Forsyth County Selection Committee For The Architect/Engineer RFP For The SPLOST VII Jail/Courthouse Project Meeting
Forsyth County Administration Building
Commissioners’ Large Conference Room
August 1, 2012 – 10:00 a.m.
On Wednesday, August 1, 2012 at 10:00 a.m. in the Commissioners’ Large Conference Room located at the Forsyth County Administrative Building, 110 Main Street, Suite 210 Cumming, GA 30040, the Selection Committee For The Architect/Engineer RFP For The SPLOST VII Jail/ Courthouse Project held a meeting with the following persons present: Donna Kukarola, Steve Rhoades, Capt. Chuck Smith, Dawn Childress, Scott Morgan, Joe Lee and Christine von Meyer.
Forsyth County Selection Committee For The Architect/Engineer RFP For
The SPLOST VII Jail/Courthouse Project Meeting
Forsyth county Administration Building
Commissioners’ Large Conference Room
August 1, 2012 – 10:00AM
I. Call Meeting to Order
II. Adoption of Agenda
III. Items for consideration and Discussion
1. Distribution of submitted proposals to the Selection Committee.
2. Direction on how to review the proposals.
3. Set dates for future meetings.
The meeting was called to order by Donna Kukarola at 10:04 a.m.
Current members of the Architect/Engineer selection committee for the SPLOST VII Jail/Courthouse project which were formulated by the Jail/Courthouse selection team. The members were identified as follows – Dawn Childress, Chuck Smith, Scott Morgan, Steve Rhodes, Tim Merritt (absent) and Joe Lee (Project Manager) and Donna Kukarola (non-voting member).
Joe Lee stated that he had a presentation on Monday, July 30th for the project team which resulted in the advancement of the project. He stated that he had anticipated to present this information to the BOC tomorrow, August 2nd, where he will attempt to accomplish four specific objectives: 1.) To approve the CM at risk delivery method, 2.) To approve the schedule, (a 30 month schedule) 3.) Authorization to go out for the CM at risk, 4.) Authorization for the testing firm procurement.
ADOPTION OF AGENDA
There was a motion by S. Rhoades for the adoption of the agenda. There was a second by C. Smith. Motion carried with all members in favor (Smith, Rhoades, Lee, Childress, and Morgan).
The first item of discussion was the submission of the proposals. The proposal materials from the firms were distributed to each of the committee members.
D. Kukarola stated that members should observe the following guidelines when considering the proposals:
1.) These are sealed proposals and are confidential.
2.) Proposals shall remain confidential during the evaluation period.
3.) Future meetings will be in an open meeting format. The sealed documentation can be discussed only in Executive Session.
4.) The fees are not included. The fees will not be included until after the evaluations and short list.
5.) The Procurement Department is calling the references at this time and it is anticipated that process will be finished by this Friday, August 3rd.
6.) All firms have submitted the affidavits as required.
7.) The firms should not be contacting you directly. If they do, they should be referred to the Procurement Department.
8.) If you have questions or need clarification about anything in the proposals, please contact me.
9.) Proposals are to be evaluated against our proposal submitted to them, not against each other.
10.) The second sheet is acknowledging that you are aware that these documents are confidential in nature and should be signed and returned to me.
Also provided is a copy of the original proposal, a list of firms that responded and all 8 proposals.
D. Kukarola asked if there were any questions.
There were no questions.
D. Kukarola then asked members for input for the next meeting time to discuss the proposals, keeping in mind that interviews had been tentative scheduled to take place the week of the 20th. The week of the 20th for interviews was tentatively revised to the week of the 27th due to scheduling conflicts and two individuals would not be able to attend.
D. Childress proposed to schedule the next meeting at 10:00 AM on Tuesday, August 14, 2012, which was unanimously agreed upon.
D. Kukarola asked if there were any questions. There were no further questions.
There was a motion by C. Smith to adjourn. Motion was seconded by S. Rhoades and motioned carried unanimously.
Meeting was adjourned at 10:10 AM.
The above and foregoing Minutes are hereby certified as being correct and ordered recorded.
Donna Kukarola, Procurement Director
Tim Merritt, Member
Steve Rhoades, Member
Capt. Chuck Smith, Member
Dawn Childress, Member
Joe Lee, Member
Scott Morgan, Member