HomeMy WebLinkAboutAgenda_GGAF_03.28.2018Notice of Meeting for the
General Gov ernment and Finance Adv isory Board
of the City of Georgetown
March 28, 2018 at 4:30 PM
at Georgetown Public Library (Friends Room 218), located at 402 W. 8th Street,
Georgetown, Texas 78626
The City o f G eo rgeto wn is committed to comp lianc e with the Americans with Dis abilities Ac t (ADA). If yo u
req uire as s is tanc e in participating at a p ublic meeting d ue to a disability, as d efined und er the ADA, reas onab le
as s is tance, ad ap tatio ns , or acc o mmo d ations will b e provid ed up o n req uest. P leas e c o ntact the City Sec retary's
Office, at leas t three (3) days prior to the sc hed uled meeting d ate, at (512) 930-3652 o r City Hall at 113 Eas t 8th
Street fo r add itional info rmation; TTY us ers ro ute through Relay Texas at 711.
Legislativ e Regular Agenda
A Review minutes fro m the February 28, 2018 General Go vernment and Financ e Advis o ry Bo ard Meeting. –
Sab rina Po ld rac k, Bo ard Liais o n
B Welc o me new board memb ers & review and dis c uss General Go vernment and Financ e Board (GGAF)
p urpose and bylaws – To mmy Go nzalez, Bo ard Chair
C Review of the City Counc il’s Boards and C o mmis s io ns Attendance Polic y – Tommy Gonzalez, Bo ard
Chair
D Dis cus s d ates /times fo r future General G o vernment and F inance Bo ard (GGAF ) meetings – Tommy
Gonzalez, Board Chair
E Dis cus s mo ving the May 23rd, 2018 GGAF Meeting to May 16th, 2018 s o the Financ e Dep artment may
present the Bo ard with the External Audito r s elec tion, b efo re moving the item to Co uncil o n May 22rd,
2018. – To mmy Go nzalez, Board Chair
F Co nsideration and possible actio n to approve the p urc hase o f a Bauer S elf-Contained Breathing
Ap p aratus (SC BA) Air F ill S tatio n fro m Augus t Ind ustries Inc., using the Buy Board Contrac t at a total
c o s t not to exc eed $90,000 for the remainder o f fis c al year 2017-2018. - Jo hn S ullivan, F ire Chief
G Co nsideration and possible actio n to approve the p urc hase o f firefighting eq uipment and p ers o nal
protective c lo thing from CASCO Ind ustries us ing the Buy Bo ard Co ntrac t at a to tal cost no t to exc eed
$150,000 for the remaind er of fis cal year 2017-2018. - John Sullivan, Fire C hief
H Co nsideration and possible actio n to approve the p urc hase o f c o mp uter s erver rep lacements fro m the
EST Group for a to tal o f $84,500. - Chris Bryce, IT Direc tor
I Co nsideration and possible actio n to reco mmend ap p ro val o f a Buyb oard c ontrac t # 558-18 with the
Brand t Co mp any of Austin, Texas fo r heating, ventilatio n and air c o nditioning (HVAC) s ervic es in the
estimated annual amount of $300,000.00. Tris h Lo ng, Fac ilities Sup erintend ent, Eric Nuner, Parks &
Recreation As s is tant Directo r
J Dis cus s ion and pos s ible actio n to recommend FY 2018 bud get amendments to the Co uncil Disc retionary
Fund . Leigh Wallace, F inance Direc tor
K Co nsideration and possible actio n to reco mmend to Counc il autho rizatio n fo r s taff to begin contrac t
negotiations fo r the p urc hase and imp lementatio n o f an Enterp ris e Res ourc e Planning s o ftware sys tem
with Sierra Cedar and Wo rkday, and if nec es s ary, autho rize staff to begin c o ntract negotiations with AST.
Leigh Wallac e, F inance Direc tor
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CERTIFICATE OF POSTING
I, Shelley No wling, C ity S ecretary fo r the C ity of Geo rgeto wn, Texas , d o hereby c ertify that this Notice of
Meeting was p o s ted at City Hall, 113 E. 8th Street, a p lace read ily acc es s ible to the general p ublic at all times ,
on the ______ d ay o f __________________, 2018, at __________, and remained so p o s ted fo r at leas t 72
c o ntinuo us ho urs p receding the sc heduled time o f s aid meeting.
____________________________________
S helley No wling, City Sec retary
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City of Georgetown, Texas
Government and Finance Advisory Board
March 28, 2018
SUBJECT:
Review minutes from the F eb ruary 28, 2018 General Government and Financ e Ad vis ory Board Meeting. –
Sabrina Po ldrac k, Board Liaison
ITEM SUMMARY:
Review minutes from the F eb ruary 28, 2018 General Government and Financ e Ad vis ory Board Meeting. –
Sabrina Po ldrac k, Board Liaison
FINANCIAL IMPACT:
n/a
SUBMITTED BY:
Sabrina Po ldrac k, Board Liaison
ATTACHMENTS:
Description Type
Draft Minutes 02.28.2017 Backup Material
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Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, February 28, 2018 at 4:30 PM
The General Government and Finance Advisory Board met on Wednesday, February 28, 2018 at 4:30 PM in the
Friends of the Library Room, located at 402 West 8th 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 date, at (512) 930-3652 or City Hall at 113 East 8th
Street for additional information; TTY users route through Relay Texas at 711.
Board Members Present: City Staff Present:
James Bralski, Vice Chair David Morgan, City Manager
Chere’ Heintzman, Secretary
Stu McLennan
Laurie Brewer, Assistant City Manager
Stan Hohman, Fleet Manager
Leigh Wallace, Finance Director
Elaine Wilson, Controller
Christy Rawls, Assistant Controller
Rosemary Ledesma, Purchasing Manager
Clay Shell, Assistant Fire Chief
Trish Long, Facilities Superintendent
James Davis, IT Operations Manager
Danella Elliott, Executive Assistant
Board Members Absent:
Tommy Gonzalez, Chair
John Hesser
Others Present :
Adam McC ane, CPA, Weaver and Tidwell
(external auditor)
Legislative Regular Agenda
James Bralski, Vice Chair, called the meeting to order at 4:35 p.m.
A Review minutes from the December 11, 2017 General Government and Finance Advisory Board Meeting.
– Sabrina Poldrack, Board Liaison.
Board did not have any comments regarding the minutes from December 11, 2017.
