HomeMy WebLinkAboutAgenda_GGAF_08.26.2015Notice of Meeting for the
General Government and Finance Advisory Board
of the City of Georgetown
August 26, 2015 at 3:30 PM
at Georgetown Communications and Technology Conference Room, located at 510
West 9th Street, Georgetown, TX
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 at least four (4) 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.
Legislative Regular Agenda
A Review minutes from the July 29, 2015 GGAF meeting - Danella Elliott, Executive Assistant
B Consideration and recommendation on award of Bid #201545 to FTWOODS Construction of
Georgetown, TX in the amount of $4,277,850.00 for construction of the Westside Service Center -
- Wesley Wright, P.E., Engineering Director
C Consideration and recommendation on a contract to Ford Audio-Video Systems, LLC of Austin,
TX in the amount of $101,306.32 for the Westside Service Center -- Wesley Wright, P.E.,
Engineering Director
D Consideration and recommendation to Council on a contract with Brycomm, LLC of Austin, TX
in the amount of $64,974.84 for communications cabling associated with the Westside Service
Center -- Wesley Wright, P.E., Engineering Director
E Consideration and recommendation to Council on a contract with Convergint Technologies of
Austin, TX in the amount of $100,129 for security systems for the Westside Service Center --
Wesley Wright, P.E., Engineering Director
F Consideration and recommendation on a contract to Furniture for Business in the amount of
$206,605.04 for office furniture for the Westside Service Center -- Wesley Wright, P.E.,
Engineering Director
G Consideration and recommendation on award of a contract to Tempset Controls of Cedar Park, TX
in the amount of $50,000 for Westside Service Center building controls -- Wesley Wright, P.E.,
Engineering Director
H Consideration and recommendation on a Task Order with Terracon Consultants, Inc., of Austin,
TX in the amount of $50,000 for materials testing and inspection services associated with the
Westside Service Center -- Wesley Wright, P.E., Engineering Director
I Consideration and possible approval of annual appropriations to several large Information
Technology vendors for maintenance services during the FY 2016 fiscal year - Chris Bryce, IT
Director
J Requested follow-up from the May 27th meeting to discuss IT security, IT disaster recovery, and
the IT Master Plan - Chris Bryce, IT Director
K Consideration and possible action for approval of award of agreement for Employee Health
Benefits to United Health Care, MetLife and Dearborn National - Tadd Phillips, HR Director
Page 1 of 100
CERTIFICATE OF POSTING
I, Jessica Brettle, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice
of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public
at all times, on the ______ day of __________________, 2015, at __________, and remained so
posted for at least 72 continuous hours preceding the scheduled time of said meeting.
____________________________________
Jessica Brettle, City Secretary
Page 2 of 100
City of Georgetown, Texas
Government and Finance Advisory Board
August 26, 2015
SUBJECT:
Review minutes from the July 29, 2015 GGAF meeting - Danella Elliott, Executive Assistant
ITEM SUMMARY:
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Danella Elliott, Executive Assistant
ATTACHMENTS:
Description Type
7.29.15 Draft GGAF Minutes Backup Material
Page 3 of 100
Minutes of the Meeting of the
GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF)
City of Georgetown, Texas
July 29, 2015
The General Government and Finance Advisory Board met at 3:30 p.m. on Wednesday, July 29, 2015 in the
Georgetown Communications and Technology Conference Room, located at 510 West 9th Street, Georgetown,
Texas
MEMBERS PRESENT: Keith Brainard, Chair, Tommy Gonzalez, John Hesser,
MEMBERS ABSENT: Ralph Mason, Thomas Bonham
STAFF/OTHERS
PRESENT: Micki Rundell, David Morgan, Laurie Brewer, Bridget Chapman, Lisa Haines, Paul Diaz,
Trina Bickford, Matt Synatschk, Jack Daly, Terry Putnam (Citizen)
A copy of these minutes, containing detailed information on the items listed below will be available in the Finance
and Administration Office, located at 113 East 8th Street, Georgetown, TX and can be found online at
http://agendas.georgetown.org/
Executive Session
In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon’s Texas Codes, Annotated, the
items listed below will be discussed in closed session and are subject to action in the regular session that follows.
Regular Session – Called to order at 3:30 p.m.
The GGAF Board may, at any time, recess the Regular Session to convene an Executive Session at the request of the
Chair of the GGAF Committee for any purpose authorized by the Open Meetings Act, Texas Government Code
Chapter 551.)
Public Wishing to Address Council
On a subject that is posted on this agenda: Please fill out a speaker registration form. Clearly print your name and
the letter of the item on which you wish to speak and present it to the Chair or Board Liaison, preferably prior to the
start of the meeting. You will be called forward to speak when the Board considers that item.
On a subject not posted on the agenda: Persons may add an item to a future Board agenda by contacting the Liaison
prior to the creation of the agenda for the following meeting, with the subject matter of the topic they would like to
address and their name. The Board Liaison can be reached at 512-930-3676 or by email at
danella.elliott@georgetown.org
Statutory Consent Agenda
The Statutory Consent Agenda includes non-controversial and routine items that Board may act on with one single
vote. A board member may pull any item from the Consent Agenda in order that the Board discuss and act upon it
individually as part of the Regular Agenda.
Legislative Regular Agenda
The Board will individually consider and possibly take action on any or all of the following items:
Keith Brainard, Chair, called to meeting to order at 3:30 p.m.
A. Review minutes from the June 16th and June 24th, 2015 GGAF meetings – Danella Elliott, Executive
Assistant
Motion by Gonzalez; seconded by Hesser. Unanimously approved.
Page 4 of 100
B. Consideration and possible action to approve contracting with Cox Mclain Environmental Consulting,
Inc. in an amount not to exceed $ 90,698.00 for an update to the 1984 and 2007 City of Georgetown
Historic Resource Survey - Matt Synatschk, Historic Planner and Laurie Brewer, Assistant City
Manager
Matt Synatschk explained that this is a request to consider the contract for updating the existing 1984 and 2007
historic resource surveys.
They have been out for bid twice, and 4 applications were received. A scoring committee made up of city staff
and citizens from the community were involved. The applicant selected was a team made up of Cox Mclain
Environmental Consulting and SWCA. They were one of the lowest priced responses, but the primary reason
this firm was selected was because they had recently completed a process similar in scope to this one in a
similar situation such as ours. They were able to do it in about 6-7 months. The proposal is a total of $90,968;
the request is for approval not to exceed this amount.
The Board said to remember to be mindful of any property that was previously missed on the earlier surveys,
and have it thoroughly reviewed and possibly give the option of being historic or not, if this scenario should
arise.
Gonzalez asked for the scope and criteria used to identify historical structures, etc. Synatschk responded that
they used the National Register of Historic Places criteria, which is the standard used. He just wants to make
sure that once a structure has been designated, we have an established written contract policy so that the
owners will know what is going on with their buildings if a property goes from non-important to important, or
vice-versa. Synatschk said that the current survey has 1,574 properties on it. There are about 500 that are
noncontributing (no historic significance). The process/changes will be documented. The RFP was written so
that if there are alterations that caused the property to change in status from 2007, they will have to fill out a
complete historical resource survey form that will clearly identify why the building is historic and the reason it
became more significant, (i.e., because of age, etc) will be clearly outlined.
Brewer said that this will be the survey that is used to categorize properties as contributing and
noncontributing properties, as outlined in the recently adopted Unified Development Code amendments. In
addition, the survey will identify potential properties eligible for the new Historic Landmark designation.
Gonzalez questioned the role of the GGAF Board on items such as this. GGAF is supposed to be financial,
and he finds himself getting too deeply involved in the policy just so that he can feel comfortable making the
financial decisions. Brewer explained that it they always try to go through a Board vs. going straight to
Council, just for more input prior to Council consideration. He appreciates the attention paid to this subject as
it will be a highly visible and watched process and wants to make sure we cover all angles to be very
transparent during the process.
Hesser said that he doesn’t see getting $90,000 worth of value from the survey. He feels the money could be
used better some other way. His objection is that he doesn’t believe we should be placing this burden on
homeowners because if their house is classified as historic, they will have to fall under new governance.
The RFP includes a database of properties to add to our system. There will be public meetings, and the
ultimate goal is to bring completed survey to Council.
Brainard noted that there was over $9,000 left (the current fiscal year 2015 budget includes $50,000 and the
proposed 2016 fiscal year budget includes an additional $ 50,000) in the proposed outline; he suggested to use
this money to formally notify each property owner by certified letter of where their property stands.
Motion to approve the contract with Cox Mclain Environmental Consulting in the amount not to exceed
$90,698 for the update of the City of Georgetown historic survey and in addition, not to exceed the $100,000
total to be used to notify all property owners of the results.
Motion by Gonzalez; Second by Hesser. Unanimously approved.
C. Updated information and further clarification regarding the selection of JPMorgan Chase for Bank
Depository Services for a two year period beginning September 1, 2015, with an annual option to renew
for up to three more years – Lisa Haines, Controller and Micki Rundell, Chief Financial Officer
Page 5 of 100
Brainard reminded the Board that this item came before GGAF last month, and the unsuccessful bidder wanted
to raise some issues, and did so, and so we agreed to discuss this item again.
Haines explained that this item provided additional clarification regarding the services provided by BBVA
Compass and to validate the continued recommendation of JPMorgan Chase as the City’s Depository selection
for the next two year period, beginning September 1, 2015. Haines noted that an updated summary was
included in the packet.
The City solicited applications for bank depository services and received back two applications from two well-
known and qualified firms: JPMorgan Chase and BBVA Compass Bank. The evaluation analysis was
performed by Valley View Consulting, L.L.C.
The proposals were comparable in many of the services solicited. Both institutions had good financial strength
and the ability to provide the bank services requested to meet the City’s needs. Both banks offered fixed terms
for the full five years.
Below is a listing of some of the services:
JPMorgan Chase BBVA Compass Bank
Positive Pay with Payee Name Yes Offers Positive Pay without payee
name
Reserve Requirements No Yes, 10%
Consumer Bill Pay Processing Yes No, possibly 4th Qtr
Courier Service Yes through 3rd party No
• Conversion costs – while BBVA has offered $10,000 cash to offset conversion costs, we believe our true
conversion costs would be closer to $20,000 when you take into account staff time and the various departments
that would be involved – Accounting, Customer Care, Legal, Municipal Court, and IT.
• BBVA has no local references. All references provided were in the surrounding counties.
• We previously had $18M in a MM account with BBVA. Due to changes in the banking industry, the interest
rate on our public funds money market account (10bp over 30-day LIBOR) was no longer going to be available,
thus we needed to move our funds. Haines clarified that BBVA notified the City of these future changes and
ultimately agreed to work with the City to ensure there was not a loss of anticipated City interest revenue.
• Two Texas public fund entities had BBVA as their depository, and after the initial term, BBVA refused to
extend the contract for the additional years even though their contract specified no changes.
