MINUTES

                                              Waupaca County Land Information Council

                                                                    Friday March 18, 2011

Members present:  James Loughrin, Robert Ellis, Terry Murphy, Faye Wilson, Ian Grasshoff, Clyde Tellock, Joe Glodowski, Mike Mazemke and Andrew Carlin.

Others present:  Jason Buck and Kyle Fischer. 

Meeting called to order at 10:35 AM.

Review and accept Agenda.

A motion was made by Robert Ellis and seconded by Mike Mazemke to approve the agenda.  Motion carried.

Approve minutes.

A motion was made by Mike Mazemke and seconded by Terry Murphy to approve the minutes.  Motion carried.

Vendor Selection:  Dayton GPS Proposals

Joe Glodowski explained the Dayton GPS project to the council.  Joe explained the differences in establishing existing Government corners and establishing and/or location center of sections.  Joe stated that it is more difficult to establish the centers and requires much more work to complete.  Joe explained the point system he used to determine how much it each bid received would break down to a per corner cost.  Joe stated that because establishing an existing Government corner is an easier job than establishing a center, he assigned one point for each corner and three points for each center of section.  There are 120 government corners and 36 centers of sections to establish in Dayton.  This broke down to 120 points for the corners (1 x 120) and 108 points for the centers (3 x 36) point for a total of 228 points.  Joe divided the bid amounts by the 228 points to get a per corner cost.    Joe presented a document to the council that outlined this point system.  On this document the low, high, and average bids were listed on a per corner cost.  The average bid was the average of eight bids, minus the high and low bids.  The high and low were dropped because they were significantly lower and higher than the other bids.  The low bid was Point of Beginning at $86.84 per. The high bid was Veolia Environmental Services at $520.40 per corner. The average bid was $210.53 per corner. 

Joe made a recommendation that the council select Riverside Land Surveying for the GPS project.  This recommendation was based on Riverside Land Surveying’s experience in completing the Farmington GPS project and the quality of the work done for the Farmington GPS project.  Riverside’s per corner price was $130.92.  Joe felt that the bid per corner price of the lowest bidder, Point of Beginning, was too low, especially for establishing the center of sections.  Joe stated that the second lowest bidder, Fox Valley Land Surveying, lacked the references to get his recommendation.  The overall budget for the project is $45,000, which eliminated five of the bids.  Kyle Fischer from Riverside Land Surveying asked the council for the opportunity to explain the process he used to establish his bid.  Kyle stated that spent 16 hours doing research to come up with the bid amount. 

A motion was made by Terry Murphy and seconded by Robert Ellis to hire Riverside Land Surveying to complete the Dayton GPS project at a cost of $29,850.  A roll call vote by the council passed 8-0 to accept the motion. 

Adjournment. A motion was made by Robert Ellis and seconded by Andrew Carlin to adjourn at 10:55 am. Motion carried.