HomeMy Public PortalAboutMinutes_CCWorkMeeting_11212017CITY COUNCIL SPECIAL MEETING
NOVEMBER 21, 2017 — 6:00 P.M.
IONA COMMUNITY CENTER
PRESENT: Mayor Brad Andersen, Council President Dan Gubler, Council Member Rob Geray,
Council Member Dan Garren, Council Member Kathy McNamara, City Clerk Shara Roberts,
Public Works Director Zech Prouse, and Chief of Police Karl Bowcutt.
ABSENT: None.
VISITORS: Marvin Fielding and Ted Hendricks.
Review of Proposals for Water System Improvement Project: Ted Hendricks with the East-
Central Idaho Planning & Development (ECIPDA) explained the process for reviewing the
proposals follows federal procurement guidelines due to the federal money the City will be
soliciting to complete this project.
Mr. Hendricks passed out rating forms to each of the selection committee members. He directed
members to rank the proposals according to the Request for Proposals (RFP) document as
published. Each firm can receive up to 25 points in each category, and should be ranked
according to how each member feels they meet the qualifications of those outlined categories.
Additionally, each member will have a 1st, 2°d, and 3`d place ranking for each firm. Upon
completion of the review process, the committee will outline how many #1 rankings each firm
received, and that is the firm the Council can begin negotiating a contract with. If there is a
scenario in which two firms rank close to one another the committee has the option to keep
procurement open and interview each of those top two firms.
Council Member Geray suggested if you took the total sum of the rankings for each firm and go
with the lowest number it wouldn't be likely a tie vote would occur.
Council Member Geray inquired if the rating form was a required document and would become
part of the record. Mr. Hendricks explained it is a necessary document which outlines the form of
organized thought to the Department of Environmental Quality (DEQ) on how the committee
awarded the final selection.
Mayor Andersen asked if the selection committee would like to discuss the selection further or
make any comments before completing the rating process.
Council Member Garren suggested each selection committee member complete their own
individual ratings and then the committee come together to have closing discussions to help keep
biases out of the selection process.
Mayor Andersen reported he wanted everyone to be aware when he, Council President Gubler,
and Director Prouse met with Dome Technology, they expressed they would not build a tank for
any engineering firm, but Forsgren Associates.
1
Council Member McNamara asked if Council President Gubler and Director Prouse agreed with
that takeaway from the meeting. Director Prouse agreed and vocalized it was stated very bluntly.
Mr. Hendricks expressed he would be surprised if Dome Technologies didn't bid on the tank
project simply because Forsgren Associates wasn't the selected firm.
Mr. Hendricks directed each selection committee member to turn in their rating documents to
Clerk Roberts.
The selection committee completed the ranking documents for the remainder of the meeting with
approval to be made during the regularly scheduled city council meeting. The rating documents
can be reviewed in "Exhibit A.
Meeting adjourned 6:54 p.m.
COUNCIL APPROVED: December 19th, 2017
ATTEST:
Shara Roberts, City Clerk
�a4Acte-f-t-Q-J--1
Brad Andersen, Mayor
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Individual Evaluation Rating Sheet
City of Iona Municipal Water System Improvement Project
DESIGN PROFESSIONAL
*Points in categories must be the same as on RFP
Capability to
Perform Project
25 Pts.
Awarded
Relevant Project
Experience
25 Pts.
Awarded
Qualifications of
Project Team
25 Pts.
Awarded
Project
Approach and
Schedule
25 Pts.
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25 points
25 Points
25 Points
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Individual Evaluation Rating Sheet
City of Iona Municipal Water System Improvement Project
DESIGN PROFESSIONAL
*Points in categories must be the same as on RFP
Capability to
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25 Pts.
Awarded
Relevant Project
Experience
25 Pts.
Awarded
Qualifications of
Project Team
25 Pts.
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Project
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Individual Evaluation Rating Sheet
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Individual Evaluation Rating Sheet
City of Iona Municipal Water System Improvement Project
DESIGN PROFESSIONAL
*Points in categories must be the same as on RFP
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Perform Project
25 Pts.
Awarded
Relevant Project
Experience
25 Pts.
Awarded
Qualifications of
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25 Pts.
Awarded
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25 Pts.
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25 points
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Individual Evaluation Rating Sheet
City of Iona Municipal Water System Improvement Project
ADMINISTRATION SERVICES
*Points in categories must be the same as on RFP
Experience in
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30 Pts.
Awarded
Relevant Project
Experience &
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30 Pts.
Awarded
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40 Pts.
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30 points
40 Points
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ECIPDA
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Individual Evaluation Rating Sheet
City of Iona Municipal Water System Improvement Project
ADMINISTRATION SERVICES
*Points in categories must be the same as on RFP
Experience in
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Submission
30 Pts.
Awarded
Relevant Project
Experience &
Funding
30 Pts.
Awarded
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40 Pts.
Awarded
30 points
30 points
40 Points
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