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Home My WebLink About11-20-08 Minutes, NSURBN7URB htto://www.bozeman.net/commission/north seventh urban renewal board Insurbl2.asgx s a • APPROVED Minutes from November 20, 2008 special board meeting Voted on and approved during January 8, 2009 Board meeting held at the Stiff Building, upper conference room TO DO List: Everyone a) mark calendars for next Board meeting, December 11 at 4:30pm note: clean calendars for the originally planned Dec 4 meeting Susan K a) work with Scott to finalize letterhead design b) get CTEP draft application from Michelle and look thru it Scott a) work with Susan K to finalize letterhead design Michelle a) look at CTEP draft application and then pass to Susan K to do same b) look into setting up website Keri a) chat with Missoula agency about their bylaws Susan F a) draft bylaw request letter to new clerk In attendance: Scott Hedglin, Dustin Johnson, Keri Thorpe, Mike Hope, Carl Solvie, Susan Kozub, Michelle, Wolfe, Susan Fraser Call to Order Michelle called meeting to order Public Comment none, one person in crowd to observe November 6, 2008 Meeting Minutes ~ Susan F motioned to approve as presented; Michelle seconded the motion. All approved. • Request for Proposal (RFP) for N. 7~ Ave engineering plan Michelle asked Dustin why only wanting to send to 5RFQ-approved firms. Dustin explained biennial process provides all preliminary work done for city projects during the following two years. This saves time for firms, too. Streamlines process. Dustin went on to say city engineering regulations, i.e. shouldn't go broader as to selecting more than 4 top applications. If NSURB doesn't like proposals submitted by these 5RFQ-approved applicants then NSURB can put RFP out for other proposals. Discussion continued. Susan K thinks more competitive to open up, get better deal, if open up RFP to all. Dustin gave his green beans analogy, that green beans are really all alike -one can shop at all of the stores in town, but the shopper will still get the same green beans in the end. Having more applications will only dilute the rankings -this is why City does/needs to do RFQ process. Dustin continued in explaining affect on our timeline -getting RFP out after Thanksgiving so can have proposals in January. Susan K asked about sending RFP to all 14 of the 2007 RFQ applicants. Dustin reported Rick doesn't recommend doing. Scott agreed with Susan K about more competition arguments, i.e. show us other sidewalks and CTEP experience. Discussion continued. Scott said will work out the same even if open it up to the 14. Michelle said there was merit in this discussion but it boils down to dollars, and with economy and not wanting to anger the city departments, she can see both sides of this argument. Dustin said the engineering department has worked with all 14 of these companies. He went on to say, being `flat out honest', that using only the 5 RFQ firms will save him time. Discussion continued. Susan K asked who helps review the applications? Dustin said NSURB will build the committee and usually these committees are 5 people - 1 from engineering, 1 from planning, 1 commissioner and 2 board members. Mike Hope asked if 5 are all instate firms? Dustin reported yes they are. Carl said that there used to be so much (construction) • going on in town, so will business now down, we will get competitive bid. Scott and Susan K knew meeting observer, Taylor from Allied Engineering, and turned to him to ask him what he Page 1 of 3 N'7URB http://www.bozeman.net/commission/north seventh urban renewal board (nsurbl2.aspx P thought about this. Taylor went on to say their company had spent quite a bit of money to • market themselves just in this past year -agrees it is a tough market, agreeing with the current board discussion. Scott then asked Taylor if he thought 2007 RFQ points still valid. Discussion continued. Scott then asked Dustin if there is aspread-the-wealth approach to divvying up the city projects. Dustin replied that projects tend to be cyclical in timing - a few years will be sewer stuff and then the following few years will be traffic stuff, usually not happening at the same time. This isn't intentional, just the way things have worked out. Discussion continued. Michelle asked if we receive 5 proposals and one is poor can we then put it out for a public bid? More discussion. If city does pre-qualification then NSURB shouldn't go against. Susan K asked if the transportation category of RFQ covers everything we're wanting, lots of pedestrian? Mike said nervous about having only 5 proposals. Scott said if opened up to all 14 then would get those firms' A team work. Susan F told of her phone call from Dave Crawford of TD8vH. Michelle then asked Dustin -what are we getting into if we open it up to all 14 RFQ applicants? Dustin replied that it would just be more work for him. Discussion continued. Susan F noted can't put out to 14 applicants due to state procurement rules requiring full public bid. More discussion. Michelle asked board if anyone felt strongly about going out for full public bid. Keri mentioned must also select committee. Scott and Susan F said want to serve on committee. Michelle asked if anyone opposed to these two members serving? What about Commissioner Krauss? Dustin reported it is not required to have a commissioner on the screening committee but always invite one. Will invite Jeff Krauss. ~~ Carl motioned to accept RFP as written and to send it to the 5 RFQ firms. Susan F seconded the motion. Those in favor -Carl, Michelle, Susan F; those opposed -Susan K. Application deadline date needed for RFP. Calendar checked, discussion. Selected Thursday, • ~~ January 8, 2009, 5pm as the deadline. Dustin will then bring the applications to that evening's board meeting. Carl motioned to select January 8, 2009, 5pm as the RFP deadline. Susan F seconded the motion. All in favor. ~~ Application screening committee selection needed. Discussion. NSURB members to serve - Scott, Susan F and Susan K as substitute. Carl motioned approval of these members. Michelle seconded the motion. All in favor. Dustin asked if, when he gets the inevitable questions from the applicants for more detailed information, who wants to be involved in answering? Discussion followed including making certain the Winter Plan is referenced in the information heading to the 5 firms. Talked about inviting them all to attend the December board meeting to ask their questions. More discussion. Dustin recommended sending RFP and cover letter as planned and let them call at ~~ will. Michelle spoke up to say she would like to read all of the applications. Susan F motioned to add Michelle to the screening committee. Carl seconded the motion. All in favor. Dustin mailing RFPs to 5 firms on Monday, November 24. Discussion -moving December board meeting to December 11, 4pm Michelle wants to push next board meeting out due to this special meeting, not meeting the actual first Thursday of December but the second Thursday. And a 4pm start time was discussed. Most like earlier start time. Keri to check on availability of room and to ask if a problem with the board meeting start time being changed. Additional Funding Sources -Community Transportation Enhancement Program (CTEP) Carl reported on his meeting with Ron Dingman. Ron told him one project currently slated, a • trail along College from 1 lth to Ferguson. Ron said he has a number of proposals. He also said Page 2 of 3 N'7URB http://www.bozeman.net/commission/north seventh urban renewal board (nsurb)2.aspx 3 • he's still working on a steering committee. He told Carl that NSURB a good fit for CTEP funding. After the steering committee is formed, regular public comment times will be posted and we can then present our application. The steering committee makes the actual selection and tells Ron which applications to sign off on. Carl went on to report that projects can receive multiple years of funding. Ron told him usually has $139,000/year. Taylor with Allied spoke up to share about the Safe Routes to School grant and that Whittier Elementary has already had a study done and that report is posted to the city website. ~~- Susan K made motion to leave this board item as open and continued. Michelle seconded the motion. All in favor. Letterhead ~~ Susan K and Scott presented seven new ideas. Discussion followed. Michelle motioned to allow Susan K and Scott to coordinate the letterhead. Carl seconded the motion. All in favor. Adjournment -Michelle called the meeting closed at 5:25pm C Page 3 of 3