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HomeMy WebLinkAboutMinutes_GGAF_08.02.2011 The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown City Council met at 1:30 p.m. on Tuesday, August 2, 2011, in the City of Georgetown Council Chambers, located at 101 East 7th Street, Georgetown, Texas. MINUTES These minutes were approved at the October 4, 2011 GGAF Meeting. The meeting was called to order at 1:30 p.m. 1. Review minutes from the May 3, 2011 GGAF Meeting. Steve Fought asked for a follow-up for item 3 (regarding the Interlocal Agreement with Williamson County for the expansion of Williams Drive and related costs). Micki noted that more research was needed, and she can bring this item back in November (possibly). Hopefully we will know at that point if we will owe the County or not. She feels that we will. Unanimously approved. 2. Consideration and possible approval to enter into a three-year Enterprise Agreement (EA) contract with Microsoft Corporation for various PC and server licenses, including a first year cost of $105,217.48, through Dell Computer Corporation (DIR, acting as reseller). Mike Peters explained that this relates to two projects. Staff requests approval to enter into a three-year Microsoft EA agreement to subscribe or acquire software licenses for substantially all City employees as follows:  Windows 7 license rights to operate in a Virtual Desktop Infrastructure (VDI) (annual subscription)  Office 2010 Professional (purchase, with software maintenance)  Windows Systems Center – Virus, Malware, software management (purchase with software maintenance)  Exchange Server – email, calendaring, etc. (purchase with software maintenance)  Client Access Licenses (CALs) for the above (purchase with software maintenance). These purchases provide the Microsoft licensing for both the VDI project (about to begin rollout), and also the Exchange implementation budgeted for FY 2012. Dell is the sole authorized reseller for Microsoft products under the state DIR contract. Members Present: Patty Eason, Chair, Danny Meigs, Joe Pondrom, Steve Fought Members Absent: Rachael Jonrowe Staff Present: Micki Rundell, Laurie Brewer, Terry Jones, Mike Peters Although the VDI and Exchange projects were originally budgeted as license purchases in the initial year of the project, followed by software maintenance in subsequent years, the Microsoft EA agreement was found to reduce overall costs significantly and also spreads the costs equally over the three year term of the agreement. As a result, the first year cost of these items is $105,217.48, and the same amount is estimated for years 2 and 3 of the agreement (subject to changes in employee counts covered under the contract, or a change in the discount level negotiated under the state DIR contract). Because EA costs are spread equally over the three year term of this contract, this agreement will result in lower than budgeted costs for FY 2011 and FY 2012, but the FY 2013 costs (not yet budgeted) will be somewhat higher than anticipated in the original FY 2011 budget assumptions. Unanimously approved. 3. Consideration and possible action to conduct business with Comerica Bank, N.A. and to appoint “Representatives of the Depositor”. Laurie Brewer explained that this resolution authorizes the Micki Rundell, Chief Financial Officer and Lorie Lankford, Controller to be Representatives of the Depositor and each are authorized to open accounts, to issue letters of instruction, and to take all other actions deemed necessary or appropriate for the purpose of conducting non-primary bank depository services. Any action taken will be in accordance with the City’s Investment Policy. Unanimously approved. 4. Consideration and possible action to approve the committee for the selection of an architect for the design of the San Gabriel River Trail Extension project. Staff has solicited Request for Qualifications from architectural firms for the purpose of designing the San Gabriel River Trail Extension. This extension consists of approximately 5,000 linear feet of eight foot wide trail and runs from Blue Hole Park to the north side of the intersection of Scenic Drive and Hwy 29. We received sixteen qualification booklets from architectural firms and are ready to begin the selection process. The selection committee members are as follows: Pat Berryman, Tommy Gonzalez, Mark Shepherd, John Hesser, Kimberly Garrett and Eric Nuner. The City Council approved the use of the design/build method of construction for Fire Station 2. When using this method for construction the City is required to contract with an architectural/engineering firm to act as our representative throughout the duration of the project. Unanimously approved. 5. Consideration and possible action to approve Broaddus & Associates as our architect/engineer representative for the design/build process for Fire Station 2. Terry Jones noted that Broaddus is generally considered an expert in the design/build construction delivery method and was a Presidential appointment to the Board of Directors of the National Institute of Building Sciences, and organization that serves as an interface between government and the private sector and focuses on improving the building regulatory environment, facilitating the introduction of new and existing products and technology into the building process, and disseminating nationally recognized technical and regulatory information. Dr. Broaddus has also served as President and CEO of the Design-Build Institute of America, which is an 850 member organization in Washington D.C. that supports the professional use of an integrated design and construction contracting approach. This contract with Broaddus will require them to provide programming (specific spaces and materials required in our Stations) for the facility, assist in the bidding solicitation and firm selection process, participate in the design process, and oversee construction and warranty period. Unanimously approved. 6. Consideration and possible action to approve the construction delivery method for the Public Safety Operations and Training facility. Staff is requesting approval to solicit qualifications from architectural firms to begin the design process for the Public Safety Operations and Training facility to be located on DB Wood Road. The first step will be to receive and evaluate qualifications from architects, interview selected firms and then make a recommendation to City Council. Step 2 of the process involves soliciting qualifications from construction companies for the purpose of constructing the Public Safety Operations and Training facility using the recommended method, Construction Manager-at-Risk. This method of construction is preferred over others because we have the ability to choose a contractor based on qualifications and skill constructing Public Safety facilities rather than simply taking low bid. It also allows us to choose the most qualified architect as well as the most qualified contractor using two separate processes, whereas with design/build you must select an architect/contractor team. So the team could be stronger in one area and weaker in another, and could result in a lower quality project. The CM-at- Risk construction method is widely accepted and used in the public sector in Texas as the preferred method for constructing facilities. Terry said that he is more comfortable with the CMAR method. Joe Pondrom noted that would be better for Terry, as he would be involved from “the ground up” and have more control over the construction and possibly cut costs. Unanimously approved. 7. Approve Letter of Understanding with Clifton Gunderson to perform the independent audit of City accounts for fiscal year ended September 30, 2011. In June 2010, the Council selected Clifton Gunderson, LLP, to perform independent audit services for the City's accounts for up to three years. The agreement to perform audit services needs to be approved by Council each year. This will be the second year of that agreement. Audit services are also provided to comply with Single Audit requirements, which relate to state and federal funding tha the City received during the year. The agreement also includes auditing the financial statements of the City’s component units, Georgetown Transportation Enhancement Corporation and Georgetown Economic Development Corporation, which must be included in the City’s Comprehensive Annual Financial Report. Staff recommends that Clifton Gunderson, LLP be retained to perform the independent audit of City accounts for the fiscal year ended September 30, 2011, which is year 2 of the 3 year contract. The fee is $41,412 for basic audit services. This is a 4.3% increase over the prior year’s fee of $39,680, which was outlined in the original proposal last year. This letter and agreement authorizes Clifton Gunderson, LLP to initiate the preliminary audit process prior to the actual fiscal year end. This would allow them to begin the audit and finish in a more timely manner. Unanimously approved. Steve Fought complimented City staff on preparation of the information included in the packages for the meetings. 8. The meeting adjourned at 2:03 p.m.