HomeMy WebLinkAboutAgenda CC 01.25.2011 WorkshopNotice of Meeting of the
Governing Body of the
City of Georgetown, Texas
JANUARY 25, 2011
The Georgetown City Council will meet on JANUARY 25, 2011 at 4:00 P.M. at 101 East 7th Street,
Georgetown, Texas 78626
If you need accommodations for a disability, please notify the city in advance.
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A Overview of the City's Standardized Document and Contract Process -- Trina Bickford, Purchasing
Manager and Micki Rundell, Chief Financial Officer
B Southeast Development Zone -- Paul E. Brandenburg, City Manager and Mark Thomas, Economic
Development Director
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.
C Sec. 551.071: Consultation with Attorney
- Advice from attorney about pending or contemplated litigation and other matters on which the attorney
has a duty to advise the City Council, including this week's agenda items
D Sec. 551.072: Real Property
- To discuss the value of the acquisition of land as it pertains to public safety facilities
- Acquisition of right of way for Southwest Bypass
E Sec. 551.087: Deliberation Regarding Economic Development Negotiations
- Discussions or deliberations regarding commercial or financial information that the governmental body
has received from a business prospect that the City Council seeks to have locate, stay or expand in or
near the territory of the City and with which the City Council is conducting economic development
negotiations; or to deliberate the offer of a financial or other incentive to a business prospect that the City
Council seeks to have locate, stay or expand in or near the territory of the City and with which the City
Council is conducting economic development negotiations.
- To discuss incentives as to 500 South Austin Avenue, L.P.
- To discuss incentives as to San Gabriel River Place Partners
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 , 2010, at , and remained so posted for at least
72 continuous hours preceding the scheduled time of said meeting.
Jessica Brettle, City Secretary
City of Georgetown, Texas
January 25, 2011
SUBJECT:
Overview of the City's Standardized Document and Contract Process -- Trina Bickford, Purchasing Manager
and Micki Rundell, Chief Financial Officer
ITEM SUMMARY:
This workshop is an overview of the proposed process that will standardize various purchasing and contract
documents to increase efficiency, improve consistency and increase productivity.
The City's Purchasing Department and Legal Department have worked to develop a streamlined process for
preparation and review of standardized and routine documents, including Master Service Agreements, Task
Orders, Construction Contracts, Routine Contracts and standard terms and conditions.
The documents being considered will be pre -approved by the Legal Department and by the City Council,
thus reducing review time and providing a more manageable workload for both Legal and other City
departments. These documents will include all required key terms necessary for each specific type of
contract/document. Once an agreement is made, the Purchasing department will be responsible to ensure that
the correct information from the bid or other terms is correctly input into the document. Once completed, the
Legal Department will also review that the contract has been prepared in accordance with the key terms as
approved by the City Council.
By expediting this process, the Council will approve all relevant information (key terms) that will be
included in the standardized documents, including vendor, scope and price. Staff would prepare a contract
based on the approved standardized documents and the key terms as approved by Council. If timing is
adequate, a draft contract may also be included in the agenda. The finalized contract would not come back
before the Council's review, provided the standard documents are used and the key terms are inserted as
approved by Council.
If Council approves of this process, a resolution affirming the process, along with copies of the standardized
documents that we have identified as being the most useful at this time and key terms therein will be
included on the February 8, 2011 Agenda. Once these standard agreements and purchasing documents are
approved, the legal department and other City departments can then focus on non-standard agreements. It
will also allow the purchasing department to standardize the preparation of bids, bid tabulations and the
compilation of documents after the Council approves the key terms of standardized agreements.
FINANCIAL IMPACT:
Staff /vendor time.
SUBMITTED BY:
Micki Rundell
ATTACHMENTS:
Presentation
Cover Memo
Item # A
Goal of Workshop
To outline process for preparation of
Standard City
Contracts IDocuments
Cooperatively developed by the City's Purchasing and Legal
departments
Purpose
e Increase Consistency
0 Eliminate opportunities for error
10 Standardize contract forms used throughout City
11� Less opportunity for mistakes or misstatements
Improve Efficiency
* Expedites timing for Council Agendas
* Documents previously reviewed and approved by the Legal Department
and by Council
Increase Productivity
of
0 Facilitates "quality control"
0 Standardized documents included in all bid documents and on City's
website.
