HomeMy WebLinkAboutAgenda_GVPID_02.25.2019Notice of Meeting for the
Georgetown Village P ublic I mprov ement District
of the City of Georgetown
F ebruary 25, 2019 at 6:00 P M
at West Side Serv ice Center, located at 5501 Williams Dr Georgetown, T X 78633
T he C ity of G eorgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you
require as s is tance in partic ipating at a public meeting due to a disability, as defined under the ADA, reas onable
as s is tance, adaptations , or ac commodations will be provided upon request. P leas e c ontact the C ity S ec retary's
O ffic e, at leas t three (3) days prior to the sc heduled meeting date, at (512) 930-3652 or C ity Hall at 808 Martin
Luther King Jr. S treet, G eorgetown, T X 78626 for additional information; T T Y users route through R elay
Texas at 711.
Regular Session
(T his R egular S es s ion may, at any time, be rec es s ed to c onvene an Exec utive S es s ion for any purpose
authorized by the O pen Meetings Act, Texas G overnment C ode 551.)
A C all to O rder.
B C ons ideration and possible action on the Minutes of the regular meeting of January 14, 2019. Karen
F rost, R ecording S ecretary
C Introduc tion of new staff members that will be supporting the G eorgetown Village P ublic Improvement
Board and proc es s es . Wayne R eed, Assistant C ity Manager
D P resentation of the G eorgetown Village P ublic Improvement District (G VP I D) monthly financ ial reports
for the month of January 2019.--C hris ti R awls, As s is tant C ontroller
E Disc ussion and possible action on the rec ommendation to enter into negations with C ovey Landsc ape
Arc hitects (C LA) of G eorgetown, Texas to c omplete a tas k order for Landsc ape Architec tural S ervices
for G eorgetown Village P ublic Improvement District (G VP I D). Eric Nuner, Assistant P arks and
R ec reation Direc tor
F P rojec t Updates - O ctavio G arza, P ublic Works Direc tor
P ublic Wishing to Address the B oard
O n a s ubjec t that is posted on this agenda: P lease fill out a speaker regis tration form whic h can be found at the
Board meeting. C learly print your name, the letter of the item on which you wish to speak, and pres ent it to the
S taff Liais on, preferably prior to the start of the meeting. You will be c alled forward to speak when the Board
cons iders that item.
O n a s ubjec t not posted on the agenda: P ersons may add an item to a future Board agenda by filing a written
request with the S taff Liais on no later than one week prior to the Board meeting. T he reques t must include the
s peaker's name and the spec ific topic to be addres s ed with sufficient information to inform the board and the
public . F or Board Liaison c ontact information, pleas e logon to
http://government.georgetown.org/c ategory/boards -commissions /.
G At the time of posting, no one had signed up to speak.
Page 1 of 16
Adjournment
C E RT IF IC AT E O F P O S T IN G
I, R obyn Densmore, C ity S ecretary for the C ity of G eorgetown, Texas, do hereby c ertify that this Notic e of
Meeting was pos ted at C ity Hall, 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626, a place readily
ac cessible to the general public at all times, on the ______ day of __________________, 2019, at
__________, and remained so pos ted for at least 72 continuous hours preceding the sc heduled time of s aid
meeting.
____________________________________
R obyn Densmore, C ity S ecretary
Page 2 of 16
City of Georgetown, Texas
Georgetown Village Improvement District
February 25, 2019
S UB J E C T:
C onsideration and pos s ible ac tion on the Minutes of the regular meeting of January 14, 2019. Karen F rost,
R ecording S ecretary
IT E M S UMMARY:
F IN AN C IAL IMPAC T:
.
S UB MIT T E D B Y:
Karen F ros t, R ec ording S ec retary
AT TAC H ME N T S:
Description Type
Minutes _GVPID_01.14.2019 Backup Material
Page 3 of 16
Georgetown Village PID Page 1 of 2
January 14, 2019
City of Georgetown, Texas
Georgetown Village Public Improvement District Advisory Board Meeting
Minutes
Monday, January 14, 2019 at 6:00 p.m.
