MINUTES OF PROCUREMENT COMMITTEE MEETING
HELD WEDNESDAY, SEPTEMBER 24, 2014
AT NATIONAL SOLID WASTE MANAGEMENT AUTHORITY
61 HALF WAY TREE ROAD, KINGSTON 10
BOARDROOM
PRESENT WERE:
Mr. Michael Walters (Chairman)-Finance Director
Dr. Beverly Shirley-Corporate Services Director
Mrs. Donna Panther-Budget & Revenue Manager
Ms. Sheena Henry-Procurement Officer
Mr. Washington Grant-Safety & Standards Manager
Mr. Calbert Smith-National Fleet Manager
Ms. Lezley Bernard-Commercial Services Manager
Ms. Narieka Logan-Regional Administrator, SPM
Mrs. Sharon Sutherland-Acting Regional Administrator, MPM
Mrs. Maxine Wright-Regional Administrator, NEPM
Mrs. Karen Clayton-Regional Administrator, WPM
Ms. Shadecca Sterling-Procurement Clerk, Parks & Garden Division
Ms. Nicola Edwards- Recording Secretary
ABSENT WERE:
Mrs. Casey Wilson-Brown-Administration/Procurement Manager
Mr. Ronel Dixon-Financial Accountant
Representative-Legal Department
1.0 CALL TO ORDER / PRAYER / APOLOGIES
The meeting was called to order at 10:34 a.m. by the chairman, Mr. Michael Walters. An apology was offered for Mrs. Karen Clayton who was expected to be late as she had been unexpectedly asked by the Human Resource department to be part of a Disciplinary Hearing panel.
2.0 OPENING REMARKS
The chairman welcomed all to the meeting. He opened the discussions by advising of a visit he had from representatives of the OCG the preceding morningwhich had served to reinforce in his mind the seriousness of the business carried out by the Procurement committee. He urged members to ensure that proper procedures are followed at all times.
3.0 AMENDMENT / CONFIRMATION OF MINUTES
Signed copied of the minutes of meetings held July 2nd, 2014 and July 24th, 2014 were distributed in the meeting.
3.1Minutes of the meeting held July 2, 2014 were confirmed on a motion moved by Mrs. Donna Panther and
seconded by Dr. Shirley, subject to the following amendment:
Appendix A, Page 1, Item #2, Martin’s Hill or Riverton: Change “285 “ days to “244” - Check Sheena about this.
3.2 Minutes of meeting held July 24th, 2014 had already been confirmed in a previous meeting.
3.3 Minutes of the meeting held in August2014 was not available for confirmation as it was incomplete.
4.0 EVALUATION OF SUBMISSIONS
4.1 MPM – Supplementary Fleet– See Appendix A for further details
The Procurement Officer, Ms. Sheena Henry, advised that the rate paid to supplementary fleet contractors had been increased. Noting that MPM was already running a deficit, Dr. Beverly Shirley, Corporate Services Director,said this would only worsen their financial situation. Additionally, she wanted to know the process by which approval was given for the increase. The Regional Administrator (RA) of MPM, Mrs. Sharon Sutherland, said approval was received from both the Operations Director and Executive Director. Dr Shirley remained unsure as to whether protocol was followed, noting that no documentationhad been presented to (a) reflect said approval, nor (b) show that the proposed rate increases were ratified at a Director’s or Board meeting.
After pointing out that the rate increase was effective September 16, 2014, the RA then presented for notation, thirteen submissions for the provision of supplementary fleet services in the MPM region for the period September 1 – 15, 2014 at the existing rates, as follows:
1)Creighton Maintenance Services-$660,000
2)Eric Marsh Haulage Services-$660,000
3)Huen Trucking-$690,000
4)JAAPA Services-$600,000
5)L & D Trucking-$670,000
6)Llyrad Business Services Ja. Ltd.-$640,000
7)Massarak Haulage-$1,560,000
8)NS Development-$1,000,000
9)One Touch Constr. & Equip. Ltd.-$1,009,890
10)Riverton Meadows Trucking & Disp. Co. Soc.-$2,420,000
11)Shendor Services Limited-$660,000
12)Violet Dixon & Company-$640,000
13)Zero Waste Products-$1,020,000
They were all said to be NCC and TCC compliant.
Services for the period September 16 – 30, which are to be paid at the increased rates, would not be
presented at this meeting as the issue of approval of the rates remains to be resolved.
The committee noted the submissions for the period September 1 – 15, 2014.
4.2MPM – Sweeping Contracts - See Appendix B for further details
Ms. Sheena Henry, Procurement Officer, reported that MPM had gone to tender in July 2014 for the provision of sweeping services in the parishes of Kingston & St. Andrew, St. Catherine and St. Thomas. Using Local Competitive Bidding Procurement Methodology, tender notices were published in the two major local newspapers on July 12th and 15th, 2014. Tender documents were made available for purchase on July 15, 2014 at a non-refundable cost of $5,000.
