Loading...
HomeMy WebLinkAboutMinutes_GGAF_09.29.2021Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, September 29, 2021, at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, September 29, 2021, at 4:30 PM at City Hall, 808 Martin Luther King Jr Street, Georgetown, Texas Board Members Present: Tommy Gonzalez, Chair Kevin Pitts, Vice Chair Stu McLennan, Secretary Eric Corp City Staff Present: David Morgan, City Manager Laurie Brewer, Assistant City Manager Leigh Wallace, Finance Director Trish Long, Facilities Manager Eric Johnson, Public Works Director Edward O'Neal, Support Services Manager Leah Neal, Purchasing Manager John Sullivan, Fire Chief Scott Parker, Fleet Manager Tadd Phillips, Human Resources Director Tiffany Sullivan, Learning & Development Coordinator Sharon Parker, Board Liaison Others present: Regular Agenda: Tommy Gonzalez Called the meeting to order at 4:31 p.m. Board Members Absent: Robert Witt A. Consideration and possible action to approve the minutes from the July 28, 2021, General Government and Finance Advisory Board Meeting — Sharon Parker, Board Liaison. Discussion: Motion to approve the minutes as presented by Stu McLennan second by Kevin Pitts Approved 4-0 Robert Witt absent B. 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, September 29, 2021, at 4:30 PM No items went to Council. C. Consideration and possible action to recommend to council a contract extension for landscaping services for City owned facilities with Stillwater Site Services for a period of six months with an estimated amount of $158,789.48. —Trish Long, Facilities Manager, Eric Johnson, Public Works Director Discussion: Eric presented to the board an extension contract for landscaping services for 6 months. Eric explained with a lot of different things going on they did not get to go out for bid on this item. They spoke to our legal department and the vendor, and all agreed they would extend this contract for 6 months and this will allow time for them to request bids. The RFP will go out within the next 3 months. Tommy — is the price the same for the additions 6 months —Trish we did add Fire 6 and 7 and the footprint of two buildings. Same rate just addition for the added facilities. Stu — when where the three contract extensions reviewed by GGAF? Trish - They went directly to council because they were renewals. David — up until recently we did not bring normal renewals to GGAF, these items were taken directly to council. Stu — when did this change? — David when you as the board started asking for all items to come through you. Stu — is the cost for 6 months half of what you have listed. Trish — no that is the cost for 6 months. Motion to recommend to the City Council the approval of a contract extension for landscaping services with Stillwater Site Services as presented by staff by Eric Corpsecond by Stu McLennan Approved 4-0 Robert Witt absent D. Consideration and possible action to approve the annual estimated expenditures with Amazon.com to provide a variety of supplies and equipment through the Omnia Purchasing Cooperative, contract R- TC-17006, in an amount not to exceed $225,000.00 and to delegate authority to City Manager to execute three additional two-year renewals — Leah Neal, Purchasing Manager Discussion: Leah presented a renewal contract with Amazon for office supplies. —Tommy— last year you asked for $100,000 and now $225,000 that is a significant difference. Leah — we have a punch out with Amazon with Workday, so more staff are taking advantage of being about to order from Amazon verses several different places. Tommy — are we seeing the cost savings in out places? Ed — we do not have a way to capture how much savings from other areas, but we did not increase in the amount of budgeted money for office supplies. The departments are still spending the same they are just buying more from amazon than other stores now. Stu — when did the original contract come before GGAF — Leah — this is the same as the previous discussion, this type of routine contracts did not come to GGAF. Eric — if the City Manager can execute the three additional two-year renewals then this will not come back to us correct? David — that is what the request is for. Leigh — we are working on our streamlining our contracts like this. As long as we are having any issues or big changes then we would not need to bring back for approval. David —there will be further discussion on what needs to be brought to the boards with City Council at a later time. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, September 29, 2021, at 4:30 PM Motion to recommend to the City Council the approval of a contract with Amazon as presented by staff by Stu McLennan second by Kevin Pitts . Approved 4-0 Robert Witt absent E. Consideration and possible action to recommend approval of the annual estimated expenditures with Ion Wave Technologies Inc. to provide Contract Management, Enterprise Sourcing and Bid Evaluation Scoring through the TIPS USA Purchasing Cooperative, Contract 210101, in an amount of $20,865.00 and to delegate authority to the City Manager to execute two additional one-year renewals — Leah Neal, Purchasing Manager Discussion: Leah Neal presented a contract with Ion Wave Technologies. This is the software we use to take in bids. David — Staff is bringing this to GGAF because the cumulative total is above $50,000. Motion to recommend to the City Council the approval of a contract with Ion Wave Technologies Inc. as presented by staff by Eric Cor,e second by Stu McLennan . Approved 4-0 Robert Witt absent F. Consideration and possible action to recommend to Council a contract with Change Healthcare as the Emergency Medical Transport Billing vendor the City of Georgetown — John Sullivan, Fire Chief Discussion: Chief Sullivan presented a contract with Change Healthcare for Emergency Medical Transport Billing Vendor. We are in a 90-day extension because current contract ends September 301h. Stu requested that Sharon email the power point to the board. Kevin —this company will bill insurance but if customer does not pay what