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Algiers Scoping Study Consultant Selection Committee 08.27.2025

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Algiers Scoping Study Consultant Selection Committee

Wednesday, August 27, 2025, 10:00 a.m., 236 School Road, Guilford, VT

MEMBERS PRESENT: Sheila Morse, Eric Morse, Barry Aleshnick (on Zoom), Erika Elder (Project Manager), Colin Bratton, Windham Regional Commission (on Zoom)

Draft Minutes

I. Compare individual rankings of VTrans At-The-Ready Consultants for Algiers Scoping Study

The committee reviewed 6 different consultant engineering firms’ specifications. Members took turns to individually review their rankings. 

II. Discussion

    A member of the Guilford Selectboard, Sheila initially thought that she could not vote due to a conflict of interest. Erika clarified that this is a selection committee and it was, indeed, appropriate for Sheila to vote. Barry agreed. Colin: The purpose is to come to a consensus based on our individual ranking sheets and our discussions. It then goes to VTrans to approve. Because it is ‘at the ready’ it is a straight-forward process. Who is the VTrans Project Manager, Erika? Erika: Derek Kenison, who has been incredibly helpful and incredibly responsive. Colin: There is a form that has to be signed, which has the rankings. It’s a specific “Consultant Selection Form.” It’s a declaration where you put your top 3 firms that were the committee’s ‘consensus’ selection. 

    Based on discussion and consensus the committee identified a 1st choice. MOTION: Sheila moved that the committee recommend DuBois & King, Inc. as its choice for Consulting Engineers for the Algiers Scoping Study. Eric seconded. Vote was by roll call. Motion was passed. Discussion: Colin recommended that the committee identify a second and third choice on the ranking form given VTrans recommendations. If in case the committee is not satisfied with the RFP provided by its 1st choice, negotiation can take place with the 2nd choice. Negotiations are one at a time.

    Erika reported back on her notes of individuals’ 2nd and 3rd choice rankings. MOTION: Erika moved to name VHB as the 2nd ranked engineering firm and Hoyle Tanner as the 3rd ranked. Vote was by roll call. All were in agreement. No discussion. No abstention. Motion passed. 

    III. Decision and next steps

    The form Consultant Selection was completed and signed by the 3 committee members physically present with the following rankings:

    1. DuBois & King
    2. VHB
    3. Hoyle Tanner

    The signed form will be sent to Derek Kenison and wait for his approval. 

    Tasks to be Done:

    Colin: Start thinking about the Steering Committee Membership. That will be the next step. You want to be ready for when you hire, which will be in about 1 or 1.5 months from now. 

    Erika: I will send it to Derek for approval and then to the Selectboard.

    Colin: No. You send form “Consultant Selection” to Derek. In response, DuBois & King will send you “Technical and Cost Proposal.” At that time, this committee will meet again to review it, and make a recommendation to the Guilford Selectboard as to whether or not they should hire DuBois & King.

    Erika: Thank you everyone. See you after we receive communication from DuBois & King. TBD.

    Meeting adjourned. 

    Meeting Video: https://youtu.be/g5G6GEPM-2E