HomeMy WebLinkAbout2003-10-28 - AGENDA REPORTS - SOLID WASTE FRANCHISE RFP (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT:
Agenda Item: --
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
October 28, 2003
Jill Fosselman
COMMUNICATION DURING THE SOLID WASTE FRANCHISE
RFP PROCESS
City Manager
RECOMMENDED ACTION
City Council reaffirm the communication policy as approved in the March 17, 2003 Request For
Proposal (RFP) for Residential and Commercial Waste Management Services that requires
communications regarding the RFP be directed exclusively through Jill Fosselman, Assistant to
the City Manager, or Laith Ezzet of Hilton Farnkopf & Hobson.
BACKGROUND
The City Council approved the RFP for Residential and Commercial Waste Management
Services on March 11, 2003. Included in this RFP is the requirement that all communication
regarding the RFP or the RFP process be directed exclusively through Jill Fosselman, Assistant
to the City Manager, or Laith Ezzet of Hilton Farnkopf & Hobson (HF&H). The RFP states that
"Proposers that contact other City personnel or City Councilmembers to discuss the RFP or RFP
related materials after the City releases the RFP and throughout the evaluation period may have
their proposals disqualified from further consideration." (See Attachment 1, page three of the
RFP.) According to the City's professional and legal consultants (HF&H and Rutan & Tucker),
the evaluation period is defined as the period between when the RFP is released and date upon
which the City Council awards the contracts.
At the October 2, 2003 Council meeting, the City Council directed staff to negotiate for 30 days
with Blue Barrel Disposal for the Residential Franchise Agreement and with Burrtec Waste
Industries for the Commercial Franchise Agreement and return to the Council with the outcome
of these continued negotiations following this period. Staff, as well as the City's professional and
legal consultants, interpret this continued negotiation period as a component of the evaluation
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period identified in the communication requirement of the RFP.
The purpose of having a restricted communications policy is to provide a measure of protection
to the City to ensure that all proposers have access to the same information, and that information
is shared in a consistent manner. Further, this policy strongly discourages proposers from
approaching City staff or Councilmembers for their thoughts or input on the RFP and the
evaluation process. In the event staff or Councilmembers learn that this policy has been violated,
the Council may determine to disqualify the proposer from further consideration.
ALTERNATWE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Reaffirming this policy helps to ensure that the City's RFP evaluation process is preserved, thus
enhancing staffs ability to negotiate the best programs and services at the best possible rates.
ATTACHMENTS
Attachment I - Page 3 of the March 17, 2003 Request For Proposal (RFP) for Residential and
Commercial Waste Management Services available in the City Clerk's Reading File