03-27-2017 Council Packet - Laserfiche WebLink

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CITY COUNCIL SPECIAL WORK SESSION March 6, 2017 DRAFT 3 through the process). Administrator Karlson asked Ms. Arnson if her staff would be a good 91 overseer and she suggested that they don’t really have the expertise. 92 93 3. Z Systems’ Technical Services Contract, Steve Browender of Z Systems was 94 present. He provided a sample of his company’s work and explained the product that the 95 city could anticipate with their design services. The mayor asked if different companies 96 would have different recommendations on a council chambers project. Mr. Browender 97 explained that could be the case but you would normally see the difference showing up in 98 recommendations for components; a process includes the ability to make decisions on the 99 best system for this city. 100 101 The council discussed the possibility of a bid process that could limit the quality of the 102 project and equipment with specifications that are specialized; Mr. Browender suggested 103 that the design will include specs that will stop that from happening. Mayor Reinert asked 104 what information gets the process going; is there basic information that starts the process? 105 Administrator Karlson said staff has already gathered some basic information for a meeting 106 that was held with Z Systems. Mr. Browender added that they do receive information on 107 budget also so that guides the design process as well. 108 109 Mayor Reinert asked about the static cost for design services; why wouldn’t it be based on 110 hours worked? Mr. Browender explained the elements that they can anticipate and those 111 they cannot and the individuality of each project. 112 113 Council Member Rafferty reiterated his concern about a bid process. If the company is 114 planning on bidding on the project, there won’t be a checks and balances element and it 115 may dissuade other bidders who think they don’t have a realistic chance of getting a bid on 116 another company’s design. He asked who would review the specs to make sure they are 117 appropriate and it was noted that the process will include the services of a video engineer at 118 North Metro TV. Council Member Rafferty said he is also concerned about the fifty 119 percent up front requirement. Mr. Browender explained that it is standard in his business 120 but that he’d be willing to adjust that. 121 122 Mayor Reinert suggested that the city should end up with options. Some variations from 123 which the council can chose. 124 125 Council Member Rafferty asked if there is a showroom and also asked staff if they are 126 checking out other facilities. Mr. Browender said he will be bringing in demo equipment. 127 Council Member Rafferty asked why they couldn’t use someone else’s design and the 128 representative said they’ve done it both ways. 129 130 Council Member Rafferty asked about the budget available for a project. Administrator 131 Karlson said there is $190,000 available in the budget and that is expected to be fully 132 adequate. 133 134 Mayor Reinert said he wants a successful project but one that he can fully understand when 135