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Home My WebLink AboutMinutes_GGAF_10.27.2021Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, October 27, 2021, at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, October 27, 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 Eric Corp Robert Witt City Staff Present: Laurie Brewer, Assistant City Manager Wayne Nero, Interim ACM Leigh Wallace, Finance Director Greg Berglund, Assistant IT Director Trish Long, Facilities Manager Eric Johnson, Public Works Director Edward O'Neal, Support Services Manager John Sullivan, Fire Chief Scott Parker, Fleet Manager Cory Tchida, Acting Police Chief Wyatt Raley, Police Lieutenant Jess Henderson, Public Safety Manager Danella Elliot, Board Liaison Others present: Regular Agenda: Tommy Gonzalez Called the meeting to order at 4:30p.m. Board Members Absent: Kevin Pitts, Vice Chair A. Consideration and possible action to approve the minutes from the September 29, 2021, General Government and Finance Advisory Board Meeting — Sharon Parker, Board Liaison. Discussion: No discussion. Motion to approve the minutes as presented by Stu McLennan second by Eric Corp Approved 4-0 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, October 27, 2021, at 4:30 PM No items went to Council. C. Consideration and possible action to recommend approval to purchase replacement laptops and associated docks and port replicators for emergency service vehicles, as well as new ruggedized laptops and computer equipment for Two new Police Officers from Ingram Technologies LLC for an amount of $128,799.14 — Chris Bryce, IT Director, Greg Berglund, Assistant IT Director Discussion: Greg presented the item and said the total of 28 units are part of the 5 year replacement plan and will help to keep up with current standards, etc. Each year the city replaces 20-25% of this equipment. Motion to recommend to the City Council the approval of the purchase of replacement laptops and associated docks for emergency service vehicles as presented by staff by Stu McLennan second by Eric Corte . Approved 4-0 D. 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 (HVAQ replacement in an amount not to exceed $400,000. — Eric Johnson, Public Works Director and Trish Long, Facilities Manager Discussion: Eric presented the item and noted it was for 5 units on top of the Rec Center. This is budgeted every year as part of the ISF. Eric C — What caused the failure and need for replacement? Eric/Trish — design of the current unit was not adequate, but we are now being more proactive to extending maintenance by using commissioning (someone watching the installation of the units, etc) and will help longevity. Lead time is 18-20 weeks. Stu asked about the number of R22s remaining —Trish — GMC and 2 other units at the Rec Center. 8 units on order. Motion to recommend to the City Council the approval of a contract with Brandt Company as presented by staff by Eric Corp _ ----,-second by Stu Mc[ennon _. Approved 4-0 E. Consideration and possible action to approve the renewal of an annual Blanket Agreement with Predictable Business Strategies, LLC d/b/a PBS of Texas to provide janitorial services pursuant to a piggyback clause in City of Round Rock Contract No. R-2018-5767 in an amount of $848,757.00 — Trish Long, Facilities Manager, Eric Johnson, Public Works Director Discussion: Eric presented the item and noted this is Renewal #3 with PBS. They do a really good job and have always taken good care of us, especially during COVID. Stu — I know the answer, but why is Fire #5 the only station quoted? Trish/Eric — the fireman have elected to do their own janitorial cleaning and maintain their facility. Members thought that was commendable. Stu — What does FM and PSOTC stand for? Eric/Trish — Facilities Maintenance and Public Safety Operations Training Center. Stu — What is Exhibit A? Eric — the contract. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, October 27, 2021, at 4:30 PM Motion to recommend to the City Council the approval of a contract with Ion PBS of Texas as presented by staff by Robert Witt second by Eric Cor Approved .o F. Consideration and possible action to approve the Citywide purchase and installation of furniture from Core Office Interiors of Austin, Texas, through the Buyboard Contract # 584-19 in an amount, not to exceed $200,000. - Eric Johnson, Public Works Director & Trish Long, Facilities Manager Discussion: Eric presented the item and noted that purchasing furniture and reconfiguring cubical spaces is due to rapid growth and additional personnel. Eric explained that the $200,000 was a "not to exceed" amount and would be used as necessary instead of coming back for every purchase approval. Depending on the quality, some furniture may be repurposed, resold or scrapped. Stu — Should we see a list of furniture purchased? Tommy — at the end of the year, just bring back a list/invoice for what was purchased with the funds (for accountability) and add it to the list of items that bypass GGAF and go straight to Council. Stu — is it necessary to attach the contract to each item? Laurie— it is ok to attach for reference and they are not being printed so it just provides transparency if anyone wanted to know. Motion to recommend to the City Council the approval of the Citywide purchase and installation of furniture from Core Office Interiors of Austin as presented by staff by Stu McLennan second by Robert Witt Approved 4-0 G. Consideration and possible action to approve the annual estimated expenditures with Gulf Coast Paper Company to provide custodial supplies and equipment through the BuyBoard Purchasing Cooperative, Contract 649-21, in an annual not to exceed amount of $90,000 and to authorize the City Manager to execute renewals of the agreement for up to two additional one-year terms on the same terms and conditions for a total not to exceed of $270,000 — Edward O'Neal, Support Services Manager Discussion: Ed presented the items for custodial items used throughout the city. Stu — Is this tied to a requirement to use their dispensers, toilet tissue and paper towels? Ed/Laurie — Not to my knowledge but we will check and report back to the board. Stu — We had talked previously about using the air hand dryers to save money, are we putting them in our facilities. Laurie —we are not, we have found that the cost is a lot more than the paper dispensers. Motion to recommend to the City Council the approval of the annual estimated expenditures with Gulf coast Paper Company to provide custodial supplies and equipment as presented by staff by Erik second by Robert Witt Approved M Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, October 27, 2021, at 4:30 PM H. Consideration and possible action to approve the purchase of two (2) Pierce Fire Engines from Siddons-Martin Emergency Group through the Buy -Board Contract #651-21 for a cost not to exceed $1,896,440.00. —John Sullivan, Fire Chief Discussion: John presented the item for 2 Pierce Fire Engines to replace the 2010 and 2011 engines. He projects delivery in 12-15 months. We will try to keep the best 2 out of 3. The price went up 3 — 5% due to the increased price of metal. These engines will replace #3 (Sun City) and #5 (located at FS #6). 