Procurement Procedures Discussed at MWRD Board Meeting

Metropolitan Water Reclamation District (MWRD) Board Meeting
May 20, 2021
Present: President Steele,  Commissioners Davis,  Du Buclet, Garcia, Morita, Corral Sepulveda, Shore, and Spyropoulos. Commissioner McGowan absent 

Board Action:
Agenda Item #25-#21-0457 - contract for approval - removed from Consent Agenda for discussion

• Commissioner Shore raised concerns about the $15 million boiler contract in which the low bidder was dismissed because of a missing signature on a subcontract. She asked how this can be avoided and what measures could be taken? Director Perkovich stated the ordinance mandates that any contract missing signature(s) is automatically rejected.
• Commissioner Shore reported her staff had researched this issue and had found that since 2016, there were sixteen bids rejected because of lack of signature, resulting in a cost of more than $2 million to taxpayers. Other agencies conduct a compliance review to avoid this. MWRD has no such review. Director Perkovich said the staff could definitely research this. President Steele directed that this be done ASAP.
• Commissioner Shore called this a systemic failure and that the Board had repeatedly asked for improvement in procurement procedures. Commissioner Davis pointed out that there are electronic tools that automatically  kick contracts out that are incomplete, thus alerting the agency to that fact before they are filed.
• Commissioner Shore’s second question was whether it is possible for these large contracts to be broken up into smaller parts. This would allow smaller contractors to bid on them, thus helping to meet MWRD’s goal of rewarding contracts to a more diverse group. Director Perkovich affirmed that this could be done.
• All other commissioners made statements in concurrence with Commissioner Shore’s concerns. Agenda item #25 was voted down on a roll call vote with all 8 commissioners present voting against the item.

After a lengthy executive session, the Board  reconvened and approved all the remaining agenda items.

New business:

• June board meeting will most likely be held in person.
• Commissioner Davis reported the Chatham Pilot Study had been halted, but not because of MWRD.
• Commissioner Shore said feedback on the state water plant would be invited next week.

   
Observer: Georgia Gebhardt                             Meeting time: 189 minutes including Executive Session