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Board of Commissioners SWDD Meeting Minutes - Final April 24, 2024 Attachments: Staff Report Final Ranking of Selection Review Committee Utilizing a PowerPoint presentation, Himanshu Mehta, Managing Director of the Solid Waste Disposal District (SWDD), provided a recap of the Request for Proposal Process (RFP) for Collection Services and stated the purpose of the meeting was to obtain public input and for the SWDD Board to decide on the services to begin October 1, 2025. A copy of the presentation is on file in the Office of the Clerk to the Board. Mr. Mehta provided the final ranking of the firms by the Selection Committee for the service options indicating FCC Environmental Services Florida, LLC. (FCC) and Waste Management Inc. of Florida (WM) as the top two ranking firms for all service options. He stated the decisions before the Board was to accept the Selection Committee's proposal final ranking of the firms, make a decision on either customer provided yard waste cans or carted yard waste service, Subscription Service or Universal Collection, and authorization to the Negotiations Team to purse simultaneous negotiations with the top two firms of FCC and WM to obtain their "Best and Final Offer". Commissioner Loar referred to the RFP process and pointed out that it was clear FCC had the lowest cost, yet the top two firms were to go back and "sharpen their pencils" to get the best deal for the residents. He asked if the top two (2) vendors were aware that they would come back and renegotiate their numbers and why not renegotiate with all five firms. Bethany Jewell Gray, Consultant with Kessler Consulting, Inc., stated that the "Best and Final Offer" was a common tool utilized to get the best price and it was clearly stated in Addendum Nine (9) (addendum) when the updated procurement schedule was issued. Mr. Mehta explained aside from the price, the Selection Committee's decision was based on RFP evaluation criteria such as the number of trucks, staffing, participation in the County, challenges with sub -standard roads, what type of vehicles the vendor would use, type of fuel used for their trucks, the number of individuals in the call center, etc. Commissioner Loar reiterated his concern on what kind of message the County was sending to the vendor who had the lowest rate and yet was asked to "sharpen their pencil". County Administrator Titkanich stated he was made familiar with the process through Kessler Consulting and they had provided examples of other counties and municipalities who had gone through the process and utilized the tool the " Best and Final Offer". He referred to staff and asked specifically where in the addendum was the language the "Best and Final Offer". Jennifer Hyde, Purchasing Manager, was not aware that the County had ever gone through an RFP process using the "Best and Final Offer" method of negotiation; however, it was not unheard of and a common practice both among counterparts in Indian River County Florida Page 2