04052007CouncilMinutes - SpecialCITY OF AMMON
SPECIAL CITY COUNCIL MINUTES
THURSDAY, APRIL 5, 2007
AGENDA:
CITY OF AMMON
2135 SOUTH AMMON ROAD
SPECIAL CITY COUNCIL
AGENDA
THURSDAY, APRIL 5, 2007
CALL TO ORDER:
Mayor Bruce Ard at 6:30 p.m.
ACTION ITEMS:
A.Select Water System Improvement Project Engineering Services Consultant
B.
Select Water System Improvement Project Administrative Services Consultant
MINUTES
The special meeting was called to order by Mayor Ard at 6:30 p.m. in the City Building, 2135 South Ammon Road,
Ammon, Idaho, with the following City Officials present:
City Officials Present:
Mayor Bruce Ard
Councilmember Lee Bean
Councilmember Dana Kirkham
Councilmember Randy Waite
City Planning Director Ron Folsom
City Engineer Bill Manwill
City Administrator Bruce Rose
City Clerk Leslie Folsom
City Officials Absent:
Councilmember Rex Thompson
City Attorney Scott Hall
City Administrator Bruce Rose explained the process for selecting consultants. City Council discussed the
procedure and how many applications had been turned in and those that were late also. City Clerk Leslie Folsom
handed out tally sheets to each councilmember. It was discussed if Council could discuss their tally decisions. It
was decided Council could discuss with one another their opinions and write their own individual tallies.
City Engineer Bill Manwill explained the process needs to be as objective as possible. Councilmember
Bean inquired to Bill Manwill how water system projects worked with smaller cities. Bill Manwill explained the
size of water system improvements in cities like Roberts, etc. It was discussed principals and regulations are
basically the same.
Councilmembers scored their individual tallies on the tally sheets.
Councilmember Kirkham stated we should entertain the late applications. They were turned in on the due
date, but after 4pm. One was at 4:03pm and one at 4:20pm. The applicants had thought the deadline was 5:00pm,
so Councilmember Kirkham believes we should consider them. Councilmember Bean stated they did know the
deadline was 4:00pm, and we move forward with those we have. City Engineer Bill Manwill stated he agreed, they
have already missed the first deadline and that does not look good. Councilmember Randy Waite stated it was
close, so he would probably consider looking at them. Councilmember Kirkham asked the Mayor for his opinion.
Mayor Ard stated he spoke to Scott Hall and we should reject them. Councilmember Kirkham asked if both
companies did know the deadline. Bruce Rose stated in his conversations with them, that they did. Councilmember
Kirkham stated she understands that if they did accept them then if they ended up selecting one of those particular
companies; it could be perceived they had wanted to accept them in the first place. Councilmember Kirkham
suggested we move forward.
Councilmember Bean asked what the primary concern would be, the design or the construction. Bill
Manwill stated construction is very important. Councilmember Bean stated that the engineering company would not
be doing the construction. Bill Manwill stated they would be overseeing it. Councilmember Kirkham inquired if we
could have two different engineering companies for each portion. Mayor Ard stated he is not sure we can split it.
Bill Manwill stated a lot of them have their own structural engineering companies they already pull in. Mayor Ard
stated with two, the coordination is the problem, and you can end up with a liability issue.
City Council Special Meeting Minutes 04/05/2007 -- 1
Council discussed the engineering companies with relevant experience first. Councilmember Bean
inquired to Bill Manwill if he had gone over these in detail. Bill Manwill stated he had looked at them, but not with
great detail. Councilmember Bean stated he likes that they have organized teams for their relevant experience.
Councilmember Kirkham stated she liked the timeline on one with the advantage on the water study.
