2013-01-07 CITY COUNCIL SPECIAL MEETING MINUTESMINUTES OF A SPECIAL MEETING OF THE CITY COUNCIL OF THE CITY
OF PEARLAND, TEXAS, HELD ON MONDAY, JANUARY 7, 2013, AT 6:00
P.M., IN THE COUNCIL CHAMBERS, CITY HALL, 3519 LIBERTY DRIVE,
PEARLAND, TEXAS.
Mayor Reid called the meeting to order at 6:05 p.m. with the following present:
Mayor
Mayor Pro -Tem
Councilmember
Councilmember
Councilmember
Councilmember
City Manager
City Attorney
City Secretary
Tom Reid
Susan Sherrouse
Woody Owens
Scott Sherman
Keith Ordeneaux
Greg Hill
Bill Eisen
Darrin Coker
Young Lorfing
Others in attendance: Jon Branson Assistant City Manager; Mike Hodge
Assistant City Manager; Claire Bogard Director of Finance; Michelle Smith
Director of Parks and Recreation; Sparkle Anderson Public Affairs Manager.
NEW BUSINESS:
COUNCIL ACTION — RESOLUTION NO. R2012-184 — A RESOLUTION OF
THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS, AWARDING A BID
FOR CUSTODIAL SERVICES. Mr. Bill Eisen, City Manager.
Mayor Pro -Tem Sherrouse made the motion, seconded by Councilmember
Sherman, to approve Resolution No. R2012-184.
City Manager Bill Eisen reported upon discussion of the relative merits of the
proposals by American Facility Services, Inc. and A&A Services, City Council
moved to postpone the award of the subject bid, and requested additional
information from Parks Management on the projected cost for in-house provision
of cleaning services at a level commensurate with that requested in the bid.
Director of Parks & Recreation Michelle Smith provided a presentation during the
meeting to address the requested information.
American Facility Services, Inc. Representative Shawn Hall addressed Council
stating he brought references for Council to review. He further stated American
Facility Services will provide good services for the City.
Felicia Harris speaking on behalf of A&A Cleaning Services addressed Council
stating many business owners attending the Council Meeting tonight live in
Pearland. They not only pay taxes to the City of Pearland as business owners
but also as homeowners. She further stated it is their tax dollars that Council is
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planning to spend in this bid. As a point of reference it is Staffs recommendation
to spend Pearland resident's tax dollars to an entity that has never paid taxes to
the City of Pearland. She further stated Council has a commitment to build a
strong local economy, which is why we have a Shop Local Program in Pearland.
She further stated A&A is trying to earn the City's contract because A&A
Services will give the City the best value for tax dollars.
Councilmember Owens stated with the bid process should be listed as a
mandatory bid, from this time to this time. The person needs to be present to sign
in and afterwards take a tour of the buildings in question for custodial services.
Councilmember Hill asked Mr. Hill, American Facility Services Representative if
their bid included all supplies and equipment.
Mr. Hall, American Facility Services Representative responded, yes the bid was
all inclusive.
Councilmember Hill asked Mr. Hall if he was aware American Facility Services
did not sign in at the bid opening.
Mr. Hall stated he was aware an American Facility Services Representative
attended the bid opening, but he was not aware they did not sign in. He further
stated another American Facility Services Representative would be attending the
meeting tonight, they are running late. Once the person arrives they will answer
any questions Council may have.
Councilmember Hill stated he has a problem with awarding a lot of money to a
company that does not sign in at a bid opening.
Councilmember Ordeneaux stated representation from American Facility
Services has not been great. He further stated he is fully aware that he is
spending tax payer dollars and he views that different than spending his own
personal dollars.
Mayor Pro -Tem Sherrouse stated this is a difficult decision. She further stated
this is difficult because she has a responsibility to the tax payers to make the
correct and moral decision. Most important she has a responsibility to her God.
At the end of the day she has to answer for her decisions in prayer. She further
stated she has to look at her role as an elected official, at the price difference
between bids and spending tax payer dollars.
Mona Chavarria, owner of A&A Cleaning Services addressed Council stating
there is a lot of talk about the dollar difference between the bids. She further
stated she knows she is the highest bidder. She has walked through the City of
Pearland facilities and the floors have to be scrubbed and buffed once a week.
That was part of the bid specification. She further stated these buildings are not
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all the same, that needs to be looked at and she does not think Council is
comparing apples to apples. She further stated on the City website the adopted
budget for custodial services is $387,000. The numbers do not match up.
City Manager Bill Eisen stated he can assure Council that the amount of money
budgeted in the general fund is the amount shown in the documents that Council
has. He further stated of the three alternatives that were presented the City
would go over budget by awarding the contract to A&A Services or keeping it in
house and add an additional person. If the City goes with American Facility
Services the City would stay within budget.
Finance Director Claire Bogard stated the adopted budget for custodial is
$387,446. She further stated this is cleaning all the City facilities except for
University of Houston.
Discussion ensued between Council regarding American Facility Services not
being well represented and a business representative must attend and sign in at
mandatory pre bid conferences.
Voting "Aye" Councilmembers Owens, Sherman, Sherrouse, and Ordeneaux.
Voting "No" Councilmember Hill.
Motion Passed 4 to 1.
OTHER BUSINESS: None.
ADJOURNMENT
Meeting was adjourned at: 7:51 p.m.
Minutes approved as submitted and/or corrected this the 11 th day of February
A.D., 2013.
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Tom Reid
Mayor
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