City Council Minutes 02-10-2025 SpecialMINUTES
MONTICELLO CITY COUNCIL SPECIAL MEETING
Monday, February 10, 2025 — 5:30 p.m.
Academy Room, Monticello Community Center
Present: Lloyd Hilgart, Kip Christianson, Charlotte Gabler, Tracy Hinz, and Lee Martie
Absent: None
Staff: Rachel Leonard, Matt Leonard, Stephanie Trottier, Tom Pawelk, Sarah
Rathlisberger, and Jennifer Schreiber
1. Call to Order
Mayor Lloyd Hilgart called the special meeting to order at 5:30 p.m.
2. Refuse Contract Update and Discussion
Matt Leonard, Public Works Director/City Engineer, gave an update on the current solid
waste & recycling contract with Waste Management. The contract expires May 31,
2025. There is the option to renew for a 12-month term and either party can cancel the
contract with 60-day notice. Mr. Leonard requested direction from City Council on how
to proceed. Options included release a RFP for services, negotiate with Waste
Management for a contract extension, or allow the current contract to renew for 12
months.
Mr. Leonard presented an overview of current contract pricing. He noted that Waste
Management offered a five-year extension.
The City Council discussed moving forward with the contract discussion. Mayor Hilgart
noted that he was contacted by another firm that noted their interest in submitting a
proposal to provide services. Councilmember Hinz and Martie noted that they were fine
with either a contract extension with Waste Management or releasing an RFP.
Councilmembers Christianson and Gabler stated they preferred that the City do an RFP.
Following some additional comments, there was a consensus of City Council to proceed
with an RFP. The RFP will state a five-year contract with the option of a two-year or five-
year extension. Staff and the City Council will review proposals and be included in
interview process.
3. Water Treatment Plant RFQ Discussion
Matt Leonard gave a brief presentation on the Water Treatment Construction Manager
at Risk (CMAR) selection procedure. He questioned the level of involvement that the
City Council would like throughout the process.
City Council Special Meeting Minutes — February 10, 2025
Mr. Leonard gave an overview of the Water Treatment Plant project and noted that
design plans are 30% near completion with construction expected to start in May 2026.
Staff were authorized by the council to use a construction manager to guide the
construction of the plant. The City should begin the process of a Request for
Qualifications (RFQs) for a CMAR. This will be completed by posting on Quest CDN
Construction Data Network and evaluated on a list of criteria. The top five firms will
then be solicited to submit a Request for Proposal (RFP). The City expects to receive
proposals from 2-3 firms.
Mr. Leonard questioned the council on whether they want to be included in the RFQ
process, the RFP process, or both. A timeline was presented with contract approval
scheduled for May 2025.
There was consensus of the council of the following: 1) RFQs will be released, and
submissions will be reviewed and scored by staff and City Council; 2) Proposals selected
will then be sent an RFP and top submissions will be selected for interviews by staff and
City Council.
4. Adjournment
By consensus, the meeting was adjourned ath:15 p.m.
�AURecorder: Jennifer Schreiber, -OAUV�
Attest:
City Admi istrator
City Council Special Meeting Minutes — February 10, 2025