Boston Public Library
Trustees' Finance and Audit Committee

Board of Trustees
May 22, 2013



Agenda for Trustees Finance and Audit Committee Meeting
May 22, 2013 Johnson Trustees Room 7:30 am
Commonwealth Salon, Central Library at Copley Square
Agenda Revised 5/15/13

Note new date and time

Chairman Evelyn Arana-Ortiz

  1. Welcome/Introductions
    Chairman Evelyn Arana-Ortiz
     
  2. Review and Approval of Minutes from February 21, 2013
    Chairman Evelyn Arana-Ortiz
     
  3. Review and Approval of the "Wayfinding Signage Implementation for the Boston Public Library Central Library Location at Copley Sq." Contract
    Mr. Ed Maheigan, Manager of Budget and Procurement
     
    VOTED: that, the Trustees Finance and Audit Committee approve a contract publicly advertised under G.L.C. 30B, be entered into with Apco Graphics, Inc., 388 Grant Street, Atlanta, GA 30312 the lowest eligible, and responsible bidder, for Wayfinding Signage Implementation for the Boston Public Library Central Library Location at Copley Sq. at a total cost not to exceed two hundred fifty-seven thousand, one hundred nineteen dollars and fifty- four cents ($257,119.54) based on the delegation of authority by the Trustees of the Public Library of the City of Boston.
     
  4. Review of Contracts for Recommendation by the Trustees at the May 22, 2013 Annual Meeting
    Mr. Ed Maheigan
    • Contract for Inspection, Testing and Servicing of Fire Alarm Systems and Sprinkler Systems at the Central Library and Certain Branch Libraries of the Boston Public Library System for the period of Thirty-Six (36) Months
       
      VOTED: that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston that a contract publicly advertised in accordance with the provisions of G.L.c.149, Section 44A - 44I be entered into with American Service Company, 35 Hanna Street, Quincy, MA 02169 the sole eligible, and responsible bidder, for Inspection, Testing and Servicing of Fire Alarm Systems and Sprinkler Systems at the Central Library and at Certain Branch Libraries of the Boston Public Library System for a multi-year (three [3] year) period beginning July 1, 2013 through June 30, 2014, and on July 1, 2014 and on July 1, 2015, at a total cost for the three (3) year period not to exceed two hundred three thousand, seven hundred twelve dollars and zero cents ($203,712.00). The cost for the first Fiscal Year (2014) is not to exceed sixty seven thousand, nine hundred four dollars and zero cents ($67,904.00), and for each of the next two fiscal years (Fiscal Years 2015 and 2016) not to exceed sixty seven thousand, nine hundred four dollars and zero cents ($67,904.00), respectively
       
    • Contract or Contracts for Various Goods or Services Related to the Critical Repair Capital Budget for FY14
       
      VOTED: that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston to authorize the President, or designee, on behalf of the Trustees of the Public Library of the City of Boston, to enter into a contract or contracts for various goods or services relating to the Boston Public Library System Critical Repair Capital Budget for the period July 1, 2013 through June 30, 2014 provided that each contract entered into pursuant to this authorization shall have been estimated to be less than one hundred thousand dollars ($100,000.00). In no event will the contracts cumulatively exceed three hundred thousand dollars ($300,000.00)
       
    • Contract for the Purchase of Books and Certain Other Library Bibliographical Acquisitions Materials for FY14
       

      VOTED: that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston that there be entered into a non-advertised contract, as authorized under G.L., c30-B, Section 7 (a), referred to as a “Procurement of Library Books”, between the Trustees of the Public Library of the City of Boston (a Corporation under Chapter 114 of the Acts of 1878), and the attached vendors list (including any subsidiaries or agents), for the acquisitions of books and for certain other library bibliographical acquisitions materials, in an amount not to exceed the amount appropriated in the Library Department budget for books and other related bibliographical acquisitions materials, during the period July 1, 2013, through June 30, 2014

    • Contract for Preventative Maintenance and Repair of H.V.A.C. Systems Throughout the Public Library System of the City of Boston for a period of Thirty-Six (36) Months
       
      VOTED: that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston a contract publicly advertised in accordance with the provisions of G.L.c.149, Section 44A - 44I, be entered into with EMCOR Services Northeast, Inc., 80 Hawes Way, Stoughton, MA 02072 the lowest eligible, and responsible bidder, for Preventive Maintenance and Repair of H.V.A.C. Systems throughout the Public Library System of the City of Boston for a multi-year (three [3] year) period beginning July 1, 2013 through June 30, 2014, and on July 1, 2014 and on July 1, 2015, at a total cost for the three (3) year period not to exceed five million, eight hundred seventeen thousand, two hundred sixty five dollars and fifty six cents ($5,817,265.56). The cost for the first Fiscal Year (2014) is not to exceed one million, nine hundred thirty nine thousand, eighty eight dollars and fifty two cents ($1,939,088.52), and for each of the next two fiscal years Fiscal Years 2015 and 2016) not to exceed one million, nine hundred thirty nine thousand, eighty eight dollars and fifty two cents ($1,939,088.52) respectively
       
