HomeMy WebLinkAbout1985-01-10 Finance Committee MinutesFlowers Committee
January 10, 1985 at 8:15 a.m.
Minutes
Present: Councilor Jim Cox, Chairman
Councilor John McCarthy
Councilor John Cess
Councilor Arthur Tilley
Jahn Flynn, City Manager
Ted Jellison, Finance Director
have Pellegrino, Purchasing Agent
Chief Woodhead, Police Chief
1. Police Radios and Maintenance.
At a previous meeting the Committee had discussed radio equipment for
the Police Department and at that time Councilor Tilley suggested that
he would like to ds an independent survey of the radio market. Me City
had recommended Motorola on a sole source basis for the purchase of 4
hand-held radios and 2 mobile radios.�rCouncilor Tilley indicated he
felt that Motorola more or less had a "hold' on radios 1n the Public
sector within the state. He questioned the amount of money to be spent
since it was in a of the budgeted amount ($8.600w s budgeted and
the bid was for $9`100) and further questioned the justification for
buying six additional radios.
Wring the current meeting, Councilor Tilley reported that his survey
was ses ful since all tthee
radio distributors he questioned were
biased in favor of their own equipment. In response to Tilley's
concerns, Woodhead said that over the past ten years the Department has
bad problems with other types of radios and due to the critical nature
of policework they wanted the most dependable type of equipment
possible. He also stated that the radios were replacing equipment that
is ten years old. The current maintenance contract for the radios
is with wbitten's in Brewer, who is the only authorized Motorola
service representative in the area. The City Pays a certain price
per radio each month per year.
Councilor Tilley questioned if the City was legally required to Put the
maintenance contract out for bid. The Purchasingl Agent pointed out there
is a provision in the Purchasing Regulations stating that if Mere
is documentable reason
o go to o e that it is legal. It falls
under the service provisions of the regulations. Councilor McCarthy
asked If documentable r s provided by the fact that the City has
always done business with whittens and Is assured that no one else
could do the job as well. The Purchasing Agent indicated that Whitten's
has provided excellent service in the Past and is the only service
representative stocking Motorola Parts.
The Committee uwnimously recommended purchase of the radios and to
continue the maintenance contract with Whitten's for service on the
equipment.
2. Conservation Contract at Nursing Facilit
The Purchasing Agent introduced awept to the Committee called
.performance contracting o shared savings. A professional consultant is
acted to determine Mat should be done to c energy at a
build purchases
the egui this being CM City a job g Facility, purcaseea and installs
$fie equipment necessary for the nob l savings
in this
c from the $90,00eme s. Me IC for substantial savingswith
resulting contracted
the
Improvements. the company
CS[y's portion
en alorgy savings
a alined ed fee,
year.
toDay the company a agreement
of the energy Efficiency
[Corpord Corporation
year. The proposed agreement from se to
Efficiency Corporation (one
re No proposals
ove received ye response to theperiod
d with ing
AgenCity re bid)
20%
requests eOX over the heFryecC sing Agent
period vied 6he City renaming
for of the savings. The Purchasing Agent Indicated it Is a no -rick plan
for the City.
The Purchasing Agent asked the Committee for their approval to authorize
the City no enter into an interim agreement with Hospital Efficiency
Corporation to begin the process. The Company would initiate the law
cost, an cost energy efficient system and than came back with a complete
contract indicating what they propose to do, the time period involved
and the savings to be realized. Councilor McCarthy felt that the
Committee should not recommend approval with no set dollar information
available as Co direct costs involved for the City. He felt the City
would be enterinA into as Interim agreement without actually knowing
what they are approvlag. Vex City Manager felt that a figure should be
placed within the interim agreement indicating the work would not exceed
set amount. The Purchasing Agent indicated there is no cost Co the
City but a liability involved. If an agreement Is entered Into and the
City bas some problems with It, they can withdrew but the Corporation
would wart[ the City to pay for what their costs would be during the
Interim period. Signing the initial contract agreement indicates that
any equipment installed, with the City's approval, will be backed up by
the City. The Corporation will only get paid if they realize a savings
thereby minimizing the risk involved. The City would he Installing
equipment that x111 save money and will pay for the equipment out of
those savings only.
Councilor McCarthy questioned If the City should do the work Itself and
felt more information was needed before consideration of any agreement.
The Finance Director suggested hiring the Corporation as a consulting
firm whereby they would give the City a report on what needs to be dove,
the City could do the work and recover moat of the costs with the State
reimbursement system. Councilor pass suggested consideration of the
situation and asked that nothing further be don at this point without
more information. Councilor Cox asked if the Item should be referred to
the Health Center Committee.
3. Compensation of Officials (Ward Clerks. Election and ballot Clerks.)
The Committee recommended approval of an Order which will be placed on
the upcoming Council agenda authorizing an increase in pay to wardens
from $45 - $60; to ward clerks from $40 Co $50; and to election and
ballot clerks from $30 to $40.
Committee adjourned at 8:59 a.m.