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EdPAC Educational Purchasing Advisory Committee Minutes for December 13, 2012 1:00 p.m. at Granite School District EdPAC Committee members: Present X Jared Gardner, Granite School - District Chairperson Kay Healey, Alpine School District - Vice Chairperson X Kurt Prusse, Jordan School District ­ Secretary Present Present Garret Johnson, State of Utah Purch. Paul Mash, State of Utah Purchasing X Gary Hansen, Canyons School District Pat O' Hara, Murray School District X Greg Maynard, Salt Lake School District X Reed Taylor, State of Utah Purchasing Karma Leatham, Cache School District X Jeff Walker, Weber School District X Tina Fluehe, Provo School District X Rick Ashby, Davis School District Rodney Cook, Box Elder School District X Gary Spencer, Park City School District Cathy Bilbey, Uintah School District X Jenefer Youngfield, USOE Jay Caldwell, Canyons School District The meeting was called to order and conducted by Jared Gardner. General Business

School bus contract re-bid EdPAC would like to recommend extending the State Contract furniture bid. The State would like representatives from school districts to be a part of the evaluation/specification review. Canyons (Nancy), Jordan (Diane), Granite (Paul), Weber (Eileen?) have volunteered their services. Requests have been made to update the State Purchasing web site. Still need to find out why MA2087 HYKO charges a 2.8% fee on credit card purchases. Paul/Reed to follow-up why. Used Textbooks cooperative contract is not being used by most. Granite and SL are using currently, working well for them so far. Members are encouraged to use in order to maximize benefit for all. Disaster Clean-up contract recommended. State Procurement Code definitions were clarified and cleaned up. Consensus is they were positive changes. Training of all employees on procurement and ethics will be required sometime in 2013. Discussed ways school districts can accomplish this task. Rick Ashby made a recommendation for USOE to update 53A to outline specific differences in their code or make reference in the procurement code to 53A. Jenefer tasked to find out possibility of making accommodating request. AR1459 was amended to include student travel fees for school groups and charter buses. EdPAC is very appreciative of the work done by State Purchasing. 2012 EdPAC workshop was discussed, mostly positive responses. Only negative is the limited venue size. 2013 workshop date was set for Thursday, Nov. 7th to be held at Jordan School District. Jeff Walker was nominated as EdPAC Secretary for the upcoming year and was unanimously approved. He will be charged with taking the minutes for 2013, starting in January.

The meeting was adjourned at 3:00 p.m.

Next Meeting:

Location: Date:

Granite School District Thursday, January 10, 2013 @ 1:00 PM

EdPAC Educational Purchasing Advisory Committee Minutes for April 12, 2012 1:00 p.m. at Granite School District EdPAC Committee members: Present X Jared Gardner, Granite School District Chairperson Kay Healey, Alpine School District Vice Chairperson X Kurt Prusse, Weber School District ­ Secretary Present Present X Garret Johnson, State of Utah Purch. Paul Mash, State of Utah Purchasing X Gary Hansen, Canyons School District Pat O' Hara, Murray School District X Greg Maynard, Salt Lake School District X Reed Taylor, State of Utah Purchasing Karma Leathem, Cache School District X Rich Field, Jordan School District Tina Fluehe, Provo School District X Rick Ashby, Davis School District X Rodney Cook, Box Elder School District Scott Rigby, Cache School District Cathy Bilbey, Uintah School District X Jenefer Youngfield, USOE Gary Spencer, Park City School District The meeting was called to order and conducted by Jared Gardner @ 1:00 PM General Business

· · · Job Order Contracting has been awarded How do we gain access to the full catalog? Reed to followup Mailing Equipment contract has been awarded. Janitorial Supplies contract was discussed, Grainger vs. Multiple Vendors (HYKO, Bell, Waxie, Bestway) Should the contract separate the chemicals, paper supplies, etc. that Grainger provides vs. using the other janitorial suppliers? Segregating the contract amongst categories. Follet was awarded the Surplus Textbook Services Bid. Details to come 51% of the Amazon used book pricing SMS software intranet system Yearbooks Some districts have contracts, others let the schools handle that independently Procurement Code Changes Jennifer provided a fiscal impact summary Pg. 150 ­ 265 of the enrolled copy of the bill Rules to be developed up until the effective date 5/1/2013 Retention policy will change from a minimum 10% to 5% Section 58 Part 55 Construction Policy

· · ·

The meeting was adjourned at 2:22 PM. Location: Granite School District Next Meeting: Date: Thursday, May 10, 2012 @ 1:00 PM

EdPAC Educational Purchasing Advisory Committee Minutes for May 12, 2011 2:00 p.m. at Granite School District EdPAC Committee members: Present Rodney Cook Box Elder School District Chairperson X Jared Gardner Granite School District Vice Chairperson Kay Healey Alpine School District­ Secretary Present Present X Kevin Kingdon ­Park City School District Laurie Ericksen-Tooele School District X Gary Hansen-Canyons School District Pat O' Hara Murray School District X Greg Maynard-Salt Lake School District X Reed Taylor-State of Utah Purchasing X Karma Leathem ­ Cache School District Rich Field-Jordan School District X Tina Fluehe-Provo School District Rick Ashby-Davis School District X Kurt Prusse-Weber School District Scott Rigby-Cache School District Cathy Bilbey-Uintah School District X Jenifer Youngfield _ USOE

The meeting was called to order and conducted by Rodney Cook. No Minutes from last meeting were voted on and approved General Business

No minutes to approve Reed mentioned the Lowe's contract, the reverse vendor fair on Sept 20th and the Job costing contract about to be finalized Jenefer lead further discussion on the job costing contract and that there will be a 800 page pricing book available on line when it is done ­ This will serve as a reference of cost of small construction projects. Jenefer also replied to Rick A's questions he had sent her how to list evaluation criteria by priority or list points. After some discussion she will verify if only order of importance is ok. Gary Hansen brought some generic paper from COSTCO which they hope will be approve as it will save money for the districts. Those interested in test it were give reams of paper to test. He also passed out pictures of bus seats & other equipment he was selling as surplus for those interested. Kurt Prusse had three construction question ­ listed on the agenda ­ this led to a good discussion on how to interpret the law 53A 20 ..... In essence the ten % retainage is mandatory, regional newspapers are sufficient to place construction adds; A&E cost have to be added the to cost of the project to determine the total with regards to having to bid and advertise. Jared reviewed the fall workshop ­ we need to come up with a key note speaker ­ after some discussion several names given to Gary H to follow up on to see if they would speak for free or a very low cost. The menu was discussed and a fee of $15 was decided upon.

