Boston Public Library
Trustees' Finance and Audit Committee

Board of Trustees
June 21, 2012



Agenda for Trustees Finance and Audit Committee Meeting
June 21, 2012 Johnson Trustees Room 8 am to 9 am
Chairman Evelyn Arana-Ortiz

  • Welcome/Introductions
    Chairman Evelyn Arana-Ortiz
     
  • Review and Approval of Minutes from April 19, 2012
    Chairman Evelyn Arana-Ortiz
     
  • FY13 Contract Approvals and Votes
    Sean Nelson, Chief Financial Officer
    • Elevator Maintenance
    • Window Repair
    • Guard and Patrol Services
  • Federal E-Rate Appeal Update
    David Leonard, Director of Administration and Technology
       
  • Schedule for Upcoming Meeting Approval
    Chairman Evelyn Arana-Ortiz
    • Thursday, August 23, 2012
     
  • Other Business
    Chairman Evelyn Arana-Ortiz
     
  • Adjournment
    Chairman Evelyn Arana-Ortiz
     


Minutes of the Trustees Finance and Audit Committee Meeting
June 21, 2012, Johnson Trustees Room, 8am to 9am

Chairman Evelyn Arana-Ortiz

A meeting of the Trustees Finance and Audit Committee was held at the Boston Public Library, Trustees Room, Johnson Building, 700 Boylston Street, Boston, MA 02116 on Thursday, June 21, 2012 at 8:00 a.m.

Present at the meeting were: Chairman Evelyn Arana-Ortiz; Committee member and Trustee Byron Rushing; Clerk of the Board Nancy Grilk; BPL and City of Boston staff; and 2 members of the public. Absent from the meeting were: Trustee Zamawa Arenas, Mr. Ray Sullivan and Mr. Anthony Jordan.

Chair Arana-Ortiz presided.

The Chair reviewed and re-ordered the agenda.

The Chair addressed the first item of business pertaining to the Minutes of the Trustees Finance and Audit Committee (Committee) held on April 19, 2012. Trustee Rushing offered an amended to the draft meeting minutes to move the vote to approve the contract of Sullivan, Rogers Company to follow the committee discussion. On a motion made and duly seconded, the Minutes of the Trustees Finance and Audit Committee held on April 19, 2012 as amended, were approved and subsequently posted on the Boston Public Library’s web site at www.bpl.org.

The Chair called for discussion on the re-ordered agenda for the FY12 Contract Approvals and Votes for the Guard and Patrol Services contract. At the May 8, 2012 Board of Trustees Meeting, the Trustees provided delegation of authority to approve Guard and Patrol Services; Elevator Maintenance; and, Window Repair to the Committee. Chief Financial Officer Sean Nelson recalled that the original bid process for the Guard and Patrol Services contract was rescinded by a vote of the Committee. He reported on the newly issued Request for Proposal (RFP) and its qualitative criteria. The RPF received 6 bids; 3 did not meet the minimum evaluation criteria. The Evaluation Committee convened on 2 occasions to review and rank the scoring of the remaining 3 bids based on evaluative criteria for the non-pricing proposals. Andy Frain Services received a rank of highly advantageous; G4S Secure Solutions received a rank of advantageous; and, Asset Protection Group received a rank of not advantageous. The Committee reviewed the pricing proposals: Andy Frain Services submitted the lowest bid. Based on the qualitative review and the pricing proposal, Andy Frain Services was the recommended vendor for Guard and Patrol Services from FY13 through FY15. Discussion followed. CFO Nelson the BPL will monitor compliance. The Chair called for public comment. Mr. Bryn Bollard of Service Employees International Union, Local 615 thanked the Committee for rebidding the contract and discussed employee health insurance requirements, which he was advised will be met. On a motion made and duly seconded, it was:

