[1 CALL TO ORDER & INVOCATION]
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BOARD OF MAYOR AND ALDERMEN MEETING FOR THE TOWN OF COLLIERVILLE FOR MONDAY, SEPTEMBER 22ND, 2025. AND WE DO HAVE PARKER RICHARDSON WITH US THIS EVENING TO LEAD US WITH AN INVOCATION. AND THEN I WILL ASK ALDERMAN JORDAN IF HE WILL LEAD US IN THE PLEDGE OF ALLEGIANCE.
PLEASE RISE. ALL RIGHT. LET'S PRAY TOGETHER. FATHER, WE'RE THANKFUL FOR JUST YOUR GRACE THIS EVENING. AND GOD, THE THE BREATH IN OUR LUNGS. AND, FATHER, JUST THE BLESSINGS THAT ALL OF US DON'T DESERVE. GOD, YOU FREELY GIVE THEM. THE CHIEF OF ALL BLESSINGS BEING YOUR SON AND WHAT HE'S DONE FOR US ON THE CROSS. AND SO THANK YOU FOR THESE LEADERS AND GOD, THANK YOU THAT MY SON GETS TO BE HERE WITH ME TONIGHT, ALTHOUGH THAT WAS NOT A PART OF THE PLAN. GOD, I'M JUST GRATEFUL FOR THE FACT THAT HE'S JUST A PHYSICAL REMINDER OF ALL THE WORK THAT THESE PEOPLE IN FRONT OF ME AND BEHIND ME ARE DOING. GOD, TO MAKE COLLIERVILLE JUST A SAFE AND WONDERFUL PLACE FOR HIM TO GROW UP IN. AND SO THANK YOU FOR OUR LEADERS. THANK YOU FOR THE PEOPLE BEHIND ME AND THE BUSINESSES THAT THEY CONDUCT AND THE LAW ENFORCEMENT HERE.
GOD, JUST ALL THE THINGS THAT THEY DO TO KEEP US SAFE AND GOD, JUST FOR THE PRIVILEGE IT IS TO BE A RESIDENT OF COLLIERVILLE AND TO HAVE MY CHILDREN GROW UP HERE IN THIS TOWN. IT'S IN JESUS NAME WE PRAY. AMEN. AMEN. PLEDGE. I PLEDGE ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA, AND TO THE REPUBLIC FOR WHICH IT STANDS. ONE NATION UNDER GOD, INDIVISIBLE, WITH LIBERTY AND JUSTICE FOR ALL. THANK YOU SO MUCH. AND YOU CAN BRING YOUR SON BACK ANYTIME. HE COULD BE THE FUTURE MAYOR SOMEDAY. SAY BYE BYE. BYE BYE. HOW ADORABLE. THANK YOU SO MUCH.
AND I ALSO WOULD LIKE TO WELCOME ATTORNEY LISA TOPEKA WITH BURCH PORTER JOHNSON.
KEEPING US IN LINE THIS EVENING. THANK YOU. MISS SIMON, IF YOU'LL CALL THE ROLL, PLEASE.
MR. HALL HERE, MR. JORDAN HERE, MISS MARSHALL HERE, MR. STAMPS HERE, MR. ROBBINS HERE. THANK
[4 APPROVAL OF AGENDA (Additions/Deletions)]
YOU ALL FOR BEING HERE. THE NEXT FIRST ITEM ON OUR AGENDA IS THE APPROVAL OF THE AGENDA.THIS MAY NOT HAVE ANY CHANGES, CORRECTIONS OR DELETIONS TO THE AGENDA. MAYOR, WE DON'T HAVE ANY CHANGES, ADDITIONS OR DELETIONS. I DO WANT TO CALL YOUR ATTENTION. WE DID INCLUDE AN UPDATED TABLE FOR ITEM NINE B AT YOUR SEAT AT THE DAIS. SOME OF THE FORMATTING WAS SLIGHTLY ASKEW WHEN IT WAS UPLOADED TO OUR SOFTWARE PROGRAM, SO WE WANTED TO PROVIDE YOU WITH A CORRECTED COPY. THAT'S ALL. OKAY. THANK YOU VERY MUCH. I NEED TO ADD THAT ADDENDUM FOR NINE B. IS THERE A MOTION TO APPROVE THE AGENDA AS PRESENTED? MOTION TO APPROVE. SECOND. WE HAVE A MOTION AND A SECOND. MISS DIAMOND, IF YOU'LL CALL THE ROLL, PLEASE. MR. JORDAN? YES, MISS MARSHALL? YES, MR. STAMPS? YES, MR. ROBBINS. YES, MR. HALL.
[5 APPROVAL OF MINUTES]
YES, MAYOR. FRAZIER. YES. THE AGENDA IS APPROVED. WE HAVE ONE SET OF MEETINGS TO APPROVE.THAT WAS FROM OUR BOARD OF MAYOR AND ALDERMEN MEETING ON SEPTEMBER THE 8TH, 2025.
