November 16, 2017 at 5:30 PM - Board Meeting - Regular Session

Mr. Witt gave the news that HCDE received a 9-0 vote from the County Commission for approval of the building plan.  He gave an update on what the next process is.  Mr. Witt explained that letters are going out to get things started and Friday an advertisement in the paper will run for soliciting architects. He stated that HCDE is moving quickly to get the word out.

Next steps - how are architects selected? Mr. Witt stated that architects are selected based on qualifications.  The first step is to advertise publically and call for letters of interest.  After the letters are received or while the letters are being received a review committee is built.  The review committee reviews the letters and proposals and they short list five firms based on the letters of interest.  Who is on the review committee? The review committee is made up by one Board member from that district, a Hamilton County Commissioner from that District, the Director of Maintenance and Facilities, the Hamilton County Engineer, Director of Public Works, and one member from the public designated by the Board Chairman.  From the five firms on the short list, an interview process is held and the list is shortened to three.  The list of three is sent to the County Mayor and the Director of Schools to make the final selection.  The process is not over at that point.  It is more of a recommendation instead of a selection.  The selection goes back to the School Board and back to the Commission for the final approval of the selection process.  Mr. Witt stated that there are 24 people who review the proposals or have a hand in the selection of the architects. 

Mr. Witt stated that he checked with Metro Nashville who uses a RFQ which is a request for qualifications, they review all the RFQs and the facilities department reviews the RFQs and makes the final selection.  They keep it internal and keep it with the building department.  Williamson County is a little simpler.  They did a pre-qualified list.  Same process as the RFQ but they looked at a broader RFQ and said of this list of architects lets select a number of architects and said to the building department, here is your list that you can pick from.  Again, this process is handled internally.

Mr. Witt stated he felt the HCDE process is very structured, very open, and very thorough. His goal is to hopefully have a selection by January and hopefully have architects under contract by February.

Mr. Witt stated that HCDE is looking at doing the Howard Middle project in-house.

Mr. Testerman stated that there is one step of the HCDE procedure that he doesn't like and its the one where three architects are chosen and then those three are given to the Mayor and the Superintendent.  He stated it has not always been done that way in this County. He continued by saying that he personally doesn't think it is the most transparent way to make a selection.  He feels it should be transparent and should be done by the School Board. Mr. Witt stated, just to clarify, it does come to the Board and Commission for final approval and you can turn it down.  Mr. Testerman stated he had a problem selecting three and then letting two guys get behind a door and make a decision.  He stated he felt it should be done out in the public. Chairman Highlander asked Attorney Bennett for clarification of the process is due to an inter local agreement with the County.  Attorney Bennett stated that Chairman Highlander was correct and also clarified it is actually the review committee that narrows it to three and then it goes to the Superintendent and the County Mayor.  The Board has the final approval on the architect.  The Commission approves the funding of the architect and the project, just to be more specific. The inter local agreement also requires 120 days to opt out.  If the Board chose to opt out, they certainly can, but that would mean the process couldn't begin for four months.

Mrs. Robinson stated that she too would like to see the process changed.  She also stated that she would not stall the projects but would like to see the process changed in the future.  She stated she felt it could be a little more transparent.  Mrs. Robinson asked if any architectural firm could apply from the add in the paper and asked if they had to be on a pre-approved list.  Mr. Witt stated they did not but must be a licensed architect.

Mrs. Jones asked about the inter local agreement and whether the two bodies would have to vote on it.  Directing her question to Attorney Bennett she restated her question and asked how the process works to make the change.  Attorney Bennett stated that the agreement that dates back to 2004 says that either party can terminate the agreement upon giving 120 days notice.  Mrs. Jones asked if in terminating the agreement would there be any discussion.  Attorney Bennett stated that the Board would have to discuss it in an open session but it can be unilateral.