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HomeMy WebLinkAboutMinutes - Oro Valley Fire Advisory Board - 10/22/1997 .l y�` . � � -�-���, �MINUTES �. ., --- QRO VALLEY FIRE ADVISORY BOARD SPECIAL SESSION POLICE DEPARTMENT C4NFERENCE RO4M � 11000 N. LA CANADA DRI�IE WEDNESDAY, OCTOBER 22, 1997 . CALL T4 ORDER: 1:10 .m. , , p R()LL CALL � PRE�ENT: Jan Kvancz, Chair Ron Koslowski, Vice-Chair Fred McCulloch, Member Paul Parisi, Council Liaison ABSENT: Herb Rutt, Member ,� , Laarry HoWell, Member ,� �� � �� �� � � - � APPROVAL OF MINUTES DATED 4CT4BER�16, 1997 � MO TION: Ron Ko slowski move d to a�c ept the minute s as re ad with � � � corrections. Motion seconded by Fred McCulloch. � � M�otion carried unanimously. �� RECONSIDERATI�N OF "REQUEST�FOR PR�POSALS" � Ms. Kvancz stated she�had called this meetin to discuss a reconsideration g of the Fire Adviso Board's recommendation that was going to the � Council. Ms. Kvancz stated that originally the Boaxd had discussed putting a cap of$10,000 on the contract however after a meeting with Mr. Chuck Sweet Tovv�n Mana er, and Werner Wolff, Chief of Police, on September � g 10, 1997, and at their request the cap was struck from the proposal and the RFP's were mailed on Se tember 11, 1997. Consequently the RFP's came p back over that $10,�00 figure the Board really wanted. Ms. Kvancz phoned � Nanc Riera on Saturda �ctober 18 to see if the Council Cominunication . - y y, � . , had gone out but fortu.nately it had not thus this meeting was called. , il Z�� , 10/22/97 Minutes, Fir�Advisory Board Page 2 I , j Ms. I�vancz stated she s oke to Kathi Cuvelier, Town Clerk, and Mr. Tobin p Sidles Town Attorne , on Monda , October 20 1997. Mr. Sidles advised � Y Y � that a communication to Council formally rej ecting the bids that came in Was a necessary step should the Board reject all the bids. Then the same � RFP with the $14,0�0 ca in lace could be resent to the three bidders. Mr. P p Sidles stated a letter should be sent with the RFP's advising vvhy the - original RFP was rejected. Ms. Kvancz stated that she had been advised by Mr. Sidles and Ms. Cuvelier that if the contract was over $1�,OOU it should have been advertized in the local news a er. Ms. Kvancz a ain stalted that fire and pp g emer enc consulti_ng services is very specific and it would be difficult to g Y do this vvithout getting many inappropriate or unquali�ied bids. REC411�IMENDATION OF ADVIS�RY B�ARD FOR CaUNCIL . �� 'f � Mr. Koslowski stated that for the record he was dis leased with having�to , p . �_� � redo this� entire process. Discussion followed�about redo�ng the RFP � � � rocess and the timelines to res ond to the neW RFP after having the old p p proposals rejected at the November 5, 1997 Town Council meeting. MUTI4N: Ron Koslowski moved to advi.se the Tov�n.Council v�ia a Council Communication to reject the two bid responses_for �fire and emer enc consultin serv1ces from Hunt Research g Y g . C o oration and Emergency S ervic e s C onsulting Crroup � . . which were opened at a public meeting held on October 3, - . . 1997. Motion seconded by Fred McCulloch. Motion carried unanimously. SEND OUT NEW "REQUEST FOR PROPUSALS" There was �er discussion reference the Tovv�n's purchasing policies. Ms. R.iera Secret to the Board, was instructed to mal�e copies of the � �Y current policies. The Fire Adv�isory Board then rev�iewed these policies. Under Town of 4ro Valle SOP #2 Dated July 22 1996, Section I. Y � : Professional Services, it states that"Unless required by the Council, the ��� �'� ' ' ndor uotation re uirements of this S�OP shall not a 1 to bidding and ve q q pp Y � ;.� , � 10/22/97 Minutes, Fire Advisory Board Page 3 �, p rofessional s�ervices. Such servYces shall include, but not be limited to the following: medical, legal, engineering, architectural, financial and similar . services." Mr. Parisi requested to speak to Mr. Sidles. Mr. Sidles was phoned and placed on the speakerphone. Mr. Parisi asked Mr. Sidles about S�P #2 Section I and if this could apply to the Fire Adv�isory Board's - current RFP. Mr. Sidles stated, "Yes, Section I could be applied to the fire and emergency consulting servYces." It was then clarified that the evaluation of all the data acquired by the Fire Advisor�Board by a consult is co�sidered"Professional Services" and Section I on page 6 of SOP #2 does apply. After having deterrnined that the current bid responses were legal, Ms. Kvancz requested�the Board to withdraw the previous.motions and proceed with the ori ' al recommendation to Council. The Fire Advisory Boaxd's � advise to Mayor and C ouncil will b e to have C ouncil ac c ept the prop o sal and award a bid to Emergency Services Consulting Group in the total amount of$14,63 0. �� MUTIDN: Ron Koslowski after conferrin with the Town Attorney g moved to withdraw his previous motion regarding the rej ection of the bids by the Town Council. Motion seconded � by Fred McCulloch. Motion carried urianimously. MOTION: Ron Koslowski moved to withdraw his previous motion regaxding the corrections to the minutes of 4ctober�16 and accept the minutes of October 16, 1997 as originally p resented. Motion seconded by Fred McCulloch. Motion carried unanimously. Ms. Kvancz apologized to the Bo�,rd for the confusion Which had brought about this meeting. Ms. Kvancz stated she would prepare a Council Communication with the �ire Advisory Boaxd's original recommendation to Ma or and Council. There was�o fia.rther comments, questions or y discussion. ,<< . � . x� � 10/22/97 Minutes, Fire Adviso,-y Board Page 4 ADJOURNMENT � The next meeting of the Fire Adv�isory�Rev�iew Boaxd was scheduled for M4NDAY, NOVEMBER 17, 1997�at the Town Hall Conference room at � � 4:30 p.m. . � � �� � � � � � M�TION: � Fred McCulloch moved to have the mee�ting adjouxned. � � � Motion seconded by Ron Koslowski. Motion carried � � � � unanimously.� � � � � Meeting adjourned�at 2:10 p.m. � � � � � � Respectfully submitted, � �. f, � N cy Le Rie a, OVP Admin/Manager � ,- �