Boston Public Library
Trustees' Finance and Audit Committee

Board of Trustees
September 27, 2013



Agenda for Trustees Finance and Audit Committee Meeting
September 27, 2013, 8 am to 9 am
Commonwealth Salon, Central Library at Copley Square

Chairman Evelyn Arana-Ortiz

  • Welcome/Introductions
    Chairman Evelyn Arana-Ortiz
     
  • Discussion and Vote on the Contract for Sorting, Transportation and Shelving Services for Library Materials In Conjunction with the Johnson Building Renovation
     
    VOTED: that, there be entered into with William B. Meyer, Inc., 255 Long Beach Blvd., Stratford, CT 06615, the sole responsive and responsible bidder, a contract for Sorting, Transportation, and Shelving Services for Library Materials in Conjunction with the Johnson Building Renovation of the Boston Public Library, for the period September 23, 2013 through November 30, 2013 at a total cost not to exceed one hundred nineteen thousand, eight hundred thirty five dollars and zero cents ($119,835.00). The Boston Public Library Evaluation Committee performed an evaluation of the proposal presented by one vendor as described in the Request for Proposal (RFP), and through this process determined the proposal presented by William B. Meyer represented an appropriate value for the Boston Public Library.
     
  • Other Business
    Chairman Evelyn Arana-Ortiz
     
  • Adjournment
    Chairman Evelyn Arana-Ortiz
     


Minutes of the Trustees Finance and Audit Committee Meeting
September 27, 2013, 8 am to 9 am

Chairman Evelyn Arana-Ortiz

A meeting of the Trustees Finance and Audit Committee was held at on Friday, September 27, 2013 at 8:00 AM the Boston Public Library, Central Library, Commonwealth Salon,700 Boylston Street, Boston, MA 02116.

Present at the meeting were Committee members Trustees Zamawa Arenas and Byron Rushing.

Absent from the meeting were Chair Evelyn Arana-Ortiz, Mr. Ray Sullivan and Mr. Anthony Jordan.

Boston Public Library Staff: Chief Financial Officer Ellen Donaghey, Budget and Procurement Manager Ed Maheigan, and Supervisor of Accounting Sean Monahan.

Trustee Zamawa Arenas of the Trustees Finance and Audit Committee (Committee) presiding.

Ms. Arenas called on Budget and Procurement Manager Ed Maheigan to address the agenda item of a contract for sorting, transportation and shelving services for library materials in conjunction with the Johnson Building renovation project. The Committee was delegated the authority to approve this contract by the Trustees at the September 10 Board Meeting. Discussion followed. Mr. Maheigan reported that William B. Meyer was the sole bid received. Their bid was evaluated by the Evaluation Committee and rated highly advantageous. The price is within the budget allocated by the City’s Capital Budget.  On a motion made and duly seconded, it was:

VOTED:  that, there be entered into with William B. Meyer, Inc., 255 Long Beach Blvd., Stratford, CT 06615, the sole responsive and responsible bidder, a contract for Sorting, Transportation, and Shelving Services for Library Materials in Conjunction with the Johnson Building Renovation of the Boston Public Library, for the period September 23, 2013 through November 30, 2013 at a total cost not to exceed one hundred nineteen thousand, eight hundred thirty five dollars and zero cents ($119,835.00). The Boston Public Library Evaluation Committee performed an evaluation of the proposal presented by one vendor as described in the Request for Proposal (RFP), and through this process determined the proposal presented by William B. Meyer represented an appropriate value for the Boston Public Library”

The Committee will meet at a future date to be determined.

There being no further business the Trustees Finance and Audit Committee adjourned at 8:10 AM

Respectfully submitted,

Nancy Grilk
Clerk to the Trustees

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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