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Board Bulletin

September 30, 2011

Update on Service Contract Awards

At its October 4 meeting, the Board will be asked to approve the final set of contracts from the County’s purchasing project in partnership with Deloitte Consulting. The agenda item will ask the Board to approve new contracts for grounds maintenance with five vendors at a cost of approximately $1 million per year for three years. The new agreements for maintenance of County grounds will result in an estimated savings of $190,686 annually or 15.3 percent of the total expended in FY2011. This savings extrapolates to $572,058 over the three years of the contracts. The number of vendors will be reduced from 14 to five. Minority, Women, and Small Business Enterprise (MWSBE) participation is 80 percent (four of the five awarded vendors MWSBE certified).

Preliminary contract award notice announcements were communicated to vendors on August 26, 2011. The evaluation team and Deloitte Consulting suspended this announcement when a calculation error was found. Some vendors proposed reel mowing pricing (reel mowing is used for athletic fields rather than rotary mowing that is used for general property grounds maintenance) on a per field basis, while others submitted pricing for the entire park or site, which was preferred. Therefore, initial calculation comparisons made by the Deloitte staff assumed the “per field” pricing was intended as “per site” pricing. This resulted in some of the “per field” pricing proposals being evaluated as the lowest bid.

To rectify this situation, the evaluation team met on September 19 with all vendors that submitted proposals to explain the situation and to request written confirmation regarding the type of pricing each vendor submitted (i.e., per field or per site). Vendors were only allowed to clarify their pricing; they we not allowed to change their prices or proposals. The evaluation team used the clarified information to recalculate the awards and notified the vendors of the final awards on September 27.

Board members with questions should contact General Manager John McGillicuddy at 704-336-2661 or email.

Recognizing Employees

We recognize employees as our most important resource. This statement regarding Employees is one of the six pillars that comprise Mecklenburg County’s Values & Guiding Principles (along with Ethics; Customers; Excellence; Teams; and Accountability). We expect the best effort and performance from our most important resource – our employees.

On Thursday, October 6 from 10 a.m. – 3 p.m., we are expressing our appreciation of Mecklenburg County employees at an event held at Freedom Park. Board members are welcome to attend.

Much like the inaugural event last year, Employee Fest 2011 will include the kick-off of our annual employee charitable giving campaign, the announcement of the County’s Employee of the Year, the new Employee Team of the Year award, recognition of Customer Service Hero Awards for employees who have gone above and beyond in serving customers, and celebrating the importance and value of diversity management.

In addition to lunch, Employee Fest 2011 will feature information on charitable campaign agency services, activities for staff, employee talent showcase, and recognition of event sponsors secured by Public Service and Information staff (Local Government Federal Credit Union, Suddath Relocation Systems, Cigna, Official Payments, North Carolina 401K, Customer Service Solutions, Nothing But Noodles, IKEA, The Employers Association).

Board members who would like more information should contact General Manager Michelle Lancaster at 704-336-2621 or email.

-- Harry L. Jones, Sr., County Manager


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