Cook County Emergency Telephone System Board SPECIAL MEETING

Transcription

1 Cook County Emergency Telephone System Board SPECIAL MEETING 69 W. Washington, Suite 2600, Chicago, IL Monday, January 27, :30 a.m. ATTENDANCE Board members in attendance were Chairman Michael Masters, Ms. Joellen Bailey, Mr. Thomas Fleming, Ms. Theresa Larkin, Mr. Jay Reardon and Mr. Jay Rutili. Absent were Mr. John Cornier and Mr. William Little. Also present was Ms. Shereen Gamble, Administrative Assistant, Mr. Brian Eagan, Selden Fox, Ms. Kathleen McKee, Cook County State Attorney Office and Ms. Susie Park, Department of Homeland Security and Emergency Management. CALL TO ORDER Chairman Masters called the meeting to order at 10:36 a.m. Chairman Masters stated that due to lack of a quorum for the meeting that was scheduled on January 23, 2014, the meeting had to be cancelled. There are two (2) items that need to be addressed as quickly as possible and are the purpose of this special meeting. The ETSB must reimburse the County for salaries by January 31, 2014 and an auditor must be selected in order to complete the audit by the County s April 4, 2014 deadline. AUDIT FY 2013 SELECTION OF AUDITOR Ms. Gamble reported that letters were sent letters to the 26 auditing firms from a list obtained from Ms. Toyla Rice, Procurement, and to (2) two additional firms of Washington, Pittman & McKeever and McGladery who bid last year, notifying them that an RFP had been posted on the ETSB s website. A list of all the vendors that received letters is attached and made a part of these minutes. All questions pertaining to the audit from the prospective responders were posted on the website at cookcounty911.com. ASA McKee was requested to monitor the questions and answers that were posted. The evaluation committee, Deputy Chief Fleming, Ms. Gamble and Mr. Eagan, received nine (9) responses however, one (1) proposal was incomplete and disqualified. Mr. Eagan developed a matrix of the responses to the RFP for the FY2013 Audit. This matrix is attached and made a part of these minutes. The selection criteria included; Price (average 3 year quoted price fell within $1,000 or lower of the average price of all proposals submitted) Experience with governmental agencies Experience auditing 911 Centers Each agency was awarded one (1) point for each category. The selection criteria yielded four (4) potential candidates, Aldelfia, E.C. Ortiz, Mueller and Washington, Pittman & McKeever all with the same rating of three (3). All these firms indicated that they would be able to comply with the April 4, 2014 deadline. The RFP did not specifically request information regarding MBE/WBE; however there were two (2) firms that met the County s WBE/MBE requirements; however this was considered in evaluating the proposals. The responders that did not specify if they were MBE/WBE compliant are listed as not specified on the matrix. All the references listed by all the top four (4) firms in consideration were contacted via and asked to provide the following information; E.T.S.B. MINUTES January 27, Cook County Emergency Telephone System Board 9511 W. Harrison Des Plaines, IL Page 1