EVERYONE HAS A CHANCE. HAD A CHANCE TO REVIEW THOSE. ARE THERE ANY CHANGES OR CORRECTIONS? SEEING NONE. IS THERE A MOTION, PLEASE? MOTION TO APPROVE. SECOND. WE HAVE A MOTION AND A SECOND. MISS DIAMOND, IF YOU'LL CALL THE ROLL, PLEASE. MISS MARSHALL? YES. MR. STAMPS. YES, MR. ROBBINS. YES, MR. HALL? YES. MR. JORDAN. ABSTAIN. MAYOR.
FRAZIER. YES. THOSE MINUTES ARE APPROVED. DO WE HAVE ANY SPECIAL PRESENTATIONS THIS EVENING, MISS MAYNARD? NO, MAYOR, NOT THIS EVENING. AND WE HAVE ON THE AGENDA CITIZENS
[8 CONSENT AGENDA]
COMMENTS. I HAVE NOT RECEIVED ANY CITIZEN COMMENT CARDS THIS EVENING, SO WE WILL MOVE TO CONSENT AGENDA ON THE CONSENT AGENDA. WE HAVE ITEMS EIGHT THROUGH EIGHT F. THERE'S ANYONE ON THE BOARD THAT WOULD REQUEST ANY OF THOSE ITEMS TO BE PULLED TO THE REGULAR AGENDA. IF NONE, IS THERE A MOTION TO APPROVE THE CONSENT AGENDA? MOTION TO APPROVE THE CONSENT AGENDA.SECOND. WE HAVE A MOTION AND A SECOND. MR. SIMON, IF YOU'LL CALL THE ROLL, PLEASE. MR. STAMPS. YES, MR. ROBBINS. YES, MR. HALL? YES, MR. JORDAN. YES, MISS. MARSHALL? YES, MAYOR.
[9.A Amendment to Professional Services Contract with Walker Arch, LLC for Collierville Burch Library Expansion]
FRAZIER. YES. THE CONSENT AGENDA HAS BEEN APPROVED. MOVING ON TO THE BUSINESS ITEMS. WE HAVE ITEM NINE A, IT IS AMENDMENT TO THE PROFESSIONAL SERVICES CONTRACT WITH ARCHER.I'M SORRY. ARCHER. I CHANGED THE NAME. WALKER ARC LLC FOR THE CARNIVAL BURCH LIBRARY EXPANSION PROJECT. AND WE HAVE OUR DEPUTY TOWN ADMINISTRATOR, KATRINA ATKINS, WITH A PRESENTATION. GOOD EVENING, MAYOR AND BOARD MEMBERS. THANK YOU FOR ALLOWING ME TO PRESENT TO YOU THIS EVENING. SO AS YOU MENTIONED, THIS IS AN AMENDMENT WITH THE CONTRACT WITH WALKER ARC FOR THE LIBRARY EXPANSION PROJECT. JUST TO GIVE YOU A LITTLE BIT OF BACKGROUND, THE ORIGINAL AGREEMENT WAS APPROVED SEPTEMBER OF 2024, AND THE AMOUNT OF $743,500. THE THE
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SCOPE ORIGINALLY INCLUDED FULL ARCHITECTURAL SERVICES FOR 23,000 SQUARE FOOT EXPANSION COVERING VARIOUS DISCIPLINES ARCHITECTURAL DESIGN, LANDSCAPE ARCHITECTURE, FIRE PROTECTION, INTERIOR DESIGN, AND OTHERS. LET'S SEE. ON APRIL OF 2025, WE HAD AN AMENDMENT NUMBER ONE IN THE AMOUNT OF $11,800. THIS WAS FOR THE PRODUCTION OF PROJECT RENDERINGS FOR PRESENTATION AND VISUALIZATION. AND THEN ON JUNE OF 2025, WE HAD AMENDMENT NUMBER TWO AND THE AMOUNT OF $7,500. AND THAT WAS IN RESPONSE TO THE HIGHER THAN EXPECTED ESTIMATES, WHERE YOU ALL WANTED TO SEE ADDITIONAL OPTIONS. SO WE WENT BACK TO WALKER ARC. WE WORKED WITH THEM TO COME UP WITH SOME ADDITIONAL OPTIONS. THOSE AMENDMENTS TODAY INCLUDED A TOTAL OF $19,300, BRINGING THE ADJUSTMENT ADJUSTED AGREEMENT TOTAL TO $762,800 AT ON THE AT THE AUGUST 2025 RETREAT THAT WE HAD THE BMA SELECTED. OPTION TWO, WHICH IS THE BETTER OPTION? IT REDUCED THE BUILDING SIZE TO 20,800FT■!S. AS A RESULT OF THA, THERE ARE SOME DESIGN MODIFICATIONS THAT ARE NECESSARY TO ALIGN WITH THIS OPTION. INCLUSION OF ALTERNATE DESIGN FEATURES WILL ALSO NEED TO BE CONSIDERED, WHICH CAN BE ADDED IF THE BID PRICING ALLOWS.SO THE PROPOSED AMENDMENT NUMBER THREE IS FOR AN ADDITIONAL $137,900. THE FINAL DESIGN DRAWINGS INCLUDE CODE SPECIFICATIONS, SCHEMATIC DESIGN, DESIGN, DEVELOPMENT, AND THEN THE CONSTRUCTION DRAWINGS WILL BEGIN PROMPTLY AFTER THE DESIGN IS COMPLETED.