Assignments: Jared to get the program and menu finalized & registration forms ready to go to Reed within the next few weeks Gary H to see if Dale Murphy will be our key note speaker Jenefer & Reed to help State get through the eval process on the job cost so it will be ready for UFOMA & EdPAC. The end Gregory Maynard, CPPO, C.P.M. Purchasing Supervisor Salt Lake City School District (801) 578-8264

Other Items: Next Meeting: Location: Date: Time: Granite School District Purchasing Conference Room Oct 6, 2011 1:00 ­ 3:00 PM

EdPAC Educational Purchasing Advisory Committee Minutes for April 14, 2011 1:00 p.m. at Granite School District EdPAC Committee members: Present X Rodney Cook Box Elder School District Chairperson X Jared Gardner Granite School District Vice Chairperson Kay Healey Alpine School District­ Secretary Present Present X Jenefer Youngfield-USOE Laurie Ericksen-Tooele School District X Gary Hansen-Canyons School District X Pat O' Hara Murray School District X Greg Maynard-Salt Lake School District X Reed Taylor-State of Utah Purchasing X Karma Leathem ­ Cache School District X Rich Field-Jordan School District Kent Beers-State of Utah X Rick Ashby-Davis School District X Kurt Prusse-Weber School District Scott Rigby-Cache School District Cathy Bilbey-Uintah School District Tina Fluehe-Provo School District The meeting was called to order and conducted by Rodney Cook. General Business 1. February minutes not available and will be approved at May meeting. 2. Kurt Prusse conducted a break out at the UASBO conference in April. Thank you for representing EdPAC. State Procurement Issues and State Contracts: 1. Reed Taylor: a. Gordian Group- potential new state contract for Job Order Contracting (JOC) see http://www.gordian-group.com b. State Purchasing is hosting a vendor fair on June 9, 2011 from 9:00 AM ­ 2:00 PM at the Utah State Fair Grounds. c. State directory for EdPAC was sent around for review and potential edits. Other Items: 1. Jared Gardner shared current status with obtaining DFCM A/E and contractor performance. 2. Paul Worthen shared information regarding the status and history on copy paper reverse auctions. The new phase one will be issued by Granite School District in May.

3. Jared Gardner shared information related to Mountain States Book Depository. 4. Jared Gardner shared information related to construction contract payment retention. 5. Jenefer Youngfield discussed the process of submittal of sub list at time of bid. The State Office is going to be releasing a required performance scoring tool for A/E and Contractors to the SP-11. The thinking is that districts will be able to review this scoring and utilize it as they award bids. 6. Greg Maynard asked whether the A/V contract at the state was going to be renewed. Next Meeting: Location: Date: Time: Granite School District Purchasing Conference Room May 11, 2011 1:00 ­ 3:00 PM

EdPAC Educational Purchasing Advisory Committee Minutes for February 10, 2011 1:00 p.m. at Granite School District EdPAC Committee Members: Present X Rodney Cook Box Elder School District - Chairperson X Jared Gardner Granite School District - Vice Chairperson X Kay Healey Alpine School District - Secretary Present - USOE ­ Tooele SD Gary Hansen ­ Canyons SD Pat O'Hara Murray SD Greg Maynard ­ Salt Lake SD Reed Taylor ­ State of Utah Karma Leathem ­ Cache SD Nancy Webb ­ Jordon SD Kevin Kingdon ­ Park City SD Rick Ashby ­ Davis SD Kent Beers ­ State of Utah Scott Rigby ­ Cache SD Kurt Prusse ­ Weber SD Tina Fluehe ­ Provo SD Cathy Bilbey ­ Uintah SD The Meeting was called to order and conducted by Rodney Cook. Minutes were voted on and accepted General Business

Meeting was adjourned at 2:15 pm Date of next meeting April 14, 2011 Time 1:00 - 3:00 PM

EdPAC Educational Purchasing Advisory Committee Minutes for February 10, 2011 1:00 p.m. at Granite School District EdPAC Committee Members: Present X Rodney Cook Box Elder School District - Chairperson X Jared Gardner Granite School District - Vice Chairperson X Kay Healey Alpine School District - Secretary Present - USOE ­ Tooele SD Gary Hansen ­ Canyons SD Pat O'Hara Murray SD Greg Maynard ­ Salt Lake SD Reed Taylor ­ State of Utah Karma Leathem ­ Cache SD Nancy Webb ­ Jordon SD Kevin Kingdon ­ Park City SD Rick Ashby ­ Davis SD Kent Beers ­ State of Utah Scott Rigby ­ Cache SD Kurt Prusse ­ Weber SD Tina Fluehe ­ Provo SD Cathy Bilbey ­ Uintah SD The Meeting was called to order and conducted by Rodney Cook. Minutes were voted on and accepted General Business

Meeting was adjourned at 2:15 pm Date of next meeting April 14, 2011 Time 1:00 - 3:00 PM

EdPAC Educational Purchasing Advisory Committee Minutes for February 10, 2011 1:00 p.m. at Granite School District EdPAC Committee Members: Present X Rodney Cook Box Elder School District - Chairperson X Jared Gardner Granite School District - Vice Chairperson X Kay Healey Alpine School District - Secretary Present - USOE ­ Tooele SD X Gary Hansen ­ Canyons SD X Pat O'Hara Murray SD X Greg Maynard ­ Salt Lake SD X Reed Taylor ­ State of Utah X Karma Leathem ­ Cache SD X Nancy Webb ­ Jordon SD X Kevin Kingdon ­ Park City SD X Rick Ashby ­ Davis SD Kent Beers ­ State of Utah Scott Rigby ­ Cache SD X Kurt Prusse ­ Weber SD Tina Fluehe ­ Provo SD Cathy Bilbey ­ Uintah SD The Meeting was called to order and conducted by Rodney Cook. Minutes were voted on and accepted General Business UASBO March 29th will have breakout sessions With EdPAC presenting some purchasing items. Ideas of what to present are architectural services, purchasing 101. What items would UASBO like to here from us? Kevin Kingdon was presented a recognition award plaque for being past chairperson. Jared - Granite has a long term contract for "security" phone lines (Centrix Phonelines). Other Districts are able to piggy-back off of this contract. Greg Maynard has researched standard terms and conditions on contracts and bids. A list was compiled and emailed out to the board members. Some Districts utilized the States terms and conditions to make their own. There were some questions on Architects and Engineers, Statement of Interest Qualifications. There where also questions between sending out the SOIQ and sending out a bid. There needs to be 3 architect firm's accepted to interview, and 1 person on the committee needs to be qualified as an architect. Jared sent out a request on buses. There are issues in buying buses with what the mechanics want to what the drivers want. Weber District purchased a Thomas bus and

