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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