I WANT TO STATE THAT WE ARE WORKING ON THE DESIGN AS WE SPEAK NOW, AND WE'RE WORKING VERY CLOSELY SO WE CAN GET GOING ON THE ON THE PROJECT. THE CONSTRUCTION DRAWINGS MAY REQUIRE SOME ADDITIONAL MODIFICATIONS BASED ON THE DESIGN THAT WE'RE WORKING ON TO DATE. IF IT COMES OVER A CERTAIN THRESHOLD, THEN WE WILL NEED TO COME BACK AND POSSIBLY AMEND THE CONTRACT AGAIN. THERE'S A PROPOSED MOTION ON THE SCREEN FOR YOUR CONSIDERATION. THIS AMENDMENT WOULD TAKE THE TOTAL LUMP SUM PRICE TO $900,700. I'M HAPPY TO ANSWER ANY QUESTIONS YOU MAY HAVE. OKAY. THANK YOU VERY MUCH. QUESTIONS FOR STAFF. I HAVE ONE.
SURE. IT REDUCED 20,000FT■S. FOR THE RECORD, DO YOU HAVE THE ORIGINAL SQUARE FOOTAGE OF IT BEFORE IT? YOU REDUCED IT DOWN TO 20,000FT■S. SO THE ORIGINAL DESIGN AGREEMENT WAS FOR 23,000FT■!S. AFTER DISCUSSION WH THE BMA AND VARIOUS ITERATIONS OF THE THE DESIGN WE PRESENTED TO YOU ALL IN APRIL WAS ROUGHLY 28,000FT■!S. AGAIN, WE HAD TO ME SOME MODIFICATIONS TO THAT DESIGN BECAUSE OF THE FACT THAT IT WAS IT WAS OVER BUDGET. AND SO THAT'S THE REASON WHY WE CAME BACK TO YOU ALL WITH TWO ADDITIONAL OPTIONS. OKAY. ANY OTHER QUESTIONS? I SEE MR. WALKER IN THE AUDIENCE. DID YOU WANT TO HAVE ANYTHING TO ADD OR EXPLAIN OR ANSWER ANY QUESTIONS? ANSWER ANY QUESTIONS. OKAY. ANY FURTHER QUESTIONS? IF NOT, IS THERE A MOTION PLEASE. MOTION TO APPROVE. SECOND. WE HAVE A MOTION AND A SECOND. MISS SIMON, IF YOU'LL CALL THE ROLL, PLEASE.
MR. ROBBINS. YES. MR. HALL? YES, MR. JORDAN. YES, MISS MARSHALL? YES, MR. STAMPS? YES, MAYOR.
[9.B Purchase of ERP Cloud Solution using Workday, SpryPoint, and OpenGov Software and Implementation Services through System Integrator, Iron Brick Associates, LLC]
FRAZIER. YES. THANK YOU VERY MUCH. THAT'S BEEN APPROVED. THE NEXT ITEM IS THE PURCHASE OF ERP CLOUD SOLUTION USING WORKDAY, SPRY POINT, AND OPEN GOV. SOFTWARE AND IMPLEMENTATION SERVICES THROUGH SYSTEM INTEGRATOR IRON BRICK ASSOCIATES, LLC AND MR. GARY VAN DER HAGEN. OUR CHIEF TECHNOLOGY OFFICER HAS OUR PRESENTATION. GOOD EVENING, GOOD EVENING, GOOD EVENING. THAT WAS A MOUTHFUL. THAT WAS A MOUTHFUL. THE PURPOSE OF THIS AGENDA ITEM IS TO REQUEST THE APPROVAL FOR THE PURCHASE OF A COMPREHENSIVE ENTERPRISE RESOURCE PLANNING SOLUTION TO MODERNIZE THE TOWN'S CORE ADMINISTRATIVE SERVICES SYSTEMS. THE CURRENT ON PREMISE, FRAGMENTED AND OUTDATED SOFTWARE SYSTEM WILL BE REPLACED BY NEW A NEW CLOUD BASED SOLUTION FROM WORKDAY. SPRY POINT OPEN GOV WITH IRON BRICK ASSOCIATES AS THE SYSTEMS INTEGRATOR. I'VE INCLUDED IN THE PRESENTATION A LIST OF KEY BENEFITS FROM THE NEW ERP SOLUTION. MODERNIZATION OF FINANCIAL MANAGEMENT AND PROCUREMENT. CURRENTLY, TODAY, SYSTEMS RUN ON TWO DIFFERENT SEPARATE SYSTEMS WHICH HAVE TO[00:10:01]
