HomeMy WebLinkAboutMinutes_GGAF_01.23.2019Minutes of Meeting of the
GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF)
City of Georgetown, Texas
January 23, 2019
The General Government and Finance Advisory Board met on Wednesday, Jan 23, 2019 at 4:30 PM in
Friends Room 218 of the Library, located at 402 West 8'h Street, Georgetown, Texas.
The City of Georgetown is committed to compliance with the Americans with Disabilities Act
(ADA). If you require assistance in participating at a public meeting due to a disability, as defined
under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon
request. Please contact the City Secretary's Office, at least three (3) days prior to the scheduled meeting
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through Relay Texas at 711.
Board Members Present:
Tommy Gonzalez, Chair
Chere' Heintzmann, Secretary
James Bralski
Stu McLennan
Others present:
Filip Vanslambrouck with Itineris
Robert Hunter with Itineris
Elizabeth Hughes with Itineris
Don O'Haver with O'Haver Contractors
John Zamoyski with O'Haver Contractors
Legislative Regular Agenda
City Staff Present:
Laurie Brewer, Assistant City Manager
David Morgan, City Manager
Charlie McNabb, City Attorney
Chris Bryce, IT Director
Stacey Fails, IT Admin Assistant
Stan Hohman, Fleet Manager
Eric Johnson, CIP Manager
Leticia Zavala, Customer Care Director
Mike Babin, Deputy General Manager, GUS
Cindy Pospisil, Customer Care Operations Manager
James Foutz, Marketing and Conservation Manager
Amy Janecka, Finance Admin
Tommy Gonzalez, Chair called the meeting to order at 4:32 p.m.
A Review minutes from the November 28, 2018 General Government and Finance Advisory Board
Meeting - Amy Janecka, Board Liaison
No questions or comments regarding the minutes. Motion to approve the minutes by James Bralski,
second by Stu McLennan. Approved 4-0
B Consideration and possible action to approve purchasing authority for fuelcard services and
related products with F1eetCor Technologies dba Fuelman in amount not to exceed $875,000. —
Stan Hohman, Fleet Manager.
Stan Hohman reviewed the 5 year trend on fuel usage and estimates for the next year. The requested
amount is a 5.4% increase over last year's request. Tommy Gonzalez asked if any savings could be
realized from electric vehicles. Stan explained that there are currently two electric vehicles in the fleet
and currently fueled vehicles are the most effective and cost efficient for the city's needs but he is
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looking into electric vehicles each year. Stu McLennan asked if both unleaded and diesel are included
and Stan verified that both are included.
Motion to approve by James Bralski, 2"d by Chere Heintzmann. Approved 4-0
C Consideration and possible action to approve a Construction Contract with O'Haver Contractors
of San Antonio, Texas for the Construction of Fire Station No. 6 in the amount of $4,619,200. —
Eric Johnson, CIP Manager.
Eric Johnson reviewed the location, building design, site plan, and floor plans which include a
community meeting room for Fire Station 6. He then reviewed the RFP, RFP responses, the evaluation
team, and methods used to score the responses. All permits are ready to go for the construction.
Tommy Gonzalez asked about the irrigation option that was included in the contract and whether dry
scape was an option. Eric responded that even though the site is not in the city limits, they chose to
landscape according to the city's usual requirement to make the site a welcoming place. The
landscaping is minimal and includes plants on the city's plant list. They are also fire safe as requested
by the fire department. James Bralski asked about harvesting rain from the roof of the station. Eric
explained that the surface area of the roof was not large enough to make this effective. It was also
questioned and noted that the city does not have any requirements to investigate the feasibility of rain
harvesting on new builds.
Stu McLennan asked if IT has been involved in the planning stages thus far and Eric verified that they
have been working with IT for the IT needs of the space. The board also asked about the stability of
O'Haver as a company and Eric confirmed that he researched the company and also called references
provided by O'Haver as well as others not provided by O'Haver. All references had high
recommendations.
James Bralski asked if the board could hear the next item before voting on this item as the two items
were related. Tommy Gonzalez confirmed this could be done.
James Bralski motioned to approve after presentation and discussion on item D, 2"d by Stu McLennan.
Approved 4-0
D Consideration and possible action to approve a Construction Contract with O'Haver Contractors
of San Antonio, Texas for the Construction of Fire Station No. 7 in the amount of $5,261,000. —
Eric Johnson, CIP Manager
Eric Johnson reviewed the location, building design, site plan which would utilize half of the acreage
at this time, and floor plans of Fire Station 7. He also explained that in the future an additional metal
building would be built on the site but it is not included in this contract. Eric then reviewed the RFP,
RFP responses, the evaluation team, and methods used to score the responses. As part of the RFP,
respondents were asked if a discount would be given if both Fire Station 6 and Fire Station 7 contracts
were awarded to a single contractor. O'Haver will discount Fire Station 7 by $50,000 if they receive
both contracts. Eric explained that during the permitting process, two questions regarding the building
plans were raised and both have been addressed. The permits should be finalized soon. Construction of
Fire Station 7 will run concurrent with Fire Station 6. Tommy Gonzalez asked about budget
contingencies and Eric explained that he has as much as possible.
Chere Heintzmann asked about the option to award one contract to a local contractor and one to
O'Haver. Eric explained that Fire Station 6 and Fire Station 7 responses were evaluated separately and
O'Haver scored the highest on both. Chere asked about the score difference between the local vendor
and O'Haver and Eric provided the scores.
James Bralski motioned to approve, 2"d by Stu McLennan. Approved 4-0
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E Consideration and possible action to recommend approval of a business consulting and IT
support services contract with Itineris, N.A. to provide services through September 31, 2019 for
$320,500 and to provide services for two additional years for an annual expenditure of $424,500.
-Leticia Zavala, Customer Care Director
Leticia Zavala recapped this item from the November 2018 meeting when it was originally brought to
the GGAF board and gave a background on the project history and timeline. Chris Bryce presented
information on the IT catalyst plan and how this project coincides with it. Leticia then reviewed the
need for the software and the benefits it would provide that the old system lacked. The contract pricing
updates were shown and Leticia explained the added contingency for exceeding the number of allotted
help tickets. In addition, the points system was replaced with a number of effort days in order to make
it more quantifiable.
Chere Heintzmann asked if this was a sole source bid and whether a multi -year discount was given.
Leticia verified that it is a sole source bid and a multi -year discount was given.
Tommy Gonzalez asked for clarification on the ticket category names for Data Issues and Request for
Information. Filip Vanslambrouck with Itineris clarified what each meant and their difference. Tommy
suggested tracking Request for Information in particular to see if they go down over time as they are
related to training.
Chere Heintzmann commented on the SOW language for travel expenses and ensuring they are
submitted in a timely manner. She also asked about a termination for cause not being directly called
out. Charlie McNabb and Leticia Zavala responded to her concerns.
James Bralski motioned to approve, 2„ d by Chere Heintzmann. Approved 4-0
Meeting adjourned at 5:45pm.
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