November 29, 2011

GCN Board Meeting

Approved 12/21/11

Location: City Hall

Board members present: Wayne Howell (Chair, via teleconference), David Nemeth, John Scott (arrived 1809)

Board members absent: Patrick Chipley

Others present: Nathan Borson

Wayne Howell called meeting to order 6:02 pm, then passed the chairmanship to Dave so he would not have to run the meeting from afar.

Wayne Howell moved to approve minutes from November 17 meeting as posted. Motion passed unanimously.

Meeting recessed 6:04 pm to wait for John Scott's arrival.

Meeting reconvened 6:10 pm upon John Scott's arrival.

Old  Business:

None.

New Business:

Review Vendor Proposals

Nate explained that three proposals arrived on time and were found to meet the minimum submission requirements after waiving minor irregularities (with the concurrence of the city attorney). Four proposals arrived the day after the deadline, all of them with a scheduled delivery date of November 21, the day before the deadline. Nate checked the Express Mail tracking records for two of the packages and found they were "missent" from Juneau on 11/21/11.

Nate further explained that the city attorney says the deadline and late deliveries are not an irregularity we can waive, even if the city's best interest is served by considering more than three proposals. In consideration of the three vendors whose proposals did arrive on time, we cannot accept the late proposals unless the three who submitted responsive proposals agree the city may consider the late arrivals. The city always has the option of rejecting all proposals and re-issuing the RFP. According to Kapryce, this would mean a new RFP document with a new number, incorporating the changes in the addenda. It would also mean new submissions; we would have to destroy all proposals we have received.

Motion by Dave: From the vendors that submitted timely responses to RFP FY12-01GCN, seek permission to consider proposals that arrived the day after the November 22, 2011 deadline. Unless all three qualified vendors grant such permission, reject all proposals and re-issue the RFP.

Seconded by John Scott.

Motion passed 3-0.

Tasks: Nate to carry out the actions stipulated in the motion. No proposals will be given to the review committee unless and until all three vendors who have submitted on time agree that the city may consider all seven.

Adjourned unanimously 18:35