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HomeMy WebLinkAboutMinutes_GGAF_06.23.2021Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, June 23, 2021 at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, June 23, 2021 at 4:30 PM at City Hall, 808 Martin Luther King Jr Street, Georgetown, Texas Board Members Present: Tommy Gonzalez, Chair Stu McLennan, Secretary Robert Witt Eric Corp Citv Staff Present: David Morgan, City Manager Laurie Brewer, Assistant City Manager Leigh Wallace, Finance Director Elaine Wilson, Assistant Finance Director Mayra Cantu, Assistant to the City Manager Eric Johnson, Facilities Director Trish Long, Facilities Manager Clay Shell, Assistant Fire Chief Leah Neal, Purchasing Manager (virtually) Sharon Parker, Board Liaison Others present: Regular Agenda: Tommy Gonzalez Called the meeting to order at 4:31 p.m. Board Members Absent: Kevin Pitts, Vice Chair A. Discussion on how this virtual conference will be conducted, to include options for public comments and how the public may address the Commission — Tommy Gonzalez, GGAF Chair Tommy Gonzalez, Chair explained how the virtual conference would be conducted. No one signed up for public comment. B. Consideration and possible action to approve the minutes from the May 26, 2021 General Government and Finance Advisory Board Meeting — Sharon Parker, Board Liaison. Motion to approve the minutes as presented by Eric Cora, second by Robert Witt. Approved 3-1 Stu McLennan opposed. Kevin Pitts absent. C. Review any items that bypassed a GGAF meeting due to timing and went to Council —Tommy Gonzalez, Board Chair Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, June 23, 2021 at 4:30 PM No items went to Council. D. Consideration and possible action to execute a Maintenance Contract with Brandt Company, of Austin Texas through BuyBoard contract #638-21 for heating, ventilation and air conditioning (HVAC) maintenance services in an amount not to exceed $275,000. — Eric Johnson, Facilities Director and Trish Long, Facilities Manager. Discussion: Eric J — tonight I am presenting two separate items. In the past this was combined as one but we are separating the maintenance and replacement so they will be two separate contracts. The maintenance contract will include Inspection, Maintenance, and repair. Tommy —with adding two fire stations will this be covered in the cost? Eric J — yes that will cover the addition. Eric C. — is the cost comparable to last year? Trish — the price is comparable; we have changed out a lot of units and added the two fire stations. Robert — what was the cost last year? Eric J — around $500,000.00 that included both maintenance and replacement. Tommy — what is the difference in the cost from last year? — Eric J — the maintenance was around $250,00 last year and we are adding the two fire stations this year. Stu —gave breakdown of the past meetings and cost, Stu stated the city has done an amazing job with the HVAC replacement program. Tommy — is there something we were doing wrong that is causing the rate to increase each year? Trish — we have been cleaning up old assets. We have compared how much to repair verses how much to replace and upgrade from R22 we should start to see the replacement number decrease. Motion to recommend to the City Council the approval of a Maintenance contract with Brandt Company for heating, ventilation and air conditioning maintenance service for a total cost not to exceed $275,000 by Stu McLennan, second by Eric Corp. Approved 4-0. Keven Pitts absent. E. Consideration and possible action to execute a Contract with Brandt Company, of Austin Texas through BuyBoard contract #631-20 for heating, ventilation and air conditioning (HVAC) replacement in an amount not to exceed $350,000. — Eric Johnson, Facilities Director and Trish Long, Facilities Manager. Discussion: This is the 2nd part of the contract that we have separated out. This is our planned replacement. We do have the option to change our order if need be. At the completion of this the oldest units will be 2010 with two R22 remaining. Tommy — is there a gap from the two oldest? Yes around 2015. Maintenance cycle will continue. Trish —the level of maintenance we are getting now makes a tremendous difference which will prolong the life of the equipment. Why are the five HVAC units at the Recreation Center outside the scope of this contract? Eric — The cost estimate is $400,000 therefore the City is exploring other options. Stu — How many City of Georgetown facilities have HVAC systems and how many have not transitioned from R-22 to R-410 refrigerant? Trish —There are a total of 26 facilities, including FS#6 and FS#7. Only two remain on R-DD; the Georgetown Municipal Complex and Recreation Center. