City Underwriter Selection Committee Meeting, RFP P-16-15-COC (minutes print both June 21 and June 22, 2016)
The City's record
What the City's record shows
Signed committee minutes (the chair's signature and an ATTEST line are printed), printed in the City's agenda packet of 2016-07-26 as backup to a Council item (File #16-307); not a draft awaiting approval.
No motion or roll call was read from the draft's text, so none is stated here. The draft is shown on this page as the City printed it. Otherwise this briefing states only what the City's agenda lists. Nothing here is taken from the machine transcription.
- No agenda from the City is on file for this meeting.
Draft minutes, as printed in a later agenda packet
Signed committee minutes (the chair's signature and an ATTEST line are printed), printed in the City's agenda packet of 2016-07-26 as backup to a Council item (File #16-307); not a draft awaiting approval.
Source: 791_CC_Reg_Packet_07_26_2016.pdf, the agenda packet of the 2016-07-26 meeting; lines 8963–9008 of the City's text of that file. The packet's own page footers are left out below.
Read the draft minutes
MINUTES CITY OF COCOA 4 P-16-15-COCSELECTIONCOMMITTEEMEETING June 211 2016 1 ASelectionCommitteeMeetingwasheldonTuesday, June22nd, 2016atCocoaCityIHall, 65StoneStreet, Cocoa, Floridaaspubliclynoticed. 1 I. OPENING MATTERS:r TheProjectManager, TeriButler, calledthemeetingtoorderat8:40am. Voting Members Present: Matt Fuhrer Assistant City Manager Teri Butler Finance Director Lora Howell Deputy Finance Director Non-Voting Members Present: John Titkanich City Manager Sylvia Dunlap Dunlap & Associates Sonja Hamilton- Suarez Purchasing & Contracts Manager II. Discussion Topics 1. Gross Spread - Teri and Sylviadiscussedthe ideaof lowestcostbasedon lowest gross spread. Sylviaexplainedthat grossspreadequalsexpensesplus average takedown ( commission paid to brokers). She explained that based I.on the proposals from Raymond James and Stifel, each was lower in one categoryandnottheother; Stifel's grossspreadwaslowerforRefundingandRaymondJameswaslowerfor SpecialAssessments. r MattsuggestedtheCitycouldchooseeitherfirmdependingonfunctionswherethey ranked highest. Johnagreedthis was a possibilityand wouldrequirecouncil approval. Sylvia affirmed that other Cities do that. i 2. Average Takedown — Lora said Stifel was lower for all four. John asked if that could be negotiated and discussed " Rankings" with Sylvia. Sylvia t explainedthattherearemanytypesof rankingsovertheNationfora specifictime period. t t tk f MayorTownHallMeeting2-16-16 3. References — Teri followed- up on references of each firm. She sent eachfirm' s references a set of questions ahead of time. Orlando responded for Stifel; affirming they highly recommended them. Teri also reviewed customer comments about each firm on the internet. 4. Judging Criteria — All agreed both firms are equally qualified. Teri suggestedall things being equal; they were just down to price. Sylvia suggested considering that water and sewer may be a factor in the future. Matt offered that choosing both may lower costs by maintaining competition. Sylvia advised choosingbothwouldalsogivethecityflexibilityif rateswentupandwouldeliminatethe needto go backout for RFPin thefuture. John questioned whether scoring was necessary if both firms were chosen. It was agreed that scoring was not necessary. The committee decided to recommendbothfirmsbe awardedthe contractandproposalswouldbeaccepted by both firms for individual tasks. The best proposalat the time will getthe award based on gross spread, past performance, and other variables includingbutnotlimitedto, timeline, availability, andtheirrelationshipwiththeCity. Teri directed Sonjato send a notice ofJ selection to both firms. f. III. ADJOURNMENT: TheSelectionCommitteeMeetingadjournedat9:10am. jr)) bj ( 01D 10 'e $ 5-/& Teri Butler, Finance Director ATTEST: S. Ham' ton- Suarez, Purchasing and Co racts Manager