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HomeMy WebLinkAbout2007-07-19 Transcription July 19, 2007 City Council Work Session Page 1 July 19,2007 City Council Work Session Council: Bailey, Champion, Correia, Elliott, O'Donnell, Vanderhoef, Wilburn Staff: Atkins, Karr, Mejia RFQ FOR CITY MANAGER SEARCH FIRM: Wilburn! Well, urn, today's.. .purpose oftoday's meeting was just to.. .one final chance to take a look at the RFQ. If there were any changes.. .we also have Sylvia here, if anyone has any questions of her. I do have just something to see if the Council is willing to have go out with the RFQ. I don't know...I think some of you have seen this. Maybe all of you have seen it. The DVD that leAD put together about the Cedar Rapids-Iowa City Tech Corridor. Urn, I was thinking if some of the search firms may, I mean, they'll have some people in mind, but if they watch the video, maybe might give them a flavor of the area, and it might trigger something, as opposed to just reading information. Elliott! I haven't seen mine, but... Wilburn! ICAD is willing to. . . they attempt to get a hold of someone who knows exactly where they're at in the office (laughter), but uh... Bailey/ What's the timeline for that? Wilburn! Urn, well, you were planning on sending out the RFQ tomorrow, is that correct? Mejia! My understanding was that you wanted it to go out tomorrow. Wilburn! They think they can get enough of these by tomorrow, so... Mejia! So you want to include that with the RFQ? Bailey/ I think it would be...I think any time we can get our promotional materials out into the world is a good thing. Mejia! Sure! Ijust need as many copies as we have, uh, consultants. Wilburn! 28, I believe, is the number. Mejia! I think that's what's on there, unless you have others that you want me to add. (unable to hear person) Yes. Karr/ It'll be on the web site, because it'll all be.... Mejia! The RFQ will also be on the web site, so we'll need to have that available so everyone gets the... This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 19, 2006. July 19, 2007 City Council Work Session Page 2 Wilburn! Okay. So I'll give this copy to you, and get.. . can you get Joe Raso's number to Sylvia? Atkins/ We'll take care of it tomorrow, sure. Mejia! No problem. Correia! I just. . .I had one question. It says that, in here, that after we selected a firm, then we'd ask for a cost proposal to be submitted? I wondered why we didn't ask for a estimated budget, as a part, as a way of evaluating. Bailey/ I don't think we're going to make a decision based upon cost. eorreia! I don't know if something is $50,000 versus $100,000, I might... well, I might take that into consideration. Champion! I don't think they'll know, because I would think when they meet with us and find out what we want. That they'll have to develop a proposal. I mean, they're not going to know what it's going to cost, because they don't know what we want them to do. Elliott! That's my understanding, Connie, that there are a number of things to be decided and determined after, after we.. . (several talking) Vanderhoef/ Typically, they state what their expense is, and then what our expenses are, so we can sort of gauge what the total will be, but what their proposal will tell us is the things that they expect to do. Correia! No, I understand that part, but I guess, I guess I'd at least like a sense of, not from them necessarily, but as I'm going through this, I mean, it's not much of a negotiating, a negotiating position to say, 'We want you now tell us how much you cost?' Wilburn! Well, we reserve the right to select, 00, on any of the conditions, we reserve the right to go to another firm. Correia! No, I understand that, but I guess I'm wondering if there's any way, not necessarily from these, but to get a sense of how much did it cost eedar Rapids to search for their. . .I mean, I'd like a sense of what's the market. Champion! The proposal will have something in it. Atkins/ As far as eedar Rapids, we can just call them. I mean, Sylvia can do that tomorrow. This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 19, 2006. July 19, 2007 City Council Work Session Page 3 Correia! ...a range... Bailey/ We went through this with the Communication Center, and Ijust don't think that, I mean, professional service contracts, I think first and foremost, you have to look at the qualifications, and the package that you're getting and go with the firm that will do the job for you, and then negotiate the price. I mean, I think that that's....1 mean, I'm not saying that we're going to, you know, spend the sky's the limit, but.. . eorreia! But I guess if! don't have a sense of what the market is, like how do I know when I get this cost proposal from this firm that that's a fair price. Champion! They will have something in. . . Bailey/ .. .criteria. They'll