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Home My WebLink AboutAgenda_GGAF_06.28.2017Notice of Meeting for the General Gov ernment and Finance Adv isory Board of the City of Georgetown June 28, 2017 at 4:30 PM at Georgetown Communications and Technology Conference Room, located at 510 West 9th Street, Georgetown, TX 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 the minutes from the May 31, 2017 General Government and Financ e Ad visory Board meeting - Danella Ellio tt, Bo ard Liais o n B Co nsideration and possible actio n to approve the Guaranteed Maximum Pric e (GMP ) for the Des ign/Build agreement with G. Creek Co nstruc tion of Aus tin, Texas for the Res toration of Grace Heritage Center – Eric Johns o n, C IP Manager, and Laurie Brewer, As s is tant City Manager 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 __________________, 2017, 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 Page 1 of 13 City of Georgetown, Texas Government and Finance Advisory Board June 28, 2017 SUBJECT: Review the minutes fro m the May 31, 2017 G eneral Go vernment and Financ e Advis o ry Bo ard meeting - Danella Ellio tt, Board Liaison ITEM SUMMARY: Review the minutes fro m the May 31, 2017 G eneral Go vernment and Financ e Advis o ry Bo ard meeting - Danella Ellio tt, Board Liaison FINANCIAL IMPACT: N/A SUBMITTED BY: ATTACHMENTS: Description Type 05.31.2017 GGAF DRAFT MINUTES Backup Material Page 2 of 13 Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, May 31, 2017 at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, May 31, 2017 at 4:30 PM at the Georgetown Communications and Technology building (GCAT), located at 510 West 9th Street, Georgetown, Texas. Board Members Present: City Staff Present: Tommy Gonzalez, Chair David Morgan, City Manager John Hesser, District 3 Laurie Brewer, Assistant City Manager James Bralski Leigh Wallace, Finance Director Chere` Heintzmann Severine Cushing Board Members Absent: None Tadd Phillips, HR Director Laura Maloy, Assistant HR Director Niki Ross, HR/Benefits and Wellness Administrator Tracey Bousquet, HR Generalist Chris Bryce, IT Director Greg Berglund, Assistant IT Director Mike Stasny, Technical Services Manager Sabrina Poldrack, Administrative Assistant Elaine Wilson, Controller Others Present (conference call): Mike Riffel, Plante Moran Natalie Schwarz, Plante Moran Mike Grossman, Plante Moran Legislative Regular Agenda Tommy Gonzalez, Chair called the meeting to order at 4:33 p.m. He asked that everyone introduce themselves. A Review minutes from the March 29, 2017 General Government and Finance (GGAF) Advisory Board -- Danella Elliott, Executive Assistant Board did not have any comments regarding the minutes from March 29, 2017. Motion to approve the minutes by James Bralski, second by Chere` Heintzmann. Approved 5-0; B Discussion of the Enterprise Resource Planning project – Leigh Wallace, Finance Director Leigh introduced the Steering Committee for the Enterprise Resource Planning project (ERP), which consists of Laurie Brewer, Assistant City Manager; Tadd Phillips, HR Director; Laura Maloy, Assistant HR Director; Chris Bryce, IT Director; Greg Berglund, Assistant IT Director; Mike Stasny, Technical Services Manager; Eric Lashley, Library Services Director; and Leigh Wallace, Finance Director. The purpose of the project is to replace the City’s current software program, Tyler’s Incode. The City has been using this software since the mid 90’s for accounting, payroll, and purchasing, but it is not an integrated system for HR functions. Plante Moran will help the City come up with the best software solution to meet the majority of the needs and also find a software that will be updated as needed, ensuring that we will stay current, so the system continues moving forward in the years to come. Once a decision is made on what will best fit the City, an RFP will be issued for bids. Page 3 of 13 Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, May 31, 2017 at 4:30 PM Leigh presented a PowerPoint presentation demonstrating to the Board where the City is in the ERP process and the upcoming steps. Discussion ensued among the Board Members, mainly concerns on pricing for the new software, finding the most compatible software for the City’s needs, not purchasing a software that