• JPMorgan Chase remains as the staff’s recommendation for the City’s depository services provider, but felt that
further clarification of the services that BBVA Compass provides is appropriate.
• Rundell and Haines noted that we just do not have the resources at this time to go through a conversion, due to
staff turnover, as well as preparing for the upcoming CIS conversion.
Gonzalez suggested that when taking this item to Council, it is important to represent what we want accurately, and
not paint a negative picture. When first presented, if the recommendation had been presented in a manner that
indicated it was not possible to change because of certain things going on within the organization and therefore not
worth considering a conversion at this time, that would have been an acceptable decision. But when the presentation
was made, it seemed like financially it was going to better deal and the other bank didn’t live up to the minimums
(which was the appearance to BBVA after the initial recommendation). It was taken as a personal “slap” to the
institution because they felt like that in the public record, they did something negative and were not good enough.
Gonzalez said that we need to be careful in the way we represent what we want accurately and not try to “lead”
something and base information that is not completely accurate because we want a certain outcome. He said to
make certain in the future that we do not paint an institution in a negative manner. Haines explained that was not the
intention at all.
Hesser also requested a rating on each of the banks.
This was an informational item, but for clarification, the primary reason for the recommendation to stay with
JPMorgan Chase is:
Page 6 of 100
Due to staffing shortages, as well as, upcoming technology changes, staff recommends awarding this contract to
the incumbent, JPMorgan Chase. They have provided us with consistent and efficient services and excellent
customer service, have been responsive to our needs and have a proven track record. The current cost would not
justify the expenditure of adding staff and people to do the conversion right now.
D. Follow up discussion on the status of the FY2014 General Fund yearend surplus funds and related
allocation – Micki Rundell, Chief Financial Officer
Brainard noted that this item came up earlier this year and there was confusion. He feels that the majority of the
board understood that a certain amount of surplus from last year was available and allocated in a certain
manner, and then learned later that things turned out to be different. He asked for clarification in this matter as
to what the size of the surplus was from last year and how those surplus monies were used.
Rundell explained that this item is clarification regarding the FY2014 General Fund yearend surplus funds that
were previously discussed at GGAF. She said that she believes there was misunderstanding about yearend
funds being co-mingled with unappropriated current year (CY) funds. She said that we originally thought we
had $713,000 of YE excess after 9/30. There was a YE audit adjustment because the new auditors didn’t like
the way the Rivery PID revenue was classed, so they asked us to reverse the entry. That left ending
unappropriated excess surplus balance of $476,000. We talked about using that amount to “shore up” the EMS
program. The co-mingled funds were also used to appropriate funding for a Budget Amendment (BA) for the
costs associated with the City Manager search. There was about $450,000 in General Fund revenues that came
from the Western District. We never appropriated the Western District when we adopted the budget, but when
we did the Western District BA, we only appropriated the expenditures out of the Water Fund. We never
recognized the incoming revenues to the General Fund. We knew the revenue was there, not appropriated, and
wanted to take advantage of being able to recognize that offset and this was done through a BA to make the
adjustments necessary to fund the City Manager search.
True reconcilement remaining in the original YE14 unappropriated excess is $26,000. We won’t know the
exact CY Western District amount until all revenues are booked for the year. There is approximately $191,000
left of unappropriated money. At the Council Meeting on July 28th, the City Manager presented his proposed
budget, and there were questions about the $l.4M. Included in that amount is the $26,000 for FY 15, as well as
excess unappropriated money from the Western District.
Morgan explained that $550,000 is going to the SRF and will be a segregated account going forward, which will
be easier to track. Gonzalez asked where this was, and Rundell replied that it is on the balance sheet and will be
recognized in the future.
Morgan said that when we close the year, we will time it so that it is truly the excess unallocated YE fund
balance after we close the year so there won’t be adjustments.
Gonzalez is hoping to “shore up” accounting issues and start with a clean slate and a clearly defined starting
point, budgeting from a true amount from the beginning. He noted that it adds wrinkles when we are trying to
figure percentage of growth. He would like a listing of one time or limited time revenue sources. He would
like a discipline in writing so that it becomes policy. Morgan said that we will make sure we are estimating
correctly.
Brainard felt that coming out of 3/25 meeting, and according to the minutes, there was about $925,000 and this
board voted unanimously to allocate this in a particular manner and somewhere along the way, subsequent to
that, those numbers changed. He remembers that it was brought to GGAF or Council to get their blessing, and
it was not clear to him that we had done that. At the last GGAF meeting, 4 out of 5 members of that board still
had the understanding of what had come out of March meeting, and that had fundamentally changed. What he
would like, in the future, is that if something changes, we don’t get into accounting adjustments, but rather say
“this changed”, and for example say, “we are no longer allocating $100,000 to cemetery or health insurance
fund, we have only this certain amount.” It is not clear to him how it subsequently changed and what has
happened to this surplus.
Morgan said that from a communications standpoint, from the 3/25 GGAF Meeting, we moved forward on 4/14
with a BA for Council consideration, which 2 of those items were specifically related to the direction GGAF
gave on the 25th, including the City Manager transition expenses and also the EMS increased operational cost at
40%. The BA on 4/14 did those two things. What we needed to do was provide clearer communication to
Council on 4/14 about that and follow up to explain what happened. The cemetery and self insurance will Page 7 of 100
continue to see funding in the proposed budget. There was a need to explain what happened and tie the
discussion together and we will continue to do that in the future, but it did not happen like that in this situation.
Gonzalez said that the gap was the accounting adjustment that turned everything upside down and they never
received an explanation.
It was suggested that in the SRF, make a point of spending oldest money first; first in and first out; and
document that and have an accounting for all expenditures. Since the cemetery and health insurance fund were
recommended by GGAF for funding, these should be looked at first.
Brainard wants to include the unfunded liabilities discussion in a future meeting, as he felt it was a very positive
development this Board has taken on.
Hesser asked for clarification on why we do not have the software to provide a financial statement to identify
each entity (fund) as separate funds; he wants a financial statement separate for each entity. Morgan said that
we could provide fund schedules to the Board. Hesser would just like for the financial data to be posted
transparently.
Brainard would like to work with the City Manager and staff to develop a high-level reporting system to
come up with the Board’s recommendations, wants and needs. The Board was in agreement.
Brainard recognized citizen Terry Putnam as being in the audience.
Page 8 of 100
Adjournment
The meeting was adjourned at 4:45 pm.
_______________________ ____________
Keith Brainard Date
Board Chair
_______________________ _____________
Thomas Bonham Date
Board Secretary
_______________________ _____________
Danella Elliott Date
Board Liaison
Page 9 of 100
City of Georgetown, Texas
Government and Finance Advisory Board
August 26, 2015
SUBJECT:
Consideration and recommendation on award of Bid #201545 to FTWOODS Construction of
Georgetown, TX in the amount of $4,277,850.00 for construction of the Westside Service Center -
- Wesley Wright, P.E., Engineering Director
ITEM SUMMARY:
The Westside Service Center is a proposed annex of the Georgetown Municipal Complex to be
located at the northeast corner of Williams Drive and Jim Hogg, just west of Del Webb Blvd. The
facility will primarily support utility operations - Water, Wastewater, and Electric. Transportation,
Inspections, and Engineering will also have a presence at the facility. Additionally, the facility will
house the city's Conservation department and serve as a showcase for their programs and
initiatives.
The proposed facility contains approximately 11,000 square feet of air conditioned office and
utility workstation space, along with approximately 6,500 square feet of enclosed bay/storage
space. Additionally, there is approximately 5,000 square feet of outside, covered storage space.
The facility will be capable of supporting approximately 50 utility workers as well as over 30
office personnel. The Westside Service Center will have a large training room, as well as two
formal and one informal conference room.
The project was advertised for bid over six (6) weeks throughout June and the first half of July.
Staff received a total of five (5) bids. Bids were very competitive with the three lowest bidders
separated by less than $100,000. Detailed bid tabulations are attached for reference.
In addition to the base bid which included both site and architectural work, staff included a total of
eight (8) alternate bids for consideration:
Alternate 1 - Concrete Paving (instead of asphalt)
Recommended for approval due to decreased life cycle and maintenance costs.
Additionally, concrete is much more functional for heavy loads and turning
movements expected at the facility.
Alternate 2 - Spray Foam Insulation
Recommended for approval due to the added HVAC operational efficiencies and
overall sustainability.
Alternate 3 - Bird Mesh Protection (for outside overhand)
Recommended for approval to prevent nuisance of nesting birds over materials,
vehicles, and equipment.
Alternate 4 - Remove Entryway Millwork
NOT recommended for approval due to lack of formal entryway and/or desk for
greeting guests.
Alternate 5 - Additional Landscape Trees
NOT recommended and not required per the city's Unified Development Code.
Alternate 6 - Reduced Fencing
NOT recommended due to aesthetics, minimal costs, and additional fencing
obligations per the terms of the original property acquisition contract.
Page 10 of 100
Alternate 7 - Lightning Protection
Recommended for approval due to potential damage and disruption of the facility
resulting from a potential strike.
Alternate 8 - Additional Office Space (approximately 1,400 SF)
Recommended for approval due to increased costs of future expansion and
competitive pricing
FTWOODS is located in Georgetown and has successfully completed multiple projects for both
public and private entities. Staff recommends awarding Bid #201545 to FTWOODS including the
Base Bid and Alternates 1, 2, 3, 7, & 8. Construction is estimated to take ten (10) months.
FINANCIAL IMPACT:
The base bid and combined recommended alternates (1, 2, 3, 7 & 8) is $4,277,850.00.
Funds are available in previously issued self-supported debt and the water/electric fund balances.
