7/23/2014 UPPER CAPE REGIONAL TRANSFER STATION BOARD OF MANAGERS Minutes

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would require a 10% match, in kind or minimum cash of $7,500. It was anticipated that the cost of the appraisal would more than cover the match, as well as in kind work completed by the Cape Cod Commission. There was discussion whether Task 3 regarding the appraisal should be removed from the RFP and Mr. Jack recommended that it remain because the separate task would require a separate procurement. Mr. Jack also noted that if the appraisal were subbed out it could then be coordinated by the consultant and may not be an additional cost. There was consensus to maintain Task 3 in the RFP. Mr. Tilton recommended that the cost be separated so that the amount would be known. Mr. Goddard made a motion that the Board approve, including funding the cost of an appraisal as part of the overall Request for Proposals package and will act as a match for the grant and the Board will fund it from their budget. Mr. Tilton seconded the motion. All voted unanimously. Ms. Rooney sought the Board’s feedback regarding the 10 Minimum (Quality) Criteria. Mr. Jack referenced the Comparative Criteria categories of highly advantageous, advantageous and not advantageous, expressing concern regarding procurement law requirements. Mr. Jack suggested that proposers falling under a category of not advantageous would be disqualified from consideration. Patty Daley of the Cape Cod Commission, responded that proposers meeting the minimum would qualify as selected but would be more advantageous if they exceeded the minimum criteria. There was discussion about the semantics of the wording and Ms. Daley indicated that they would look at it more closely. It was clarified that there would be an initial review reviewing the minimum, eliminating proposers that did not meet the minimum criteria. Then respondents who met the minimum would be reviewed in the Comparative process, assessing their advantageous status. Mr. Jack suggested that providing a report by October 30 would be aggressive and Ms. Daley agreed, noting that it was initially an attempt to meet the November 30 grant deadline. It was suggested that a short response time could eliminate some qualified companies from submitting proposals for the RFP. Mr. Goddard recommended allowing the goal to dictate the timeline. The Chair inquired about what would be a reasonable timeline and Ms. Daley responded that it would be difficult to shoot for the CIC grant timeline with the necessary meetings and reviews, suggesting that a report could be submitted 6 months following the awarding of the contract, which could possibly be awarded at the end of September. Ms. Rooney indicated that a response from the OEA grant could be available next week. There was agreement among Board members not to rush the process and Ms. Daley suggested requesting a draft report for December to assist the Board with their decision making process. Mr. Goddard inquired about to whom the consultant would report and Ms. Daley responded that the consultant would report to the UCRTS Board of Managers, the Cape Cod Commission and Joint Base Cape Cod. Ms. Rooney added that the Tasks included all parties and required joint meetings. The Chair summarized that the RFP deadline would be at the end of August, awarding at the end of September with a draft report deadline of December 31 and final report due 60 days later, in order to review the report in January. Chairman Laurent requested that the subcontractor appraiser be specified and Ms. Rooney responded that she would add it to Minimum Criteria #7. Mr. Tilton noted that he would not want to limit companies and agreed with the allowance for a subcontractor. The Chair expressed concern about the military experience requirement in Minimum Criteria #9 and the number of companies that would meet the requirement. Ms. Rooney noted that a number of companies had experience 2