Governance Committee Meeting Minutes

Home Browse Search

. , Mike Ryan will visit with the contracting officer at Bureau of Reclamation (BOR) to get an idea of federal agency options, experiences, and suggestions, for such a policy. Mike Purcell urged all the states to do the same. Jerry Kenny stated it is important to deal with this early in the Program because so many contracts will be involved in Program work. Budget Related Items Process for handling contracts and payment of invoices Jerry Kenny provided an update on using basically the same invoice process for the Program as used during the Cooperative Agreement. Don Kraus said the policy should be updated and linked to the new procurement policy being developed. Discussion followed about how to streamline the process but ensure that RFPs are prepared and reviewed and contracts developed properly. Mike Purcell suggested the concept that the Executive Director's Office would prepare a pre-proposal document with the project scope, budget need, budget line item, budget adjustments, and any other important information included. That pre-proposal would be presented to the Finance Committee for approval before moving into development of a full RFP or contract. If approved by the FC, the ED could move ahead with developing a full proposal. Don Kraus stated this policy would have to be linked to the new procurement policy, and should include thresholds for when budget changes or expenditures need to be reviewed by both the FC and the GC. Brian Barels and Ann Bleed suggested that FC meetings include appropriate tech representatives to help review pre-proposals and provide guidance to the ED. Dale Strickland said this should be included in the policy, and Ann Bleed suggested the Web site could be a helpful way to track information. Jerry Kenny will elaborate on the pre-proposal process, links to the FC and GC, thresholds, and other matters. The GC approved. Task PD-8 - Database Management System Mike Purcell reported that the FC recommends moving ahead with contracting with the FWS team in Ft. Collins to provide the Database Management System for the Program. Jerry Kenny is prepared to move ahead with negotiations, but John Lawson stated he needs to see more detail about this process because it is a sole source issue. Jerry Kenny noted that there has been a written justification developed for going with the FWS team, but that he will add to it and strengthen it to address concerns. Ann Bleed noted that a key for using the FWS is that they are a member organization of the GC and will be around for at least as long as the Program. Mike Purcell stated that if the Program collapses, the data will still be with a public entity that is responsible for ESA compliance and determining if the Program is living up to its obligations. John Lawson said the FC will have to review this again after Jerry updates the written justification. Mike Ryan said the written justification needs to capture the process and the thinking that went into it. Mike Purcell suggested that Jerry Kenny move ahead both with developing a more extensive written justification for sole sourcing the DBMS with the FWS, and also beginning negotiations with the FWS with the caveat that this process will require additional FC and GC review. Jerry will report on the status of this at the October GC meeting. Dan Luecke stated that the meeting summary should indicate that there is not a fatal flaw in this process and that things will move ahead with the FWS in an orderly fashion according to Program document and GC guidance. The GC approved. This document is a draft based on one person's notes of the meeting. The official meeting minutes may be different if corrections are made by the Governance Committee before approval. Page 6 of 8