SUBMITTED BY:
Wesley Wright
ATTACHMENTS:
Description Type
Westside Service Center Bid Tabs Backup Material
FT Woods Recommendation Backup Material
Page 11 of 100
Bidder Base Bid Alt 1 Alt 2 Alt 3 Alt 4 Alt 5 Alt 6 Alt 7 Alt 8 Total
Name Civil & Architectural Concrete Site Paving Spray Foam Insulation Bird Protection Mesh Millwork Removal Additional Trees Reduced Fencing Lightning Protection Added Office Space Including All Alts
FTWOODS Construction 3,640,000.00$ 256,000.00$ 19,600.00$ 8,250.00$ (4,000.00)$ 39,000.00$ (2,200.00)$ 20,000.00$ 334,000.00$ 4,310,650.00$
Braun & Butler 3,916,600.00$ 244,600.00$ -$ 10,450.00$ (5,340.00)$ 39,165.00$ (6,210.00)$ 30,875.00$ 84,225.00$ 4,314,365.00$
STR Construction 3,920,000.00$ 270,000.00$ 57,800.00$ 8,500.00$ (4,500.00)$ 19,110.00$ (2,100.00)$ 19,550.00$ 110,800.00$ 4,399,160.00$
G. Hyatt Construction 4,026,000.00$ 500,000.00$ 20,000.00$ 30,000.00$ (10,000.00)$ 10,000.00$ (15,000.00)$ 31,000.00$ 60,000.00$ 4,652,000.00$
Allbright Constructors 4,294,010.00$ 375,078.00$ 18,423.00$ 8,953.00$ (2,400.00)$ 18,203.00$ (5,934.00)$ 30,163.00$ 281,000.00$ 5,017,496.00$
Bidder Base Bid Alt 1 Alt 2 Alt 3 Alt 4 Alt 5 Alt 6 Alt 7 Alt 8 Total
Name Civil & Architectural Concrete Site Paving Spray Foam Insulation Bird Protection Mesh Millwork Removal Additional Trees Reduced Fencing Lightning Protection Added Office Space Including Recommended Alts
FTWOODS Construction 3,640,000.00$ 256,000.00$ 19,600.00$ 8,250.00$ (4,000.00)$ 39,000.00$ (2,200.00)$ 20,000.00$ 334,000.00$ 4,277,850.00$
Braun & Butler 3,916,600.00$ 244,600.00$ -$ 10,450.00$ (5,340.00)$ 39,165.00$ (6,210.00)$ 30,875.00$ 84,225.00$ 4,286,750.00$
STR Construction 3,920,000.00$ 270,000.00$ 57,800.00$ 8,500.00$ (4,500.00)$ 19,110.00$ (2,100.00)$ 19,550.00$ 110,800.00$ 4,386,650.00$
G. Hyatt Construction 4,026,000.00$ 500,000.00$ 20,000.00$ 30,000.00$ (10,000.00)$ 10,000.00$ (15,000.00)$ 31,000.00$ 60,000.00$ 4,667,000.00$
Allbright Constructors 4,294,010.00$ 375,078.00$ 18,423.00$ 8,953.00$ (2,400.00)$ 18,203.00$ (5,934.00)$ 30,163.00$ 281,000.00$ 5,007,627.00$
GEORGETOWN WESTSIDE SERVICE CENTER - BID TABS
GEORGETOWN WESTSIDE SERVICE CENTER - BID TABS
RECOMMENDED ALTERNATES
Page 12 of 100
August 20, 2015
Wesley Wright, P.E.
Systems Engineering Director
Georgetown Utility Systems
300-1 Industrial Avenue
Georgetown, Texas 78627
RE: Westside Service Center
Letter of Recommendation
Dear Mr. Wright,
The public bid opening for the new Westside Service Center was held on July 14, 2015
at 300-1 Industrial Avenue. After reviewing the five submitted bids with the City, we are
submitting our recommendation.
It is our recommendation to award the contract for the project to FT Woods Construction
based on their low bid of $3,640,000.00.
We look forward to working with the City and FT Woods Construction to successfully
complete this project.
Sincerely,
Cris Ruebush, AIA, LEED AP
Principal
Page 13 of 100
City of Georgetown, Texas
Government and Finance Advisory Board
August 26, 2015
SUBJECT:
Consideration and recommendation on a contract to Ford Audio-Video Systems, LLC of Austin,
TX in the amount of $101,306.32 for the Westside Service Center -- Wesley Wright, P.E.,
Engineering Director
ITEM SUMMARY:
Ford AV participates in the TIPS cooperative purchasing program and has supported the city's
audio/visual needs for approximately 10 years. Their proposal for the Westside Service Center
includes audio/visual components for a training room, two conference rooms, the lobby, and utility
work area.
FINANCIAL IMPACT:
The cost to outfit the Westside Service Center for audio/visual is $101,306.32. Funds are available
in previously issued self-supported debt and water/electric fund balances.
SUBMITTED BY:
Wesley Wright
Page 14 of 100
City of Georgetown, Texas
Government and Finance Advisory Board
August 26, 2015
SUBJECT:
Consideration and recommendation to Council on a contract with Brycomm, LLC of Austin, TX
in the amount of $64,974.84 for communications cabling associated with the Westside Service
Center -- Wesley Wright, P.E., Engineering Director
ITEM SUMMARY:
Under this contract, Brycomm will provide fiber optic cabling for the Westside Service Center
including cubicles, offices, and conference rooms. Brycomm has previously worked for the city on
new construction and remodels. Their pricing is based on cooperative contracts and has been
competitively bid.
FINANCIAL IMPACT:
The contract amount for communications cabling is $64,974.84.
Funds are available in previously issued self-supported certificates of obligation and water/electric
fund balance.
SUBMITTED BY:
Wesley Wright
ATTACHMENTS:
Description Type
Brycomm Quote Backup Material
Brycomm Detailed Breakdown Backup Material
Page 15 of 100
Well Connected! www.brycomm.com 1
BryComm
15302 Marsha Street Austin, TX 78728
Phone: (512) 712-4008 Fax: (512)712-4009
Date: June 19, 2015
City Of Georgetown
West Side Service Center
Subject: West Side Service Center
Scope of Work: Communications Cabling
We appreciate your continued interest in our services and thank you for the chance to offer the following Proposal
for the City of Georgetown West Side Service Center project. Our proposal incorporates the following.
I. DOCUMENTS
Pages: T2.00/ Technology Floor Plan
II. SCOPE OF WORK
271300 - Communications Cable Plant:
1. Cabling for work area outlets as indicated on drawings only.
2. Provide and install 152 Cat6 data cables to various locations including the following, Camera’s, AP’s, data
and voice outlets.
3. 4” x 12” Wire Mesh Tray outside of IT closet will be provided.
4. Includes 4-post rack per drawings.
5. Closet build will be built as per drawing.
6. All Cat6 cabling will be terminated into rack mounted patch panels.
7. Cat6 patch cords will be provided for the closet and WAO ends.
8. Wire managers will be provided as per industry standards.
9. J-Hook pathways included as part of this proposal; EMT (conduit) pathways provided by others.
10. Panduit solution for all connectivity with an extended manufacturer warranty.
11. Includes 1 year workmanship warranty.
12. Includes costs for full design, consulting & drawing creation of system.
13. Testing, labeling and full documentation of entire system.
Continued on Page 2
Page 16 of 100
Well Connected! www.brycomm.com 2
Continued from page 1
III. Clarifications and Exclusions:
1. No taxes or bonds are included in this proposal. Pricing available upon request.
2. No Core Drilling, EZ_PATH, Wire-molding, Conduit (EMT), Conduit (EMT) sleeves, back-boxes, poke-
thru or other such pathway installation is included in this proposal.
3. Any electrical power receptacles (for security or telecomm), carpentry, demolition, patching, painting,
refinishing and relocation are excluded.
4. No security is included in this price.
5. No backbone cabling included in this proposal.
6. No network gear, phones of wireless access points are included (all existing).
7. Price does not include repair/replacement of any faulty device or cabling in the existing system.
8. All work will be performed Monday through Friday, excluding holidays, during regular normal working
hours. BryComm assumes there are no abnormal environmental or hazardous conditions on the premise,
which would require extraordinary safety and/or regulatory functions, activities, permi ts or certifications
for BryComm to perform the required work.
IV. PRICING SUMMARY
Thank you for the opportunity and feel free to contact me if you have any questions or concerns.
Best Regards,
Adam Smith
Estimating Manager
Office: (512) 712/4008 x150
Fax: (512) 712/4009
Cell: (512) 992/6056
adam.smith@brycomm.com
Security License # B17431
BryComm, LLC
www.brycomm.com
Page 17 of 100
Manufacturer Quantity Material Labor
Price Price
Panduit 37,088 15,576.96$ 14,642.34$
Panduit 7 470.40$ 1,579.20$
Panduit 7 441.00$ 98.70$
Panduit 304 2,766.40$ 1,371.65$
Panduit 124 265.61$ 349.68$
Panduit 14 29.99$ 39.48$
Panduit 51 549.73$ -$
Panduit 51 604.35$ -$
Panduit 51 659.68$ -$
Panduit 76 1,084.22$ -$
Panduit 76 1,288.50$ -$
Panduit 2 316.29$ 112.80$
Panduit 1 1,120.00$ 112.80$
Panduit 3 630.00$ 84.60$
Panduit 6 1,269.74$ 84.60$
Panduit 9 315.00$ 126.90$
Chatsworth 1 93.44$ 56.40$
Chatsworth 4 38.70$ 56.40$
Chatsworth 1 9.25$ 14.10$
Chatsworth 3 148.97$ 84.60$
Chatsworth 2 62.55$ 56.40$
Chatsworth 2 49.14$ 28.20$
Chatsworth 2 280.00$ 28.20$
Chatsworth 32 492.80$ 451.20$
Chatsworth 7 245.00$ 98.70$
Chatsworth 16 2,352.00$ 902.40$
Thomas-Betts 32 448.00$ 451.20$
Thomas-Betts 8 220.44$ 451.20$
ANY 20 140.00$ 282.00$
Panduit 152 189.71$ 428.64$
Panduit 100 259.78$ 282.00$
Chatsworth 4 22.02$ 56.40$
Chatsworth 2 59.72$ 56.40$
Southwire 45 26.64$ 76.14$
BryComm 3 89.38$ 85.73$
BryComm 1 28.73$ 2.14$
BryComm 1 6.38$ 2.14$
BryComm 1 21.28$ 42.86$
3M 1 15.96$ 42.86$
3M 1 29.79$ 21.43$
BryComm 1 23.41$ 85.73$
BryComm 2 31.92$ 85.73$
BryComm 6 44.33$ 178.60$
BryComm 152 213.23$ 685.82$
BryComm 30 400.00$ 1,692.00$
BryComm 1 700.00$ 1,128.00$
BryComm 1 1,000.00$ 1,974.00$
Total Labor Price 28,490.38$
Total Material Price 35,130.46$
Total Price 63,620.84$
1 Port Faceplate White
Horizontal Cabling
Item/Description
Cat6 UTP Plenum - Blue
48 port patch panel - modular
Horizontal Wire Manager 2RU
Cat6 Jack WOA BLUE
Spools
Universal Cable Runway 10' Section, 12" wide
2 Port Faceplate White
Cat 6 Patch Cord 3ft (MDF/IDF)
Cat 6 Patch Cord 5ft (MDF/IDF)
Cat 6 Patch Cord 7ft (MDF/IDF)
Cat 6 Patch Cord 10ft (workstation)
Cat 6 Patch Cord 15ft (workstation)
SUBMITTALS, CLOSEOUTS, DOCS
Misc Labor and Materials
Bucket of String
Elec Tape Pkg of 10
7" Plenum Indoor White/Clear Tie Wraps
10oz Tube of Fire Stop
Firestop pillows
#6 x 1-1/4 in. Drywall Screws 5 lb. Pack (1200 Screws)
City of Georgetown West Side Service Center
Ptouch Tape 3/8' x 26' Black on White
Panduit Sheet of 48 Labels (Wrap-Around)
Copper Testing
Design, Meetings, CAD
Small Hooks
M Hooks
Compression Lugs
ground straps
#6 AWG Stranded Copper - Green Insulation
75' x 3/4" Velcro
Center Support Bracket
L Support Bracket Kit
Wire mesh Tray
3/8" all thread
Unistrut (10ft)
CLOSET
Pathways
GROUNDING
CONSUMABLES
MISC
Washers/nuts and anchors
Junction Splice Kit
Butt Splice Kit
Rack to Runway Mounting Plate
Waterfalls 12"
Wall Angle Bracket, 12"
Standard Splice Kit (50-pack)
2-Post Open Equipment Rack
4-Post Open Equipment Rack
6" double side Vertical Manager
6" Vertical Manager door
Page 18 of 100
City of Georgetown, Texas
Government and Finance Advisory Board
August 26, 2015
SUBJECT:
Consideration and recommendation to Council on a contract with Convergint Technologies of
Austin, TX in the amount of $100,129 for security systems for the Westside Service Center --
Wesley Wright, P.E., Engineering Director
ITEM SUMMARY:
Convergint Technologies will provide security systems for the Westside Service Center including,
video surveillance, access control, intrusion monitoring, and fire alarm coverage. Alternates for
video intercom and an intrusion system are recommended for inclusion. Convergint manages and
maintains the security systems for city facilities. Pricing is based on cooperative pricing which has
been competitively bid.
