ESU Coordinating Council
January 07, 2015 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. 

Discussion

Meeting called to order at 2:00 p.m.

2. Roll Call
Committee Chair - Paul Tedesco
Discussion

Staff: David Ludwig, Priscilla Quintana, Craig Peterson

3. Agenda Item
Committee Chair - Paul Tedesco
3.A. eProcurement Update
Committee Chair - Paul Tedesco
3.A.I. Future eProcurement Options
Interim Director Craig Peterson
Rationale

While at the Winter AEPA meeting in San Diego Craig was able to visit with other states about their solutions.  It doesn't appear that any states are utilizing one solution for both sourcing (ESM's easySourcing) and eprocurement (ESM's easyPurchase) but many have either the sourcing or the eprocurement.  

Iowa and Kansas both use a free sourcing solution called Public Purchase for RFP's, RFI's, and Bids but they have no eprocurement solution.  This vendor offers their solution for free and would be able to customize solutions for a fee.  They are primarily a software development company that developed the sourcing for Texas and now offers it up at no cost to others.  Craig signed up for an account and sat through a demo on 12/09/2014.

Pennsylvania and New Mexico utilize a system called ION Wave (formerly Way2Bid that Coop utilized at one time).  This is predominantly a sourcing solution but does have a hosted catalog feature that could possibly be utilized for the annual buy catalog but there are no punchout catalog features with this vendor.  Craig and Coop staff sat through a demo of this product on 12/18/2014.

Minnesota, South Dakota, and North Dakota utilize a system called Equal Level.  This is only an eprocurement solution and does not currently have a Sourcing solution.  Minnesota does offer different levels to buy into this solution for AEPA contracts only.  If we wanted the same level of access as Minnesota has then we would be looking in the range of $50,000 per year.

3.A.II. ESM invoice
Committee Chair - Paul Tedesco
Rationale

On December 5th ESUCC received an Invoice from ESM Solutions in the amount of $22,500 for "Professional Service Time: easyPurchase Enterprise implementation completed / balance due".  ESUCC Executive Director David Ludwig requested explanation of invoice from ESM and CFO Dan Corazzi SR. provided and an explanation of the charges (See original email as attachment) to be for 1/2 of $45,000 for implementation services from the original contract.

Since receiving this explanation and turning the invoice and explanation over the Attorney Steve Williams we received an email from CFO Dan Corazzi SR. on December 18, 2014 stating that all previous invoices have been waived.

Attachments
Discussion

Coop staff and EMS had the quarterly meeting on Jan. 6th. There is concern as to whether ESM is working to meet the goals that were set and agreed upon. It was also noted that the "aggregation" needed by Coop cannot be completed by the ESM software.

3.B. Program Updates
Committee Chair - Paul Tedesco
3.B.I. Annual Buy
Committee Chair - Paul Tedesco
3.B.I.a. Order Aggregation
Interim Director Craig Peterson
Rationale

After working with ESM on a possible solution to aggregate orders by ship to location the best ESM could do was to make one aggregate order that didn't' actually aggregate line items into one line per item number and wasn't even sorted by Item number.  Orders were still separate line items for each Item number and orders were sorted by when they were submitted so vendors would have to sort the order after they received it to view all like items.

Priscilla was able to design a layout in Filemaker Pro where we can import an extract taken from ESM and created true aggregated orders for each item number for each ship to address.  The one problem Cooperative staff has struggled with is how to handle PO numbers for each order that will go to the Vendor for each ship to address.  Schools will be able to still assign their own PO number within ESM but once we aggregate the PO to the vendor there could be multiple PO's per ship to location or even per line item.

Discussion

All paper will be ordered and delivered early this year. It was noted that Paper 101 will be providing the "bulk" paper orders this year (pallet, 5 pallets, 10 pallets, 21 pallet truckloads).

There were a few of our "usual" vendors that did not bid this year due to the multiple school deliveries.

