Summary Meeting Minutes

RFP No. PNC2114814P1 Managing General Contractor for Cruise Terminals 2 and 4 Parking Garage

Improvements

Combination Initial and Final Evaluation Meeting Date: March 7, 2018 – 1:00 p.m. Location: Governmental Center Building, 115 S Andrews Avenue, Room GC430, Fort

Lauderdale, FL 33301 Committee Members Present: Mark Roberts, Purchasing Agent, Purchasing Division, Finance and Administrative Services Department (Chair and Non-Voting Member) Alan Cohen, Assistant County Administrator, County Administration David Anderton, Assistant Director, Port Everglades Department Ariadna Musarra, Director, County Architect, Construction Management Division, Public Works Department Kevin Wu, Airport Manager, Aviation Department Attendees: Israel Rozental- Project Manager Connie Mangan - Purchasing Division Glenn Miller - County Attorney’s Office Al DiCalvo - County Attorney’s Office Nichole Francis - Office of Economic and Small Business Development Leah Brasso - Finance and Administrative Services Department Tim Crowley - Risk Management Division The Chair, Mark Roberts, called the meeting to order at 1:12 p.m. and announcements were made. The Chair introduced the Purchasing representative for staff introductions. The Purchasing representative, Michal Durden, introduced County Staff, made some introductory comments about the solicitation results, documents prepared and provided to the Evaluation Committee, and noted that the meeting has been publicly noticed. The Chair stated that a Quorum Present and named the Committee members. The Chair stated the responsibility of the Evaluation Committee. The Chair stated the purpose of the meeting. The Chair stated that all firms that are determined to be both responsive and responsible will move on to final evaluation to be scored and the highest scored firm will become the number one ranked firm that will be recommended for award.

Summary Meeting Minutes RFP No. PNC2114814P1, Managing General Contractor for Cruise Terminals 2 and 4 Parking Garage Improvements Combination Initial and Final Evaluation Meeting; March 7, 2018

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The Chair stated that a sign-in sheet is being circulated and to be sure that everyone signs in. The Chair stated that the Cone of Silence for this project has been in effect since December 12, 2017, for County Staff and upon the first meeting of the Evaluation Committee for County Commissioners and their staff; and all inquiries should be directed to the Project Manager or the Director of Purchasing. The Chair stated that in accordance with Broward County Procurement Code all Committee Members shall be free of conflicts of interest. The Purchasing representative then reported on the Purchasing Division’s findings about the responsiveness and responsibility of the proposing firms. (Refer to audio for full Purchasing report). The Chair stated the responsiveness requirements and the proposers that are recommended to be evaluated as responsive to the requirements. The Chair stated the responsibility requirements and the proposers that are recommended to be evaluated as responsible to the requirements. The Chair gave the definition of responsiveness and asked for a motion. Motion was made to find all firms responsive, motion was seconded, and the motion passed unanimously. The Chair gave the definition of responsibility and asked for a motion. Motion was made to find all firms responsible, motion was seconded, and the motion passed unanimously. The Chair asked for a motion of determination of firms to proceed to final evaluation. Motion was made to have all firms to proceed to final evaluation, motion was seconded and the motion passed unanimously. The Purchasing representative then reported on the Purchasing Division’s Terms & Conditions Exceptions. (Refer to audio for full Purchasing report). The Chair announced that each firm would have 10 minutes to make their presentation, followed by questions, and then 5 minutes for set up of the next presenter. The Chair announced that the order of the presentations would be chosen randomly from the draw of a hat by Purchasing. The presentation order was: 1) Stiles Pirtle Joint Venture.; 2) James A. Cummings, Inc.; 3) Moss & Associates, LLC Inc.; and 4) Munilla Construction Management, LLC dba MCM. The Chair announced that James A. Cummings, Inc. would not be present at the meeting and therefore the firm would not be making a presentation to the Evaluation Committee. The Chair stated that the 10 minutes time allowed for the firm’s presentations would be strictly adhered to and that the Purchasing representative would keep time and notify the presenter when both 5 and 2 minutes time remained. After each presentation, the Evaluation Committee

Summary Meeting Minutes RFP No. PNC2114814P1, Managing General Contractor for Cruise Terminals 2 and 4 Parking Garage Improvements Combination Initial and Final Evaluation Meeting; March 7, 2018

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members asked various questions of the presenter for clarifications and/or explanations regarding their presentation (Refer to the meeting’s audio recording for further detail for presentations and the Q & A discussions). After presentations by the firms, the Chair called upon the Purchasing representative who gave instruction to the Committee about the scoring sheets. The Chair reiterated that even though the firm, James A. Cummings, Inc.; was not be present at the meeting, that the Committee members should score the firm based on the merits of the firm’s original RFP submittal. The Committee then reviewed submittals and completed the scoring of the firms. A recess was taken at 3:26 p.m. to allow time for tabulation of the scoring sheets by Purchasing staff. The Chair reconvened the meeting at 3:43 p.m. The Purchasing representative then announced the scores. The Purchasing representative first announced the points that were calculated for Location for each firm. The Committee member’s total score with the points for location added in were read. The Committee member’s individual scores were read and then the total scores for each firm were read. Then the rankings were read. The first-ranked firm was Stiles Pirtle Joint Venture with 378 total points followed by the additional ranked firms: Second-Ranked: Moss & Associates, LLC (367 total points) Third-Ranked: Munilla Construction Management, LLC dba MCM (338 total points) Fourth-Ranked: James A. Cummings, Inc. (263 total points) The Chair asked if a motion would be made to accept the Evaluation Committee’ scores and recommended ranking of the firms. The motion was made, seconded, and passed unanimously. The Chair stated the recommendation will be posted for three days as a “proposed recommendation of ranking” and following this three-day period, if no objections to the proposed ranking have been received in writing by the Director of Purchasing, a final recommendation of ranking will be posted and presented to the County Administrator for approval; and information and documents reviewed by Evaluation Committee members as part of the evaluation process are posted for general review on the Purchasing Division website located at the RFP/RLI Supporting Documents Repository. The Chair stated the estimated time the final agreement will come to the Director of Purchasing for approval and execution is within 45 days from the final approval of the rankings. The Chair asked if there was any other business, seeing none, the Chair adjourned the meeting at 3:48 p.m. Attachment: Attendee Sign-In Sheets