VOTED: “that, there be entered into with Andy Frain Services, 761 Shoreline Drive, Aurora, IL, the most responsive, and responsible bidder, in a public Request for Proposal (RFP) process advertised under G.L. C. 30B, a contract for furnishing Guard and Patrol Services for the Boston Public Library for a three-year period beginning July 1, 2012 through June 30, 2013; July 1, 2013 through June 30, 2014; July 1, 2014 through June 30, 2015, at a total cost for the three-year period not to exceed two million, two hundred seventy two thousand, seven hundred and four dollars and zero cents ($2,272,704.00). The cost for the fiscal year 2013 is not to exceed seven hundred forty six thousand, two hundred eighty five dollars and zero cents ($746,285.00); the cost for fiscal year 2014 is not to exceed seven hundred fifty seven thousand, three hundred and five dollars and zero cents ($757,305.00); and the cost for fiscal year 2015 is not to exceed seven hundred sixty nine thousand, one hundred fourteen dollars and zero cents ($769,114.00). The Boston Public Library assembled an evaluation committee and reviewed the proposals presented by three vendors as described in the Request for Proposal (RFP), and through this process determined that the proposal presented by Andy Frain Services represented the most advantageous proposal for the Boston Public Library.”

The Chair returned to the agenda item of review of the Elevator Maintenance contract. CFO Nelson reported that the contract is a City of Boston funded contract. Two bids were submitted by responsive bidders. CFO Nelson recommended the contract be awarded to the lowest bidder United Elevator Co., Inc. On a motion made and duly seconded, it was:

VOTED: “that a contract publicly advertised in accordance with the provisions of G.L.c.149, Section 44A - 44I, be entered into with United Elevator Co. Inc., 150 Recreation Park Drive, Suite # 8, Hingham, MA 02043 the lowest eligible, and responsible bidder, for Inspection, Testing, Servicing and Preventive Maintenance of Elevator Equipment in various library buildings for a three-year period beginning July 1, 2012 through June 30, 2013; July 1, 2013 through June 30, 2014; July 1, 2014 through June 30, 2015, for an amount not to exceed one hundred eighty six thousand, five hundred sixty dollars and zero cents ($186,560.00). The cost for the fiscal year 2013 is not to exceed sixty one thousand, five hundred sixty dollars and zero cents ($61,560.00); the cost for fiscal year 2014 is not to exceed sixty two thousand dollars and zero cents ($62,000.00); and the cost for fiscal year 2015 is not to exceed sixty three thousand dollars and zero cents ($63,000.00).”

 

The Chair called for the agenda item to review the third contract for Window Installation and Repair. CFO Nelson reported that four bids were received by responsive bidders. CFO Nelson recommended the contract be awarded to the lowest bidder Boston Glass Co., Inc. Discussion followed. On a motion made and duly seconded, it was:

VOTED: “that a contract publicly advertised in accordance with the provisions of G.L. c.149, Section 44A-44I be entered into with Bostonian Glass Co. Inc., 492 Tremont Street, Boston, MA 02116, the lowest eligible, responsive and responsible bidder, for Window Installation and Repairs in various library buildings for a three-year period beginning July 1, 2012 through June 30, 2013; July 1, 2013 through June 30, 2014; July 1, 2014 through June 30, 2015, at a total cost for the three-year period not to exceed forty nine thousand, four hundred eighty five dollars and zero cents ($49,485.00). The cost for each fiscal year (2013, 2014, and 2015) is not to exceed sixteen thousand, four hundred ninety five dollars and zero cents ($16,495.00).”

The Chair called the next agenda item of Federal E-Rate Appeal Update. Director of Administration and Technology David Leonard reported that the Federal Communications Commission granted the appeal by the BPL to the Universal Services Administrative Company. This relates to a funding year 2007 (BPL FY08) adverse administrative decision resulting in a recovery exercise for amounts totaling $450,256.76. Any associated recovery actions will cease.

Chair Arana-Ortiz recommended the Schedule for Upcoming Meetings be changed to accommodate release of the draft FY12 Audited Financial Statement. The Committee will meet on Tuesday, September 11, 2012 immediately following the Trustees Board meeting.

There be no other business, the Committee adjourned at 8:33 a.m.

Respectfully submitted,

Nancy Grilk
Clerk to the Trustees

Back to top

 

Trustees of the Public Library of the City of Boston
Jeffrey B. Rudman, Chairman; Evelyn Arana-Ortiz, Vice-Chairman; Zamawa Arenas
Carol Fulp; Paul A. La Camera; Dennis Lehane; Byron Rushing

President
Amy E. Ryan

Clerk of the Board
Nancy Grilk