In a March 7 special meeting, the Alva City Council heard a presentation from Apprentice Information Systems. The company was one of the two responding to a request for proposals.
The City of Alva has a lot of different computers in a lot of different locations, some with poor internet service. Through maintenance contracts, a local company has been providing service as needed and backups to local servers. No local companies responded to the request for proposals.
At the March 7 meeting, the council voted 5-2 to enter into negotiations with Apprentice, expecting to wait for the project to begin until the new fiscal year starts July 1 since there was no money planned for it in the current budget.
On April 25, a special Alva City Council meeting was called to approve a master services agreement for IT services by Apprentice. The proposed agreement would allow Apprentice to begin work before July 1, and Apprentice agreed to waive their $17,000 fee due June 15. Beginning July 1, 2024, the annual maintenance contract will be $77,500 to be paid in quarterly installments of $19,375. Mayor Kelly Parker said the quarterly costs will be spread over all the city department budgets, excluding the library which will has a separate IT contract using federal funding.
City Business Manager Stephen Ford said the city is looking into a state grant for cyber security to help with this project.
Councilmember Troy Brooks asked about the Alva Public Library contract and was told that will continue with SPI at about $1200 per month.
Brooks also asked why there was no statement of work provided by Apprentice. Cornell Cross II from Apprentice was on a video feed. He explained that the master service agreement was the same as a statement of work. Parker said City Attorney Drew Cunningham reviewed that document twice.
Sadie Bier made a motion, seconded by Dr. Garrett Lahr, to approve the master services agreement. The motion carried in a 4-1 with Brooks voting no.
Next the council looked at Resolution 2024-010 amending the general fund budget. Part of the Apprentice Information Systems agreement is an upgrade to equipment and internet services including laying fiber to buildings that have poor internet service. The bid for that work is $257,135.
The budget amendment provides for a transfer of $85,000 from the Alva Utility Authority budget to the city’s General Fund budget and transferring $240,135 into capital outlay equipment. This will provide the funds needed to pay for the IT upgrade.
Bier made the motion to approve the budget amendment, seconded by Greg Bowman. The motion passed by a 4-1 vote with Brooks voting no.
Alva Utility Authority
Following the council meeting, the same members convened as the Alva Utility Authority (AUA).
First on the agenda was a budget amendment to show the transfer of the $85,000 from the AUA budget to the General Fund. A motion by Bier, seconded by Lahr, was approved 4-1 with Brooks voting no.
There were two projects on the agenda involving an Oklahoma Department of Transportation (ODOT) project on West Highway 64 that requires the relocation of city water and sewer lines.
The trustees voted unanimously to approve the lowest and best bid for the ODOT waterline relocation from Jackson Civil of $133,125.92.
Marsau Enterprises was approved for the lowest and best bid of $186,057.00 for the sewer line relocation.
In both of these projects, ODOT will be paying the costs.
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