ESU Coordinating Council
February 04, 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. 

2. Roll Call
Committee Chair - Paul Tedesco
3. Agenda Item
Committee Chair - Paul Tedesco
3.A. Coop Vision
Committee Chair - Paul Tedesco
Rationale

ESUCC personnel is in the process of defining a Vision for each project and define commitments and beliefs for their vision.

Vision: Nebraska ESUCC Cooperative Purchasing shall provide compliant, competitive, aggregated bidding and purchasing to control and reduce costs to it’s members by maximizing efficiency of resources and processes in Nebraska and Nationally.

Nebraska ESU Cooperative Purchasing represents 17 Educational Service Units statewide who in turn service Nebraska school districts with over 300,000 students and is currently in its 5th decade of operation. Nebraska ESU Cooperative Purchasing is authorized to coordinate purchases for public school districts, nonpublic school systems, other ESUs, and other public agencies, including any county, city, village, school district, or agency of the state government, any drainage district, sanitary and improvement district, or other municipal corporation or political subdivision of the State of Nebraska.

Commitments/Beliefs:

  1. Enhance Cooperative Purchasing through effective statewide communication.
  2. Provide equitable statewide pricing for goods and services.
  3. Provide a user friendly sourcing and procurement system to meet the needs of member entities.
  4. Provide statewide and nationally leveraged contracts to it’s members.
  5. Savings realized by purchasing in quantity for present and future procurement needs.

Action Plan:

  1. Increase the utilization of Coop negotiated contracts by all member entities by increasing communications to member key contacts.
  2. Increase membership of Coop by actively engaging non-participating schools and other public agencies when opportunities present themselves.
  3. Have a balanced budget by the 2018-19 year.


3.B. Coop Goals
Committee Chair - Paul Tedesco
3.B.I. Reduce the Number of PO's
Committee Chair - Paul Tedesco
Rationale

To meet this Goal Cooperative Purchasing staff have devised a plan to hold orders until the end of the order period then aggregate them by ship to location before releasing to each vendor.  This goal was addressed when vendors voiced concerns of the previous years number of orders processed during our bidding and indicated some would not bid unless we aggregated orders.

3.B.II. Billing responsive to District needs
Committee Chair - Paul Tedesco
3.B.III. Enhancement of Coop through Statewide communication
Committee Chair - Paul Tedesco
Rationale

January 14th School Advisory Meeting

Sent Schedule of Trainings to Schools through email

I have had many follow up emails with individuals in schools dealing with questions about user setup, workflows, trainings, and ordering.

I have also had phone conversations with schools that have stated they are not planning on ordering this year because of the late delivery issues last year.

3.B.IV. Effective statewide training
Committee Chair - Paul Tedesco
Rationale

I will be conducting trainings on how to place orders for the Annual/Paper buy and year round catalogs through ESM for the Nebraska ESUCC Cooperative Purchasing.  We will cover how to manage users, edit/correct location addresses, how to define workflows/approval processes, and if time allows how to extract your schools orders after they have been submitted.  After the training is complete there will be time for questions and I will share changes for this year.  I will be offering multiple time slots to accommodate varying schedules, please join the session that best fits your needs.
 
New Business Managers/Office Personnel with no prior experience utilizing ESM
February 2nd 2:30p.m.
February 11th 9:00a.m.
February 17th 1:30p.m.
 
Refresher for Business Managers/Office Personnel with prior experience utilizing ESM
February 11th 1:00p.m.
February 11th 3:00p.m.
February 12th 2:30p.m.
February 17th 9:00a.m
February 19th 2:30p.m.
 
To connect to the training please use one of the connection methods below.
You are invited to a Zoom meeting. 
 
Join by Computer:  To join from a PC or Mac computer, click on the following web address: https://esucc.zoom.us/j/3089950667 
 
Join by Smart Device:  You can join the meeting using a smart tablet or smart phone by opening the Zoom application (first time users must download Zoom from the apple or google store), select "join meeting" and enter the meeting ID number: 308 995 0667   
 
Join by Video Conferencing System:   If you have a video conferencing system (cisco, lifesize, polycom, etc.) or a SIP application (ClearSea, Jabber, Polycom RealPresence, etc.) enter the following IP address: 4.35.64.155##308 995 0667 (Note - there are no spaces in the Meeting ID number.)
 