2 1. Have the services they've provided met your expectations? 2. Have they delivered the audit report on time with your expectations? 3. Have they billed more than they agreed upon rate and if so, did they provide an explanation outlining why the additional billing? 4. Was the staff professional and did you feel the staff was adequately trained for your engagement? All the responses to the request for a reference are attached and made a part of these minutes. Chairman Masters questioned if the evaluation committee had a recommendation due to the fact that there are four (4) firms with the same rating of three (3). Ms. Gamble responded that Washington, Pittman & McKeever s references made them a standout as well as extensive experience with the County and competitive pricing. Mr. Reardon questioned if Washington, Pittman & McKeever is the current auditor and how long have they held the contract with the ETSB. Ms. Gamble responded that Washington, Pittman & McKeever is the current auditor and have held the contract for at least the last ten years or more. Mr. Reardon questioned that the matrix does list that the three (3) other auditing firms in consideration have prior experience with 911 Centers. Ms. Gamble responded that although their proposals provided information of their previous involvement with 911 Centers, none of those firms provided references for those 911 Centers. One responder listed that they had previously worked with QuadCom and others had involvement with the Stone Carlie report, but none listed references in connection with this work. Ms. Parks recommended that the Board draft a memo justifying the selection of Washington, Pittman & McKeever based on the three (3) criteria that were used to compile the matrix. Ms. Gamble will prepare a memo for Acting Director Fleming s signature. Mr. Reardon made a motion award contract not to exceed three years to Washington, Pittman & McKeever as a result of the RFP solicitations, responses and recommendations, seconded Mr. Rutili. Poll Vote Taken; Chairman Masters Yes Board Member Bailey Yes Board Member Fleming Yes Board Member Larkin Yes Board Member Reardon Yes Board Member Rutili Yes The motion to award a 3 year auditing contract to Washington, Pittman & McKeever was passed. BILL PAYMENT RESOLUTION APPROVAL OF REIMBURSEMENT TO THE COMPTROLLER S OFFICE FOR SALARIES The January Bill Payment Resolution reflects reimbursement to the Cook County Comptroller s Office for salaries in the amount of $2,172, Mr. Eagan has provided salary reconciliations for FY2012 in the amount of $859, and FY2013 in the amount of $1,312, The salary reconciliations are attached and made a part of these minutes. The County has requested that this payment be made by January 31, Ms. Larkin questioned what lead to the delayed payment for salaries for FY2012. Mr. Eagan responded that the Sheriff s Office requested and was provided a one-time grant in FY2012 for $1,993,299 for E.T.S.B. MINUTES January 27, Cook County Emergency Telephone System Board 9511 W. Harrison Des Plaines, IL Page 2

3 telecommunicator salaries. All the telecommunicators were transferred to the ETSB s budget and in FY2013 the ETSB was again billed for all telecommunicator salaries. The ETSB has an agreement with the Sheriff s Office to fund three (3) telecommunicator supervisory positions and four (4) telecommunicator positions. This caused the delay in payment. Chairman Masters added that during the interim period of the leadership at the County and thus the ETSB and the budgeting cycle that happened during FY2010, there were communication flow issues. The Budget Office and Sheriff s Office worked to retroactively resolve these issues that resulted in the ETSB approving a grant to the Sheriff s Office for telecommunicator salaries. This was followed by billing issues that were not clear and this payment moves to resolve those issues. There are two payroll reconciliations for FY2012 and FY2013. Mr. Eagan noted that there were no reimbursement payments made to the County in FY2013 and two (2) payments made for FY2012 with the balance being presented for payment on the January Bill Payment Resolution. Mr. Reardon recommended that there be a discussion at the next Board meeting to resolve the salary reimbursement issue on the front end to prevent these delayed payments. Mr. Rutili questioned if the Comptroller Office has a billing cycle that needs to be adhered to. Ms. Gamble responded that the Comptroller s Office does not have a regular billing cycle. Chairman Masters recommended that the ETSB, the Comptroller s Office and the Sheriff s Budget Office meet to come to an agreement on the amount to be reimbursed and establish a billing cycle that will suit the needs of all involved parties. Mr. Rutili motioned to approve the January 2014 Bill Payment Resolution, seconded Ms. Larkin. Poll Vote Taken; Chairman Masters Yes Board Member Bailey Yes Board Member Fleming Yes Board Member Larkin Yes Board Member Reardon Yes Board Member Rutili Yes The motion to approve the January 2014 Bill Payment Resolution was passed. FOR THE GOOD OF THE ORDER None. MOTION TO ADJOURN Mr. Reardon made a motion to adjourn the special meeting of January 27, 2014 and Ms. Bailey made the second. The January 27, 2014 Cook County Emergency Telephone System Board meeting was adjourned at 11:25 a.m. Next Meeting Cook County Administration Building 69 W. Washington, Lower Level (Pedway) Conference Room Chicago, IL February 3, :00 p.m. E.T.S.B. MINUTES January 27, Cook County Emergency Telephone System Board 9511 W. Harrison Des Plaines, IL Page 3

4 Shereen Gamble, Administrative Assistant Date E.T.S.B. MINUTES January 27, Cook County Emergency Telephone System Board 9511 W. Harrison Des Plaines, IL Page 4