will need to be replaced in the near future, or a product higher than our needs actually are. David Morgan, Mike Ruffel (Plante Moran), Chris Bryce, and Leigh Wallace all gave ample information to the Board, assuring them that the City and Plante Moran are working diligently to see that the final software product is one that will benefit the City now and in years to come. Leigh and Chris informed the board that this project was beyond what our current IT staff could handle with the on premise option, noting it would take 7 FTE’s of highly skilled and trained IT professionals to manage a new, secure software. The public or private cloud-based option is more secure, comes with less liability, and more cost effective, needing only 3 additional FTE’s to manage it. Leigh discussed cost scenarios provided by real customers from Plante Moran. It showed both high and low scenarios for all 3 options that the City is considering, (On-Premise option, Private Cloud, or Public Cloud). The high scenarios caused concern with the Board, which recommended that Leigh narrow down the presentation for Council in terms of costs, and only reflect more realistic numbers and the Steering Committee’s final recommendation, noting that GGAF had “vetted” it thoroughly. The FY2018 budget request for the project is set to be at $3.5 million. Chere’ said the “estimate high and expect the unknown”, and recommended that Leigh add more money to her request for items that come up during the ERP process. She stated that she has been through this process before and items will come up that you didn’t plan for. Chere’ requested that Leigh send her the RFP template, as she would like to review it prior to sending it out for bids. She also commended Leigh and staff on this presentation. No action was needed for this item. C Employee Compensation, Benefits, and Wellness Update – Tadd Phillips, Human Resources Director Adjournment Tadd introduced is HR staff to the Board. His presentation was an update on the FY2018 City Manager’s Proposed Budget that will include Compensation & Benefits programs aligned with Fiscal & Budgetary Policy, Compensation, Benefits, and Wellness. Most of the discussion on the presentation was directed towards how the City was handling performance evaluations and merit raises. The Board wanted to ensure that the City is providing the employees rated as “outstanding” or “exceeding expectations” a career path to continue advancing and also fair compensation to those same employees so that we don’t lose them to other companies. Also recommended by the Board was to check private sector positions in addition to other local governments for fair market value of jobs. Chere’ stated that if we are losing some people to the private sector because of pay, then we need to make sure we are being competitive with them also. Tadd and David assured the Board that HR is working through many options to recognize employees that go above and beyond. No action was needed for this item. Page 4 of 13 Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, May 31, 2017 at 4:30 PM Motion to adjourn the meeting at 7:00 p.m. by John Hesser; second by Severine Cushing. Approved 5-0 __________________________________ ____________ Tommy Gonzalez Date Board Chair __________________________________ ____________ Severine Cushing Date Board Secretary __________________________________ ____________ Danella Elliott Date Board Liaison Page 5 of 13 City of Georgetown, Texas Government and Finance Advisory Board June 28, 2017 SUBJECT: Cons id eration and p o s s ib le ac tion to approve the Guaranteed Maximum Pric e (GMP) fo r the Design/Build agreement with G. C reek Cons tructio n o f Aus tin, Texas fo r the Resto ration o f Grac e Heritage Center – Eric Jo hns o n, CIP Manager, and Laurie Brewer, As s is tant City Manager ITEM SUMMARY: On July 12, 2016 , the City Counc il ap p ro ved the Design/Build - cost of the work p lus d es ign-b uilder ’s fee with a guaranteed maximum pric e agreement with G. Creek Co nstruc tio n o f Aus tin, Texas for the Grac e Heritage Restoratio n p ro ject. G. Creek Co ns truc tio n p artnered with ARC HITEXAS, who p erfo rmed the original Architec tural Assessment d ated Oc tober 28, 2015. In May 2017, ARCHITEXAS c ompleted the res toratio n d es ign and s ubsequently