Join by Telephone:  Dial 1 (646) 568-7788 and when asked enter in the Meeting ID: 308 995 0667

3.B.V. Develop a "user friendly" environment
Committee Chair - Paul Tedesco
3.B.VI. Ensure on-time delivery
Committee Chair - Paul Tedesco
3.C. Program Updates
Committee Chair - Paul Tedesco
3.C.I. Annual Buy/Paper Buy
Committee Chair - Paul Tedesco
Rationale

Interboro has disputed Nebraska ESUCC Coop's decision to not award the bid to them on a number of items.  Based on their response and past history with Nebraska ESUCC Coop we have turned this over to KSB School Law for all future communications with Interboro.

Catalogs are currently being created by Coop staff with the Paper catalog complete, uploaded to ESM, and configured on shop pages.  The order period for Paper began on Monday February 2nd and will close March 16th.

Annual Buy order period will open on February 23rd and will close on April 10th.

Worked with ESM and ESU 15 in creating Workflows for all the ESU 15 Schools.

3.C.II. Special Buys
Committee Chair - Paul Tedesco
3.C.III. AEPA
Committee Chair - Paul Tedesco
Rationale

We have a number of AEPA extension we didn't receive on time for last month's meeting.  Interim Director Craig Peterson has contacted the remaining vendors that Nebraska Coop is missing and only received the School Specialty contract and the following contract extensions are ones we are still waiting on.

  • Quill (Office Supplies; Instructional & School Supplies; Custodial Supplies and Rest Room, Break Room & Safety Supplies; Kitchen Supplies)
  • Independent Stationers (Office Supplies)

 There may be a WTI/Tremco Roofing project next year with Palmyra-Bennett Schools that would be around $270,000.

3.C.III.a. Recommend Approval of School Specialty Contract
Rationale

Nebraska Coop has received the attached AEPA School Specialty contract IFB #015-B for Instructional and School Supplies.  This bid was awarded to School Specialty at the AEPA December winter meeting in San Diego.

Attachments
Recommended Motion

To have ESUCC Executive Director sign contract for new AEPA approved vendor School Specialty (AEPA IFB #015-B Instructional and School Supplies), upon favorable review by ESUCC attorney.

3.C.III.b. Recommend Approval Nilfisk-Advance Contract
Craig Peterson
Rationale

Nebraska Coop has received the attached AEPA NilFisk Advance contract IFB #015-B for Custodial Equipment.  This bid was awarded to Nilfisk Advance at the AEPA December winter meeting in San Diego.

Attachments
Recommended Motion

To have ESUCC Executive Director sign contract for new AEPA approved vendor NilFisk Advance (AEPA IFB #015-B Custodial Equipment), upon favorable review by ESUCC attorney.

3.C.III.c. Fourth Quarter Sales
Rationale

Brenda has been collecting the sales from AEPA vendors for our fourth Quarter report.  Currently we do not have all vendors reported.

4th Quarter AEPA sales = $1,005,972.42 compared to $1,026,356.02 last year.

4th Quarter Special buys sales = $175,545.33

Admin fees earned in 4th Quarter = $24301.29.

Attachments
3.C.III.d. Recommend Approval of Independent Stationers Contract
Paul Tedesco
Rationale

Nebraska Coop has received the attached AEPA Independent Stationers, INC contract IFB #015-A for Officel Supplies.  This bid was awarded to Independent Stationers, INC at the AEPA December winter meeting in San Diego.

Attachments
Recommended Motion

To have ESUCC Executive Director sign contract for new AEPA approved vendor Independent Stationers, Inc (AEPA IFB #015-A Office Supplies), upon favorable review by ESUCC attorney.