had a lot of problems with it. In the beginning it was the least expensive purchase but after dealing with problems on the bus it ended up costing way more. We need to let Reed know if the bus companies are coming in with a lower price on a bus when purchasing from the state contracts. They can give a lower price on multiples when purchasing more than 2 buses. Jordon has a new elementary school opening and is looking at how to bid out all of the library books. What have other districts done for purchasing library books? Also they are looking at text adoption and putting out a RFP for books. How have others handled buying their text books. Reed Taylor Long term storage diskettes, is there a interest in EdPAC to have the state pursue this contract. WSCA is looking to do a contact for a carpet bid. Gary wants to be on the committee for the carpet bid. Gary reported Jordon School District is putting out a bid for protective clothing for Special Ed Department to protect employees against attacks and bites. As part of a pilot, Follett administrative board will list our surplus text books on a website. If there is no request for the book then we can sell them.

Meeting was adjourned at 2:15 pm Date of next meeting March 10, 2011 Time 1:00 - 3:00 PM

EdPAC Educational Purchasing Advisory Committee Minutes for December 9, 2010 1:00 p.m. at Granite School District EdPAC Committee members: Present X Kevin Kingdon Park City School District Chairperson X Rodney Cook Box Elder School District Vice Chairperson X Jared Gardner Granite School District­ Secretary Present Present Barbara Faust-USOE Laurie Ericksen-Tooele School District X Gary Hansen-Canyons School District Pat O' Hara Murray School District Greg Maynard-Salt Lake School District Reed Taylor-State of Utah Purchasing X Karma Leathem ­ Cache School District X Rich Field-Jordan School District Kay Healey ­ Alpine School District X Rick Ashby-Davis School District Kent Beers-State of Utah Scott Rigby-Cache School District Kurt Prusse-Weber School District X Tina Fluehe-Provo School District Cathy Bilbey-Uintah School District The meeting was called to order and conducted by Kevin Kingdon. General Business 1. October minutes were approved with the following changes: a. Change in State Procurement Issues b. Rodney Cook motioned, with a second from Tina Fluehe with no changes. c. Vote was taken unanimous approval received State Procurement Issues: 1. Kent Beers: No business. State Contracts: 1. Reed Taylor: No business.

Review of Fall Workshop: 1. General feedback from surveys was that the topics were appropriate and that the information was helpful.

2. Certificates for presenters- Rodney will prepare and distribute those. 3. Conference will be held at Granite School District Administrative Office in 2011. Other Items: 1. 2. 3. 4. WSCA Digital Print Update- Gary Hansen Discussion regarding new secretary-recommendation received for Kay Healy. Discussion was held regarding the early retiree third party pay out RFP. Discussion was held regarding obtaining access to evaluation of construction companies. Requests have been made from State Purchasing and DFCM without success by Rick Ashby. Jared Gardner will follow up. 5. Discussion was held regarding the relationship between State Purchasing and EdPAC. 6. Discussion was held on e-Procurement systems. Follow-up on discussions will be held in January. 7. Discussion was held regarding CM/GC contracts. Next Meeting: Location: Date: Time: Granite School District Purchasing Conference Room January 13, 2011 1:00 ­ 3:00 PM

EdPAC Educational Purchasing Advisory Committee Minutes for October 7, 2010 1:00 p.m. at Granite School District EdPAC Committee members: Present X Kevin Kingdon Park City School District Chairperson X Rodney Cook Box Elder School District Vice Chairperson X Jared Gardner Granite School District­ Secretary Present Present Barbara Faust-USOE Laurie Ericksen-Tooele School District Gary Hansen-Canyons School District X Pat O' Hara Murray School District X Greg Maynard-Salt Lake School District X Reed Taylor-State of Utah Purchasing X Karma Leathem ­ Cache School District X Rich Field-Jordan School District X Kay Healey ­ Alpine School District Rick Ashby-Davis School District Kent Beers-State of Utah Scott Rigby-Cache School District X Kurt Prusse-Weber School District X Tina Fluehe-Provo School District Cathy Bilbey-Uintah School District The meeting was called to order and conducted by Kevin Kingdon's. General Business 1. September minutes were approved with the following changes: a. Pat O'Hara motioned, with a second from Rodey Cook with no changes. State Procurement Issues and State Contracts: 1. Reed Taylor: a. New Contract-PD1891 Texas Instruments-Scientific Calculators b. Mount Olympus Bottled Water Contract i. Is your entity getting State pricing? c. FedEx i. Are your accounts tied to the State pricing? d. State Purchasing is working on modifying the State Procurement Code e. Bus contracts are updated on the State Purchasing web page with the new procedures. f. Discussion regarding difficulties with obtaining technical specifications and pricing from some copier vendors. Reed is going to follow-up with Brenda Veldevere. Toshiba and Kyocera-Mita. Fall Workshop:

1. To be held on November 4, 2010 at the Granite School District Jones Center a. What's your problem will be hosted by Kevin and Rodney. b. ISM hours discussed c. Pat confirmed the Murray High School choir will be performing. d. Reed has sent invites to CPAC, EdPAC, UPAC and other past attendees. Other Items: 1. American Express Purchasing Card's and Payment...(Rewards???).......Kevin Kingdon a. Being used to acquire many different goods and services. Rebate is 1%. Jordan has been able to hold onto two positions because of the rebates received. This card is used to make payment from Accounts Payable. 2. Asset Management Solutions (Recycle)..................................................Gary Hansen a. Deferred until next meeting 3. Paper Auction- Requests are out to the districts. It appears we will have 10 carloads. The auction will take place on October 11th. 4. Karma discussed question on what to do with surplus computers.

