. As a part of the relocation, critical infrastructure components required to minimize downtime of the public safety radio system must be purchased. To ensure seamless integration into the existing communication system, Motorola Solutions, Inc. is the manufacturer and sole source for design, installation, relocation, support and equipment. The cost for the new construction is $197,261, and the cost of the relocation/new equipment procurement is $216,201. 7. Consideration and possible action to approve the Emergency Services Department (ESD) #8 Contract – John Sullivan, Fire Chief and Clay Shell, Assistant Fire Chief Fire has been in negotiations with Williamson County Emergency Services District No. 8 to develop a new inter-local contract for emergency services. The primary changes from the prior contract are: 1) The old contract was a three (3) year term with a 90 day termination clause. The new contract is a five (5) year term with a 180 day termination clause. (Article II). 2) The new contract includes a provision to reflect a consistent operational deployment within the City and ESD and contemplates possible future response protocols (Article III Section 3.2). 3) The new contract includes a provision for an annual meeting between the parties to discuss planning and budget issues for the following fiscal year (Article IV Section 4.6). 4) The new contract includes a “true-up” provision (Article IV Section 4.3). 5) The new contract includes a stranded cost recovery provision (Article IV Section 4.4). 6) The new contract establishes responsibility for civil liability to third-parties arising from the furnishing of services under the contract in the party providing the services (City), not the party requesting the services (ESD) (Article VII Section 7.4). 7) The new contract includes a mutual aid and revenue recovery provision (Article X Section 10.2). The total contract amount for 2013/14 is $1,484,553. The amount has increased by $238,840 over FY 2012/13 due to compensation study and step pay plan adjustments, operating cost increases and an increasing proportion of total calls to the ESD. In 2013/14, the ESD’s share of Fire Services costs per the agreement will be 14.28%, compared to 13.29% in 2012/13. The net contract amount is included as revenue to the City in the proposed 2013/14 Annual Budget. 8. Adjourned at 2:22 p.m.