G. C reek Cons tructio n b egan working on their Guaranteed Maximum Pric e (GMP ). The GMP for Grac e Heritage Resto ration is $437,333, plus $34,080 profes s ional s ervic es that was agreed to in the o riginal Design Build Co ntract. An additio nal $19,938 c o ntingenc y (5%) is reques ted for unfo res een co nditio ns . T he total projec t p ric e is not to exceed $491,350. The total p ro ject pric e inc ludes s everal elements, no t within the original sc o p e of the p ro ject, including ADA, Res troo m exterior and s tained glas s res toratio n. FINANCIAL IMPACT: The p ricing s ummary is detailed below: Co nstruc tion/Rehab $348,948 Ad d itional Sc o p e – ADA $103,418 Ad d itional Sc o p e – Res tro o m $25,472 Ad d itional Sc o p e – Stained glass $13,512 Total project $491,350 This total includes a $19,938 c o ntingenc y for unfo res een cond itions . The total projec t is around $59,000 o r 13% mo re than o ur es timates and bud get. As a p o tential s o lutio n, we as ked o ur finance s taff to reconcile and review interes t earnings o n b ond ac c ounts , as well as b o nd proc eed s that were remaining fro m c o mp leted projec ts as a p o tential funding s o urc e. They fo und that we have $59,000 remaining in a 2015 bond fund that c o uld b e us ed to wards fac ility improvements and rec ommend utilizing this source. A s ummary o f the fund ing sources is detailed: Co uncil’s 2016 SR F $140,000 (Previous ly ap p ro ved b y Counc il) 2017 b o nd is s ue $150,000 (Previous ly ap p ro ved b y Counc il) 2016 ADA funding $103,350 (Previous ly ap p ro ved b y Counc il) 2015 b o nds/interes t $59,000 (Pending GGAF & Co uncil ap proval) Page 6 of 13 TIRZ maintenanc e/res tro o ms $25,500 (Previous ly ap p ro ved b y Counc il) TIRZ maintenanc e funding $13,500 (Previous ly ap p ro ved b y Counc il) Total project funding $491,350 SUBMITTED BY: Eric Jo hns o n, CIP Manager and Laurie Brewer, As s is tant City Manager ATTACHMENTS: Description Type Grace Heritage Propos al Backup Material Grace Heritage Pres entation Pres entation Page 7 of 13 512-452-5640 Office 512-452-5916 Fax PO Box 163764 Austin, TX 78716 www.gcreek.com Job Name:Grace Heritage Center Estimator:Leo Cardenas Job Address:881 S. Main St. Georgetown, TX 512.745.7929 Bid Date:June 19, 2017 leo@gcreek.com DIV ITEM LABOR MATRL SUB NOTES 1 General Conditions $9,450.00 $150.00 $4,475.00 Permit $0.00 $0.00 $0.00 By Owner Pre-Construction Design and Pricing $0.00 $0.00 $0.00 General Labor $6,500.00 $0.00 $0.00 Lift and scaffolding $0.00 $0.00 $4,100.00 Daily Clean $600.00 $320.00 $0.00 Final Clean $1,950.00 $0.00 $0.00 2 Site Work Erosion Controls $0.00 $0.00 $0.00 Landscaping protection Demolition $0.00 $0.00 $0.00 Included in Woodwork Haul off $0.00 $0.00 $0.00 Included in Demolition Crushed Granite $750.00 $600.00 $0.00 Site Restoration $0.00 $0.00 $3,500.00 Allowance 3 Concrete Concrete Sidewalks $4,100.00 $3,650.00 $400.00 520 sf Concrete Ramp $3,900.00 $1,700.00 $0.00 205 sf Curb & Gutter $0.00 $0.00 $0.00 N/A 4 Masonry Stone Masonry $0.00 $0.00 $4,300.00 Reset loose stones and chemically clean stone base Stucco Repairs $0.00 $0.00 $850.00 5 Metals Guardrails, Railings, & Handrails $0.00 $0.00 $8,350.00 6 Wood Woodwork $0.00 $71,000.00 $82,500.00 Demo per plans. Install rabbeted beveled wood siding, cove trim and flashing, wood stairs and decking. Includes Mahogany 7 Thermal & Moisture Protection Roofing $0.00 $0.00 $23,600.00 Misc. Flashing $0.00 $0.00 $0.00 Included in Roofing 8 Doors & Windows Wood Doors, Frames & Hardware $0.00 $0.00 $24,500.00 Includes $1,300.00 hardware Allowance Windows $0.00 $0.00 $31,750.00 9 Finishes Painting $0.00 $0.00 $35,100.00 10 Specialties Access hatch at bell tower roof $0.00 $0.00 $1,420.00 Repair damaged foundation Grilles $0.00 $0.00 $600.00 Clean Belfry $0.00 $0.00 $850.00 Restore Bronze Plaques $0.00 $0.00 $1,200.00 Allowance 15 Mechanical Plumbing $0.00 $0.00 $0.00 N/A HVAC $0.00 $0.00 $0.00 N/A 16 Electrical Electrical/Lighting $0.00 $1,200.00 $4,500.00 Includes $1,200.00 allowance for light fixtures Fire Alarm $0.00 $0.00 $0.00 N/A data / phone / cabling/sound system $0.00 $0.00 $0.00 N/A $27,250.00 $78,620.00 $231,995.00 Material Total w/tax 0.00%78,620.00$ Labor w/ Burden 35,697.50$ Sub/Equipment 231,995.00$ Subtotal 346,312.50$ GC Overhead 6.00%20,778.75$ GC Fee 6.00%20,778.75$ GL Insurance 3,064.17$ Subtotal 390,934.17$ PP Bond 7,818.68$ Price per SF #REF!Total Proposal $ 398,752.86 PROPOSAL PROJECT SUBTOTAL Page 8 of 13 ALLOWANCES: ALLOW. 