SPECIAL CALL MEETING APRIL 4, 2019
Be it remembered that the Mayor and Board of Aldermen of the City of Ocean Springs met in a Special Call meeting at City Hall in the City of Ocean Springs at 6:00 p.m. on April 4, 2019. The Mayor presiding, Aldermen Cox, Gill, Authement, Bellman, Papania, Blackman and Impey were present. Also present were City Clerk Patty Gaston and City Attorney Kevin Melchi.
The Mayor called the meeting to order.
The Special Call Meeting is for the purpose of any and all matters pertaining to the discussion of engineering services and the proposed change order #2 for the Freedom Field parking lot for the poor soil conditions identified onsite (Exhibit b).
The Mayor started the meeting by beginning the conversation regarding the Freedom Field parking lot condition. Joey Duggan, with Compton Engineering, said the poor soil condition was discovered yesterday as the contractor was preparing for the repairs. They are proposing to undercut, add geo grid, add sand, fabric, stone and asphalt since they are unable to pave as it is now, improvements need to be made to the subsoil. Alderman Blackman asked how much time does the board have to make a final decision; he has someone going to take a look at the parking lot to see exactly what is needed that can have some cost savings verses the estimate proposed. He is concerned about this being the second change order that seems to be excessive in cost. Joey Duggan said it also includes removal of a septic tank and water lines. Alderman Blackman asked the Public Works Director if they could handle the septic tank and water line removal for a cost savings of approximately $2,000.00. Alderman Cox asked how much soil was going to be removed originally versus now. He responded that it is now an additional twelve inches being removed. The Aldermen discussed tabling the issue until Monday and having another special call meeting, but decided against tabling.
Motion was made by Alderman Blackman, seconded by Alderman Authement and unanimously carried to move forward with change order #2 minus the removal and disposal of the septic tank and relocation of the existing water line for the total cost of $15,160.00.
The Mayor began the discussion of engineering services and said the Engineering Committee had met and interviewed Brown, Mitchell & Alexander, Overstreet & Associates and BKI engineering firms. The recommended proposal from the committee is to hire both Brown, Mitchell & Alexander and Overstreet & Associates using a fee based system. The scope is not complete but the recommendation is for Overstreet to handle day to day operations at Public Works and BMA would handle all other projects. Alderman Blackman expressed his concerns with the process and does not feel having two firms is a good idea for the city and will not save money. Motion was made by Alderman Blackman and seconded by Alderman Impey to hire BMA as the City Engineer solely with a $10,000 per month limit. Motion failed with Aldermen Cox, Blackman and Impey voting aye and Aldermen Gill, Authement, Bellman and Papania voting nay.
The Mayor said the committee needs to iron out the scope and the $10,000 per month cap total for both firms. Alderman Gill said the process has been followed and done correctly. He believes this will save money and the right thing for the city but if it doesn’t save money it will need to be changed again. Alderman Impey stated if the process was followed then only the top ranked engineering firms would have been in the negotiations. Alderman Blackman expressed concern with Overstreet over the Dog Park as his first impression does not give him confidence in the firm to perform well for the city. Alderman Cox said he did not feel comfortable at the last meeting to make the recommendation because the scope was not completed.
Motion was made by Alderman Authement and seconded by Alderman Bellman to accept the recommendation of the Engineering Committee and hire both Overstreet & Associates and Brown, Mitchell, & Alexander for city engineering services. Motion passed with Aldermen Gill, Authement, Bellman, Cox and Papania voting aye and Aldermen Blackman and Impey voting nay.
Alderman Gill thanked Compton Engineering for their great service to the city for many years. Joey Duggan addressed the Board; he congratulated BMA and said they were a great and respectable firm. He said Compton Engineering has never invoiced the city more than $10,000 a month, the Department Heads have always come to the Board for approval for any projects that go over. Alderman Cox added that there are several current contracts that Compton’s is still part of and will still be working with the city.
Motion was made by Alderman Bellman and seconded by Alderman Gill to terminate the City Engineering Contract with Compton Engineering pursuant to the terms of the contract. Motion passed with Aldermen Gill, Authement, Bellman, Cox and Papania voting aye and Aldermen Blackman and Impey voting nay.
Motion was made by Alderman Cox, seconded by Alderman Authement and unanimously carried to adjourn the Special Call meeting.
The meeting ended at 6:35 p.m.
__/s/Patty Gaston________ ___/s/Shea Dobson______
City Clerk Mayor