The tender closed on August 15, 2014 at 11:00 a.m. and was opened 15 minutes later at the offices of the NSWMA. Forty companies responded, namely.
1)Edam Enterprise Ltd.
2)JNN Clean Sweep
3)Keith Block Factory & Construction Services
4)Violet Dixon & Company Ltd.
5)A & R Maintenance Ltd.
6)Delcom Enterprise Ltd.
7)Landacar Construction & Sanitation
8)BB&H Environmental Maintenance
9)Marsh Janitorial Service
10)M. Williams Maintenance
11)Bright Glory
12)MJ Waste Management & Janitorial
13)MVT Sanitation & Janitorial
14)AMB Construction & Sanitation
15)Camco & Associates Ltd.
16)Taylor’s Sanitation & Haulage
17)Andrew Francis
18)Lewis & Family Construction
19)Solid Sanitation Services
20)Beap Maintenance & Construction
21)Natsan
22)Gemini Janitorial Services
23)Sparkles Services
24)Lindo’s Janitorial & Disposal
25)SmallHorne Maintenance
26)Paulette West
27)LWC Haulage Construction Ltd.
28)Julstrad Enterprise
29)Gray’s Construction & Janitorial Service
30)Desmond’s Haulage Construction & Mtnc
31)JB’s Janitorial & Construction Ltd.
32)Khav’s Janitorial & Disposal
33)Cheryl McLish
34)United Sanitation & Janitorial Services
35)M & M Sanitation Garden
36)Flowers and Things
37)Lydia Khouri trading as L K Construction
38)D. Foster Beautification Janitorial & Sanitation Services
39)M & H Trading Company
40)Tinmac Maintenance Solitation Services
Four of the forty bids were found to be non-responsive, namely:
1)Lydia Khouri trading as L K Construction - TCC was found to have been tampered with
2)D. Foster Beautification Janitorial & Sanitation Services – no NCC certificate submitted
3)M & H Trading Company –purchased a tender document then asked for a refund
4)Tinmac Maintenance Solitation Services - a valid NCC certificate was absent
The thirty-six responsive bids were evaluated. Bidders were allowed to bid on one zone only. Thirty-five zones were evaluated as KSA Zone 15 was the only zone which had two responsive bidders. Bids were evaluated on zone by zone basis and awarded to the bidder with the highest score of seventy points or above. The evaluation team’s recommendation is for the award of contracts for the seventeen-month period November 1, 2014 to March 31, 2016at a cost of $324,343,405.32, as follows:
Zone / Recommended Bidder / Evaluation Score / Proposed PriceKSA Zone 1 / Edam Enterprise Ltd / 100 points / $ 9,757,663.16
KSA Zone 2 / JNN Clean Sweep / 70 points / $ 5,479,567.20
KSA Zone 3 / Keith Block Factory & Construction Services / 100 points / $ 7,962,755.80
KSA Zone 4 / Violet Dixon & Company Ltd / 100 points / $ 12,582,542.36
KSA Zone 5 / A & R Maintenance Ltd / 100 points / $ 8,983,680.26
KSA Zone 6 / Delcom Enterprise Ltd / 100 points / $ 7,774,921.97
KSA Zone 7 / Landacar Construction & Sanitation / 100 points / $ 7,072,841.00
KSA Zone 8 / BB & H Environmental Maintenance / 100 points / $ 8,929,919.91
KSA Zone 9a / Marsh Janitorial Service / 100 points / $ 12,514,436.10
KSA Zone 10 / Bright Glory / 90 points / $ 4,662,353.22
KSA Zone 11B / MJ Waste Management & Janitorial / 100 points / $ 14,328,864.33
KSA Zone 12A / MVT Sanitation & Janitorial / 80 points / $ 8,452,168.80
KSA Zone 12B / A.M.B Construction & Sanitation / 100 points / $ 6,125,121.98
KSA Zone 13 / Camco & Associates Ltd / 80 points / $ 8,162,742.21
KSA Zone 14 / Taylor's Sanitation & Haulage / 100 points / $ 13,357,667.95
KSA Zone 15 / Andrew Francis / 100 points / $ 6,901,598.58
KSA Zone 16 / Solid Sanitation Services / 100 points / $ 10,556,751.77
KSA Zone 17 / Beap Maintenance & Construction / 100 points / $ 12,092,544.35
KSA Zone 20 / Gemini Janitorial Services / 70 points / $ 3,614,634.32
DKBD 1 / Sparkles Services / 100 points / $ 12,972,814.00
DKBD2 / Lindo's Janitorial & Disposal / 100 points / $ 8,572,944.61
Portmore 1 / SmallHorne Maintenance / 100 points / $ 13,434,735.86
Portmore 2 / Paulette West / 90 points / $ 13,216,022.18
Portmore 3 / L.W.C Haulage Construction Ltd / 80 points / $ 5,476,740.56
St.Catherine A1 / Julstrad Enterprise / 92.5 point / $ 11,175,362.22
St.Catherine A2 / Gray's Construction& Janitorial Service / 95 points / $ 10,377,420.47
St.Catherine B sweep / Desmond's Haulage Construction & Mtnc / 100 points / $ 17,317,691.80
St.Catherine D1 / JB's Janitorial & Construction Ltd / 100 points / $ 14,999,168.41
