10-27-04 Personnel & Finance, Public Works and Property Vacation

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Joint Meeting of the Personnel and Finance Committee and the Public Works and Property Vacation Committee Public Works Director Gary Gilot inquired more about professional services. He noted that South Bend uses qualified based selection(QBS). Council Member Schmidt stated that it does not cover lawyers,but does cover architects and engineers. Fort Wayne wants everyone "to get a shot at a project" and often times you see where the percentage of the fees is more competitive among these professionals since often time their fees are a%of the total project. Dr. Varner noted that QBS is permitted by statute, however where multiple architectural firms could do the job the city never really knows what the best deal is, absent a public process and it ends up as being the"best guess". He noted that he would like to see more bidding. Council Member Schmidt noted that professional services were a"touchy area",but even in a non-bid process it would still have to come before the Common Council so that an explanation could be given why this particular firm was selected. In this way a "comfort level" is provided as to how these public funds are to be spent. City Clerk John Voorde noted that the Indiana Association of Cities and Towns has backed an electronic bidding process which has a web based time frame. City Controller Rick 011ett noted that it is also referred to as a"Dutch auction". Council Member Schmidt stated that Fort Wayne may have had one which was handled by the Purchasing Department. He noted that their purchasing process allows more explanation to be given to the Common Council and to the public who wish to participate. It is logical and benefits the entire community. Mr. Gilot inquired about the time frame from the Board of Public Works to the Common Council and whether it was completed within a sixty(60)day period. Council Member Schmidt stated that they also have a"prior approval"process. He gave the example that the Board of Public Works approves a project, subject to Council approval; however they wish to get started in light of the weather. The matter would be heard at the next meeting of the Council, who meets on the 2nd and 4th Tuesdays. Under the "prior approval" process, the bid sheets are shown if over $100,000 and an explanation is given to the Council, and then the Council signs off on the project under"prior approval". A suspension of the rules is not necessary in light of this process. He noted that they have never gone to 60 days. Mayor Luecke inquired why an ordinance was used instead of a resolution, noting for example that tax abatement procedures include resolution action. Council Member Puzzello also inquired why a resolution could not be used at the Council level. October 27,2004 Joint Meeting of the Personnel and Finance Committee&the Public Works and Property Vacation Committee-3