516 8TH Avenue West

PO Box 1209

Palmetto, Florida 34221

Phone (941)723-4570

Fax (941) 723-4576

Web:  www.palmettofl.org

 

 

 

SOLID WASTE SERVICES

EVALUATION COMMITTEE MEETING #3

DECEMBER 10, 2014    9:00AM

 

 

Committee Members Present:

Allen Tusing, Public Works Director, City of Palmetto, Chair

Javier Vargas, Deputy Director Public Works, City of Palmetto

Jeanne Detweiler, Manatee County Utilities

Juan Florensa, Public Works Director, Longboat Key

Claude Tankersley, Public Works Director, City of Bradenton

 

Staff Present:

Nixa Haisley, Purchasing Agent, City of Palmetto

Amber Foley, Assistant City Clerk, City of Palmetto

 

Mrs. Haisley called the meeting to order at 9:00 a.m.

 

1.  Discussion:

 

Mrs. Haisley clarified some information that was given at the last meeting; she misspoke on the order of recommendation.  First the Committee recommendation was made to negotiate with a vendor, Commission will have to approve the Committee’s recommendation before any negotiations are made.  The Committee did not disband after the last meeting so that the Committee could meet again if decided upon by the Chair.

 

Mr. Tusing called for this meeting so that the Committee could have further opportunity to discuss the outcome of the scoring.  One vendor was ranked first place with four out of five Committee members; however, that vendor was ranked as number two overall.  Based on that, he wanted to have further discussion about the scoring of each vendor.

 

Mr. Tankersley was surprised at the outcome.  He equated the Committee’s scores to that of voting for an elected officer.  He opined a majority vote should have led the outcome to be different and is uncomfortable with the scoring because of the majority of the members having ranked a vendor as number one, but that vendor overall became number two.

 

Mr. Florensa agreed with Mr. Tankersley, stating that the margin was extremely close between the first and second ranked vendors.  He questioned the Committee on how this could be fairer.

 

Mr. Tusing explained that this RFP is a huge undertaking for the City; it will be a 10-year commitment.  Mr. Florensa agreed and thought it would be best if the Committee asked for top two ranked vendors come to another meeting, have separate times to present to the Committee and answer questions.  After that is done, another ranking or vote can be taken by the Committee.  Mr. Florensa also proposed that bringing forward the scoring on the top two vendors to the City Commission and let them decide is another option.  Mr. Tusing prefers to have the Committee meet with the vendors separately so that staff can bring the City Commission a recommendation.  All Committee members were in agreement with this decision.

 

The next meeting will be held on Tuesday, December 16, 2014 at 9:00 a.m.  Mrs. Haisley will contact the first ranked vendor, Waste Management, and the second ranked vendor, Progressive.  She will give each of the vendors a time slot to come to the Committee for one hour to make a presentation and answer questions.

 

Mr. Florensa asked that an agenda be created ahead of time and given to the vendors so that they know what areas should be focused on in their presentation.  He would not like to see each vendor come in and make a presentation on their whole RFP submittal.  Mr. Tankersley stated that, from his experience, the question and answer session with individual vendors is the most informative and helpful in the evaluation process.  He opined that most of the time for each vendor should be devoted to questions and answers. 

 

The specific areas that the Committee would like more information on are:

 

·         Transition to single stream recycling;

·         Community interaction and events in the City;

·         Financial proposal; and

·         Their approach to changes in the industry and innovations over the years

 

 

Mrs. Haisley adjourned the meeting at 9:25 a.m.