Legislature(2023 - 2024)ANCH LIO DENALI Rm

06/14/2024 02:00 PM Senate LEGISLATIVE COUNCIL

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Audio Topic
02:05:35 PM Start
03:17:34 PM Adjourn
* first hearing in first committee of referral
+ teleconferenced
= bill was previously heard/scheduled
+ I. Approval of the Agenda TELECONFERENCED
+ II. Approval of Minutes TELECONFERENCED
a. April 30, 2024
+ III. Contract Approvals TELECONFERENCED
a. State Microsoft Agreement
b. Ombudsman Legal Services
c. Fairbanks LIO Lease Extension Renewal
d. Mat-Su LIO Lease Extension Renewal
IV. Executive Session
a. RFP 668 - Alaska State Capitol Audio and Video
Equipment Installation
b. RFP 671 - Alaska State Capitol Audio and Video
Equipment Programming
+ V. Committee Business TELECONFERENCED
a. Print Shop Copier Purchase
b. Capitol Carpet Replacement
c. Late Travel Reimbursement Request
                    ALASKA STATE LEGISLATURE                                                                                  
                       LEGISLATIVE COUNCIL                                                                                    
                                                                                                                              
                          JUNE 14, 2024                                                                                       
                             2:00 PM                                                                                          
                                                                                                                              
   MEMBERS PRESENT                                                                                                            
   Senator Elvi Gray-Jackson, Chair                                                                                           
   Representative Kevin McCabe, Vice Chair                                                                                    
   Senator Click  Bishop                                                                                                      
   Senator Jesse  Kiehl                                                                                                       
   Senator Donny  Olson                                                                                                       
   Senator Gary Stevens                                                                                                       
   Representative Bryce Edgmon                                                                                                
   Representative Craig Johnson                                                                                               
   Representative George Rauscher                                                                                             
   Representative Dan Saddler                                                                                                 
   Representative Cathy Tilton                                                                                                
                                                                                                                              
   MEMBERS ABSENT                                                                                                             
   Senator Matt Claman                                                                                                        
   Senator Lyman Hoffman                                                                                                      
   Senator Bert Stedman (alternate)                                                                                           
   Representative Sara Hannan                                                                                                 
                                                                                                                              
   OTHER MEMBERS PRESENT                                                                                                      
   Senator David Wilson                                                                                                       
                                                                                                                              
   AGENDA                                                                                                                     
   APPROVAL OF AGENDA                                                                                                         
   APPROVAL OF MINUTES                                                                                                        
   CONTRACT APPROVALS                                                                                                         
   EXECUTIVE SESSION                                                                                                          
   COMMITTEE BUSINESS                                                                                                         
                                                                                                                              
   SPEAKER REGISTER                                                                                                           
   Jessica Geary, Executive Director, Legislative Affairs                                                                     
   Agency (LAA)                                                                                                               
   Shay Wilson, Chief Information Officer, LAA                                                                                
   Kate Burkhart, Ombudsman                                                                                                   
   JC Kestel, Procurement Officer, LAA                                                                                        
   Tim Powers, Chief Technology and Outreach Officer, LAA                                                                     
   John Wright, Manager, Print Shop, LAA                                                                                      
                                                                                                                              
I.    CALL TO ORDER                                                                                                         
                                                                                                                                
2:05:35 PM                                                                                                                  
CHAIR  GRAY-JACKSON  called  the Legislative  Council  meeting  to                                                            
order  in the  Anchorage  Legislative  Information  Office  Denali                                                            
Room. Present  at the call  were: Senators  Bishop, Gray-Jackson,                                                             
Kiehl,   Olson,   Stevens;   Representatives    Edgmon,   Johnson,                                                            
McCabe, Tilton.                                                                                                               
                                                                                                                              
Nine members present.                                                                                                         
                                                                                                                              
Representative   Saddler  joined   the  meeting  at  2:08pm,   and                                                            
Representative Rauscher joined at 2:17pm.                                                                                     
                                                                                                                              
II. APPROVAL OF AGENDA                                                                                                      
                                                                                                                              
2:07:21 PM                                                                                                                  
VICE  CHAIR  MCCABE   moved  and  asked  unanimous  consent   that                                                            
Legislative Council approve the agenda as presented.                                                                          
                                                                                                                              
The motion passed without objection.                                                                                          
                                                                                                                              
III. APPROVAL OF MINUTES                                                                                                    
                                                                                                                              
2:07:36 PM                                                                                                                  
VICE  CHAIR MCCABE  moved  that Legislative  Council  approve  the                                                            
minutes  for  the April  30,  2024,  Legislative  Council  meeting                                                            
as presented.                                                                                                                 
                                                                                                                              
The motion passed without objection.                                                                                          
                                                                                                                              
IV. CONTRACT APPROVAL                                                                                                       
      a. State Microsoft Agreement                                                                                            
                                                                                                                              
