MONROE - Questions were raised about the way the city is accepting quotes, before the Monroe Board of Public Works voted unanimously Monday night to accept Fehr-Graham & Associates, LLC's proposal to prepare a survey and design the outer walkway area of the Square.
City Administrator Mark Vahlsing said the city received five quotes, but the lowest quote was not recommended by the Monroe Main Street Board of Directors. Instead they chose for recommendation a proposal from Fehr-Graham of Monroe April 14.
Strand Associates/Ken Sieki submitted the low bid of $28,900. Fehr-Graham's bid was $37,650.
Vahlsing said the city did not have to go with the lowest quote when hiring a service.
"Typically we take the lowest bid," Mark Coplien said. "We're kicking out $9,000."
By not accepting the lowest bid, the city was losing the competitive edge among bidders, Coplien said.
Vahlsing agreed there was a large difference between the highest and lowest quotes, but felt the lowest bid would come back for an adjustment.
Fehr-Graham's proposal was also not as detailed as Coplien would have liked.
"It's got to be more specific," he said.
Vahlsing said it was "a challenge to put a quote together" and noted other proposals were not well detailed either.
"Main Street plans are not really detailed," he said.
Vahlsing said Fehr-Graham's proposal had the edge because the firm contacted and worked with Mahan Rykiel Associates, resulting in a proposal that was more responsive to Main Street's master plan.
Fehr-Graham's partnering with the company was one of the selling points for the Main Street Board. Mahan Rykiel Associates was involved with Arnett Muldrow & Associates, who were hired to create a plan to revitalize downtown. Main Street members also liked the fact that Fehr-Graham is a local firm.
Coplien also questioned why Fehr-Graham was one company being "handed a lot of things" to do with the city.
Public Works Director Kelly Finkenbinder said the Main Street Board considered the "mystery" of lines and pipes that lie under the Square and which firm is best acquainted with them.
But Coplien said other firms are not getting a chance to become familiar with the lines.
Vahlsing said the Main Street Board compared the firms based on how they approached the project, their experience with downtown designs, how each proposal fit with Main Street's master plan for downtown and pricing.
Although all the firms submitted quotes for all three phases, the Main Street Board limited its comparison on only Phase 1 of the Master Plan.
In that way "They are not tied into one firm for the whole project," Vahlsing said. "I trust Monroe Main Street Board's judgment. They are pretty conservative."
The funding for the survey comes out of Tax Increment District #7.
Coplien made the motion to accept the quote.
"I want to see this get done and everybody happy with what is done," he said.
City Administrator Mark Vahlsing said the city received five quotes, but the lowest quote was not recommended by the Monroe Main Street Board of Directors. Instead they chose for recommendation a proposal from Fehr-Graham of Monroe April 14.
Strand Associates/Ken Sieki submitted the low bid of $28,900. Fehr-Graham's bid was $37,650.
Vahlsing said the city did not have to go with the lowest quote when hiring a service.
"Typically we take the lowest bid," Mark Coplien said. "We're kicking out $9,000."
By not accepting the lowest bid, the city was losing the competitive edge among bidders, Coplien said.
Vahlsing agreed there was a large difference between the highest and lowest quotes, but felt the lowest bid would come back for an adjustment.
Fehr-Graham's proposal was also not as detailed as Coplien would have liked.
"It's got to be more specific," he said.
Vahlsing said it was "a challenge to put a quote together" and noted other proposals were not well detailed either.
"Main Street plans are not really detailed," he said.
Vahlsing said Fehr-Graham's proposal had the edge because the firm contacted and worked with Mahan Rykiel Associates, resulting in a proposal that was more responsive to Main Street's master plan.
Fehr-Graham's partnering with the company was one of the selling points for the Main Street Board. Mahan Rykiel Associates was involved with Arnett Muldrow & Associates, who were hired to create a plan to revitalize downtown. Main Street members also liked the fact that Fehr-Graham is a local firm.
Coplien also questioned why Fehr-Graham was one company being "handed a lot of things" to do with the city.
Public Works Director Kelly Finkenbinder said the Main Street Board considered the "mystery" of lines and pipes that lie under the Square and which firm is best acquainted with them.
But Coplien said other firms are not getting a chance to become familiar with the lines.
Vahlsing said the Main Street Board compared the firms based on how they approached the project, their experience with downtown designs, how each proposal fit with Main Street's master plan for downtown and pricing.
Although all the firms submitted quotes for all three phases, the Main Street Board limited its comparison on only Phase 1 of the Master Plan.
In that way "They are not tied into one firm for the whole project," Vahlsing said. "I trust Monroe Main Street Board's judgment. They are pretty conservative."
The funding for the survey comes out of Tax Increment District #7.
Coplien made the motion to accept the quote.
"I want to see this get done and everybody happy with what is done," he said.