Motion to approve the minutes by Stu McLennan, second by Chere’ Heintzman. Approved 3-0 (Tommy
Gonzalez and John Hesser absent)
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Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, February 28, 2018 at 4:30 PM
B Consideration and possible action to approve the purchase of four replacement servers for the City’s
video surveillance system from Convergint Technologies in the amount of $109,600.00 per TCPN
contract #R170502 – Eric Nuner, Assistant Park and Recreation Director and Trish Long, Facilities
Superintendent
Trish Long spoke on this item and explained that we have 14 video surveillance servers (located in the data
center) that were purchased in 2013. She noted that a useful life of 4-5 years is typical, and that the storage
capacity of the current servers is at its maximum capacity. As the servers age, the probability of hardware
failure increases.
Trish said that Convergint is the current provider that maintains the City’s surveillance hardware and software
and they have had no issues at all with their service.
Recommendation is to purchase 4 replacement servers (84TB) from Convergint Technologies. These will
provide more storage capability and take up less space than the current 14 servers.
Motion to approve Item B by Chere’ Heintzman, second by Stu McLennan. Approved 3-0 (Tommy Gonzalez
and John Hesser absent)
C Consideration and possible action to approve issuance of a correcting Purchase Order for janitorial and
floor cleaning services through August 22, 2018 to Predictable Business Strategies, LLC d/b/a PBS of
Texas pursuant to a piggyback clause in an agreement with the City of Round Rock replacing Purchase
Order #3800701 and repealing any contracts in conflict. – Trish Long Facilities Superintendent and Eric
Nuner, Assistant Parks and Recreation Director
Trish Long presented this item and requested approval to process correcting the Purchase Order for receiving
janitorial and floor cleaning services under the piggyback agreement with the City of Round Rock. Previous
Council approval in October 2016 was for receiving services through FY 2017. This action will allow services
to continue with PBS of Texas through August 2018 when their contract with the City of Round Rock expires.
Rosemary Ledesma explained that the “piggyback agreement” was like an inter-local agreement, allowing
several entities to participate. The competitive bidding process is followed. We have used this method, which
has been reviewed and approved by Legal, several times.
Motion to approve Item C by Stu McLennan, second by Chere’ Heintzman. Approved 3-0 (Tommy Gonzalez
and John Hesser absent)
D Consideration and possible action to approve the purchase of a Dodge Ram 5500-Diesel Wildland
Interface Fire Engine from Chastang Chrystler Dodge RAM Jeep through the H-GAC Contract FS12-
17 for a cost not to exceed $250,000.00 – John Sullivan, Fire Chief
Clay Shell presented this item and noted that a typo that should be corrected. The referenced unit is 24 years
old, not 22 as stated in the Cover Sheet. He said that this is the 2nd unit purchased as part of their replacement
schedule.
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Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, February 28, 2018 at 4:30 PM
The new truck will carry 400 gallons of water and 20 gallons of foam, with advanced off-road capabilities. Stan
Hohman, Fleet Manager told the board that it was getting very difficult to find parts to repair the 24 year old
unit. He also mentioned that this will give us 3 “Type 6” units.
Motion to approve Item D by Chere’ Heintzman, second by Stu McLennan. Approved 3-0 (Tommy Gonzalez
and John Hesser absent)
E Review and discussion of the Comprehensive Annual Financial Report (CAFR) and the independent
audit for the fiscal year ended September 30, 2017. – Elaine S. Wilson, Controller
Elaine Wilson, Controller presented the overview of the Comprehensive Annual Financial Report (CAFR) for
the FY ended 9/30/2017. She explained the background and reminded the board that the CAFR reporting is
required by State Law, City Charter and bond covenants. She gave a presentation and answered questions from
the board.
Adam McCane, CPA, with the firm of Weaver and Tidwell, LLP discussed the results of the auditors’
independent audit, compliance with auditing standards, testing over internal controls and fraud risk assessment.
The auditors’ communications:
• Clean opinion
• No unusual transactions
• No issues, fraud, etc.
• Management has used appropriate judgements
• Efficient and effective audit
The auditors’ results:
• We will issue the Independent Auditor’s Report on the financial statements
• Unmodified opinion
• We will issue the Independent Auditor’s Report on Internal Control over Financial Reporting and
on Compliance and Other Matters Based on an Audit of Financial Statements Performed in
Accordance with Government Auditing Standards
• No findings noted
• We issued the Independent Auditor’s Report on Compliance for Each Major Program and on
Internal Control Over Compliance Required by Uniform Guidance and Uniform Grant
Management Standards
• Unmodified opinion
• One finding noted (in internal control over compliance, relating to work done undertaking
the Airport runway)
Mr. McCane gave Kudos to the entire accounting staff, with special thanks to Elaine Wilson and Christi Rawls for
their dedication and expertise. He said that they were very diligent in responding to any requests for information
and provided everything they asked for in a very timely manner. He said that this is an excellent report and staff
did a great job.
David Morgan and Laurie Brewer answered questions. Mr. McCane expressed his appreciation the board for their
thorough review and comments.
