HomeMy WebLinkAboutAgenda_GGAF_09.23.2015Notice of Meeting for the
General Government and Finance Advisory Board
of the City of Georgetown
September 23, 2015 at 3:30 PM
at Georgetown Communications and Technology (GCAT) 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 August 26, 2015 GGAF meeting - Danella Elliott, Executive Assistant
B 2016 renewal of MyPermitNow – Tamera Baird, Chief Plans Examiner
C Consideration and possible action for approval for the heating, ventilation and air conditioning
(HVAC) annual maintenance contract with The Porter Service Company in the estimated annual
amount of $307,978.00 - Trish Long, Facilities Superintendent, Eric Nuner, Parks & Recreation
Assistant Director
D Change to interlocal agreement between Georgetown Independent School District and the City of
Georgetown for services related to GTV channel 10 programming - Keith Hutchinson, Public
Communications Manager
E Discussion on GGAF Board scope of review – Keith Brainard - Chair
F Discussion and possible action to reschedule the GGAF Meetings for November and December –
Keith Brainard - Chair
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 1 of 20
City of Georgetown, Texas
Government and Finance Advisory Board
September 23, 2015
SUBJECT:
Review minutes from the August 26, 2015 GGAF meeting - Danella Elliott, Executive Assistant
ITEM SUMMARY:
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Danella Elliott, Executive Assistant
ATTACHMENTS:
Description Type
Draft Minutes 8.26.15 GGAF Meeting Backup Material
Page 2 of 20
Minutes of the Meeting of the
GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF)
City of Georgetown, Texas
August 26, 2015
The General Government and Finance Advisory Board met at 3:30 p.m. on Wednesday, August 26, 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, Ralph Mason, Thomas Bonham
MEMBERS ABSENT: None
STAFF/OTHERS
PRESENT: Micki Rundell, David Morgan, Laurie Brewer, Bridget Chapman, Trina Bickford,
Wesley Wright, Chris Bryce, James Davis, Tadd Phillips, Laura Maloy, Nicki Ross, Trish
Long, Eric Nuner, Eric Johnson, Marci Edwards, Larry Hartgrove (Tempset), Richard
Wright, Adam Dowden, Taft Baldwin, Shannon Schooling, SC Inman, Todd Woods,
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 3:37 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 July 29, 2015 GGAF meeting – Danella Elliott, Executive Assistant
Motion by Gonzalez; seconded by Bonham. Unanimously approved.
Page 3 of 20
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
Wesley Wright introduced himself and gave an overview of the Westside Service Center and showed a rough
rendering. He explained that it 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 (green space, promote water/energy conservation, etc).
There is a huge volunteer base in Sun City.
He noted that the proposed facility contains approximately 11,000 sq ft of air conditioned office and utility
workstation space, along with approximately 6,500 sq ft of enclosed bay/storage space. There is approximately
5,000 sq ft of outside, covered storage space. The facility will be capable of supporting approximately 50 utility
workers and 30 office personnel. It will have a large training room, two formal and one informal conference
rooms.
A total of five “very competitive” bids were received. The three lowest bidders were separated by less than
$100,000. In addition to the base bid, there were 8 alternate bids for consideration.
Staff recommends awarding the bid #201545 to FTWOODS, including the Base Bid and Alternates #1, 2, 3, 7,
and 8 for $4,277,850. Construction is estimated to take ten months. Wesley noted that FT WOODS is located
in Georgetown and has successfully completed multiple projects for both public and private entities.
Motion by Gonzalez; seconded by Brainard. Bonham opposed (due to lack of knowledge on an item that was
brought before GGAF prior to his being on the Board).
Discussion with FTWOODS representative on Ringdale, an LED lighting company. He said that they were not
a current subcontractor. They want to present a life cycle of savings and a life warranty. They would like to
provide lighting with a change order in the future.
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
Motion by Gonzalez; seconded by Hesser. Unanimously approved.
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
Motion by Gonzalez; seconded by Bonham. Unanimously approved.
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
Motion by Gonzalez; seconded by Mason. Unanimously approved.
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
Motion by Gonzalez; seconded by Bonham. Unanimously approved.
G. Consideration and recommendation on award of a contract to Tempset Controls of Cedar Park, TX in
the amount of $50,000 for the Westside Service Center building controls - Wesley Wright, P.E.,
Engineering Director
Motion by Gonzalez; seconded by Mason. Unanimously approved; not to exceed $50,000.00.