3.B.II. Special Buys
Committee Chair - Paul Tedesco
3.B.II.a. World Book
Interim Director Craig Peterson
Rationale

The Instructional Materials affiliate has requested to add additional content to the Special Buy with World Book to include Science Power and Social Studies Power.  Interim Director Craig Peterson has negotiated these additional resources along with the World Book ebooks, with each be either purchased by schools on a per item basis (WB Power Pack, WB eBooks, Science Power, Social Studies Power) or in Special combo pricing (Science/Social Studies Combo, WB Read and Research Combo, WB Nebraska Power School).  This will give schools of Nebraska the most flexibility for the World Book digital product line.  World Book is requesting that the purchase order be submitted as one from Nebraska ESUCC Cooperative Purchasing.  This would be a flow through Coop budget item and orders would then be invoiced to appropriate School Districts.

Recommended Motion

To have ESUCC Executive director or Interim Director of Cooperative Purchasing sign the contract for a Special Buy with World Book for identified product defined in attached contract, and after review and acceptance of contract by World Book and ESUCC attorney.

Actions Taken

Motion Passed:  To have ESUCC Executive Director sign the contract for a Special Buy with World Book for identified product defined in attached contract, upon favorable approval by ESUCC attorney. passed with a motion by Mowinkel ESU 08 and a second by Calvert ESU 15.

Discussion

Interim Coop Director discussed the updated World Book contract.

3.B.III. AEPA
Committee Chair - Paul Tedesco
3.B.III.a. Contract Extensions
Interim Director Craig Peterson
Rationale

At the annual AEPA meeting in San Diego, CA the following contract extensions were voted on and Nebraska ESUCC Cooperative Purchasing will need to sign each extension to continue to make these AEPA negotiated buys available to Nebraska entities.

  1. AEPA BID #012
    1. SchoolDude.com (Work Order/Asset Management Software)
    2. Sport Surfaces Distributing (Athletic Facilities - Hardwood & Synthetic Flooring)
    3. ProGrass LLC (Synthetic Turf)
    4. UBU Sports (Synthetic Turf)
    5. FieldTurf USA, Inc. (Synthetic Turf)
    6. FieldTurf USA, Inc. (Track & Court Surfaces)
    7. Sport Surfaces Distributing, Inc. (Track & Court Surfaces)
    8. Sport Surfaces Distributing, Inc. (Athletic Facilities - Hardwood & Synthetic Flooring)
    9. Quill Corporation (Kitchen Supplies & Equipment)
    10. Mackin Educational Resources (Mobile Learning Solutions)
    11. Smart Horizons (Mobile Learning Solutions)
    12. Peripole (Musical Instruments)
    13. Daktronics, Inc. (Scoreboards & Marquis Signage)
  2. AEPA BID #013
    1. Sivic Solutions Groups (Medicaid Software)
    2. Weatherproofing Technologies (Roofing)
    3. Progressive Roofing (Roofing)
    4. Techline Sports Lighting (Athletic Lighting)
    5. Konica Minolta Business Solutions (Digital MFD/Copiers, Printers and Managed Document Services)
    6. Kyocera Document Solutions America (Digital MFD/Copiers, Printers and Managed Document Services)
  3. AEPA BID #014
    1. Midwest Technology Products (Industrial Arts, Career, and Technical Education)
    2. School Specialty (Industrial Arts, Career, and Technical Education)
    3. Troxell Communications (Interactive Classroom)
    4. Staples Business Advantage (School Furniture)
    5. School Specialty (School Furniture)
    6. Interior Systems Inc. (School Furniture)
    7. MNJ Technologies Direct (Technology Catalog)
    8. CDW-G (Technology Catalog)
    9. School Specialty (Sports Equipment)

Vendors that Nebraska currently has no signed contract with and will not be signing extensions for:
ProGrass, LLC (Synthetic Turf)
UBU Sports (Synthetic Turf)
Smart Horizons (Mobile Learning Solutions)


 

Attachments
Recommended Motion

To have ESUCC Executive director or Interim Director of Cooperative Purchasing sign extensions with AEPA vendors for currently signed contracts.