Page 6 of 56
Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, February 28, 2018 at 4:30 PM
Motion to adjourn at 5:21 PM by Stu McLennan, second by Chere’ Heintzman. Approved 3-0 (Tommy
Gonzalez and John Hesser absent)
__________________________________ ____________
Tommy Gonzalez Date
Board Chair
__________________________________ ____________
Chere’ Heintzman Date
Board Secretary
__________________________________ ____________
Sabrina Poldrack Date
Board Liaison
Page 7 of 56
City of Georgetown, Texas
Government and Finance Advisory Board
March 28, 2018
SUBJECT:
Welcome new b o ard members & review and d is c us s General Government and F inance Bo ard (GGAF)
purp o s e and b ylaws – Tommy Gonzalez, Board Chair
ITEM SUMMARY:
Welcome new b o ard members & review and d is c us s General Government and F inance Bo ard (GGAF)
purp o s e and b ylaws – Tommy Gonzalez, Board Chair
FINANCIAL IMPACT:
n/a
SUBMITTED BY:
Sabrina Po ldrac k o n b ehalf o f To mmy Go nzalez, Bo ard Chair
ATTACHMENTS:
Description Type
Bylaws Backup Material
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City of Georgetown, Texas
Government and Finance Advisory Board
March 28, 2018
SUBJECT:
Review o f the C ity C o uncil’s Bo ard s and Commis s ions Attend anc e Po licy – To mmy Go nzalez, Board
Chair
ITEM SUMMARY:
Review o f the C ity C o uncil’s Bo ard s and Commis s ions Attend anc e Po licy – To mmy Go nzalez, Board
Chair
FINANCIAL IMPACT:
n/a
SUBMITTED BY:
Sabrina Po ldrac k o n b ehalf o f To mmy Go nzalez, Bo ard Chair
ATTACHMENTS:
Description Type
Attendance Policy Backup Material
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SEC 2.36.010 DUTIES OF COMMISSION, COMMITTEE & BOARD MEMBERS
Attendance by Members is integral to success of the commission, committee or board. It is
Council policy to require a minimum of 75 percent attendance of each Member at each
regularly scheduled meeting including subcommittee meetings. A Member shall be allowed
two excused absences for the Member's personal medical care, required medical care of a
Member's immediate family member (as defined by City Ordinance), or Member's military
Service that shall not count against the 75 percent attendance requirement. Written notice
shall be sent to a Member and the Member's City Council representative when it appears the
Member may violate the attendance policy by being absent from more than 25 percent of
regularly scheduled meetings, including subcommittee meetings. Excessive absenteeism may
result in the Member being replaced by the Council. If a Member is removed from a committee,
commission or board, that position shall be considered vacant and a new Member shall be
appointed to the Board in accordance with Section 2.36.040
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City of Georgetown, Texas
Government and Finance Advisory Board
March 28, 2018
SUBJECT:
Disc uss d ates /times for future General Go vernment and Financ e Board (GGAF) meetings – To mmy
Go nzalez, Bo ard C hair
ITEM SUMMARY:
Disc uss d ates /times for future General Go vernment and Financ e Board (GGAF) meetings – To mmy
Go nzalez, Bo ard C hair
FINANCIAL IMPACT:
n/a
SUBMITTED BY:
Sabrina Po ldrac k o n b ehalf o f To mmy Go nzalez, Bo ard Chair
Page 17 of 56
City of Georgetown, Texas
Government and Finance Advisory Board
March 28, 2018
SUBJECT:
Disc uss mo ving the May 23rd , 2018 GGAF Meeting to May 16th, 2018 s o the F inance Department may
p res ent the Board with the External Audito r s elec tio n, before mo ving the item to Counc il on May 22rd,
2018. – To mmy Gonzalez, Bo ard Chair
ITEM SUMMARY:
Disc uss mo ving the May 23rd , 2018 GGAF Meeting to May 16th, 2018 s o the F inance Department may
p res ent the Board with the External Audito r s elec tio n, before mo ving the item to Counc il on May 22rd,
2018. – To mmy Gonzalez, Bo ard Chair
FINANCIAL IMPACT:
n/a
SUBMITTED BY:
Sabrina Po ldrac k o n b ehalf o f To mmy Go nzalez, Bo ard Chair
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City of Georgetown, Texas
Government and Finance Advisory Board
March 28, 2018
SUBJECT:
Cons id eration and p o s s ib le ac tion to approve the purchas e of a Bauer Self-C o ntained Breathing Apparatus
(SCBA) Air Fill Station from August Ind ustries Inc ., us ing the Buy Board C o ntract at a total c o s t not to
exc eed $90,000 fo r the remainder o f fisc al year 2017-2018. - Jo hn Sullivan, Fire Chief
ITEM SUMMARY:
This p urc hase is thro ugh the Buy Bo ard Contrac t #524-17
The new SCBA Air Fill Station is the Bauer Unic us 4i 6000 p s i S ystem and is a NF PA 1901 approved full
containment fill s tatio n, which ac c o mmo d ates S CBA and SCUBA cylinders. This new s ys tem will replac e
the c urrent s ys tem at Fire Station 1. That sys tem is 20+ years o ld and is co ns is tently needing rep airs .
FINANCIAL IMPACT:
Funding is allo c ated in 2017-18 b udget. GL 100-5-0422-51-143.
SUBMITTED BY:
John Sullivan, F ire C hief
ATTACHMENTS:
Description Type
Picture SCBA Air Fill Station Backup Material
Page 19 of 56
This purchase is through the Buy Board Contract #524-17
The new SCBA Air Fill Station is the Bauer Unicus 4i 6000 psi System and is a NFPA 1901
approved full containment fill station, which accommodates SCBA and SCUBA cylinders. This
new system will replace the current system at Fire Station 1. That system is 20+ years old and
is consistently needing repairs.
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City of Georgetown, Texas
Government and Finance Advisory Board
March 28, 2018
SUBJECT:
Cons id eration and p o s s ib le ac tion to approve the purchas e of firefighting equip ment and personal
p ro tec tive c lothing fro m CAS CO Indus tries us ing the Buy Board Contrac t at a total c o s t not to exceed
$150,000 for the remainder o f fisc al year 2017-2018. - Jo hn S ullivan, Fire Chief
ITEM SUMMARY:
These p urc has es are thro ugh the Buy Bo ard Contrac t #524-17
The Georgetown F ire Department perio d ic ally purchas es new and replac ement eq uipment and personal
p ro tec tive c lo thing and equip ment (P PE) on an as need ed basis thro ugh the year, and anticipates
expend itures fo r the remainder o f 2017-2018 will to tal ap p ro ximately $150,000. S taff has d etermined that
the best value fo r the City is to proc ure the required gear from Cas c o Indus tries using their c o mp etitively
b id Buy Bo ard Contrac t #524-17. Us e of a c ompetitively b id c o o p erative c ontrac t p ro vides mo re favo rable
p ricing as the c o o p erative solic its fo r statewide us age vo lumes as opposed to that of the City only.
Currently, the Fire Department antic ip ates proc uring the following items immed iately:
25 sets of s truc tural P PE - $74,251.00
Replac ement PP E as need ed
Firefighting hand to o ls , eq uipment, and fire ho s e for new and exis ting ap paratus as need ed
FINANCIAL IMPACT:
Funding is allo c ated in 2017-18 b udget.
GL 100-5-0422-51-734
GL 100-5-0422-51-990
SUBMITTED BY:
John Sullivan, F ire C hief
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City of Georgetown, Texas
Government and Finance Advisory Board
March 28, 2018
SUBJECT:
Cons id eration and p o s s ib le ac tion to approve the purchas e of computer s erver replac ements from the EST
Gro up fo r a to tal o f $84,500. - Chris Bryc e, IT Direc tor
ITEM SUMMARY:
This item is to reques t an approval to purchas e Clo udistics b rand hyp er-converged servers to replac e
current s ervers b eing used to s up p o rt the City’s virtual d es kto p c o mp uter infrastruc ture. Hyp er-converged
s ervers are servers in whic h sto rage, networking, and virtualization tec hno lo gy are p ro vided by a s ingle
hardware platfo rm as oppos ed to the c urrent enviro nment where thes e capabilities are provided by three
d ifferent hard ware platfo rms . Hyp er-c onverged tec hno lo gy repres ents the most c urrent technology in
p ro viding non-C lo ud virtual s ervers and d es ktops .