FINANCIAL IMPACT:
Security systems pricing including both alternates and fire alarm coverage is $100,129.
Funds are available from previously issued self-supported certificates of obligation and
water/electric fund balance.
SUBMITTED BY:
Wesley Wright
ATTACHMENTS:
Description Type
Convergint Proposal Backup Material
Convergint Fire Alarm Proposal Backup Material
Page 19 of 100
Page 1 of 10 Initial ____
Page 20 of 100
Security Proposal
Date:July 14, 2015 Quotation:2044800495
To:City of Georgetown Project:COGT - West Side Service Center -
07142015
, FOB Shipping Point
Attn:
From:Convergint Technologies Billed Upon
Storage
Billed Progressively
Adam Dowden
adam.dowden@convergint.com
Mobile:(512) 537-5944
Convergint Technologies is pleased to provide this proposal for your consideration. This quotation shall remain firm for a period of forty-five (45) days
from the proposal date, and price is based upon delivery of equipment within three (3) months. Convergint Technologies payment terms are net 30.
Security System Scope of Work
Convergint has prepared this proposal per TCPN R5167 to provide and install the following security related systems for the West Side Service Center:
Video Surveillance - 10 cameras with licenses
(1) 1MP interior camera in Lobby 100 with flush ceiling mount
(2) 2MP interior cameras in Bay 133 with telescoping drop-mounts watching storage gate entries
(1) 1MP exterior camera under Event Patio 104 awning watching exterior exits
(2) 2MP exterior cameras under exterior drive-through awning with telescoping drop-mounts
(4) 5MP exterior pole mounted cameras watching parking lot
Includes fiber optic cable, media converters, and power supplies for pole mounted cameras
Access Control
Includes (10) keypad/card-readers, door position switches
Includes (7) track mounted status switches for roll-up doors in bay
Includes (4) keypad card readers, 2 at each gate (dual height)
Includes (2) slide gate operators with exit loops and safety eyes
Includes dual-height pedestals, fiber optic cable, media converters, and power supplies for gate card readers
Includes all associated cabling and centralized head-end and power supplies
EXCLUDES
High voltage connections (1 required in IT 118, 1 required at each gate, and 1 required at each light pole)
POE Switch (6 POE ports + 5 non-POE ports required)
CAT6 Cabling
Electric locking hardware for doors
Gate and fencing (includes operator and loops only)
Conduit, back-boxes, and race-ways
PER TCPN R5167-TX-7252
Page 2 of 10 Initial ____
Page 21 of 100
Performance Items
Yes No Description Yes No Description
Material (listed on the BOM)Installation of Conduit and Boxes
Freight (prepaid)Installation of Wire Hangers
Applicable Taxes Specialty Back Boxes
One-Year Warranty on Parts Installation of Specialty Back Boxes
One-Year Warranty on Labor Connection to Building Fire Alarm Panel
Low Voltage Permits Installation & Power of Control Panels
Electrical Installation Permit Installation & Power of CCTV Cameras
Engineering and Drawings Installation & Power of Intrusion Panels
Record Documentation (As-Built)Installation & Power of Intercom System
System Programming Installation & Power of Video Recorders
(DVR/NVR)
Authority having Jurisdiction permit drawing
(requires customer CAD)
120 VAC Power Receptacles
Panel Wall Elevation drawing (may require
customer CAD
Lifts and Hoists
Equipment rack layout drawing Floor Coverings for Lifts and Hoists
Riser drawing with home run wiring Fire Stopping (Excludes Existing
Penetrations)
Panel wiring point with to point connections Patching and Painting
Door wiring typical connections Electrified Door Locking Hardware
Floor plan with device placement and
numbering (requires customer CAD)
Additional Lighting Requirements for
Cameras
Project Management Ceiling Tiles and Ceiling Grid Repairs
Mounting/Termination of Proposed Devices On-Site Lockable Storage Facility
Testing of all Proposed Devices Vertical Core Drilling
Operations & Maintenance Manuals Horizontal Core Drilling
Owner Training Servers by Convergint
System Meets Plans/Drawings Loading Software on Customer Provided
Computer
System is Design-Build Servers by Others
Payment & Performance Bonds Workstations by Convergint
Installation of Wire and Cable Workstations by Others
Page 3 of 10 Initial ____
Page 22 of 100
Convergint Technologies
10535 Boyer Blvd
Suite 300
Austin, TX 78758
(512) 351-4042 Fax (512) 532-6624
No Qty Part Description Manufacturer
2044800495
Page 4 of 10 Initial ____
Video Surveillance
Software & Licensing
1 10 1 C - A C C 5 - E N T AvigilonACC 5 Enterprise license for up to 1 camera channels and
unlimited viewing clients
Interior Cameras
2 1 AXIS P3354 6MM AXISLight-sensitive, day/night fixed dome with Lightfinder in a
discreet, tamper-resistant indoor casing. Varifocal 2.5-6 mm
P-Iris lens, remote focus and zoom. Multiple, individually
configurable H.264 and Motion JPEG streams; max HDTV
720p or 1 MP resolution at 30 fps. WDR dynamic
contrast. Video motion detection and active tampering
alarm. SD/SDHC memory card slot for optional local video
storage. Power over Ethernet. Midspan not included.
Includes smoked and clear transparent covers.
3 1 DROP CEILING KIT S AxisDrop ceiling mount for AXIS P3343, AXIS P3344, AXIS
P3353 and AXIS P3354 including smoked transparent
bubble. For indoor use
4 2 AXIS P3365-V AxisAxis P3365V/ INDR/ 2MP/ DN/ PIRIS/ 3-9M
5 2 AXIS T94A01D PENDA AxisPendant kit for the AXIS Q60-series and AXIS P55-series
PTZ Network Cameras, enables mount on standard '1,5"
NPT threaded brackets. White.
6 2 AXIS T91A50 TELESC AXISIndoor telescopic ceiling mount. Expands between 1 m (39")
and 2 m (79"). Features a swivel action to prevent breaking
if hit by forklifs or high vehicles. Can be mounted on a
sloped ceiling. Accessory extension pipes (Not included) for
a maximum lengh of 5 m (197"). Compatible with all Axis
pendant kits featuring a 1,5” NPS thread and the AXIS
T91A05 Camera holder for fixed cameras.
Exterior Cameras
Page 23 of 100
Convergint Technologies
10535 Boyer Blvd
Suite 300
Austin, TX 78758
(512) 351-4042 Fax (512) 532-6624
No Qty Part Description Manufacturer
2044800495
Page 5 of 10 Initial ____
7 1 AXIS P3364-VE 12MM AXISLight-sensitive, day/night fixed dome with Lightfinder in a
vandal-resistant, outdoor casing. Varifocal 3.3-12 mm P-Iris
lens, remote focus and zoom. Multiple, individually
configurable H.264 and Motion JPEG streams; max HDTV
720p or 1 MP resolution at 30 fps. WDR dynamic
contrast. Video motion detection and active tampering
alarm. Two-way audio and audio detection. I/O for
alarm/event handling. SD/SDHC memory card slot for
optional local video storage. Operation in -40°C to 55°C
(-40°F to 131°F) powered by standard Power over Ethernet.
Midspan not included. Includes smoked and clear
transparent covers, weather shield against sun, rain or
snow, and 5m (16 ft.) Ethernet cable with mounted gasket.
8 1 AXIS T94H01P COND AXISVandal resistant aluminum back box accessory for AXIS
P33-/V series indoor cameras (except P3301/04) which
enables safe cabling through 3/4" conduits.
9 2 AXIS P3365-VE AxisAXIS P3365-VE 2MP 1080P Vandal IP Camera
10 2 AXIS T94A01D PENDA AxisPendant kit for the AXIS Q60-series and AXIS P55-series
PTZ Network Cameras, enables mount on standard '1,5"
NPT threaded brackets. White.
11 2 AXIS T91A50 TELESC AXISIndoor telescopic ceiling mount. Expands between 1 m (39")
and 2 m (79"). Features a swivel action to prevent breaking
if hit by forklifs or high vehicles. Can be mounted on a
sloped ceiling. Accessory extension pipes (Not included) for
a maximum lengh of 5 m (197"). Compatible with all Axis
pendant kits featuring a 1,5” NPS thread and the AXIS
T91A05 Camera holder for fixed cameras.
12 4 AXIS P3367-VE AXIS5MP, day/night, fixed dome with vandal-resistant,
IP66-rated outdoor casing. Varifocal 3-9 mm P-iris lens,
remote focus and zoom. Multiple, individually configurable
H.264 and Motion JPEG streams; max 5MP resolution at 12
fps or HDTV 1080p at 30 fps. WDR. Video motion detection
and active tampering alarm. Two-way audio and audio
detection. I/O for alarm/event handling, SD/SDHC memory
card slot for optional local video storage. Operation in -40°C
to +55°C powered by standard Power over Ethernet.
Midspan not included. Includes smoked and clear
transparent covers, weather shield against sun, rain or
snow, and 5m Ethernet cable with mounted gasket.
Page 24 of 100
Convergint Technologies
10535 Boyer Blvd
Suite 300
Austin, TX 78758
(512) 351-4042 Fax (512) 532-6624
No Qty Part Description Manufacturer
2044800495
Page 6 of 10 Initial ____
13 4 AXIS T91A67 POLE BR AxisPole Bracket. AXIS P55-series, AXIS Q60-series PTZ
Dome Network Cameras, AXIS P33 Series Pendant kit,
AXIS P33-VE Series Pendant kit, AXIS 225 Pendant kit and
AXIS 216/P3301 Pendant kit. Includes steel pole straps.
