01/20/2004 Meeting Minutes - Laserfiche WebLink

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Council Minutes of 1/20/2004 „~ not exceed $2,000 or the city's insurance deductible, whichever is greater, and further the ordinance authorizes the Law Director to prosecute and settle any claim made by the city provided the settlement value is determined to be $5,000 or less. The committee agreed with this authorization and recommended approval of the legislation unanimously. • Ordinance 2004-2, an ordinance dispensing with the RFP process otherwise required by Sections 111.03 of the Administrative Code and authorizing the Mayor to enter into a contract with (no name for vendor) for the purpose of providing computer consulting services to the city pending appointment of a new Data Processing Commissioner. As chairman, she first raised the issue of circumventing the established RFP process once again. It is a legislative requirement of the city that Requests for Proposals be sought when the administration seeks professional outside services. In her opinion and that of several Councilmen, it seems the administration is making a practice to request dispensing this requirement for one reason and another. It's Council's further position that this process can only be circumvented in a true emergency situation and that emergency must be delineated and based in fact. This issue was discussed and all are in agreement with the administration as to how this process should work in the future. Mr. Limpert supported the ability of the administration to purchase this service for 60 days, thereby testing the ability of an outside firm to perform the tasks necessary in the Data Processing Department formerly performed by that commissioner. She voiced an objection to the approval of up to $15,000 for this purchase when we have an assistant commissioner who is capable of handling day to day operations and the ability to call in an outside company in an emergency without such legislation. The Safety Director stated that he wanted this to be a "stand-by" agreement in place with a vendor with whom they are familiar and can call upon by contract to handle emergencies-although he acknowledged the inappropriateness of failing to obtain requests for proposals and yet still failing to name a specific vendor. If proposals are not being obtained, it is reasonable to assume that for some reason that it is unnecessary and that there is a vendor already ready and able to perform the contract being proposed. In this case, the administration had no vendor scheduled, which was another concern. Councilman Gareau previewed his future proposal that outside contractors be our permanent provider and that we not fill the commissioner position at all. If that is accepted, it would be more prudent to move forward with that proposal than to take the temporary measure proposed by this Ordinance 2004-2. Councilman Limpert proposed that we move forward with the ordinance in order to provide the administration with the ability to contract emergency services. Others felt that the lack of emergency, supported by the Finance Director who stated that the computer conversion would not be hindered by lack of a commissioner and that emergency services could be obtained even without such a contract, and the fact that Council has stated clearly their refusal to pass legislation which circumvents an RFP process without a proven emergency, the committee failed to recommend approval by a vote of 2-1. • The Law Department provided a "heads-up" to forthcoming legislation which would call for the extension of the present Law Department lease for office space. This process does not require an RFP and is not personal service, but rather a lease