Meeting came to order 7PM on Monday Jan 16. Attending were Jeff Andrews, Denise McCarthy, John Schirpenberg, and representatives from bidding companies.
Cortney asked for a recap of the bids. John called them very good bids, all close. 6 returned, one new comer. 4 Seasons is new and lowest at $43K. all 6 are capable and have met requirements.
$49,500 in 2010, 0% increase in 2011. 2011 same. Eventually $48100K w lower acreage in 2011 (Dale Park elimination).
John's recap of Grasscorp: ups and downs as to be expected. Bagging concerns (Wooster Island) in 2011. Used sometimes, other times did not. Bagged for safety more than aesthetics. Very good working w Village, Bills on time. Extra work performed outside contract. They have done "nice job for us".
Jeff asked about accumulated incidents that would prohibit them from doing the job in 2012. None. Cortney asked if Leasing guys vs traditional employees an issue. Non issue.
Jeff asked about the companies without $ values. John said bids not returned. Cortney asked if the bidders present wanted to speak.
Four Seasons - 3 yrs in business, parent business since 1940. Maintenance, hardscape, pesticide, fertilizer, treework. Have heavy construction equipment. Parent company doing Mariemont Schools work now. 25-30 employees seasonally. American equip. Employees ok to work in the US. Bid job aggressively. Same crew each week. HQ on Fields Ertel near 71. Mariemont not biggest job, but would be only municipality. Lots of HOA/POA work.
Swisher - not the lowest bid, however only based out of Mariemont, paying Corp tax here. Mariemont should support local businesses. Comparable quality work vs other vendors.
Lawnscapers - not the lowest, we will follow the contract. Misses in 2011: stick edging not done, bagging not done. Owner lives in Mariemont, hire local college kids. Low bid makes sense to look there first. 18 employees peak season.
Blue Sky - multiple bids. All very capable, experienced. Not lowest bidder. Any extra money has disappeared - concerned about $ vs service. No fat left. Not much room to lower further.
Cortney said a lot like 2010. Successful incumbent, faced with newer to business Vendor. I supported lowest and best. Similar today. Some issues with Grass Corp. Some exceed, some misses. Lowest and Best on the page is 4 Seasons.
Denise similar place, supports, Cortney's leaning. Financial environment requires it.
Jeff asked about 2010 difference: $4K-$5K lowest vs 2nd. Same timing as Deficit roadmap, employee austerity There is value in continuity. Local vendor is preferred. What is cutoff? Asked John - is there more work for a new vendor.
John - 1 sq mile, not a huge concern of helping their learning curve.
Cortney said Alex at Grasscorp made admirable effort. Some nagging misses, "wasn't perfect". No overt loyalty for a good job vs a "wow" job. If Alex low bidder I would support continuing with Grasscorp. 10% revenue goes away before the contract ends due to state Cuts. Savings wherever I can find it. $2000 savings is a good steward of our finances.
Cortney asked about oversight. Is there a need for the Committee to meet quarterly for instance throughout the year? Village resident input, John quick learning curve? Stay closer to this? Should we take a more hands on role?
Jeff asked about learning curve. John said not a lot of time w Grasscorp. Hours, not days.
Cortney asked if we had alignment? Jeff has concerns but financial situation is significant. However, so is local levels of service.
Cortney asked about getting out if poor service? John said Bid Bonds aren't kept, they're returned. Never has been an issue. 4 Seasons offered 30 day cancellation because they are confident in their work.
Denise asked why we don't keep the bonds. John said wasn't worth Council's trouble - setup escrow required. Don't do with Garbage either.
Jeff asked 4 seasons which is most difficult part. High level of service is unique. No unlike Condo Association. Offer all customers 30 day cancellation clause. Issues will arise, oppty is how to deal with it.
Cortney said 3 areas to watch out for: island bagging, stick edging, fall leaf. Challenge 4 seasons to have watchful eye. 4Seasons: drive back is long so want to do job right 1st time. callbacks are inefficient.
Jeff asked if timing, equip similar for residents? John said yes
4 seasons: uniforms, new john deere equip.
Committtee agreed lowest and best is 4 seasons.
Ongoing oversight. Cortney would like ongoing touchpoint. Jeff suggested no meeting needed, ongoing communication, quarterly, 1/monthly during season. Cortney said he likes John's ongoing log of issues and asked if John would share. John agreed. Denise suggested monthly. John agreed. Cortney said overcommunicating is good, both ways.. Meetings unnecessary, monthly emails would be ideal.
Denise asked if foreman - 4seasons said yes.
Meeting adjourned 7:40PM
Cortney Scheeser
Cortney
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