5 911 COOK COUNTY EMERGENCY TELEPHONE SYSTEM BOARD Bill Payment Resolution Whereas the Emergency Telephone System Board of Cook County, Illinois has the need for supplies, equipment and services in coordinating and supervising the implementation and the ongoing maintenance of an emergency telephone system for the unincorporated areas of Cook County and municipalities of Dixmoor, Ford Heights, Golf, Northlake, Phoenix, Robbins and Stone Park; and; Whereas the Emergency Telephone System Board had received supplies equipment and/or services for the billings for transmitted for payment in the Board meeting of January 27, 2014 is itemized below; Now, therefore, be it resolved by the Emergency Telephone System Board of the County of Cook, Illinois that the custodian of the Emergency Telephone System Board make payments in the amounts set forth on behalf of the Emergency Telephone System Board. PAYEE EXPLANATIONS REFERENCE NUMBER ACCOUNT NUMBER Cook County Comptroller s Office 118 N. Clark, Room 500 Chicago, IL Salaries payable to Cook County FY2012 $859, FY2013 $ $1,312, Salaries AI AMOUNT $2,172, Approved and adopted this day, Attest, ETSB Member Date Attest, ETSB Member Date Please forward to the Cook County Treasurer

6 Cook County Emergency Telephone System Board Audit RFP Analysis Matrix For Fiscal Year End November 30, 2013 Indicate Minority Number Existing Proposal Ability to or Women of Years Average Experience Experience Relationship Firm Name Submitted Meet Deadline Size Business Proposed Price w/ Gov'ts w/ 911 Centers w/ CCETSB Rating Adelfia, LLC Yes Yes Small 12 professionals Yes 4 21, Yes Yes, but not a reference None 3 E.C. Ortiz & Co., LLC Yes Yes Medium 66 professionals Not specified 3 20, Yes Yes, but not a reference None 3 Mueller & Company Yes Yes Large 100 professionals Not specified 3 20, Yes Yes, but not a reference None 3 Washington, Pittman & McKeever Yes Yes Medium 40 professionals Yes 3 20, Yes Yes Current Auditor 3 GW & Associates Yes Yes Small unknown Not specified 3 16, Yes Not specified None 2 Velma Butler & Co., Ltd. Yes Yes Small 12 professionals Not specified 1 17, Yes Not specified None 2 Ragland & Associates Yes No Small 11 professionals Not specified 3 22, Yes Not specified None 1 Benford Brown & Associates Yes Yes Small 9 professionals Yes 3 28, Yes Not specified None 0 Omotosho & Associates, CPAs, LLC Incomplete N/A N/A N/A N/A N/A N/A N/A N/A 0 The rating was determined as follows: 20, ) If the average price quoted fell within $1,000 or lower of the average price of all proposals submitted, the firm received a +1, 2) If the firm had experience with governmental entities, the firm received a +1 3) If the firm had experience with 911 centers, the firm received a +1

7 Cook County 911 FYE 2012 Payroll Reconciliation PER COOK COUNTY ETSB 12/01/11 03/25/12 08/13/12 03/24/12 08/12/12 11/30/12 Total Admin/Clerical 155, , , , Overtime (ETSB Admin) 30, , , , Pension 13, , , , ETSB Dispatch per reports 152, , , , Overtime (ESTB Dispatch) per reports 25, , , , Pension per reports 10, , , , Grant 773, , , ,993, ,160, ,287, , ,307, Less Previous Payments: Disbursement # dated 06/06/2012 1,160, Disbursement # dated 12/07/2012 1,287, Amount To Be Paid 859,654.76

8 Cook County 911 FYE 2013 Payroll Reconciliation PER COOK COUNTY ETSB 12/01/12 05/19/13 10/20/13 05/18/13 10/19/13 11/30/13 Total Admin/Clerical 216, , , , Overtime fringe & other (ETSB Admin) 91, , , , ETSB Dispatch per reports 249, , , , Overtime fringe & other (ESTB Dispatch) 57, , , , Admin fee 45, , , , Grand Total: 659, , , ,312, Less Previous Payments: No payments made for FYE 2013 Salaries Amount To Be Paid 1,312,926.04