09/26/2005 Meeting Minutes - Laserfiche WebLink

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DRAFT Regular Council Meeting 9/26/05 Page 11 SPECIAL COMMITTEE REPORTS: 2020 Vision Committee - Dr. Parker indicated that there was nothing to report. Information & Technolo~y - Mr. Marrie indicated that the one area that we covered in our meeting that was also covered in Safety and Service and Finance is the server and basically, it is pretty much in agreement, but we do have some questions on-the wording of a couple o items. The Chief is going to check with legal to make sure which one is which. Chief Mohr stated that the question was that he was requested to ask several questions to Mr. Davis clarifying what he was proposing to us and he did that. The concern is is this piece of equipment bought on the Ohio Cooperative Purchase Plan? He stated it is on a GSA schedule. GSA is federal government, but not Ohio. So the question is is that something that needs to be put out for bid because it's not specifically to Ohio. That's the question that needs to be clarified. Ms. Calta responded that generally if it's on the state cooperative purchasing program list, you're right, it does not have to be bid. Anything over $10,000 in the Village has to be bid. Ms. Calta asked if the $43,000 amount is just the server? Chief Mohr responded that the entire program came to around $44,000, but the server part itself is over 10,000, he believes it is close to $14,500. Mr. Marrie indicated that it is $13,500. Chief Mohr added that the question is is that something that should go out for bid then if it is not Ohio? 1VIs. Calta answered that there are exceptions for what our term professional services are. For example, engineering or legal, things like that. That would be the only exception that maybe applicable, but other than that, it would have to be competitively bid. So, if you can send over his proposal, I can take a look at it and make that. (Ms. Calta is then handed the proposal). Mr. Buckholtz stated that the hardware piece is $14,248.00. Mayor Rinker asked if this was the spec we wanted and Chief Mohr responded, correct, and this was the document that we talked about in the Committee and also at Safety and Service, but it is just a clarification to protect us, is this something that needs to go out for bid? Nothing has changed, it's just that do we need to bid this? Ms. Calta indicated that she can give us the decision now that she has looked at similar contracts for computer services including hardware and software and because of the unique nature of the services in the hardware and the software in integrating them into our systems that it would fall under the exception for professional services. If Council would like that in writing with additional back up to consider at their next meeting, she can do that or you can take the opinion just as stated. Mr. Marne indicated that he was fine with it. Mayor Rinker asked what the timetable for getting the server would be. Mr. 1Vlarrie responded that we could get it fairly fast. In fact, tonight, further on in the meeting, we will be going over it. We had deferred it. We could change it now. Mrs. Mills clarified that the deference was the terminology. Mr. Marne said, then fine, it could be passed tonight.