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The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown City Council
met at 1:30 p.m. on Tuesday, May 3, 2011, in the City of Georgetown Council Chambers, located at 101 East 7th
Street, Georgetown, Texas.
MINUTES
These minutes were approved at the August 2, 2011 GGAF Meeting.
The meeting was called to order at 1:32 p.m.
1. Review minutes from the April 5, 2011 GGAF Meeting.
Unanimously approved.
2. Consideration and possible to approve the Construction Manager-at-Risk contractor for the
construction of Fire Station 5.
At the March 8th City Council meeting, a Construction Manager-at-Risk selection committee was appointed by
the Council. The committee members included, Councilmember Sansing, Councilmember Sattler, Bob Young,
Chief Fite and Terry Jones.
The process began with a solicitation for qualified construction firms capable of performing work as a
construction manager. We received seventeen qualification packets and the committee evaluated and ranked
each according to firm experience, past performance on similar projects, management team experience,
demonstrated ability to meet project budgets and demonstrated ability to meet project schedules. The finalists
to move on to step two of the evaluation process were Chasco, Zapalac Reed, J. Jacobs, Bartlett Cocke, FT
Woods and SpawGlass. This group was asked to submit additional information including key personnel and
resumes, evidence of their ability to establish budgets and meet those budgets, methods for design cost
control, their preconstruction program and fees.
Terry Jones explained that the CMAR Selection Committee would be conducting interviews the following day
and therefore did not have a recommendation at the time of this meeting. References were not back either,
but based on the fees and other criteria, if the interviews and references check out, Jimmy Jacobs will be the
recommendation. Jimmy Jacobs’ total fees for the project were $172,233 less than the next higher fee
submission. Patty Eason asked if there were isssues with other fire stations that Jimmy Jacobs has built, and
Terry explained that the one in Jarrell had some warranty issues.
Members Present: Dale Ross, Chair, Patty Eason, Co-Chair, Danny Meigs, Joe Pondrom, Steve Fought
Members Absent: None
Staff Present: Paul Brandenburg, Micki Rundell, Laurie Brewer, Terry Jones
The GGAF committee asked the selection committee to be very mindful and very diligent in asking the “hard”
questions and to move apprehensively pending the interview process.
The results and recommendation will be presented at the Council Meeting on May 10th.
3. Discussion on the Interlocal Agreement with Williamson County for the expansion of Williams Drive
and related costs.
The City signed an agreement in January 2009 with Williamson County to widen and expand a portion of
Williams Drive. The County agreed to coordinate the project. The City’s portion was the costs from D.B.Wood
Road to Jim Hogg Road, which comprised approximately sixty-five (65%) percent of the project.
The City and County jointly applied for federal fund, through TxDot, to assist with the project and expected to
receive $8,828,900 in funding towards the construction costs of this project. During project administration, it
was discovered that TxDot had disallowed the costs of utility relocations, which reduced the total expected
amount of federal funds towards this project. There have also been change orders and other variations from
original cost estimates.
The Georgetown Transportation Enhancement Corporation also contributed $1.2 million of funds for Right of
Way purchase for this project. This contribution was made to TxDot.
The agreement provided for the City’s payment of $1.5 million in 2009, $1.5 million in 2010 and the final
installment of an estimated $2.1 million in 2011. It was noted that the last installment may be more or less
than $2.1 million depending upon actual costs of the project, but the total was expected to be around $5.1
million.
The disallowance of utility relocations for reimbursement, as well as other increases in costs have caused the
estimates for the City’s portion of the project to be around $6.3 million. We expect that there will be a refund of
a portion of the GTEC right of way purchase that could possibly fund part of the final payment, however TxDot
does not process refunds until the project is closed.
The County does not expect to have final numbers for two months while change order documents and other
invoices are processed. The County expects the close out of the project to take up to one year. Micki
explained that although we have no choice but to do it anyway, the problem was with the “surprise” element.
She came up with some ideas for future communication and coordination with others, and noted that we will
have to be ready in future deals.
Patty Eason would like Micki’s “lessons learned” formally adopted as part of the Fiscal and Budgetary Policy.
4. The meeting adjourned at 2:10 pm.
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 __________________,
2010, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting.
Jessica Brettle, City Secretary