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HomeMy WebLinkAboutMinutes_GGAF_11.01.2011 The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown City Council met at 1:30 p.m. on Tuesday, November 1, 2011, in the City of Georgetown Council Chambers, located at 101 East 7th Street, Georgetown, Texas. MINUTES These minutes were unanimously approved at the January 3, 2012 GGAF Meeting, with one change noted: Item #2, capitalize “Pondrom”. The meeting was called to order at 1:35 p.m. 1. Review minutes from the October 4 and October 18th, 2011 GGAF Meetings. Unanamously approved. 2. FOR INFORMATION ONLY - Award of contract for Municipal Court Collection Services to McCreary Veselka Bragg & Allen, P. C. Attorneys at Law. Cathy Leloux explained to the Committee that Municipal Court has historically outsourced the collection of overdue fines and fees, and recently issued a competitive Request for Proposals to re-evaluate the services available. In response to the Request for Proposals for Collection Services issued July 14, 2011, thirteen responses were received and evaluated based on the best value criteria included in the Request for Proposals. As the collection fee is set by state statute (currently at 30%), the criteria focused on value added services, references and other performance indicators. Three finalists were chosen to give presentations to the evaluation committee. Based on evaluation of the two remaining finalist after presentations, McCreary Veselka Bragg & Allen, P. C. is recommended as the successful proposer based on their past experience and the additional services provided. Award will be made for a period of one year with the option to renew for up to an additional four years, one year at a time. Joe Pondrom noted that they did an outstanding job and Micki commended Cathy and the Court team. This will be a great benefit. 3. Consideration and possible action to award the bid for Police vehicles, pickups, passenger vans and small utility vehicles to Caldwell Country Ford in the amount of $261,910.00, Philpott Motors in the amount of $410,980.00, Grapevine Dodge in the amount of $39,238.00 and Ron Carter Automotive in the amount of $20,521.00. Members Present: Danny Meigs, Joe Pondrom, Steve Fought, Rachael Jonrowe Members Absent: Patty Eason Staff Present: Micki Rundell, Terry Jones, Terry Jones informed the Committee that bids were received on the vehicles that were approved and scheduled for replacement in the 2011/12. Those vehicles include two half ton pickups, a one ton pickup, a ¾ ton pickup, a fifteen passenger van, two small SUV’s, a minivan, ten Police interceptor utility vehicles, one unmarked Police interceptor utility vehicle, and two Police interceptor sedans. Staff is recommending that an award be made to the low bidder for each item as highlighted on the attached bid tabulation. Invitations to bid were sent to Mac Haik Ford and Don Hewlett Chevrolet and both were contacted prior to the bid due date to ensure they would be participating. Both did not submit their bids in time to be considered. Total amount of this purchase is $732,649.00. $817,000.00 was approved and budgeted in the Vehicle ISF for this expenditure. Unanimaously approved. 4. Consideration and possible action for approval to purchase a skid steer loader, a backhoe and a small track loader from RDO Equipment through the Texas Buyboard in the amount of $191,290.00. Staff is requesting approval to purchase a skid steer loader for the Parks Department in the amount of $49,906.00, a backhoe for the Water Department in the amount of $72,360.00, and a small track loader for the Storm Water Drainage Department in the amount of $69,024.00. These pieces of equipment are scheduled for replacement in the 2011/12 Vehicle ISF or were approved as a new purchase during the budget process. The Texas Buyboard is a cooperative purchasing contract that satisfies state law competitive bidding requirements. RDO Equipment of Pflugerville is the closest source for this equipment in the area. Unanimously approved. 5. Consideration and possible action for approval to purchase a 12 yard dump truck from Santex Truck Center through the HGAC purchasing contract in the amount of $91,164.00. Staff is requesting approval to purchase a 12 yard dump truck from Santex Truck Center through the HGAC contract to replace a 1998 dump truck currently scheduled for replacement in the 2011/12 Vehicle ISF. This dump truck will be used by the Street Department for the hauling of road materials. There are no known local suppliers of dump bodies installed in Georgetown. Santex Truck Center is located in Temple. Unanimously approved. 6. Consideration and possible action for approval of the guaranteed maximum price to J.Jacobs Construction for the construction of Fire Station 5 and training facility. In May 2011 the City Council approved J.Jacobs Construction as the Construction Manager-at-Risk for the Fire Station 5 project. During the past several months they have been working with BRW Architects and City staff to finalize construction plans and develop a guaranteed maximum price for the construction of Fire Station 5. There are a few remaining items that need to be modified and some associated pricing obtained for those items before the GMP is final. The total budget for Fire Station 5 and the training facility is $4.6 million. Unanimously approved. 7. The meeting adjourned at 1:20 p.m.