BbTF Minutes 07-21-2021 - Laserfiche WebLink

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Terri -concern that vendors can meet minimum requirements; what is list of question that will be asked? Jim - list of questions from vendor document will be asked; vendors can add pertinent information Vasu -can we prioritize vendors by who might be able to meet requirements? Sally, Catharine, Earl - prioritize by sign up time Todd -Who should be asking the questions? Who should be the lead? Discussion about list of questions and what is current list-the 5 questions on the PDF in OC press release and what the state sent are correct Earl suggested that Sally lead the questions since he may not be able to attend the meeting Sally agreed to ask the questions/lead the meeting; suggested that task force members ask follow- up questions after she asks each question; may need a timekeeper like Jim or Travis; will make sure vendors actually answer the questions Jim -will let vendors know that expectation is that they address the five questions and provide additional information Terri - recommends telling vendors that they have 5-10 minutes to answer questions and the rest of the time is for follow-up Vasu - make sure vendors don't go down rabbit holes; need timekeeper Sally- have timer on meeting like BOCC meetings Jim -we can have another meeting if needed; but the hope is to move into the RFP phase after the vendor meeting Terri -there is not a question about whether provider is willing to have county own fiber network; if no vendor is willing then that will provide information about how we go forward Sally-will need to clarify if vendor is open to ownership during the vendor meeting Jim will contact Spectrum/Time Warner since they said they would attend the vendor meeting but have not signed up Conclusion: • Order of presentations will be in the order of sign up • 10 minutes to answer 5 questions and present other information • 10 minutes for follow-up questions • Jim will • Forward state email to vendors (re-send PDF) and confirm they know the goals • Assign times for each vendor • Schedule will be ready by noon tomorrow • Send copy of email he sends to vendors to the task force Discussion Leader(s)/Host(s) • State folks?- no state folks are at this meeting so county will run discussion; Reps Insko, Meyer and Sen. Foushee have been invited to the vendor meeting and are interested in attending • Orange County folks? -Sally Greene will lead,task force members will ask follow-up questions Old Business/New Business/Housekeeping-Greene/McKee • Jim will send out action register by the end of the week for task force to review and make sure staff is on track • Call Jim if conversation prior to the meeting is needed • Meeting will start in practice mode; panelists can get organized before attendees/vendors are admitted