BE CONFIGURED AND GOT A LOT OF CUSTOMIZATION BETWEEN THE TWO. IMPROVED. IMPROVED. UTILITY BUILDING. THE FRONT. THE FORWARD FACING CUSTOMER. MORE AUTOMATION. EASIER FOR THE CITIZENS OF THE TOWN OF COLLIERVILLE TO ACCESS THE BILLING SYSTEM. HUMAN CAPITAL MANAGEMENT. WE HAVE A GREENFIELD WHAT IS CALLED A GREENFIELD SOLUTION TO THAT WE'RE GOING TO BE PUTTING IN. THIS IS AN OPPORTUNITY FOR ACTUALLY STARTING FROM THE GROUND UP WITH A BUNCH OF HR, DIFFERENT PROCESSES, ENABLING AND GETTING RID OF, WHICH IS THE NEXT BULLET POINT, ELIMINATION OF A BUNCH OF PAPERWORK. THE TOWN. THE TIME CARDS ARE DONE BY PAPER, VACATION REQUESTS ARE DONE BY PAPER, ALL SORTS OF DIFFERENT PAPER PROCESSES WE'RE GOING TO GET RID OF. TO CHOOSE THE VENDOR. SORRY TO CHOOSE A VENDOR OF CHOICE. THE TEAM WENT THROUGH AN EXTENSIVE RFP AND VENDOR SELECTION PROCESS. EIGHT RESPONSES RECEIVED FOR, FOR, FROM, FOR FROM THE RFP, RFP, RFP WITH FOUR COMPANIES MEETING THE REQUIRED SPECIFICATIONS. EVALUATION COMMITTEE CONSISTING OF VOTING AND NON VOTING MEMBERS FROM VARIOUS DEPARTMENTS. TOWN DEPARTMENTS REVIEWED THE PROPOSALS AND HELD ORAL PRESENTATIONS AND THE TOP FOUR FROM THE TOP FOUR FINALISTS. BASED ON THE REVIEW OF THE PROPOSALS, THE AND THE. BASED ON THE REVIEW OF THE PROPOSALS, THE ORAL PRESENTATIONS, PRODUCT DEMONSTRATIONS AND AND PRODUCT DEMONSTRATIONS. SYSTEMS INTEGRATOR IRON BRICK ASSOCIATES WAS IDENTIFIED AS A VENDOR OF CHOICE AND THE BEST VALUE PROPOSAL. THE INITIAL CONTRACT. THIS IS LIKE AS MOLLY MENTIONED, THERE WAS A FORMATTING ERROR AND YOU SHOULD YOU HAVE THE CORRECTED DOCUMENTS, BUT THE INITIAL CONTRACT IS BASED OFF A FIVE YEAR TERM. HERE IS THE FIVE YEAR CONTRACT SUMMARY WHICH INCLUDES IMPLEMENTATION, TRAINING AND SUBSCRIPTION FEES FOR FISCAL YEAR 2026, CIP COSTS ARE $3,021,796.13. FISCAL YEAR 2017 CIP COST IS $506,100.00. THE OPERATING BUDGET FOR FISCAL YEAR 27 TO 2030 WILL REQUIRE BUDGET ADOPTION FOR SOFTWARE SUBSCRIPTION AND CONTINUE TRAINING. SUBSEQUENT ANNUAL SUBSCRIPTION COSTS ARE FOR 2026 TO 2027, IS $574,578.83, 2027 TO 2028, $507,953.38 2028 TO 2029. $588,506.64. AND THEN YEAR FIVE, 2029 TO 2030, $606,741.93. THE PROPOSED MOTION IS FOR YOU TO APPROVE THE PRIME CONTRACT WITH SYSTEMS INTEGRATOR IRON BRICK ASSOCIATES, LLC, AND SUBCONTRACTS WITH THREE VENDORS FOR THE PURCHASE OF WORKDAY ERP, SPRY POINT UTILITY BILLING, AND OPEN GOV TAX AND REVENUE SYSTEMS IN THE AMOUNT OF 5,868,000 $868,676.91. THIS CONCLUDES MY PRESENTATION, AND I'M AVAILABLE TO ANSWER ANY QUESTIONS YOU MIGHT HAVE. THANK YOU VERY MUCH. QUESTIONS FOR MR. VAN DER HAGEN. I WOULD LIKE TO JUST TAKE A MOMENT TO THANK. THIS WAS A HUGE PROJECT, AND THAT INVOLVES ALMOST EVERY EVERY DEPARTMENT WITHIN THE TOWN. AND THERE ARE SO MANY EMPLOYEES, I WOULD HATE TO MENTION THOSE AND LEAVE ANYONE OUT, BUT IN OUR BOARD REPORT PACKET WE HAVE THE THE GROUP THAT WORKED WITH MANY, MANY INTERVIEWS FOR SEVERAL DAYS.EVALUATION COMMITTEE REPORTS, NON-VOTING MEMBERS. IT WAS A HUGE UNDERTAKING AND I WOULD LIKE TO I KNOW ALL OF US ON THE BOARD WOULD LIKE TO EXPRESS OUR APPRECIATION FOR THAT. WE SEE THIS AS SOMETHING THAT HAS BEEN NEEDED FOR MANY, MANY YEARS, AND IT'S FINALLY GOING TO HAPPEN. SO WE THANK YOU ALL VERY, VERY MUCH. WITH THAT, IS THERE A MOTION TO APPROVE? MOTION TO APPROVE. SECOND. WE HAVE A MOTION AND A SECOND. MISS DIMOND, IF YOU'LL CALL THE ROLL, PLEASE. MR. HALL? YES, MR. JORDAN? YES, MISS MARSHALL? YES, MR. STAMPS? YES, MR.
