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Parks and Recreation Commission Meeting March 7, 2005 NORC Video Security RFP The Commissioner said that there is a list given of potential providers to attend the NORC Video Security RFP Bidders Meeting on March 22,2005. These are the people. These are the people nd who have received direct invitations and mailings to attend a pre-bidding meeting on March 22. Mr. Miller asked what Mr. DiSalvo expected to get out of the meeting. The Commissioner responded that they will be given a tour of the facility to give them an idea of what the Rec’s security needs might be in talking with the consultant, Mr. DiSalvo and Mr. Jesse. Mr. Jesse said that at the time of the RFP process, the City will tell the bidders what risk factors have been identified. The Rec will not give risk factors in writing, obviously. At that point we can verbally tell them the risk factors and ask them for their solutions. If it needs done in one phase, fine; in two or three phases fine, also. Once the City has the information it can be evaluated and make recommendations to the Rec Commission and, in turn, make recommendations to Council or the Board of Controls to move ahead. Mr. Miller understood this to be a pre-bid walk-through on nd March 22 and a submission or proposals 30 days later. Messrs. DiSalvo and Jesse concurred. Mr. Miller said they will not actually be bids, they will be proposals. Mr. DiSalvo said it’s not a bid; it’s an RFP. Mr. Miller asked if the City can act on RFPs, or does the City need to go through the formal bidding process. Mr. Jesse replied that what can be done at that point is an opportunity to act on it, but it must have Council approval. Mr. Miller encouraged Messrs. Jesse and DiSalvo to speak to a number of providers; if company A says this is our best plan, ask for quotes on that. Mr. Jesse said that it was set up with the belief that the City would go with the provider; that the City did not plan to go with certain specs. Mr. Miller said that, depending upon the dollar amount, is there a possibility that the City would be obliged to go to bid. Mr. Jesse said, “no,” because what they are doing is offering proprietary solutions to design build. That was the whole intent of the way it was set up from the beginning. Mr. Limpert said that later, the person who built it, when it doesn’t work, says it was the way it was designed and the guy that designed it doesn’t say of course it doesn’t work; look at the way it was built. The Rec has that with some of the HVAC units. Mr. Jesse said there is a technology issue as well where you could spec something and suddenly someone says, “I put it in as the way you designed it, but it ain’t gonna work,” and it goes back to the designer. So there must be someone fully capable of finding the solution and providing it. This concluded the report of the Recreation Commissioner. REPORT OF THE SAFETY DIRECTOR Capital Improvement Priority List Mr. Jesse said that he has a short discussion on the capital improvement priority list. He passed out the list to the Commission members. There have been several renditions of this project What the Rec is looking at now is that it will borrow from number 1 and number 4. In discussions with the Mayor and Carrie (Copfer), there is some sentiment that the City may be Page 14