2025-2026 MELA Minutes

hasn’t yet calculated the exact percentage increases on these numbers, but she only calculated the dollar differences. She mentioned that her next steps would be to run the 12‑month Consumer Price Index average, compare that to 5%, and then determine which is lower. Then she usually goes back with something like: “In accordance with our contract terms, we do not exceed 5% or the 12‑month CPI average, whichever is lower. Based on those calculations, can we meet in the middle at an annual year‑over‑year increase of 2.5–3%?” At that point, vendors usually respond with, “Let me take this to executive leadership,” and that’s when the back‑and‑forth begins. She said this process can take weeks. She hopes that before the end of May, she will have some answers. She plans to get on a call with her rather than try to negotiate entirely in writing, because that can become tedious and drawn out. She said she wants an updated quote in writing. Even if it’s still above 5%, she would need formal action from the group. She needs approval so she can draft justification language for exceeding the 5% threshold, or direction not to renew, so she can formally notify the vendor that, due to the significant increase, the group has elected not to move forward. Buffy Matthews, MGCCC, asked if the group would be in an okay spot if we waited until the June meeting so she (Dr. LeBrun) would have time to speak with CidyLab to negotiate, and then decide whether we need to extend the current contract through the academic year? Dr. Krista LeBrun, MCCB, stated, yes., that would be fine. Ideally, I’d like to have an updated quote before the June meeting so we can take action then. The presidents are meeting early in June, so we likely wouldn’t make that cycle. I’m not sure whether they meet in July, so that’s something we need to consider. She mentioned that if this group takes action in June, it could potentially be August before the presidents take action. That said, she will send everything to Dr. Graham in advance, and she may request an electronic vote. She stated that even if presidential action doesn’t occur until August, that would still give her adequate time to process the procurement. Since this would either be an amendment or a renewal, and everything is already in the system, she would not be starting from scratch. She said it would just depend, too, on whether there are any date changes to the contract that need to be made. Especially if the group decides to move forward with a three-year agreement but determines that the group does not want it to conclude on November 30th, we would need to modify those dates. She