GOSHEN RAT TEAM
MINUTES: 3/23/09
PRESENT: H. John Krukar, Christine Puglio, Diana Savory, R. Lee Breakell, & Rhonda Gelormino
OTHERS: Bob Valentine, 1st Selectman, Bobby Golinello, Darcie Jones, & Terry Brotherton
H. John Krukar called the meeting to order at 4:03 PM.
It was agreed to move to the “FACT FIND” LITCHFIELD CARTING item on the agenda. The committee had a list of prepared questions supplied ahead of time to Superior Waste Disposal Inc. DBA Litchfield Carting (to be called Litchfield Carting in the rest of the minutes). Bob Valentine discussed question 1-“On Schedule B. part C Notes, you indicate that in the event of extraordinary fuel
increase you would negotiate at that time…please elaborate…” Terry Brotherton explained his basis for fuel pricing, and handed out a chart of how the fuel surcharge would work. There was a discussion between Terry Brotherton and Bob Valentine regarding how invoicing would work, especially with a fuel surcharge. Mr. Brotherton explained the fuel chart and pricing further to the committee. Bob Valentine also explained the concern about the sale of Litchfield Carting. Mr. Brotherton gave background on his experience in this field. He said he could not know what a buyer would do. He said that the government would like the businesses sold as one unit, but it is possible that the businesses could be broken up. He recommended taking advantage of this opportunity.
Bob Valentine moved to question 2-“Although the RFP does not address containers for new housing units, would you include those containers as part of your pricing? In addition, our committee is considering having the containers be the property of the Town of Goshen once supplied by a contractor. Would this affect the pricing you have proposed?” Terry Brotherton explained he figured in replacement bins. Bob Valentine explained the current bin situation, and that the Town needs to confirm that it owns all the bins provided by Waste Management and USA Hauling & Recycling. There was further discussion on what types of bins are being used, and replacement and new bins for residents. Darcie Jones explained to the committee that if residents use laundry baskets or Rubbermaid containers, that
there needs to be holes in the bottom or they fill up with water. Bob Valentine explained that CRRA recycling requirements (that were explained in the Request for Proposals to bidders) are the Town’s requirements also.
Next, Bob Valentine asked question 3-“Our RFP anticipates a three year contract, what assurance can you provide to the committee a contract will be honored by a prospective buyer?” As discussed by the committee in prior meetings, there is a large difference in price between Litchfield Carting’s proposal for $58,735.56 and Tidy Services LLC’s proposal (next low bidder) for $117,202.20. Mr. Valentine then went on to explain that the Town will seek to have a Performance Bond for assurance, with the bond amount equal to the next bidder. He also explained that Town could make
up the difference in the bond. Terry Brotherton explained that a Performance Bond would lock in a buyer of the business into a contract with the Town of Goshen. The federal government is going to put buyers through a “vetting” process.
The 4th question-“Your proposal included once monthly tire and scrap metal pickup as part of the per dwelling unit/total annual cost. Does this pricing anticipate any limitations on this service?” Mr. Brotherton responded “No.” He then asked for more information. Bob Valentine explained the past problems with Waste Management. He then explained the current practice by USA Hauling and Recycling. Mr. Brotherton said they would report any odd problems. The problem of Freon then came up. Litchfield Carting would not remove Freon. That would have to be done before appliances are picked up. If Freon is removed properly from an appliance, there is a sticker placed on it. There was much discussion about what is currently done for residents, and what
other towns in the area are currently doing. Bob Valentine discussed the wish to keep everything the same, as much as possible. Diana Savory brought up the point that residents have to talk to Litchfield Carting before pickup. Christine Puglio suggested working out something with the Town of Litchfield for appliances with Freon. Lee Breakell further questioned the Freon issue. Terry Brotherton said Litchfield Carting will not remove it. H. John Krukar questioned why the price for the scrap metal and tire pickup was not broken out. Terry Brotherton explained that Litchfield Carting has the employees and equipment to do the work.
H. John Krukar and Bob Valentine discussed the contract. Bob Valentine updated the committee that Town Counsel sent a draft, but it still needs work. Mr. Valentine discussed promotion to the residents. Rhonda Gelormino asked Darcie Jones how far ahead residents would need to call for scrap metal and tire pickup. Mrs. Jones responded that Litchfield Carting is located in Goshen, so twenty-four hours ahead of time. There was more discussion about promotion. Darcie Jones also explained to the committee that recycling pickup would start at 6:00AM. Bob Valentine confirmed with Darcie Jones that it would be the same two days, and she responded “yes.” Darcie Jones assured the committee that they are prepared for the “uptick” of recycling in the summer. There was then more
discussion about how the scrap metal and tire pickup would be preformed. Diana Savory had Christine Puglio read the route counts. The committee discussed what type of reporting that was going to be required and why the Town needs that information. There was also a discussion about efficient complaint resolution, and reporting to the Town with monthly logs. Darcie Jones explained that because Litchfield Carting is located in Town they can go back quickly to resolve problems. R. Lee Breakell described his experience with Waste Management.
Terry Brotherton explained that the sale of the companies must be completed in nine months. R. Lee Breakell asked about the “DBA” structure. Mr. Brotherton explained that Litchfield Carting is a DBA (doing business as) OF Superior Waste Disposal.
At 5:15PM Bobby Golinello, Darcie Jones, & Terry Brotherton left the meeting, after being thanked by the committee.
IN A MOTION made by H. John Krukar, seconded by Rhonda Gelormino, it was VOTED to approve the minutes of the March 16, 2009 meeting. ~Vote unanimous.
The ACTION ITEM LIST was discussed by H. John Krukar. After discussion about closing items, Rhonda Gelormino discussed her research into the bond expense and bonding issues for Litchfield Carting. Diana Savory had no objections to recommending Litchfield Carting to the Board of Selectmen. There was further discussion by the committee about the fuel surcharge and just how to figure it out.
Diana Savory left at 5:35.
The committee further discussed the Freon issue.
IN A MOTION made by Christine Puglio, seconded by R. Lee Breakell, it was VOTED to recommend to the Board of Selectmen Superior Waste Disposal Inc. DBA Litchfield Carting’s proposal for weekly recycling pickup with 18 gallon totes and monthly scrap metal and tire pickup (called Schedule B in the Request for Proposals) contingent upon the contract and appropriate bonding. Vote unanimous.
IN A MOTION made by Rhonda Gelormino, seconded by H. John Krukar, it was VOTED to adjourn the meeting at 5:45 PM. ~Vote unanimous.
Respectfully Submitted:
Christine Puglio
RECYCLING COORDINATOR
RAT COMMITTEE MEMBER
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