17:58Welcome to the City of Providence Board of Contract and Supply Meeting Monday, August twenty-fifth, twenty twenty-five.
18:03I'm not appropriate, please call it Courtney Hawkins present.
18:09Councilman Gonzalez is absent.
18:11Councilwoman Anthony is absent.
18:20Shamari has been John Arsimanian.
18:26Tyrell Stevens is absent.
18:28You have nine present and three apps.
18:29I think you have four.
18:30I'd like to entertain a motion to elect myself to chair person of this meeting.
18:35Motion made by Director Richard, seconded by Director Bellini.
18:42Please let the record reflect that we are joined today by my birth police deputy city solicitor.
18:53Motion made by Director Delgado, seconded by Director Richards all in favor.
19:42Oh, do we have a walk on?
19:45We have a walk-on advertisement from the city solicitor's office for appraisal services for defensive litigation expiring December thirty first, twenty twenty-six with two one year options for renewal.
20:00This will be an open enrollment and this will be beginning to open on September 22nd, 2025.
20:06Okay, I'd like to entertain a motion to approve the advertisements in section C as well as the walk-on advertisement from the law departments.
20:26Motion made by director delaying segment by director of Delgado, all in favor.
20:33Director Delgado, do you have any items you'd like to review?
20:36Uh yes, madam chair.
20:38Um for item number one.
20:40We have the recommendation of I think DJ and Bond, the third lowest bidder here for the uh the digital square uh engineering process.
20:49Do we have anybody here from planning could speak towards that?
20:51Hey, Jess, how's it going?
20:53Um just a quick question on like the evaluation and technical evaluations that you guys had.
21:00Um, just if you can give us a rundown on the evaluation, I seen in the um the paperwork that there is a criteria um here that was a technical evaluation for um the bidders.
21:13And can you just run us through like how you guys scored this and how you guys arrived at the third lowest bidder here?
21:18Can you ask before you start?
21:19Can you just identify yourself for the I'm just landing director session projects for the planning department?
21:24Um, so within the RFP, we have laid out our um selection criteria that is available to anyone who's bidding on the project or looking at it.
21:34Um really what we look for heavily in our um evaluation through these projects is the project approach and understanding.
21:43Umce we get through that technical evaluation, um we made through you know the project schedule breakdown, how the teams plan on uh approaching the project and whether we feel like they have a good understanding of what we're looking for.
21:58We'll score them based on that, and then um as stated in the evaluation, there's if a firm has met the technical score, they'll come in for interviews, and then based on the interviews, depending on you know how they're reacting to questions that were given, um, and making sure that y'all don't have working, but then really understand what we're looking for to the process.
22:21So that's the main um way that we evaluate these, and then of course also comes into consideration as well.
22:28And so um, you know, based on reading through the proposals, the interviews that we did and making sure that everybody had all the forms really were uh making sure that they were responding to everything that's how we got to tie a bond as our preferred.
22:45And what was the threshold for your the scoring?
22:53Okay, so that eliminated two vendors on the bottom, beta and and Ray Dunits LA.
22:59So that left you with T Day.
23:01I don't know if I'm saying that right, but uh Horsley Went and a Copeland Wolf.
23:05Um, the awarded vendor here, their score is interesting.
23:10Can you just walk me through?
23:12They have a zero for completed funds.
23:17I remember correctly, the back end form that open signed.
23:23That's uh the thing that that was a missing document.
23:27There was any other missing documents on there besides that okay, and I mean this has been a discussion that we've we talked about plenty of times, but that MBE document is by charter a goal, not a requirement, right?
23:41So that's not a ground for us to be able to disqualify, which is why then will be followed up.
23:49Um still see that change, but that's a larger discussion.
23:53Um, just have one more question about them.
23:56Um they had a technical score of 79, which is below the other two that met threshold, but they had a 20 in the interview score.
24:07You kind of walk me through how they kind of have a lower technical score will scored so well on the interview.
24:13Um, I think you know, it's hard to really get a strong understanding of a team just from the paper, and that's why we provide the opportunity for interviews so that we can actually talk through everything that we're looking for, and then we like get that feel for a working with the firm and especially getting that feel for projects that maybe they've provided some information for that they worked on before.
24:41That you know, when we're doing the interview, that's a really good time for us to get all of the detail um and help us to understand you know, providence is a little bit perfect, it can be a little weird working, you know, with different permanents and that kind of thing.
24:54And through the interview process, we can get a feel for how firms have dealt with similar situations a little bit better than the score.
25:02And so really this card revised uh throws to the top through that process.
25:08Okay, no problem present on my end on this.
25:14You have any other items for to review?
25:16Yes, um, item number three.
25:17This is in connection with uh item number 31.
25:20So I'm gonna move to 31 really quick and read that out loud and then move to item number three.
