October 30, 2015 Meeting

10-30-15 | Agenda and Minutes - Special Meeting

AGENDA

  1. Public Comment
  2. Approval of minutes of October 22, 2015
  3. Award of FY 2015-FY 2017 Annual Audit
  4. Executive Session
    It is anticipated that the Commissioners will vote to go into executive session to discuss personnel performance review matters.
  5. Adjournment

MINUTES

Attending
Norwalk Transit District Commissioners: Andrew Glickson and Sheldon Miller
Norwalk Transit District Staff:  Kimberlee Morton, CEO; Nancy Carroll, Chief Operating Officer; and, Richard Bangs, Director of Finance and Administration

The meeting was called to order at 1:06 PM and a quorum was determined to be present. 

Public Comment
Members of the public who wished to address the Commissioners were asked to do so.  There were none.   

Approval of Minutes of October 22, 2015
The minutes of the October 22, 2015 meeting of the Commissioners were unanimously approved. 

Award of FY 2015 – FY 2017 Annual Audit
Ms. Morton informed the Commissioners that the District sought proposals from Certified Public Accounting firms to conduct the annual audit of the Norwalk Transit District’s financial statements, the Supplementary Schedule of Federal Financial Assistance and the Supplementary Schedule of State Financial Assistance for the years ending June 30, 2015, June 30, 2016 and June 30, 2017 with options for the years ending June 30, 2018 and June 30, 2019.  

The RFP was posted on the Norwalk Transit District website and Department Administrative Services website on October 1, 2015.  A bidders list was also developed for this procurement and proposal documents were directly emailed.  It also appeared in the Norwalk Hour newspaper on October 2, 2015.

Addendum 1 was issued on October 7, 2015 pursuant to questions received in response to the RFP.  Addendum 1 was sent to all interested proposers as well as posted on our website and the DAS website.

A pre-proposal conference was held on October 12, 2015.  Questions raised at the conference were documented in Addendum 2 and sent to all interested proposers as well as posted on our website and the DAS website on October 15, 2015.

Five proposals were timely received by the submittal deadline of October 23, 2015.  Competition was determined adequate.  Evaluation forms and ranking of proposals are contained in the procurement file.  Both Evaluators ranked Seward and Monde as the highest ranked proposer.  The evaluators requested that Seward and Monde send the proposed project liaison in for a final interview.  The interview occurred on October 30, 2015 at 10:00 am.  After the interview both evaluators unanimously agreed that their original evaluation would stand and their recommendation was in favor of Seward and Monde. 

Federal and State Suspension and Debarment checks were performed yielding no exclusions.  Insurance certificates were obtained and checked to determine that the contract limits were met. 

Ms. Morton requested that the Commissioners’ give consideration of award to Seward and Monde in the amount of $76,500.00 for the first three year.  One two year renewal option is available to the District and will be considered at the time of the expiration of the initial period.  Ms. Morton noted that the proposal was structured to allow for additional related ancillary services if needed at the rates as quoted in Seward and Monde’s proposal.  The Commissioners’ unanimously approved award to Seward and Monde in the amount of $76,500.00. 

Executive Session
A motion to recess the Public Meeting and move into Executive Session for the purpose of discussion of executive personnel performance reviews and related matters. 

The motion passed at 1:15 pm.

Present during the Executive Session were Norwalk Transit District Commissioners Miller and Glickson.  Also present were Norwalk Transit District staff Morton and Carroll.

The Public Meeting resumed at 2:20 pm. 

Adjournment
The meeting adjourned at 2:20 pm.