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ROBBINS. YES, MAYOR. FRAZIER. YES. THANK YOU VERY MUCH. THANK YOU. OKAY. THE NEXT ITEM ON THE[9.C Professional Services Agreement with Freese & Nichols Inc. for Creation of a Comprehensive Plan]
AGENDA IS A PROFESSIONAL SERVICES AGREEMENT WITH FREESE AND NICHOLS FOR THE CREATION OF A COMPREHENSIVE PLAN. AND WE HAVE MICHAEL CLARK, OUR COMMUNITY AND ECONOMIC DEVELOPMENT DIRECTOR, WITH OUR PRESENTATION. MR. CLARK, GOOD EVENING, MAYOR. MEMBERS OF THE BOARD BEFORE YOU TONIGHT, MUCH LIKE THE LAST PRESENTATION, IS A PROCESS THAT WE HAD TO GO THROUGH REQUEST FOR QUALIFICATION OR SORRY, A REQUEST FOR STATEMENT OF QUALIFICATIONS PROCESS IN ORDER TO FIND THE BEST POSSIBLE VENDOR. AS YOU RECALL, FOLLOWING THE ADOPTION OF THE FISCAL YEAR 26 BUDGET TO ALLOCATE $500,000, THE STAFF CONDUCTED A NATIONWIDE SEARCH TO MAKE SURE THAT WE COULD FIND THAT BEST POSSIBLE CANDIDATE.WE ENDED UP GETTING SEVEN PROPOSALS, AND WE HAD A SELECTION COMMITTEE THAT WAS MADE UP OF MYSELF, MEMBERS FROM ADMINISTRATION, TRANSPORTATION, ENGINEERING, UTILITIES, FIRE, GIS, A VERY BROAD SPECTRUM, EFFECTIVELY TAPPING INTO EVERY DEPARTMENT THAT THIS PLAN WOULD POTENTIALLY AFFECT, AS WELL AS PARKS AND RECREATION. FOLLOWING THE SELECTION OR THE REVIEW PROCESS, WE NARROWED IT DOWN TO THREE POSSIBLE FIRMS, AND EACH OF THESE FIRMS WERE ACTUALLY PARTNERING WITH MULTIPLE FIRMS WITH THE REALIZATION THAT A PROJECT OF THIS SIZE AND NATURE IS EXTRAORDINARILY DIFFICULT TO HAVE ALL THOSE RESOURCES IN HOUSE. UPON COMPLETION, THE SELECTION COMMITTEE DETERMINED THAT FREESE AND NICHOLS PARTNERED WITH HDR INCORPORATED, PILLARS DEVELOPMENT, LLC, AND EXP. NOT ONLY WAS THE HIGHEST SCORING PROPOSAL BASED ON THE QUANTITATIVE REVIEW, BUT ALSO BEST PERFORMED IN THE QUALITATIVE INTERVIEW PROCESS, ANSWERING EACH OF THE DEPARTMENT'S COMMENTS QUESTIONS TO THE BEST OF THEIR CAPABILITIES, NOT ONLY SHOWING THAT THAT THEY UNDERSTOOD THE QUESTIONS, BUT SHOWED EXAMPLES WHERE THEY'VE SOLVED SOLVED THOSE ISSUES IN OTHER MUNICIPALITIES ELSEWHERE. SO THE STAFF WE DO HAVE A PROPOSED TIMELINE WHICH WAS INCLUDED IN YOUR STAFF REPORT, AND STAFF DOES RECOMMEND APPROVAL AND A SAMPLE MOTION FOR ADOPTION OR FOR APPROVAL OF THE PROFESSIONAL SERVICES AGREEMENT WITH FREESE. AND NICHOLS IS ON THE SCREEN. AND WITH THAT, I'M AVAILABLE IF YOU HAVE ANY QUESTIONS. ALL RIGHT. THANK YOU VERY MUCH. ANY QUESTIONS FOR STAFF? ALDERMAN STAMPS, COULD YOU COULD YOU JUST KIND OF ELABORATE ON THE $500,000 BUDGET THAT WE, THAT WE PUT IN FOR? I MEAN, DID ANY OF THESE PROPOSALS GIVE US BIDS TOWARDS THIS? HOW DO WE COME UP WITH THAT BUDGET? YEAH, THAT BUDGET IS ACTUALLY A GOOD REPRESENTATION OF WHAT THE NEEDS ARE FOR THE COMMUNITY. THESE TYPES OF PROJECTS AND PROPOSALS REALLY RANGE VASTLY. WE NEED TO MAKE SURE THAT WE HAD THE BEST POSSIBLE COMPREHENSIVE PLAN THAT NOT ONLY JUST LOOKED AT LAND USE, BUT TRANSPORTATION UTILITIES, AND WAS AN ALL ENCOMPASSING. ALSO WITH A LOT OF THESE PROJECTS, THE MOST EXPENSIVE ELEMENT, SINGULAR ELEMENT, IS THAT PUBLIC ENGAGEMENT AND A PLAN IS ONLY AS GOOD AS THE AMOUNT OF PUBLIC ENGAGEMENT THAT'S INCORPORATED INTO IT. ADDITIONALLY, BEING THE SCOPE AND SIZE OF THIS PROJECT, WHILE IF IT WAS JUST ONE FIRM, THE POTENTIAL FEE COULD HAVE BEEN A LITTLE BIT LOWER. BUT BECAUSE OF THE NATURE AND WHAT WE'RE TRYING TO ACHIEVE, 500,000 IS, IS A REASONABLE AMOUNT. THERE IS SOME EARLY ESTIMATES. WHEN I STARTED KIND OF INFORMALLY INQUIRING THAT WERE SUBSTANTIALLY HIGHER THAN THIS AMOUNT. AND MAYOR AND BOARD MEMBERS, I'D ALSO LIKE TO ADD THAT THE THE THE PROCESS WENT THROUGH A STATEMENT OF QUALIFICATIONS. SO WE WERE EVALUATING ALL OF THE TEAMS BASED ON THEIR QUALIFICATIONS AND FINDING A CONSULTANT THAT BEST WAS THE BEST FIT FOR COLLIERVILLE AND WAS ABLE TO HANDLE ALL OF THE THINGS THAT MR. CLARK DESCRIBED FROM LAND USE, TRANSPORTATION, UTILITY ASSESSMENTS, THE WHOLE GAMUT. SO AGAIN, THE EVALUATION IS BASED ON THEIR QUALIFICATIONS.
