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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