City of North Lauderdale

EVALUATION COMMITTEE MEETING

Minutes

WEDNESDAY, October 16, 2013

RFP #13-08-344

WATER PLANT OPERATIONS AND UTILITY BILLING SERVICES

The Evaluation Committee met at the Municipal Complex on Wednesday, October 16, 2013. The meeting convened at 2:05 p.m.

Committee Members Present:

Steve Chapman, City of North Lauderdale, Finance Director

George Krawczyk, City of North Lauderdale, Asst. Director of Public Works

Sam May, City of Margate, Public Works Director

Steve Chapman that this public meeting was for the purpose of evaluating the three proposals received with regard to RFP #13-08-344 for the City of North Lauderdale’s Water Plant Operations and Utility Billing Services bid. Mr. Chapman verified that the proposers who submitted proposals were at the mandatory pre-bid meeting. The three Committee members introduced themselves for the record.

As the first order of business nominations were accepted and Steve Chapman was nominated and voted as the Committee spokesperson.

Mr. Chapman stated that three companies submitted proposals; U.S. Water Services Corporation, Micrim Labs, Inc. and Severn Trent Services. He stated that no formal evaluation scoring sheet was attached to the RFP, so as a Committee, they need to determine how to evaluate the proposals equally and fairly. George Krawczyk suggested using a scoring sheet he created which scored up to 100 points in 4 categories – Proposal Fee, Scope of Services, Qualifications and References. He said these were important starting points in evaluating these companies. Sam May suggested adding Experience in the criteria. Mr. Chapman said we could do Qualifications/Experience, which includes experience as part of the qualifications. Committee agreed that the weighting looked good and they unanimously approved the scoring sheet as submitted by George, with the addition of experience with qualifications.

Mr. Chapman asked Mr. May if he needed additional time to look over the proposals since he received the proposal packets late. May stated he would like additional time to review. Mr. Chapman commented on the fact that the proposals asked for two numbers; one which included chemicals and one which excluded chemicals. They discussed options regarding the chemicals. George said he did some homework regarding the pricing for chemicals and reported that the chemical that was most fluctuating was the ammonia, but the other chemicals are pretty stable. Mr. May asked if the contractors could do presentations. Mr. Chapman said based on May needing time to review the proposals that they schedule a meeting next week and ask each of the contractors to make a ten minute presentation. Mr. Chapman suggested the meeting be scheduled for Tuesday, October 22, 2013 at 1:00 p.m. Each contractor would present, in alphabetical order, for 10 minutes each, with an additional 10 minutes for questions. George Krawczyk made a motion to schedule the meeting as discussed. All in favor by voice vote.

There being no further business, the meeting adjourned at 2:17 p.m.

Respectfully submitted,

Patricia Vancheri, City Clerk