2:07:58 PM                                                                                                                  
VICE  CHAIR MCCABE  moved  that Legislative  Council  approve  the                                                            
expenditure   of   $303,000  for   the   first  of   five   annual                                                            
installments  to Software House International (SHI)  that licenses                                                            
the Legislature to use Microsoft's software.                                                                                  
                                                                                                                              
CHAIR  GRAY-JACKSON objected  for  the purpose  of discussion  and                                                            
asked  Shay  Wilson,  Chief  Information   Officer,  to  speak  to                                                            
this item.                                                                                                                    
                                                                                                                              
SHAY  WILSON,  Chief  Information  Officer,  Legislative   Affairs                                                            
Agency (LAA), stated  before Council members was a memo  regarding                                                            
the   Microsoft   Enterprise   Software    Agreement.   In   2021,                                                            
Legislative   Council  authorized   LAA  to  enter  a  three-year                                                             
contract with Microsoft  with annual renewals. That contract  ends                                                            
at the end of this month.                                                                                                     
                                                                                                                              
This software  includes a  wide range of  applications used  daily                                                            
by legislative  employees  including computer  operating  systems;                                                            
applications    like    Outlook,    Word,    Excel,   PowerPoint;                                                             
collaboration  software  Teams;  and storage.  The  licenses  also                                                            
include  software that runs  the legislature's  servers  including                                                            
BASIS, file  system storage, and  the databases required  to store                                                            
and track the bill process.                                                                                                   
                                                                                                                              
This contract  was negotiated  in conjunction  with the  executive                                                            
and judicial  branches and  used software  reseller SHI to  secure                                                            
the lowest  pricing on  this software licensing.  The legislative                                                             
branch also  targeted a five-year  enterprise agreement  to secure                                                            
even further discounts.                                                                                                       
                                                                                                                              
The  total price  for  year one  of the  enterprise  agreement  is                                                            
$303,000 to  be paid from Division  of Technology and Information                                                             
Fiscal Year 2025 operating funds.                                                                                             
                                                                                                                              
There was no  further discussion.  Chair Gray-Jackson removed  her                                                            
objection and asked for a roll call vote.                                                                                     
                                                                                                                              
2:10:33 PM                                                                                                                  
YEAS:  Senators  Bishop,  Gray-Jackson,   Kiehl,  Olson,  Stevens;                                                            
Representatives Edgmon, Johnson, McCabe, Saddler                                                                              
                                                                                                                              
NAYS: None                                                                                                                    
                                                                                                                              
The motion passed 9-0.                                                                                                        
                                                                                                                              
  b. Ombudsman Legal Services                                                                                                 
                                                                                                                              
2:11:14 PM                                                                                                                  
VICE CHAIR  MCCABE moved  that Legislative  Council authorize  the                                                            
expenditure  of an amount not to exceed $80,000    to be paid from                                                            
existing  funds in  the Ombudsman  operating  budget    for  legal                                                            
services  provided by  Holland and  Hart LLP to  the Alaska  State                                                            
Ombudsman in the Thomas Meadows petition matter.                                                                              
                                                                                                                              
CHAIR  GRAY-JACKSON objected  for  the purpose  of discussion  and                                                            
asked  Kate  Burkhart,   Alaska  State  Ombudsman,   to  speak  to                                                            
this item.                                                                                                                    
                                                                                                                              
KATE  BURKHART, Alaska  State Ombudsman,  stated  that earlier  in                                                            
the year  a complainant  was dissatisfied  with the investigation                                                             
of a complaint  they made  to the Ombudsman  and sought to  appeal                                                            
to  the   Alaska  Superior   Court.  Initially   the  matter   was                                                            
dismissed,  but  he refiled  in March  and  that matter  is  still                                                            
pending.   The  Ombudsman  has  retained   Holland  and   Hart  to                                                            
represent  their office in this matter.  At the time we  submitted                                                            
the  memo  to Legislative  Council  we  had  expended  $36,000  in                                                            
attorney  fees; since then  they have been  invoiced and  approved                                                            
payment for an additional  $5,764. The judge has  not ruled on the                                                            
matter.  Ombudsman Burkhart  does not  know if  they will need  to                                                            
appear in court  for a hearing or if the judge will  decide on the                                                            
pleadings.  She said they anticipate  the complainant will  appeal                                                            
whatever  the outcome,  so they are  seeking approval  to pay  for                                                            
attorney  fees  through the  completion  of  this matter.  At  her                                                            
request,  Holland  and Hart  estimated  that, given  the  briefing                                                            
that has already  been done, it should come in under $80,000,  but                                                            
there is no guarantee.                                                                                                        
                                                                                                                              
REPRESENTATIVE  SADDLER asked what is at issue with this  lawsuit.                                                            
                                                                                                                              