White. Requires mounting tool Part no: 21776
Infrastructure
14 1 2413 BeldenBelden cat6 Plenum
15 4 AXIS T81B22 DC 30W AXISPoE midspan for PTZ dome- and fixed outdoor cameras.
IEEE802.3af compliant (max. 15W) at 12/24V DC input.
IEEE802.3at compliant (max. 30W) at 12V DC input. Temp
spec: -20 °C to 65 °C (-4 °F to 149 °F).
16 10 S35-2MLC LenelSFP-Port Gigabit 2 Fiber Mini GBIC Module MM High Temp
850Nm - 550m
17 1 MC350-4T-2S Lenel4-Port Gigabit Ethernet To 2-Port SFP Fiber Industrial
Media Converter (-40 To 75 Degree C)
18 4 MC350-1T-2S LenelGIGABIT Ethernet To 2-Port SFP Industrial Media
Converter (-40 To 75 Degree C)
19 5 PS12VDC1.5A-U LenelPower Supply 12VDC1.5A-U
20 5 MCR300-1T/1S LenelGigabit Ethernet to SFP Media Converter
21 5 PS5VDC2A-US Lenel5VDC@2A Wall-Mount Power Supply - Compatible w-Ul
Plugs Used in North America Japan and Parts of China SA
22 2,000 372-COR62.5-LTD-06 CorningCorning Direct Burial 62.5 6 Strands Fiber
Access Control
Access Control Boards
23 1 LNL-2220 LenelIntelligent Dual Reader Controller 12 or 24 VDC @
700mA, size (6" (152mm) W x 8" (203mm) L x 1"
(25mm)H), (5 year lithium battery or 3 months full run) 6 MB
standard cardholder flash memory, 50,000 of Event
memory, maximum of 32 devices, On-board Ethernet,
on-board two door control, eight inputs, four outputs,
cabinet tamper and power fault input monitors. RoHS, CE,
C-Tick and UL 294
Page 25 of 100
Convergint Technologies
10535 Boyer Blvd
Suite 300
Austin, TX 78758
(512) 351-4042 Fax (512) 532-6624
No Qty Part Description Manufacturer
2044800495
Page 7 of 10 Initial ____
24 2 LNL-2210 LenelIntelligent Single Door Controller PoE or 12 VDC @
900mA, size (5.5" (140mm) W x 2.75" (70mm) L x 0.96"
(24mm) H, (rechargeable battery) 6 MB standard
cardholder flash memory, 50,000 of Event memory,
maximum of one door, two readers (entry and exit reader ,
On-board PoE Ethernet, two inputs
(supervised/unsupervised), two outputs (NO/NC), power
fault input and cabinet tamper monitors. Reader power
12VDC@ 650mA max, RoHS, CE, and UL 294 certified.
25 4 LNL-1320 LenelDual Reader Interface Module (Series 2 –Supports OSDP
Readers) 12/24 VDC, 2 Reader interface, W/M, 8 inputs,
6 (5A) form C relays , RoHS, CE, C-Tick and UL294
certified
Enclosures
26 3 CSD12126 Hoffman Enclos12X12 Lockable Nema 4 Enclosure
27 1 CON242410RCS Unity24x24x10 Field Panel.
Specifications:
Cold Rolled Steel, UL Listed, Continuous Hinge, Perforated
Back Panel, Painted Slate Black, 1/8" holes, 1/4" Staggered
Centers, Latch and AH-1 Lock
28 1 CON363610RCS Unity36x36x10 Recessed Cover Enclosures Black Powder
Coated with Perforated Back Panel.
Specifications:
Cold Rolled Steel, UL Listed, Continuous Hinge, Perforated
Back Panel, 1/8" holes, 1/4" Staggered Centers, Latch and
AH-1 Lock
Includes the following parts.
2-2"X2"X60" Panduit
1-2"X1.5"X60" Panduit
3-48" Snaptrack
2-2" Chase Nipples
6-2" EMT Connectors
8-2" Plastic Bushings
1-10' 2" Conduit
3-2" Unitrut Straps
1-3' Unistrut
1-PB2020 Panel Door Switch
29 2 MISC4 Misc: Bracket Mounts and Seals
Page 26 of 100
Convergint Technologies
10535 Boyer Blvd
Suite 300
Austin, TX 78758
(512) 351-4042 Fax (512) 532-6624
No Qty Part Description Manufacturer
2044800495
Page 8 of 10 Initial ____
30 1 AL1012ULXB AltronixPower Supply/Charger - 12VDC @ 10 amp, AC & battery
monitoring, non-power limited output,
115VAC input. UL Recognized.
31 1 AL1024ULXB X-ScanPWR.SUPP/CHARGER,24VDC@10AMP, 115VAC
INPUT,UL RECOGNIZED
32 2 PD8 X-ANXT8 Output Power Distribution Module - Converts AC or DC
power input (28 volts @ 14 amp max.) into eight (8) fused
power outputs.
33 2 ACM8 Altronix8 Output Access Power Controller Module - Converts one
(1) 12 to 24 volt AC or DC input into eight (8) fused power
outputs, individually selectable Fail-Safe/Fail-Secure
outputs or dry form "C" contacts, fire alarm disconnect is
selectable by output, UL Recognized Component.
Field Hardware
34 14 921PTNNEK00060 HIDRDR, RPK40, MULTICLASS, SE E, LF STD, HF
STD/SIO/SEOS/MIFSPR, WIEG, PIG, BLK, STD-1, LED
RED, FLSH GRN, BZR ON, CSN MIF SUPPR, KPF,
BFFRD 1 KEY, DOR COMPL, NO PAR, 8-BIT MSG, IPM
OFF
35 13 1078CM ADI3/4 RECESSED DBL PLL/ DBL THRW
36 7 1092A-L LenelGarage Door Track Mounting Kit for 2505A; Aluminum;
Includes (1) 1940 Bracket Kit; (1) 1912 Bracket; (1) 2505A
Contact
37 1 3040-W LenelPanic Switch w/Terminals; Surface Mount; SPDT; LED; Red
LED; Latching LED Circuit. Screw Terminals. Single
Pole-Double Throw. UL Listed
38 20 6644 GE1K ohm Resistor Packs
39 2 4240PL ADI1000ft 18/4 Stranded Plenum Cable
40 3 COM-4269 Best Wire1000ft Composite Security Cable Plenum
Gate Equipment
41 2 CSD12126 Hoffman Enclos12X12 Lockable Nema 4 Enclosure
42 4 LANDO-CS-20X14-E PedestalCEOLandscape 20x14 Steel Housing
Page 27 of 100
Convergint Technologies
10535 Boyer Blvd
Suite 300
Austin, TX 78758
(512) 351-4042 Fax (512) 532-6624
No Qty Part Description Manufacturer
2044800495
Page 9 of 10 Initial ____
43 4 CS-ABP-1212 PedestalCEO12x12 Buffer Plate for Card Reader
44 2 STUD-ANCHOR-KIT PedestalCEOPedestal Anchor Kit
45 2 MDS-100 PedestalCEO44" Pad Mount Pedestal Black
Qty 2: Install new Liftmaster CSL-24 slide gate operator with
battery back-up, Install new obstruction loop --- Saw cut
with wire and sealant, Install new Exit loop --- Saw cut with
wire and sealant
Page 28 of 100
Alternates
Alternate Add 01 - Add IP Intercom System add $2,000.00
Includes providing a video intercom at main entry that will report to master station
inside office as well as through Lenel if no one is on site to respond.
Alternate Add 02 - Add Intrusion System add $2,050.00
Add new Bosch panel and keypad, integrated into Lenel, to allow for off-site monitoring
Clarifications and Exclusions
All work proposed herein, shall be performed during normal business hours Monday through Friday 8:00 am - 5:00 pm.
Low voltage wiring shall be installed in open cable.
Provision or installation of conduit, wire, boxes, fittings or other electrical installation materials unless specifically listed
under Inclusions or Bill of Materials.
Customer to provide static IP addresses and network connections at panel locations.
Anything in the Contract Documents notwithstanding, in no event shall either Contractor or Subcontractor be liable for
special, indirect, incidental or consequential damages, including commercial loss, loss of use, or lost profits, even if
either party has been advised of the possibility of such damages.
Project Investment
Total Project Investment: $87,090.00
Sincerely,
Convergint Technologies
Adam Dowden
By signing below, I accept this proposal and agree to the Terms and Conditions contained herein
Customer Name (Printed)Date
Authorized Signature Printed Name/Title
Page 10 of 10 Initial ____
Page 29 of 100
To:Quotation #:
Phone#:
Attn:Fax #:
From:Project:
Direct:(512) 428-8711
Mobile:(512) 845-7333
YES NO Performance Item YES NO
Material (listed in the BOM)
Freight (prepaid)
Applicable Taxes
FA Permit and Plan Review Fees
Electrical Installation Permit
System Engineering
Drawings
System Programming
Testing of all Proposed Devices
One Year Warranty on Parts
One Year Warranty on Labor
Owner Training
Record (as-built) Documentation
O&M Manuals
System Meets Plans / Drawings
System is Design-Build
July 14, 2015
Alma Rios
Firestopping (excluding existing penetrations)
120VAC Power and Fused Disconnect Switch
Correction of Wiring Faults Caused by Others
Wire
Convergint Technologies LLC
Austin, Texas 78758
Ph: (512) 351-4042
Fax: (512) 532-6624
10535 Boyer Blvd, Suite 300
Installation of Wire
Specialty Backboxes
Shannon Ritchie
Installation of Terminal Cabinets
FIRE ALARM QUOTATION / PROPOSAL
204-07142015-01FT Woods
Mounting / Termination of Proposed Devices
Terminal Cabinets
Installation of Conduit, Boxes and Fittings
Installation of Bridal Rings
Fire Alarm & Life Safety
Performance Item
Termination of Control Equipment Enclosures
Georgetown, TX 78626
Date:
2500 NE Inner Loop, Bldg 2
Installation of Specialty Backboxes
Patch and Paint
shannon.ritchie@convergint.com
Fire Watch
Fire Alarm Detection and Notification System
Installation of Control Equipment Enclosures
City of Georgetown - Westside Service Center
Scope of Work
Convergint Technologies has prepared this proposal to design,furnish, coordinate and commission a fire alarm detection
and notification system for the above referenced project. This proposal includes the detection and notification equipment as
specified in the project documents.
The system proposed is an iO500 analog addressable system manufactured by Edwards Systems Technology (EST) and
will be installed to NFPA72-2010 requirements.
This system proposal is bid as a design-build project.
We are pleased to provide this proposal for your consideration. All equipment is warranted for ONE (1) year unless otherwise specified, against all
defects in material and workmanship. This quotation is firm for SIXTY (60) days and price is based upon delivery of equipment within THREE (3)
months. Convergint Technologies terms are net-30 based on monthly progress billings unless specified otherwise.
