HomeMy WebLinkAbout01-11-1994 MINUTES OF THE JOINT MEETING OF
THE BOARD OF PUBLIC WORKS AND SAFETY AND
SEWER UTILITY ADVISORY COMMITTEE
OF THE CITY OF JEFFERSONVILLE~ INDIANA
TUESDAY JANUARY i1, 1994
Mayor Raymond J. Parker Jr. called the meeting to order at 5:00 P.M.,
and on call of the roil those Board members present were: Mayor
Parker, Personnel and Safety Director Harold Lakeman, and Sewage
Collection Office Director Jim Matra. Technical Coordinator Jorge
Lanz, Legal Advisor Mike Gillenwater, Sewer Utility Advisory Committee
members present were: Steve Stemler, Dale Yost, and Clerk Alice Davis.
Director Lakeman made the motion to approve the minutes of the meeting
of December 80, 1993 as presented, seconded by Director Matra and
carried unanimously.
OPENING COMMENTS BY MAYOR PARKER
Mayor Parker said that he wants to thank everybody, we have completed
the first phase to hire a Contractor for the Utility Service. Mayor
Parker said that it is time to complete the short list.
SHORT LIST EVALUATION OF SOQ'S RECEIVED
Technical Coordinator Jorge Lanz said that Committee member Wayne
Estopinal had a previous engagement and was unable to be here. He
submitted all his information to Jorge. We completed all the
documantation as planned by this Committee and the Board of Public
Works and Safety. We had a evaluation form that was compliled by this
Committee and the Board of Public Works and Safety, Mr. Gillenwater
and Jorge Lanz to be able to access the SOQ'S that we have received.
The Committee has received Qualifications from ten Companies. Their
are six voting members~ three Board of Works members, three Sewer
Utility Advisory Committee members, ail submitted their evaluation
sheets to Mr. Lanz to which the summary is
the scores were totaled are as follows:
Rating Firm Total
1. Contract Operations, Inc.
8. OMI
3. Contract Management Services
4. EMC
T-5 Wheelabrator LOS, Inc.
T-5 S T Environmental Services
6. WW Operations, INc.
7. OBG Operations
8. American/Anglian
9. Givens & Associates
Te'chnical Coordinator, Jorge Lanz is requesting
SUAC/BOPW members on getting a short list.
the Board and Committee members what their
want to do. The opinions are as follows:
Member Total
Mayor Parker 4
Wayne Estopinal 4
Steve Stemler 4
Dale Yost 4
Harold Lakeman 4
Jim Matra 4
Director Matra made the motion to accept the four
the
included in the packets,
action
He asked Mayor
opinion is and
Points Awarded
858.5
853.0
848.5
817.5
803.0
803.0
191.5
179.0
155.0
114.5
from the
Parker and
what they
top firms to receive
RFP, seconded by Director Lakeman, and carried unanimously.
PAGE P
JANUARY 11, 1994
LETTERS
Technical Coordinator Jorge Lanz said that he has letters ready for
the Mayor's signature to send to the Companies to tell why they didn't
make the list. Mayor Parker said that he thinks we did good~ he also
requests at the conclusion of this, for Jorge Lanz to go before the
Council and give them an update as to where we are. Jorge said that
he will put himself on the next Council's Agenda.
SHORT LISTED FIRMS
Technical Coordinator Jorge Lanz said that there are four short listed
Firms and they are as follows:
CONTRACT OPERATION, INC.
OMI
CONTRACT MANAGEMENT SERVICES
EMC
For the record we formally Thank all the other firms that submitted
SOQ'S. Mayor Parker said that he might add after looking at the four
firms that we picked. The results of the SOQ Evaluation process short
lists four firms. Two of the firms are local, smaller firms which
provide 0 & M Contract Services in our area, the third Firm is a
medium-sized Firm which provides the services in this region of the
Country, and the fourth is a big firm which provides the services
Nationwide and abroad. This variety of firms from which price
proposals will be requested should provide a competitive range of
actual costs so that the best, most qualified and cost-effective
Contractor can be selected.
COMMENTS RECEIVED ON THE FRP'S
Technical Coordinator Jorge Lanz submitted a list of comments received
by the Mayor, The Board of Public Works and Safety, and the Sewer
Utility Advisory Committee Members. Jorge read each question on the
list and discussed them with the Board and Committee members.
They also discussed the comments that were received in writing from
the Jeffersonville Wastewater Pollution Control Employees. (see
copy).
PROPOSAL EVALUATION FORM
Technical Coordinator Jorge Lanz explained the Plan of Operation and
has suggested that their are several items on the form that carry more
weight than others. We need to decide which points that should be
changed. The point system was discussed and decided to be changed and
they are as follows:
lA. change from 3 to 8 points.
lB. change from 5 to 8 points.
3A thur 4F change from 5 to 4 points
for a total of 65.
PAGE 3
JANUARY 11, 1994
GENERAL COMMENTS
Mayor Parker said that we made a good choice. He commended the
process, it has been very fair. Jorge said that the four short listed
Contractors will have 60 days to submitt their proposals. We will
open them during one of these meetings at a designated place and time,
they will be sealed until we open them.
MEETING DATE
The Board of Public Works and Safety and the Sewer Utility Advisory
Committee agreed to have the next meeting on Friday March 18, 1994 to
formally accept the RFP'S, to open them and write down what the
numbers are so they can't be changed.
PLANNED ENERGY CONTRACT
Mr. Steve Tolliver said that he would like to explain the Planned
Energy Contract that was discussed earlier in the meeting. Steve said
that when he set up the contract with Planned Energy he did it so the
City would make money off of it. It is a replacement fund for the
generators. It also takes care of the maintenance. It's a 9 year
contract. He suggested not letting the contractor get the money
because it is an asset to the City. It's a utility break and it is
something that is for the City to keep.
NOT A BID
Steve Stemler said that he wants the general public to understand that
this is not a bid process, its just that we are going to require the
best price. Mike Gillenwater said that sometimes the lowest bid is
not always the best bid depending on the personnel they are putting in
there and the way they are going to run it.
There being no further business to come before the Board of Public
Works and Safety and The Sewer Utility Advisory Committee, Director
Lakeman made the motion to adjourn at 6:30pm, seconded by Director
Matra, and carried unanimously. ~
ATTEST: ~/~
CLE~ AND TREASURER