    • Contract for "HelpDesk: Replacement of the Current HelpDesk Software and the Operating System and Productivity Suite Licenses"
      Mr. Ed Maheigan
      VOTED: that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston a Contract publicly advertised under G.L. C. 30B be entered into with PJ Systems, Inc. d/b/a HIQ Computers, 25 Drydock Ave., 6th Floor, Boston, MA 02110 the sole eligible, and responsible bidder, for Replacement of the Current Helpdesk Software and the Operating System and Productivity Suite Licenses at a total cost not to exceed forty six thousand, seven hundred fifty dollars and ninety cents ($46,750.90).
       
  5. Vote for Recommendation of Extension of the License Agreement with The Uncatered Affair by the Trustees
     
    VOTED: that, the Trustees Finance and Audit Committee recommend the Trustees of the Public Library of the City of Boston, pursuant to Article V, section V.1 of the existing License Agreement for Foodservice between the Trustees of the Public Library of the City of Boston and The Uncatered Affair, Inc., by mutual consent of both parties, approve extension of the agreement by one year to April 30, 2015.
     
  6. Review of Management Letter, June 30, 2012 for Recommendation by the Trustees at the May 22, 2013 Annual Meeting
    Mr. Sean Monahan, Supervisor of Accounting
     
    VOTED: that, the Trustees Finance and Audit Committee recommend that the Trustees of the Public Library of the City of Boston accept “The Trustees of the Public Library of the City of Boston, Management Letter, June 30, 2012” with the Recommendations of Sullivan, Rogers & Company, LLC and the Response of Boston Public Library Management
     
  7. Request for Delegation of Approval from the Trustees to approve the Award of Contract for "Pay for Print: Replacement of the Current BPL Public Services Pay-for-Print Infrastructure with a new Pay-for-Print/Managed Print System" Contract
    Mr. Ed Maheigan
     
    VOTED: that, the Trustees Finance and Audit Committee request the Trustees of the Public Library of the City of Boston delegate approval of the Award of Contract for the “Pay for Print: Replacement of the Current BPL Public Services Pay-for-Print Infrastructure with a new Pay- for-Print/Managed Print System” Contract to the Trustees Finance and Audit Committee
     
  8. Draft FY13 Financial Statement Update
    Mr. Sean Monahan
     
  9. IRS Form 990 "Return of Organization of Exempt From Income Tax" Update
    Mr. Sean Monahan
     
  10. Approve Schedule for Upcoming Meetings
    Chairman Evelyn Arana-Ortiz
    June TBD
     
  11. Other Business
    Chairman Evelyn Arana-Ortiz
     
  12. Adjournment
    Chairman Evelyn Arana-Ortiz
     


Minutes of the Trustees Finance and Audit Committee Meeting
May 22, 2013, Johnson Trustees Room, 7:30am to 8am
Chairman Evelyn Arana-Ortiz

A meeting of the Trustees Finance and Audit Committee was held at on Wednesday, May 22, 2013 at 7:30 AM the Boston Public Library, Central Library, Commonwealth Salon, 700 Boylston Street, Boston, MA 02116.

Present at the meeting were Chair Evelyn Arana-Ortiz and Committee members Zamawa Arenas and Byron Rushing.

Absent from the meeting were Mr. Ray Sullivan and Mr. Anthony Jordan.

Boston Public Library Staff: Director of Administration and Technology David Leonard, Procurement Manager Ed Maheigan, Chief of Public Services Mary Frances O’Brien, Supervisor of Accounting Sean Monahan, Chief Financial Officer Ellen Donaghey, and Clerk of the Board Nancy Grilk. Also attending for the City of Boston: Assistant Corporation Counsel Caroline Driscoll, and Budget Analyst Justin Backal-Balik.

Ms. Arana-Ortiz, Chair of the Trustees Finance and Audit Committee (Committee) presiding.

Chair Arana-Ortiz reviewed the meeting agenda, and re-ordered the agenda for an earlier review of the Management Letter.

Ms. Arana-Ortiz reviewed the minutes of the February 21, 2013 meeting of the Trustees Finance and Audit Committee. On a motion made, and duly seconded, it was:

VOTED to approve the minutes of the meeting of the Trustees Finance and Audit Committee meeting held on February 21, 2013.

