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CITY COUNCIL SPECIAL WORK SESSION March 6, 2017 <br />APPROVED <br />91 through the process). Administrator Karlson asked Ms. Arnson if her staff would be a good <br />92 overseer and she suggested that they don't really have the expertise. <br />93 <br />94 3. Z Systems' Technical Services Contract, Steve Browender of Z Systems was <br />95 present. He provided a sample of his company's work and explained the product that the <br />96 city could anticipate with their design services. The mayor asked if different companies <br />97 would have different recommendations on a council chambers project. Mr. Browender <br />98 explained that could be the case but you would normally see the difference showing up in <br />99 recommendations for components; a process includes the ability to make decisions on the <br />100 best system for this city. <br />lol <br />102 The council discussed the possibility of a bid process that could limit the quality of the <br />103 project and equipment with specifications that are specialized; Mr. Browender suggested <br />104 that the design will include specs that will stop that from happening. Mayor Reinert asked <br />105 what information gets the process going; is there basic information that starts the process? <br />106 Administrator Karlson said staff has already gathered some basic information for a meeting <br />107 that was held with Z Systems. Mr. Browender added that they do receive information on <br />108 budget also so that guides the design process as well. <br />109 <br />110 Mayor Reinert asked about the static cost for design services; why wouldn't it be based on <br />111 hours worked? Mr. Browender explained the elements that they can anticipate and those <br />112 they cannot and the individuality of each project. <br />113 <br />114 Council Member Rafferty reiterated his concern about a bid process. If the company is <br />115 planning on bidding on the project, there won't be a checks and balances element and it <br />116 may dissuade other bidders who think they don't have a realistic chance of getting a bid on <br />117 another company's design. He asked who would review the specs to make sure they are <br />118 appropriate and it was noted that the process will include the services of a video engineer at <br />119 North Metro TV. Council Member Rafferty said he is also concerned about the fifty <br />120 percent up front requirement. Mr. Browender explained that it is standard in his business <br />121 but that he'd be willing to adjust that. <br />122 <br />123 Mayor Reinert suggested that the city should end up with options. Some variations from <br />124 which the council can chose. <br />125 <br />126 Council Member Rafferty asked if there is a showroom and also asked staff if they are <br />127 checking out other facilities. Mr. Browender said he will be bringing in demo equipment. <br />128 Council Member Rafferty asked why they couldn't use someone else's design and the <br />129 representative said they've done it both ways. <br />130 <br />131 Council Member Rafferty asked about the budget available for a project. Administrator <br />132 Karlson said there is $190,000 available in the budget and that is expected to be fully <br />133 adequate. <br />134 <br />135 Mayor Reinert said he wants a successful project but one that he can fully understand when <br />3 <br />