Erie Planning Commission Meeting: June 16, 2021 - Comprehensive Plan RFP Scoring Investigation

The Erie Planning Commission met virtually on June 16, 2021. The primary agenda item was a discussion regarding the scoring process for the Comprehensive Plan Request for Proposals (RFP). Commissioners raised concerns about statistical anomalies in the scoring data and debated whether to halt negotiations with the selected firm pending an investigation. The meeting also approved previous minutes and postponed a study session on planning commission roles due to technical difficulties.

Consent Calendar

• The agenda was approved unanimously via roll call vote (5-0, Vice Chair Fraser absent and excused) to reorder items, discussing the Comprehensive Plan first.
• The minutes from the June 2, 2021 Planning Commission meeting were approved unanimously (6-0).

Public Comments & Testimony

• No public comments were made.

Discussion Items

• Comprehensive Plan RFP Scoring Process: Chair Zuniga noted the RFP lacked explicit instructions on how final scores would be calculated, and that a data error initially excluded some scores, altering the apparent winner. She expressed concern that one individual’s outlier scores could disproportionately influence the outcome, and recommended pausing negotiations to ensure fairness. Commissioner Sawish presented a statistical analysis showing significant outliers in the scoring data (e.g., scores more than two standard deviations from the mean), indicating a high probability of an error or manipulation. Commissioners debated whether to recommend halting negotiations and investigating the scoring methodology. Commissioner Witt voted against the motion, stating that raising the concern in public was sufficient and that he only wanted to verify the methodology met the RFP’s intent. Commissioners Ames and others supported the motion to halt negotiations pending investigation.

Key Outcomes

• Motion Passed (4-2): The Commission voted to request that the Planning Director and Town Administrator halt negotiations on the Comprehensive Plan contract until an investigation into the scoring methodology can be reviewed. Voting yes: Commissioners Hoback, Sawish, Luthy, and Zuniga. Voting no: Commissioners Witt and Ames.
• Study Session Postponed: Due to Chair Zuniga’s unstable internet connection, the scheduled study session on Planning Commission roles and responsibilities was postponed unanimously to the next meeting. The meeting adjourned at approximately 7:23 PM.