03.14.2023 Town Council Minutes Work Session■
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A Place Where Everyone Matters
Call to Order/ Roll Call.
The meeting was called to order at 5:00 p.m.
Council Members Present:
Mayor David F. Bristol
Mayor Pro -Tern Jeff Hodges
Deputy Mayor Pro-Tem Craig Andres
Councilmember Marcus E. Ray
Councilmember Amy Bartley
Councilmember Chris Kern
Councilmember Charles Cotten
MINUTES
Prosper Town Council Work Session
Prosper Town Hall — Council Chambers
250 W. First Street, Prosper, Texas
Tuesday, March 14, 2023
Staff Members Present:
Mario Canizares, Town Manager
Michelle Lewis Sirianni, Town Secretary
Terry Welch, Town Attorney
Bob Scott, Executive Director of Administrative Services
Robyn Battle, Executive Director of Community Services
Chuck Ewings, Executive Director of Development and Infrastructure Services
Hulon Webb, Engineering Director
Chris Landrum, Finance Director
Jay Carter, Purchasing Manager
Stephanie Mays, Assistant Purchasing Manager
Sherry Fangio, Buyer
Whitney Rhem, Grants Administrator
James Edwards, Director of Human Resources
Items for Individual Consideration
1. Discuss the Town's bid process and procurement methods. (JC)
Mr. Carter presented three alternative procurement methods that can be used for
construction projects, scoring used for Competitive Sealed Proposals (CSP) and
Request for Proposals (RFP), and various criteria that can be used.
Mr. Webb provided a history of a few previous projects based on using Competitive
Sealed Bid (CSB), and why the Town placed the CSP percentages into policy.
The Town Council discussed the different methods presented and the various
criteria that would identify and meet the Town's objectives.
Staff suggested options to the Town Council for consideration moving forward such
as asking the Capital Improvement Sub Committee to review the upcoming projects
and determine the most important criteria to be used for the project, offering pre -bid
meetings, or removing the CSP percentages from the policy.
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The Town Council consensus was to remove the CSP percentages from the policy,
and to change the criteria ratio to 65% cost, 25% time, and 10%
qualifications/references as a minimum standard but could be subject to change
based on the Capital Improvement Sub Committee recommendation.
The meeting was adjourned at 6:01 p.m.
These minutes approved on the 28th day of March 2023.
ATTEST:
Michelle Lewis Sirianni, Town Secretary
APPROVED:
David F. Bristol, Mayor
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