MS. BURKHART responded  that the petitioner, Thomas Meadows,  made                                                            
a complaint  to the Ombudsman which  was investigated.  He did not                                                            
agree with the findings so he attempted to file an administrative                                                             
appeal to  the Superior  Court like one  would with the  executive                                                            
branch.  The  Alaska  Ombudsman  specifically  prevents   judicial                                                            
review of Ombudsman  actions as part of the separation  of powers.                                                            
Mr.  Meadows'  first  attempt   was  dismissed,  so  he  filed  an                                                            
Ombudsman  grievance which  was considered  by someone other  than                                                            
herself. He was unhappy with that outcome,  so Mr. Meadows refiled                                                            
the appeal  again; it's considered  a new matter, which  is why it                                                            
has a new case number,  and it is still pending before  the judge.                                                            
                                                                                                                              
Ms. Burkhart  noted that while Mr.  Meadows believes the  findings                                                            
are  inaccurate or  unsupported  by the  evidence,  the key  legal                                                            
issue  is whether  the Ombudsman's  findings  in an investigation                                                             
are subject  to judicial review.  Our statute makes it  clear they                                                            
are not.                                                                                                                      
                                                                                                                              
REPRESENTATIVE SADDLER asked what the original issue was.                                                                     
                                                                                                                              
MS. BURKHART  responded that if the  Committee would like  to have                                                            
a substantive  discussion  related to this  matter, she would  ask                                                            
that be done  in Executive Session  due to statutory requirements                                                             
related to confidentiality  and that  this is pending litigation.                                                             
                                                                                                                              
There was no  further discussion.  Chair Gray-Jackson removed  her                                                            
objection and asked for a roll call vote.                                                                                     
                                                                                                                              
2:15:36 PM                                                                                                                  
YEAS:  Senators  Bishop,  Gray-Jackson,   Kiehl,  Olson,  Stevens;                                                            
Representatives Edgmon, Johnson, McCabe, Saddler, Tilton                                                                      
                                                                                                                              
NAYS: None                                                                                                                    
                                                                                                                              
The motion passed 10-0.                                                                                                       
                                                                                                                              
  c. Fairbanks LIO Lease Extension Renewal                                                                                    
                                                                                                                              
2:16:13 PM                                                                                                                  
VICE CHAIR MCCABE moved  that Legislative Council approve  Renewal                                                            
No. 4 of the  lease for the Fairbanks  office space in  the amount                                                            
of $217,536.24.                                                                                                               
                                                                                                                              
CHAIR  GRAY-JACKSON objected  for  the purpose  of discussion  and                                                            
asked JC Kestel, Procurement  Officer, LAA to speak  to this item.                                                            
                                                                                                                              
JC  KESTEL,  Procurement  Officer,  LAA, stated  that  the  Agency                                                            
leases  office   space  from  Global   Federal  Credit   Union  in                                                            
Fairbanks  for the  Interior  Delegation  and the  Fairbanks  LIO.                                                            
That lease is currently  in Renewal No. 3, which expires  July 31,                                                            
2024. He  said the  Agency is seeking  to exercise  Renewal  No. 4                                                            
for the period August  1, 2024, through July 31, 2025.  This lease                                                            
renewal   exceeds   $50,000   in  one   fiscal   year,   therefore                                                            
Legislative Council approval is required.                                                                                     
                                                                                                                              
SENATOR  STEVENS stated that  at one time,  the legislature  had a                                                            
separate  North Pole office  and asked if  all the Fairbanks  area                                                            
legislators are now in the Fairbanks LIO.                                                                                     
                                                                                                                              
MR. KESTEL  confirmed that was correct  with the exception  of one                                                            
Interior member from Tok who maintains  an office in his district.                                                            
He added,  in response to  a question by  Vice Chair McCabe,  that                                                            
there  are  nine legislative   offices,  two visiting  legislator                                                             
offices, and two conference rooms.                                                                                            
                                                                                                                              
There was no  further discussion.  Chair Gray-Jackson removed  her                                                            
objection and asked for a roll call vote.                                                                                     
                                                                                                                              
2:19:11 PM                                                                                                                  
YEAS:  Senators  Bishop,  Gray-Jackson,   Kiehl,  Olson,  Stevens;                                                            
Representatives     Edgmon,     Johnson,     McCabe,     Rauscher,                                                            
Saddler, Tilton                                                                                                               
                                                                                                                              
NAYS: None                                                                                                                    
                                                                                                                              
The motion passed 11-0.                                                                                                       
                                                                                                                              
                                                                                                                              
  d. Mat-Su LIO Lease Extension Renewal                                                                                       
                                                                                                                              
2:19:51 PM                                                                                                                  
VICE CHAIR MCCABE moved  that Legislative Council approve  Renewal                                                            
No.  3 of the  lease  for Mat-Su  office  space in  the amount  of                                                            
$191,820.72.                                                                                                                  
                                                                                                                              
CHAIR  GRAY-JACKSON objected  for  the purpose  of discussion  and                                                            
asked, JC Kestel, Procurement Officer, to speak to this item.                                                                 
                                                                                                                              
