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Here’s The Scoop … Why Are They Chasing Their “TALES”? ….

LBTS TOWN ADMINISTRATION IS “SPINNING” …. “TALES”…. ….

Dear Readers…There’s a real problem when actions are made without thinking through what the consequences may be of those actions …..That seems to be the case with the change in the Town’s policy of no longer opening up and reading “aloud” RFP bids at the time and place advertised…(prev. posts) This incredibly stupid move has spawned more incredibly stupid moves….that come from chasing the “tales” made from stopping what is done in every town around!… A call by this writer to Hollywood, the previous town represented by former Town Atty. Dan Abbott produced the response of “yes they open and read aloud the bids”, it states the same online  for Hollywood- “All formal bids are opened in the public, read aloud in the  specified  location”….  In neighboring towns on their websites is more proof that LBTS is acting counter to the norm……..Deerfield Beach-“publicly opened and read at the time and place specified on the bid documents”/ Pompano Beach ” All bids are opened at indicated time and date in public and read aloud in the Purchasing Division offices”/Miami Springs (where the Town Manager Colon worked prior to LBTS)- ” All sealed bids advertised to be received by the City shall be opened and read publicly”

And low and behold when Googling The City of Sweetwater, (Town Manager Colon’s 1st employment in a municipality)up popped the  8/5/09 Miami Herald article about a decision to pass an ordinance in August that modifies their previous procedure for opening sealed bids on competitive city projects by having a committee of 3 people open the bids prior to a commission meeting and forward to the Mayor for review….The article states that before this change the bids were opened at the commission meetings, forwarded to the mayor for further analysis and then put on the next month’s meeting for selection…”Hmmm….

A quick re-cap on why we are where we are……. on July 29, 2009 there was an RFP opening of sealed bids…it was the first time the Town said they would not be reading “aloud” the bid prices…The excuse made ranged from the time, with the impending continuation of the July 28, 2009 Commission meeting ready to go a half hour after the set 2 pm time published for the bids….to the Assist. Town Manager stating they had problems with companies providing faulty tabulations and they were going to take them open them tabulate and then they would be available 10 days later with a PRR….Previous posts show that this did not sit well with this writer… From there a PRR was requested by this writer and Comm. Dodd asked for an opinion from the Town Atty. along with putting it on the 9/9/09 agenda…On 8/11/09 there was a 2nd RFP sealed bid opening in Jarvis Hall where 14 bidders (per this writer’s count) attended ( there were 16 bids) for the Commercial Blvd drainage project and were met with the same stupidity of not having the bids “read aloud” despite the bid  packages they all received saying they would be… The BSO was called in…Company reps were dumbfounded…outraged and many made quick calls to their offices ….The Town Manager “lead” the Assist. Town Manager in repeating the same ridiculous reasons as were made to this writer on the 29th… The  Town Manager made sure that Assist. Town Manager Olinzock informed all of being able to pick up the bid info 10 days later… and after a question from this writer about a fee, Assist. Town Manger Olinzock said there would be none….The Town Manager also declared the bidders could contact the Town Atty. for an opinion… I went in and made a PRR for that “opinion”… (prev. post)… It was not an opinion …it was a series of e-mails between the Town Manager, Assist. Town Manager Olinzock and the Town Atty. who stated it was not a legal opinion, stating she did not have the RFP and was going on just what info was provided per the Assist. Town Manager…  “Tales”were told …semantics were front and center …what would you call an “evaluation”…”tabulating”?…as Assist. Town Manager Olinzock said was the reason for no more prices being “read aloud”…

“All proposals are in the process of being verified by staff for responsiveness and checked for mathematical accuracy because there have been instances in the past where proposers or bidders have not properly calculated the amounts shown” per the Town Atty’s e-mail …which followed up with ” Town staff is not evaluating or ranking the proposals, because such a ranking process was not identified as part of this RFP. All evaluation and selection is to be done by the Commission.”…HUH?…

The Town Manager sent back the following …” Perfect Response  Susan (Town Atty. Trevarthen) FYI- administration will provide a recommendation to the commission after review of analysis with staff.”…

  • Main Entry: eval·u·ate
  • Pronunciation: \i-ˈval-yə-ˌwāt, -yü-ˌāt\
  • Function: transitive verb
  • Inflected Form(s): eval·u·at·ed; eval·u·at·ing
  • Etymology: back-formation from evaluation, from French évaluation, from Middle French evaluacion, from esvaluer to evaluate, from e- + value value
  • Date: 1842

1 : to determine or fix the value of
2 : to determine the significance, worth, or condition of usually by careful appraisal and study

Furthermore…. How embarrassing that any of the companies who made the same request for the Town Atty’s opinion would be in receipt of the e-mail exchanges!

Since then this writer was sent an e-mail from PIO D’Oliveira (prev. post) informing me that the PRR for 7/29/09 was ready at a cost of $47.58 for the 9 IT bids..