Actions Taken

Motion Passed:  To have ESUCC Executive Director sign extensions with AEPA vendors for currently signed contracts, after favorable review by ESUCC attorney. passed with a motion by Calvert ESU 15 and a second by Mowinkel ESU 08 .

Discussion

Interim Coop Director discussed/reviewed AEPA Contract Extensions that need to be approved.

3.B.III.b. New Contracts
Interim Director Craig Peterson
Rationale

At the annual AEPA meeting in San Diego, CA the following new contract were voted on and Nebraska ESUCC Cooperative Purchasing will need to sign each  to make these AEPA negotiated buys available to Nebraska entities.

  1. Staples (IFB #015)
    1. Office Supplies
    2. Instructional & Classroom
    3. Custodial
  2. i3 (IFB #015)
    1. Live Scan Finger and Palm Print Capture Equipment
  3. Creative Information Technology Inc.
    1. Live Scan Finger and Palm Print Capture Equipment
  4. CEIA USA (IFB #015-F)
    1. Walk-Through Metal Detectors

Attachments
Recommended Motion

To have ESUCC Executive director or Interim Director of Cooperative Purchasing sign contracts for new AEPA approved vendor proposals; Staples Advantage for Office Supplies, Instructional & Classroom, and Custodial; i3 for Live scan finger and Palm print capture equipment; Creative information Technology Inc. for Live scan finger and palm print capture equipment; and CEIA USA for walk-through metal detectors.

Actions Taken

Motion Passed:  To have ESUCC Executive Director sign contracts for new AEPA approved vendor proposals, upon favorable review by ESUCC attorney; Staples Advantage for Office Supplies, Instructional & Classroom, and Custodial; i3 for Live scan finger and Palm print capture equipment; Creative information Technology Inc. for Live scan finger and palm print capture equipment; and CEIA USA for walk-through metal detectors. passed with a motion by Calvert ESU 15 and a second by Mowinkel ESU 08 .

Motion Passed:  To have ESUCC Executive Director sign contracts for new AEPA approved vendor proposals; Staples Advantage for Office Supplies, Instructional & Classroom, and Custodial; i3 for Live scan finger and Palm print capture equipment; Creative information Technology Inc. for Live scan finger and palm print capture equipment; and CEIA USA for walk-through metal detectors. passed with a motion by Calvert ESU 15 and a second by Mowinkel ESU 08 .

Discussion

Interim Coop Director reviewed AEPA new contracts that need approval.

3.C. Future Efforts
Committee Chair - Paul Tedesco
3.C.I. COOP Director Application Process
ESUCC Executive Director David Ludwig
Attachments
Discussion

Interviews will be held at the Ainsworth Coop office. Mr. Ludwig will send applicant information to interview committee members.

3.C.II. Coop Vision
Committee Chair - Paul Tedesco
Discussion

David Ludwig has developed some goals for the Coop project. He will be communicating with Coop staff to work through these goals.

3.D. Policy Adoption - Unified Policies & Timeline
Committee Chair - Paul Tedesco
Discussion

It was noted that we have procedures for Coop, but we do not have policies. We will start looking at creating/adopting policies later in the year.

3.E. Master Service Agreement
Committee Chair - Paul Tedesco
Discussion

Executive Director is looking at formatting the MSA a little differently. We will be reviewing the Coop section of the MSA to suggest necessary changes.

4. Next Meeting Agenda Items
Committee Chair - Paul Tedesco
Discussion

Timeline for review of current software or possible selection of new software

Review of Coop Project financial goals

Coop Vision

Update regarding Coop Project Director position

5. Executive Session
Committee Chair - Paul Tedesco
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.

6. Adjournment
Committee Chair - Paul Tedesco
Actions Taken

Motion Passed:   passed with a motion by Mowinkel ESU 08 and a second by West ESU 13.