AND ONCE WE SELECT THEM BASED ON THEIR QUALIFICATIONS, THEN THEY PROVIDE THE STATEMENT OF WORK AND AND THE COST ASSOCIATED WITH THAT. SO THAT'S HOPE THAT ANSWERS YOUR QUESTION.
YEAH. THE OTHER ELEMENT WITH THAT IS IS THE THE END RESULT. BY HAVING AN AMOUNT OF THAT NATURE, WE DIDN'T END UP WITH WHAT I'LL REFER TO AS AN ALL STAR TEAM. THREE OF THE KEY MEMBERS OF THIS WERE PLANNING DIRECTORS IN MAJOR CITIES, INCLUDING ONE OF THE TRANSPORTATION FOLKS WAS A FORMER PLANNING AND DESIGN, DEVELOPMENT OR DESIGN DIRECTOR FOR THE CITY OF DALLAS, TEXAS. THE KEY PERSON OUR PROJECT MANAGER USED TO BE THE PLANNING DIRECTOR IN TULSA, OKLAHOMA. THE SUB WAS THE PLANNING DIRECTOR IN MOORESVILLE, NORTH CAROLINA, WHICH IS A COMPARABLE COMMUNITY TO US. ON TOP OF THAT, WE HAVE KIND OF AS THE OVERSIGHT. WE HAVE TWO MEMBERS THAT HAVE THEIR FELLOWS OF THE AMERICAN INSTITUTE OF CERTIFIED PLANNERS, WHICH IS THE HIGHEST RECOGNITION THAT THE AMERICAN PLANNING ASSOCIATION GRANTS IN ALMOST IN ALMOST 25 YEARS. I HAVEN'T SEEN A TEAM MADE UP OF THIS CALIBER OF QUALITY. DO YOU
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THINK THE PROPOSAL WILL GO UP TO I MEAN, WE GET WE'RE GIVEN A BUDGET. DO YOU THINK THEY'LL COME IN AT 4.999999995? YEAH. WELL IT IS A NOT TO EXCEED AMOUNT OF $500,000. SO I MEAN THAT'S THAT COULD BE THE POSSIBILITY. BUT BUT BUT THE SCOPE OF THE PROJECT COULD BE SAY PUBLIC ENGAGEMENT. WE CAN HAVE THIS MUCH PUBLIC ENGAGEMENT WITH THIS TYPE OF A BUDGET THAT WE HAVE. THAT'S CORRECT. AND IT WILL BE A VERY EXTENSIVE PUBLIC ENGAGEMENT PROCESS. OKAY. AND THEY'LL BE WORKING AS WELL WITH THE COMMITTEE THAT WE APPOINTED.BUT THE STEERING COMMITTEE, YES, THAT'S CORRECT. I DON'T HAVE A QUESTION. I JUST WANT TO SAY THANK YOU. I KNOW AS AS WITH THE OTHER CONTRACT, THIS IS ANOTHER INITIATIVE. THIS IS A HUGE UNDERTAKING. AND IT'S IT'S A ROADMAP FOR US AND IT'S REALLY IMPORTANT. SO THANK YOU.