Next Meeting: Location: Date: Time: Granite School District Purchasing Conference Room December 9, 2010 1:00 ­ 3:00 PM

EdPAC Educational Purchasing Advisory Committee Minutes for September 9, 2010 1:00 p.m. at Granite School District EdPAC Committee members: Present X Kevin Kingdon Park City School District Chairperson X Rodney Cook Box Elder School District Vice Chairperson X Jared Gardner Granite School District­ Secretary Present Present Barbara Faust-USOE Laurie Ericksen-Tooele School District X Gary Hansen-Canyons School District X Pat O' Hara Murray School District X Greg Maynard-Salt Lake School District X Reed Taylor-State of Utah Purchasing Karma Leathem ­ Cache School District X Diane Cole-Jordan School District X Kay Healey ­ Alpine School District Rick Ashby-Davis School District X Kent Beers-State of Utah Scott Rigby-Cache School District X Kurt Prusse-Weber School District X Tina Fluehe-Provo School District X Cathy Bilbey-Uintah School District The meeting was called to order and conducted by Kevin Kingdon's. General Business 1. June minutes were approved with the following changes: a. Rodey Cook motioned, with a second from Tina Fluehe with no changes. State Procurement Issues: 1. Kent Beers: a. SB13-Follow-up from June meeting School Districts are expressly written out of the definitions. b. Administrative fees on cooperative contracts i. Report on copiers is that the price on the copier contracts did not increase as a result of the addition of the fee. ii. Implementation of fees is set to occur over the next 3-5 years. In this year the Division anticipates adding 50-60 contracts to the fee schedule next year. The Governor's Office has recommended the change and will be reducing the Division's general funding. iii. The maximum fee that will be applied will be 1%. With the average anticipated to be .4% (four tenths of a percent).

c. Construction Management Services Contracts Awarded i. Moca Systems, Hughes General Contractors, and Construction Cost Control ii. Contracts have a percentage of fee based pricing schedule as well as hourly rates for smaller projects. iii. All companies claim that the cost savings achieved will out weight the fees accessed. iv. Use of contracts process is outlined in the contract summary available on the Division's web page. v. Recommendation is to utilize performance check points to demonstrate savings from contract utilization. State Contracts: 1. Reed Taylor: a. Background screenings- Who is being used? All schools reported using the Public Safety-Bureau of Criminal Investigations b. Bus contract addendum reviewed. Addendum will introduce a new quote process to be utilized across all three vendors. Also the .2% fee will be applied. Addendum to take effect on September 27, 2010. Fall Workshop: 1. To be held on November 4, 2010 at the Granite School District Jones Center a. Granite to produce the name tags. List to be provided by Rodney. b. Tentative Agenda discussed. Other Items: 1. How textbooks are purchased? Kurt Prusse-Forwarded to next meeting 2. State Training 3. Moving Storage System- Surplus equipment from SLC District- interested parties will need to pay for shipping and installation. Equipment is no cost. 4. WSCA Digital Copy Quick Print Contract-Gary Hansen a. Contract to be released by the end of month Committee Assignments/New Action Items: 1. Finalization of EdPAC Conference Agenda Next Meeting: Location: Date: Granite School District Purchasing Conference Room October 7, 2010

Time:

1:00 ­ 3:00 PM

EdPAC Educational Purchasing Advisory Committee Minutes for June 10, 2010 1:00 p.m. at Granite School District EdPAC Committee members: Present X Kevin Kingdon Park City School District Chairperson X Rodney Cook Box Elder School District Vice Chairperson X Jared Gardner Granite School District­ Secretary Present Present Barbara Faust-USOE Laurie Ericksen-Tooele School District Jay Caldwell-Canyons School District Pat O' Hara Murray School District X Greg Maynard-Salt Lake School District X Reed Taylor-State of Utah Purchasing Karma Leathem ­ Cache School District Rich Field-Jordan School District Kay Healey ­ Alpine School District Rick Ashby-Davis School District Kent Beers-State of Utah Scott Rigby-Cache School District X Kurt Prusse-Weber School District X Tina Fluehe-Provo School District The meeting was called to order and conducted by Kevin Kingdon's. General Business 1. May minutes were approved with the following changes: a. Greg Maynard motioned, with a second from Kurt Prusse with no changes. State Contracts: 1. Reed Taylor: a. FedEx contract MA454 usage was discussed. Districts should contact FedEx and link their account numbers with the State Contract. b. Concern was expressed with the school bus contract MA812 that district are being quoted prices that are lower than the contract amount. State Purchasing will be conducting an audit of past purchases to review compliance of Bryson with the contract. Fall Workshop: 1. Draft agenda distributed by Rodney (attached) a. Changes i. Include choir again-Rod is going to check with Pat to see if Murray can provide the choir.

ii. Breakouts 1. Purchasing 101 - 1 time ­ Teacher ­ Kurt Prusse 2. A/E ­ 1 time ­ Teacher- Jared Gardner 3. State Purchasing (sole sources, price increases, contract management) ­ 2 times ­ Reed Taylor 4. Freight ­ 2 times ­Dan Reisner 5. Construction -1 time ­ Dean Pope 6. Electronic Purchasing ­ 1 time ­Jared Gardner 7. What's your problem? ­ 1 time ­ Rick Ashby Other Items: 1. How textbooks are purchased? Kurt Prusse-Forwarded to next meeting 2. S.B. 13 ­ discussed implementation ­ See assignments Committee Assignments/New Action Items: 1. Reed to discuss S.B. 13 with Kent Beers and get back to the committee. Next Meeting: Location: Date: Time: Granite School District Purchasing Conference Room September 9, 2010 1:00 ­ 3:00 PM