Page 4 of 20
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
Motion by Gonzalez; seconded by Hesser. Unanimously approved; up to $50,000.00.
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
Chris Bryce explained that all contracts are paid for by Information Technology and annual IT software
maintenance agreement renewals for the 2016 fiscal year relate to previously purchased products or
maintenance contracts that are typically renewed at the beginning of the fiscal year. All are reviewed during the
budget; some contracts come off and some are added. Chris explained that most of these are continuing
agreements from when the software was originally purchased. David noted that these are multi-year
agreements. Tommy said that it makes no sense to bring these to GGAF, as they were budgeted during the FY
2016 process and approved during the budget adoption.
Motion by Gonzalez; seconded by Bohnam. Unanimously approved to recommend to Council to approve the
Information Technology contracts.
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
Chris gave a presentation regarding security and disaster recovery, and said that the IT Steering Committee
discussion will be presented to GGAF in the Fall after the IT Steering Committee completes a strategic planning
process that will further clarify its prioritization process.
He noted that we use the “layered security approach”. He said that IT’s focus in 2016 with security is to install
“next generation” firewall to add more than a perimeter security, i.e. intrusion protection, deep packet
inspection, application behavior templates, advanced blacklists, spam filtering, website blocking, and bandwidth
monitoring. Future efforts will be to implement Phase 1 of a dual factor authentication and make use of cloud
data centers, in-house or outsourced security services, and security “insurance”.
After discussion on why the Public Safety facility is not conducive for a backup location, Tommy suggested
that staff do an “after-action report” on how the miscommunication occurred and come up with a future action
plan.
Tommy thanked Chris for bringing this item back to GGAF and looks forward to the IT Steering Committee
discussion at a later meeting.
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
Tadd went over the process for the Employee Health Benefits selection. He said that a total of 23 proposals for
one or more coverages were received and 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.
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
• Flexible spending
MetLife:
• Voluntary Vision
• Voluntary Life
• Accidental Death and Dismemberment Page 5 of 20
Dearborn:
• Voluntary Short Term Disability
• Long Term Disability
The City anticipates offering competitive benefits to employees while minimalizing the financial impact to both
employees and the City.
Tadd also said that the Benefits Committee discussed the options and chose a plan that based premiums on tiers
and real expense to the plan and is recommending a 3.5% employee/employer increase, which is within the
budgeted amount. $219,000 will go into fund reserve.
As recommended above by staff, Motion by Mason; seconded by Bonham. Unanimously approved.
Motion by Gonzalez; seconded by Hesser to adjourn at 5:38 p.m.
Page 6 of 20
Adjournment
The meeting was adjourned at 5:38 pm.
_______________________ ____________
Keith Brainard Date
Board Chair
_______________________ _____________
Thomas Bonham Date
Board Secretary
_______________________ _____________
Danella Elliott Date
Board Liaison
Page 7 of 20
City of Georgetown, Texas
Government and Finance Advisory Board
September 23, 2015
SUBJECT:
2016 renewal of MyPermitNow – Tamera Baird, Chief Plans Examiner
ITEM SUMMARY:
MyPermitNow is the system that Permit and Inspections and Planning are currently using to
process, track, and store all development related applications. Currently, our volume of
applications has us subscribing to the 8000-10000 projects for an annual cost of $45,000.00.
Additionally, we subscribe to the Addressing/GIS Integration as well for an annual cost of
$2,760.00. This brings the total for the system use to $47,760.00 annually. This system is currently
be used by Planning, Permits and Inspections, and we are adding Fire permits, and we are also
building it to use for tracking functions of Engineering.
There are additional modules and products that are being analyzed that may increase productivity
and customer service, such as a GPS module that could facilitate inspection scheduling and add
some reporting capabilities. This system would add an additional $3,456.00 to our annual cost.
Additionally, the project volume is tracked to be sure we are in the correct rate volume. SCPDC
allows for the adjustment of our rate level during the year, if needed. If our analysis shows that our
project volume will push us to the next rate that would be an additional $6,000 per year.
In the event our project volume pushes us into the next rate level and we add the GPS module, this
would increase our annual cost to $57,216.00.
