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2023-12-04 CCPD MinutesCITY OF © SOUTHLAKE SOUTHLAKE CRIME CONTROL AND PREVENTION DISTRICT BOARD MEETING MINUTES: December 4, 2023 LOCATION: Southlake Police Department Headquarters 600 State Street, 4th Floor Southlake, TX 76092 TIME: 6:00 p.m. CRIME CONTROL AND PREVENTION DISTRICT BOARD MEMBERS PRESENT: Ken McMillan (President), Robert Williams (Vice President), Jay Demas, Frank Powers, William Meddings and David Barnes CRIME CONTROL AND PREVENTION DISTRICT BOARD MEMBERS ABSENT: Kara Clubb STAFF PRESENT: Chief of Police James Brandon, Fire Chief Mike Starr, Sharen Jackson (Chief Financial Officer), Erika Fletcher (CCPD Secretary), Mo Estepa (Public Works Project Manager) 1. REGULAR SESSION WAS CALLED TO ORDER: 6:00 PM 2. PUBLIC FORUM: (This is the public's opportunity to address the board about non -agenda items. During this proceeding, the Board will not discuss, consider, or take action on any items presented by the public. We respectfully ask that anyone stepping forward to speak during public forum limit remarks to three minutes or less.) 3. CONSIDER 3A. APPROVE MINUTES FROM THE October 10, 2023 CRIME CONTROL AND PREVENTION DISTRICT BOARD MEETING APPROVED (6 — 0) Motion: CCPD Board Member proposed a motion to approve the amended minutes from the October 10, 2023, CCPD Board Meeting. Second: CCPD Board Member 3B. APPROVE ITEM 3B AN EXPENDITURE FOR GLIDEN INDUSTRIES, LLC IN AN AMOUNT NOT TO EXCEED $653,000, FOR THE CONSTRUCTION CONTRACT AWARD FOR THE EMERGENCY OPERATIONS CENTER RELOCATION PROJECT. APPROVED (6 — 0) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes: December 4, 2023, Crime Control and Prevention District Board Page 2 of 5 Comments made by Mo Estepa: Items 3B-3F are relative to the finish out of the EOC project. The last time we spoke about this project with the CCPD Board was May 9, 2023. Since then, the project has been designed and ready to go out to bid. Today, we are requesting approval to expend the associated costs from the CCPD Fund. To recap the details of this project, it includes construction of the new EOC on the 1st floor of the DPS Headquarters facility. Currently, the EOC resides on the 2n" floor in a shared space with the HQ Community Room located in the DPS Headquarters facility. The current space does not meet the operational needs or technical requirements for a functional EOC. The new EOC is a dedicated space that occupies 3300 sq. ft. of approved space in the basement of this facility. The new EOC will house a breakout room, HAM radio room, a dedicated IT storage room and an executive conference room. The key distinction with this space is that it is designed to enable flexible configurations of the workstations in the work area. Public Works solicited proposals for the main construction of the project on October 9, 2023. On November 1, 2023, we received one proposal and the City's design consultants TSK reviewed and scored the proposal offer under a best value criteria that was described in the project manual. That criteria included categories such as qualifications, the ability and capacity to perform the work, the budget and references. With that, there is a recommendation to go to City Council to award the contract to Gliden Industries, LLC. We are requesting approval of the expenditure for the construction contract award not to exceed $653,000 which includes Gliden Industries' original proposal to complete the work plus a construction contingency of $99,000. It is anticipated that construction will commence in January 2024 with a completion date in May 2024. In a separate contract, the audio-visual component of this project is going to be handled separately from the main construction. The City's preferred vendor is Ford Audio -Visual Systems, LLC. The IT network component and computer components will be a separate contract and the work will be completed by the City's preferred vendor, Presidio Networked Solutions Group, LLC. This project also includes a pre -manufactured wall system. It will be installed as one component, and it will expedite the completion and costs for this project. GL Seaman & Company is the selected vendor for this component of the project. The furnishings for this project include electric standing desks with casters, power beams, task chairs and breakroom tables and chairs. VARI Sales Corporation provided the proposal for this portion of the project. The minor finish -out items on the itemized cost sheet total $75,953 and the owner contingency at 41.98% equals $758,307. The owner contingency is separate from the contingency for the individual components. Assuming that there is a need that is unaccounted for in the buildout process, the contingency funds will be used for that need. City of Southlake Values. Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes: December 4, 2023, Crime Control and Prevention District Board Page 3 of 5 • Questions asked by CCPD Board Member: Does this building have emergency power? Are there any other personal amenities being considered in addition to the breakroom? • Response given by Fire Chief Mike Starr: Yes, there is a backup generator. There are restrooms already in that location. • Question asked by CCPD Board Member: Can you explain the owner contingency funds? • Response given by Chief Financial Officer Sharen Jackson: It wasn't that we set out to have a contingency that large. This was a three-year process. In 2022, we budgeted $1 million towards the project. In 2023, we budgeted $1,130,000 and in 2024, we added another $334,500 to get to the total $2,564,500. We budgeted prior to design, unsure of what the true costs would be. So, the contingency is what is left over in the budget, now that we know the design and true estimate costs. Today, you're not approving the funding. The CCPD Board has already approved this funding over the last 3 years. The contingency funds represent the balance of remaining funds that can be used if something unanticipated comes up during construction. • Question asked by CCPD Board Member: Is the $99,000 in contingency funds already spent? • Response given by Public Works Project Manager Mo Estepa: No, the contingency funds are available if a need arises during construction that wasn't originally accounted for. The continency funds allow us flexibility without us having to come back and stop the project. • Question asked by CCPD Board President: Can you repeat the totals budgeted each year for the project? • Response given by Chief Financial Officer Sharen Jackson: In 2022, we budgeted $1 million towards the project. In 2023, we budgeted $1,130,000 and in 2024, we added another $334,500 to get to the total 2,564,500. We already had $100,000 in contingency that rolled over into this project which is the difference of the totals you're referring to. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes: December 4, 2023, Crime Control and Prevention District Board Page 4 of 5 • Question asked by CCPD Board President: Is there a description of the furniture yet for this project? • Response given by Public Works Project Manager Mo Estepa: Yes, it's the VAR[ furniture that you see around Town Hall with the standing desks. I don't have any pictures to provide today. The cabinetry is currently being worked on and we have renderings available. • Question asked by CCPD Board President: Do you have a completion date for the project? • Response given by Public Works Project Manager Mo Estepa: The completion is set for May 2024. • Question asked by CCPD Board President: Are the prefabricated walls reconfigurable? • Response given by Public Works Project Manager Mo Estepa: The prefabricated walls are reconfigurable to an extent. They are de-constructable. We can open up panels and close them if needed. It's not like a cubicle wall, it's a modular piece that is a real wall that is installed. • Question asked by CCPD Board Member: With the completion date set in May, that is our storm season. Is that a good time to shut down the current EOC to transition to the new location? • Response given by Fire Chief Mike Starr: The HAM radios will be relied upon during that time. Our computers and other equipment can be moved easily because they are portable. We'll work with you to make sure it's a smooth transition at that time. Motion: CCPD Board Member proposed a motion to approve items 3B thru 3F as submitted. Second: CCPD Board Member City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes: December 4, 2023, Crime Control and Prevention District Board Page 5 of 5 ANNOUNCEMENTS Next CCPD meeting: February 13, 2024, at 6:OOpm. 6. MEETING ADJOURNED: 6:2O PM Ken McMillan, President Crime Control and Prevention District Board Errka FI¢t¢her, Secretary Crime C ntrol and Prevention District Board City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork