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HomeMy WebLinkAboutJPBAgenda_2018_04_05AGENDA AND MEETING NOTICE JOINT POWERS BOARD CITY AND COUNTY OF BROOKINGS SECOND QUARTER MEETING Thursday, April 5, 2018 at 8:30 AM Brookings City & County Government Center 3rd Floor Executive Session Room 312 AGENDA 1) Call to order, determination of a quorum 2) Approval of the minutes a. February 15, 2018 3) Budget update 4) Building update a. CTS Group Presentation b. New server for door/security system c. Recommendation for technology upgrades in the control room, chambers, community room, and executive session room d. Safe room doors with glass – request to remove it e. Veneer in Finance Office (front counter) – replacement schedule 5) Other business 6) Adjourn a. Motion to adjourn, voice vote Next meeting date: May 17, 2018 Members: County Commissioner Mike Bartley, Chairperson, Deputy Mayor & Council Member Mary Kidwiler, Vice Chairperson, County Commissioner Stephne Miller, Council Member Nick Wendell Staff: Steven Britzman, City Attorney, Kevin Catlin, Assistant City Manager, Teree Nesvold, State’s Attorney, Jenna Peterson, Finance Assistant II, Stacy Steffensen, County Commission Department Director BROOKINGS CITY/COUNTY JOINT POWERS BOARD MEETING THURSDAY, FEBRUARY 15, 2018 The Joint Powers Board met in regular session on Thursday, February 15, 2018 with the following members present: Mike Bartley and Mary Kidwiler. Nick Wendell and Stephne Miller were absent. Mike Bartley called the meeting to order and declared the absence of a quorum noting that no motions or voting will occur until a quorum is recognized. Meeting convened with reports only. Assistant City Manager Kevin Catlin gave an update on routine bills. He said that we have budgeted $70,000 for CTI to make improvements to the technology for the Chambers. He said that work will be starting soon. Commission Department Director Stacy Steffensen said CTS Group is doing an energy audit. She said they did a walk-thru of the building and will present their findings to the Joint Powers Board at a future meeting. Steffensen said both the city and county may want to start budgeting for that expense if a project is approved. Steffensen discussed janitorial bids with the board. She said the current bid ends July 2018. Steffensen discussed the door strikes and motion sensors with the board. Steffensen said the mechanisms inside the doors, which make them lock, are starting to go out. She said the cost is roughly $600/each. Steffensen said they can insert a new mechan ism as they go out. Catlin said they’ve changed the pressure of all the doors because they weren’t compliant with ADA regulations. He said they’ve been having issues with some of the doors not latching all of the way. Steffensen said to speak with Maintenance Technician Thomas Bond. Steffensen said the motion sensors are also starting to go out. Catlin discussed the staircase planter on the first floor of the building. Catlin said he spoke with someone at South Dakota State University and they had an idea of creating a scaled model of Brookings County and they would exaggerate some of the surrounding communities. Catlin said City Manager Jeff Weldon had another idea that would showcase the interconnection of railroads. Catlin said he has no cost estimates on those ideas. Bartley suggested contacting the Historical Society and see if they have any ideas. Bartley suggested putting a glass window around the planter and showcase art that could be changed out periodically. Steffensen said she would contact the Historical Society. Steffensen discussed the kiosk, which prints motor vehicle registrations, with the board. Steffensen said the kiosk has been removed from Hy-Vee. She said the kiosk could possibly be placed at the Brookings County Sheriff’s Office. She said it is not our responsibility to find a home for it, but having the kiosk is a convenience for people. Steffensen discussed the emergency plan review by the City/County Safety Committees. She said there was an incident where a panic button was accidently pushed putting the entire building on lockdown. Steffensen said the protocol is that everyone stays in their designated safe room until law enforcement comes. However, no one showed up. Steffensen said she has spoken with the Brookings Police Department about that. Catlin discussed the parking lot property with the board. Catlin said th e plan for the three south lots is to make them into a parking lot and designate it for the employees. Catlin said the City Street Department will be doing the work on that and it will be a shared cost with the county paying 52% of it. Steffensen discussed future expenses of the building and who should be responsible for the payment. Initially, Steffensen said if there was an expense the city was responsible for 48% of the cost and the county was responsible for 52% of the cost. Since we are six years in, Steffensen asked how expenses should be handled. For instance, if the city needs something for their office, should the county be responsible for paying 52% of the cost. Bartley said if it benefits both the city and county, then the payment should continue to be split. It is the policy of Brookings County, South Dakota not to discriminate against the Handicapped of Employment or the Provision of Service. The County of Brookings is responsive to requests for communication aids and the need to pro vide appropriate access, and will provide alternative formats and accessible locations consistent with the Americans with Disabilities Act. _________________________________ Jenna Byrd Finance Assistant II Brookings County Published once at the approximate cost of_____. Page 1 of 3 . Contact Name: