VILLAGE OF ARMADA
SPECIAL COUNCIL MEETING
MONDAY, MARCH 30, 2009
7:00PM
Pres. Stork called the meeting to order at 7:03 p.m. All rose for Pledge of Allegiance. Present at roll call: Stork, Stirrett, Sutherland, Cooper, Clark, Coenen, and Wolak. Also present: Clerk Poulos, Ed Serwatowski, Doug Skylis (Rowe Incorporated), Dennis Colllison (Spicer Group), John Paterek.
AGENDA, APPROVAL OF
MOTION by Cooper, seconded by Stirrett, to approve agenda as presented.
All Ayes CARRIED
CITIZEN COMMENT
None Received.
GENERAL BUSINESS
1. DISCUSSION AND SELECTION OF TOP THREE ENGINEERING BIDS
Council was asked to rate each of the proposed Engineers on quality, pricing was sealed until opened during the meeting. Coenen and Wolak did not rate by scoring both picked top three. Wolak questioned whether any members of Council had relatives involved with any of the firms, all answered no, and who assembled the criteria. President Stork stated that the criteria were put together by herself, Clark and the Attorney. The ratings, out of a possible 83, came in as follows:
Fleis and Vandenbrink:
Sutherland 56
Stirrett 74
Cooper 72
Clark 80
Stork 44
Serwatowski 72
Coenen One of top three.
Wolak Not one of top three
Total 398
Comments included: proposed communication was not listed, distance problem, only MDOT experience was crush and shape, not a rebuild, no score given for proposed communication and coordination or accessibility and performance.
Giffels Webster:
Sutherland 83
Stirrett 81
Cooper 75
Clark 83
Stork 83
Serwatowski 71
Coenen One of top three.
Total 476
Comments included: only firm to list timeline flow chart, majority are professional Engineers, stated they would find ways to do things better and cheaper, very impressed, on of two firms to suggest guardrail work, local office, felt the proposal covered the project well.
Huron Consultants:
Sutherland 83
Stirrett 62
Cooper 69
Clark 70
Stork 79
Serwatowski 66
Coenen Not in top three.
Wolak Liked that they were close by.
Total 429
Comments included: impressive, liked the picture of the park used in the proposal, firm has done MDOT work in Yale, not impressed with proposal, referenced another community, not a lot of work experience on roads, not in business very long.
Rowe Incorporated:
Sutherland 73
Stirrett 73
Cooper 80
Clark 83
Stork 77
Serwatowski 71
Coenen One of top three.
Wolak Highly recommends. Village has had good experience with
Rowe.
Total 457
Comments included: one of the two firms to mention the guardrail, bank stabilization and storm sewer, did a good job on Fulton, knows they would do a good job on any job, the only firm that the Village knows what they can do, both recent projects were don on time and under budget, rated high in every category, felt the proposal covered everything well.
Spicer Group:
Sutherland 77
Stirrett 72
Cooper 61
Clark 76
Stork 69
Serwatowski 72
Coenen Not in top three.
Wolak Distance problem.
Comments included: no scope mentioned in proposal, no work experience like Armada’s, no details or timelines mentioned, proposed Engineer has MDOT experience, firm has a lot of MDOT experience.
Discussion followed with Council deciding to go with the top four bids since there was only a two point difference between Spicer and Huron. Coenen would like all proposals to be opened and considered. Wolak would like the Council to continue with Rowe due to our experience and the quality of their work. The pricing bids were opened as follows:
Giffels Webster $146,000.00
Huron Consultants $116,180.00
Rowe Incorporated $133,656.00
Spicer Group $ 86,500.00
MOTON by Coenen, seconded by Sutherland to compile a team to interview the
Engineers.
Ayes: Coenen, Clark, Cooper, Stork, Sutherland, Stirrett
Nays: Wolak CARRIED
MOTION by Stirrett, seconded by Clark, to set the committee based upon the Attorney’s recommendation of four vs. three. A four person committee including Clark, Cooper, Stork and Sutherland and a three person committee including Clark, Sutherland and Cooper.
Ayes: Stork, Sutherland, Stirrett, Coenen, Cooper, Clark
Nays: Wolak CARRIED
MOTION by Cooper, seconded by Clark, to adjourn the meeting.
All Ayes CARRIED
No further business.
Meeting adjourned at 8:27 p.m.
Minutes submitted by:
Michelle Poulos, Armada Village Clerk