Councilmember Bean inquired about “Williams Engineering” and relevant experience. Councilmember Kirkham
stated “Harper-Leavitt Engineering” did not have a lot of information. It was discussed they have done a lot for
“us.” Bill Manwill mentioned their staff has changed from when they worked with us. Councilmember Bean
inquired about “Schiess & Assoc.” Councilmember Kirkham stated they do have tank experience. Councilmember
Bean stated they have the most experience with tanks and booster stations. Councilmember Kirkham stated “Keller
Assoc.” suggestions for a larger tank and modeling the upper pressure zone. Councilmember Kirkham states
“Schiess & Assoc.” are the only ones with a schedule.
Councilmember Bean asked for Bill Manwill’s opinion in terms of qualifications. Bill Manwill stated
“Williams” has a capable team that has experience in all the areas. “Keller” is doing well within their firm. He
figures both of those have expertise. “Schiess” is doing well with what they have for staff and “Harper-Leavitt” is
good locally and have partnered with HBH in the past. He ranked them in the order he thought, “Williams”,
“Keller”, “Schiess” and “Harper-Leavitt”. Councilmember Bean inquired if that was in terms of qualification or
selection process. Bill Manwill stated selection process. Councilmember Bean asked if there was a difference in
terms of qualifications. Bill Manwill stated that he still feels “Williams” has the most qualifications.
Councilmember Kirkham stated there is suppose to be a regular council meeting starting in five minutes
and she does not want to make a rushed decision. She suggested we go to another meeting for this. Councilmember
Bean stated to do it after the regular meeting.
Leslie Folsom suggested Council make a motion on the administrative part they had already decided on.
Councilmember Bean motioned to approve The Development Company as the administrator of the
administrative services for our water project. Councilmember Waite seconded. Roll call vote: Councilmember
Bean – Yes, Councilmember Waite – Yes, and Councilmember Kirkham – Yes. The motion passed.
Council went to the regular Council meeting at 7:30pm.
Council revisited the Special Meeting, after the regular meeting, at 9:45pm.
Councilmember Bean stated he has the relevant experience rated and the capability to perform rated. He is
not sure where everyone else is at. Councilmember Kirkham compared “Keller” and “Schiess” schedules.
Councilmember Kirkham stated if she were to rate on approach of schedule, she would rate “Keller” first, “Schiess”
second, and “Williams” and “Harper-Leavitt” would rate the same at third. Councilmember Waite stated it is hard
to rate because someone else is writing this up to make it look good, but can we depend on the company.
Councilmember Kirkham stated if they hired a good writer, then that means something to her.
Councilmember Kirkham inquired to Bill Manwill what he is basing the assessment of the qualifications
on. Bill Manwill stated he is basing on the team experience the firm has had and their tank experience. He would
like to have more information on “Schiess’s” qualifications. Councilmember Kirkham questioned his suggestion of
“Williams”, because she felt their proposal was weak. She inquired about his thoughts on why he liked “Williams”.
Bill Manwill stated he has knowledge of them and can look at them without the proposal. Councilmember Kirkham
asked Bill Manwill to explain the tank difference in the “Keller” and “Williams” proposals. Bill Manwill stated
“Williams” is going to an outside consultant for the tank because he recognizes his weakness. “Keller” uses their
own organization for everything, but it includes two states.
Council turned their tally sheets over to Leslie Folsom to figure the tallies. Leslie Folsom stated she does
not have the entire individual tallies finale, but overwhelmingly it is “Keller”.
Councilmember Waite motioned to award the water system improvement project engineering consultant to
“Keller”. Councilmember Bean seconded. Roll call vote: Councilmember Waite – Yes, Councilmember Bean –
Yes, and Councilmember Kirkham – Yes. The motion passed.
Councilmember Kirkham motioned to close the special session and move into regular session.
Councilmember Waite seconded. Roll call vote: Councilmember Kirkham – Yes, Councilmember Waite – Yes,
and Councilmember Bean – Yes. The motion passed.
The Special Meeting adjourned at 10:15pm.
___________________________________________
C. Bruce Ard, Mayor
______________________________________
Leslie Folsom, City Clerk
City Council Special Meeting Minutes 04/05/2007 -- 2