THANK YOU. APPRECIATE IT. ANY OTHER QUESTIONS SEEING NONE. IS THERE A MOTION PLEASE. MOTION TO APPROVE. SECOND WE HAVE A MOTION AND A SECOND THIS TIME IF YOU'LL CALL THE ROLL PLEASE, MR. JORDAN. YES, MISS MARSHALL. YES, MR. STAMPS. YES, MR. ROBBINS. YES, MR. HALL? YES,
[9.D Review of Bids and Award of Construction Contract of the Eastbrook Trail Improvements ]
MAYOR FRAZIER. YES. THANK YOU VERY MUCH. THANK YOU. THE NEXT AGENDA ITEM IS THE REVIEW OF BID AND AWARD OF CONTRACT FOR CONSTRUCTION OF THE EASTBROOK TRAIL IMPROVEMENTS. SHANE RICHARDSON, OUR DEPUTY TOWN ENGINEER, HAS OUR PRESENTATION, MR. RICHARDSON, WELCOME. GOOD EVENING, MAYOR. MEMBERS OF THE BOARD HOPE EVERYONE'S DOING WELL THIS WEEK. EVENING. TURN THIS. I CAN SEE IT. THE ITEM I BRING BEFORE YOU THIS EVENING IS THE EASTBROOK TRAIL IMPROVEMENTS. I KNOW WE HAVE SPOKEN ABOUT THIS IN THE PAST. WHEN IT WAS ORIGINALLY BROUGHT UP, THERE WAS THERE WAS CONCERNS WITH COST FOR THE PROJECT. SO JUST TO GIVE YOU A LITTLE BIT OF BACKGROUND, THE BOARD WANTED TO PUT IT OUT IN TWO DIFFERENT METHODS OF MAKING THE REPAIR. THIS PROJECT DID COME BACK UNDER BUDGET FOR THE BETTER OPTION. THE THE MORE IMPROVED OPTION. HERE ON THE SCREEN YOU'LL SEE THERE ARE THREE PHOTOS. THE ONE ON THE LEFT IS INDICATIVE OF WHAT YOU WOULD EXPECT TO SEE WHEN YOU RUN AN ASPHALT TRAIL NEXT TO A TREE, ESPECIALLY A TREE OF THIS SIZE. IT'S PRETTY LARGE TREE. THE ONE IN THE CENTER IS A ROUTE THAT HAS GROWN AROUND THE CONCRETE PAD, AND RIGHT NEXT TO THE ASPHALT. THERE'S ABOUT TWO INCH LIP, WHICH IS OBVIOUSLY A TRIP HAZARD. NOT GOOD FOR A WALKING TRAIL. AND THEN THE ONE ON THE RIGHT YOU CAN SEE WHERE THE ASPHALT HAS SEPARATED DUE TO TO EXPANSION AND CONTRACTION, FREEZE THAW CYCLES, THAT SORT OF THING. SO AS YOU CAN SEE, THIS IS THE SAME TRAIL. THERE ARE MULTIPLE AREAS LIKE THIS. THIS JUST HAPPEN TO BE THE THREE THAT I PUT ON HERE. BUT THERE ARE MULTIPLE AREAS THAT THESE IMAGES PORTRAY. THIS PROJECT WAS INCLUDED IN THE FY 2026 CIP 12 CONTRACTORS REQUESTED COPIES OF THE PROJECT AND FIVE CONTRACTORS SUBMITTED BIDS. WAGNER GENERAL INCORPORATED WAS THE CONTRACTOR SUBMITTED THE LOWEST BID, THE AMOUNT OF $485,691. THE NEXT CONTRACTOR, OR THE SECOND LOWEST BID WAS A AND B CONSTRUCTION AT $727,951.70. THIS CONTRACT IS A UNIT PRICE CONTRACT WITH SUBSTANTIAL COMPLETION WITHIN 90 DAYS. AS IN THIS PARTICULAR SLIDE SHOWS, THE FIVE BIDS THAT WERE RECEIVED, WAGNER BEING THE THE LOWEST A AND B BEING THE SECOND LOWEST. AND THAT CONCLUDES MY PRESENTATION FOR THIS PROJECT. BE HAPPY TO ANSWER ANY QUESTIONS. EXAMPLE MOTIONS ON THE SCREEN OKAY. ANY QUESTIONS FOR MR. RICHARDSON? SEEING NONE. IS THERE A MOTION? PLEASE MAKE A MOTION TO APPROVE THE CONTRACT WITH WAGNER GENERAL CONTRACTORS INCORPORATED IN THE AMOUNT OF $485,691 FOR THE EASTBROOK TRAIL IMPROVEMENTS PROJECT. SECOND, WE HAVE A MOTION AND A SECOND. MISS DIMOND, IF YOU'LL CALL THE ROLL, PLEASE, MISS MARSHALL. YES, MR. STAMPS? YES, MR. ROBBINS. YES, MR. HALL. YES, MR. JORDAN. YES, MAYOR FRAZIER. YES, THANK YOU[9.E Review of Bids and Award of Construction Contract for Culvert Replacement at Hwy. 72 and Sycamore Road ]