1 Allowance to replace four exterior light fixtures.1,200.00$ ALLOW. 2 Allowance for new hardware at doors 101 and 102. Included in Wood Doors, Frames, & Hardware Total Allowances:1,200.00$ ALTERNATES: ALT 1 Fabricate siding out of Douglas Fir, Clear vertical grain, in lieu of Red Cedar **See Notes** ALT 2 2,675.00$ 2,840.00$ ALT 3 No price change ALT 4 2,300.00$ ALT 5 3,800.00$ Exterior Architectural Woodwork 7,475.00$ Thermal & Moisture Protection 1,900.00$ Finishes 10,530.00$ ALT 6 3,150.00$ B. Restore stained glass panels including wood sash and reinforcing bars.9,425.00$ ALT 7 (1,160.00)$ Total Alternates:42,935.00$ NOTES: NOTE 1 Douglas Fir not recommended for this application by wood suppleier. Supplied did not provide quote. *** The following Items have been excluded from proposal. They are on Probable cost estimate but not on plans:*** Modify Grade at southeast, Test Sprinkler system and adjust heads as needed, Repair leaking condenser line. Exclusions: Millwork, Fire Alarm, Fire Sprinklers, Furniture, Self Storage, Vision Screen, Site prep and demolitions, Landscaping & Irrigation, Water Feature, , Fencing, Site paving, Vegetative roof. Option 1: Fabricate wood window sills, exterior wood trim and wash elements out of Accoya Grade A2 in lieu of Honduran Mahogany. Option 2: Fabricate wood window sills, exterior wood trim and wash elements out of Redwood, Heart B grade, in lieu of Honduran Mahogany. Fabricate wood doors and frame out of Spanish Cedar FAS Select in lieu of Honduran Mahogany. Removed and salvage existing brick pavers north of existing restroom building and replace with compacted crushed granite walkway. Crushed granite walkway shall be part of the accessible route from the accessible parking space east of the existing restroom building to the base of the new ramp. As such, the running slope shall not exceed 5% and the cross slope shall not exceed 2%. Enlarge planting bed at west portion of removed ramp. Masonry A. Remove and replace protective glazing with vented aluminum frame and clear acrylic glazing Painted wood guardrails with painted galvanized metal handrails at West Entry platform and steps as indicated on Sheet A-2.01A. Wood species shall be Honduran Mahogany (Swietenia Macrophylia), heartwood. Page 9 of 13 6/23/2017 1 Grace Heritage Center Restoration - GMP June 28, 2017 GGAF Background • GGAF – Design Build – June 29, 2016 • City Council – approval – July 12, 2016 • Design completed by ARCHITEXAS – May 1, 2017 • GGAF – Guaranteed Maximum Price (GMP) – June 28, 2017 Page 10 of 13 6/23/2017 2 City of Georgetown Guaranteed Maximum Price – $437,333 • Construction – 398,753 • Alternates – $38,580 – 4 Replace Pavers with DG – 5 Restroom Exterior – 6 Stained Glass Restoration • Professional Services - $34,080 • 5% Contingency – $19,938 • TOTAL – $491,350 City of Georgetown Alternates – $38,580 • Alternates 4 – $2,300 – Replace Pavers with Decomposed Granite until future Plaza • Alternates 5 – $23,705 – Restroom Exterior – Restore and repaint • Alternate 6 - $12,575 – Stained Glass Restoration Page 11 of 13 6/23/2017 3 City of Georgetown Beyond Original Scope •ADA – Replace Pavers with Decomposed Granite until future Plaza • Detached Restroom – Restroom Exterior – Restore and repaint • Stained Glass Restoration – Stained Glass Restoration City of Georgetown (Includes Professional Services) Construction $ 348,948 ADA $ 103,418 Additional Scope Restroom $ 25,472 Additional Scope Stained Glass $ 13,512 Additional Scope TOTAL $ 491,350 Construction Budget $ 348,948 Owner Contingency $ 20,000 Estimates by ARCHITEXAS $ 290,000 Over Budget 13% $ 38,948 Budget Breakdown Page 12 of 13 6/23/2017 4 City of Georgetown Funding Source Council 2016 SRF $140,000 2017 Bonds $150,000 2016 ADA Funding $103,500 2015 Bonds/Interest (Facilities) $ 59,000 TIRZ (Restroom) $ 25,500 TIRZ or PG (Stained Glass) $ 13,500 TOTAL $491,500 Funding Next Steps • Ratify contract with G Creek for approved GMP – Completed July 2017 • Begin Construction – August 2017 – Estimated Construction time is 30 to 45 days. City of Georgetown Page 13 of 13