The s erver purc has e will ac hieve two key goals :
1 . The improvement of performanc e is s ues with the City’s current virtual d es ktop
environment;
2. Begin the c reation of a disas ter recovery failo ver enviro nment
The Clo udistic s p latform represents a c hange in both hardware and software from the existing VMware
virtual desktop platfo rm (VDI). Hyper-c o nverged servers are likely to improve p erfo rmanc e o f VDI b y
red uc ing latenc y c aus ed b y the s ep aratio n of s torage and p ro cessing hardware. It will also red uc e the
s upport time req uired to ad d res s issues by p ro viding s taff with a single p oint o f c o ntact for s upport.
Upon s ucc es s ful d ep lo yment and tes ting o f the C lo udis tics platform, the remaind er of the City’s virtual
d es kto p s will b e migrated to C lo udistics pending the ap p ro val of future bud get reques ts. Depending on the
p erfo rmanc e of the servers , they may eventually be an optio n for replac ing the C ity’s s erver platfo rm as
well.
The retired hardware will be us ed to begin the building of a dis as ter recovery server enviro nment at the
PS OTC. This enterp ris e hard ware remains fully warrantied b y the vend o r and will reduce the initial cost of
d is as ter recovery.
After purc has e, the City has a 90 day p eriod to test the servers to ins ure that they perform as expec ted and
insure that the vend o r p ro vides adequate s up p o rt. The s ervers may be returned fo r a full refund d uring this
90 day period .
Equip ment to b e purc has ed ES T Gro up in acc o rdanc e with p ricing and terms and cond itions s et b y Buy
Bo ard c o ntrac t numb er 498-15.
FINANCIAL IMPACT:
All items were b udgeted d uring the FY 2018 bud get p ro ces s . Expens es will b e recorded in ac count 570-5-
0641-52-330 (Computer Equip ment). After the hardware reaches three years o ld , an annual maintenanc e
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fee of $12,500 will be req uired.
SUBMITTED BY:
Chris Bryce, IT Directo r
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City of Georgetown, Texas
Government and Finance Advisory Board
March 28, 2018
SUBJECT:
Cons id eration and p o s s ib le ac tion to rec o mmend approval of a Buyboard c o ntract # 558-18 with the
Brandt Co mpany o f Aus tin, Texas for heating, ventilation and air cond itioning (HVAC) services in the
es timated annual amo unt o f $300,000.00. Tris h Long, F acilities S uperintendent, Eric Nuner, Parks &
Rec reation As s is tant Direc tor
ITEM SUMMARY:
This item is to p ro vide heating, ventilation and air cond itioning (HVAC) inspec tion, maintenanc e and repair
s ervic es o f City fac ilities . The Brandt Co mp any p ro vided the City a p ro p o s al based on a BuyBo ard
Competitive P urc hasing Contrac t. Thes e s ervices inc lude, b i-annual and q uarterly ins pec tions of
eq uipment, as well as quarterly filter rep lacement Citywide. This pro p o s al also inc lud es labor rates and
material mark up for s upplies and materials for rep airs and replac ements .
Staff is rec o mmending ap p ro val o f annual HVAC ins p ectio ns, maintenance, and rep airs to the Brand t
Company o f Aus tin, Texas fo r the es timated annual amo unt o f $300,000.00.
FINANCIAL IMPACT:
The es timated annual amo unt o f $300,000.00 for HVAC maintenanc e and rep lacement fo r all City facilities
is bud geted in the F acilities IS F.
SUBMITTED BY:
Trish Lo ng, F ac ilities S uperintend ent, Eric Nuner, Parks & Recreatio n As s is tant Directo r
ATTACHMENTS:
Description Type
Brandt Maintenance Agreement Backup Material
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Proposal Date:Proposal #:
Site:
We are pleased to offer this proposal to provide the following:
Full Service Maintenance Agreement Maintenance & Inspection Agreement
Your investment for this service is as follows:1st year 2nd year 3rd year
Total Annual Price 130,018.23$ N/A N/A plus applicable taxes
Your payment options will be as follows:
1st year 2nd year 3rd year
Annual payment plus applicable tax 130,018.23$ N/A N/A
Quarterly payment plus applicable tax 32,504.56$ #VALUE!#VALUE!
Monthly payment plus applicable tax 10,834.85$ #VALUE!#VALUE!
512.491.9104 with a purchase order, if needed. A signed acceptance
must be received prior to our commencing work. Our terms are net ten days from the invoice date, and past due after thirty days. This proposal is
valid for 30 days.
Best Regards,
Name:
Address:
City,State,Zip
Cell No.
Fax No.
Accepted by:Accepted by:
Name:Name:
Title:Title:
Company:
Date:Date:
This Agreement shall continue for a period of
This contract is subject to a price revision upon the renewal date. The revision will be based on the current Consumer Price Index (CPI)
MAINTENANCE
AGREEMENT
March 1, 2018 180208JK01
Customer:CITY OF GEORGETOWN CITY OF GEORGETOWN
PO BOX 406 PO BOX 406
GEORGETOWN, TEXAS 78627 GEORGETOWN, TEXAS 78627
512.470.1391
The Brandt Companies, LLC is pleased to submit the following preventive maintenance proposal pertaining to the specific mechanical equipment at
the above referenced site.
Schedule preventive maintenance will be performed quarterly (4) on the HVAC equipment outlined as per the attached scope pages . Upon
completion of each visit, a Brandt operational log form will be completed on each unit, which will detail the operating performances. All labor prices
are based on the BUYBOARD contract 558-18. The filter change is not a BUYBOARD list product due to sub-contractor labor. Oil samples are also
not listed on the BUYBOARD contract. Any rental equipment used on this contract will not be on the BUYBOARD LIST.
Industry standard recommended preventive maintenance procedures will be adhered to as listed in our scope of work of this proposal.