US • Canada • Asia Pacific
Page 30 of 100
Line Item Quantity Part Number
1 1 iO500GD
2 1 SIGA-278
3 2 SIGA2-PS
4 4 SIGA2-HRS
5 6 SIGA-SB4
6 8 SIGA-CT1
7 2 SIGA-CT2
8 11 GC-HDVM
9 5 G1-VM
10 11 GC-VM
11 2 PW-PS1290
12 1 46021004
13 1 45131004
Temporal Ceiling H/S MCd
EST
EST
ESTStandard Base w/ Trim Skirt
Dual Input Module EST
Single Input Module
EST
EST
Wall Strobe MCd, White
12V 9 AH Battery, F2 Terminals
Bill of Material
ManufacturerDescription
EST
EST
14/2 FPLP
Genesis
Genesis
18/2 TSP FPLP
EST
FT/ROR Heat Detector, 2nd Gen
FACP, 1 Loop, 4 NAC, w/Modem, Gray
Double Action Pull Station
Photo Smoke Detector, 2nd Gen
Ceiling Strobe MCd, White
ADI/Power Sonic
EST
The following bill of materials is intended to describe the scope of work / equipment provided by Convergint Technologies for this project by identifying
major device and panel quantities. This bill of material is not intended to be a comprehensive list of all fire alarm system parts, components or
accessories.
Page 31 of 100
N/A
6/1/2015
1,2,3
Sincerely,
By signing below, I accept this proposal and agree to the Terms and Conditions V1.07 dated March 2014 contained herein.
Shannon Ritchie
Project Price City of Georgetown - Westside Service Center
Bid Qualification
Exclusions
Other / General:
Drawing Date:
AUTHORIZED SIGNATURE PRINTED NAME / TITLE
Fire Alarm & Life Safety
CUSTOMER NAME DATE
X
N/A
Schedule:
Drawing Sheets:Complete Set
Clarifications and Alternates
Addendums:
Spec Section:
CONVERGINT TECHNOLOGIES TOTAL PROJECT PRICE: $8,989.00
Documentation Available to Convergint Technologies
Section Name:
Thank you for considering our proposal. If you have any questions or would like additional information, please don’t hesitate
to contact me immediately. If you would like us to proceed with the scope of work as outlined in this proposal, please sign
below and email to shannon.ritchie@convergint.com.
This proposal is based upon the information provided to Convergint Technologies. Please carefully review this “Bid Qualification” section and verify
any additional services and/or equipment related to this proposal and the provision of a complete and operating system.
1. Electronic ACAD files shall be provided to Convergint for use in creating submittal drawings at no additional cost.
2. Proposal includes a complete Edwards System Technologies (EST) iO500GD addressable fire alarm system including
panels, devices, engineering, programming, startup and testing as defined in the scope of work.
3. Proposal is provided in accordance with the attached Terms & Conditions. Project specific Terms & Conditions
are subject to mutually agreeable negotiations.
1. Provision or installation of conduit, wire, boxes, fittings or other electrical installation materials unless specifically listed
under Inclusions or Bill of Materials.
2. Electrical installation and fire alarm permits / fees.
3. Provision and/or installation of fire/smoke dampers, smoke dampers, fire dampers, door holders, door hardware,
elevator shunt trip, fire sprinkler systems, sprinkler monitoring switches and/or pre-action systems.
4. Provision or installation of telephone lines for monitoring of the fire alarm system.
5. Monthly fire alarm monitoring fees.
6. Sales Tax.
7. Pull stations at each exit. (1) pull station included adjacent to panel per code.
8. City permit fee. The City of Georgetown typically reviews the plans at no cost.
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TERMS AND CONDITIONS V1.07 MARCH 2014
Throughout this Installation Proposal, the term, “Convergint” refers to the Convergint Technologies’ affiliate operating in the state/province in which the work is beingperformed, specifically, “Convergint Technologies
LLC” or“Convergint TechnologiesLTD”.
SECTION 1. THE WORK
This Installation Proposal takes precedence over and supersedes any and all prior proposals, correspondence, and oral agreements or representations relating to the work set forth in the attached scope of work (“Work”).
This Installation Proposal commences on the Start Date as specified in the attached scope ofwork, and represents the entire agreement between Convergint and Customer (the “Agreement”) and it mayonlybe amended
by a written document signed by both Convergint and Customer. In theevent any provision of this Agreement is heldto be invalid orunenforceable, the remaining provisions of this Agreement shall remain in full force.
Convergint agrees in accordance with the mutually agreed project schedule:
a. Tosubmit shopdrawings, productdata, samples and similar submittals ifrequired in performing the Work;
b. Topay for all labor, materials, equipment,tools,supervision, programming, testing, startup and documentationrequired to perform the Work in accordance with the Agreement;
c. Secure and pay for permits and governmental fees, licenses and inspectionsnecessary for proper execution and completionofthe Work; and
d. Hire subcontractors and order material to perform part of the Work, if necessary, while remaining responsible for the completionof theWork.
Customer agrees in accordance with the mutually agreed project schedule,and at no cost to Convergint:
a. Topromptly approve submittals provided byConvergint;
b. Toprovide access to all areas of thefacility which are necessary to complete the Work;
c. Tosupply suitable electrical service as required by Convergint; and
d. That in the event of any emergency or systems failure, reasonable safety precautions will be taken by Customer to protect life and property during the period of time from when Convergint is first
notified of the emergency orfailure and untilsuch time that Convergint notifies theCustomer that the systems are operational or that theemergency has cleared.
SECTION 2. PRICING
Pricing and amounts proposed shall remain valid for 30 days unless otherwise specified. Price includes only the material listed based on Convergint’s interpretation of plans and specifications unless noted otherwise.
Additional equipment,unless negotiated prior to orderplacement, will be billed accordingly. Sales taxes, (and in Canada GST/PST) and anyother taxes assessed on Customer shall be added to the price upon invoice to
Customer.
SECTION 3. INVOICE REMITTANCE AND PAYMENT
Customer agrees to pay Convergint fifteen (15%) percent ofthe total price as a mobilization fee at the time of executing this Agreement.
If the Work is performed over more than a month, Convergint will invoice Customer each month for the Work performed during the previous month. Customer agrees to pay the amount due to Convergint as invoiced,
within thirty (30) days of the date of such invoice. If the Work is completed in less than one month, Customer agrees to pay Convergint in full after the Work has been performed within thirty (30) days of the date of
being invoiced. Invoices shall not include or be subject to a project retention percentage. If Customer is overdue in any payment to Convergint, Convergint shall be entitled to suspend the Work until paid, and charge
Customer an interest rate 1 and 1/2% percent per month, (or the maximum rate permitted by law), and may avail itself of any other legal or equitable remedy. Customer shall reimburse Convergint costs incurred in
collectingany amounts that become overdue, includingattorney fees, court costs and any otherreasonable expenditure.
SECTION 4. WARRANTY
Convergint provides the following warranty to the Customer:
For the period of one (1) year, commencing at the earlier ofsubstantial completionofthe Work, orfirst beneficial use, (“Warranty Period”):
a. That Work performed underthis Agreement will be ofgood quality;
b. That all equipmentwill be new unless otherwise required or permitted by this Agreement;
c. That the Work will be free from defects not inherent in the qualityrequired or permitted; and
d. That the Work will conform to therequirements of this Agreement.
The Customer’s sole remedy for any breach of this warranty is that Convergint shall remove, replace and/or repair at its own expense any defective or improper Work, discovered within the Warranty Period, provided
Convergint is notified in writing ofany defect within the Warranty Period.
Any equipment or products installed by Convergint in the course of performing the Work hereunder shall only carry such warranty as is provided by the manufacturer thereof, which Convergint hereby assigns to
Customer without recourse to Convergint. Upon request of Customer, Convergint will use all reasonable efforts to assist Customer in enforcing any such third party warranties. This warranty excludes remedy for
damage or defect caused by abuse, modifications not executed by Convergint, improper or insufficient maintenance, improper operation, or normal wear and tear under normal usage.NO FURTHER WARRANTIES
OR GUARANTIES, EXPRESS OR IMPLIED, ARE MADE WITH RESPECT TO ANY GOODS OR SERVICES PROVIDED UNDER THIS AGREEMENT, AND ANY IMPLIED WARRANTIES OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE ARE EXPRESSLY DISCLAIMED.
SECTION 5. CHANGES
Without invalidating this Agreement or any bond given hereunder, Customer or Convergint may request changes in the Work. Any changes to the Work and any adjustment to the Agreement Price or the time for
completion ofthe Work shall be in writing signed by both Customer and Convergint. IfCustomerorders any additional work or causes any material interference with Convergint’s performance ofthe Work,Convergint
shall be entitledto an equitable adjustment in the time for performance and in theAgreement Price, includinga reasonable allowance for overhead and profit.
SECTION 6. FORCE MAJEURE
Neither Customer nor Convergint shall be responsible or liable for, shall incur expense for, or be deemed to be in breach of this Agreement because of any delay in the performance of their respective obligations
pursuant to this Agreement due solely to circumstances beyond their reasonable control (“Force Majeure”) and without the fault or negligence of the party experiencing such delay,provided that the party experiencing
the delayshall promptly give written notification to the other party within five (5) days after such party has learned of the Force Majeure. A Force Majeure event shall include, but not be limited to: accident, fire, storm,
water, flooding, negligence, vandalism, power failure, installation of incompatible equipment, improper operating procedures, source current fluctuations or lighting. If performance by either party is delayed due to
Force Majeure, the time for that performance shall be extended for a period of time reasonably necessary to overcome the effect of the delay. Any Services required by Convergint due to reasons set forth in this Force
Majeure Section shall be charged to Customer in addition to any amounts due underthis Agreement.
SECTION 7. INSURANCE
Convergint shall have the following insurance coverage during the term of this Agreement, and shall provide certificates of insurance to the Customer prior to beginning work hereunder:
Worker’s Compensation Statutory Limits
Employer’s Liability $1,000,000 per occurrence /aggregate
Commercial General Liability $1,000,000 per occurrence/aggregate
$2,000,000 general aggregate
Automobile Liability $1,000,000 per occurrence/aggregate
Excess/Umbrella Liability $4,000,000 per occurrence/aggregate
All insurance policies carried by Convergint hereunder shall be primary to and noncontributory with the insurance afforded to Customer, and shall name the Customer as “additional insured”, with respect to liability
arising out of work performed by Convergint, as applicable,but only to the extent of liabilities falling within the indemnity obligations ofConvergint, pursuant to the terms of this Agreement. Convergint shall provide
to the Customer no less than thirty (30) days noticeprior to the termination orcancellation of any such insurance policy.
SECTION 8. INDEMNIFICATION
Convergint shall indemnify and hold Customer harmless from and against claims, damages, losses and expenses, (including, but not limited to, reasonable attorney’s fees), attributable to bodily injury, sickness, disease
or death, or to destruction of tangible property, but only to the extent caused by: a) the negligent or willful acts or omissions of Convergint or Convergint’s employees or subcontractors while on Customer’s site, or b)
the malfunction ofthe equipment suppliedby Convergint, or c) Convergint’s breach of this Agreement.
