State of Maine
Department of Administrative & Financial Services
Bureau of Information Services
Development, Network, & Production Services
145 State House Station
Augusta, Maine 04333-0145
Angus S. King, Jr. Robert A. Mayer, Director Janet E. Waldron
Governor Chief Information Officer Commissioner






NOVEMBER 3, 1998



Attendance: Members
Secretary of State Dan A. Gwadosky, Chair
Anne B. Shink, Maine League of Women Voters
Gloria De Grandpre, Maine Municipal Association
Lesley D. Sprague, Maine Association of Realtors
Linda Monica, Maine Trial Lawyers Association
Michael Pizzo, Maine Bankers Association
Jaynie Higgins, Public Member
Rudolph Naples, Deputy Commissioner, Dept. of Human Services
Richard Record, Director of Administrative Services, Dept. of Inland Fisheries and Wildlife
Robert A. Mayer, Chief Information Officer, Bureau of Information Services
Gary Nichols, State Librarian
Sam Levy, Executive Director UNET, University of Maine System
Deborah B. Carson, Financial Operations Officer, Judicial Branch
Additional Attendees:
Betty Lamoreau, Senior Contracts/Grants Specialist, Division of Purchases
Jim Henderson, State Archivist
Mary N. Cloutier, Staff to InforME Board, Bureau of Information Services
Rebecca Wyke, (Staff to the Chair) Assistant Secretary of State, Office of Secretary of State
Janet Grard, Technology Projects Coordinator, Office of Secretary of State


Secretary of State Dan Gwadosky started the meeting by having each member introduce themselves. He then recognized Gary Nichols who made a motion to accept the minutes of the October 9, 1998 meeting. The motion was seconded by Michael Pizzo and the vote was unanimous.

Secretary Gwadosky then thanked those members who had submitted comments to the draft RFP, and invited staff Mary Cloutier to review the new draft, which incorporated comments received since the first meeting.

During the review, the Board listened carefully to the advice provided by Betty Lamoreau, particularly in regard to the bidder evaluation process and scoring. After discussion, the Board unanimously adopted a motion made by Gary Nichols and seconded by Sam Levy to appoint a proposal review team of not more than 5 members. This team will be responsible for reviewing and scoring all bids, and for inviting the top scoring bidder(s) to make a presentation to the Board. Members wishing to serve on the proposal review team are invited to contact Secretary Gwadosky for appointment.

The Board also determined the scoring process, to be included in the RFP, and established the evaluation process. The proposal review team will score the proposals as required by the process outlined in the RFP and will report back to the entire Board on the results. The top scoring bidder(s) will then be invited to make a presentation to the entire Board, however, only the members of the proposal review team will score the presentations. The proposal review team will make a final selection and recommendation to the Board. The Board then approves or disapproves the recommendation by a vote. Linda Monica moved to accept the scoring process (as defined in the RFP) and the evaluation process as described above. Gary Nichols seconded the motion. The vote was unanimous.

After a vendor is selected, the vendor will enter into negotiations with the State's Chief Information Officer (Bob Mayer), as required in 5 M.R.S.A. Section 1886 sub-section 6A, and upon finalizing the contract, will become the Network Manager.

The Board also thoroughly discussed requiring bidders to obtain either a performance bond or an irrevocable standby letter of credit, based upon Mike Pizzo's research. They decided the latter was preferable, and Linda Monica agreed to draft and submit revised language to Mary Cloutier. Mike Pizzo will also draft and submit revised escrow language to Mary Cloutier.

Following the draft RFP review, Mike Pizzo moved and Linda Monica seconded, to accept the draft as amended. The motion carried by unanimous vote. Mary was charged with updating the draft RFP with the changes made during the review, and with posting the finalized version on the InforME home page to give members a final review opportunity by November 6.

The Board turned its attention to the "potential next steps" attached to the agenda. Mary Cloutier was directed to 1) strive to have the RFP ready to advertise by November 16, and 2) schedule a bidders conference (to address bidders' questions) in early December. Responses to the RFP will be due January 8, 1999, and the Board is hoping that the process can be completed, and a contract signed by Presidents' Day in late February.

Mary Cloutier was also directed to draft an annual report to the Legislature, reporting on the Board's activities as required by 1 M.R.S.A. Section 534, sub-section L, and post it on the web site for Board review, and approval. This report is due January 1, 1999.

The meeting adjourned at 12:30 p.m.

Respectfully submitted,

Mary N. Cloutier, Staff to the Board