Old Lyme Flood & Erosion Control Board
Meeting Minutes
November 16, 2009
The meeting was called to order at 5:00 PM by Chairman Steve Ross.
Present: Steve Ross, Todd Machnik, Bob Chapman, Dave Roberge – Ex-Officio Member
Absent: Gary Smith, Tim Griswold - Ex-Officio Member
Guests: List attached
1. Correspondence
No Correspondence
2. Approval of October 19, 2009 Meeting Minutes
Todd Machnik moved to accept the minutes for October 2009 as presented. Bob Chapman seconded the motion. The minutes were accepted.
3. Old Business
Mile Creek – Maintenance Permit Status
Steve Ross reported that he had been in contact with Paul Capotosto (CT DEP) and that a meeting with Paul and the Tidal Wetlands team was held on November 13. Paul reported that he is moving forward with the COP (certificate of permission) from the state. Steve expects that he will receive this shortly and that the work will likely be done this December.
Sheffield Brook – Draft Request for Proposal (RFP)
Todd Machnik reported that he and Gary Smith had met and reviewed the bids at great length. Todd supplied the board members with a document (attached) that detailed their findings and recommendation. The engineering firm of Wengell, McDonald and Costello (WMC) was recommended by the sub-committee to be the winning bidder. On the side, Todd commented that in his personal opinion the best proposal came from Milone and MacBroom, but it was quite a bit more expensive than the sub-committee’s three top choices.
Paul Rowean, (OLS) asked Todd if he knew the completion time that WMC proposed, and if he knew when the work would start. Todd said that this question should be asked of WMC. Steve Ross thanked Todd for his work, along with Gary Smith (not present), and commented that they did an excellent job. Steve also thanked the bidding firms present, telling them that their proposals were professional and appreciated by the board and beach association members.
Steve Ross suggested that both beach associations should review the proposal from WMC, then meet with the FEC Board to decide as a group what the next course of action will be.
Paul Rowean, (OLS) asked Steve when he thought that the beach association members should plan on meeting with the FEC Board and suggested that it be in January as it is difficult to get their members together in December. Doug Whalen (OCB) agreed that January would be the earliest for his association members too. Doug also stated (for the record) that this problem with Sheffield Brook is a town problem, and not the responsibility of the private beach associations. He requested that the FEC Board request from the selectmen the town's financial support to share in paying for this work. Doug added that he speaks on behalf of his board. Steve suggested to Doug that he send a written request to Steve regarding this matter, and Steve will present
it to the selectmen for inclusion in the agenda for a future Board of Selectmen's meeting.
Bid totals were reviewed. Steve reminded everyone that these numbers are also listed in our October 2009 minutes which are available on the town website.
Dave Roberge asked Steve McDonnell (WMC) what experience his firm had with FEMA grants. Steve McDonnell stated that they did not have extensive experience with FEMA, but they did have experience in obtaining grants from other public agencies. Steve McDonnell will check back in his company's records to see exactly what experience they did have with FEMA grants. Doug Whalen (OCB) asked Steve McDonnell (WMC) if he could stop by the WMC office for copies of the proposal. Steve McDonnell stated that he would make up as many hard copies that the beach associations needed and would also send an electronic copy to Steve Ross. It was decided that the beach associations would work directly with WMC to obtain hard and electronic copies.
Doug Whalen (OCB) thanked the board for their persistence and patience in planning for a solution to the Sheffield Brook flooding problems, with the final goal being to find a solution and to obtain grant money to do so.
4. New Business
No new business
5. Our next meeting will be on January 17, at 5:00 PM, town hall, second floor meeting room. It was decided that there will be no December meeting.
6. Adjournment
Todd Machnik moved, Bob Chapman seconded, to adjourn the meeting at 5:35 PM.
Respectfully Submitted,
Mary Ellen Garbarino
Clerk
Old Lyme Flood & Erosion Control Board
Guests Association
Joe Wren, PE Indigo Land Design
Paul J. Rowean VP Old Lyme Beach Association
David E. Wheeler Owner, OLBA
James Rossman Colonial Surveys, LLC
Barry Ferrante WBA
Stephen McDonnell WMC Engineers
Steve Andrejewski WMC Engineers
John Ebere Stantec Consulting
Doug Whalen OCBA
Roy Seelye Macchi Engineers
October 27, 2009
To: Flood & Erosion Control Board
From: Sheffield Brook – RFP – Subcommittee
Re: Engineering Firm Recommendation
Page 1 of 2
At the October 19, 2009 meeting of the F&ECB the chairman opened the fee proposals for the modified RFP dated October 9, 2009. The chairman then requested this subcommittee to review all the proposals and make a recommendation to the F&ECB.
There were 9 proposals submitted from the initial RFP dated July 29, 2009. On October 9, 2009, the 9 firms were asked to modify their fee proposal based on a refinement of the survey requirements. All 9 firms responded to the modified RFP.
Two meetings of the subcommittee were scheduled to review these proposals. Only two of our five members attended the meetings, Todd Machnik & Gary Smith.
The following tabulates information from the submitted fee proposals. They are listed according to the fees submitted for the modified RFP, lowest to highest:
Schedule (Days) Meetings
Firm 10/9/09 7/29/09 Start End FECB Public
1 $55,568 $53,468 14 150 5 1
2 $57,000 $78,900 5 140 All 1
3 $63,500 $79,000 3 120 All 1
4 $69,250 $83,600 5 65 6 1
5 $71,500 $71,500 7 180 6 1
6 $72,400 $49,000 5 105 4 1
7 $79,500 $55,500 5 120 3 1
8 $117,500 $103,000 7 98 - -
9 $240,000 - - 450 - -
During our first meeting, four firms were eliminated due to fee proposal; limitations on video inspections; limitations on attendance of meetings; and\or extras being charged for items.
During our second meeting we re-evaluated the five remaining firms. Two were eliminated due to price and scheduling. The remaining three were then reviewed on experience, size of firm and location of firm.
We have summarized our findings for the final three firms being evaluated on Page 2.
October 27, 2009
To: Flood & Erosion Control Board
From: Sheffield Brook – RFP – Subcommittee
Re: Engineering Firm Recommendation
Page 2 of 2
1. Wright-Pierce: Fee Proposal: $55,568.
- Limited to 5 FECB meetings;
- Limited to video inspecting 1,000 Linear Feet of pipe;
- Requires Town of Old Lyme to supply accurate Water Flows and Elevations to complete Sections 2.3 (Hydrology) and 2.4 (Hydraulics);
- Billing Rates submitted for extras;
- Firms staff location and experience mainly out of state.
2. Wengell, McDonald & Costello (WMC): Fee Proposal: $57,000.
- No limitations on Video Inspections or attendance of meetings;
- Schedule looks reasonable;
- Good experience record (Swan Brook Study in Old Lyme);
- Good experience record on team members;
- Team members in-house;
- Office located in Newington, Ct.
3. Indigo Land Design: Fee Proposal: $63,500.
- No limitations on Video Inspections or attendance of meetings;
- Schedule looks reasonable;
- Limited experience;
- Small office, limited in-house staff, relies on consultants;
- Project Engineer on previous Sheffield Brook drainage modifications, which will require an independent review as part of our scope;
- Office located in Old Saybrook, Ct.
Recommendation:
Based on the scope of service requested, review of the information submitted, the qualifications and experience of the teams and firms and the proposed engineering fee; we recommend the Evaluation of the Sheffield Brook Watershed be awarded to WMC Engineering Firm (Wengell, McDonald and Costello) of Newington, Ct.
Respectfully Submitted, Gary D. Smith & Todd Machnik
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