MR.  KESTEL, Procurement  Officer,  LAA,  stated  that the  Agency                                                            
leases office  space from 600 Railroad  Ave., LLC, for  the Mat-Su                                                            
Delegation  and LIO  in Wasilla.  Renewal No.  2 is expiring  July                                                            
31, 2024,  and Renewal  No. 3 would  be for the  period August  1,                                                            
2024, through  July 31, 2025. This  lease renewal exceeds  $50,000                                                            
in one  fiscal year; therefore,  Legislative  Council approval  is                                                            
required.                                                                                                                     
                                                                                                                              
VICE CHAIR  MCCABE, as a member of  the Mat-Su Delegation,  shared                                                            
with members  that a school  was moving out  of the facility  that                                                            
houses the  LIO and legislative  offices  and asked if the  lessor                                                            
had advised who would be moving into that vacated space.                                                                      
                                                                                                                              
MR.  KESTEL  said  he has  twice  asked  that  question,  but  the                                                            
lessor's property  manager has not  provided a thorough  answer as                                                            
there  seems  to  be  some  uncertainty  as  to  when  the  school                                                            
is leaving.                                                                                                                   
                                                                                                                              
VICE CHAIR  MCCABE shared that legislative  parking at  the Mat-Su                                                            
office has  been a concern and suggested  that, once a new  tenant                                                            
has  been identified,  the  property  manager communicate  a  plan                                                            
that will accommodate all tenants.                                                                                            
                                                                                                                              
MR. KESTEL  said that this  lease currently  includes ten  parking                                                            
spaces,  and  that it  may be  possible  to negotiate  additional                                                             
parking spaces. He speculated  that additional buildings  recently                                                            
added to the  property may also be  contributing to that  problem.                                                            
                                                                                                                              
There was no  further discussion.  Chair Gray-Jackson removed  her                                                            
objection and asked for a roll call vote.                                                                                     
                                                                                                                              
2:23:24 PM                                                                                                                  
YEAS:  Senators  Bishop,  Gray-Jackson,   Kiehl,  Olson,  Stevens;                                                            
Representatives     Edgmon,     Johnson,     McCabe,     Rauscher,                                                            
Saddler, Tilton                                                                                                               
                                                                                                                              
NAYS: None                                                                                                                    
                                                                                                                              
The motion passed 11-0.                                                                                                       
                                                                                                                              
V.    EXECUTIVE SESSION                                                                                                     
      a. RFP 668  Alaska State Capitol Audio and Video Equipment                                                            
        Installation                                                                                                          
      b. RFP 671 - Alaska State Capitol Audio and Video Equipment                                                           
        Programming                                                                                                           
                                                                                                                              
CHAIR GRAY-JACKSON  said Council  would go into Executive  Session                                                            
to consider a notice  of intent to award two RFPs: (1)  the Alaska                                                            
State Capital Audio  and Video Equipment Installation  and (2) the                                                            
Alaska State Capitol Audio and Video Equipment Programming.                                                                   
                                                                                                                              
2:24:21 PM                                                                                                                  
VICE  CHAIR  MCCABE   moved  and  asked  unanimous  consent   that                                                            
Legislative Council  go into Executive Session under  Uniform Rule                                                            
22(B)(1),  discussion  of  matters,  the  immediate  knowledge  of                                                            
which would  adversely affect  the finances  of a government  unit                                                            
and  22(B)(3),  discussion  of  a  matter  that may,  by  law,  be                                                            
required  to  be  confidential.  The  following   individuals  may                                                            
remain in  the room or  online during Executive  Session:  Jessica                                                            
Geary, Megan  Wallace, Susie  Lemons, Tim  Powers, JC Kestel,  and                                                            
Ernest Daigle;  Proposal Evaluation  Committee (PEC) members  Shay                                                            
Wilson,  Danea  Burns,   Amanda  Krafft,  Matt  Simpson,   Micaela                                                            
Bradner;  K2 Audio Engineer  Ben Gleason;  any legislators  not on                                                            
Legislative    Council;    and    any   staff    of   Legislative                                                             
Council members.                                                                                                              
                                                                                                                              
A roll call vote was taken.                                                                                                   
                                                                                                                              
2:25:15 PM                                                                                                                  
YEAS:  Senators  Bishop,  Gray-Jackson,   Kiehl,  Olson,  Stevens;                                                            
Representatives     Edgmon,     Johnson,     McCabe,     Rauscher,                                                            
Saddler, Tilton                                                                                                               
                                                                                                                              
NAYS: None                                                                                                                    
                                                                                                                              
The motion passed 11-0.                                                                                                       
                                                                                                                              
2:26:13 PM                                                                                                                  
Council went into Executive Session.                                                                                          
                                                                                                                              
2:48:53 PM                                                                                                                  
Council came out of Executive Session.                                                                                        
                                                                                                                              
A roll call vote was taken to establish a quorum.                                                                             
                                                                                                                              
Present  at the call were  Senators Bishop,  Gray-Jackson,  Kiehl,                                                            
Olson,   Stevens;   Representatives   Edgmon,   Johnson,   McCabe,                                                            
Rauscher, Saddler, Tilton.                                                                                                    
                                                                                                                              
Eleven members present.                                                                                                       
                                                                                                                                