25:28Um, it says data August 14, 2025, request an approval to pay able industrial sweeping ink for outstanding invoices for the period of July 13th, 12 and 25 to August 7th, 2025 for daily sweeping services citywide.
25:43The amount is needed to pay the remaining invoices submitted for street sweeping services, which has now been subs uh suspended until a company is recommended from the last street sweeping bid process for a total amount not to exceed 64,000 dollars.
26:00Um are we why are we going with an approval to pay on number 31 here?
26:05Because their contract had expired, but they were still performing services after the expiration of the contract on uh I guess a month on basis as a matter of past practice, uh which I put a stop to so I became aware of it because there wasn't a permit contract replaced at that point because I would have been practice to just kind of keep it until the contract is a place.
26:30Uh we do have our own street sweepers at TBW, so I thought for the hopefully relatively short period of time between the aspiration of that contract and the new contract.
26:40We can just kind of struggle ourselves.
26:43Um, but in the meantime, we did perform work that they need to so for about a month, a little bit less, they were performing work without the contracting.
26:54To clarify, this has been referred to finance.
26:56So we're approving that too.
26:58But just in connection to item number three in the front, this is the same company recommending um able industrial sweeping, the second lowest bidder, um, because the lowest bidder did not meet all the qualifications.
27:11Um basically lining them up to get the award back again this year.
27:16Can you talk to me why the lowest bidder on this one didn't meet all the qualifications?
27:21Uh so maybe wasn't it and the lowest bidder in terms of the cost, they're they're on the better cost proposal, their machinery was older, and the contract uh the RP required that the machines of any bidder for a street suite may be excellent addition throughout the term of the contract, and our mechanics service that while they looked okay today, they were much older than the second to lowest bidder uh his machines and reading that content so they wouldn't that we thought they were enough, they wouldn't have confidence that they would make it to the end of the contract because they weren't as new as the shades of this company.
28:05So can they have been giving the opportunity to get new machinery during the contract?
28:09So that was one factor.
28:12Um and the and two of the other factors are basically uh their experience uh level.
28:20Um one bidder below bidder but no experience with city streets, their experience is mainly parking lots, whereas the uh the bidder that we're recommending uh city specifically for city and product street experience.
28:34Uh we felt that that was really important for getting the best service city looking at the the two bidders together.
28:41We thought that their ability to buy search probably is exceeded the low of it.
28:47And this other vendor that was a low uh bidder, they were with a green view.
28:53I believe are they a minority control there as well?
28:56It looks like able here, it says it's 100%.
28:58So I believe able is um as green view.
29:05Um the council, you know, I'd recommended that I uh move forward with referring this to council as well.
29:12Um so I'd like to make a motion on the floor for a roll-call vote um to send this into the all city council for review.
29:18Um motion made by director delgada.
29:22Second, um that item chair.
29:25I mean, sorry, madam clerk.
29:27Now, do we go right to a roll call vote?
29:30Roll call vote to amend item three to refer to committee.
29:43Councilman Gonzalez is absent.
29:45Councilwoman Anthony is absent.
29:49No, Elaine Richards, no, Joseph Dequina, Patricia Coinfake, no, Shamari husband.
30:06Tyrell Stevens is absent.
30:09You have two ayes, seven no's, three absent.
30:13The matter uh did not is not approved to be referred to city council.
30:19Um are there any other items you'd like to read?
30:23Uh I do have a bid protest in regard to item number three to be entered into the record.
30:30Do I need to make a motion to see that?
30:35Do I have a motion to enter the bid protest um regarding item three for the record?
30:44Motion made by director Data, seconded by uh Treasure Husband, all in favor.
30:52Um and Treasurer Husband, did you have any items you'd wanted to review?
30:57All right, I'd like to entertain a motion to approve items one through 35 in section A on a roll call vote.
31:05With 29 and 31 being referred to council.
31:12Motion made by Director Bellini, seconded by Director Richards.
31:15Um hearing no objections, Madam Clerk will call, please.
31:27Councilman Gonzals is absent.
31:29Councilwoman Anthony is absent.
31:45Tyrell Stevens is absent.
31:47You have eight ayes, one absent.
31:50Um, one nay, three absent.
31:52The matters are approved with 29 and 31 requirement council approval.
31:58I'd like to entertain a motion to go to section D, approval of minutes.
32:02So motion made by Director De Pina, seconded by Director Richards, all in favor.
32:10Um the board's been provided a copy of the minutes from the August 12th Board of Contract and Supply meeting.
32:15Are there any edits or corrections?
32:17Hearing done, I'd like to entertain a motion to approve the minutes from Tuesday, August 12th, 2025, Board of Contract and Supply Meeting.
32:25Motion made by Director De Pina, seconded by Director Richards, all in favor.
32:30I'd like to entertain the motion to adjourn.
32:33So motion made by Director Bellini, seconded by Director Arzumanian.
32:40This meeting is adjourned.
