CCW Packet - REVISED

CITY OF DOVER, DELAWARE COUNCIL COMMITTEE OF THE WHOLE MEETING Tuesday, August 09, 2022 at 6:00 PM City Hall Council Chambers, 15 Loockerman Plaza, Dover, Delaware AGENDA THIS AGENDA HAS BEEN REVISED TO ADD ITEM #4 DISCUSSION ON SUPPLIER DIVERSITY Public comments are welcomed on any item and will be permitted at the appropriate time. When possible, please notify the City Clerk (302-736-7008 or email at cityclerk@dover.de.us) should you wish to be recognized. VIRTUAL MEETING NOTICE This meeting will be held in Council Chambers with electronic access via WebEx. Public participation information is as follows: Dial: 1-650-479-3208 Link: https://rb.gy/8cmtth Event number: 2536 298 5895 Event password: DOVER (if needed) If you are new to WebEx, get the app now at https://www.webex.com/ to be ready when the meeting starts. CALL COUNCIL COMMITTEE OF THE WHOLE MEETING TO ORDER PARKS, RECREATION, AND COMMUNITY ENHANCEMENT COMMITTEE ADOPTION OF THE AGENDA 1. MAYOR AND COUNCIL REPORTS 1. Council President Sudler 2. First District 3. Second District 4. Third District 5. Fourth District 1

COUNCIL COMMITTEE OF THE WHOLE MEETING - August 09, 2022 PAGE 2 6. At - Large 7. Mayor Christiansen ADJOURNMENT OF THE PARKS, RECREATION, AND COMMUNITY ENHANCEMENT COMMITTEE MEETING UTILITY COMMITTEE ADOPTION OF THE AGENDA 1. Evaluation of Bids - North State Street Water Main Replacement (Jason Lyon, Director of Water Wastewater) (Staff recommendation: Award contract to A-Del Construction for the water main replacement of North State Street, RFP #22-0035WW, for $2,795,000) ADJOURNMENT OF THE UTILITY COMMITTEE MEETING LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE ADOPTION OF THE AGENDA 1. Transformational Leadership - Professional Development Proposal (Jamee Boone, United Way) (Committee Action Not Required) 2. ERP Project Implementation Update (Lori Peddicord, Controller/Treasurer) (Committee Action Not Required) 3. Discussion of Council Appointed Employees (Councilman David Anderson) A. Council's Expectations B. Mandatory Workdays/Onsite Office Hours C. Personal/Vacation Time Approval Process D. Communication Protocol E. Review of Current Performance Evaluation Criteria for Revisions F. Work-Family Balance Policy 4. Discussion on Supplier Diversity (Councilman David Anderson, Donyale Hall, Minority Contractors & Associates ) (Committee Action: Refer to Staff) 2

COUNCIL COMMITTEE OF THE WHOLE MEETING - August 09, 2022 PAGE 3 ADJOURNMENT OF THE LEGISLATIVE, FINANCE, AND ADMINISTRATION COMMITTEE MEETING ADJOURNMENT OF THE COUNCIL COMMITTEE OF THE WHOLE THE AGENDA ITEMS AS LISTED MAY NOT BE CONSIDERED IN SEQUENCE. PURSUANT TO 29 DEL. C. §10004(e)(2), THIS AGENDA IS SUBJECT TO CHANGE TO INCLUDE THE ADDITION OR THE DELETION OF ITEMS, INCLUDING EXECUTIVE SESSIONS, WHICH ARISE AT THE TIME OF THE MEETING 3

Item 1. CITY OF DOVER, DELAWARE ACTION FORM PROCEEDING: Council Committee of the Whole (Utility) DEPARTMENT OF ORIGIN: Water & Wastewater SUBMITTED ON: July 29, 2022 PREPARED BY: Jason A. Lyon, P.E., Director of Water & Wastewater / Engineering Services REVIEWED BY: David Hugg, City Manager and Lori Peddicord, Controller / Treasurer SUBJECT: Evaluation of Bids – North State Street Water Main Replacement TIMETABLE: Notice to proceed to be issued within thirty (30) days of Council approval. Project anticipated to be completed in three hundred and sixty (360) calendar days. RELATED PROJECT: X REFERENCE: X EXPENDITURE REQUIRED: $2,795,000 AMOUNT BUDGETED: $2,795,000 FUNDING SOURCE (Dept./Page in CIP & Budget): Department of Water & Wastewater- Wastewater Management, CIP Project #WQ2201 CIP Project Name: Water Quality Improvements Account No.: 401-40-68-99- 000-54031, CIP Project #WQ2301 CIP Project Name: Water Quality Improvements, Account No.: 210-10-99-99-000-54031, CIP Project #WQ2303 CIP Project Name: Water Quality Improvements North State Street. Remainder of budget to be supplemented by the Community Reinvestment Fund awarded to the City of Dover. STAFF RECOMMENDATION: Award contract to A-Del Construction for the water main replacement of North State Street, RFP #22- 0035WW, for $2,795,000. BACKGROUND AND ANALYSIS: The Fiscal Year 2023 Capital Improvement Plan includes a project called Water Quality Improvements. Staff identified the need for upgrading the existing four-inch (4”) water main in North State Street from North Pennsylvania Avenue to Division Street. The existing undersized main was installed in 1963. This project will replace this main with new twelve-inch (12”) DR 18 PVC water line. The new water main 4

