BC 2009 07 06 Work Session - Laserfiche WebLink

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July 6, 2009 (Work Session) Page 1478 In response to a question from Commissioner Privette, Mr. Day explained this contract totals $49,200.00 for pre-construction services, such as cost engineering, during the design process as a fixed fee. A brief discussion ensued. Aging - LunchPlua Club Nutrition Program - Award of Bid and Contract Approval for Catering Services and Related Budget Amendment Michael Murphy, Director of Aging Services, presented information related to a request for an award of bid and contract approval for catering services for the LunchPlus Club Nutrition Program. He stated the budget amendment has an increase of $12,750.00 to cover additional food costs due to an increase in pricing and 15 cents per meal due to the use of recyclable paper products as specified by the County's Sustainability Manager. In response to questions from the Board, Mr. Murphy explained that the current service provider was sent a bid package, but did not submit a bid. UPON MOTION of Commissioner Poole, seconded by Commissioner Carruth and unanimously carried, the Board voted to place the LunchPlus Club Nutrition Program - Award of Bid and Contract Approval for Catering Services and Related Budget Amendment on the July 20, 2009 Agenda as a Consent item. Emergency Management - Public Safety Training Facility Master Plan: Selection of Architectural Firm and Contract Approval Bobby Smith, Emergency Management Director, presented information related to a request for selection of an architectural firm and contract approval for a Public Safety Training Facility Master Plan. Mr. Smith explained the following: in the FY 09 budget, funds were appropriated to conduct a feasibility study, master plan, and design for a public safety training facility; a Request for Qualifications (RFQ) was posted on April 9, 2009; ten RFQ responses were received by the County; a selection committee was formed to narrow the number of responses to three; the selection committee performed the interviews and is recommending Stewart Cooper Newell Architects; the proposal includes four phases, (1) programming/cost estimates, (2) site evaluation, (3) schematic design and (9) design development through construction administration; etc. In response to a question from Vice Chairman Mynatt, Chairman White reported the proposed site for the training facility is the old Bethel school property in Midland. He also stated that this option has been discussed with Mayor John Crump and Midland Town Councilman Allen Burnette. Upon further questioning, Mr. Smith reported that no Cabarrus County architectural firms responded to the RFQ. Pam Dubois, Deputy County Manager, requested funds be reappropriated from the FY09 budget to this project in order to execute the contract. UPON MOTION of Commissioner Carruth, seconded by Commissioner Poole and unanimously carried, the Board voted to place the Public Safety Training Facility Master Plan: Selection of Architectural Firm, Contract Approval and Related Budget Amendment on the July 20, 2009 Agenda as a Consent item. Finance - Procurement Card Policies and Procedures Sherri Barnhardt, Purchasing Agent and Contract Administrator, presented a request to amend the County's procurement card policies and procedures. She stated the current procurement card policy is vague and the proposed policy will simplify, clarify, and define the policy more clearly. She asked that the County's Finance Director be appointed as administrator of this policy. In response to questions from the Board, Ms. Barnhardt explained that the procurement cards are used for purchases under $1,000.00; to expedite purchases that do not require a purchase order; and for traveling purposes; etc. Pam Dubois, Deputy County Manager, stated the policy will place more restrictions on what can be purchased with the credit card, so that more sustainable products are purchased. UPON MOTION of Commissioner Carruth, seconded by Commissioner Privette and unanimously carried, the Board voted to place the Procurement Card Policies and Procedures on the July 20, 2009 Agenda as a Consent item.