75% of current on -board equipment will transfer to the new engines. Motion to recommend to the City Council the purchase of two Pierce Fire Engines from Siddons Martin Emergency Group as presented by staff by Stu McLennan second by Eric Corp Approved 4-0 Consideration and possible action to approve the purchase of Stryker Power Load System from Stryker Corporation for a total cost not to exceed $62,000.00.— John Sullivan, Fire Chief Discussion: John presented the item to purchase 2 Stryker Power Load Systems and maintenance agreements to maintain protection for paramedics and patients. TRVs #1 and #2 were delivered in June 2021. The two PLS in this request will be delivered to Frazier and installed prior to TRVs #3 and #5 being delivered in January 2022. Motion to recommend to the City Council the purchase of Stryker Power Load System as presented by staff by Robert Witt , second by Eric Corp . Approved 4-0 Consideration and possible action to approve the purchase of a Toro Groundsmaster 4300-D large area mower from Professional Turf Products, in the amount of $69,333.61. This purchase will be through Buy Board contract #611-20. - Scott Parker, Fleet Manager Discussion: Scott presented the item to replace 2 large area mowers. The old ones will be sold at auction and the money put in the ISF. Motion to recommend to the City Council to approve the purchase of a Toro Groundsmaster 4300 D large area mower from Professional Turf Products as presented by staff by Eric Corp , second by Robert Witt . Approved 4-0 Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, October 27, 2021, at 4:30 PM K. Consideration and possible action to approve the purchase of one (1) Freightliner M2-106 tandem dump truck from Freightliner of Austin, in the amount $114,354. This purchase will be through TIPS USA contract# 200206 — Scott Parker, Fleet Manager Discussion: Scott presented the item to replace a single axle dump truck and moving up to a double axle that will be able to pull a trailer. The dump truck will be sold at auction if not needed. Agenda Items K & L are for the Street Department. Motion to recommend to the City Council to approve the purchase of a Freightliner M2-106 tandem dump truck from Freightliner of Austin as presented by staff by Stu McLennan , second by Eric Corp. Approved 4-0 L. Consideration and possible action for the approval to purchase one (1) Caterpillar model 420 ITC4E from Holt Caterpillar in the amount of $129,385.00. This purchase will be through Sourcewell Contract# 32119-CAT— Scott Parker, Fleet Manager Discussion: Scott presented the item to purchase a Caterpillar from Holt Cat. Members were pleased that this was coming from a local vendor. Motion to recommend to the City Council to approve the purchase of a Caterpillar model 420 ITC4E from Holt Caterpillar as presented by staff by Robert Witt , second by Eric Co-p Approved, 4-0 M. Consideration and possible action for the approval to purchase 35 light trucks, and vehicles from Silsbee Ford in the amount of $1,125,150.25. This purchase will be through GoodBuy contract# 2181`000 - Scott Parker, Fleet Manager Discussion: Scott presented the item to get approval to purchase replacements for 14 existing vehicles and 21 new additions with a mid 2022 date give for delivery. Tommy — how many vehicles do we have now? Scott — 640. He is trying to get the under-utilized vehicles out if they are not needed. Stu — Recommend the city ask Silsbee if the global chip shortage is negatively impacting Ford deliveries. Motion to recommend to the City Council to approve the purchase of 35 light trucks and vehicles from Silsbee Ford as presented by staff by Eric Coma second by Robert Witt Approved 4-0 Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, October 27, 2021, at 4:30 PM N. Consideration and possible approval to purchase three new radio consoles for the Georgetown Dispatch Center in the Public Safety Training and Communications (PSOTC) building for an amount of $319,728.00 — Cory Tchida, Acting Police Chief Discussion: Cory presented the item to purchase three new Motorola radio consoles to expand the dispatch area from 5 to 8. Currently during special events, they do not have enough fully -functioning workstations, and these new spaces will allow more dispatchers to work, as well as, provide back-ups for down time when IT needs to do scheduled maintenance, etc. There is still ample amount of space remaining to expand in the future. Motion to recommend to the City Council to approve the purchase of three new radio consoles for the Georgetown Dispatch Center as presented by staff by Stu McLennan , second by Eric Corp Approved .f O. Consideration and possible approval to purchase firearms ammunition from GT Distributors in an amount not to exceed $184,575.00.— Cory Tchida, Acting Police Chief Discussion: Cory presented the item to purchase ammunition for 2 years. Next year they will go back to the normal purchase annual amount. Training demands and the inability to get ammunition, and supply/ demand have resulted in increased costs and delivery dates are now up to 18 months. PD will be able to have one year's worth of ammo in inventory. Cory answered the question about reloads and said that to use reloads would be a huge liability. Cory —This request is for 9mm (pistol) and 223 Remington and 308 Winchester (rifle). GPD also leverages the PTSOC's laser training facility to conduct 'dry -fire' training. GPD does not plan to transition from 9mm to .40/.45-cal given improvements in 9mm ballistics. Motion to recommend to the City Council to approve the purchase firearms ammunition from GT Distributors as presented by staff by Stu McLennan , second by Eric Corp . Approved 4-0 Meeting adjourned at 5:42 pm. Tommy Gonzalez Date Board Chair Stu McLennan V Date Board Secretary