West Side Service Center located at 5501 Williams Dr. Georgetown, TX 78633
Members present: Norma Baker; Marsi Liddell; Melinda Marler, Chair; Marlene McMichael,
Vice-chair; Gary Newman, Developer Rep; and Penny Evans, Developer Rep
Members Absent: Cara McKinney; and William Laing, Alternate;
Staff present: Jim Briggs, General Manager of Utilities; Octavio Garza, Public Works Director;
La’Mar Kemp, Senior Accountant; Eric Nuner, Assistant Parks Director; and Karen Frost,
Recording Secretary.
Regular Session
(This Regular Session may, at any time, be recessed to convene an Executive Session for any
purpose authorized by the Open Meetings Act, Texas Government Code 551.)
A. Call to Order
The meeting was called to order by Chair Marler at 6:00 p.m.
B. Consideration and possible action on the Minutes of the regular meeting of November 12,
2018. Karen Frost, Recording Secretary.
Motion by Liddell, second by Baker to approve the minutes as presented. Approved 6 –
0.
C. Presentation of the Georgetown Village Public Improvement District (GVPID) monthly
financial reports for the month of October 2018.-- La'Mar Kemp, Senior Accountant
Kemp provided an overview. He explained the tax assessments would begin coming in to
the city account in January. Very little was paid at the time the report was run. The estimate
is that $426,000 plus interest will be paid and go toward operating expenses.
D. Discussion and possible action regarding the Parks Master Plan. Eric Nuner, Parks
Department
Nuner reported he has been working to create an RFQ (request for qualifications), which has
been sent to qualified contractors. The RFQ is due back to the city by January 31, 2019. The
applicants will be reviewed and a recommendation will be sent back to the board at the
March meeting, with it being forwarded to Council on March 26th. The goal is to solicit
construction bids in April. This bids will include the three projects that will be designed
based on the board’s choices of projects last year.
Nuner also explained that the architect will be bringing the final construction documents
back to the board prior to going out to bid for construction. Ms. Liddell will take part in the
selection of the architect. The architect only prepares the construction documents that will
Page 4 of 16
Georgetown Village PID Page 2 of 2
January 14, 2019
go out to bid through the city’s purchasing department process. The construction contractor
will be chosen by the lowest bid. That contract is then taken to council for approval.
McMichael asked when the board could have discussions and possibly change the scope of
work of the chosen plan. Briggs explained that the architect, when chosen, will meet with
the board and discuss design, timing and options. The Board may choose not to design
something previously chosen if it looks like that part of the project would not happen for a
while or not be fully funded. All options will be considered.
Chair Marler opened the floor for the public to speak.
Brian Ortego, 125 Cedar Elm Cove, is concerned about the process of developing the Master
Plan not including enough residents. He suggested another opportunity for input.
E. Project Updates - Octavio Garza, Public Works Director
Garza reported that the sidewalk issues, everything over a 2” tripping hazard, have been
addressed for the budgeted amount of money available this year. The areas that required
tree removal to solve the problem, were not being addressed at this time. There are five
areas where the construction is heavier, where moisture barriers are being installed and new
sidewalk is being placed where existing sidewalk was, but changing the slope and variation
of height to avoid harming the tree roots and to solve the problems. These areas should be
completed soon.
Adjournment
Motion by Evans to adjourn. Second by Baker . The meeting was adjourned at 6:48 p.m.
__________________________________ ______________________________
Approved, Melinda Marler, Chair Attest, Marsi Liddell
Page 5 of 16
City of Georgetown, Texas
Georgetown Village Improvement District
February 25, 2019
S UB J E C T:
P res entation of the G eorgetown Village P ublic Improvement Dis tric t (G VP I D) monthly financial reports
for the month of January 2019.--C hristi R awls , Assistant C ontroller
IT E M S UMMARY:
F IN AN C IAL IMPAC T:
.
