ESU Coordinating Council
September 07, 2016 2:00 PM
Coop Committee Meeting
1. Call to Order
Committee Chair - Paul Tedesco
Rationale

Notice to visitors:  To be heard at this meeting, the "Request to be Heard" form, must be completed and submitted to the Secretary to the Executive Director of ESUCC.  The President of the Board of ESUCC will call upon visitors wishing to address the Board in the order they were submitted or by subject.

Pursuant to Section 84-1411 of the Nebraska Statutes, notice of this meeting was given by advertisement on the ESUCC website, NE Public Meeting site, and host site.

Open Meetings Law
: Pursuant to Section 84 - 1412 of the Nebraska Statutes, the public is hereby informed that a current copy of the Nebraska Open Meetings Act is posted in this meeting room. 

2. Roll Call
Committee Chair - Paul Tedesco
Discussion

Coop Committee Meeting called to order at 2:

3. Agenda Item
Committee Chair - Paul Tedesco
3.A. Coop Data
Executive Director Ludwig
Attachments
3.B. ESM Update
Executive Director Ludwig
3.B.I. Executive Session
Rationale

The ESU Coordinating Council is authorized by state statute to enter into executive session. Executive session may be held when clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual. Reasons that meet this standard include but are not limited to: (a) strategy sessions with respect to collective bargaining, real estate matters, pending litigation, or litigation which is imminent as evidenced by communication of a claim or threat of litigation to or by the public body; (b) discussion regarding deployment of security personnel or devices; (c) investigative proceedings regarding allegations of criminal misconduct; (d) evaluation of the job performance of a person when necessary to prevent needless injury to the reputation of a person and if such person has not requested a public meeting; and (e) legal advice.

Explanation

At this point, it is appropriate for the Board to meet in closed session for one of the stated matters and/or any other permissible closed session matters in compliance with the law.

PROPOSAL:

That the Board hold a closed session:

1. For strategy session with respect to negotiations/collective bargaining clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

2. For strategy session with respect to property/real estate matters clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

3. For strategy session with respect to pending litigation, or litigation which is imminent as evidenced by communication of a claim or threat of litigation to or by the public body clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

4. For discussion regarding deployment of security personnel or devices clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

5. For investigative proceedings regarding allegations of criminal misconduct clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

6. For personnel and the evaluation of job performance clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

7. For discussions of the legal consequences of specific action and legal advice clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

Recommended Motion

Motion to enter closed session to conduct a strategy session and receive legal advice related to pending litigation. Roll call vote: ______. Upon passage of the motion, Council President West stated that the council would limit itself to discussion of the strategy session and receive legal advice related to pending litigation in closed session. The council entered closed session at ___ p.m.

3.C. NASB K-Purchase Program
Executive Director Ludwig
3.D. Consent Items
Committe Chair Tedesco
Rationale

Contracts to be approved.

3.D.I. Approve contracts signed by Executive Director during May, June, July and August.
Rationale

The following and attached Contracts where signed by the Executive Director and approved with a favorable review by the ESUCC Attorney for the months of May, June, July and August.

  1. Blackboard
  2. Imagine Learning
  3. JourneyEd
  4. Capstone - myON Reader

Attachments
Recommended Motion

To approve contracts signed by ESUCC Executive Director during months fo May, June, July, and August.

3.D.II. Approve Student Information Contracts
Rationale

Approve the following contracts that where awarded through the RFQ-SIS-2016-04-29 Addendum 1 (Student Informaton System).  Information for the RFQ process is posted on the SIS Request for Qualifications (RFQ) page.

  1. Edupoint Educational Systems
  2. Powerschool
  3. Tyler Technologies
  4. Harris Technologies

 

Negotiations Summary

Attachments
Recommended Motion

To have ESUCC Executive Director sign contracts with SIS vendors, upon favorable review by ESUCC attorney

3.D.III. Approve Custodial Bid Awards
Rationale

The 2016 Custodial Bids where unsealed on 08/29/2016 with 24 vendors invited to bid and three vendors responded.  One vendor was found to be a Non-Responsive bidder due to many items on the RFP they failed to submit or address.

Evaluation was based on the top 125 items from the previous years Custodial and Air Filter buys through a Market basket line item bid.  Weighted averages where then figured on the market basket.  One vendor bid the exact items in the Market basket and the other bid for the most part Alternates.  At the end of the evaluations it was felt that both vendors would bring value to the ESUCC Custodial Buy based on price and quality of product.

Attachments
Recommended Motion

Recommend approval of Custodial Awards to 2 vendors; Interline Brands DBA Supplyworks and National Everything Wholesale.

3.D.IV. Approve Custodial Contract with Interline Brands DBA SupplyWorks
Attachments
Recommended Motion

To have ESUCC Executive Director sign contracts with Interline Brands DBA SupplyWorks, upon favorable review by ESUCC attorney

3.D.V. Approve Custodial Contract with National Wholesale Everything.
Rationale

 ESU Membership Application to Avera Purchasing Consortium.  The dollar values identified in this application do not obligate ESU to purchase that amount.  Rather, they are a low estimate of what ESU might purchase.  There is no cost to ESU to become a member; and ESU may end its membership at any time for any reason with 30 day notice.

