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HomeMy WebLinkAboutMinutes_GGAF_09.26.2012 The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown City Council met at 2:00 p.m. on Wednesday, September 26, 2012, in the Friends of the Library Room, located at 402 West 8th Street, Georgetown, Texas. MINUTES The meeting was called to order at 2:05 p.m. These minutes were approved at the November 6, 2012 GGAF Meeting. 1. Review minutes from the August 29, 2012 GGAF Meeting – Danella Elliott, Administrative Manager Minutes were unanimously approved. 2. THIS ITEM WAS PULLED FROM THE AGENDA AT THE BEGINNING OF THE MEETING : Update and discussion of the Business Planning Framework process for FY 2012/13,including an update on the Council planning/visioning workshop held on September 20-21, 2012 – Susan Morgan, CPA, Finance Director and Micki Rundell, Chief Financial Officer 3. Consideration and possible action for approval to award the landscape maintenance for City owned facilities to Stillwater Landscaping for a two (2) year cont ract in the amount of $429,216 - Paul Pausewang, Facilities Coordinator, Micki Rundell, CFO, Trina Bickford, Purchasing Manager Paul Pausewang explained that bids were solicited to perform landscape maintenance services for a period of two (2) years starting October 15, 2012 with an option to renew for three (3) additional one (1) year periods. Maintenance will be performed at 40 City facilities sites as well as the Airport Common side. The staff recommendation is to award this bid to Stillwater Landscape of Elgin, Texas in the annual amount of $214,608 ($429,216 for the two year contract). The sites were bid, based on either 43 or 20 visits/cycles per year, and the Airport Common side was bid on a per acre price with a minimum of 45 acres. Extra services required are on an “as needed basis” at a per hour unit price. The bid was issued with best value c riteria to evaluate responses to ensure the best combination of pricing and quality of services was obtained. The best value criteria valued pricing at 50%, quality of references at 30%, bidder’s equipment at 10% and the types of licenses and/or certifications held at 10%. Six responses were received and evaluated. Based on the evaluation criteria included in the bid invitation, Stillwater Landscape is recommended by staff to receive the award based on their score of 91.30. The next closest bidder, We Mow It, did offer a slightly (approx. 1.5%) lower price based on scheduled cycles, but scored lower (89) in the overall evaluation and offered a higher rate on “as needed” services. Trina explained that price was always going to be important, but Best Value evaluation criteria was the determining factor. Members Present: Patty Eason, Danny Meigs, Steve Fought, Joe Pondrom, Jerry Hammerlun Members Absent: None Staff Present: Susan Morgan, Trina Bickford, Paul Pausewang Unanimously approved. 4. Consideration and possible approval of annual appropriations to several large Information Technology vendors for maintenance services during the FY 2013 fiscal year – Mike Peters, Information Technology Director Mike Peters explained that the items listed below are for the annual IT software maintenance agreement renewals for several recurring vendors for the FY 2013 fiscal year. All items relate to previously purchased products and maintenance renewals have been requested each year at this time, rather than taking each individual request as it comes up throughout the year. He said that the vendors are on the Department of Information Resources (DIR) vendor list, or are Sole Source providers. He noted that typically, ongoing maintenance is approximately 15-20% of the original purchase price. Mike will be available at the next Council meeting to answer any detailed questions or explanations. Sungard Public Sector, Inc. (Sungard) in the amount of $138,000 for IT software maintenance expense for the Sungard OSSI CAD/RMS system (Public Safety Computer Aided Dispatch System). OSSI is a sole-source system. Verizon Wireless (Verizon) in the amount of $92,000 for wireless data services. Wireless data services involve communication from City systems to computers in Police and Fire vehicles, GUS field vehicles, Code Enforcement and other miscellaneous users. GPS tracking for certain vehicles is also included. Verizon is a Department of Information Resources (DIR) vendor. Presidio Networked Solutions, Inc. (Presidio) in the amount of $65,000 for IT hardware/software maintenance expense. This item is for the annual IT software maintenance agreement renewals for Cisco networking equipment, Cistera call recording system and Xmedius Fax server system. Presidio is a Department of Information Resources (DIR) vendor. Tyler Technologies (Tyler) in the amount of $65,000 for IT software maintenance expense for the Incode system (Financial, Court and Utility Billing Systems). Incode is a sole-source system. Flair Data Systems (Flair) in the amount of $58,000 for IT hardware/software maintenance expense (Cisco Phone System). Flair is a Department of Information Resources (DIR) vendor. EST Group (EST) in the amount of $54,000 for IT hardware/software maintenance expense (Compellent Data Storage platform). annual IT hardware/software maintenance agreement renewals for the City’s Compellent data storage system used by nearly all applications . EST is a Department of Information Resources (DIR) vendor. Electsolve Technology Solutions and Services, Inc. (Electsolve) for the amount of $50,400 for annual software maintenance of the City’s Meter Data Management System . Electsolve is a sole- source system. All items were budgeted during the FY 2013 budget process. Unanimously approved. 5. The meeting adjourned at 2:25 p.m.