MORE E-MAILS FOLLOWED……..on the RFPs…

Thursday, August 20, 2009 10:27 AM
From:”Barbara Cole”

To:
“Steve D’Olivera”
Steve, I would like to pick up the 3 requests…the May 22,2007/Town Atty. opinion and if possible the free sheet of the 9 IT bidders prices. Please respond. Barbara Cole

After not hearing back form Steve, I  went in to pick them up…….Town Clerk White and I had a little exchange where she said I requested the 9 bids and they copied the packets…I said I assumed it would be a sheet of prices as would have been the case if the Town “read aloud” the bids as done up until that day…She said I needed to be more “specific ” in the future with my PRRs…I answered “No, the Town needs to inform me per the Florida State Statutes if there will be more expense than copying fees”…..After my return home I received the following e-mails from PIO D’Oliveira ….

From: “Steve D’Olivera”
Date: Thu, 20 Aug 2009 14:36:40 -0400
To: Barbara Cole
Subject: RE: PRR Follow-Up

Hi:

When I called to see if this was ready, I was told you were in Town Hall.

steve

Thursday, August 20, 2009 2:42 PM

From:

“Steve D’Olivera” <[email protected]>

To:

[email protected]

Barbara:

The Town Clerk has asked me to ask you to submit a separate Public Records Request every time you ask for a new set of records or documents, as opposed to just hitting reply on a previous e-mail.

We hope it’ll make things easier to track.

With that in mind, could you submit a PRR to me requesting the IT sheet?

Thanks.

Steve

Thursday, August 20, 2009 2:45 PM
From:
[email protected]
To:
“Steve D’Olivera”
Yes, I was up that way. I asked June to inform me going forth of any charges over copying costs. I did not accept the IT bids for 47.58 due to believing it would be 1 sheet of prices as I would have written down if it were read aloud as was the case at all prior bid openings. Please let me know of any extra costs prior on any PRR I have in the works or submit in the future so we’re all on the same page. Thanks, Barbara
Thursday, August 20, 2009 3:09 PM
From:
“Barbara Cole”
To:
[email protected]
PIO D’Oliveira, as per your e-mail.
1. I request the sheet of bid prices as to be provided to the 9 bidders of the IT RFP that was not read aloud on July 29, 2009.
2. I request the sheet of bid prices as to be provided to the 16 bidders of the Comm. Blvd. drainage project RFP not read aloud on Aug. 11, 2009.
3. I request the sheet of bid prices as to be provided to the 3 bidders of the Parking Citation Process RFP not read aloud on Aug. 11, 2009.
4. I request the sheet of bid prices as to be provided to the bidders of the Sewer and Storm Drain RFP probably not to be read aloud on Aug 27, 2009.
Please let me know when they are available for pickup.
As per prior e-mail to you /discussion with Town Clerk White today, please let me know if there are any costs above copying and if so will that be charged to the bidders as well.
Thank you, Barbara Cole
From: Steve D’Olivera
Subject: Recent PRR on bids
To: [email protected]
Date: Friday, August 21, 2009, 2:55 PM
Barbara:
Town Hall does not have a sheet of bid prices. You are welcome to come to Town Hall to view the RFP packets as a public record without charge.
The Sewer & Storm drain RFP’s have not been received.

Steve

Friday, August 21, 2009 5:08 PM
From:
“Barbara Cole”
To:
“Steve D’Olivera”
Steve, Now I am really stumped by the Town’s recent action to change the process of reading the bid “aloud” at the bid opening time published in the newspaper /bid package and on the Town board.
Are you saying that each bidder will need to come back to the Town and take staff time 10 days business days ( stated time frame by the Assist. TM at the last 2 bids) after the bid date to inspect the bid packets?
This seems to be contrary to the Assist. Town Manager’s statement on 7/29/09 when said the reason they would no longer read them “aloud” was faulty tabulations made by bidders and on 8/11/09 when he said there would be no fee for just the prices.
You will have just from the 3 RFPs on those 2 dates 29 people who will require a viewing if they want to see the bid packets.
In my e-mail PRR I stated the RFP for sewer and storm drain was on 8/27/09, I just added it to the list to not have a separate PRR.
I await a response, Barbara

So here we are today… a change for no reason of how the Town will deal with RFP sealed bids led to ……Town Atty. time and non-opinions…Public Records Requests…e-mails….Commissioner time….. added time for staff for public viewing of RFPs ….Town Atty. opinion expected before the 9/9/09 Commission meeting…Agenda item….Commission time…the expected “heated ” dais exchange…motions needed to change the LBTS purchasing manual to reflect RFPs being “read aloud” to reflect the bid publications and be in line with other towns ….(finding out why the RFP page [19] was revised without the Commissions consent)… and more bad  P.R. for the LBTS Town Administration … and the never ending “tales” they keep “spinning”!

more to come….

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