Rutland Cable Advisory Committee
Meeting Minutes – February 13, 2019
Members present: Chairman Paul Mattson, Peter Craine, Christian Santillo.
Members absent: None
Guests present: None
Meeting was called to order by chair at 6:03 PM.
Meeting Minutes
Meeting minutes from December 19, 2018 accepted at 6:05 PM. Christian moved; Paul 2nd; vote was unanimous.
Bills and Accounts
Paul presented a Treasurer’s report. Total expenses were $3,547.55, including salaries, since the October meeting.
Paul thanked the Town Accountant and Town Treasurer/Collector for their help in balancing the books.
Financial report was accepted as presented at 6:08 PM. Peter moved; Christian 2nd; vote was unanimous.
Old Business
Bids
Bid requests went out to Unique Media Systems, Integrated Solutions Group, and HB Communications. The deadline for responses was earlier in the day.
We received responses from Unique Media Systems (and 1 Access Media) and Integrated Solutions Group. HB Communications did not respond.
All bids were over the $50,000 limit that allows us to use the IFB process.
We also learned that 1AM bid “too much” in that three year hardware assurance is included with the purchase price (so we don’t need to purchase the hardware assurance at this time).
The committee discussed ways we could trim or change the award to keep under the limit. We see the following options:
- Start again and use the RFQ process [much more work]
- Award only a subset of the requested equipment
- Start again using IFB but requesting only a subset of the equipment (to keep the total under $50,000).
We cannot proceed until we get feedback from the Town Administrator on the right way to proceed.
Peter moved that Paul award a subset of equipment to 1 Access Media, subject to the Town Administrator indicating we are allowed to do this. Christian 2nd; vote was unanimous at 7:25 PM.
Peter moved that Paul to award a subset of installation and training to Unique Media Systems, subject to the Town Administrator indicating we are allowed to do this. Christian 2nd; vote was unanimous at 7:29 PM.
Next Meeting
The Committee’s next meeting is scheduled for 6:00 PM on Monday, March 18, 2019.
Adjournment
Meeting adjourned, unanimously [Motion: Peter; 2nd Christian] at 7:40 PM.
Respectfully submitted,
Peter Craine
| 