VERY MUCH. THE NEXT ITEM IS THE BID AWARD OF CONSTRUCTION CONTRACT FOR THE CULVERT REPLACEMENT AT HIGHWAY 72 AND SYCAMORE ROAD. AND MR. RICHARDSON ALSO HAS OUR PRESENTATION. GOOD EVENING AGAIN. THE NEXT PROJECT IS CULVERT REPLACEMENT AT 72 SYCAMORE. I'M PRETTY SURE ALL THE BOARD MEMBERS ARE FAMILIAR WITH THIS PROJECT. YOU CAN SEE HERE IN THE IN THE PHOTO IN THE MIDDLE, THAT THE STEEL PLATE HAD TO BE PLACED OVER BECAUSE THE ACCESS DRIVE WAS CAVING IN. THE PHOTO ON THE RIGHT IS ACTUALLY THE OPPOSITE SIDE OF[00:25:02]
THIS STEEL PLATE FROM THE CENTER PHOTO, AND THERE'S A VOID UNDER THERE ABOUT A FOOT AND A HALF, TWO FEET DEEP DUE TO IT JUST COLLAPSING. PHOTO ON THE LEFT, YOU CAN SEE THAT THE HEADWALLS AND KIND OF ROUGH SHAPE, BUT THERE ARE ALSO GAPS BETWEEN THAT HEADWALL AND THAT PIPE, BETWEEN THE PIPE AND ERODE THE SOIL UNDER THE UNDER THE ROAD. THIS PROJECT WAS ALSO INCLUDED IN THE FY 2026 CIP NINE CONTRACTORS REQUESTED PLANS AND SPECS. THREE SUBMITTED BIDS. WAGNER GENERAL WAS ALSO THE LOWEST BID ON THIS PROJECT, AT $77,521 IN SCORE, WAS THE SECOND LOWEST AT $99,080. THIS CONTRACT IS A UNIT PRICE CONTRACT WITH SUBSTANTIAL COMPLETION WITHIN 30 DAYS, AND THIS SLIDE SHOWS ALL FOUR BIDS, WITH VICTOR HALL BEING THE THIRD BID. AND THAT CONCLUDES MY PRESENTATION. BE HAPPY TO ANSWER ANY QUESTIONS.EXAMPLE MOTIONS ON YOUR SCREEN OKAY. ANY QUESTIONS FOR MR. RICHARDSON. IS THAT THE CULVERT ON THE PROPERTY NEXT TO THE CHURCH? IT'S THE CULVERT THAT GOES. THAT'S FOR THAT DITCH THAT RUNS RIGHT ADJACENT TO THE CHURCH. YES, SIR. YES. AND FOR A LONG TIME IT'S IT'S BEEN IN ROUGH SHAPE FOR A WHILE. BUT HERE RECENTLY, PROBABLY WITHIN THE LAST 6 TO 8 MONTHS OR SO, IT'S REALLY GOTTEN A LOT WORSE SHAPE. SO IT'S IT'S DEFINITELY TIME TO ADDRESS IT FOR SURE.
AND I HAVE BEEN WORKING WITH THE, WITH PASTOR ODOM WITH THE CHURCH AND COMMUNICATING WITH HIM. AND WE'RE GOING AND HE'S AWARE THAT THAT THE TOWN IS LOOKING AT REPAIRING THAT DRAINAGE EASEMENT OR THAT DITCH IS AND I LET HIM KNOW THAT THERE MAY BE SOME DISRUPTION TO PARKING. SO HE SAID THEY CAN WORK AROUND THAT. DO YOU KNOW WHO OWNED THE PROPERTY ON THE OTHER SIDE OF THAT DITCH ON THE SOUTH SIDE NEXT TO 72? I BELIEVE THE CHURCH DOES. OKAY, YEAH, AS A MATTER OF FACT, I KNOW THE CHURCH DOES, BUT THE TOWN HAS A DRAINAGE EASEMENT THAT RUNS ALONG THAT DITCH. DO YOU KNOW, MR. RICHARDSON, WHAT THE TIME FRAME IS FROM START TO COMPLETION, THAT THERE MIGHT BE DISRUPTION? IT DEPENDS ON HOW QUICKLY THEY CAN GET IT DONE.
BUT I WOULD SAY THEY SHOULD BE ABLE TO GET THAT PROJECT AT LEAST SUBSTANTIALLY COMPLETE, PROBABLY WITHIN 2 TO 2 AND A HALF WEEKS. OKAY. POSSIBLY SOONER. IT JUST, YOU KNOW, IT DEPENDS ON WEATHER AND THAT SORT OF THING AS WELL. AS LONG AS WE HAVE GOOD COMMUNICATION.
SURE. OKAY. THANK YOU. ANY OTHER QUESTIONS, MISS SIMON, IF YOU'LL CALL THE ROLL, PLEASE. I NEED A MOTION. OH, I'M SO SORRY. I WAS DOING SO WELL. IS THERE A MOTION, PLEASE? I MOVED TO APPROVE THE CONTRACT WITH WAGNER GENERAL CONTRACTORS, INCORPORATED IN THE AMOUNT OF 77, $77,521 FOR THE COVERED REPLACEMENT AT HIGHWAY 72 AT SYCAMORE PROJECT. OKAY, WE HAVE A MOTION. IS THERE A SECOND? SECOND WITH A MOTION AND A SECOND? MISS DIMOND, IF YOU'LL CALL THE ROLL, PLEASE, MR. STAMPS. YES, MR. ROBBINS? YES, MR. HALL. YES, MR. JORDAN. YES, MISS MARSHALL? YES, MAYOR FRAZIER. YES, THAT'S BEEN APPROVED. THANK YOU VERY MUCH.
APPRECIATE IT. IS THERE ANY OTHER BUSINESS TO COME BEFORE
* This transcript was compiled from uncorrected Closed Captioning.