S UB MIT T E D B Y:
La'Mar Kemp, S enior Ac countant
AT TAC H ME N T S:
Description Type
GVPID Financial Summaries 01.2019 Backup Material
Page 6 of 16
18/19 Budget YTD Activity Variance
Revenues:
Ad Valorem Taxes 426,392$ 361,746$ (64,646)$
Interest Earned 4,000 4,087 87
Total Revenues 430,392 365,832 (64,560)
Expenditures:
Administrative Fee- General Fund 38,210 12,737 25,473
Office Supplies 300 - 300
Insurance 500 - 500
Contracts & Leases, Primary 90,160 87,611 2,549
Contracts & Leases, Secondary 15,000 - 15,000
Special Services 5,000 2,550 2,450
Utilities/Irrigation 41,000 14,536 26,464
Maintenance, Sidewalks 30,000 444 29,556
Maintenance, Irrigation 6,000 - 6,000
Maintenance, Ponds 6,300 - 6,300
Maintenance, Repairs 10,000 - 10,000
Maintenance, Alleys 500 - 500
Maintenance, Street Trees 50,000 - 50,000
Administrative Fee - Joint Service 15,924 5,308 10,616
Total Expenditures 308,894 123,185 185,709
Capital:
Park Improvements - Madrone 195,227 - 195,227
Park Improvements - Parklets 279,794 - 279,794
Park Improvements - Rowan Park 143,141 - 143,141
Total Expenditures 618,162 - 618,162
Current Year Variance (496,664) 242,647 739,311
Beginning Fund Balance 763,359 770,544 [A]7,185
Current Funds Available 266,695$ 1,013,191$ 746,496$
Contingency
Reserve 106,000 106,000 -
Park Improvements - Rowan Park - Madrone Park 160,000 160,000 -
Current Funds Available 695$ 747,191$ 746,496$
Notes:
•The majority of property tax collections occur in January.
•YTD activity includes encumbrances.
•Year End YTD activity becomes audited activity each following January.
•Fiscal year is from October 1 to September 30.
•Unaudited financial statements prepared by the City of Georgetown, as of 2/06/19
[A]Unaudited beginning fund balance.
Financial Statement
Village PID
January 31, 2019
Page 7 of 16
2-06-2019 12:34 PM C I T Y O F G E O R G E T O W N PAGE: 1
FINANCIAL STATEMENT (UNAUDITED)
234-VILLAGE PID AS OF: JANUARY 31ST, 2019
ANNUAL CURRENT Y-T-D % OF Y-T-D BUDGET
REVENUES BUDGET PERIOD ACTUAL BUDGET ENCUMB. BALANCE
_____________________________________________________________________________________________________________________________
REVENUE
=======
PRIMARY REVENUE
4-0001-40-100 AD VALOREM TAX 426,392.00 0.00 361,745.62 84.84 0.00 64,646.38
TOTAL PRIMARY REVENUE 426,392.00 0.00 361,745.62 84.84 0.00 64,646.38
INTEREST
4-0001-42-100 ALLOCATED INTEREST 4,000.00 0.00 4,057.40 101.44 0.00 ( 57.40)
4-0001-42-152 GISD TAX (PID) INTEREST 0.00 0.00 29.23 0.00 0.00 ( 29.23)
TOTAL INTEREST 4,000.00 0.00 4,086.63 102.17 0.00 ( 86.63)
DEVELOPMENT FEE _____________ _____________ _____________ ______ ______________ _______________
TOTAL DEVELOPMENT FEE 0.00 0.00 0.00 0.00 0.00 0.00
____________________________________________________________________________________
TOTAL REVENUE 430,392.00 0.00 365,832.25 85.00 0.00 64,559.75
VILLAGE PID
===========
OTHER _____________ _____________ _____________ ______ ______________ _______________
TOTAL OTHER 0.00 0.00 0.00 0.00 0.00 0.00
____________________________________________________________________________________
TOTAL VILLAGE PID 0.00 0.00 0.00 0.00 0.00 0.00
_____________________________________________________________________________________________________________________________
*** TOTAL REVENUES *** 430,392.00 0.00 365,832.25 85.00 0.00 64,559.75
============= ============= ============= ====== ============== ===============