National will need to address potential small orders as follows:  an order under $150 will be delivered by UPS and charged flat rate of $9.50; and an order between $150 to $500 will be charged flat rate of $75.00.  Orders over $500 do not incur any delivery fee or charge.

Attachments
Recommended Motion

To have ESUCC Executive Director sign contract with National Wholesale Everything, upon favorable review by ESUCC attorney

3.D.VI. Approve Lighting-Ballasts Awards
Rationale

The 2016 Lighting-Ballasts where unsealed on 08/31/2016 with 5vendors invited to bid and one vendor responded.  

Evaluation was based on the top 100 items from the previous years Lighting-Ballasts buy through a Market basket line item bid.

Recommended Motion

Recommend approval of Lighting-Ballasts to Voss Lighting.

3.E. Program Updates
Committee Chair - Paul Tedesco
3.E.I. Annual/Paper Buy
Committee Chair - Paul Tedesco
3.F. Future Efforts
Committee Chair - Paul Tedesco
3.F.I. Approve Interlocal with City of Scottsbluff
Rationale

The City of Scottsbluff is interested in entering into an Interlocal Agreement with ESUCC for the solicitation of public bids and enter into contracts on its own behalf and to purchase supplies, material, equipment, and services.

 

RESOLUTION

 

WHEREAS, on September 8, 2016, at a duly convened and scheduled meeting of the Educational Service Unit Coordinating Council, also known as the ESUCC, it was recommended and deemed advisable that the Council enter into the Interlocal Agreement with the City of Scottsbluff to jointly bid and contract, for supplies, materials, equipment, and services through the ESUCC’s Cooperative Purchasing Program;

 

AND WHEREAS, consideration of the matter was a duly advertised agenda item for the said meeting of the ESUCC; 

 

AND WHEREAS, an opportunity was afforded any interested party to comment on the matter; and the ESUCC being apprised of the various aspects of the issue;

 

AND WHEREAS, the Board has determined that entering into the Interlocal Agreement is in the best interests of the ESUCC and its members and is appropriate to provide for the efficient and effective operation of the ESUCC;

 

NOW BE IT THEREFORE RESOLVED that the ESUCC’s Executive Director be authorized on behalf of the ESUCC, pursuant to this Resolution, to affix his signature to the aforementioned Interlocal Agreement and to do all things necessary to comply with said Agreement.

It was so moved by _________________ and seconded by __________________ this 3rd day of May, 2016.

 

Roll call vote as follows:

 

Name                                          Yes    No

 

ESU 1:       ___________________________        ___   ___

 

ESU 2:       ___________________________        ___   ___

 

ESU 3:       ___________________________        ___   ___

 

ESU 4:       ___________________________        ___   ___

 

ESU 5:       ___________________________        ___   ___

 

ESU 6:       ___________________________        ___   ___

 

ESU 7:       ___________________________        ___   ___

 

ESU 8:       ___________________________        ___   ___

 

ESU 9:       ___________________________        ___   ___

 

ESU 10:     ___________________________        ___   ___

 

ESU 11:     ___________________________        ___   ___

 

ESU 13:     ___________________________        ___   ___

 

ESU 15:     ___________________________        ___   ___

 

ESU 16:     ___________________________        ___   ___

 

ESU 17:     ___________________________        ___   ___

 

ESU 18:     ___________________________        ___   ___

 

ESU 19:     ___________________________        ___   ___

Attachments
Recommended Motion

Recommend approval of proposed resolution, upon favorable review by ESUCC attorney

3.G. Coop Strategic Plan
Committe Chair Tedesco
Rationale

Coop Strategic Plan

Action Items that came out of the Strategic Plan

  1. Contract agreement for non-ESU participants.
  2. Describe how Coop does bidding, can be added to language of school board policies to include Coop.
  3. ESUCC will need to change policy on how to advertise for bids to include website advertising.  Need to repeal/rescind old requirement and implement new policy.
  4. Process for verification of entities that ESUCC can serve.  Send to attorney for review to determine if legal entity before proceeding with inter-local.
  5. Draft and approve talking points for ESU Administrators to utilize with School and other members.
  6. Review growth of Coop Annually (On going)
  7. Create Survey for Schools/Members
  8. Create Survey for Vendors
  9. Create Marketing flyer for Coop (Done)
  10. Continue to pursue new contracts (On going)
  11. Continue to Market Coop at Conferences (On going)

Discussion

Coop Strategic Plan

Action Items that came out of the Strategic Plan:

- Contract agreement for non-ESU participants.

- Describe how Coop does bidding, can be added to language of school board policies to include Coop.

- ESUCC will need to change policy on how to advertise for bids to include website advertising.

- Need to repeal/rescind old requirement and implement new policy.

- Process for verification of entities that ESUCC can serve. Send to attorney for review to determine if legal entity before proceeding with inter-local.
- Draft and approve talking points for ESU Administrators to utilize with School and other members.

- Review growth of Coop Annually
- Create Survey for Schools/Members
- Create Survey for Vendors
- Create Marketing flyer for Coop
- Continue to pursue new contracts
- Continue to Market Coop at Conferences

3.H. Policy & Procedures
Committee Chair - Paul Tedesco
Rationale

Coop Procedural Manual

4. Next Meeting Agenda Items
Committee Chair - Paul Tedesco
5. Adjournment
Committee Chair - Paul Tedesco