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Home My WebLink About2017-08-14 Board of Directors MeetingCITY OF GRAPEVINE, TEXAS GRAPEVINE CONVENTION & VISITORS BUREAU BOARD OF DIRECTORS MEETING Monday, August 14, 2017 — 1:30 p.m. CVB Headquarters 636 S. Main Street Grapevine, Texas AGENDA 1. CALL TO ORDER 2. CONSIDER PROPOSALS FOR RELOCATION OF GRAPEVINE VINTAGE RAILROAD STORAGE TRACKS AND TAKE ANY NECESSARY ACTION 3. ADJOURNMENT IF YOU PLAN TO ATTEND THIS SPECIAL PUBLIC MEETING AND YOU HAVE A DISABILITY THAT REQUIRES SPECIAL ARRANGEMENTS AT THE MEETING, PLEASE CONTACT THE GRAPEVINE CONVENTION & VISITORS BUREAU AT (817) 410-3185 AT LEAST 24 HOURS IN ADVANCE OF THE MEETING. REASONABLE ACCOMMODATIONS WILL BE MADE TO ASSIST YOUR NEEDS. IN ACCORDANCE WITH TEXAS GOVERNMENT CODE, CHAPTER 551.001 at seq, ACTS OF THE 1993 TEXAS LEGISLATURE, THE GRAPEVINE CONVENTION & VISITORS BUREAU ADVISORY BOARD MEETING AGENDA WAS PREPARED AND POSTED ON THIS THE 10TH DAY OF AUGUST, 2017 BY 5:00 P.M. LirAV Bell Assistant to th&jxecutive Director State of Texas County of Tarrant City of Grapevine MINUTES The Grapevine Convention & Visitors Bureau Board of Directors met in a Called Session on Monday, August 14, 2017 at 2:00 p.m. at the Grapevine Convention and Visitors Bureau, 636 South Main Street, Grapevine, Texas with the following persons in attendance: Joe Szymaszek Board Member— Chair Cynthia Blankenship Board Member Dan Weinberger Board Member Iain Scouller Board Member Debi Meek Alternate Board Member Constituting a quorum, with the following liaisons and staff members present: Sharron Spencer Council Liaison Paul W. McCallum Executive Director Paula Newman Managing Director, Administration/Operations Lindy Bell Assistant to the Executive Director Absent: Mark Terpening Board Member Jim Quinn Board Member Keith Spinden Board Member CALL TO ORDER Board Chair, Joe Szymaszek, called the meeting to order at 2:00 p.m. Mr. McCallum presented the background on why it is necessary to move the schedule forward for relocating the Grapevine Vintage Railroad (GVRR) storage tracks and locomotive maintenance pit. TEX Rail is unable to access their Maintenance Facility for the unloading of the first DMU FLIRTS and have requested GVRR to build its storage track at an accelerated pace to allow for the off-loading of the Stadler DMU FLIRTS at the end of this October. GVRR will receive enhanced storage tracks and maintenance tracks and full reimbursement for the installation. The project also includes all site work, storm drainage, relocation and raising the grade. GVRR had previously engaged Trans Systems/Parsons Engineering to design the new east side storage tracks yard and were able to quickly bid. Board of Directors Called Meeting August 14, 2017 Page 2 Bid specs were sent to Archer Western Herzog, American Track Generations, Railworks Tracks System and Lone Star Railroad Contractors and pre-bid meetings geld with Archer Western Herzog, American Track Generations, Railworks Tracks System and Lone Star Railroad Contractors. Railworks Tracks System and Lone Star Railroad Contractors elected not to submit a bid and bids were submitted by Archer Western Herzog and American Track Generations within the designated time. Bid specs were checked for accuracy and completeness and discussed with Stadler engineers to be sure that their requirements would be met. The low bid was Archer Western Herzog and staff recommended that the Board approve to proceed with Archer Western Herzog. Discussion followed and Mr. McCallum referenced the document that confirms TEX Rail will reimburse GVRR for all costs associated with the construction of the east side storage tracks. The document also references a mutual use agreement for the locomotive maintenance put between GVRR and TEX Rail. GVRR is owner of the storage tracks and the pit. Time frame for reimbursement is fiscal year 2018. After further discussion, Cynthia Blankenship made the motion to approve Archer Western Herzog's bid to build Phase 1 of east storage track and locomotive service pit to be completed not later than October 215t, 2017 for $565,000. Dan Weinberger seconded the motion. Motion was approved by the following vote: Ayes: Szymaszek, Blankenship, Meek, Weinberger, Scouller Nayes: None There being no further business, Chair Joe Szymaszek adjourned the meeting at 2:30 p.M. A RAVED: 'Al-A Joe zymasze BctN Chair ATTEST: Lindy Bell Assistant to the Lcutive Director