Purchasing & Procurement Oversight Committee Agendas & Minutes

PURCHASING & PROCUREMENT OVERSIGHT COMMITTEE (PPOC) Meeting Notes EDA Conference Room – 6th Floor – Ruppert Sargent Building July 20, 2016 Call to Order: Ms. Franklin called the meeting to order at 12:30 p.m. Committee Member Attendance: A roll call was taken by Jessica Spencer. Introductions: Senior Deputy Attorney Patricia Melochick introduced herself and the intern, Lauren Riley, a second year law student at William & Mary. Members Present – William Brown, Vice-Mayor Curtis, Velma Green, Tammy Waldroup, and Barbara Franklin. Members absent – James Gervais (without notice), Eugene Johnson (with notice), Jason Samuels (with notice), and Martin Cross (with notice). Staff and Citizen Attendance: Legal Representation: Senior Deputy Attorney Patricia Melochick, Lauren Riley (law student intern) Staff Present: Pete Peterson, Leonard Sledge, Lavinia “Lin” Whitley, Steven Lynch, Jessica Spencer, Pam Croom and Brenda Bailey (recorder) Citizens in Attendance: Ms. TaNael Parker Approval of April 20, 2016 Meeting Minutes: There was not a quorum present to approve the minutes. Approval of June 3, 2016 Special Meeting Notes: There was not a quorum present to approve the notes. Old Business: Committee vacancies: Ms. Spencer advised City Council had deferred committee appointments until the August Council meeting. Mr. Sledge and Ms. Curtis added that City Council will be reviewing the appointment process on all city committees and it will be discussed at the upcoming City Council retreat. Mr. Brown inquired as to why Council is not pleased with the current process. Ms. Curtis advised that appointments have been made via the board bank applications which have all expired, some as far back as five years, in some cases. Ms. Franklin announced that she 1 had gotten a letter from Council. Ms. Curtis confirmed that letters have been sent to all applicants inquiring of their interest in remaining in the board bank and asking for updated information. By-Laws Committee Ms. Franklin reminded the group that she had volunteered for the By-Laws committee but there is still a need for another member. Ms. Green said she would like to work on the committee. Ms. Franklin reminded the group that Ms. Curtis also volunteered for the By-Laws committee. Ms. Curtis concurred. Report Review Committee: Ms. Franklin reminded the group that Mr. Cross volunteered for the Report Review Committee and there is still a need for at least one more member. No one volunteered to work on the Report Review committee. New Business: Review current bid solicitations for City & Schools Ms. Whitley gave a brief overview of the current bids found on www.hampton.gov/bids which are updated every Tuesday. All bids are published in the Daily Press, eVA (Electronic Virginia) and notifications are sent to Economic Development Minority Business Program Office. The bid documents are posted on the city web site for public viewing. Report on purchases below $30,000 Ms. Whitley reviewed the slide information about purchased under $30,000 for the previous fiscal year. 94.4% of all purchase orders issued for fiscal year 2016 were under $30,000. Report on number of “pulled” bids Ms. Whitley reviewed the slide information; only 4 bids have been cancelled this previous fiscal year; reasons listed included bids came in over budget and scope of work confusing. Some bids are cancelled and re-bid at a later date. Procurement Process Quick Guide and Ordinance Change She made particular mention of a change made to the ordinance on June 8, 2016 whereby Departments must solicit at least two quotes with at least one from a minority or woman-owned business, if feasible, on purchases of $0-4,999.99. She briefly reviewed the Procurement Quick Guide as it had been reviewed during the previous meeting. Ms. Curtis inquired as to what is responsive and responsible? Ms. Whitley responded, responsive is to respond to the bid with all required licensures, insurances and responsible means the vendor can perform the duties of the job. Another question; what if one does not know anything about the lowest bidder? Pam Croom added that a contractor’s questionnaire can be given to the vendor for completion prior to 2 award to learn of their work capabilities. Senior Deputy Attorney Patricia Melochick added that Virginia statutes define responsive, responsible and lowest bidder as well. Mr. Brown asked for more information on the protest period. Ms. Whitley responded that a vendor can submit a protest up to 10 days after the intent to award is posted on the web site. When an award is protested the City reviews the solicitation and all addendums and the award to insure that all dealings were in compliance with City Code and the Virginia Public Procurement Act and done in a fair and ethical manner. The remedy for a vendor winning a protest would be that the solicitation is cancelled and re-bid. The protesting vendor will not be awarded the contract if they win the protest. If the City finds the protest isn’t valid, the award will stand. Ms. Whitley added that the only time a solicitation would not be advertised, would be if it is a sole source or an emergency procurement. She gave two examples of when a sole source vendor is used; steam plant and the carousel. She gave examples of an emergency procurement such as services needed during a natural disaster or a sudden discovery of asbestos during a construction project. Announcements: Ms. Spencer advised that the City Attorney’s Office will be added to the agenda of an upcoming meeting to provide more information on contract sanctions and debarment procedures. Public Comments: Ms. Parker stated she’s a colleague of Ms. Franklin and was invited to the meeting because she is trying to start her own business. Ms. Spencer stated she will give Ms. Parker more information following the meeting. Adjournment: There being no further business, Ms. Franklin adjourned the meeting at 1:10pm. Next meeting: The next meeting will be held at 12:30 p.m. Wednesday, October 19, 2016 in the EDA Conference Room, 6th Floor, Ruppert Sargent Building located at One Franklin Street, Hampton, Virginia. Respectfully submitted, Jessica R. Spencer Minority Business Coordinator JRS/bsb 3