FINANCIAL IMPACT:
The MyPermitNow system has been paid for by technology fees assessed to each project and paid
by the builders and developers. We will continue to monitor project intake against the cost of the
system and adjust technology fees if needed to continue to insure that this system remains revenue
neutral.
SUBMITTED BY:
Tamera Baird, Chief Plans Examiner
Page 8 of 20
City of Georgetown, Texas
Government and Finance Advisory Board
September 23, 2015
SUBJECT:
Consideration and possible action for approval for the heating, ventilation and air conditioning
(HVAC) annual maintenance contract with The Porter Service Company in the estimated annual
amount of $307,978.00 - Trish Long, Facilities Superintendent, Eric Nuner, Parks & Recreation
Assistant Director
ITEM SUMMARY:
The City’s HVAC best value solicitation opened on August 6th and closed on August 2th. These bids
are for the commercial heating, ventilation, and air conditioning system (HAVC) repair, maintenance,
installation with duct cleaning and filter replacement services. The term of the contract will be from
the date of agreement for a two (2) consecutive years with the option to renew for three (3) additional
one year terms.
Five vendors submitted proposals: Brandt, Mechanical and Process Systems, The Porter Company,
Team Services, and HTS Texas. A bid comparison was made based on an hourly labor rate, quarterly
filter replacement, and percentage mark up on material for each City facility. The hourly rate was
requested for repair calls and a total was calculated based a total of 1900 hours of service.
The Porter Company ranked highest based on the best value evaluation criteria based. The criteria
included the following:
Pricing/Cost Plus Percentage Markup
Business History and Experience, number of years in the HVAC business, number of years
company has done business with Georgetown, Business Location, Organizations and businesses
company has performed HVAC services
Business & Credit References
Degrees and Certifications
Number of licensed/certified employees assigned to the City of Georgetown’s account
Staff’s recommendation is to award the City’s HVAC contract to the Porter Company based on the
best value rankings from City staff.
FINANCIAL IMPACT:
The estimated annual amount of $307,978.00 for HVAC maintenance and replacement for all City
facilities is budgeted in the Facilities ISF.
SUBMITTED BY:
Trish Long, Facilities Superintendent, Eric Nuner, Parks & Recreation Assistant Director
ATTACHMENTS:
Description Type
HVAC Contract Bid Tab 1 Backup Material
HVAC Contract Bid Tab 2 Backup Material
Page 9 of 20
HVAC MAINTENANCE
BID 201526
Brandt
Mechanical &
Process Systems
The Porter
Company Team Services HTS Texas
201526 ‐ HVAC MAINTENANCE Austin, TX Round Rock, TX Manchaca TX Plugerville, TX Round Rock TX
1. BASE PRICE ‐ ALL ITEMS (1‐6) & (1‐26) $243,321.00 $190,900.28 $234,588.80 $213,316.00 316,536.20$
2. ESTIMATED $20,000 ANNUAL MATERIALS COST
TO BE PURCHASED PLUS PERCENTAGE MARKUP $23,000.00 $25,000.00 $24,000.00 $24,000.00 $27,000.00
3. TOTAL BID PRICE $266,321.00 $215,900.28 $258,588.80 $237,316.00 343,536.20$
PERCENTAGE MARKUP FOR PURCHASED PRODUCTS 15% 25% 20% 20% 35%
BEST VALUE TOTAL POINTS 80 79 86 81 NOT EVALUATED
INITIAL TERM: Date of Agreement for 2 years
RENEWALS: 3 additional one year periods
*RECOMMENDED VENDOR ‐ THE PORTER COMPANY
Page 10 of 20
Brandt
Mechanical &
Process Systems
The Porter
Company Team Services HTS Texas
1. LABOR RATES 164,673.00$ 123,500.00$ 156,750.00$ 167,846.00$ 209,798.00$
FILTER REPLACEMENTS 22,848.00$ 12,800.28$ 24,838.80$ 12,270.00$ 11,264.00$
PREVENTATIVE MAINTENANCE 55,800.00$ 54,600.00$ 53,000.00$ 33,200.00$ 95,474.20$
23,000.00$ 25,000.00$ 24,000.00$ 24,000.00$ 27,000.00$
TOTAL BID PRICE 266,321.00$ 215,900.28$ 258,588.80$ 237,316.00$ 343,536.20$
PERCENTAGE MARKUP FOR PARTS & MATERIALS 15% 25% 20% 20% 35%
2. BUSINESS HISTORY AND EXPERIENCE 25 POINTS 20 14 23 15
Number of years in HVAC business
Number of businesses the company has performed
Number of years has done business with the City
