HomeMy Public PortalAbout05032023 Bid Evaluation Committee MinutesSOLID WASTE COLLECTION/DISPOSAL
BID EVALUATION COMMITTEE
MINUTES
MAY 3, 2023
3:00 p.m.
Council Chambers
City Manager Tim Bolduc (via Microsoft Teams) opened the meeting at 3:01 p.m. and explained
to the committee members present that they are only able to talk about the submittals during a
meeting. Members present: Deputy Director Carlos Jones, Budget and Grants Analyst Wendy
Buttke, Planning Administrator Nick Schwendt, City Engineer Marc Bonifay, Ronald Bounds, a
citizen, Councilmember Andrew Rencich, and PIO Chance Leavins.
Also present were various staff members and representatives of Waste Management: Doug
Rainer, Michael Beedie, and Tony Sidebotham. Those attending via Microsoft Teams were Loyd
Childree and Mi-Lim Chun.
The submittals received: Waste Management, Waste Pro, Adam’s Sanitation, and AmWaste.
City Manager Tim Bolduc explained that a scoring sheet is being distributed where they can
place the ratings. The scores will be on the cost and whether the submittal is women/minority
owned. The scores are valued at 4 being the highest and 1 being the lowest. He stated if the
committee had technical questions to send them to either Mr. Criddle or him.
The committee is to evaluate on Fees for services, the highest quality customer service,
innovative approach to services, technical proposal, references, minority ownership or female
owned, and a transition plan.
City Manager Tim Bolduc explained a couple of the submittals had errors in fee calculations, so
they will be scored on 6/% on top of the bid received. He explained further that they will be
ranked by what they charge.
In response to a question on page 6, that states to refer to Section 7, on minimum qualifications,
but the RFP did not contain Section 7, City Manager Tim Bolduc replied that he will get back to
the committee. He also explained that on the submittal that did not contain a base bid, that the
proposed fee would be negotiated if the vendor is selected. The burden is for the vendor to
demonstrate that they are responding to a service that we requested. Regarding the question on a
definition of innovative approach, City Manager Tim Bolduc explained the software needed.
Public Services Director M. Criddle added if the vendor has different technology to identify
cans, it is fine as long as it meets the objective.
City Manager Tim Bolduc asked the committee to submit the completed forms to the City Clerk.
The committee decided to meet on Tuesday, May 9th at 3:00 p.m. to go over the scoring. It was
also decided to conduct the presentations on Monday, May 15th starting at 8:00 a.m. in one-hour
blocks with a half-hour break.
Adjournment
City Manager Tim Bolduc adjourned the meeting at 3:28 p.m.
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Minutes submitted by City Clerk
Maryanne Schrader
Proper notice having been duly given