BE IT REMEMBERED that the Board of Supervisors of Winston County, Mississippi, met in an open meeting at the Courthouse in the City of Louisville, Mississippi, at 9:00 am on Tuesday, May 20, 2014, for the consideration of requests for proposals for removing debris and for monitoring services for debris removal due to damage caused by the April 28, 2014 tornado. At the time of this meeting, Winston County was operating under an Emergency Disaster Declaration proclaimed by the Board of Supervisors, the Mayor and Board of Alderman of the City of Louisville, the Governor. of the State of Mississippi and the President ofthe United States.
Present and constituting the Board were Honorable James “Burr” Warner, District One; Honorable Luke Parkes, District Two; Honorable Mike Peterson, District Three; and Honorable Larry Duran, District Five. Also present were Board Attorney Hugh Hathorn, Brenda Jarrett of Broaddus and Associates, and Honorable Julie Cunningham, Chancery Clerk of Winston County.
The Board, having been declared in session at 9:00 am, by Honorable Mike Peterson,
President of the Board of Supervisors, also presiding over said meeting, proceeded with business as follows, to-wit:
ORQER A@ MINUTES OF EXECUTIVE SESSION
During a recessed meeting of the Board of Supervisors held on May 20, 2012, pursuant to the terms of 25-41-7 of the Mississippi Code of 1972, as amended, Honorable Mike Peterson moved, and Honorable Luke Parkes , that the Winston County Board of Supervisors make a closed determination upon the issue of whether or not to declare an executive session for the purpose of discussing proposals received for debris removal contract and monitoring contract. The Board finds that due to certain confidential proprietary and financial information submitted with the requests for proposals, it is necessary to enter into executive session in order to maintain the confidentiality of the proprietary and financial information submitted in the proposals for debris removal and monitoring. In addition, certain matters involving the personnel and the work records of employees of the contractors and sub-contractors must be discussed confidentially among the Board members. Therefore, it is necessary to enter into an executive session with the following named persons deemed necessary for the discussions, deliberations, and recording of such executive session:
Burr Warner, Supervisor, District One
Luke Parkes, Supervisor, District Two
Mike Peterson, Supervisor, District Three
Gloria Turnipseed, Supervisor, District Four (absent) Larry Duran, Supervisor, District Five
Chancery Clerk Julie Cunningham
Board Attorney Hugh Hathorn
Broaddus & Associates representative Brenda Jarrett
Which motion received the unanimous vote of the members ofthe Board of Supervisors.
This discussion of the nature of matters requiring executive session was had, and the Board, on motion made by Honorable Mike Peterson, Second by Honorable Gloria Turnipseed, and approve by unanimous vote, declared the Board of Supervisors to be in executive session for the consideration of such matters.
CAME ON FOR CONSIDERATION at the request of Honorable Mike Peterson the exit of the Executive Session.
After discussion and upon said request, Motion was made by Honorable Luke Parkes and Second by Honorable Burr Warner to exit Executive Session and that the
meeting again be opened to the public. No official action was taken during the Executive Session.
Motion passed on the following vote:
Burr Warner, Supervisor, District One Aye Luke Parkes, Supervisor, District Two Aye Mike Peterson, Supervisor, District Three Aye Gloria Turnipseed, Supervisor, District Four Absent Larry Duran, Supervisor, District Five Aye
ORDERED AND ADJUDGED, this the 20th day of May, 2014.
Mike Peterson, President Winston County Board of Supervisors Winston County, Mississippi
ORDER AwARDlNG DEBRls REMOVAL CONTRACT To HUGH@ CONSTRUCTION OF QUISVILLE, Mlsslsêlppl
THERE CAME ON FOR CONSIDERATION by the Board of Supervisors the awarding of a contract for the removal of debris caused by the tornado disaster of April 28, 2014. At the time of this meeting, Winston County was operating under an Emergency Disaster Declaration proclaimed by the Board of Supervisors, the Mayor and Board of Alderman of the City of Louisville, the Governor of the State of Mississippi and the President of the United States. The Board finds that the debris left behind by the tornado disaster on the public roads and rights of way and public property of the county constitutes an imminent and immediate danger to the citizens of Winston County and that it is necessary to remove this debris forthwith in order to protect the lives and property ofthe citizens. Further, the Board finds that debris which has been piled up along the roads and right of way constitutes an immediate threat and danger to the traveling public and must be removed without delay.
The Board finds that the provisions of Section 33-15-17(b), Miss. CODE ANN. (1972, as amended), grant the county the power to enter into contracts and incur obligations necessary to combat such disaster, protecting the health and safety of persons and property, and providing emergency assistance to the victims of such disaster and that said statute authorizes the county to exercise the powers vested under this section in the light of the exigencies of the extreme emergency situation without regard to timeconsuming procedures and formalities prescribed by law pertaining to the performance of public work, entering into contracts, the incurring of obligations, the employment of temporary workers, the rental of equipment, the purchase of supplies and materials, and the appropriation and expenditure of public funds.