If this proposal is acceptable, please sign below and return by facsimile to
BUILDING OWNER
JAMES KING
SERVICE ACCOUNT MANAGER
Upon acceptance, Brandt shall furnish service starting effective
512.491.9104
CUSTOMER ACCEPTANCE THE BRANDT COMPANIES, LLC
www.brandt-companies.com
year(s) (the term) from said date and shall be renewed for additional terms upon written agreement of both Parties.
This Agreement is not valid without signature of customer and associated attachments.
Remit to: P.O. Box 227351, Dallas, TX 75222-7351
Regulated by The Texas Department of Licensing and Regulation P.O. Box 12157, Austin, TX 78711, 1-800-803-9202, 512-463-6599, www.tdlr.texas.gov
Brandt Office Locations:
Austin: 1340 Airport Commerce Drive, Ste. 575, Austin, TX 78741, 512.491.9100, TACLA30430C/TECL20109/M41312
Dallas: 1728 Briercroft Ct., Carrollton, TX 75006, 972.395.6000, TACLA19981C/TECL20109/M40211
Fort Worth: 1001 NE Loop 820 Ste 300, Fort Worth, TX 76131, 817.626.0033, TACLA64706R/TECL20109/M40211
Houston: 8848 N Sam Houston Pkwy W, Houston, TX 77064, 832.714.3200, TACLA15221C/TECL20109/M40245
San Antonio: 6023 Corridor Pkwy, Ste 100, Schertz, TX 78154, 210.599.6120 TACLA18441C/TECL20109/M41312
Waco: 205 Schroeder Dr., Waco, TX 76710, 254.772.1693 TACLA26979C/TECL20109/M40211
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City of Georgetown
Building Name Address
Bi-Annl
Heating
Bi-Annl
Cooling
Qtrly
Insp
Qtrly
Insp
Filter
Service
Total Annual
Price
Airport 500 Terminal Drive $840.00 $1,100.00 $370.00 $2,310.00
Animal Shelter 110 WL Walden $480.00 $780.00 $578.00 $1,838.00
Art Center 816 South Main $300.00 $750.00 $388.30 $1,438.30
City Hall 113 East 8th $1,100.00 $1,600.00 $471.00 $3,171.00
Community Center 445 E. Morrow $785.00 $1,200.00 $634.84 $2,619.84
ES&F 250 WL Walden $224.00 $400.00 $337.70 $961.70
Fire 1 301 Industrial $496.00 $744.00 $537.00 $1,777.00
Fire 2 1603 Williams Dr $335.00 $470.00 $322.30 $1,127.30
Fire 3 5 Texas Drive $560.00 $789.00 $390.00 $1,739.00
Fire 4 4200 Airport Road $337.00 $563.00 $392.00 $1,292.00
Fire 5 3600 DB Wood $842.00 $1,154.00 $386.10 $2,382.10
GCAT 510 W. 9th $2,700.00 $3,800.00 $2,500.00 $2,500.00 $1,150.60 $12,650.60
Georgetown Municipal Complex 300 Industrial Avenue $3,099.00 $4,755.00 $1,695.10 $9,549.10
Grace Heritage Center 811 South Main Street $111.00 $165.00 $315.70 $591.70
Municipal Court 101 E. 7th $559.00 $756.00 $391.60 $1,706.60
New Library 402 West 8th $2,200.00 $3,350.00 $1,300.00 $1,300.00 $3,932.50 $12,082.50
Parks Administration 1101 N. College $672.00 $861.00 $650.10 $2,183.10
Police Annex 811 M.L.K.$252.00 $380.00 $133.50 $765.50
Police Department 809 M.L.K.$785.00 $1,038.00 $1,155.00 $2,978.00
PSOTC 3500 DB Wood Rd $11,550.00 $12,200.00 $6,700.00 $6,500.00 $5,750.00 $42,700.00
Recreation Center 1003 N. Austin Ave $4,100.00 $4,600.00 $3,000.00 $3,000.00 $3,451.80 $18,151.80
Special Utility 851 FM 970 Florence $432.00 $626.00 $366.30 $1,424.30
Tennis Center 400 Serenada Drive $336.25 $525.14 $364.10 $1,225.49
Vehicle Service Center 300-2 Industrial $116.00 $163.00 $83.60 $362.60
Visitors Center 103 W. 7th $224.00 $318.00 $84.00 $626.00
Westside Service Center 5511 Williams Drive $807.00 $1,121.00 $436.70 $2,364.70
TOTAL SALE PRICE $130,018.23
INSPECTION COSTS BREAKDOWN
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Page 31 of 56
City of Georgetown, Texas
Government and Finance Advisory Board
March 28, 2018
SUBJECT:
Disc ussion and p o s s ib le ac tion to rec o mmend F Y 2018 b udget amendments to the Counc il Dis cretio nary
Fund. Leigh Wallac e, Financ e Directo r
ITEM SUMMARY:
The Counc il Dis c retionary Fund was es tablished in 2015. T he p urpos e o f the fund is to d ep o s it year-end
b alanc e in the General F und and determine appropriate one-time uses.
The available balance o f the fund is $1,805,639.
FINANCIAL IMPACT:
See p res entatio n.
SUBMITTED BY:
Leigh Wallace, Financ e Directo r
ATTACHMENTS:
Description Type
Pres entation Pres entation
Lis t of Unfunded Liabilities Backup Material
Page 32 of 56
FY2017 Annual Budget
GGAF March 28, 2018
Council Special Revenue Fund
Potential FY 2018 Budget
Amendment
1Page 33 of 56
FY2017 Annual Budget
Purpose and History
•Established in 2015 to capture General Fund
available ending balance and put it toward
appropriate one-time uses
•2016 uses
•Established the Economic Stability Reserve in the General
Fund -$500,000
•Personnel impacts to reorganization -$250,000
•Grace Heritage Center Phase I Repairs -$150,000
•2017 uses
•Increased Economic Stability Reserve in the General Fund
-$650,000
•Streets maintenance-$250,000
•Enterprise Resource Planning project -$250,000 2Page 34 of 56
FY2017 Annual Budget
Available Fund Balance
3
Council SRF Beginning Balance $285,808
Unused Fund Balance from previous year
Transfer In,GF Estimated Year End 1,000,000
Approved in FY 2018 Budget
Transfer In,GF Final Year End 517,331
Proposed Budget Amendment
Hospice Study partial refund 2,500
Total Available $1,805,639
Page 35 of 56
FY2017 Annual Budget
Funding Options
•Current year unplanned obligations
•List of unfunded long-term liabilities
•Fiscal and budgetary policies
•Other capital equipment and one-time
programs
4Page 36 of 56
FY2017 Annual Budget
Identified Uses
5
Available Fund balance 1,805,639
2018 Current Obligations One-time cost Fund
Personnel settlement 75,000$ JS
Facilities efficiency study 100,000$ GCP
Subtotal 175,000$
Unfunded Liabilities One-time cost Fund
Economic Uncertainty Reserve 750,000$ GF
Subtotal 750,000$
Other One-Time Equipment or
Programs One-time cost Fund
Street maintenance GF
Subtotal -$
Available Fund Balance 880,639
Total Expenses 925,000
Page 37 of 56
Unfunded Liability &
Commitments Financial Impact/Notes Status Updates - 9/30/17 Status Updates - 12/31/17
Cemetery Special Revenue
Fund
Currently cemetery operations are self-funded through plot
sales of approximately $50K per year. The cemetery is
managed through Parks Administration. In 2015, Council
elected to reserve $75,000 annually for future costs
associated with maintaining the property. The General Fund
has made this transfer in 2016 and 2017.
