HomeMy Public PortalAbout05092023 Solid Waste Collection Disposal Bid Evaluation Committee MinutesSolid Waste Disposal and Collection Bid Review Committee
Minutes
May 9, 2023
3:00 p.m.
City Council Chambers
City Manager Tim Bolduc opened the meeting at 3:02 p.m. and mentioned the scoring
tabulations and the criteria spelled out in the bid documents that determined the ratings on each
score sheet - 1 being the lowest and 4 being the highest. He displayed the spreadsheet on the
monitors.
Adams Sanitation, Waste Pro, AmWaste, and Waste Management were rated. AmWaste scored
the lowest as they did not respond to the base bid. The women’s and minority ratings are a 4 for
Adams Sanitation.
Discussion ensued on submittals that had zeros, so City Manager Tim Bolduc corrected them
during the meeting.
Rob Bounds mentioned he did not follow directions, so City Manager Tim Bolduc corrected his
submittal, as well.
City Manager Tim Bolduc noted the committee members Nicholas Schwendt and Marc Bonifay
were not present during the meeting.
After discussion, City Manager Tim Bolduc said AMWaste was input into the spreadsheet, and
the committee determined they should be disqualified for not providing a base bid.
The rankings per the spreadsheet was Adams ranking first, Waste Management was second, and
Waste Pro came in third.
Deputy Manager Carlos Jones questioned the fee schedule as several alternates were submitted.
After discussion, City Manager Tim Bolduc said the fifth alternative was not considered as part
of the fee proposal and stated that the commercial fees were factored into the final spreadsheet.
City Manager Tim Bolduc displayed how the residential and commercial was calculated and
input into the main formula adding it gives us a fair average of the proposals.
City Attorney Jonathan Holloway asked for clarification on the input on Mr. Bounds spreadsheet,
as he wanted to ensure that the numbers were not transposed. City Manager Tim Bolduc said the
numbers were input correctly and added that the formula used is equitable to all.
Motion by Mayor Pro-Tem Andrew Rencich and seconded by PIO Chance Leavins to send
letters of Invitation to Waste Pro, Waste Management and Adams Sanitation. All ayes.
City Manager Tim Bolduc mentioned the respondents are present, so he wrote the names, placed
them in a hat, and asked Mayor Whitten to draw for the order of presentations.
After drawing, City Manager T. Bolduc announced that Waste Pro will present at 8:00 a.m.,
Adams Sanitation at 9:30 a.m., and Waste Management at 11 a.m.
City Manager Tim Bolduc said there will be a one-hour time slot with adequate time for
questions. The questions from the committee can be added to the invitation letter.
Chance Leavins asked how Adams will handle the financing in order to support the expansion.
City Manager Tim Bolduc replied that questions may be asked during the presentation, as well.
In the letter, we will state each presenter will have an hour allotted for the presentation and
questions and the questions will be added that must be addressed during the presentation.
Deputy Director Carlos Jones asked about whether the provider will be able to provide assistance
in the event of a disaster to help back us up, and City Manager Tim Bolduc clarified the question
stating – During your presentation, please provide your ability to provide assistance and backup
in the event of a natural disaster.
City Manager Tim Bolduc explained that the vendors will have to demonstrate all the bid
requirements such as identification and location of each can.
Deputy Director Carlos Jones said he understands the privacy of the provider, on the technical
side, but the director should be able to have a link to have access to see the cameras, GPS
location, etc.
City Manager Tim Bolduc agreed that we want the provider to be able to demonstrate specific
technology for waste pick up and access to cameras such as locating cans and how will they
alleviate the concern of customers.
Deputy Director Carlos Jones said we are partners, so it should not be an issue. A phone call for
access is important.
City Manager Tim Bolduc adjourned the meeting at 3:25 p.m.
___________________________
Maryanne Schrader, City Clerk
Proper notice having been duly given