V41"11T.11"T,
What does "standardized" mean?
Cuing same forms for same project types
All forms pre -approved by City Attorney and by City
Council
Will include:
Master Service Agreements (MSA) and task order forms
Procurement documents (Standard Terms & Conditions)
Construction contracts and general conditions
Architectural contracts
Other documents routinely used
Signature line for legal on required documents
Will still have NON-STANDARIZED contracts on
occasion
H311"11:
Role of Legal Department
9 Pre -approve/ prepare Standardized Forms
Delineate key terms that must be included per project
Verify that key terms are included in cover sheet
Identify major issues and advise Council therein at or before Council
Review once document is compiled by Purchasing
department
Legal signs prior to Mayor's signature
Non -Standard contracts will require individual development
and comment by Legal Department
Fully produced to City Council prior to approval
Role of Purchasing Department
0 Coordinate Bid Process
Including advertising and preparation of bid tabulation
Forward bid tabulation to respective department
After Council approval, compile final standard documents
in accordance with key terms approved by Council
Obtain required documents
Certificate of Insurance
Performance Bond and Payment Bond
Forward completed document to legal for final review and
signature if appliciable
Issue Purchase Order
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Impacts to City Council
Agenda package will include:
Summary of key contract terms for standardized contracts would be
included on Agenda Item Coversheet,
Including: name of parties, price, time line to complete the project,
scope of project, type of payment (hourly, phases) etc.
Referral to standard agreement that has been approved by Council
Changes to standard document forms would require Council action
Change orders presented in accordance with Council's Purchasing
Policy
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Benefits
Reduces Agenda Packet
Allows legal department, City staff and Council to focus
on nonstandard agreements
Prevents potential backlog
Facilitates roles of purchasing department, legal
department and City Secretary for document control
and quality control
'' Differentiates duties and responsibilities
Increases accountability
�� Allows staff extra time to put together the contract
documents
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Benefits (cont'd)
➢Requires minimal review by legal, City staff and
vendors for new projects using Standardized Forms
Defines process to be used by departments, vendors and
outside consultants
➢Standardized documents are easier for vendors and
consultants
Little opportunity for error
Minimal changes — no surprises
Similar to other local entities
Available on City's website
ffMIN I
Next Steps
Approve process
Approve standardized forms
Planned for the February 8, 2011 Agenda
Questions ?
fi�ii�EAW
City of Georgetown, Texas
January 25, 2011
SUBJECT:
Southeast Development Zone -- Paul E. Brandenburg, City Manager and Mark Thomas, Economic
Development Director
ITEM SUMMARY:
FINANCIAL IMPACT:
SUBMITTED BY:
Cover Memo
Item # B
City of Georgetown, Texas
January 25, 2011
See. 551.071: Consultation with Attorney
- Advice from attorney about pending or contemplated litigation and other matters on which the attorney has
a duty to advise the City Council, including this week's agenda items
[MY"U&IN lu/.11
FINANCIAL IMPACT:
SUBMITTED BY:
Cover Memo
Item # C
City of Georgetown, Texas
January 25, 2011
Sec. 551.072: Real Property
- To discuss the value of the acquisition of land as it pertains to public safety facilities
- Acquisition of right of way for Southwest Bypass
[MY"U&IN lu/.11
FINANCIAL IMPACT:
SUBMITTED BY:
Cover Memo
Item # D
City of Georgetown, Texas
January 25, 2011
Sec. 551.087: Deliberation Regarding Economic Development Negotiations
- Discussions or deliberations regarding commercial or financial information that the governmental body has
received from a business prospect that the City Council seeks to have locate, stay or expand in or near the
territory of the City and with which the City Council is conducting economic development negotiations; or to
deliberate the offer of a financial or other incentive to a business prospect that the City Council seeks to have
locate, stay or expand in or near the territory of the City and with which the City Council is conducting
economic development negotiations.
- To discuss incentives as to 500 South Austin Avenue, L.P.
- To discuss incentives as to San Gabriel River Place Partners
ITEM SUMMARY:
FINANCIAL IMPACT:
SUBMITTED BY:
Cover Memo
Item # E