IN NO EVENT SHALL EITHER CONVERGINT OR CUSTOMER BE LIABLE TO THE OTHER PARTY HERETO FOR SPECIAL, INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES,
INCLUDING COMMERCIAL LOSS, LOSS OF USE OR LOST PROFITS, EVEN IF THAT PARTY HAS BEEN ADVISED OF THE POSSIBILTY OF SUCH DAMAGES. IN NO EVENT WILL
CONVERGINT BE LIABLE TO CUSTOMER FOR ANY AMOUNTS IN EXCESS OF THE AMOUNTS PAID BY CUSTOMER TOCONVERGINT.
It is understood and agreed by the parties hereto that Convergint is or may be providing monitoring and or intrusion products which are designed to provide notification of certain events but are not intended to
be guarantees or insurers against any acts for which they are supposed to monitor or inform. As required by the monitoring and intrusion industry and the manufacturers thereof, Convergint’s indemnification
obligation pursuant to Section 8 herein, does not apply to the extent the loss indemnified against is caused by any monitoring or intrusion product or software provided by but not manufactured by Convergint.
Convergint shall have no liability to Customer for any losses to the extent such losses are caused by the monitoring or intrusion product or software. Customer shall indemnify, defend, and hold harmless
Convergint, from and against all claims, lawsuits, damages, losses and expenses by persons not a party to this Agreement, but only to the extent caused by such monitoring or intrusion product or software
provided by but not manufactured by Convergint.
SECTION 9. COMPLIANCE WITH LAW, EEO & SAFETY
This Agreement shall be governed and construed in accordance with the laws of the state/province in which the Work is being performed. Convergint agrees to comply with all laws and regulations relating to or
governing the Work. Convergint agrees to comply with all reporting requirements imposed by law or this Agreement. Convergint shall comply with all safety related laws and regulations and with the safety program
of the Customer, provided such program is suppliedto Convergint prior to beginningwork.
In the event that Convergint discovers or suspects the presence of hazardous materials, or unsafe working conditions at Customer’s facility where the Work is to be performed, Convergint is entitled to stop the Work at
that facility if such hazardous materials, or unsafe working conditions were not provided by or caused by Convergint. Convergint in its sole discretion shall determine when it is “safe” to return to perform the Work at
Customer’s facility. Convergint shall have no responsibility for the discovery, presence, handling, removing or disposal ofor exposure ofpersons to hazardous materials in any form at the Customer’s facility. Customer
shall indemnify and hold harmless Convergint from and against claims, damages, losses and expenses, including but not limited to, reasonable attorney’s fees, arising out of or resulting from undisclosed hazardous
materials, or unsafe working conditionsat Customer’s facility.
SECTION 10.DISPUTES
In the event of anydispute between Convergint and Customer,Convergint and Customer shall first attempt to resolve the dispute in the field, but ifthat is not successful, then in a meeting between authorized officers of
each company. If settlement attempts are not successful, then the dispute shall be subject to and decided by mediation or arbitration. Such mediation or arbitration shall be conducted in accordance with the Construction
Industry Mediation or Arbitration Rules ofthe American Arbitration Association currently in effect and shall be a final bindingresolution ofthe issues presented between the parties.
SECTION 11.MISCELLANEOUS
Neither party to this Agreement shall assign this Agreement without the prior written consent of the other party hereto.Convergint may assign this Agreement to any of its parents, subsidiary or affiliated companies or
any entitymajority owned byConvergint.
Notices shall be in writing and addressed to the other party,in accordance with the names and addresses of the parties as shown above. All notices shall be effective upon receipt by the party to whom the notice was
sent.
A waiver of the terms hereunder by one party to the other party shall not be effective unless in writing and signed by a person with authority to commit the Customer or Convergint and delivered to the non-waiving
Page 33 of 100
City of Georgetown, Texas
Government and Finance Advisory Board
August 26, 2015
SUBJECT:
Consideration and recommendation on a contract to Furniture for Business in the amount of
$206,605.04 for office furniture for the Westside Service Center -- Wesley Wright, P.E.,
Engineering Director
ITEM SUMMARY:
Furniture for Business is the city's office furniture provider and participate in cooperative pricing.
The proposal for the Westside Service Center includes walls, desks, chairs and all necessary
appurtenances for offices (4), cubicles (20), and utility work stations (49), as well as multiple
conference room tables and chairs.
FINANCIAL IMPACT:
The proposal totals $206,605.04 and funds area available through a combination of previously
issued self-supporting debt as well as water/electric fund balance.
SUBMITTED BY:
Wesley Wright
ATTACHMENTS:
Description Type
Furniture Proposal Backup Material
Furniture Layout Backup Material
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City of Georgetown, Texas
Government and Finance Advisory Board
August 26, 2015
SUBJECT:
Consideration and recommendation on award of a contract to Tempset Controls of Cedar Park, TX
in the amount of $50,000 for Westside Service Center building controls -- Wesley Wright, P.E.,
Engineering Director
ITEM SUMMARY:
Tempset Controls has managed and maintained city-wide building control systems for the past
decade and have installed controls in 9 total buildings to date. These systems allow remote
monitoring of HVAC system operations and include thermostat settings, air handling, fan motor
operation, filter status, and outside air vent status. These systems also allow us to proactive
diagnose operational problems and remotely control HVAC based on building occupancy.
FINANCIAL IMPACT:
The proposal for the Westside Service Center is $38,000. However staff is asking for approval of
$50,000 as additional unrelated, unforeseen maintenance and repairs may be needed across the
entire city system throughout the fiscal year.
Funds are available in previously issued self-supported debt and the water/electric fund balances.
SUBMITTED BY:
Wesley Wright
ATTACHMENTS:
Description Type
Tempset Proposal Backup Material
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P.O. BOX 699 • CEDAR PARK, TEXAS 78613 • (512) 259-5285 • FAX (512) 259-5391
SHIPPING ADDRESS: 1900 C.R. 180 • LEANDER, TEXAS 78641 • www.tempset.com
Proposal
CITY OF GEORGETWOWN
Westside Service Center
7-7-2015
Proposal is good for 90 days
.
We propose to furnish and install A DDC system based on standard B.M.S. the city of Georgetown has
in all of its buildings;
Tridium JACE front end with web browser
Distech unitary Bac net controllers
The system shall specifically exclude:
a) Taxes
b) Bonds
c) Any work associated with Mini Splits, Unit heater, or Radiant heaters (hard wire stat)
d) Ethernet cable installed by others
The installed system shall include:
a) Engineered drawings and submittals
b) Programming & Graphic’s
c) 1- JACE Front end W/ driver
d) 10 Small Control Panels
e) 10- Distech DDC Controllers
f) 10- Wall Temperature sensors W/Set point & override
g) 10- Discharge air temperature sensors
h) 10 CTs for Fan status
i) 1- CT for(1) exhaust fan status
j) 1- Start stop exhaust fan
k) All EMT, and cable necessary for sensors and communications
l) Commissioning
m) 1 year warranty
TOTAL PRICE $38,000.00
Thank You
Larry Hartgrove
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City of Georgetown, Texas
Government and Finance Advisory Board
August 26, 2015
SUBJECT:
Consideration and recommendation on a Task Order with Terracon Consultants, Inc., of Austin,
TX in the amount of $50,000 for materials testing and inspection services associated with the
Westside Service Center -- Wesley Wright, P.E., Engineering Director
ITEM SUMMARY:
Materials testing for the Westside Service Center includes earthwork, foundation, steel, concrete,
and asphalt. Additionally, numerous special inspections are required by code and recommended by
the architect. Those special inspections include material fabrication quality control, confirmation
that construction is in strict accordance with the design drawings, review of testing logs, as well as
oversight of bolting, welding, and anchoring.
FINANCIAL IMPACT:
The scope of services is currently estimated at $39,310. Based on the fact that a contractor's
schedule has not been finalized yet, staff is requesting approval of $50,000 for this item.
Funds are available in previously issued self-supported certificates of obligation and water/electric
fund balance.
SUBMITTED BY:
Wesley Wright
ATTACHMENTS:
Description Type
Scope of Services Backup Material
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City of Georgetown, Texas
Government and Finance Advisory Board
August 26, 2015
SUBJECT:
Consideration and possible approval of annual appropriations to several large Information
Technology vendors for maintenance services during the FY 2016 fiscal year - Chris Bryce, IT
Director
ITEM SUMMARY:
This item is for all annual IT software maintenance agreement renewals for the 2016 fiscal year.
All items relate to previously purchased products or maintenance contracts that are typically
renewed at the beginning of the fiscal year.
1. Sungard Public Sector, Inc. (Sungard) in the amount of $159,000 for IT software
maintenance expenses for the Sungard OSSI CAD/RMS system (Public Safety Computer Aided
Dispatch System). OSSI is a sole-source system.
2. Presidio Networked Solutions, Inc. (Presidio) in the amount of $125,000 for IT
hardware/software maintenance expense ($60,000) and VOIP Phone System Maintenance
($65,000). Presidio is a Department of Information Resources (DIR) vendor.
3. SHI Government Solutions (SHI) in the amount of $170,000 for IT software maintenance
expenses related to the Microsoft Enterprise Agreement (Microsoft-branded server, database and
client software licensing and maintenance). SHI is a Texas Department of Information Resources
(DIR) vendor.
4. Verizon Wireless (Verizon) in the amount of $146,280 for wireless data services. Wireless
data services and GPS services for City systems in Police and Fire vehicles, GUS vehicles, and
miscellaneous users. Verizon is a Department of Information Resources (DIR) vendor.
5. Tyler Technologies (Tyler) in the amount of $135,000 for IT software maintenance expense
for the Incode system (Financial, Court and Utility Billing Systems). Incode is a sole-source
system.
6. Infor Public Sector, Inc., (Infor) in the amount of $67,500 for IT software maintenance
expense related to the Infor Enterprise Asset Management (EAM) system. Infor is a Federal
General Services Administration Schedule 70 vendor.
7. Electsolve Technology Solutions and Services, Inc. (Electsolve) for the amount of $51,000
for annual software maintenance of the City’s Meter Data Management System. Electsolve is a
sole-source system.
8. West Monroe Partners for the amount of $60,000 for management of the Microsoft BizTalk
enterprise service bus used for integrating and consolidating enterprise software systems. Existing
contract.
9. Suddenlink Communications in the the amount of $55,000 for the annual cost of internet
service provision (50 Megabit).
10. EST Group for the amount of $52,000 for annual hardware support on the Dell Compellant
storage area network, the primary storage device for all IT systems. EST Group is a Texas
Department of Information Resources vendor.
FINANCIAL IMPACT:
All items were budgeted during the FY 2016 budget process. Expenses will be recorded in account
570-5-0641-51-341 (Annual Contracts), except for Verizon services which are allocated to the
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relevant departments using the service.