Item 1. will provide City of Dover customers with improved water quality, increased system reliability and improved fire protection. The bid was advertised to the public as an Invitation to Bid in accordance with the City’s purchasing policy by the City’s Purchasing Agent under ITB #22-0035WW. Bids were opened on July 6, 2022. The City of Dover received two (2) bids shown in the table below: CONTRACTOR LOCATION BASE BID A-DEL CONSTRUCTION NEWARK, DE $2,795,000 REYBOLD CONSTRUCTION GROUP, LLC BEAR, DE $3,075,310 City staff reviewed the submissions and found that A-Del Construction bid met all requirements for the qualifications of the project. Staff recommends awarding the contract to A-Del Construction in the amount of $2,795,000 for the North State Street Water Main Replacement Project. 5

Exhibit A Item 1. North State Street Water Main Replacement e mb ia Av e Colu venu an A eric d N Am woo Lake Pl Ext St ison Mad ania sylv t am S Penn e Ext Willi Rd Av ney Rod St ton r hing adfo Was N Br Clar a St d St l Rd Haze N St N Go Ave l and t Mary ate S or vern e s Av St th Smi St Mary w St N Ne e a Av vani N Qu nsyl Pen St een e n Av erica N Am ware Ave e Dela t Av Ken il St Cec le L Map t n od S rkwo N Ki y s Hw t King on S Fult n St visio E Di n Pen Ave an eric S Am v e t Source:ion S ate Esri, Maxar, GeoEye, Earthstar Geographics, CNES/Airbus DS, S St Divis WUSDA, St A USGS, AeroGRID, IGN, and the GIS User Community 0 150 300 Feet Date Printed: March 30, 2022 File: M:\WW_DATA\TwinkleMXD\NorthStateStreetExhibit/Exhibit ¯ Legend Department: Water & Wastewater City of Dover, Delaware Exhibit Dover Parcels 6

Item 2. Transformational Leadership Proposal 7 08/09/22 CITY OF DOVER 1

Item 2. “The most important thing you can do to build your organization and to lead to the next level is to BUILD PEOPLE. Your People. This is how organizations become strong from the inside out.” Benjamin Suulola 8 08/09/22 CI T Y O F DO V ER | T RANSFORMATIONAL L E ADERS HIP P RO POSAL 2

Item 2. Consultants Launch– SHRM-SCP, BS, MS Jamee E. Boone Request Dr. Michelle A. TaylorProcure Contoso funding investments President, Consultant, Coach President & CEO 20XX Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec “Getting DE&I in Our DNA” “Creating impact to change lives” Hire Mobile: (609) 868-7010 Mobile: (302) 983-1643 Start designers Open offices development Email: jamee@eddeebc.com Email: mtaylor@uwde.org 20XX Website: www.eddeebc.com Website: www.uwde.org Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 9 08/09/22 CITY OF DOVER | TRANSFORMATIONAL LEADERSHIP PROPOSAL 3

Item 2. Transforming Culture Through Leadership • Cover common leadership styles (Laissez -Faire, Transactional, Transformational) • Provide examples of workplace behavioral dimensions used The Request • Discuss organizational issues that affect work climate & culture • Share how to measure leadership effectiveness on culture • Deliver content in one (1) 4.5 hour session (Fall 2022) 10 08/09/22 CITY OF DOVER | TRANSFORMATIONAL LEADERSHIP PROPOSAL 4

Consultant Proposal Item 2. (Overview of Services to Be Rendered) • Connect The Request to the City of Dover’s Mission & DE&I • Deliver in an interactive, hands -on, and engaging style Scope of Work • Transfer KSAs (Knowledge, Skills, Abilities) to leaders • Incorporate assessments & evaluation methodologies • Share recommendations Fee: $5,000 11 08/09/22 CITY OF DOVER | TRANSFORMATIONAL LEADERSHIP PROPOSAL 5

Item 2. Process in P.O.P. • Small & Large Group Discussion • Professional Network Diagram The How • Role Play, Scenarios, Case Studies • Provide strategies, tools and resources to add to the toolkit • Personal Leadership Development Plan (to complement existing tools) 12 08/09/22 CITY OF DOVER | TRANSFORMATIONAL LEADERSHIP PROPOSAL 6

Item 2. Q&A 13 08/09/22 CITY OF DOVER | TRANSFORMATIONAL LEADERSHIP PROPOSAL 7

Item 3. ERP Implementation Update Lori Peddicord, Controller/Treasurer August 2022 1. Life Span of the Project 2. City Project Team Roles a. Project Manager b. Project Team Leads c. Subject Matter Experts 3. Tyler Phase 2 Payroll/HR Status – Detailed Briefing a. System(s) in Use b. Implementation Team Roles, Status and Challenges c. Progress and Status i. Maintenance of Data – Employee, Pay, Benefits, Tax and Banking Instructions ii. Time Entry Duplication of System Entries Required iii. Payroll Paralleling – Determines if GO Live is possible iv. Communications and/or Reporting d. Quarterly and Annual Federal and State Agency reporting – previously completed by ADP, upon Go Live this responsibility falls to Finance/Payroll City staff to complete e. Conversion of historical data for W-2 reporting f. Archiving of Legacy Data g. Considerations for Go Live i. W-2 reporting ii. Communications and understanding of possible variances, pay calculation issues. 4. Tyler Phase 4 Utility Billing – Brief Update a. Phase Introduction and Status b. Timeline considerations / modifications i. Conversion data and crosswalking between legacy system and new ii. System setup/implementation, testing and review i.e. rate calculations and collection of readings iii. Cashiering and revenue collection methods 1. Cashiering practices and procedure changes 2. Credit Card Merchant offering (online and on premise) 3. Communications with Customers/Citizens a. Online customer portal (CSS) b. IVR capabilities/setup c. Text/Email blast capabilities d. Bill and Late Notice mailings c. More to follow on this Phase – this too is a forward facing phase i. Keep Council active in the project with future Go Live. 14