EdPAC Educational Purchasing Advisory Committee Final Approved Minutes for May 13, 2010 1:00 p.m. at Granite School District EdPAC Committee members: Present Kevin Kingdon Park City School District Chairperson x Rodney Cook Box Elder School District Vice Chairperson x Jared Gardner Granite School District­ Secretary Present Present Barbara FaustUSOE x Merlene WixonWeber School District Gary HansenCanyons School District Pat O' Hara Murray School District x Greg MaynardSalt Lake School District x Reed TaylorState of Utah Purchasing Karma Leathem ­ Cache School District x Rich FieldJordan School District x Kay Healey ­ Alpine School District x Rick AshbyDavis School District Kent BeersState of Utah Scott RigbyCache School District x Kurt PrusseWeber School District Tina FlueheProvo School District Laurie EricksenTooele School District The meeting was called to order and conducted by Rodney Cook in Kevin Kingdon's absence. General Business 1. March minutes were approved with the following changes: a. Change typo on item "State Procurement Issues" item 1 ­ Quite to Quiet. b. Made changes to State Procurement Issues section to more accurately reflect the comments made by members of the committee in response to Kent Beers discussion on the addition of administrative fees on State Cooperative Contracts. State Procurement Issues 1. Reed Taylor: a. Vacancy on Procurement Policy Board i. Motion from Rich Field that Gary Hansen of Canyons School District be named to the board ii. Second from Merlene Wixon iii. All in favor b. Paper Auction i. Granite School District (GSD) will take responsibility of next reverse auction. GSD will work with State Purchasing. This will be for the 3rd quarter.

ii. GSD will have responsibility for the auctions for the 20102011 school year. State Contracts: 1. Reed Taylor: a. Integrated Classrooms i. Question from Rich regarding expiration date and addition of new products. 1. Contracts expire 7/13/10. Two one year renewals available. 2. Process for adding new products is in contract summary Fall Workshop: 1. Subjects: a. Multistep bidsHow to conduct them b. RFP vs. MultiStep when to use? c. Price Evaluationdetermining low bid in complex bids d. Utilizing indexes in contracts (CPI, PPI) e. Justifying price increases f. Contract management g. Sole Source h. Handling conflict in committees 2. Breakouts: a. Number of Breakouts3 3. Presenters: a. Crucial Communications Ron Franson (Keynote speaker 45 min1 hour) b. Rich Field ­ Decision makingWhat tool to use? (45 minutes in general session) 4. Registration Fees: a. $15 ??? Just cover costs. Other Items: 1. Mailing Facilities Gary Hansen a. Discussion was held regarding the different ways it is being done. 2. Sole Source Merlene Wixon a. Posting, Requirements and other items... 3. Roofing Protests Greg Maynard a. Discussion was held regarding a vendor who frequently protests 4. Surplus Textbooks Jared Gardner a. Alpine, Granite, Canyons will work on a pilot with Follett. 5. Parent Notification System ­ Greg Maynard/Jared Gardner 6. Public Procurement Principles and PracticesAttachment from NIGP to be included in the minutes. http://nigpprinciplesandpractices.blogspot.com/

7. Presentation to Merlene Wixon for her many years of service to EdPAC. Merlene is retiring in June. Kurt Prusse will take Merlene's place. Board confirmed with vote of approval. 8. Rick Ashby Asked Reed to followup with Kent to have him help us to get access to Greg Buckston. Committee Assignments/New Action Items: 1. Digital Duplicators Gary Hansen Next Meeting: Location: Granite School District Purchasing Conference Room Date: June 10, 2010 Time: 1:00 ­ 3:00 PM

EdPAC Educational Purchasing Advisory Committee Minutes for March 11, 2010 1:00 p.m. at Granite School District EdPAC Committee members: Present X Kevin Kingdon Park City School District Chairperson X Rodney Cook Box Elder School District Vice Chairperson X Jared Gardner Granite School District­ Secretary Present Present Barbara FaustUSOE Merlene WixonWeber School District X Gary HansenCanyons School District X Pat O' Hara Murray School District X Greg MaynardSalt Lake School District X Reed TaylorState of Utah Purchasing Karma Leathem ­ Cache School District X Rich FieldJordan School District X Kay Healey ­ Alpine School District X Rick AshbyDavis School District X Kent BeersState of Utah X Scott RigbyCache School District X Kurt PrusseWeber School District X Tina FlueheProvo School District Laurie EricksenTooele School District The meeting was called to order and conducted by Kevin Kingdon. General Business 1. February minutes were approved with no changes. State Procurement Issues 1. Discussion of 2010 Legislative items by Kent Beers a. Quiet year for procurement issues b. HB 402 ­ Department of Administrative Services divisions would be allowed to study the possible transition into an internal service fund. Bill passed both house and senate with no dissenting votes. 2. State contracts for copiers will have 1% fee on the purchase on machines, not on services. a. Rich Field, Gary Hansen, Rick Ashby raised concerns regarding the fee. Several questions were asked of Kent. Kent did not have answers to many of the questions stating that they were still evaluating how they would implement the fee. Additionally, he stated that they would evaluate how the application of the fee on the copier contracts went.

b. Concerns were raised regarding how this fee is a conflict to the cooperative principals upon which State Cooperatives and the EdPAC were created for. c. Rodney discussed that a fee would be tolerable, because small districts don't have the ability to create and manage these bids and contracts. 3. Kent discussed State Purchasing as an internal service fund. Handout given. a. Potentially charge on average a ½% fee on cooperative contracts as they are rebid. State Contracts: 1. Reed Taylor: a. Paper Auction email has been released by Reed announcing the next reverse auction April and then again in June. Other Items: 1. Fall Workshop DiscussionRodney Cook a. Motivational speaker was recommended. Rodney recommended his boss who would do it for no cost. b. Jones center would be used reserved for the first of April. 2. Used text book discussionJared Gardner a. Potential impacts of HB166. 3. Greg Maynard ­ Discussed his attendance to NIGP regional conference and asked for potential items he might take. 4. Rick Ashby Discussion of nonresponse from Greg Buckston regarding the sharing of A/E vendors and Construction vendors from DFCM's performance database. Rick is going to contact Kent Beers to help move the process along. Committee Assignments/New Action Items: 1. Digital Duplicators Gary Hansen Next Meeting: Location: Granite School District Purchasing Conference Room Date: April 8, 2010 Time: 1:00 ­ 3:00 PM Minutes Approved 5/13/10 Motion by Reed Taylor, 2nd by Rich Field, all members approved.