2:49:37 PM                                                                                                                  
VICE  CHAIR MCCABE  moved  that Legislative  Council  approve  the                                                            
award of both RFP 668  and RFP 671, to Sound Decisions,  LLC, with                                                            
a not-to-exceed  contract  value of  $1,295,800  to be paid  using                                                            
existing capital funds.                                                                                                       
                                                                                                                              
CHAIR  GRAY-JACKSON objected  for  the purpose  of discussion  and                                                            
asked,  Tim Powers,  Chief  Technology  and Outreach  Officer,  to                                                            
speak to this item.                                                                                                           
                                                                                                                              
TIM  POWERS, Chief  Technology  and  Outreach Officer,  LAA,  said                                                            
there  are two  RFPs  for consideration:  RFP  668  and 671  audio                                                            
video (AV) equipment  installation and the equipment programming.                                                             
He said  in December of  2022 the Legislative  Council approved  a                                                            
contract with  K2 Audio LLC, an AV consulting firm,  to assess and                                                            
design  a replacement  plan  for  the Capitol's  audio  and  video                                                            
systems.  This  independent   review  resulted  in  the  two  RFPs                                                            
presented for consideration  today. K2 Audio Engineer  Ben Gleason                                                            
is available  on the phone to answer  any technical questions.  He                                                            
said the  rationale  for this upgrade  is that  the current  audio                                                            
system in  the chambers  and committee rooms  are nearing  the end                                                            
of  their lifespan  and  are experiencing  quality  decline.  Both                                                            
Sergeants-at-Arms  can confirm the need for replacement.  Existing                                                            
limitations  with  the  technology  level of  the  existing  audio                                                            
systems   prevent   full  integration   of   projection   systems,                                                            
presentation  computers, LIO audio systems, and they  hinder video                                                            
conference  capabilities  through Microsoft  Teams.  He noted  the                                                            
temporary  solutions implemented  during  the pandemic to  support                                                            
the inclusion  of video  participation resulted  in a significant                                                             
amount  of staff  time to  maintain and  has been  unreliable.  He                                                            
said  without this  investment,  the  Division of  Technology  and                                                            
Information   cannot  replace  the  failing  equipment   before  a                                                            
critical  breakdown  occurs  which  would  negatively  impact  the                                                            
legislatures productivity and accessibility to the public.                                                                    
                                                                                                                              
Cost  information  for this  project includes  RFP  668 Audio  and                                                            
Video  Equipment  Installation   at  $1,095,946.46,  plus  a  five                                                            
percent  contingency,  and the value  of RFP  671 at $144,515.08,                                                             
brings the total combined request of $1,295,800.                                                                              
                                                                                                                              
2:52:11 PM                                                                                                                  
Council took a brief at-ease.                                                                                                 
                                                                                                                              
                                                                                                                              
2:53:36 PM                                                                                                                  
Council returned from brief at-ease.                                                                                          
                                                                                                                              
2:53:39 PM                                                                                                                  
VICE  CHAIR MCCABE,  at the  request  of the Chair,  restated  the                                                            
motion and  moved that Legislative  Council  approve the award  of                                                            
both RFP  668 for  $1,150,800 and  RFP 671 for  $145,000 to  Sound                                                            
Decisions,  LLC,  with a  not-to-exceed  contract  value  totaling                                                            
$1,295,800 to be paid using existing capital funds.                                                                           
                                                                                                                              
CHAIR GRAY-JACKSON  again objected for the purpose of discussion.                                                             
                                                                                                                              
VICE CHAIR  MCCABE said  he has experienced  some of the  problems                                                            
resulting  from  the current  audio  system, including  having  to                                                            
change  rooms  mid-committee   meeting  or  canceling   a  meeting                                                            
because the audio  wasn't working. He asked Mr. Powers  to briefly                                                            
explain  for the public  why the legislature  needs to spend  this                                                            
amount of money.                                                                                                              
                                                                                                                              
MR.  POWERS  explained  that  audio systems  are  crucial  to  the                                                            
legislature  since  the  Capital   is physically   far  from  many                                                            
constituents;  the legislature  has attempted  to "shrink  Alaska"                                                            
digitally   by   using   technology.   The   audio   systems   and                                                            
teleconferencing   are  primarily  how  Alaskans  participate   in                                                            
committee  meetings.  When  the audio  system  does  not work  and                                                            
invited  testifiers are unable  to participate,  it is disruptive                                                             
to the  process.  These disruptions  and  resulting  delays are  a                                                            
frequent  occurrence  and very  problematic.  When committees  are                                                            
discussing  matters  of importance,  technical  issues should  not                                                            
be a factor.                                                                                                                  
                                                                                                                              
SENATOR  BISHOP stated that  Representative  McCabe raised  a good                                                            
question.  He continued that another  factor for consideration  is                                                            
the dollar amount  for the whole legislature to be  shut down. The                                                            
legislature has 121 days to conduct business  and having to cancel                                                            
meetings can put essential pieces of legislation in peril.                                                                    
                                                                                                                              