SUBMITTED BY:
Chris Bryce, IT Director
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City of Georgetown, Texas
Government and Finance Advisory Board
August 26, 2015
SUBJECT:
Requested follow-up from the May 27th meeting to discuss IT security, IT disaster recovery, and
the IT Master Plan - Chris Bryce, IT Director
ITEM SUMMARY:
At the May 27th meeting of GGAF, IT staff presented an overview of the three major IT trends
that drive the City’s IT budget. Those trends included software application requests from City
departments (business driven IT), increasing security threats, and maintenance of the City’s server
and desktop virtualization infrastructure. The Subcommittee requested that Staff return to the
Subcommittee to provide additional information on specific items:
1. Review how IT is managing the increasing risk of network security breaches
2. Provide an overview of IT disaster recovery plans
3. Review how the IT Steering Committee prioritizes proposed IT Master Plan projects
Items One and Two will be discussed at this meeting. Item Three will be brought to GGAF in the
Fall after the IT Steering Committee completes a strategic planning process that will further clarify
its prioritization process.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Chris Bryce, IT Director
ATTACHMENTS:
Description Type
IT Follow up discussion Presentation Presentation
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8/20/2015
1
Follow-up on IT Security &
Disaster Recovery
Chris Bryce, IT Director
James Davis, IT Operations Manager
Security
City of Georgetown
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8/20/2015
2
Increasing Threats
• International espionage
• Hackers motivated by $$ value of personal
information
• More sophisticated attacks
• IRS, Sony, Target, Home Depot
City of Georgetown
Chinese cyber attacks – 5 yrs
City of Georgetown
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8/20/2015
3
Layered Security Approach
FY 2016 Security Focus
• Install “next generation” firewall
• Two factor authentication – Phase 1
City of Georgetown
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8/20/2015
4
Next generation firewalls
• Add more than perimeter security
– Intrusion protection
– Deep packet inspection
– Application behavior templates
– Advanced blacklists
– Spam filtering (optional)
– Website blocking
– Bandwidth monitoring
City of Georgetown
Future efforts
• Use of cloud data centers
• Expand dual factor authentication
• HIPPA and PCI compliance audit
• Security “insurance”
• In-house or outsourced security services
City of Georgetown
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8/20/2015
5
Disaster
Recovery
City of Georgetown
Disaster Recovery (DR)
Two back-up systems in place:
-Full back-up of servers off site
-Must have infrastructure
Failover – ability to continue business
operations within short period of time
– No failover ability if data center fully
destroyed
City of Georgetown
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8/20/2015
6
DR failover alternatives
• FY16: Begin evaluation of two options:
– Second data center
– Cloud DR – VMware cloud
City of Georgetown
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City of Georgetown, Texas
Government and Finance Advisory Board
August 26, 2015
SUBJECT:
Consideration and possible action for approval of award of agreement for Employee Health Benefits to
United Health Care, MetLife and Dearborn National - Tadd Phillips, HR Director
ITEM SUMMARY:
A total of 23 proposals for one or more coverages were received in response to the City’s competitively
advertised Request for Proposals (RFP) for Employee Health Benefits (including medical, pharmacy
benefits management, stop loss, voluntary vision, voluntary life insurance, voluntary short term
disability, long term disability, COBRA administration, accidental death & dismemberment and flexible
spending account administration) for the upcoming 2016 coverage year.
Proposals were evaluated extensively by HR, Gallagher and Co. (the City’s benefits consultant), Finance
and the Benefits Committee, focusing on coverage offered as well as the financial impact. Finalists for
major coverages were invited to make a presentation, and the City entered into negotiations with the final
candidates. Where possible, coverages were bundled during negotiations to achieve the best value for the
City. A summary of the overall scores is attached.
Based on the overall offering, financial impact on the City and the impact on employee, staff
recommends award as follows:
United Health Care: medical, pharmacy benefits management, stop loss, COBRA administration and
flexible spending account administration;
MetLife: voluntary vision, voluntary life and accidental death and dismemberment; and
Dearborn: voluntary short term disability and long term disability.
The City anticipates offering competitive benefits to employees while minimalizing the financial impact
to both employees and the City. Coverages will be reviewed during the year to evaluate performance, and
the City has the option to renew for an additional year, saving the cost of processing an RFP, providing
continuity in care to employees and allowing the City to establish an ongoing relationship with the
provider.
FINANCIAL IMPACT:
Recommended award represents an increase of approximately 3.5% for both the City and the employee,
which is within the budgeted amount.
SUBMITTED BY:
Tadd Phillips, Human Resources Director
ATTACHMENTS:
Description Type
Evaluation Worksheets Backup Material
Financial Analysis Backup Material
Presentation Presentation
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8/21/2015
1
Employee Benefits:
Employee Health
Benefits/RFP Awards &
Premium Increase
GGAF
August 26, 2015
Employee Benefits:
Employee Health
Benefits/RFP Awards
Part I
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8/21/2015
2
Presentation Outline
•Employee Health Benefits/RFP Awards
RFP Process
Current Vs. Recommendations
RFP Process
• Bid 9 Products
Self Insured*
Medical
RX Benefit Manager
Stop Loss
Cobra Administration
Fully Insured**
Vol Vision
Vol Life
Vol Short Term Disability
Long Term Disability –employer paid
Flexible Spending Administration
*Cost is split between employee & employer
**Employee bears most, if not all of the cost
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8/21/2015
3
RFP Process
• June 30
th RFP posted to public market
• July 22
nd Proposals received
• August 6
th Self Insured interviews
• August 11
th Analysis for both self & fully insured products brought
to benefits committee, recommendations were made
• August 26
th recommendations taken to GGAF
• September 8
th recommendations taken to Council
• October 22
nd Open Enrollment begins
• January 1
st new plan year begins
RFP Process
• RFP Committee members
• Mike Stasny, Benefits Committee Member, GUS
• Bert Witcher, Benefits Committee Members, PD
• Tadd Phillips, HR Director
• Niki Ross, Benefits Administrator
• Paul Diaz, Budget Manager
• Benefit Consultants, Gallagher
• Jeff Kloc
• Shannon Schooling
• Sandra Quintanilla
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8/21/2015
4
Current vs. Recommendations
• Bundled Service/Reduced Renewal on Dental
• Benefits Committee not happy with Superior
service
• Lower rates for 3 of the 4 tiers
• 100% Employee Paid
Voluntary Vision
Current Recommendation
Superior Vision MetLife
Current vs. Recommendations
• Bundled Service
• Lowers premiums for spouse, employees age
30+ and AD&D
• Higher rates for employees under age 30 and
child
• Spouse and employee rates are bundled
• 100% Employee Paid
• No age reduction rate
• Current life amounts will be grandfathered in
Voluntary Life and AD&D
Current Recommendation
Assurant (did not re-bid) MetLife
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8/21/2015
5
Current vs. Recommendations
• Bundled Service
• Lower Rates
• 100% Employee Paid
Voluntary Short Term Disability
Current Recommendation
Assurant (Did not re-bid) Dearborn
Current vs. Recommendations
• 100% Employer Paid
• Maintain same rates
Long Term Disability
Current Recommendation
Assurant (Did not re-bid) Dearborn
Current Renewal Dearborn
Monthly Premium $5,925 $7,986 $6,013
Annual Premium $71,097 $95,826 $72,161
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8/21/2015
6
Current vs. Recommendations
• Flexible Spending & Cobra Administration
• Best and final offers for cobra administration and
flexible spending account administration will be
complete by GGAF.
Current vs. Recommendations
• 34.4% drop in fixed administrative fees (approx.
$378,000 in savings)
Health Plan
Current Recommendation
Aetna United Health Care
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8/21/2015
7
Current vs. Recommendations
Plan Period Current
Network /
Administration AETNA AETNA UHC
Stop Loss Carrier AETNA AETNA UHC
Specific Stop Loss Level $150,000 $150,000 $150,000
Plan Design Current Current Current
Medical / RX
Administration $285,872 $290,182 $246,677
Stop Loss
Individual $811,564 $912,995 $454,018
Aggregate Included Included $18,952
Stop Loss Total $811,564 $912,995 $472,970
Total Fixed Cost $1,097,436 $1,203,177 $719,647
Change from Current
in Dollars ($)$105,741 -$377,789
as Percent (%)9.6% -34.4%
Variable Costs
Claims Cost*
Maximum Liability $4,448,959 $4,304,370
Expected Liability $3,559,167 $3,443,496
Total Expected Cost $4,762,344 $4,163,143
*Projections based on current year claims repricing.
Proposed Alternatives
Medical/Pharmacy Benefit Manager/Stop Loss
Current vs. Recommendations
• United Health Care Continued
• Premium Doctor Tiered System
• All local account management team
• Health4Me App
• Healthcare/RX Cost Estimator
• Rally wellness program – $20,000 credit
• Implementation Audit
• Simply Accountable Claim Guarantee
• Little to no network disruption/Competitive
discounts
• Advanced reporting capabilities
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8
Conclusion
•Staff recommends GGAF approval of the following:
–MetLife for Vision
–MetLife for Life and AD&D
–Dearborn for Short Term Disability
–Dearborn for Long Term Disability
–United Health Care for Medical/RX/Stop Loss
Questions?
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9
Employee Benefits:
Employee Health
Benefits/Premiums
Part II
Presentation Outline
•Premium Increase
Claims Budget Philosophy
3.5% Increase
Staff Recommendation
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Claims Budget Philosophy
Revenue
Total PPO Contributions* (ER & EE) $2,676,973
Total HDHP Contributions* (ER & EE) $2,818,083
Total $5,495,056
Expenditures
Medical Claims** $3,873,000
Admin Fees $280,000
S/L Fees $599,000
Compass Fees $35,000
Special Services*** $195,000
HSA Contributions $500,000
Total $5,482,000
Ending Fund Balance
Total Revenues $5,495,056
Total Expenditures $5,482,000
Ending Fund Balance $13,056
*Assumed 3.5% for ER and EE for .75 of yr.
**Split between expected and max liability
***Includes clinic feasibility study and wellness intervention pilot
Updated SI Fund Projections FY 15/16
Premium Increase
• Recommending 3.5% employee/employer increase
• Benefits Committee discussed options
• Chose plan that based premiums on tiers and real
expense to the plan
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11
Premium Increase
•Recommended Model
Voted on by benefits committee
Plan Employee
Monthly
Premium
Premium
Increase
Employee
new Rate
HDHP – E $10 $2 $12
HDHP – EC $65 $4 $69
HDHP – EF $270 $6 $276
HDHP – ES $270 $6 $276
PPO – E $70 $5 $75
PPO – EC $130 $7 $137
PPO- EF $540 $9 $549
PPO - ES $540 $9 $549
Fund Reserve
•6.5%
• $219,000 into fund reserve
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12
Conclusion
•Staff recommends GGAF approval of the following:
–3.5% employee benefit premium increase from $2-
$9/month per benefits committee recommendation
–Apply additional City funds to self-insurance fund reserve
Questions?
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