Having previously solicited requests for proposals through the services of its disaster project manager, Broaddus & Associates, and having received ten (10) proposals for debris removal, the Board of Supervisors met to review and score each proposal in
accordance with the guidelines set forth by the Mississippi Emergency Management Agency (MENIA) and the Federal Emergency Management Agency (FEMA) and in accordance with the applicable procurement laws and Code of Federal Regulations. Each applicant was scored on (1) experience/past performance; (2) sub-contracting plan; (3) cost/price; (4) management plan; and, (5) technical expertise. Each of these five areas were worth twenty percent (20%) of the total score. Each proposal was reviewed by the Board of Supervisors as a group to determine if the proposal met the guidelines and the criteria set forth in the Request for Proposals. Thereafter, for each proposal meeting the guidelines and criteria, each proposal was reviewed in full by each individual Supervisor and each individual Supervisor then assigned a numerical score to each of the five areas. After completion of this process for each qualified proposal, the
results ofthe scoring were tabulated to determine which applicant received the highest score.
Ten proposals were received from the following applicants: (1) Crowder Gulf
(2) DRC Emergency Services (3) 4D Construction and Southern Disaster Recovery Services (4) Hensley R. Lee
(5) Hughes Construction Company
(6) Jones Lumber Company
(7) Looks Great Services, Inc.
(8) Moody Construction Company (9) TFR Enterprises
(10)
The proposal of was disqualified and deemed to be an irregular proposal due to the fact it did not contain the required identifying information on the outside of the package. The information required on the outside
ofthe proposal envelope, package or container was clearly set forth in the Request for Proposals.
After review and scoring of all of the qualiñed proposals, the following total scores were assigned:
(1) Crowder Gulf- 381
(2) DRC Emergency Services - 372
(3) 4D Construction and Southern Disaster Recovery Services - 390 (4) Hensley R. Lee - 390
(5) Hughes Construction Company 428
(6) Jones Lumber Company - 314
(7) Looks Great Services, Inc. - 407
(8) Moody Construction Company - 407
(9) TFR Enterprises 289
Therefore, after discussion, and in compliance with the guidelines set forth by the Mississippi Emergency Management Agency (MEMA) and the Federal Emergency Management Agency (FEMA) and in accordance with the applicable procurement laws and Code of Federal Regulations, Motion was made by Honorable Burr Warner and
Second by Honorable Larry Duran to award the Debris Removal Contract to Hughes Construction of Louisville, MS.
Motion passed on the following vote:
Burr Warner, Supervisor, District One Aye Luke Parkes, Supervisor, District Two Aye Mike Peterson, Supervisor, District Three Aye Gloria Turnipseed, Supervisor, District Four Absent Larry Duran, Supervisor, District Five Aye
ORDERED AND ADJUDGED, this the day 0f May, 2014.
Mike Peterson, President Winston County Board of Supervisors Winston County, Mississippi
ODRER AWARDING MONITORING CONTRACT TO AR_X DISASTER MANAGEMENT OF PICAYUNE, MISSISSIPPI
THERE CAME ON FOR CONSIDERATION by the Board of Supervisors the awarding of a contract for the monitoring of removal of debris caused by the tornado disaster of April 28, 2014. At the time of this meeting, Winston County was operating under an Emergency Disaster Declaration proclaimed by the Board of Supervisors, the Mayor and Board of Alderman of the City of Louisville, the Governor of the State of Mississippi and the President of the United States. The Board tinds that the debris left behind by the tornado disaster on the public roads and rights of way and public property of the county constitutes an imminent and immediate danger to the citizens of Winston County and that it is necessary to remove this debris forthwith in order to protect the lives and property of the citizens. Further, the Board finds that debris which has been piled up along the roads and right of way constitutes an immediate threat and danger to the traveling public and must be removed without delay. The Board further tinds that the Mississippi Emergency Management Agency (MEMA) and the Federal Emergency Management Agency (FEMA) require removal of debris to be monitored by an independent agent in order to quantify and verify the amount of debris being removed.
The Board finds that the provisions of Section 33-15-17(b), Miss. CODE ANN. (1972, as amended), grant the county the power to enter into contracts and incur obligations necessary to combat such disaster, protecting the health and safety of persons and property, and providing emergency assistance to the victims of such disaster and that said statute authorizes the county to exercise the powers vested under this section in the light of the exigencies of the extreme emergency situation without regard to timeconsuming procedures and formalities prescribed by law pertaining to the performance of public work, entering into contracts, the incurring of obligations, the employment of temporary workers, the rental of equipment, the purchase of supplies and materials, and the appropriation and expenditure of public funds.