EdPAC Educational Purchasing Advisory Committee Minutes for February 11, 2010 1:00 p.m. at Granite School District EdPAC Committee members: Present X Kevin Kingdon Park City School District Chairperson X Rodney Cook Box Elder School District Vice Chairperson X Jared Gardner Granite School District­ Secretary Present Present Barbara FaustUSOE Merlene WixonWeber School District Diane ColeJordan SD X Pat O' Hara Murray School District Gary HansenCanyons School District X Reed TaylorState of Utah Purchasing X Greg MaynardSalt Lake School District X Rich FieldJordan School District X Karma Leathem ­ Cache School District X Rick AshbyDavis School District X Kay Healey ­ Alpine School District Scott RigbyCache School District Kent BeersState of Utah Susan JonesAlpine X Kurt PrusseWeber School District X Tina FlueheProvo School District Laurie EricksenTooele School District The meeting was called to order and conducted by Kevin Kingdon. General Business 1. C.P.M. Credits handed out by Kevin for EdPAC attendance hours November, 2009. 2. EdPAC Committee Chair Award 2009 given to Pat O'Hara 3. State Procurement Issues: a. WSCA contract on background checksstatus developing committee to review needs and specifications. Rich Field volunteered to contact his HR department to find a volunteer. b. Hands free dispenser hand sanitizer HyKo will be adding it to State Contract c. Discussion of FCC Narrow Banding issue discussedState will be putting committee together for bid Debbie Gundersen will be handling the bid d. Pam Rugg has replaced Tracey Stevens at State Purchasing as IT buyer. State Contracts: 1. Reed Taylor: a. New Carpet contracts will be ready soon. b. Air Ground FedEx contract MA454 Decrease in pricing of 6%.

Other Items: 1. Used text book discussion a. USOE doesn't want the report required by statute. b. USOE is supposed to develop a rule for the handling of used text books i. Needs to be a set of at least 25 usable books and report is to be sent to the USOE for distribution to other districts, districts are then to work with each other on wanted items, if no takers then the books are supposed to be disposed of by the district according to district policy. ii. Letter to be drafted to USOEsee assignments 2. Discussion on emergency procurement procedures by Greg Maynard. a. Greg provided an example of his materials for his district. 3. Discussion on sizes of staff in the different districts. a. Park City1 b. Weber4 c. Box Elder1 d. Cache2 e. Provo1 f. Jordan7 g. Granite7 h. Davis8 i. Caynons6 or 7 j. Murray0.7 k. Salt Lake4 4. EdPAC Library Book Contracts completed by Granite21 awards 5. Ethics discussion Committee Assignments/New Action Items: 1. Rick Ashby to draft letter regarding used textbook to USOE pertinent to 53A12207. Disposal of textbooks. To be drafted under the EdPAC committee signature. 2. Digital Duplicators Gary Hansen Next Meeting: Location: Granite School District Purchasing Conference Room Date: March 11, 2010 Time: 1:00 ­ 3:00 PM

EdPAC Educational Purchasing Advisory Committee Approved Minutes for January 14, 2010 1:00 p.m. at Granite School District EdPAC Committee members: Present X Kevin Kingdon Park City School District Chairperson X Rodney Cook Box Elder School District Vice Chairperson X Jared Gardner Granite School District­ Secretary Present Present Kent BeersState of Utah Gary HansenCanyons School District X X Reed TaylorState of Utah Purchasing Kay Healey ­ Alpine School District X X Tina FlueheProvo School District Rich FieldJordan School District Greg MaynardSalt Lake School District Barbara FaustUSOE Scott RigbyCache School District Laurie EricksenTooele School District X X Rick AshbyDavis School District Merlene WixonWeber School District Diane ColeJordan SD Susan JonesAlpine X X Karma Leathem ­ Cache School District Pat O' Hara Murray School District The meeting was called to order and conducted by Kevin Kingdon. General Business 1. Approval of minutes: Motion by, Rich Field motioned that minutes be accepted with one change to the date. Seconded by, Tina Fluehe. 2. Kevin Kingdon recognized Pat O'Hara for his service as last year's chairperson. Plaque will be given at next meeting. 3. Kevin Kingdon will be sending continuing hours to attendees of the EdPAC contract. State Contracts: 1. Reed Taylor: Discussed State's intention to create State Contracts for construction management. The State anticipates that multiple firms will be awarded. These are intended for school district use. Services should be all encompassing and districts could utilize services as needed. 2. Mike Rigby, State Purchasing Agent, PD2072 Precision Power Preventative maintenance for generator equipment. 3. Dan Reisner, State Purchasing Agent, 3 new office moving contracts available 4. Larry Thacker, State Purchasing Agent, new office supply contracts should begin on February 1, 2010. There will be four contracts. 5. Trash Liners are currently out for bid from the State. Bids are due 1/28/10.

Other Items: 1. State Item: Mark Perry, State Purchasing Agent, Annual Purchasing Card Forum is scheduled for February 23rd in the Library for the Blind. 2. Discussion on how to track state dairy contract. How are people monitoring the pricing? 3. Discussion on how the State Purchasing Office can help better educate our end users about their contracts. 4. Discussion on Public Surplus. Merlene was interested in the procedures in the district. 5. PCard discussion. Merlene was interested in the procedures in the districts. Committee Assignments/New Action Items: 1. Districts were asked to review their district's information on the State's web page under "Directories" then "Public Education". a. http://purchasing.utah.gov/directories/documents/edu.htm 2. Digital Duplicators Gary Hansen Next Meeting: Location: Granite School District Purchasing Conference Room Date: February 11, 2010 Time: 1:00 ­ 3:00 PM

EdPAC Educational Purchasing Advisory Committee Minutes for October 8, 2009 1:00 p.m. at Granite School District EdPAC Committee members: Present X Pat O' Hara Murray School District Chairperson X Kevin Kingdon Park City School District Vice Chairperson X Rodney Cook Box Elder School District ­ Secretary Present Present Kent Beers-State of Utah X X Reed Taylor-State of Utah Purchasing X Tina Fluehe-Provo School District X Greg Maynard-Salt Lake School District X Scott Rigby-Cache School District X Rick Ashby-Davis School District Diane Cole-Jordan SD X X Dean Pope-Granite School District The meeting was called to order and conducted by Pat O'Hara. General Business Approval of minutes: Gary Hansen moved to approve the minutes of the September 10, 2009 minutes with spelling changes and Greg Maynard seconded the motion, the voting was unanimous.