There was no  further discussion.  Chair Gray-Jackson removed  her                                                            
objection and asked for a roll call vote.                                                                                     
                                                                                                                              
2:56:58 PM                                                                                                                  
YEAS:  Senators  Bishop,  Gray-Jackson,   Kiehl,  Olson,  Stevens;                                                            
Representatives     Edgmon,     Johnson,     McCabe,     Rauscher,                                                            
Saddler, Tilton                                                                                                               
                                                                                                                              
NAYS: None                                                                                                                    
                                                                                                                              
The motion passed 11-0.                                                                                                       
                                                                                                                              
VI. COMMITTEE BUSINESS                                                                                                      
      a. Print Shop Copier Purchase                                                                                         
                                                                                                                              
2:57:57 PM                                                                                                                  
VICE CHAIR  MCCABE moved  that Legislative  Council authorize  the                                                            
purchase of  a new Print Shop copier  in the amount of $90,511.75                                                             
from Boynton Office Systems using existing capital funds.                                                                     
                                                                                                                              
CHAIR  GRAY-JACKSON objected  for  the purpose  of discussion  and                                                            
asked John Wright, Print Shop Manager, to speak to this item.                                                                 
                                                                                                                              
JOHN WRIGHT,  Manager,  Print Shop,  LAA, stated  that the  Agency                                                            
would  like  to  replace  one of  the  Print  Shop's  aging,  main                                                            
production  copiers. The  current machine  is seven years  old and                                                            
has  over 10.5  million  prints  on  it. He  said  older  machines                                                            
typically  require more  frequent  service and  experience  longer                                                            
down times.                                                                                                                   
                                                                                                                              
Mr. Wright  noted that service on  the existing Xerox machine  has                                                            
also  been an  issue. When  the Agency  purchased  it seven  years                                                            
ago,  local Xerox  service technicians  were  available;  however,                                                            
beginning  about two years  ago, Xerox has  been unable to  retain                                                            
a local technician. Currently, service is provided by out-of-                                                                 
state technicians  resulting in  wait times of up to a month.  The                                                            
proposed  replacement  machine is  a Canon V900;  Canon has  local                                                            
technicians through Boynton Office Supplies who provide a one-                                                                
day response time.                                                                                                            
                                                                                                                              
REPRESENTATIVE  SADDLER  asked  about  the  quality of  the  Canon                                                            
copier  to ensure the  legislature  is not losing  reliability  in                                                            
service of cost.                                                                                                              
                                                                                                                              
MR. WRIGHT  responded that  while the Print  Shop has not  yet had                                                            
a Canon,  he has worked  with Canons  in previous  jobs and  has a                                                            
high regard  for their products.  He said  a Canon representative                                                             
demonstrated  the  machine  would be  very  similar  to the  Xerox                                                            
capabilities;  in fact, it proved  equal in speed and quality.  He                                                            
said his philosophy is the machine  is only as good as the service                                                            
provided;  service has  been lacking  from Xerox  which is  why he                                                            
is now considering the Canon.                                                                                                 
                                                                                                                              
Mr.   Wright,   in   response   to   a   follow-up   question   by                                                            
Representative   Saddler,   confirmed  that   the  Canon   service                                                            
(described   as  a  per-click  fee   which  covers  any   required                                                            
maintenance  and parts,  as well as  toner) and  ink cost will  be                                                            
similar to the Xerox machine.                                                                                                 
                                                                                                                              
MR. KESTEL  added that the Agency  has procured Canon copiers  for                                                            
use in  several other  offices. He  said that  Canon machines  are                                                            
reliable and the vendor offers great service.                                                                                 
                                                                                                                              
VICE CHAIR  MCCABE asked  if 10.1 million  copies is half-life  or                                                            
better than half-life for a copier.                                                                                           
                                                                                                                              
MR. WRIGHT said that  10.5 million is common for a copier  machine                                                            
life span.  Machines will still operate  at ten to twelve  million                                                            
prints but require much more frequent service.                                                                                
                                                                                                                              
There was no  further discussion.  Chair Gray-Jackson removed  her                                                            
objection and asked for a roll call vote.                                                                                     
                                                                                                                              
3:04:26 PM                                                                                                                  
YEAS:  Senators  Bishop,  Gray-Jackson,   Kiehl,  Olson,  Stevens;                                                            
Representatives     Edgmon,     Johnson,     McCabe,     Rauscher,                                                            
Saddler, Tilton                                                                                                               
                                                                                                                              
NAYS: None                                                                                                                    
                                                                                                                              
The motion passed 11-0.                                                                                                       
                                                                                                                              
      b. Capitol Carpet Replacement                                                                                         
                                                                                                                              
3:05:08 PM                                                                                                                  
VICE CHAIR  MCCABE moved  that Legislative  Council authorize  the                                                            
purchase of new carpet for the Capitol  in an amount not to exceed                                                            
$70,000 from the vendor  offering the lowest cost, using  existing                                                            
capital funds.                                                                                                                
                                                                                                                              