Business Location/Prox to City of Georgetown
Evaluated by Parks Dept/Trish Long/Eric Nuner/Melaas
3. THREE REFERENCES 5 POINTS 20 POINTS 15 15 15 20
Quality of Work – installation, filter replacement, cleanup
Customer Service – overall customer service and meeting scheduled deadline
Communication – follow‐ up and keeping customer informed
ONE COMMERICAL REFERENCES
ONE BANKING REFERENCE
4. DEGREE/CERTIFICATIONS 15 POINTS 12 10 14 10
TERMS Net 30 Net 30 Upon receipt Net 30 Net 30
FOB N/A N/A N/A N/A Destination
Addendum 1 X
DEL 9/1/2015 9/1/2015 Immediately 8/28/2015 9/1/2015
BEST VALUE TOTAL POINTS (for pricing only)80 79 86 81 25
Documents to be included with Bid
Signed Bid
Total Bid Price
Average Percentage over Cost
Proof of Insurance X
Item
ESTIMATED $20,000 ANNUAL MATERIALS COST
TO BE PURCHASED PLUS PERCENTAGE MARKUP
Bid Invitation No.:201526 ‐ HVAC Maintenance
Division: Downtown & Community Services
Bid Opening Date:August 27, 2015 @ 2pm
Page 11 of 20
City of Georgetown, Texas
Government and Finance Advisory Board
September 23, 2015
SUBJECT:
Change to interlocal agreement between Georgetown Independent School District and the City of
Georgetown for services related to GTV channel 10 programming - Keith Hutchinson, Public
Communications Manager
ITEM SUMMARY:
Georgetown ISD and the City of Georgetown entered into an interlocal agreement in 2006 for
services related to GTV channel 10 programming. Since 2003, the City has programmed GISD
content such as high school football games, basketball games, and static bulletin board notices to
play on GTV channel 10, the City’s cable access channel. The 2006 agreement provides for a
$1,200 monthly fee from GISD to the City to help pay for staff time, equipment costs, and other
costs related to operating GTV channel 10. GISD has paid the monthly fee since 2006.
Earlier this year, staff from GISD contacted our Purchasing Department to inquire about the
monthly invoices for GTV channel 10 and to request that they be discontinued. With recent staff
changes at GISD, the district may not be aware of the 2006 agreement.
The Public Communications Department is requesting that the City and GISD alter the agreement
to remove the monthly fee for GTV-related services. This is for three reasons: 1) Bulletin board
notices for GTV from GISD have decreased from as many as 10 to 15 per month in 2006 to zero
presently, 2) Programming of GISD football games, basketball games, and other programs has
decreased in recent years, 3) The multi-media specialist in Public Communications provides new
staffing capacity to program GTV content, and, 4) Programs from GISD can help to expand the
viewership for GTV channel 10, which increases the value of the channel.
FINANCIAL IMPACT:
$14,400 annually
SUBMITTED BY:
Keith Hutchinson, Public Communications Manager
ATTACHMENTS:
Description Type
GISD/COG GTV 2006 Agreement Backup Material
Page 12 of 20
Page 13 of 20
Page 14 of 20
Page 15 of 20
Page 16 of 20
Page 17 of 20
Page 18 of 20
City of Georgetown, Texas
Government and Finance Advisory Board
September 23, 2015
SUBJECT:
Discussion on GGAF Board scope of review – Keith Brainard - Chair
ITEM SUMMARY:
Discussion on GGAF’s scope of review and items to be brought before this board.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Keith Brainard, GGAF Chair
Page 19 of 20
City of Georgetown, Texas
Government and Finance Advisory Board
September 23, 2015
SUBJECT:
Discussion and possible action to reschedule the GGAF Meetings for November and December –
Keith Brainard - Chair
ITEM SUMMARY:
The November GGAF Meeting is currently scheduled for November 25th (before Thanksgiving
Holidays)
The December GGAF Meeting is currently scheduled for December 23rd (before Christmas
Holidays)
These meetings need to be rescheduled to accommodate items that need to be taken to GGAF
during the months of November and December. (HR will need the November date to include in
their correspondence and recommendations to Council).
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Keith Brainard, GGAF Chair
Page 20 of 20