Columbarium design is scheduled to be completed in December.
Mowing and maintenance costs compared to perpetual reserve
still needs to be discussed.
The columbarium project bid will open on January 25th.
Construction is expected to begin in the Spring and will last
approximately 60 days.
Unfunded Actuarial Accrued
Liability (UAAL)
Recognizes the outstanding liability for the City’s employee
retirement plan through TMRS. The City contributes monthly
to fund the UAAL, based on an annual percentage of payroll.
Actual % of payroll costs is recognized within each fund. The
UAAL is provided by TMRS and lags one year.
As of 12/30/16, the UAAL was $22M and is considered 83%
funded. The 2018 TMRS total combined contribution rate is 12.54.No change, updated once annually.
Other Post Employee Benefits
(OPEB)
While the City has no obligation to offer additional retiree
benefits, retirees are eligible to participate in the City’s
health insurance program. That ability represents a subsidy
that impacts health insurance costs to the City. Retirees pay
their monthly premiums to the ISF who in turn processes
their health insurance claims.
This is an actuarial calculation based on current and future
employees on future City health insurance costs, and has numerous
and complex factors in its calculation. Retirees pay their own
premiums, and thus the liability is considered “pay as you go”.
With additional employees being added, potential future retiree
impacts increase. The 2016 current net OPEB liability is $972,576
which is an increase of $185,876 over the prior year.
No change. GASB requires updates every other year.
Compensated Absence
Future costs associated with benefits such as vacation, and
sick leave for City employees. Compensated Absence is
accrued annually to each proprietary fund type on a GAAP
basis and accounted for on the balance sheet of each fund.
For governmental funds (and for budgetary basis), the
expense is recognized when due and payable.
The 15% liability target was fully funded in FY 2018 budget. In FY
2017, these funds were used for two long-tenured payouts in
Police and Fire.
No change. GASB requires updates every other year.
Rate Stabilization Reserve
Intended to mitigate potential rate impacts due to increased
fuel costs or other external factors. The RSR is maintained
within the Electric Fund and is budgeted to be $5.5M in
FY2018.
The rate study is funded in the budget. Year-end purchased power
and CIP costs will exceed projections and require a year-end
amendment. Finance and utility staff are partnering on short and
long-term solutions to rebuild the rate stabilization fund.
Currently the Executive Team is evaluating the FY2018 Capital
Improvement Plan, debt issuance program, and other strategies to
improve the cash position of the fund.
Airport Maintenance
Fund on-going maintenance of the Airport grounds, runways
and taxi ways. Terminal and Tower included in Facilities ISF.
An Airport Master Plan was developed to address long term
capital maintenance project prioritization.
The parallel taxiway and fuel storage facility are on schedule. The
current Airport Master Plan effort is ongoing. The Wildlife Hazard
Assessment has begun and will take approximately one year to
complete.
The parallel taxiway and fuel storage facility are almost complete.
Contractor working on punch list items. The current Airport Master
Plan effort has produced a draft Final Plan awaiting consideration by
City, TxDOT and the FAA. The Wildlife Hazard Assessment has begun
and should be completed late 2018.
CITY OF GEORGETOWN
Long-term Commitments, Reservations, and Other Unfunded Liabilities
December 31, 2017
Page 38 of 56
Unfunded Liability &
Commitments Financial Impact/Notes Status Updates - 9/30/17 Status Updates - 12/31/17
Americans with Disabilities Act
(ADA) Compliance Needs
As facilities are built or repurposed, meeting ADA compliance
will be included in Project Costs. Funding for program
expansion will be needed (General Fund sources). The City
has an adopted policy, as required by Federal Law, that it will
make reasonable accommodations and modifications to
ensure that people with disabilities have an equal opportunity
to enjoy its programs, services, and activities. The City does
not maintain a reserve for these modifications.
In the fourth quarter, the City continued improvements
throughout the city, including curb ramps, crosswalks, pedestrian-
actuated signal infrastructure (“ped heads”), and sidewalk
extensions/reconstructions. While some of the work has been
completed, the project still has not received Texas Department of
Licensing and Regulation (TDLR) compliance inspection and
reporting by a registered accessibility specialist. This will occur at
the end of all construction activities.
The City finalized 2016/17 CIP improvements throughout the city,
including curb ramps, crosswalks, pedestrian-actuated signal
infrastructure (“ped heads”), and sidewalk
extensions/reconstructions. The project still has not been closed
out, however, the Texas Department of Licensing and Regulation
(TDLR) compliance inspection and reporting by a registered
accessibility specialist has occurred.
Sidewalk Maintenance
Currently, new sidewalks are built as development occurs.
Repairs are funded as needed or if funding is available, when
major roads are repaired. Useful life of a sidewalk is
estimated at 40 to 50 years. The largest revenue source
comes from the City’s General Fund, but there has been
some debt funding as well.
The summer projects are wrapping up. All work along Williams
drive is complete, with revegetation underway. 8th and Rock work
waiting on grates to be complete. Crews have moved to Founders
Park, the final area for this project. Construction and railing is
complete on the IH 35 Sidewalk; final revegetation outstanding.
Ribbon cutting to be scheduled for November.
The current projects are Scenic CDBG and Old Town NE sidewalks.
The Scenic CDBG was presented to and approved by GTAB and
Council. Patin Construction was awarded the contract. The notice
to proceed was issued for 2/1/18. The Old Town NE sidewalk
project has begun. The surveying has been completed and it is
roughly 25% drawn. The project is estimated to go out for bid in 5-8
months. There are 2017 GO bond proceeds to cover the cost of this
project.
