Committee of the Whole

Committee-Of-The-Whole Meeting Minutes May 21, 2019 Mayor Nold called the Committee-of-the-Whole meeting to order at 6:00 PM. Members Present: Aldermen Rosek, Shaw, Ellis (6:14pm), Spiegelberg, Zwart (6:03pm), Strey (6:08pm), Kowieski and Rogers Staff Present: Mayor Nold, Kitsembel, Buerger, Freber, Kelliher, Frye, Duffy, Pickart, Gallo and Dehnert 2a. Discussion on RFP and Engineering/Construction Management Processes: Kitsembel gave a Power Point presentation on the history of the Request for Proposals (RFP) process for professional services, history of City engineering and construction processes. She explained the City Engineer coordinated proposals as a member of City staff until the individual retired in 1995 and thereafter, Ruekert & Mielke was selected through an RFP process to act in the role of City engineer. In 2002 and 2003 Council reviewed the use of the City Engineer and in 2010, did an RFP for review of past engineering services with 1 proposal received but not approved. In 2010 the Utility Engineer position was added, and in 2011 the City began using the RFP process for engineering large definable projects in the City. In 2015 the COTW approved the streets engineering RFP template which staff still uses, and in 2018 staff started providing hours in an RFP document for estimating construction management services to have comparable costs when evaluating a project. Prior to 2003, departments solicited, evaluated and recommended their own proposals. Since 2003, Council adopted guidelines for RFP’s for professional services which separated it into a 2-step process: qualifications / technical information and pricing. In 2009 the Purchasing Policy was updated to include professional services; in 2010 the QBS process was implemented; in 2015 the City began using the hybrid evaluation process which assigns points to both qualifications and costs for all City projects and was based on a format that Waukesha County was using; and in 2017 staff began using the hybrid evaluation process for all professional service consistently across all City departments. Frye explained the street construction process includes pre-planning which streets will require reconstruction and working with utilities for any underground work at the same time; estimating the costs; and inclusion in the Long- Term Financial Plan (LTFP) and annual budget. Thereafter engineering services are bid and awarded for the design and construction management; construction pay requests and change orders are reviewed and processed; punch list is reviewed, project is completed and documents are closed out. Construction inspection services involve monitoring the project; watch for unsafe practices; review materials on-site to match specs; ensure proper techniques are followed; stake areas in work zones; record drawings; attend all job meetings and complete all reports. The project timeline shown reflects the planning and construction of a project is compressed in a tight timeframe. Kitsembel noted that although this is a condensed timeframe, there is an opportunity to change the timeline going forward. Members questioned if City staff could do inspection services on a project; does the individual who does construction inspections have to be an engineer; and are there divisions between the types of services. Kitsembel suggested several options to consider: move up the design one year earlier which would need to be incorporated into the LTFP; separate the design and construction management services RFP which may provide a more accurate estimate of services to be provided; contingency allowance during award approval; review the change order process; new accounting system could provide enhanced tracking / reporting; in-house engineering services vs contracted inspections; and continue the hybrid approach for the RFP evaluation process or consider something different. Kitsembel concluded it is valuable to continue to review processes, and staff wants to continue to work with the COTW to move these processes forward. A future meeting will be scheduled for further discussion. Motion by Shaw to adjourn the Committee-of-the-Whole meeting; second by Kowieski. Motion carried 8-0. The meeting adjourned at 7:02 PM. Minutes taken by Chris Dehnert, Deputy Clerk S:\Committees - Commissions\Committee-of-the-Whole\Minutes\2019\C-O-T-W Min 5-21-19.doc