Phone: Address: Email: Fax Number: Date: Terms: RFQ #: HPE Sales Contact: HPE Sales Contact Email: Submit Purchase Order To: Contract ID: Quote #:Jacori Gray jacori.gray@hpe.com16744 NT30 AFTER INVOICE DATE NQ00086184-01 March 30, 2018 US-SLED-ORDERS@hpe.com Solution Overview Support Sub-total Net Price Hardware Software 2,409.97 663.16 148.50 USD 3,221.63 Grand Total: March 1, 2018 Solution Total weight 20.870Ship Via Estimated FreightFreight 0.00 Email: HPE Purchasing contact Quote summary NQ00086184-01 Sold To Address:Ship To Address: BROOKINGS, South Dakota, 57006 US City of Brookings US Customer details USD 3,221.63 Quote Segment: 311 3RD AVE +1 972 3626516HPE Sales Contact Phone: HPE Sales Contact Fax: 311 3RD AVE BROOKINGS, South Dakota, 57006 City of Brookings In reply to your request:Expires On: 0.00 0.00 Installation Other Hewlett Packard Enterprise Proprietary for Customer Use Only - Do Not Share. Budgetary Quotation Page 2 of 3 Budgetary Quotation . The following structured solution is offered for sale with a defined configuration menu and solution adjustment. Changing the configuration may affect the offer. Quote details No.Qty Product Description Ext Net Price EDT 1 5111479735-03 City of Bookings - Dell Flip - 1P 3,221.63 0100 1 819786-B21 HPE DL20 Gen9 4SFF CTO Server 342.77 23 days 1 819786-B21#ABA U.S. - English localization 0.00 Feature code (option) determines SRT 0101 1 822425-L21 HPE DL20 Gen9 E3-1220v5 FIO Kit 287.20 17 days 0102 2 805671-B21 HPE 16GB 2Rx8 PC4-2133P-E-15 STND Kit 387.72 17 days 0103 2 765453-B21 HPE 1TB SATA 7.2K SFF SC 512e DS HDD 494.30 17 days 0104 2 875483-B21 HPE 240GB SATA MU SFF SC DS SSD 503.38 16 days 0105 1 854846-B21 HPE DL20 Gen9 PCIe LP Riser FIO Kit 29.20 17 days 0106 1 761873-B21 HP H240 FIO Smart HBA 120.24 17 days 0107 2 828734-B21 HPE 900W AC 240VDC Pwr Input Mdl FIO Kit 108.26 17 days 0108 1 871147-B21 MS WS16 (16-Core) Std FIO Npi en SW 663.16 16 days 0109 1 820306-B21 HPE DL20 Gen9 RPS Backplane Cable Kit 18.25 17 days 0110 1 828735-B21 HPE 900W AC 240VDC Pwr Backplane FIO Kit 118.65 17 days 0200 1 H7J32A3 HPE 3Y Foundation Care NBD Service 0.00 Support product 1 H7J32A3#XMN HPE ProLiant DL20 Gen9 Supp 148.50 Support product Sub-Total:USD 3,221.63 Freight Estimated Freight Total weightShip Via 0.0020.870(kg) Grand Total:USD 3,221.63 Hewlett Packard Enterprise Proprietary for Customer Use Only - Do Not Share. Page 3 of 3 Budgetary Quotation . Terms & Conditions This is not a legally binding offer to sell. Therefore, there is no contractual obligation to HPE incurred by this quote. This quote is subject to change any time by HPE without notice.Unless the customer has another valid agreement with Hewlett Packard Enterprise, this quotation is governed by Hewlett Packard Enterprise Customer Terms-Portfolio.  A copy of these terms can be found on-line at http://www8.hp.com/us/en/hpe/hp-information/end-user- agreement/terms.html or a copy can be requested from your Customer Service Representative. Quote contains special discounts.  Unless the customer has another valid agreement with Hewlett Packard Enterprise, this quotation is governed by Hewlett Packard  Enterprise Customer Terms - Portfolio.  A copy of these terms can be found on-line at http://www8.hp.com/us/en/hpe/hp- information/end-user-agreement/terms.html. For inquiries regarding this quote please contact your HPE sales rep Upon issuing a Purchase Order to Hewlett Packard Enterprise please include the following:• Hewlett Packard Enterprise listed as the Vendor• Bill to and ship to addresses• PO number and valid Hewlett Packard Enterprise quote number• Hewlett Packard Enterprise Contract ID as referenced in your quote from HPE if applicable• Contact name, phone number and e-Mail address• For electronic software include the end user e-Mail Address• Requested delivery date per SLA requirements and any special delivery requirements• Tax status • If support is ordered provide the end user’s name and phone number. For upgrades include the serial number or the support identifier for contract entitlement. *Prices are exclusive of use, sales value added and other taxes. Should the item or items being quoted herein be exempt from sales tax please include the appropriate valid tax exemption certificate referencing Hewlett Packard Enterprise as the vendor. *If quoted herein, Remarketed Products are fully remanufactured and carry new product warranty. Purchase is subject to inventory availability at receipt of order. Inventory may not be reserved. Hewlett Packard Enterprise reserves the right to substitute new components if appropriate, or to cancel orders by notifying the customer if necessary components are unavailable. *If quoted herein, Hewlett Packard Enterprise Promotions must be ordered as quoted, no substitutions will be allowed. POs must be received on or prior to the expiration date of the quote or special promotion whichever comes first. *If quoted herein, Hewlett Packard Enterprise Consignment/Demo equipment is currently at the location listed on this quote. Issuing a PO against this formal quotation will imply acceptance and delivery of the Consignment/Demo inventory. The standard warranty applicable to new equipment will apply. Some demo equipment may contain products that are remanufactured to be functionally equivalent to new. The terms and conditions of the WSCA/NASPO as set forth in your Contract ID as referenced in your quote from HPE applies to any order placed as a result of this inquiry.  No other terms and conditions shall apply. Please reference this contract when placing an order. Hewlett Packard Enterprise Proprietary for Customer Use Only - Do Not Share. © Copyright 2017 Hewlett Packard Enterprise Development LP.