Bids & Purchases Committee

TOWN OF MOUNT PLEASANT, SOUTH CAROLINA BIDS AND PURCHASES COMMITTEE Monday, February 5, 2018 Municipal Complex, Committee Meeting Room, 3rd Floor 100 Ann Edwards Lane Mount Pleasant, SC 29464 MINUTES Members Present: Jim Owens, Chairman; Gary Santos and Kathy Landing Staff Present: Eric DeMoura, Town Administrator; Marcy Cotov, Chief Financial Officer; Rick Griles, Procurement Officer Mr. Owens called the meeting to order at 9:00 a.m. 1. Approval of Minutes from the January 2, 2018 meeting Ms. Landing made a motion to approve the January 2, 2018 minutes; seconded by Mr. Santos. All present voted in favor. 2. Public Comments [None] 3. Award of contract for professional services for the Public Safety training facility master plan Mr. Griles stated that staff solicited responses and received seven. He stated that the Selection Committee selected two firms to move forward to the next stage after the written evaluations. He stated that the two firms were Davis & Floyd, Inc., and Seamon Whiteside and Associates, Inc. He stated that the Selection Committee unanimously recommended to select Seamon Whiteside and Associates, Inc. He stated that staff recommends entering into negotiation with Seamon Whiteside and  Bids & Purchases Committee February 5, 2016 Page 2 of 4 Associates, Inc., and if negotiations are successful, staff further requests permission to execute a contract with this firm to provide professional services for the fire and police training facility master plan. He said that in the event the negotiations are unsuccessful, staff requests permission to negotiate with the next responsive, qualified firm, Davis & Floyd, Inc., and if successful, to enter into contract with them. Mr. Griles stated that this is a picture of the site. He said the initial site work was to bring a road into the site, to include fencing and subsequently added in the water system. He said there is also a retention pond to retain the water. He said that there is a fire training burn building which also includes a tower for training and a second floor residential area. Mr. Santos said that he does not see a cost associated. Mr. Griles stated that staff typically negotiates the costs and if successful, then they move forward to execute a contract. He said that the budget to design the master plan is $350,000. Mr. Santos asked if staff would come back to the Committee with the cost.  Bids & Purchases Committee February 5, 2016 Page 3 of 4 Mr. DeMoura responded in the negative and said this is typically how engineering and architectural services are done. He said that the firms are selected based on past performance and quality and then cost and price are discussed. He said that the things that require engineering and architectural services always go with the ability to perform first and cost is second. Mr. Santos made a motion to allow staff to enter into negotiations with Seamon Whiteside and Associates, Inc., to provide professional services for the Fire and Police Training Facility Masterplan, as described by staff; seconded by Ms. Landing. All present voted in favor. 4. Award of contract for the construction of the Belle Hall Elementary Queue Lane Mr. Griles stated the following illustration indicates where there is a blocked entrance. He said that traffic comes in at that location to drop off students at the school. He said that this blocks traffic on Paul Foster Road, which is access for the Fire Station. He said that the proposal is to pave a new section, which would take the car drivers around, which would prevent traffic backup. He stated that once the  Bids & Purchases Committee February 5, 2016 Page 4 of 4 section is paved, it may also be utilized in the future for parking for the Jones Center and Recreation events held. He said staff received two responses and recommends award to the lowest responsive and responsible bidder, IPW Construction Group, in the amount of $197,332.22 which is within budget. Mr. Santos made a motion to approve staff’s recommendation for IPW Construction Group in the amount of $197,332.22 to complete the Belle Hall Elementary Queue Lane; seconded by Ms. Landing. All present voted in favor. 5. Adjourn There being no further business, meeting adjourned at 9:09 a.m. Respectfully submitted, Barbara Ashe February 5, 2018