Approved: June 15, 2005

Meeting of the HB Co-op Board held

Monday, June 6, 2005 in the SAU Conference Room

In attendance: Chair Pam Kirby, Steve Simons, Jim Murphy, Betty Hall, Tom Enright, Dan Peterson, Lee Ann Blastos, Ken DeBenedictis.

Pam Kirby called the meeting to order at 8:00 a.m.

Lee Ann addressed the bid for the furniture and equipment bid for the Middle School Addition and expansion.

She said she decided to seek bids on this the furniture and equipment due to the size and nature of the project.

She reported that 8 requests for bid packets were requested, and 4 bids were received by May 14th.

She then went over the bid information that had been received, to include which companies bid partial items or alternate items.

She explained that the RFP was developed by Criteria, one of the bidding companies, in conjunction with, and after consultation with, her. Criteria also did an analysis of the respondent bids for the SAU. She noted that School Furnishings, a supplier we often use, did not provide a bid.

A discussion of several vendors took place, with Lee Ann pointing out areas where differing vendors appear deficient.

Lee Ann mentioned that she feels Criteria is the preferable choice in her view. Lee Ann wanted to get a feel of the Boardís comfort level about having used a public bidding processes.

Dan Peterson raised a concern that having Criteria involved in the development of the RFP, and the analysis of the bids, is a source of potential concern to anyone who chooses to scrutinize the process. Jim Murphy echoed the concern.

Lee Ann mentioned that having a company assist with the RFP is a common practice in the field.

Ken defended that decision as well as being a cost-effective way of going through the process. An outside firm, or our architect firm, could have done the RFP preparation but for a fee.

Jim Murphy whether the bids were kept sealed until after the deadline and that Criteria didnít see the bids for the analysis ahead of time. Lee Ann said that yes, the bids were kept sealed until the deadline.

 

Criteria

Virco

RLC

Equipment
Environments

Official Bid
(w/ alternates

if applicable)

$197,579.32

$124,563.94
(partial bid)

$113,067.56
(partial bid)

$160,000.00
(alternate bid)

Official Bid
(w/o alternates

if applicable)

$197,579.32

$109,955,22
(partial bid)

$71,739.98
(partial bid)

$162,950.85
(alternate bid)

Official Bid
(all Items)

$197,579.32

$174,355.65

$188,236.62

$162,950.85
(alternate bid)

Discounted

$191.651.94*

$174,355.65

$188,236.62

$162,950.85
(alternate bid)

* - Citeria offers a 3% discount if awarded the entire bid

Tom Enright moved that we accept the bid of Criteria, Steve Simons seconded. The motion passed 6-0.

The next item of business was the technology bid. Lee Ann asked the board to waive the bid process for the technology items. Dick Melhorn is recommending the use of our current vendor, who has a very competitive price. Her request is based not only on the current price, but on the ability and track record of the existing vendor to perform.


Pat, Ken, and Lee Ann spoke to the value of exemplary track record of the existing vendor.

Dan Peterson suggested a SAU-wide contract would be a useful consideration to formalize our relationship with this vendor, across all school districts.

Tom Enright moved that we waive the bid policy DJC and allow Lee Ann to contract with the current vendor for the technology items in the Middle School. Steve Simons seconded. The motion passed 5-0-1 with Betty Hall abstaining.

Tom Enright reported that we havenít heard back from the Court regarding the Special District Meeting. Tom believes that we may not hear back from the judge until after Hollis has their hearing next Monday.

Steve Simons moved to go into non-public session under RSA 91-A:3 II ( c ) (reputation) to discuss a matter pertaining to photography contract proposals with Leslie OíShaunessy. Jim Murphy seconded the motion. The motion passed 5-1, with Mrs. Hall voting No.

The Board returned from non-public session at 9:20 a.m.

Jim Murphy moved to unseal the minutes of the just-completed non-public session. Dan Peterson seconded the motion. The motion passed 4-0 in favor; Mrs. Kirby and Mr. Enright had excused themselves from the meeting during the non-public session due to scheduling constraints.

Steve Simons requested that the board provide to him individually on their thoughts and concerns for the SAU staff compensation committee that he has been appointed to.

Dan Peterson moved to adjourn, Jim Murphy seconded the motion. The motion passed 4-0 at 9:30 a.m.

Respectfully Submitted,

James Murphy, Secretary