HomeMy WebLinkAbout12-20-1993 (Joint meeting ) MINUTES OF THE JOINT MEETING OF
THE BOARD OF PUBLIC WORKS AND SAFETY AND
SEWER UTILITY ADVISORY COMMITTEE
OF THE CITY OF JEFFERSONVILLE, INDIANA
MONDAY DECEMBER 20~ 1993
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. Sewer Utility Advisory Committee members
present were Jorge Lanz~ Steve Stemler, Date Yost~ Wayne Estopinal~
Mike Gillenwater and Clerk Alice Davie~ Councilpereon Barbara Wilson,
Wastewater Treatment Plant Representative Chuck Carter
Director Lakeman made the motion to approve the minutes of the meeting
of November 302 1993 as presented, seconded by Director Matra and
carried unanimously.
SOQ'S RECEIVED
Technical Consultant Jorge Lanz reported that the Committee and Board
Members have completed the first stages of our selection process for
Contract Operation and Management Services for the Wastewater
Treatment Plant. We have sent out SOQ's to 22 Companies and we have
received 10 of them back. They are as follows:
1. WW Operations Services
2. Wheelabrator EOS
3. Operations Management International~
4. Fuessler Group~ Inc.
5. OBG Operations, Inc.
6. American Waterworks
?. EMC
8. Givens and Associatee
9. Contract Management Services
Associates)
10. Contract Operations~
Inc.)
Inc. (OMI)
( a Division of Tenney Pavoni
Inc. (C02~ a Division of PDR Engineers~
Jorge said that he eent out a packet to all Board and Committee
members last Friday so they could have an opportunity to go over them
before the next meeting. Jorge said that he submitted a memo to each
one with a suggested evaluation rating form which will help you in
your endeavor. He would like to have any questions from the Board or
Committee on how to proceed with a matter and he would like to make a
decision on ho~ to talley up the final short list.
STATEMENT OF QUALIFICATIONS
Jorge Lanz reported that we have received 10 SOQ's and we are going to
short list anywhere from 3-5. The next step we will send out a
request for proposals. This request of proposals will be more
difficult to evaluate because this will contain actual cost pro~ection
and cost analysis. Jorge asked if there were any questions on the
packages or the evaluation sheet. There were questions and discussion
about the packets from Committee and Board members.
PAGE 2
DECEMBER BO~ 1993
EVALUATION RATINGS
Jorge Lanz said tha~ there are 6 voting members~ Mike Gillenwater and
Jorge connot voter they are the legal advisor and Technical
Coordinator. There are several ways to do the evaluation ratings~ one
is to talley at an open meeting or submit the form by faxing or
mailing it to him so he can have it tallied up before the next
meeting.
LOCATION OF COMPANY
Jorge Lanz suggested to go with a Firm that is accessible to our
project and who is within about 200-300 mile radius.
GOALS
Jorge Lanz said 'that our Goal is to have the short list out to the
State within the scheduled time so we can send out the RFP on January
14, t994. Jim Matra asked when the sheets should be in, Jorge said
before the next meeting.
MEETING DATE
The Board and Committee Members decided to have the next meeting on
Tueeday January 11~ 1994 at 5:30pm. Jorge would like to have the
forms sent to him on Friday January ?~ t994 at 5:00pm.
FIRMS
Jorge Lanz said that if anyone receives any calls from Firms refer
them to him. Mayor- Parker said that some Firms want to come in and
introduce themselves to him and he lets them come in. Jorge said that
is atright.
QUESTIONS
Jorge Lanz asked if there are any questions~ Wayne Estopinal asked
about the City owned vehicle~ at the Plant~ Jorge explained that the
vehicles will go with the C6ntractor and will be maintained by them~
The vehicles that are titled in the City's name~ the City will have to
insure them. Mike said that ~his is under advisement by Bob Hammond
and is being sent to SIGMA to get some advise on how to handle that.
Steve Stemler asked about Personnel. City Attorney Mike Gillenwater
said that after the Contractor takes over~ the workers will not be
City employees. The Contractor will have to address any type of
wrongful discharge act~ the City should be clear of liability in that
situation.
SEWER INSPECTION
Steve Stemler asked about the sewer inspection that Building
Commissioner Bill Gavins office does. Jim Matra said that Steve
Hardin inspects the sewer main to the house and Lester Best does all
the main line inspections and air testing. Jim said that the City
should have a worker do all the inspections. There is a $25.00
inspection fee that Mike Gillenwater ~aid that we can still require.
PAGE 3
DECEMBER BO~ i993
DEADLINE FOR RFP COMMENTS
~Jorge Lanz asked if the Board and the Committee could set a deaIine
.for comments for the RFP on Friday January 77 1994 so they could get
'to him, Jorge said that he would prefer the comments in writing but
Jif anyone wants to make comments over the phone he would take them,
Jorge asked Chuck Carter to be the representative for the Plant and
get the comments in to him, Mayor Parker asked someone to get in
touch with Larry James about this. Mike Gillenwater said that he
would send him a memo,
PROPOSAL EVALUATION FORM
Jorge Lanz said that we need to address the Proposal Evaluation Form
at the end of the RFP, There are three point values based in three
sections for a total score of 200 points, There was a discussion on
changing the points from one section to another, Jorge said that we
will choose the lowest and the best proposal for Jeffersonville and
employee's of the Plant.
DRAFTING LETTER
Jorge Lanz said that he will draft a letter signed by the Mayor and
send it to the short listed Firms and to the Firms that did not make
it and we will state why they didn't make it,
ATTEST:
M~YOR · ~ ~
CLERK AND TREASURER
From:
Date:
Re:
Mayor Parker
Board of Public Works and Safety (BOPW)
Sewer Utility Advisory Committee (SUA C)
City Attorney Gillen water
Jorge L Lanz, .E., Technical Coordinator
December 17, 1993
Jeffersonville Wastewater Treatment System Contract Operation and
Management Services
Statement of quafifications
Enclosed are the SOQ's received for your evaluation. These ware
due December 17, 1993.
SOQ's were received from the following companies:
2.
3.
4.
5.
6.
7.
8.
9.
10.
WW Opera tions Servicbs
Wheelabrator EOS
Operations Management International, Inc. (OMI)
Fuessler Group, Inc.
OBG Operations, Inc.
American Waterworks
EMC
Givens and Associates
Contract Management Services ( a Division of Tenney
Pavoni Associates)
Contract Operations, Inc. (CO2, a Division of PDR
Engineers, Inc.)
Please look these over, and prepare your personal rating analysis
based on a point system of I to 5, 5 being the best, I the worst.
Allow points to each of the categories shown on the enclosed rating
sheet.
Also, please remember that our next SUAC meeting will be held at
5:15 PM on Monday, December 20, i993 in Mayor Parkers
Conference room. We will discuss the SOQ's and the rating system
at the meeting, then schedule a meeting prior to January 14, 1994 to
compile the short list.
Also, enclosed you will find the Draft Request for Proposals for your
review and comments