Loading...
Minutes - Board - 2000-10-040 COSTA MESA SANITARY DISTRICT Minutes of Board of Directors Special Meeting held October 4, 2000 The Board of Directors of the Costa Mesa Sanitary District met in special session on October 4, 2000, at 12:00 p. m., in conference room 1A at the Civic Center, 77 Fair Drive, Costa Mesa, California. President Perry called the meeting to order at 12:00 p.m. Roll Call: Directors Present: Art Perry, Arlene Schafer, Greg Woodside (Arrived 12:14 p.m.), James Ferryman, Dan Worthington Staff Present: Rob Hamers, Manager; Tom Fauth, Assistant Manager; Joan Revak, Clerk of the District; Dawn Schmeisser, Assessment Specialist; Alan Burns, Legal Counsel; Marc Puckett, Treasurer STANDARDIZED CONTAINER PROGRAM • President Perry noted the special meeting was called to discuss the proposed standardized container program and turned the meeting over to District Manager Rob Hamers. ISSUES REGARDING ACCEPTANCE OF BIDS Mr. Hamers informed the Board of an issue regarding the arrival of the bid from Roto Industries and noted that the Notice Inviting Proposals for Refuse Containers stated: "NOTICE IS HEREBY GIVEN that sealed proposals will be received by the Costa Mesa Sanitary District to wit: The Clerk of the District, P. O. Box 1200, Costa Mesa, California 92628 -1200, on or before the hour of 10:00 a.m. on Tuesday, September 5, 2000. It shall be the responsibility of the bidder to deliver his proposal to the Clerk's Office by the proper announced time. Delivery Location: City of Costa Mesa, Clerk of the District, 77 Fair Drive, 4`h Floor, Costa Mesa, California 92626." Despite the bid directions, five of the bids received were delivered to the Costa Mesa City Clerk's office but were in the possession of the District Clerk at the time of bid opening. The bids that were opened at 10:10 a.m. were read publicly. When the District Clerk announced the close of bid openings, representatives from Roto Industries inquired as to why their bid was not opened. A search of City Hall was made to determine if the package • had been received. The bid package was found in the mailroom, having been delivered by Federal Express. It was later determined that the package was signed for by City mailroom personnel at 9:32 a.m. on the bid date. The City has a mailroom policy that CMSD BOARD OF DIRECTORS SPECIAL MEETING 2 October 4. 2000 • Federal Express mail is to be delivered to the 3rd floor mailroom and mailroom staff is expected to notify the appropriate department to pick up the delivery. The mailroom personnel stated that with respect to this delivery, that they were busy with payroll entries and did not notify the District of the delivery. In following up with Federal Express tracking service, staff learned that City mailroom personnel signed for the package from Roto Industries at 9:32 a.m., Tuesday, September 5, 2000 Mr. Hamers noted that just prior to bid opening, Staff retrieved five bids from the City Clerk that had not been delivered to the District Clerk. Staff did not make an inquiry to the mailroom to see if any bids had arrived. Alan Burns, District Counsel, noted the bid delivered by Roto Industries was sealed so no advantage was gained by the late bid and, in his legal opinion, the District would be well within its rights to reject the Roto bid; the District would be well within its rights to reject all bids and re- advertise; the District might also be within its rights to accept all bids and make a determination; if the District were later found by a Court to have wrongly considered the Roto bid, the damages would be limited to the cost of preparing the bid. A motion was made by Director Schafer and seconded by Director Ferryman to consider the bid of Roto Industries. Motion carried 4 -0. (Director Woodside arrived at 12:14 p.m.) • REVIEW OF BIDS ACCEPTED Mr. Hamers reported that three of the manufacturers bid the proposal in accordance with material specifications stated in the RFP, and presented a summary of bids received delineating cost, responsiveness to specifications, product testing, delivery schedule and enhancements offered by the manufacturers of the containers. Mr. Hamers informed the Board that staff has not completed the investigation as far as testing is concerned. Mr. Fauth presented results of a survey of various cities where the manufacturers have containers in use and informed the Board that destructive and non - destructive testing will be performed and additional research into cans presently on the streets will take place. Director Worthington noted that cans selected will eventually be used in full- automation program and must be able to withstand pressure of being fully automated. Mr. Hamers stated this requirement was in the bid specifications. Mr. Hamers noted that staff would continue to perform in -house research, testing investigation, and research of programs using the proposed containers and will schedule an additional special meeting when the information is compiled.. • CMSD BOARD OF DIRECTORS SPECIAL MEETING 3 October 4. 2000 • FINANCING OPTIONS Mr. Puckett presented a proposal for purchase financing for the containers but noted options could not be solidified until financing amount is known. The proposal from Municipal Services Group, Inc. will be distributed to the Board. Director Ferryman suggested looking into the option of leasing the cans and other financing options ADJOURNMENT At 1:33 p. m. President Perry adjourned the meeting. SEGRETARY PRESIDENT •