IPC Board Committee March Meeting Minutes

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Meeting Agenda Templates | © 2019 by Vertex42.com | https://www.vertex42.com/WordTemplates/meeting-agenda.html Relevant Discussion: • Appeal Process begins at the Board of Public Works (BPW) • Suggested Adjustment: 7-day window to appeal should begin starting upon the notification of appeared unmet GFE standards • Rejection Notice: Currently, contractor is notified of rejected bid at the time of award, notice is sent via email and US Mail o New process would have contractor notified of rejection on the date of opening of the bid • Example of Process: The day a bid is opened, a bid is received, and the expectation is that there will be an immediate review of Good Faith Efforts (GFE) and whether Goals were met o Appeal process will be set in motion once the lowest, responsive, and responsible bidder does not meet the GFE Goals • Timeline of “Special Meeting” is to address any potential schedule issues in preparing an Appeal Item on Board’s Agenda o Special Meeting attendees would comprise of Inclusive Procurement and Contracting Board (IPC) and BPW and reserved to fit in-between usual BPW meetings to hear an Appeal, and act, if necessary, at the BPW 2nd meeting of the month o BPW would be notified once an appeal is received • BPW determines non-responsiveness and would have to acknowledge a low bid as not responsive according to the GFE to start the appeal period • Example: Engineering/ODI have reached out to lowest bidder and determined the goals are not met, at the next BPW meeting, the recommendation to reject the lowest, non-responsive bidder with unmet Goals, and award to second lowest bidder will be made ▪ This above example happens only if the appeals process has occurred • Suggested Adjustment: Appeal must be submitted within 7 days of the bid award, awarding to second low bidder subject to no appeal (after waiting 7 days) Proposed Example of Appeal Process with Dates- o March 22nd: Bids opened for Contactor Paving, Round One, ▪ In the process of reviewing bids, ODI/Engineering recognized the MBE Goals were not met ▪ Conversation would begin with contractor in discussing why goals are not met, if reasoning is unsatisfactory, recommendation is made that bid should not awarded to lowest bidder ▪ Proceed with second lowest bidder, and wait until April 12th for BPW meeting to make recommendation to award to second lowest bidder ▪ Contractor would have 7 days to make an appeal ▪ If appeal is made before April 19th, the IPC Board would have to meet in a Special Meeting and discuss the appeal before the next BPW meeting • Suggested Adjustment: The Appeal Process should begin closer to the opening of bid date o After determining that goals are not met, contractor would have 7 days to appeal to the IPC Board ▪ If unsuccessful, a recommendation to reject would go to BPW • If successful, BPW would move forward with the lowest bidder o ODI: Communication is already happening between ODI, the lowest bidder that has not met GFE, and Engineering. o Larry King would contact contractor a request further context to GFE ▪ If after review, GFE is not sufficient, Larry King will indicate whether a Goal Waiver will not be granted, which be a part of recommendation to BPW