happens then. Chief Sullivan — After we provide the service, within a week we send a card. A couple of weeks later they will receive an explanation of benefits. Medicare — 80/20 mix. Many have a secondary insurance that will pick up their 20%. Commercial is about the same. If someone does not have insurance, they will be billed the full amount. If the customer says they cannot pay, then the billing company contact us, and we can initiate a hardship request for them. This will reduce their bill to the Medicare allowable amount. If they still can't pay that then we will put them on a payment plan. Kevin if they don't pay then will they get sent to collections. Chief Sullivan — we have not sent anyone to collections. We have a very healthy collections rate. Eric — is this the same for the County? — Chief Sullivan yes, they it correct. Stu — is GFD still using ICD-10? Art there any issues regarding EMT training on ICD-10 Codes? — Chief Sullivan — we are on ICD 10 and have no issues. Motion to recommend to the City Council the approval of a contract with Change Healthcare as presented by staff by Robert Witt absent Stu McLennan second by Eric Corp Approved 4-0 Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, September 29, 2021, at 4:30 PM G. Consideration and possible action to recommend to Council the approval of the annual payment for the operation of the county wide radio communication system to Williamson County in the amount of $208,000.00 — Scott Parker, Fleet Manager Discussion: Scott Parker presented the annual subscriber fees for radios, the per radio amount is the same as it was last year. It is scheduled to go up 3% next year. Motion to recommend to the City Council the approval of the annual payment for the operations of the county wide radios communication system as presented by staff by Eric Corp second by Kevin Pitts . Approved 4-0 Robert Witt absent H. Consideration and possible action to recommend to Council an agreement with Leif Johnson Collision for Fleet auto body repair on an as -needed basis, in an amount not to exceed $30,000 per year, or $150,000 for the life of the contract. The initial term of this contract is for two years, with the option to renew for three additional one-year terms for a total of five years. — Scott Parker, Fleet Manager. Discussion: Scott Parker presented an agreement with Leif Johnson collision for Fleet auto body repair. Tommy — same statement as authorizing the City Manager for the renewals. Scott — we will update this. Eric — if you end up spending the max $150,000 before the end of the contract what would you do then? Scott and Ed, we would do a budget amendment and seek approval. Stu — We discussed HUBS last month and the desire to use local companies. Why was the bid from the company in Georgetown ($612) double that of the company in Austin ($306)? Tommy —Thy have too much business and don't need any more. Motion to recommend to the City Council the agreement with Leif Johnson Collision for Fleet auto body repair with the addition of allowing the City Manager to execute three additional renewals. by Kevin Pitts second by Stu McLennan . Approved 4-0 Robert Witt absent I. Consideration and possible action to recommend to Council the purchase of vehicles in the amount of $593,332.10 through cooperative purchasing under GoodBuy contract #218F000 — Scott Parker, Fleet Manager. Discussion: Scott Parker presented a request to purchase vehicles through cooperative purchasing. The request is for Nine Super Duty (F-250/F-350) trucks. Six are replacements and three are new. If not ordered prior to October 31, 2021, then the next window is January 2022. If we wait, the vehicles will not be available until 2023 and each will cost an additional $2,000 to $2,500. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, September 29, 2021, at 4:30 PM Motion to recommend to the City Council the purchase of vehicles through cooperative purchasing as presented by staff by Stu McLennan second by Kevin Pitts Approved 4-0 Robert Witt absent J. Consideration and possible action to recommend to Council award of contracts for learning management system subscription and learning management system implementation service and authorizing the City Manager to enter such contracts on behalf of the City. - Tadd Phillips, Director of Human Resources and Organizational Development. Discussion: Tadd Phillips presented a contract for the learning management system subscription. RFP was released in July, GGAF recommendation in September, Start implementation process November. This system works with Workday, employees will be able to access their development plan in one place. Currently they have to log into a different system. Eric — is this a two-year renewable contract? —Tadd — we already have a contract with Workday, this would be an order form tied into that larger contract. Kevin — is this a platform and content? Tadd — no this is just the platform. We build most of our content ourselves. Motion to recommend to the City Council a award of contracts for learning management system as presented by staff by Eric Corp second by Stu McLennan Approved 4-0 Robert Witt absent K. Discussion of the General Government and Finance Advisory Board Bylaws. - David Morgan, City Manager Discussion: As previously noted, council is reviewing all boards and commissions to determine the need for bylaws and what should be submitted by staff through boards and commissions, and what should be submitted by staff directly to council. No action needed. Meeting adjourned at 6:13 Dm, Tommy Gonzalez Date Board Chair Stu McLennan Date Board Secretary Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, , at 4:30 PM 5e�Rw.oer ;k9t , act k Motion to recommend to the City Council a three-year agreement with Presidia Networked Solutions Group, LLC for Cisco WebEx Cloud Call Center Software and Support Services as presented by staff by Eric Corp , second by Robert Wit[ . Approved 4-0 (Kevin Pitts absent Meeting adjourned at 6.25 pm. Tommy Gonz'hlez Board CCh1air. y�fj Stu McLennan Board Secretary A2—Ik Date le7X7 L 1 Date