Having previously solicited requests for proposals through the services of its disaster project manager, Broaddus & Associates, and having received seven (7) proposals for monitoring the debris removal, the Board of Supervisors met to review and score each proposal in accordance with the guidelines set forth by the Mississippi Emergency Management Agency (MEMA) and the Federal Emergency Management Agency (FEMA) and in accordance with the applicable procurement laws and Code of Federal Regulations. Each applicant was scored on (1) experienceir past performance; (2) program/project management team credentials and resumes of proposed staff; (3) responsiveness to request for proposal/proposal/management plan; and, (4) management plan. Each of the first three areas were worth twenty percent (20%) each of the total score with area (4) Management Plan worth forty percent (40%) of the total score. Each proposal was reviewed by the Board of Supervisors as a group to determine if the proposal met the guidelines and the criteria set forth in the Request for Proposals. Thereafter, for each proposal meeting the guidelines and criteria, each proposal was reviewed in full by each individual Supervisor and each individual Supervisor then assigned a numerical score to each of the tive areas. After completion of this process for each qualified proposal, the results ofthe scoring were tabulated to determine which applicant received the highest score. '
Seven (7) proposals for monitoring debris removal were received, scored and considered:
(1)ARX
(2) Leidos
(3) Sohaus
(4) Thompson
(5) True North
(6) Volkert
(7) Wirt
After review and scoring of each proposal, the following total scores were assigned: (1) ARK - 438
(2) Leidos - 345
(3) Schaus 331
(4) Thompson 414
(5) True North - 436
(6) Volkert 360
(7) Witt 364
Therefore, after discussion, and in compliance with the guidelines set forth by the Mississippi Emergency Management Agency (MEMA) and the Federal Emergency Management Agency (FEMA) and in accordance with the applicable procurement laws and Code of Federal Regulations, Motion was made by Honorable Luke Parkes and
Second by Honorable Burr Warner to award the Monitoring Contract to ARX Disaster Management of Picayune, MS.
Motion passed on the following vote:
Burr Warner, Supervisor, District One Aye Luke Parkes, Supervisor, District Two Aye Mike Peterson, Supervisor, District Three Aye Gloria Turnipseed, Supervisor, District Four Absent Larry Duran, Supervisor, District Five Aye
ORDERED AND ADJUDGED, this the 20th day Of May, 2014.
Mike Peterson, President Winston County Board of Supervisors Winston County, Mississippi
ORDER TRANSFERRING $500,000.00 FROM COMMON COUNTY FUND TO DISASER FUND 045, INTEBFUND LOAN
CAME ON FOR CONSIDERATION at the request of Honorable Mike Peterson, approval to transfer $500,000.00 as and inter-fund loan from the Common County fund
to Disaster Fund 045. Funds will be expended for disaster emergency purchases and are expected to be reimbursed by FEMA with one year.
After discussion and upon said request, Motion was made by Honorable Burr Warner
and Second by Honorable Luke Parkes to approve said transfer of funds for purchases made due to the April 28, 2014 tornado disaster.
Motion passed on the following vote:
Burr Warner, Supervisor, District One Aye Luke Parkes, Supervisor, District Two Aye Mike Peterson, Supervisor, District Three Aye Gloria Turnipseed, Supervisor, District Four Absent Larry Duran, Supervisor, District Five Aye
ORDERED AND ADJUDGED, this the 20H1 day of May, 2014.
Mike Peterson, President Winston County Board of Supervisors Winston County, Mississippi
ORDER RECESSING WINSTON COUNTY BOARD OF SUPïVISORS MEETING TO FRIDAY, M_AY g3, 2014 FOR FEMA KICKOFF MEETING
CAME ON FOR CONSIDERATION at the request of Honorable Mike Peterson,
recess of the Winston County Board of Supervisors meeting to Friday, May 23, 2014, at 10:00 am for the FEMA kickoff meeting.
After discussion and upon said request, Motion was made by Honorable Luke
Parkes and Second by Honorable Burr Warner to recess said meeting to May 23, 2014 at 10:00 am.
Motion passed on the following vote:
Burr Warner, Supervisor, District One Aye Luke Parkes, Supervisor, District Two Aye Mike Peterson, Supervisor, District Three Aye Gloria Turnipseed, Supervisor, District Four Absent Larry Duran, Supervisor, District Five Aye
ORDERED AND ADJUDGED, this the 20th day of May, 2014.
Mike Peterson, President Winston County Board of Supervisors Winston County, Mississippi
Julie Cunningham, Chancery Clerk Clerk of the Board Winston County, Mississippi