Park Equipment Maintenance
& Replacement
Over the past 5 years, funding for Park Maintenance and
Replacement has increased. $200K transfer from General
Fund included in FY2018 budget. Staff has listed all assets &
developed replacement schedule funded by the General
Fund, soon to be on EAM.
Planning for Meadow’s Park renovations are scheduled for this
winter. Renovation to the park includes replacement of play
equipment as well as accessibility improvements. Construction is
scheduled to begin early 2018.
Pavilion renovations and playground replacement are scheduled to
be completed this spring at Meadow’s Park. Additional sidewalk
work will be completed to meet ADA compliance as well. The pool
filters at Williams Drive Pool will be replaced in April.
Emergency Medical Service
Special Revenue Fund
2014/15 Annual Budget assumed EMS Program to be
operationally active by June 2015 with revenues to offset
operating and capital costs. Operating deficit would be
funded internally until capital costs were recovered in 5
years.
As of September 30, year-end revenue is estimated to be $2.52
million, including the accrual of August and September incidents.
This is $0.32 million above the budget amount $2.2 million. Year-
end expenditures are expected to be $2.17 million, $0.1 million
over budget. Staff anticipate bringing forward a revenue neutral
budget amendment. Finance and Fire staff continue to study
trends in calls for service, overtime, and revenue, and are working
on projections for the appropriate timing to add an additional
peak demand unit into service.
Fiscal Year 2017 ending fund balance is $(637,773), a decrease from
2016 ending fund balance of $(909,490). An increase in revenue
collection has dramatically increased the EMS funds overall position,
however, staff estimates it will take several years to bring the fund
back into balance after the start-up capital expenditures. The new
peak unit was approved in a December Budget Amendment, adding
staffing and ambulance costs to the fund.
Major Technology Replacement
(IT Internal Service Fund)
CIS billing to be replaced in 2016, funded by utility funds.
Enterprise Resource Planning System (Finance and HR)
selection consultant funding included in the FY2017 budget.
The FY 18 budget includes $2,700,000 for acquisition of the
new Enterprise Resource Planning system(s). The final price
has not been agreed upon in the bid process.
The FY2018 IT allocation model includes $500K of cash funding for
the annual subscription fees for the new ERP system. This is an
estimate until staff select an actual vendor. The model also
includes $300K of increases to existing software contracts. These
large increases are reflected through the many funds throughout
the City. Passing through these costs is necessary to keep the fund
balance from decreasing.
No changes from prior quarter. Staff are working on FY 2019 costs
and allocations.
Page 39 of 56
Unfunded Liability &
Commitments Financial Impact/Notes Status Updates - 9/30/17 Status Updates - 12/31/17
Radio Equipment Replacement
Communication system consisting of 500 on-body and in-
vehicle radios for Police, Fire, and GUS. Replacement radios
are compatible with newer technology.
The 2017 radios are received and being programmed and
deployed. The Emergency Management Coordinator is working on
the procurement of phase II in FY2018. Phase III will be included in
preparations for the FY2019 budget.
No changes from prior quarter.
Street Maintenance
The City funds street maintenance in the General Fund,
supplemented by a 1/8th Street Sales Tax special revenue
fund. In 2017 and 2018, the Council and GTAB reviewed
various methods for enhanced street maintenance and costs.
Direction from Council is to use high performance surface
seals and pavement wearing coarses and begin
programmatically addressing the street network's deferred
maintenance backlog, creating a need for approximately $2
million more per year for street maintenance.
Staff are reviewing funding alternatives to match this level of
maintenance and will bring recommendations forward as part of the
budget process.
Page 40 of 56
City of Georgetown, Texas
Government and Finance Advisory Board
March 28, 2018
SUBJECT:
Cons id eration and p o s s ib le ac tion to rec o mmend to Co uncil authorizatio n for s taff to b egin c o ntract
nego tiatio ns for the purchas e and implementation of an Enterprise Resource P lanning software s ystem with
Sierra Cedar and Workd ay, and if necessary, authorize s taff to b egin c o ntrac t nego tiatio ns with AST. Leigh
Wallace, Financ e Directo r
ITEM SUMMARY:
Background:
In Oc tober of 2016, the City contrac ted with Plante Moran to provid e c ons ulting s ervic es fo r s elec tio n of
an enterp ris e reso urc e planning s ystem. The City currently has no integrated s ys tem fo r HR functio ns. The
City has us ed Tyler ’s Inco d e for more than 20 years for acc o unting, p ayro ll and limited purchas ing
functio ns. The p rojec t with P lante Mo ran inc ludes a needs as s es s ment of HR and Financ e b usines s
functio ns, a s elec tion s trategy fo r an ERP, is s uance of a formal solic itation fo r s o ftware s o lutio ns, vendor
evaluation and d ue d iligence activities , and negotiation sup p o rt with the selec ted vendor.
Staff las t p res ented to GGAF o n May 31 and to C o uncil on June 13, 2017. At that time staff recommended
releas ing a so lic itation for a c lo ud ERP that fully integrates HR and Financ e functio ns. GGAF and Counc il
agreed and the RF P was releas ed in July 2017. A c ro s s -d ep artmental selec tio n committee reviewed s ix
vend o r p ro p os als in Septemb er 2017 fo r functional s p ecific ations , technic al s pec ificatio ns, imp lementatio n
ap p ro ach, ten year total cost of ownership , and vendor qualific atio ns . Three vend o rs were s hort-lis ted for
p ro d uc t demons trations in Octo b er 2017. Due diligenc e activities , including written q ues tion and answer,
written referenc e c hec ks and s ite vis it referenc e c hec ks , were cond uc ted in December 2017 thro ugh Marc h
2018.
Recommendation:
The s elec tion c ommittee recommends Sierra C ed ar and Wo rkday’s jo int pro p o s al bec aus e Workd ay is a
fully integrated ERP multi-tenant c lo ud s o lution, meets the core technic al and functio nal requirements , is
eas y to use and generate rep o rts, and has a sup erior reputation as a s uc cessful implementation firm. Upo n
Counc il ap p ro val in Ap ril, s taff will b egin contrac t negotiations and estimates bringing the s et o f c o ntrac ts
b ack to GGAF and C o uncil in late 2018.