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, June 23, 2021 at 4:30 PM Motion to recommend to the City Council the approval of a replacement contract with Brandt Company for heating, ventilation and air conditioning replacement service for a total cost not to exceed $350,000 by Stu McLennan second by Robert Witt . Approved 4-0. Keven Pitts absent. F. Consideration and possible action to approve the purchase of Equipment and Maintenance of Self - Contained Breathing Apparatus (SCBAs) from Municipal Emergency Services (MES) using the BuyBoard Contract #603-20 at a total cost not to exceed $75,000.00 for the fiscal year 2021— Clay Shell, Assistant Fire Chief Discussion: Shell — the next four agenda items we are asking for consideration to spend over the $50,000.00 threshold established in TGC Section 252.021. We will be changing the way we due this come October 1st, we will start presenting at the beginning of the year all the contracts with the list of items that we might be purchasing to get that approved a head of time versus having to come back to council and GGAF every time we meet the $50,000.00 threshold. This will stop delays and confusions. These are not request for additional funds, this is in our budget. This request is to spend $25,000 over the $50,000.000 threshold. (This approach is replicated in Items G, H and I.) IVIES we don't know what we need, IVIES comes out and inspect and will let us know things we need to replace, we could be on a fire and something break. Tommy— you basically are asking for a line of credit, you may use it, but you may not depending on if needed. Shell — that is correct, we would stay within our budget. This just gives us the authorization to purchase items if needed. Motion to recommend to the City Council the approval of purchase of Equipment and Maintenance of Self -Contained Breathing Apparatus from Municipal Emergency Services for a total cost not to exceed $75,000 by Robert -Witt, second by Eric Corp. Approved 4-0. Keven Pitts absent. G. Consideration and possible action to approve the purchase of Fire and rescue equipment from Metro Fire Apparatus Specialist using the BuyBoard Contract #603-20 at a total cost not to exceed $75,000.00 for the fiscal year 2021— Clay Shell, Assistant Fire Chief Discussion: Shell — requesting to spend up to $25,000 above the $50,000.00 threshold. — Eric C. — our all of our BuyBoard contracts renewable on an annual basis? Leah — No, not all contracts are the same. Motion to recommend to the City Council the approval of purchase of Fire and Rescue Equipment from Metro Fire Apparatus Specialist for a total cost not to exceed $75,000 by Eric Corp, —second by Robert Witt . Approved 4-0. Keven Pitts absent. H. Consideration and possible action to approve the purchase of firefighting equipment and personal protective clothing from CASCO Industries using the BuyBoard Contract #603-20 at a total cost not to exceed $90,000.00 for the fiscal year 2021— Clay Shell, Assistant Fire Chief Discussion: CASCO same as previous items, requesting to approve purchase above the $50,000.00 threshold to spend additional $40,000.00. We will have new firefighters coming on board around August. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, June 23, 2021 at 4:30 PM Motion to recommend to the City Council the approval of purchase of firefighting Equipment from CASCO for a total cost not to exceed $90,000 by Robert Witt, second by Eric Corgi. Approved 4-0. Keven Pitts absent. I. Consideration and possible action to approve the purchase of uniforms from GALLS INC using the BuyBoard Contract #603-20 at a total cost not to exceed $125,000.00 for the fiscal year 2021— Clay Shell, Assistant Fire Chief Discussion: Shell — same as the other ones, Galls is our authorized vendor for our uniforms and accessories. We are requesting to spend $75,000.00 more than the threshold of $50,000.00. We have seven new fire fighters coming in. Tommy — with the new fire fighters coming in do you have enough in the budget to cover them? Shell — yes, we basically keep a stock and replace as we use. We know that there is a delivery time frame issue on a lot of these products. This allows us to give the fire fighter everything they need when they start and then we can restock. Motion to recommend to the City Council the approval of purchase uniforms from GALLS INC for a total cost not to exceed $125,000 by Eric Corp, second by Robert Witt . Approved absent. Me ting adjour d at 5:10 pm. R Tommy Gonz lez Date Board Chair _ 7 zr Stu McLennan Date Board Secretary 4-0. Keven Pitts