have objective criteria, what they're basing their cost on. You know, that we pay, you know, I'm thinking of engineers. I'm sorry I'm in the wrong.. .we pay engineers at this level and this range we expect to use that, this many hours of an engineer in this range and this many hours. I mean, if they don't have objective criteria for their budget, then there's a problem right there. Vanderhoef/ And what we've received on the RFQ's from, for the State Executive Director, which is a similar kind of proposal, was that they.. .they stated what their costs were, what those (several talking at once) criteria were, so you'll look for, you'll see that kind of thing, uh, from each firm so you'll have sort ofa range, just by looking at all of those. (several talking) O'Donnelll Why don't we make a call to Cedar Rapids and find out how much they spent? That would be.... Mejia! I can certainly do that. ehampion! ... there'll be something in about money in the proposals. Elliott! Good! O'Donnell/ It'll be a ballpark figure. Mejia! Okay, I'll take care of that for you. O'Donnell/ Only way we could it is a range, and I don't see how we can set that. We don't have time, we don't know...I guess I'm... Bailey/ Well, and I also don't, it's hard to make a proposal to an organization or a group, until you know the scope ofthe project, and that involves the dialog and negotiation. I mean, having been through this like a lot, it's really hard to know. This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 19, 2006. July 19, 2007 City Council Work Session Page 4 You know, you can't ballpark some of the costs. (several talking) ., . different scope. Atkins/ Also keep in mind, our state laws are going to have an influence on it too. You have states that have sunshine laws, for example, that require all sorts of openness, and other states, quite the contrary. And they'll have to judge that when you tell them what you'd like to see. Wilburn! Any other comments about what is, about the RFQ? Bailey/ One thing I did neglect to do, and I apologize, um, Brian Fagen from Cedar Rapids sent me the name of a firm. Perhaps he sent you the same, and I forgot to check and make sure it was on our list. Wilburn! I didn't see any. Mejia! If you just want to call me tomorrow, with that name and address, I'll add it. Bailey/ .. . another add for the DVD to the list, just in case they're not on it? Wilburn! Sure, sure. Bailey/ I'm sorry about that, Sylvia, I should have checked. Mejia! No problem. Yeah, if you'll just give me a call tomorrow. I'll make sure it's on here or added to the list. Bailey/ It could be. I can't even pull it up - I don't remember where they're from. Mejia! I think we've probably hit most of them. I would be surprised if it's not on the list, but we should double-check. Bailey/ Thanks. Vanderhoef/ And, Sylvia, would you go through the new wording that I called and spoke with you about. Mejia! Dee had called me and asked that I look at, under the Statement of Qualification, in format 3.B., where we, where I discussed a listing of the past 7-years experience. What we were trying to find out was what the lead consultant had worked on over the past seven years, and if in fact the lead consultant had switched firms, which oftentimes they do, would it be all right if I added something to the effect that if the lead consultant proposed for this project was involved as the lead consultant on a city manager search with another firm within the past seven years - please include this recruitment information. This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 19, 2006. July 19,2007 City Council Work Session Page 5 Champion! That's good. Mejia! So that we would get their full seven years of experience if it was, if they had switched firms somewhere in there. Elliott/ Fine. I have one question, Sylvia. Mejia! Yes? Elliott/ On your letter, the next to the last graph, it says, 'The only official position of the City is that position which is stated in writing. No other means of communication.' Position, were you referring to the position of eity Manager? The position of the City in. . .. Mejia! The position of the City in choosing a search for anything included in this document. . . Elliott/ Okay. Mejia! .. .would be interpreted in writing, rather than, urn, what someone might casually mention to them. Elliott! Okay. Wilburn! Otherwise, are we a go? Mejia! I'll get it out tomorrow. Vanderhoef/ I think it was a good job. Elliott/ Yes, you betcha! Bailey/ And I'm excited it will go out tomorrow! Elliott/ Helps us a great deal. Wilburn! All right. Thank you. We're done. Thanks everybody! This represents only a reasonably accurate transcription of the Iowa City City Council meeting of July 19, 2006. FINAL REQUEST FOR QUALIFICATIONS AVAILABLE IN CITY COUNCIL JULY 26 INFORMATION PACKET AND AVAILABLE ON THE CITY WEBSITE