Costs and Budget:
Vend o rs ’ sub mitted one-time c os ts inc lud e imp lementatio n servic es s uc h as c o nsulting o n b es t prac tic es
and pro c es s mapping, c o nverting the c hart of ac c o unts , training projec t particip ants and end us ers , data
conversion, interfac es with o ther s o ftware, and third p arties or subc o ntracto rs needed for the projec t.
Vend o rs ’ s ubmitted ongoing c o s ts includ e annual software lic ense sub s c rip tions fo r the c o re ERP p ro d uc t.
Total o ne-time c o s ts for the S ierra Cedar/Workd ay implementatio n are estimated near $3.6 million. Annual
s ubsc rip tion c o s ts are es timated around $500,000. Ten year to tal c o s t o f ownership is projec ted to b e $9.4
millio n.
Total o ne-time c o s ts for AS T ’s proposed Orac le p ro d uc t are es timated near $3.6 millio n. Annual
s ubsc rip tion c o s ts are es timated around $300,000. Ten year to tal c o s t o f ownership is projec ted to b e $7.4
millio n.
Page 41 of 56
The FY2018 ap p ro ved operating b udget inc ludes $570,000 in annual s ubsc rip tion fees . T he c ap ital budget
inc ludes $2.7 million in debt funding fo r one-time imp lementation c o s ts (amo rtized o ver s even years ). Staff
will recommend a bud get amend ment to meet c os ts of the final c o ntracts .
FINANCIAL IMPACT:
See p res entatio n
SUBMITTED BY:
Leigh Wallace, Financ e Directo r
ATTACHMENTS:
Description Type
Pres entation Pres entation
Page 42 of 56
GGAF March 28, 2018
Enterprise Resource Planning
Selection Project Update
1Page 43 of 56
Selection Project Purpose
•Project approved and funded in FY 2017 Budget
•Conduct a needs assessment for finance and human
resources functions
•Provide a selection strategy
•One solution or two?
•Hosted on premise or in the cloud?
•Product tier 1 or tier 2?
•Write RFP, evaluate proposals and select an
integrated enterprise resource planning system
•Scope the contracting process
•Facilitate change management in the organization
2Page 44 of 56
Selection Project Timeline
3
We are here
Checked in with
GGAF and Council
May/June 2017
Target
Implementation
Kickoff late 2018
Jan –May 2017 Jun -Jul 2017 Aug 2017 –Mar 2018
Page 45 of 56
Needs Assessment Key Findings
•Current system lacks modern ERP functionality
•No ‘true’ HR system/module implemented
•Current limitations force use of side systems
•Lack of integration between City systems
&ERP modules
•Chart of Accounts does not meet City needs
•Limited access to real-time data
•Lack of training & system access
•Lack of user-friendly / flexible reporting
4Page 46 of 56
Advantages to Integrated
Cloud Solution
•Most major vendors are consolidating their product lines to meet public and private sector needs
•Vendors are tapering off on premise solutions and moving products to the cloud
•Cloud vendors are likely to bid aggressively to break into the government/mid-size organization client market
•Most Tier 1 and 2 products will offer a fully integrated ERP that will meet our functional needs; pricing will vary widely
5Page 47 of 56
Cloud Advantages Continued
•No purchase of infrastructure
•Fewer FTEs needed to support
system/infrastructure
•Scalable with growth of organization
•Extremely secure
•Upgrades required –can’t fall behind
•No customization; highly configurable –
must incorporate best practices
6Page 48 of 56
Vendor Evaluation Team
•Leigh Wallace, Finance
•Elaine Wilson,
Accounting
•Rosemary Ledesma,
Purchasing
•Tadd Phillips, HR
•Laura Maloy, HR
•Chris Bryce, IT
•Greg Berglund, IT
•Cherie Vasquez, Police
Administration
•Mike Stasny, GUS
Technical Services
•Plante Moran,
Consultant
Page 49 of 56
Procurement Process
Round 1
•6 vendor responses
•Minimum qualifications
•Complete Response
Round 2
•Evaluation of written proposals
•Vendor background
•Functional requirements
•Technical requirements
Round 3
•3 vendors
•Vendor demonstrations:
•Functionality
•Technical requirements
•Implementation plan
•Implementation plan
•Costs: one-time, ongoing, 10-yr TCO
•Question and answer
•Written reference checks
•Site visits
•Service and support
•Costs
Page 50 of 56
Top Vendor Comparison
Sierra Cedar / Workday
•Multi-tenant cloud
•Highly configurable
•One system
•Highly functional core
requirements; modern
interface
•Third party needs:
cashiering
•Not proposed (potential
third party): debt and
investment tracking
AST / Oracle
•Multi-tenant cloud
•Highly configurable
•Package of integrated HR
and Finance systems
•Functional core
requirements; modern
interface
•Third party needs:
cashiering
•Not proposed (potential
third party): debt and
investment tracking 9Page 51 of 56
Top Vendor Comparison
Sierra Cedar / Workday
•Easy reporting for all user
types
•Project experience
–Similar implementations 16
–One system means all clients
on exact same HR and Finance
cloud product
–References satisfied with
implementation and product
•10-yr total cost of ownership
$9.4M
AST / Oracle
•Reporting requires advanced
skills and additional
resources
•Project experience
–Similar implementations 9
–Some clients on only HR or
Finance, or on premise
instead of cloud
–References satisfied with
implementation and product
•10-yr total cost of ownership
$7.4M
10Page 52 of 56
Recommendation
•Begin contract negotiations with Sierra Cedar
and Workday
•Reserve option to negotiate with AST for
Oracle product
11Page 53 of 56
Initial Cost Estimates
•Basic Assumptions:
–Used real cost proposals and contract data from
Plante Moran clients of similar size and complexity
–Implementation will take 18 months
–3 new FTEs needed for ongoing support of
selected system and training of users
–Project Contingency: 25% of one-time
implementation costs
12Page 54 of 56
FY 2018 Budget $3.5M
•Based on estimates from Plante Moran
•18 months of one-time costs; Debt funded with 7 year amortization
–Software licenses $974,000
–Vendor implementation services $705,000
–Third party project management services $685,000
–Third party interface development $35,000
–Project Contingency $280,000
•One year of ongoing costs; funded through IT and Joint Services allocation models
–Includes 3 FTEs for system support $276,000
–Maintenance and subscription fees $570,000
13Page 55 of 56
Next Steps
•Council approval to negotiate April 10
•Coordinate negotiation with Legal
•Bring contracts back to GGAF and Council early
fall
•Amend implementation budget to line up with
negotiated contract
14Page 56 of 56