CHAIR  GRAY-JACKSON objected  for  the purpose  of discussion  and                                                            
asked Jessica  Geary, Executive  Director, to speak to  this item.                                                            
                                                                                                                              
JESSICA  GEARY, Executive  Director,  LAA, said  she was  speaking                                                            
on behalf  of Serge Lesh,  Facilities Manager,  who is on  a much-                                                            
needed  vacation.  She stated  that  the  carpet in  the  Capitol,                                                            
specifically  on floors one, four, and five, was getting  worn and                                                            
threadbare  in several areas. She  said the fourth floor  was last                                                            
replaced in 2006 and floors one and five  in 2007. LAA has patched                                                            
and repaired  over the years  floors one  and five; floor  four is                                                            
the orange  floor  that was  supposed to  be red,  so many may  be                                                            
happy see  it replaced with  blue that matches  the other  floors.                                                            
Currently  on floors one  and five there  is Axminster Crownpoint                                                             
Border carpet    a photo  is included in  your packet; under  this                                                            
proposal,   all  three  floors   would  have   the  same   carpet.                                                            
Initially, the Agency  considered just replacing  the fifth floor,                                                            
however there  is a substantial discount  when ordering  in larger                                                            
quantity,   and   when   ordering   directly   from   the   carpet                                                            
manufacturer  Brinton,  there  is  an  even  larger  discount.  We                                                            
received  an initial  quote of $65,000  for four  rolls of  carpet                                                            
body  and three  rolls  of carpet  border.  While  procurement  is                                                            
ongoing,  it appears  this will be  the lowest  cost; and  pledged                                                            
that  LAA will  ensure  the  carpet  is purchased  at  the  lowest                                                            
cost possible.                                                                                                                
                                                                                                                              
REPRESENTATIVE  SADDLER asked  if the carpet  was manufactured  in                                                            
the United States.                                                                                                            
                                                                                                                              
MR. KESTEL  confirmed  the carpet  was made in  the United  States                                                            
in both New Jersey and Las Vegas.                                                                                             
                                                                                                                              
SENATOR  KIEHL  asked  if  the not-to-exceed   amount  of  $70,000                                                            
included installation.                                                                                                        
                                                                                                                              
MS. GEARY said installation  would be an additional cost;  current                                                            
quotes  to install  these  three  floors  would be  under  $50,000                                                            
which is the amount required to take before Council.                                                                          
                                                                                                                              
VICE CHAIR  MCCABE stated that his  office is on the first  floor,                                                            
and  he  has  tripped  over  carpet  tears  countless   times.  He                                                            
continued  that  the  Capitol  receives   many  visitors  and  the                                                            
current carpet condition  presents a safety hazard.  The duct tape                                                            
over worn areas is not always  effective, nor perhaps appropriate                                                             
for the Capitol as representative of the State of Alaska.                                                                     
                                                                                                                              
MS.  GEARY,  in  response   to  questions  from  Speaker   Tilton,                                                            
confirmed  the funding  for the  carpet would  come from  existing                                                            
capital  funds and  that there  were sufficient  existing  capital                                                            
funds   to   cover   all   the   projects   approved    today   by                                                            
Legislative Council.                                                                                                          
                                                                                                                              
There was no  further discussion.  Chair Gray-Jackson removed  her                                                            
objection and asked for a roll call vote.                                                                                     
                                                                                                                              
3:10:30 PM                                                                                                                  
YEAS:  Senators  Bishop,  Gray-Jackson,   Kiehl,  Olson,  Stevens;                                                            
Representatives     Edgmon,     Johnson,     McCabe,     Rauscher,                                                            
Saddler, Tilton                                                                                                               
                                                                                                                              
NAYS: None                                                                                                                    
                                                                                                                              
The motion passed 11-0.                                                                                                       
                                                                                                                              
3:11:12 PM                                                                                                                  
Council took a brief at-ease.                                                                                                 
                                                                                                                              
                                                                                                                              
3:11:59 PM                                                                                                                  
Council returned from brief at-ease.                                                                                          
                                                                                                                              
      c. Late Travel Reimbursement Request                                                                                  
                                                                                                                                
3:12:32 PM                                                                                                                  
CHAIR   GRAY-JACKSON   stated  that   according   to  Legislative                                                             
Council     Travel  and   Per  Diem   Policy,   a  legislator   or                                                            
legislative   employee   must   request   travel   per   diem   or                                                            
reimbursement  for actual  expenses by submitting  a claim  to LAA                                                            
within  sixty  days  after  returning  from  the  trip.  She  said                                                            
Representative  Prax traveled on November 29, 2023,  and submitted                                                            
a Travel Reimbursement  Claim Form  on May 20, 2024; according  to                                                            
policy,  due to the  late request,  Legislative  Council  approval                                                            
is required to reimburse.                                                                                                     
                                                                                                                              
VICE  CHAIR MCCABE  moved  that Legislative  Council  approve  the                                                            
late     travel     reimbursement     request     submitted     by                                                            
Representative Prax.                                                                                                          
                                                                                                                              