_____________________________________________________________________________________________________________________________
TOTAL REVENUE 0.00 0.00 0.00 0.00 0.00 0.00
Page 8 of 16
2-06-2019 12:34 PM C I T Y O F G E O R G E T O W N PAGE: 2
FINANCIAL STATEMENT (UNAUDITED)
234-VILLAGE PID AS OF: JANUARY 31ST, 2019
COMMUNITY SERVICES
VILLAGE PID
ANNUAL CURRENT Y-T-D % OF Y-T-D BUDGET
EXPENSES BUDGET PERIOD ACTUAL BUDGET ENCUMB. BALANCE
_____________________________________________________________________________________________________________________________
OPERATIONS
5-0211-51-110 GENERAL FUND ALLOCATION 38,210.00 3,184.17 12,736.68 33.33 0.00 25,473.32
5-0211-51-111 OFFICE SUPPLIES 300.00 0.00 0.00 0.00 0.00 300.00
5-0211-51-200 INSURANCE 500.00 0.00 0.00 0.00 0.00 500.00
5-0211-51-310 CONTRACT & LEASES, PRIMARY 90,160.00 0.00 22,147.29 97.17 65,463.79 2,548.92
5-0211-51-311 CONTRACT & LEASES, SECONDA 15,000.00 0.00 0.00 0.00 0.00 15,000.00
5-0211-51-330 SPECIAL SERVICES 5,000.00 0.00 637.50 51.00 1,912.50 2,450.00
5-0211-51-430 UTILITIES 41,000.00 2,067.62 14,535.56 35.45 0.00 26,464.44
5-0211-51-501 MAINT, SIDEWALKS 30,000.00 0.00 10,342.35 1.48 ( 9,898.20) 29,555.85
5-0211-51-502 MAINT, IRRIGATION 6,000.00 0.00 0.00 0.00 0.00 6,000.00
5-0211-51-503 MAINT , PONDS 6,300.00 0.00 0.00 0.00 0.00 6,300.00
5-0211-51-504 MAINT, REPAIRS 10,000.00 0.00 0.00 0.00 0.00 10,000.00
5-0211-51-506 MAINT, ALLEYS 500.00 0.00 0.00 0.00 0.00 500.00
5-0211-51-507 MAINT, STREET TREES 50,000.00 0.00 0.00 0.00 0.00 50,000.00
5-0211-51-950 JOINT SERVICES ALLOCATION 15,924.00 1,327.00 5,308.00 33.33 0.00 10,616.00
TOTAL OPERATIONS 308,894.00 6,578.79 65,707.38 39.88 57,478.09 185,708.53
CAPITAL
5-0211-52-820 PARK IMPROVEMENTS- MADRONE 195,227.00 0.00 0.00 0.00 0.00 195,227.00
5-0211-52-821 PARK IMPROVEMENTS PARKLETS 279,794.00 0.00 0.00 0.00 0.00 279,794.00
5-0211-52-822 PARK IMPROVEMENTS-ROWAN PA 143,141.00 0.00 0.00 0.00 0.00 143,141.00
TOTAL CAPITAL 618,162.00 0.00 0.00 0.00 0.00 618,162.00
____________________________________________________________________________________
TOTAL VILLAGE PID 927,056.00 6,578.79 65,707.38 13.29 57,478.09 803,870.53
_____________________________________________________________________________________________________________________________
TOTAL COMMUNITY SERVICES 927,056.00 6,578.79 65,707.38 13.29 57,478.09 803,870.53
_____________________________________________________________________________________________________________________________
*** TOTAL EXPENSES *** 927,056.00 6,578.79 65,707.38 13.29 57,478.09 803,870.53
============= ============= ============= ====== ============== ===============
*** REVENUES OVER/(UNDER) EXPENSES( 496,664.00)( 6,578.79 300,124.87 48.86-( 57,478.09)( 739,310.78)
*** END OF REPORT ***
Page 9 of 16
City of Georgetown, Texas
Georgetown Village Improvement District
February 25, 2019
S UB J E C T:
Dis cus s ion and pos s ible ac tion on the recommendation to enter into negations with C ovey Lands cape
Architec ts (C LA) of G eorgetown, Texas to complete a task order for Lands cape Arc hitectural S ervic es
for G eorgetown Village P ublic Improvement Dis tric t (G VP I D). Eric Nuner, As s is tant P arks and
R ecreation Director
IT E M S UMMARY:
A request for qualific ations (R F Q ) was extended to three (3) prequalified landsc ape arc hitectural firms to
do bus iness with the C ity of G eorgetown through a Master S ervices Agreement (MS A). C LA was the sole
res pondent to the R F Q . T he selec tion c ommittee has reviewed and s cored their statement of qualifications.
