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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.