CHAIR GRAY-JACKSON  objected  for the purpose  of discussion.  Ms.                                                            
Geary  is  available   to  answer   questions  about  the   travel                                                            
reimbursement policy.                                                                                                         
                                                                                                                              
REPRESENTATIVE  JOHNSON  asked about  staff reimbursement  and  if                                                            
they have the same sixty-day requirement.                                                                                     
                                                                                                                              
MS. GEARY stated  that is typically  only applied to legislators.                                                             
                                                                                                                              
REPRESENTATIVE  JOHNSON shared that he had a staff  member who was                                                            
one day late  submitting a staff lodging  reimbursement  claim and                                                            
lost $900  worth of  housing reimbursement;  this  person was  not                                                            
given  an option to  come before  Legislative  Council to have  it                                                            
approved.  He said that to  be fair, if  someone is late,  they're                                                            
late  and if  we are  going to  deny staff,  we  should also  deny                                                            
legislators as well.                                                                                                          
                                                                                                                              
MS.  GEARY  said the  [Travel  and  Per Diem]  policy  applies  to                                                            
legislators   and  staff,  and  the  reason  she   used  the  term                                                            
 typically   in her earlier response  is that staff travel  may be                                                            
paid from  several  different funding  sources,  not all of  which                                                            
are governed  by the  Travel and  Per Diem Policy.  Travel  out of                                                            
the Allowance  Account or  travel related  to the Lodging  Stipend                                                            
or Relocation,  have different rules  applied, so without  knowing                                                            
the specific  facts  in this case,  she said  she couldn't  really                                                            
comment  as this is  the first  she had heard  about it.  However,                                                            
staff who travel  under the Travel and Per Diem policy  who turned                                                            
in their  travel late  would have  the same ability  to appeal  to                                                            
this committee as a legislator.                                                                                               
                                                                                                                              
REPRESENTATIVE   JOHNSON  said  he  believed  it  was  housing  as                                                            
opposed  to  travel  and  wanted  to  understand   the difference                                                             
in policy.                                                                                                                    
                                                                                                                              
MS. GEARY said she would be happy to discuss this further  offline                                                            
as the  Staff Lodging Stipend  falls under  the Moving and  Travel                                                            
Policy, which is a different policy with different rules.                                                                     
                                                                                                                              
There was no  further discussion.  Chair Gray-Jackson removed  her                                                            
objection,  asked  for  a  roll  call  vote,   and  recommended  a                                                            
yes vote.                                                                                                                     
                                                                                                                              
3:15:42 PM                                                                                                                  
YEAS:  Senators  Bishop,  Gray-Jackson,   Kiehl,  Olson,  Stevens;                                                            
Representatives     Edgmon,     Johnson,     McCabe,     Rauscher,                                                            
Saddler, Tilton                                                                                                               
                                                                                                                              
NAYS: None                                                                                                                    
                                                                                                                              
The motion passed 11-0.                                                                                                       
                                                                                                                              
VII. ADJOURNMENT                                                                                                              
                                                                                                                              
CHAIR  GRAY-JACKSON,  after confirming  there  were no additional                                                             
comments  by members, advised  that she did  not expect to  have a                                                            
Legislative  Council  meeting   in July.  The  remaining   interim                                                            
meetings  would likely  be August  13 or 14;  late September;  and                                                            
during the week of December 9 through 13. These  are all deadline-                                                            
driven dates  for contracts, leases,  and RFPs. The Chair  thanked                                                            
members, LAA staff, and her staff for their contributions.                                                                    
                                                                                                                              
3:17:34 PM                                                                                                                  
With no  further business  before the committee,  the meeting  was                                                            
adjourned at 3:17 pm.                                                                                                         

Document Name Date/Time Subjects
Leg Council Agenda_Final_06.14.24.pdf JLEC 6/14/2024 2:00:00 PM
Leg Council Minutes_Draft_04.30.24.pdf JLEC 6/14/2024 2:00:00 PM
FY25 SHI Microsoft Software Renewal.pdf JLEC 6/14/2024 2:00:00 PM
Ombudsman Memo re Legal Fees 6-6-24.pdf JLEC 6/14/2024 2:00:00 PM
Fairbanks Lease Renewal No. 4 request to LEC.pdf JLEC 6/14/2024 2:00:00 PM
Mat-Su Lease Renewal No. 3 request to LEC.pdf JLEC 6/14/2024 2:00:00 PM
Print Shop Copier Purchase Memo.pdf JLEC 6/14/2024 2:00:00 PM
Capitol Carpet Purchase Memo.pdf JLEC 6/14/2024 2:00:00 PM
Late Travel Reimbursement Request.pdf JLEC 6/14/2024 2:00:00 PM
RFP 668 Capitol Audio and Video Installation - ExecSess Req.pdf JLEC 6/14/2024 2:00:00 PM
RFP 671 Capitol Audio and Video Programming - ExecSess Req.pdf JLEC 6/14/2024 2:00:00 PM