HomeMy WebLinkAboutCOM 0210.006 2004-2006 rte °r M~k'i
Harry Kim ~ Dixie Kaetsu
Ma or • Managing Director
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25 Aupum Street Room 215 • Hilo, Hawaii 96720-4252 • (808) 961-8211 • Fax (808) 96,1- 55
KONA. 75-5706 Kuakini Highway, Suite 103 • Kailua-Komi, Hawaii 96740 ~ I
(808)329-5226 • Pax (808)326-5663
May 16, 2005
The Honorable Stacy Higa, Chairperson, and
Members of the Hawaii County Council
Hawaii County Building
25 Aupuni Street
Hilo, Hawaii 96720
Re: Committee on Finance Communications 210.2, 2103, and 210.4
Discussion on the Request for Proposal Process for Waste Reduction Technology
Dear Chairman Higa and Members of the Council:
1 would like to thank the County Council for its involvement in finding solutions to the
County's solid waste situation, and the support for efforts to reduce what goes into our
landfills and to find along-term solution to the disposal of this island's trash. This letter will
detail the process followed in evaluation of waste reduction technology proposals received
and set forth where we are today.
RFP Review Process
¦ Request for Proposal issued October 29, 2004 with proposals due January 21, 2005
o For financing, design, construction and operation of a Sort Station and/or
municipal solid waste reduction facility
o Proposals received January 21, 2005
• Evaluation committee established
o County personnel
o County Council representative
o Private sector representative
• RFP contained minimum qualifications that offerors were required to meet to be
considered "priority-listed offerors" (Section 4.5 on pages 13-16 of RFP)
o Process state of the art
o Contract guarantees
o Organization and personnel requirements
o Financing data 2~
Comm. Na
Ref. To: Presae L
R~,E. Uata _ MAYS
I lawai`i Countv is an a ual opportunity provider and employer.
May 16, 2005
The Honorable Stacy Higa and Council Members
Page 2
• Evaluation committee met five times over several months to review and analyze
proposals
o Where necessary, additional information was requested and received from
offerors
• Evaluation committee reluctantly concluded that it was in the best interests of the
County of Hawaii to cancel the RFP
o Cancellation is allowed by the Procurement Code, §103D-308, HRS
o The evaluation committee found nothing in the proposals submitted that made
it, in its opinion, in the best interests of the County to proceed to further
negotiations and possible issuance of a contract
o Cancellation was chosen for the benefit of the offerors who presented proposals
o When an RFP is cancelled, proposals remain confidential
o Letters informing offerors of cancellation of the RFP were sent by Purchasing
Agent Bill Gray on Apri128, 2005
o According to Corporation Counsel, a cancellation is final and cannot be
rescinded
• An Executive Session was held on April 20, 2005. At that time, guidelines were
discussed and supported by Council on future actions to be taken in achieving their
goals.
Finance Committee Meeting, May 17, 2005
• Because the RFP was cancelled and information received remains confidential, any
discussion about what was included or not included in the proposals received is to be
conducted in executive session rather than in an open meeting.
• On the advice of Corporation Counsel, we are unable to publicly discuss the proposals,
their strengths or shortcomings, at the Finance Committee meeting on May 17.
o This restriction applies even if an offeror wants to publicly discuss its proposal.
o The offerors can disclose any information they want, but the County cannot
respond in open session.
• There is an executive session on this topic scheduled for Wednesday, May 18, where
information about the proposals and the evaluations can be discussed, with the
understanding that privileged information disclosed in the executive session must
remain confidential.
Please understand that this is done only to comply with legal restrictions in the Procurement
Code and to protect the interests of the companies that submitted proposals.
May l6, 2005
The Honorable Stacy Higa and Council Members
Page 3
Conclusion
At the Finance Committee meeting on May 17 we are limited in what can we can legally
discuss. We will be prepared to provide you with details about the proposals received in
executive session on May 18.
As we work on where we go from here, we will keep the Council informed on our timelines
and proposed actions. We will follow the guidelines already established in executive session.
Thank you for your understanding.
Aloha,
-v"
Harry im
MAYOR
cc: Barbara Bell, Director of Environmental Management
Bobby Jean Leithead Todd, Deputy Corporation Counsel
Bill Gray, Purchasing Agent