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HomeMy WebLinkAboutMinutes - Minutes - City Council - Meeting Date: 7/9/2020City of Glendale 5850 West Glendale Avenue Glendale, AZ 85301 C&wi Glendale A R I Z O N A Meeting Minutes Thursday, July 9, 2020 1:00 P.M. Special Meeting Civic Center City Council Mayor Jerry Weiers Vice Mayor Ray Malnar Councilmember Jamie Aldama Councilmember Joyce Clark Councilmember Ian Hugh Councilmember Lauren Tolmachoff Councilmember Bart Turner CALL TO ORDER Mayor Weiers called the meeting to order at 1:01 p.m. ROLL CALL Present: Mayor Jerry Weiers Councilmember Jamie Aldama Councilmember Joyce Clark Councilmember Ian Hugh Councilmember Lauren Tolmachoff Councilmember Bart Turner Absent: Vice Mayor Ray Malnar Also Present: Kevin Phelps, City Manager Michael Bailey, City Attorney Julie K. Bower, City Clerk Vicki Rios, Assistant City Manager Vice Mayor Malnar joined the meeting telephonically after the roll was called, at the start of the executive session. PLEDGE OF ALLEGIANCE MOTION AND CALL TO ENTER INTO EXECUTIVE SESSION A motion was made by Councilmember Joyce Clark, seconded by Councilmember Lauren Tolmachoff, to hold an executive session. AYE: Mayor Jerry Weiers Councilmember Jamie Aldama Councilmember Joyce Clark Councilmember Ian Hugh Councilmember Lauren Tolmachoff Councilmember Bart Turner Other: Vice Mayor Ray Malnar (ABSENT) Passed EXECUTIVE SESSION Council met in executive session at 1:05 p.m. for: discussion/consultation with the City Attorney and City Manager to receive an update, to consider its position, and to provide instruction/direction to the City Attorney and City Manager regarding Glendale's position in connection with contracts, agreements and/or development agreements of the area in, near and surrounding 91 st Avenue and Cardinals Way that are the subject of City Council Meeting Minutes - July 9, 2020 Page 2 of 4 negotiations pursuant to A.R.S. §§ 38-431.03 (A)(3)(4); discussion/consultation with the City Attorney and City Manager to receive an update, to consider its position, and to provide instruction/direction to the City Attorney and City Manager regarding Glendale's position in connection with contracts, agreements and/or development agreements relating to the RFP for the installation of holiday lighting that are the subject of negotiations pursuant to A.R.S. §§ 38-431.03 (A)(3)(4); and discussion and consultation with the City Attorney and City Manager to receive an update, consider its position and provide instruction and direction to the City Attorney and City Manager regarding Glendale's position in connection with agreements associated with the Arena Manager pursuant to A.R.S. § 38-431.03(A)(3)(4)(7). A motion was made by Councilmember Jamie Aldama, seconded by Councilmember Ian Hugh, to adjourn the executive session. AYE: Mayor Jerry Weiers Vice Mayor Ray Malnar Councilmember Jamie Aldama Councilmember Joyce Clark Councilmember Ian Hugh Councilmember Lauren Tolmachoff Councilmember Bart Turner Passed ADJOURN EXECUTIVE SESSION Mayor Weiers adjourned the executive session at 4:04 p.m. Mayor Weiers reconvened the special meeting at 4:13 p.m. NEW BUSINESS AWARD OF RFP 20-07 AND AUTHORIZATION TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH CREDIT MANAGEMENT GROUP, LLC DBA CHRISTMAS LIGHT DECORATORS FOR THE DOWNTOWN HOLIDAY LIGHTS DISPLAY Presented by: Lisette Camacho, Budget & Finance Director Ms. Bower read the item by title. Ms. Camacho requested authorization for the City Manager to enter into a professional services agreement with Credit Management Group, LLC doing business as Christmas Light Decorators for the downtown holiday light display. The initial term was for one year with renewals for up to four years for a total not to exceed $1.25 million. A motion was made by Councilmember Joyce Clark, seconded by Councilmember Ian Hugh, to award RFP 20-07, not to exceed a term of one year in length or an amount of $230,119.75. Councilmember Aldama was uncomfortable with the process that had been followed for the RFP. It had not been well thought out. There was an unfair advantage for the experienced City Council Meeting Minutes - July 9, 2020 Page 3 of 4 vendor and suggested staff use a straight bid process instead. The City Attorney had reviewed the process and determined that nothing inappropriate had occurred. He asked the City Manager to implement some changes. Councilmember Clark said there were flaws in the procurement process in general and there would be an opportunity in the future for a full discussion by Council. The RFP had highlighted some of the issues that needed to be reviewed. Councilmember Tolmachoff believed the scores for the method of approach were inconsistent. The winning bid was substantially higher. There was a misunderstanding about what was being requested for references. She was not comfortable with awarding the contract. Councilmember Turner said there was room for improvement in the process. He wanted more vendors to bid on the project next year. He was willing to support the 1 -year award. The vote on the motion was: AYE: Mayor Jerry Weiers Vice Mayor Ray Malnar Councilmember Jamie Aldama Councilmember Joyce Clark Councilmember Ian Hugh Councilmember Bart Turner NAY: Councilmember Lauren Tolmachoff Passed ADJOURNMENT Mayor Weiers adjourned the meeting at 4:24 p.m. I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the meeting of the Glendale City Council of Glendale, Arizona, held on the 9th day of July, 2020. 1 further certify that the meeting was duly called and held and that a quorum was present. Dated this 12th day of August, 2020. C��_ - J I' K. Bower, MMC, City Clerk City Council Meeting Minutes - July 9, 2020 Page 4 of 4