3.D. Future Efforts
Committee Chair - Paul Tedesco
3.D.I. Timeline for ESM
Rationale

Coop Timeline/Exit Tasks

3.D.II. Recommend approval of Interlocal Agreements
Rationale

Interim Director Peterson has been in contact with two AEPA vendors this last month who were asking about serving other entities for projects that they are looking at submitting proposals for.

Techline Sports Lighting is working with the City of Waverly on a possible baseball/softball field complex.  The project total for Techline Sports would be $450,000.  Peterson spoke with the City Manager of Waverly Doug Rick's about the project and there was definitely some interest in being able to participate in some of the contracts that Nebraska ESUCC Cooperative Purchasing has available.  Peterson also explained to Mr. Rick's that this would be a new process for NECoop and that an Interlocal would need to be in place before we could serve them.  Mr. Rick's also recommended contacting the League of Municipalities in Lincoln about the services we could provide to their members.  Techline Sports Lighting is an Austin Texas based company that recently opened an office in Wichita Kansas to better serve the Midwest states.  They are the number two sports lighting company in the nation and provide a 30 year warranty on their product/installations and utilize Hubbell fixtures.

Kent Marschman from WTI/Tremco contacted Interim Director Peterson about a roofing project they are working with the Metropolitan Utilities District in Omaha on.  Again Mr. Marshman was asking if we could serve this entity through the AEPA contract that we hold.  The project total for WTI/Tremco for this roofing project would be approximately $350,000 an by participating through the AEPA contract said they would save a substantial amount.  

I explained to both companies that we would first have to have ESUCC Board approval to begin the process and then develop an Interlocal agreement.  After speaking with ESUCC Executive Director Dave Ludwig Mr. Peterson contacted KSB School Law to develop a Draft Interlocal agreement to include Resolutions that these entities would need to pass.

We have a number of Colleges that currently order through the Annual/Paper buys that we do not have Interlocal Agreements with and probably should have.
Western Nebraska Community College
Wayne State
Concordia College

 

Attachments
Recommended Motion

Accept or deny Interlocal agreement.

3.D.III. Recommend Approval of Inter Government Agreement
Craig Peterson
Rationale

In communications with Follett a possible new buy has been identified.  The Kansas Greenbush Education Service Center has a signed contract with Follett that Nebraska ESUCC Coop could take advantage of by creating an Inter-Government Agreement.  In talking with Steve Williams I asked him to provide me with what actual bid requirements ESU's and Schools must follow.

"The only thing schools are required to bid are construction projects over $40,000.  That requirement comes from section 73-106.  However, if schools, ESUs, or the ESUCC do solicit bids, they all must follow section 73-101 through 73-107.  In addition, ESUs must comply with section 79-1223 when it solicits bids."

I have also placed a call and sent an email to the the Director of the Kansas Greenbush Education Service Center Cooperative Purchasing department to begin the discussions of a possible agreement or Inter-Government Agreement.  I have spoke with ESUCC Attorney Steve Williams and it appears this would be possible if both Nebraska and Kansas requirements by law are met.


Recommended Motion

Have Interim Director Peterson pursue or not pursue an Intergovernmental Agreement with Kansas for services with Follet.

3.E. Financial Goals
ESUCC Executive Director David Ludwig
Rationale

Review of Financial Goals

ESUCC will approve a balanced budget beginning the 2018-19 year.  (3 years:  $149,485 deficit)

Evaluate the effectiveness of ESM and provide recommendations) for continuation of ESM or recommendation(s) of a different software provider by May 2015. 

Review, recommend and implement expanded opportunities for the Coop Purchasing Project.  

3.F. Statewide Communications
Committee Chair - Paul Tedesco
3.F.I. ESM Update
Committee Chair - Paul Tedesco
3.F.II. Advisory Committee Update
Committee Chair - Paul Tedesco
Rationale

January 14th School Advisory Meeting

3.G. Policy & Procedures
Committee Chair - Paul Tedesco
3.H. Coop Project Director Update
ESUCC Executive Director David Ludwig
4. Next Meeting Agenda Items
Committee Chair - Paul Tedesco
5. 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.

6. Adjournment
Committee Chair - Paul Tedesco