2010-08-26_Minutes - Laserfiche WebLink

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Chair Ferrington suggested that additional discussion be held at the upcoming Board Workshop on the review process. Chair Ferrington asked who was willing to assume responsibility for the review, what type of involvement by staff liaisons from both cities in an ex- officio capacity would be preferred. He also recommended use of a document he has written to develop consistent review criteria based on the RFP, and that use of the document for scoring would help to keep the proposal review and selection process as objective as possible. Mr. Petersen advised that the RFP could be put on the website by City of Roseville or RCD staff as early as next week. Mr. Maloney suggested that it would be helpful for the website to direct people constructively to alleviate repetitive work of staff liaisons in responding to information requests of a short list of proposers without putting the RFP on the website. Mr. Maloney noted two (2) additional firms not currently on the list prepared by Chair Ferrington who had similar expertise: S.E.H. and WSB. Mr. Maloney suggested that the Board err on the side of being more inclusive rather than reducing the list further to avoid limiting options. Discussion included the criteria in developing the list of firms based on their expertise, the market, peer communities, and firms making inquiries to -date; experience of staff liaisons with the listed firms; the possibility that not all firms will likely submit a proposal; and the need for the Board to use the evaluation criteria developed by Chair Ferrington to streamline their screening process in reviewing the proposals. Chair Ferrington advised that he would prepare a final copy of evaluation criteria and disseminate it to each Board member for their review and consideration prior to the Workshop to facilitate review by each Board member and to guide and facilitate discussion and final selection. Further discussion included if interviews would be held, with consensus to include this discussion as part of the Workshop in September. It was suggested by Chair Ferrington that interviewing may be dependent upon the number of proposals received, and their and their scoring and ranking by Board members. Mr. Maloney suggested that the Board retain the iterative process in their first ranking and save more detailed screening and questions only if interviews are considered necessary to allow the Board to better evaluate the creativity of individual firms. It was the consensus of the Board that all members wanted to be involved in the review and scoring of proposals using copies of the evaluation criteria to help standardize the review and ranking process. Member Eckman moved, Member Manzara seconded approval of limiting the number of firms for circulation of the RFP to ten (10) as follows: Barr Engineering; Wenk and Associates; Emmons Olivier Resources, Inc.; Braun Intertec Corporation; Bonestroo; Houston 8