Gary Hansen-Canyons School District Marlin McKinney- Alpine School District Rich Field-Jordan School District Rosemary Frenchwood-USOE Laurie Ericksen-Tooele School District Merlene Wixon-Weber School District Kay Healey ­ Alpine School District

EdPAC Workshop Kevin reported the agenda and registration for the meeting are ready. Gary volunteered to help register. Supplies and software for making the badges is available. Questions for the exchange forum will be printed and handed out. Rooms for the breakout session and maps will be made available at the workshop. Reed will send out the registration forms. RFP evaluations Greg wanted input on the state scoring system for an RFP is working with. Reed volunteered to help him with the process. It was mentioned that testfreaks.com is a great website for computer evaluations.

State Contracts: Reed reported that the state will rebid black and white and copiers and cancel the WSCA on everything except large production copiers because of the pricing. He asked if districts may be interested in bids for thin client systems. None of the districts present showed interest. Music bids are being evaluated. Bus bids are being prepared. There were questions on the office supply and electrical supplies contracts, Reed will check with the buyers. There was a question about Coop organization bids validity in the State of Utah.

Other Items: EDPAC Workshop will be Thursday November 5, 2009, Hilda B. Jones Center.

Kevin made the motion to adjourn the meeting and Pat seconded the motion which carried. The meeting was adjourned at 2:30 p.m. until Thursday November 12, 2009 at Granite School District.

Committee Assignments/New Action Items: 1. Gary Hansen Digital Duplicator specifications for the next meeting. Next Meeting: Thursday December 10, 2009 Granite School District 1:00 p.m.

EdPAC Educational Purchasing Advisory Committee Minutes for September 10, 2009 1:00 p.m. at Granite School District EdPAC Committee members: Present X Pat O' Hara Murray School District Chairperson X Kevin Kingdon Park City School District Vice Chairperson X Rodney Cook Box Elder School District ­ Secretary Present Present X Kent Beers-State of Utah X Reed Taylor-State of Utah Purchasing X Tina Fluehe-Provo School District X X Greg Maynard-Salt Lake School District X Scott Rigby-Cache School District X X Rick Ashby-Davis School District X Jared Gardner-Granite School District The meeting was called to order and conducted by Pat O'Hara. General Business Approval of minutes: Pat made the motion to approve the minutes for the June 11 meeting, Kevin seconded the motion and it carried. State Contracts: Kent Beers- An administrative fee of 1% will be added to State and WSCA copier contracts as a trial in a possible move by state purchasing to an internal service fund. WSCA prices reflect the fee. State Contracts will be changed accordingly. Black and white copier pricing is better through state contracts. Check both before buying. Reed Taylor- Utah Supplier Developmental Council is set up and participation by the districts that have volunteered is appreciated. It will be September 17 at the Salt Lake Wells Fargo Building, 11:00 a.m., on the 11th Floor. The paper aution will take place on September 15. Music furniture will go out September 30. Bus bids are scheduled for October 15. If a district buys busses between the contracts, they should get bids. Pat suggested that a conventional bus be added to the bids. Kevin Kingdon-EdPAC conference planning is underway. Kent Beers was invited to speak on construction procurement and accepted. It is scheduled for Thursday November 5, 2009 at 8:00 a.m. Some suggestions for breakout sessions were discussed and Kevin said he would work on them and send out agendas.

Gary Hansen-Canyons School District Marlin McKinney- Alpine School District Rich Field-Jordan School District Paul Mash-State of Utah Purchasing Kurt Prusse-Weber School District Merlene Wixon-Weber School District

Jared Garner- The State PC disposal contract is costly. Various methods of disposal were discussed. Stonecastle does some of the districts and recycles. Greg Maynard- Salt Lake School District is trying to refresh their Architect and Engineer lists. Kent Beers suggested that districts use the DFSCM ratings and schedules. Projects under $50,000 can be used from the list of qualified professionals. Districts are required to go through the process. See attached summary of the law compliments of Jared Gardner. Rod Cook- The State Contract on disposal of hazardous waste has two companies, one required and extensive liability release the other didn't.

Merlene Wixom-Risk management will not insure full size vans that are used for student transportation even though they were bought on State Contract. Most districts are using mini vans or Suburban to transport small numbers of students. Pat referred those interested in standards to the School Transportation News website, which has a list of requirements for student transport vehicles. Other Items: H1N1 plans were discussed the disinfectant foam is in short supply, but gel can be used. Some districts supplied dispensers to all rooms others bottles to students. Rod made the motion and Greg seconded to adjourn the meeting. The meeting was adjourned at 2:45 p.m. until Thursday October 8, 2009 Granite School District 1:00 p.m.

Committee Assignments/New Action Items:

Next Meeting: Thursday October 8, 2009 Granite School District 1:00 p.m.

EdPAC Educational Purchasing Advisory Committee Minutes for June 11, 2009 1:00 p.m. at Granite School District EdPAC Committee members: Present X Pat O' Hara Murray School District Chairperson X Kevin Kingdon Park City School District Vice Chairperson X Rodney Cook Box Elder School District ­ Secretary Present Present X Kent Beers-State of Utah X Reed Taylor-State of Utah Purchasing X Tina Fluehe-Provo School District X Greg Maynard-Salt Lake School District X Scott Rigby-Cache School District X Rick Ashby-Davis School District X X Diane Cole-Jordan SD X

Gary Hansen-Canyons School District Marlin McKinney- Alpine School District Rich Field-Jordan School District Barbara Faust-USOE Laurie Ericksen-Tooele School District Merlene Wixon-Weber School District Susan Jones-Alpine

The meeting was called to order and conducted by Pat O'Hara. Jared Gardner was introduced as the new director at Granite School District. General Business Approval of minutes: Review of March meeting minutes, Greg Maynard made the motion to accept the minutes as written Pat O'Hara seconded the motion and the motion carried. State Contracts: Reed Taylor reported on the following state contracts: Busses ­ New standards must be approved according to state law by UDOT, Public Safety and USOE, until the standards are updated the standards from 1999 must be used. Because some of the requirements of 1999 are obsolete, buses will be slightly different. Until the new standards are approved Reed was instructed by the committee to use 1999 standards for the bids. He is also going to be a conventional bus due to legislative auditor recommendations. Utah Supplies Development Council would like an opportunity to meet with public entities for the opportunity to introduce minority and women owned vendors. Reed asked that districts try to come. It will be September 17, 2009 from 11:30-1:00 at the Wells Fargo Building 11th Floor. Lunch will be provided. Several districts committed to have someone there. Virco has lowered quantity discounts on furniture. Refer to the State Purchasing website.