Ms. Arana-Ortiz reviewed the timeline for the preparation and review of the Management Letter, June 30, 2012 and the response of BPL Management. The Committee reviewed the recommendations for items highlighted in the audit, which are administrative in nature. Ms. Arana-Ortiz will present the timeline and a summary to the Trustees at the Board meeting for recommendation of the acceptance of the Management Letter. Discussion followed. On a motion made and duly seconded, it was

VOTED: that, the Trustees Finance and Audit Committee recommend that the Trustees of the Public Library of the City of Boston accept “The Trustees of the Public Library of the City of Boston, Management Letter, June 30, 2012” with the Recommendations of Sullivan, Rogers & Company, LLC and the Response of Boston Public Library Management.

Ms. Arana-Ortiz called on Budget and Procurement Manager Ed Maheigan to review the contract for the Wayfinding Signage Implementation for the BPL. Mr. Maheigan noted that the authority to award this contract was delegated by the Trustees to the Trustees Finance and Audit Committee on March 12, 2013. Mr. Maheigan reviewed the bid process. The low bid was submitted by Apco Graphics at an amount not to exceed $257,119.54. Chief of Public Service Mary Frances O’Brien explained that the terms of the contract are for the fabrication of sign pylons to BPL specifications, installation of signage, and software that can be easily updated. Discussion followed. On a motion made and duly seconded, it was

VOTED: that, the Trustees Finance and Audit Committee approve a contract publicly advertised under G.L.C. 30B, be entered into with Apco Graphics, Inc., 388 Grant Street, Atlanta, GA 30312 the lowest eligible, and responsible bidder, for Wayfinding Signage Implementation for the Boston Public Library Central Library Location at Copley Sq. at a total cost not to exceed two hundred fifty-seven thousand, one hundred nineteen dollars and fifty-four cents ($257,119.54) based on the delegation of authority by the Trustees of the Public Library of the City of Boston.

Mr. Maheigan continued with a review of contracts for recommendation by the Trustees at the May 22, 2013 Annual Meeting. Each contract Mr. Maheigan reviewed is a recurring contract. The Committee will vote on all five contracts, the extension of a license agreement, and the delegation of approval, as a whole following the review.

The first contract is a three year contract for the inspection, testing, and servicing of the fire alarm system throughout the BPL system. The bid had one responder, American Service Company.

The second contract is the annual critical repair fund, funded through the Library’s Capital Budget. The fund authorizes spending up to $100,000 for small repairs throughout the system.

The third contract is the book contract, which includes a list of several hundred vendors from which the BPL is allowed to purchase. The Commonwealth of Massachusetts has provided the BPL with an exemption from the state procurement laws for this purpose. Discussion followed on the sources of funds for the book budget.

The fourth contract is a three year preventative maintenance contract for repair of H.V.A.C systems throughout the BPL system. The bid received two respondents, with EMCOR Services Northeast, Inc. the low bidder.

The fifth contract is a Request for Proposal that was bid for replacement of the current Help Desk software in the operating system, and the Productivity Suite Licenses. A single bid was received from PJ Systems, Inc. d/b/a HIQ Computers. Director of Administration and Technology David Leonard added this is one of the remaining pieces of the BPL’s three-year modernization plan.

Mr. Maheigan addressed the agenda item for the Extension of the License Agreement with The Uncatered Affair by one year to April 30, 2015 for recommendation of approval by the Trustees at the May 22, 2013 Annual Meeting. Discussion followed. Mr. Leonard reported that this extension is allowed in the present contract by mutual agreement. It will provide greater flexibility in planning for events scheduled more than one year in advance, and within the timeline for the Johnson Improvement Project and the potential impact to food service operators, or other enterprise or retail opportunities. This is a one year extension of the five year contract.

Mr. Maheigan reported on the agenda item for the request for delegation of approval from the Trustees for the Committee to approve the award of contract for the replacement Pay for Print system. The initial Request for Proposal did not yield any satisfactory responses; this would be a re-bid of the contract by the end of May with responses due in June. Discussion followed on the terms of the contract. Mr. Leonard reported the contract consolidates four contracts into one for more efficient management and includes equipment, cash retrieval, public and staff printers and copiers, paper, toner and supplies. City operating funds will be appropriated for this contract.