Although there was only one res pondent, the committee feels C LA is well qualified to complete lands cape
architec tural services requested in the R F Q . T he committee requests approval to enter into negation with
C LA as they have been evaluated, prequalified and approved to c omplete landsc ape arc hitectural s ervic es
for the C ity.
If approved, the next s tep is to begin negotiations with C LA to develop a projec t s cope for the des ign
process of projec ts recommended for completion in the 2019 budget. A tas k order whic h identifies this
s cope and cost for des ign services is sc heduled to be pres ented at the Marc h G VP I D board meeting.
F IN AN C IAL IMPAC T:
.
S UB MIT T E D B Y:
Karen F ros t, R ec ording S ec retary for Eric Nuner
AT TAC H ME N T S:
Description Type
Summary Memo from Purchas ing Department Backup Material
Letter of Recommendation from M. Liddell Backup Material
Consultant Bid Review tabulations Backup Material
Page 10 of 16
Page 1 of 1
Solicitation Summary
From: Nicole Abrego, Buyer, Purchasing
Date: February 7, 2019
Re:
Solicitation Summary of Request for Qualifications – Landscape Architectural Services for the
Georgetown Village Public Improvement District
SUMMARY:
The solicitation was issued to three landscape architect firms on January 4th, 2019. All architect firms have
active master service agreements with the City. One statement of qualifications (SOQ) was received from Covey
Landscapes Architects. The SOQ was reviewed for compliance with the specifications and an evaluation was
performed. It was determined that the statement of qualification was compliant and provides qualified services
for the City.
Upon review of the SOQ it is recommended to request a proposal from:
• Covey Landscape Architects
Ronnie Stafford, PLA
1008 S. Main Street
Georgetown TX 78626
Telephone #: 512-743-3835
E-Mail: rstafford@coveylandscape.com
Page 11 of 16
TO: GVPID
FROM: Marsi Liddell, RFQ reviewer
DATE: 19 February,’19
In Re: Covey Landscaping
As you may be aware, there was limited response to the City of
Georgetown’s RFQ for Landscape Architects regarding the GVPID
project.
I am disappointed that I will not be there in person to address any
questions/concerns and to hear directly from board colleagues.
However, I am out of the country and since our normal meeting was
postponed, am unavailable to participate in person. That said this
memo summarizes my perspective about the hiring of Covey for the
project.
To that end, I interviewed Ronnie, the principal of Covey on February
18th by phone. My questions primarily reflected my scoring
rate/concerns on their proposal. Chief among my concern was their
Ability to Perform, specifically the fact that although they had individual
experience, the company had only existed per se, for about 2 years. A
second concern was a question of how they would react to board
recommendations and suggestions vis a vis City contractual obligation.
The third question dealt with timing.
Ronnie was quite accommodating. He explained that while he and his
co-owner had over 25 years between them in Austin it was with a very
large company and that they both preferred smaller and more local
projects and hence their formation of the new Covey Company. Travis
Page 12 of 16
does much of the graphic work while Ronnie specializes in construction.