Freight the express freight contract has changed, try to use second day air if possible it will save money. Contact Dan Reiser. Dan is very willing to help quote freight on larger shipments. It is a good idea to get quotes factory and destination and then check with Dan on freight. Integrated Classrooms made some changes in their contract a copy was handed out to districts to review and provide input. Paper bids are complete and have been awarded.

SB81 on verification of citizenship was discussed. Not much is known about the effect this has on school districts Rick Ashby said he would research and let the committee know how it may affect districts. Reed Taylor said the state has changed all of the boilerplate on bids to include this as requirements for bidders he will send the language to the districts in email. It was suggested that maybe allowing the vendor to declare compliance though a check box may be a good idea.

WSCA was discussed briefly with some question on copier bids. Cannon apparently will not be on the WSCA bid. The question was posed as to if the state was going to accept the bid or continue to do their own. The question was also asked about where the money comes from to support WSCA. It is basically added into the price of the products offered, however because of economy to scale prices are still often lower. It was suggested that you compare as some prices on WSCA can be higher. Kent Beers state director of purchasing was introduced to the committee and commented on recommendations from the legislative audit on procurement of construction services. It was recommended that all competition for contractors have at least a 40% weight given to total cost. He also reminded the committee that architects and engineers are not selected by price but by qualification, then price is negotiated. He suggested that the DFCM website has information on qualifying contractors, architects, and engineers and on suggested rate schedules for architects and engineers. It is important that school districts understand the requirements on these procurements. It was suggested that a procedure be developed for sharing ratings on providers of services. November Workshop: Kevin Kingdon asked about time and location of the workshop, Jared Gardner was asked to check on rooms in Granite School District Offices for the first two weeks of November on all days except Monday and Friday. The committee was asked to submit suggestions of subjects and speakers to Kevin.

Other Items: Jared Gardner director of purchasing at Granite School district alerted the other districts that the Hon contract had expired and wasn't a valid contract for other districts to use. This was not completed by anyone last month Please respond. Contract Management ­ Greg Maynard asked about how districts deal procedurally with filing and maintaining information on contracts. Most districts agreed that district policy calls for signature of contracts by only Business Administrators or Purchasing Managers, however procedure often varies from that. Sometimes schools or other administrators are involved with contracts. Jordan has the vendor sign a contract as part of the bidding or RFP so contracts are numbered as part of the purchase order program. Granite signs and maintains copies of all contracts in the purchasing department. Greg asked districts to write down a little about their procedures and send to him. He will summarize and bring a copy to the next meeting. Susan Jones made a motion to adjourn it was seconded by Pat O'Hara and was unanimous. The meeting was adjourned at 3:00 p.m. until Thursday September 10, 2009 Granite School District 1:00 p.m.

Committee Assignments/New Action Items: 1. All members contract management information to Greg Maynard 2. All member's suggestions of subjects for November meeting to Kevin Kingdon Next Meeting: Thursday September 10, 2009 Granite School District 1:00 p.m.

EdPAC Educational Purchasing Advisory Committee Minutes for March 12, 2009 1:00 p.m. at Granite School District EdPAC Committee members in attendance: Pat O' Hara Murray School District Chairperson Kevin KingdonPark City School District Vice Chairperson Rodney CookBox Elder School District Secretary Marlin McKinney Alpine School District Gary HansenGranite School District Reed TaylorState of Utah Purchasing Greg MaynardSalt Lake School District Rich FieldJordan School District Tina FlueheProvo School District Barbara FaustUSOE Absent: Kent BeersState of Utah Scott RigbyCache School District Rick AshbyDavis School District Laurie EricksenTooele School District Merlene WixonWeber School District Meeting called to order and conducted by Kevin Kingdon until Pat O'Hara arrived at which time the meeting was turned to him.

General Business

Approval of minutes: Review of February meeting minutes, Richard Field motioned and Reed Taylor seconded the motion to approve the minutes with a correct spelling of Tooele. (1)

State Contracts:

Reed Taylor reported on the following state contracts: Furniture ­ Done Music Furniture ­ Reed mentioned that the bid had come in with some vast differences in pricing. He asked for input on the different quality of staging and risers used in the districts. After some input from the committee, Reed said he would adjust the specifications and rebid. Library Books Jordan and Granite will give Reed some specifications on library books so he can release a bid. Bus Contracts ­ Current Contracts have been renewed for one more year. Next year the specifications will be changed to include new safety standards and rebid. The Federal stimulus package provided money for buses on an equal match basis with the stipulation that conventional busses be bought. Janitorial Chemical Contracts ­ Reed indicated that if it is acceptable with the districts, contracts will extended for another year and will be bid next year. There was no comment to the contrary. Video Projector Bids ­ Troxell Communications and TV Specialists have been awarded the bids for digital video projectors. Copiers ­ Both black and white and color copier contracts have been extended for 3 months at which time the WSCA contracts should be in place.

Other Items:

Duplicators Gary Hansen and Rich were asked to review the Duplicator bid. Gary recommended that the same specifications from the last contract be used. He did ask if 11 x 17 was used by districts or construction paper. The 11 X 17 is only offered by Risso. Duplo did not respond to his inquiry. The members agreed to check and let Reed know if either was needed. Rich suggested that a time limit on parts be added. Contract Management ­ Greg Maynard asked about how districts deal procedurally with filing and maintaining information on contracts. Most districts agreed that district policy calls for signature of contracts by only Business Administrators or Purchasing Managers, however procedure often varies from that. Sometimes schools or other administrators are involved with contracts. Jordan has the vendor sign a contract as part of the bidding or RFP so contracts are numbered as part of the purchase order program. Granite signs and maintains copies of all contracts in the purchasing department. Greg asked districts to write down a little about their procedures and send to him. He will summarize and bring a copy to the next meeting.

Committee Assignments/New Action Items:

1. All members contract management to Greg Maynard 2. All members will give duplicator paper size of 11 x17 to Reed Taylor if desired. 3. All members will give music furniture input to Reed Taylor

Next Meeting:

The next meeting on April 9 will be during spring vacation for some districts. It was therefore determined to skip the April meeting and have the next meeting on the regular schedule May 14, 2009 at 1:00 p.m. Granite School District Purchasing Conference Room.

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