On a motion made to approve item 4 on the order of business for recommendation for approval by the Trustees of the Public Library of the City of Boston for five (5) contracts; item 5 on the order of business for an extension of a license agreement; plus item 7 on the order of business for a request for delegation of approval by the Trustees of the Public Library of the City of Boston as a whole, and duly seconded, it was:

VOTED: that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston that a contract publicly advertised in accordance with the provisions of G.L.c.149, Section 44A - 44I be entered into with American Service Company, 35 Hanna Street, Quincy, MA 02169 the sole eligible, and responsible bidder, for Inspection, Testing and Servicing of Fire Alarm Systems and Sprinkler Systems at the Central Library and at Certain Branch Libraries of the Boston Public Library System for a multi-year (three [3] year) period beginning July 1, 2013 through June 30, 2014, and on July 1, 2014 and on July 1, 2015, at a total cost for the three (3) year period not to exceed two hundred three thousand, seven hundred twelve dollars and zero cents ($203,712.00). The cost for the first Fiscal Year (2014) is not to exceed sixty seven thousand, nine hundred four dollars and zero cents ($67,904.00), and for each of the next two fiscal years (Fiscal Years 2015 and 2016) not to exceed sixty seven thousand, nine hundred four dollars and zero cents ($67,904.00), respectively
VOTED: that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston to authorize the President, or designee, on behalf of the Trustees of the Public Library of the City of Boston, to enter into a contract or contracts for various goods or services relating to the Boston Public Library System Critical Repair Capital Budget for the period July 1, 2013 through June 30, 2014 provided that each contract entered into pursuant to this authorization shall have been estimated to be less than one hundred thousand dollars ($100,000.00). In no event will the contracts cumulatively exceed three hundred thousand dollars ($300,000.00)
VOTED: that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston that there be entered into a non-advertised contract, as authorized under G.L., c30-B, Section 7 (a), referred to as a “Procurement of Library Books”, between the Trustees of the Public Library of the City of Boston (a Corporation under Chapter 114 of the Acts of 1878), and the attached vendors list (including any subsidiaries or agents), for the acquisitions of books and for certain other library bibliographical acquisitions materials, in an amount not to exceed the amount appropriated in the Library Department budget for books and other related bibliographical acquisitions materials, during the period July 1, 2013, through June 30, 2014
VOTED: that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston a contract publicly advertised in accordance with the provisions of G.L.c.149, Section 44A - 44I, be entered into with EMCOR Services Northeast, Inc., 80 Hawes Way, Stoughton, MA 02072 the lowest eligible, and responsible bidder, for Preventive Maintenance and Repair of H.V.A.C. Systems throughout the Public Library System of the City of Boston for a multi-year (three [3] year) period beginning July 1, 2013 through June 30, 2014, and on July 1, 2014 and on July 1, 2015, at a total cost for the three (3) year period not to exceed five million, eight hundred seventeen thousand, two hundred sixty five dollars and fifty six cents ($5,817,265.56). The cost for the first Fiscal Year (2014) is not to exceed one million, nine hundred thirty nine thousand, eighty eight dollars and fifty two cents ($1,939,088.52), and for each of the next two fiscal years Fiscal Years 2015 and 2016) not to exceed one million, nine hundred thirty nine thousand, eighty eight dollars and fifty two cents ($1,939,088.52) respectively
VOTED: that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston a Contract publicly advertised under G.L. C. 30B be entered into with PJ Systems, Inc. d/b/a HIQ Computers, 25 Drydock Ave., 6th Floor, Boston, MA 02110 the sole eligible, and responsible bidder, for Replacement of the Current Helpdesk Software and the Operating System and Productivity Suite Licenses at a total cost not to exceed forty six thousand, seven hundred fifty dollars and ninety cents ($46,750.90)
VOTED: that, the Trustees Finance and Audit Committee recommend the Trustees of the  Public Library of the City of Boston, pursuant to Article V, section V.1 of the existing License Agreement for Foodservice between the Trustees of the Public Library of the City of Boston and The Uncatered Affair, Inc., by mutual  consent of both parties, approve extension of the agreement by one year to April 30, 2015
VOTED:  that, the Trustees Finance and Audit Committee request the Trustees of the Public Library of the City of Boston delegate approval of the Award of Contract for the “Pay for Print: Replacement  of the Current BPL Public Services Pay-for- Print Infrastructure with a new Pay-for-Print/Managed Print  System” Contract to the Trustees Finance and Audit Committee

Supervisor of Accounting Sean Monahan reported on the next agenda item of an update of the draft FY13 Financial Statement. The fiscal year ends on June 30. The audit scheduled for the first week of August. The first draft is due to the City of Boston on September 20 and the final in late October.

Mr. Monahan reported that the IRS Form 990 “Return of Organization of Exempt From Income Tax” was sent to each Trustee for review and comment, and filed with the Internal Revenue Service on May 15.

The Committee approved a schedule for upcoming meetings for July 11 to review the Pay for Print proposals, in August if needed, and on September 19 to review the Financial Statement.

The being no Other Business, the meeting of the Trustees Finance and Audit Committee adjourned at 8:08 AM.

Respectfully submitted,

Nancy Grilk
Clerk of the Board