Committee of the Whole

Committee-Of-The-Whole Meeting Minutes June 13, 2019 Mayor Nold called the Committee-of-the-Whole meeting to order at 6:00 PM. Members Present: Ald. Shaw, Ellis (here 6:05 PM), Spiegelberg (left 6:20 PM), Zwart, Strey, Kowieski and Rosek Excused: Ald. Rogers Staff Present: Mayor Nold, Kitsembel, Sullivan, Frye, Pickart, Freber and Coenen Others Present: Atty. Riffle and Stan Sugden (Ruekert-Mielke) 2a. Discussion on RFP and Engineering/Construction Management Processes: Kitsembel stated Council requested staff look at our engineering/construction management processes during the 2018 budget and the discussion has come up again. She reviewed the history of our construction process and stated representatives from Ruekert-Mielke (R-M) are here as a resource to provide information on contract costs, the challenges for projects that had higher costs, what factors impacted the project and what we have learned. Zwart handed out a spreadsheet summarizing construction RFP’s, proposal costs and actual costs for design engineering and construction management including variance percentages for years 2013 – 2018. Frye went over the history of each of the years explaining the project, challenges and cost variances. The Committee commented the concern is with the process, not performance and requested a final report for 2018 projects. Riffle stated the City went out for proposals in 1995 for an Engineer and the appointment was done by resolution; there is no written contract. The services are not for day-to-day work or construction, but we do award R-M contracts for specific projects through the RFP process. The Committee questioned why we have contracts with others but did not require one with R-M when they took over a project and how the City knows if we are staying on budget because we don’t have project accounting. Kitsembel stated departments are tasked with keeping track of project costs. The Committee commented that they would like to be made aware of actual project costs and that we should do the design RFP first then do construction with a not to exceed contract. Kitsembel explained there are two elements to projects; an RFP for design engineering and then bids go out for construction. If bids come in favorably, Council may add more projects however if we add more there is an impact to the inspection fees and construction management costs. The Committee suggested changes/enhancements to our processes. Kitsembel recapped the Committee’s comments: timeline change to the process; i.e. design a year ahead of construction and the design engineer provide estimated hours, then do the construction management RFP; require contracts for all professional services; review how we ask for pricing from our contracts using the not to exceed concept and provide better communication and reports to Council. She stated staff will put together a policy for Council to discuss. The Committee added we should work with our new accounting software to do a report for managing project accounts and making sure we apply for STP funding. Sugden gave out a document on Improvements in Oconomowoc’s Street System from 2001-2017 which summarized street ratings and the investments the City has made. Nold stated the Committee will meet again sometime after July 4th. Motion by Rosek to adjourn the Committee-of-the-Whole meeting; second by Zwart. Motion carried 7-0. The meeting adjourned at 9:10 PM. Minutes taken by Diane Coenen, City Clerk S:\Committees - Commissions\Committee-of-the-Whole\Minutes\2019\C-O-T-W Min 6-13-19.doc