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06-17-14 Special/Workshop Meeting DELRAY BEACH CITY COMMISSION All-AmericaC4 CITY OF DELRAY BEACH, FLORIDA SPECIAL/WORKSHOP MEETING -TUESDAY,JUNE 17, 2014 0 5:00 P.M. CITY HALL—COMMISSION CHAMBERS 1993 2001 The City will furnish appropriate auxiliary aids and services where necessary to afford an individual with a disability an equal opportunity to participate in and enjoy the benefits of a service, program, or activity conducted by the City. Contact the Office of the City Manager at 243-7010, 24 hours prior to the program or activity in order for the City to reasonably accommodate your request. Adaptive listening devices are available for meetings in the Commission Chambers. SPECIAL/WORKSHOP MEETING AGENDA Pursuant to Section 3.12 of the Charter of the City of Delray Beach the Mayor has instructed me to announce a Special/Workshop Meeting of the City Commission to be held for the following purposes: 1. Public Comments 2. Discussion with Consultant, RCG Consulting, Inc. regarding Procurement Process for Next Solid Waste Hauler 3. Commission Comments .................................................................................. Please be advised that if a person decides to appeal any decision made by the City Commission with respect to any matter considered at this meeting, such person will need to ensure that a verbatim record includes the testimony and evidence upon which the appeal is based. The City neither provides nor prepares such record. Coversheet Page 1 of 1 r MEMORANDUM TO: Mayor and City Commissioners FROM: Jack Warner, Chief Financial Officer THROUGH: Terrance Stewart, Interim City Manager DATE: June 13, 2014 SUBJECT: AGENDA ITEM SP.2. - SPECIALIWORKSHOP MEETING OF JUNE 17, 201 DISCUSSION WITH CONSULTANT, RCG CONSULTING, INC. REGARDING PROCUREMENT PROCESS FOR NEXT SOLID WASTE HAULER BACKGROUND This is a discussion with Consultant, RCG Consulting, Inc. regarding Procurement Process for next solid waste hauler. RECOMMENDATION Commission discretion. http://agendas.mydelraybeach.com/Bluesheet.aspx?1tem1D=8064&MeetingID=531 7/18/2014 WORK PLAN AND TIMELINE A. Meeting with the City to discuss all options and desires to be written into the specifications. Collect all pertinent historical data such as residential solid waste tonnages, commercial solid waste tonnages, residential recycling, yard waste and bulk waste collected and other pertinent data as deemed necessary. This initial meeting was held on June 2, 2014. If additional meeting(s) are required with staff RCG will coordinate with the CFO on those dates and time within the next three (3)weeks from June 6, 2014, June 27, 2014. B. Prepare a draft set of Bid/RFP specifications to be reviewed by the City designee(s)for any desired changes, deletions or additions. Deliver to the CFO by July 3, 2014 C. Prepare the final set of Bid/RFP specifications. Once the City has reviewed and made any requests or comments to be to be incorporated, the final document will be submitted for advertising of the Bid/RFP to the public. July 18, 2014 D. Invoke and with assistance from the City monitor the Cone of Silence requirement during the thirty (30) day period also extended to award date in which the bidders/proposers will be conducting their due diligence and preparing their responses to the document. July 18, 2014. E. Conduct a mandatory pre-bid/pre-proposal conference. July 24, 2014 F. Prepare responses to questions proffered during the mandatory pre-bid/pre-proposal conference and submit to City for review and approval. July 29, 2014 G. Once the City approves submission responses, release to all attendees of the mandatory pre- bid/pre-proposal conference. July 29, 2014 H. Send out those responses to the potential bidders/proposers. July 29, 2014 L Conduct the Bid/Proposal submission of proposals due date meeting and the appropriate acknowledgement of all submissions. August 18, 2014 J. Review and respond to the City on all proposals received by the City. August 25, 2014 K. Prepare an economic, operational, and ranking analysis of all proposals submitted for award of the contract and submit to the City's designee(s)for review and comments. August 25, 2014 L. Prepare comments for City designee(s) as it relates to proposals to be considered for recommendations after rankings are completed and reviewed by City designee(s). August 25, 2014 WORK PLAN AND TIMELINE M. Conducting a workshop, if the City so desires, for input or clarification. This could be done during the initial process A though G above or after submissions have been reviewed. Week of August 25, 2014 as set by the City N. Once the City accepts the recommendation of rankings negotiate (with City participation) a manageable and acceptable contract to be submitted to the City Manager, Mayor and City Commission for consideration. This date will solely depend on the City CFO recommending and the City Commission voting on an award. Once the award is voted on then RCG will meet at City Hall with the proposed contractor the next day to start the negotiations which will have to be finalized within the proceeding two days with the goal of having an acceptable contract ready for signatures by September 2, 2014. O. Meet with any elected official or others the City deems necessary or if requested will attend Commission meeting when brought before the elected officials for a decisive vote of award in order to assist City designee(s)in answering any questions or responding to comments which may arise during the meeting. This may occur at anytime during the listed dates and process as listed above and highlighted in ely low. Dates for RCG deliverables are bold and underlined.