Further, he advised that the company had a strong relationship with
KPA Engineers in Georgetown. He emphasized that the goal of Covey
was to provide quality work with little or no surprises to the client.
When asked about following GVPID vs. City, he stated that since the
City was responsible for issuing the RFQ, the company responded
directly to that format. However, he was adamant that Covey would
communicate frequently and clearly to the PID board as the ultimate
end user of the landscape project. He further encouraged board
members to visit the office in downtown Georgetown for any questions
or comments. Finally, with regard to timing of the entire project,
Ronnie said he anticipated that bringing the document from conceptual
to final construction documents might take up to 2-3 months. He
added that, should they be the successful bidder, they would put the
final document out to bid and would work with the contractors to meet
deadlines; he was clear that late fall or early spring would be the most
advantageous time to complete (install) the heavily weighted
“planting” project for best results. What that means is that the entire
project may not be completed until one year from now.
Following my discussion with Covey representative, I am satisfied that
the firm is eager and prepared to work with GVPID and the City to fulfill
our expectations and vision for landscaping in the Village. I further
believe it is imperative that we (GVPID) come to consensus prior to
initiating the contractual work with the firm about what we want,
expect, and the timeline. Change orders, once the project is underway,
would not only bring about a delay but also significant increase in
project cost. I support the hiring of Covey to bring about the execution
of our project; the fact that they worked on the master plan could
easily be a distinct advantage inasmuch as they know the area and the
basic plan.
Page 13 of 16
Bid Invitation No.:
Division:
Bid Opening Date:
Covey Landscapes Architect
Georgetown, TX
Average of all evaluators
Basic Qualifications (5 pts)4.0
Ability to Perform (15 pts)12.0
Geographic Proximity (10 pts)9.5
Technical Capabilities (20 pts)18.8
Performance History ( 25 pts)22.8
Project Approach (25 pts)24.0
Scores 91
Parks & Recreation
Landscape Architectural Services for Georgetown Village Public Improvement District
1/31/2019
Page 14 of 16
City of Georgetown, Texas
Request for Qualifications - Landscape
Architectural Services for Georgetown Village
Public Improvement District
PROPOSER: Covey Landscape Architects
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Basic Qualifications (5 ttl pts)
5 3 3 5 4
Basic Qualifications Sub-Totals:5 3 3 5
Basic Qualifications Average Score:4.0
Ability to Perform (15 ttl pts)
15 12 12 9 12
Ability to perform Sub-Totals 15 12 12 9
Ability to perform Average Score 12.0
Geographic Proximity (10 ttl pts)
8 10 10 10 9.5
Geographic proximity 8 10 10 10
Geographic Average Score:9.5
Technical Capabilities ( 20 ttl pts)20 20 20 15 19
Technical Sub-Totals:20 20 20 15
Technical Averages:18.8
Performance History/References (25 ttl pts)23 23 25 20 22.75
Cost of Services Sub-Totals:23 23 25 20
Cost of Services Score:22.8
Project Approach & Scope of Services (25 pts ttl)25 25 25 21 24
Project Approach and Scope Sub-Totals:25 25 25 21
Project Approach and Scope Score:24.0
OVERALL TOTALS
Grand Totals:96 93 95 80 91
TOTAL OVERALL Average Score:91
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Notes
Notes
Notes
Additional notes
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Notes
Notes
Notes
Page 15 of 16
Phase 1 Westbury Ln Sidewalk Reconstruction
Sources: Esri, HERE, Garmin, Intermap, increment P Corp., GEBCO, USGS,
1/10/2019, 10:25:43 AM 0 0.03 0.060.01 mi
0 0.05 0.10.03 km
1:2,257
Web AppBuilder for ArcGIS
County of Williamson, Texas Parks & Wildlife, Esri, HERE, Garmin, INCREMENT P, USGS, EPA, USDA | City of Georgetown |
Page 16 of 16