St.Catherine D2 / Khav's Janitorial & Disposal / 100 points / $ 14,428,962.75
St.Catherine D3 / Cheryl McLish / 100 points / $ 8,670,295.55
Zone / Recommended Bidder / Evaluation Score / Proposed price
St.Thomas 1 / United Sanitation & Janitorial Services / 100 points / $ 11,276,438.46
St.Thomas 2 / M& M Sanitation Garden / 100 points / $ 8,560,443.58
St.Thomas 3 / Flowers and things / 100 points / $ 4,551,589.60
TOTAL / $ 324,343,405.32
Ms. Henry advised that, if approved by the Committee, the contract for Zone B will have to go to the Sector Committee for further approval.
Mrs. Wright asked what will be done about the four outstanding zones and Ms. Henry said they will be re-advertised.
The chairman noted that the cost for the seventeen months is in line with the fortnightly cost of sweeping services. However, when the four outstanding zones are added, MPM will require additional funds.
The committee then accepted the recommendation of the evaluation team. Mr. Washington Grant, however, was exempted from voting as he had been a part of the evaluation team.
4.3WPM WM LTD. – See AppendixC for further details
- Supplementary Fleet
The Regional Administrator of WPM, Mrs. Karen Clayton, presented seven submissions for notation which were all said to be NCC and TCC compliant. These were for the provision of supplementary fleet services in the WPM region for the period September 1 – 30, 2014 and, in one instance, July 16 – 31, 2014, at a cost of $7,811,000.00, as listed below:
1)Dockland Waste-$2,205,000
2)M & M Waste Services Limited-$ 601,200
3)M & M Waste Services Limited-$1,002,000
4)Chucky’s Trucking-$1,634,600
5)Little Twin Fashion-$ 1,000,000
6)Maylers Delivery-$ 600,000
7)Delta Force Construction-$ 768,200
The submissions were so noted.
4.4Heavy Equipment
Ms. Henry reported that the Heavy Equipment tender is with the Sector Committee. The bid period expired in August. The process is awaiting NCC approval and it is hoped that it will be completed before October.
5.0 ANY OTHER BUSINESS
5.1 Generation of Purchase Orders from QuickBooks
Mr. Walters asked Mrs. Clayton if she were using QuickBooks to generate Purchase Orders (POs) in the WPM region. She said no, they are using the PO books still in stock. Mr. Walters noted that there were a few adjustments to be made to the software to make the process possible and said that the NEPM region will be used as the guinea pig for the roll out. It was agreed that three copies of the POs will be required, using traction paper. Mr. Walters will check on this.
Mrs. Clayton was encouraged to follow in the footstep of SPM and retain the services of some of the Summer workers to input data into the system.
5.2 Appearance of the Operations Director
The Operations Director, Mr. Percival Stewart, joined the meeting at this point, saying he was told about the request for documentary evidence of approval of MPM supplementary fleet rate, and had come to provide clarity. He explained that for the Emergency Cleanup programme being undertaken by the Government, it was proposed that the rates for that programme be increased from $4000 to $9000 as truckers are unwilling to work for the existing rate. This was approved and paperworkexists to this effect.
Mr. Walters said payment vouchers for the Emergency Cleanup programme must be done separately as payments will be made by the Accountant General’s office and not the Authority or regional office. He noted that monies had been allocated to all regions for the programme and stated that the procurement for these services will go through our regular procurement procedures and when the time comes to pay, he will advise the regions how to proceed after he is advised by the Accountant General’s office / Ministry of Finance. Mrs. Wright reminded that the daily Inspection Sheets are to be attached to the documentation.
Dr. Shirley mentioned that there was sometimes a conflict with the Finance Director being the chairman of the Procurement Committee.
6.0 ADJOURNMENT
There being no other matters for discussion, the meeting ended at 12:13 p.m.
Signed:
………………………………………….. …………………………………………….
Michael WaltersNicola Edwards
ChairmanRecording Secretary
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