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Summary Meeting Minutes

RFP No. PNC2114364P1 Continuing Engineering Services for Transportation and General

Civil Engineering Projects

Final Evaluation Meeting Monday, April 16, 2018, 1:00 P.M.

Governmental Center Building, 115 S. Andrews Avenue, Room GC430 Fort Lauderdale, FL 33301

ATTENDEES

Committee Members:

Danea Cohen-Ebanks, Purchasing Agent, Senior, Purchasing Division, Finance and Administrative Services Department (Chair and Non-Voting Committee Member)

Henry Sniezek, Director, Environmental Protection and Growth Management Department

Carlos Puentes, Deputy Director, Greater Fort Lauderdale Convention & Visitors Bureau

John Foglesong, Director, Seaport Engineering and Construction Division, Port Everglades Department

Barney McCoy, Director, Transit Division, Transportation Department

Richard Tornese, Director, Highway Construction and Engineering Division, Public Works Department

County Staff:

Nirmal Datta, Project Manager

Glenn Miller, County Attorney’s Office

Marcia Young, Office of Economic and Small Business Development

Michal Durden, Purchasing Division

The meeting was called to order at 1:02 p.m. and announcements were made by the Chair. The Purchasing representative, Michal Durden introduced County Staff and made some introductory comments about the solicitation and noted that the meeting has been publicly noticed. The Purchasing representative also stated that the solicitation was approved to engage up to two qualified firms to provide these services. The Chair stated that a Quorum was present and named the Committee members. The Chair stated the responsibility of the Evaluation Committee. The Chair stated that the purpose of the meeting. The Chair stated that a sign-in sheet is being circulated and to be sure that everyone signs in.

Summary Meeting Minutes Final Evaluation Meeting RFP No. PNC2114364P1 Continuing Engineering Services for Transportation and General Civil Engineering Projects

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The Chair stated that the Cone of Silence for this project has been in effect since December 12, 2017 and remains in effect for all County Commissioners and staff as stated in the Cone of Silence Ordinance. She also stated that the Cone of Silence will remain in effect until a contract has been awarded and that 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 Section 21.84.d, all Committee Members shall be free of conflicts of interest. The Chair stated that the minutes from the March 15, 2018 Initial Evaluation Meeting have been distributed to all of the Evaluation Committee members and asked if there was any discussion about the minutes. Seeing none, the chair asked for a motion to approve the minutes from the Initial Evaluation Meeting. Motion was made to approve the minutes and motion passed unanimously. The Purchasing representative stated that, it was previously stated at the Initial Evaluation Meeting that the RFP Solicitation document requires proposers to state whether they accept Broward County’s Standard Terms and Conditions or, if they do not accept them, to define which contract provisions they cannot accept. She stated that one firm, Atkins North America, Inc. took exception to the County’s standard terms and conditions, Article 10 Section 10.1, Ownership of Documents and Section 10.34, Workforce Investment Program and that on April 13, 2018, Atkins waived all exceptions and therefore agreed to the County’s standard terms and conditions. The Chair stated that at the Initial Evaluation Meeting, after the drawing of names from a hat, the selected order of presentation was determined. She announced the order and that each firm would have 20 minutes to make their presentation, followed by questions and answers period. The firms conducted presentations. After each presentation, the Evaluation Committee members asked various questions of the presenter for clarifications and/or explanations regarding their presentation (Refer to the meeting’s audio recording for further details for presentations and the Q & A discussion). After presentations by the firms, the Chair reminded the Evaluation Committee that the solicitation allows for up to two firms to provide the services and asked if it’s their will to have two firms or one. The Committee decided to recommend two firms for the award. The Chair called upon the Purchasing representative who gave instruction to the Evaluation Committee about the scoring sheets. The Evaluation Committee then reviewed submittals and completed the scoring of the firms. A recess was taken at 3:38 p.m. to allow time for tabulation of the scoring sheets by the Purchasing staff. The Chair reconvened the meeting at 3:46 p.m. The Purchasing representative announced the scores by first reading the points that were calculated for Location, Dollar Volume of Work and Willingness to Meet Time and Budget for each firm, then the Committee member’s individual scores followed by the total scores for each firm. Then the rankings were read. The first ranked firm was RS&H, Inc. and the second ranked firm was HDR Engineering, Inc.

Summary Meeting Minutes Final Evaluation Meeting RFP No. PNC2114364P1 Continuing Engineering Services for Transportation and General Civil Engineering Projects

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The Chair asked for a motion to accept the Evaluation Committee’s scores and have Purchasing submit the Proposed Recommendation of Ranking to the Board of County Commissioners. Motion was made and motion passed unanimously. The Chair stated that the Evaluation Committee’s recommendation will be posted for three days as a “Proposed Recommendation of Ranking”. Following this three-day period, if no objections to the proposed ranking have been received in writing to the Director of Purchasing, a Final Recommendation of Ranking will be posted and presented to the County Administrator for approval. Information and documents reviewed by Evaluation Committee members as part of the evaluation process will be posted for general review on the Purchasing Division website located at RFP/RLI Supporting Documents Repository. The Chair stated that the County’s estimated time for Final Agreement will come to the Board for approval and execution is within 45 days from the final approval of the rankings. The Chair asked if there was any other business to be discussed, seeing none, she adjourned the meeting at 3:52 p.m.

BR-;c?WARD COUNTY

FLORIDA

Purchasing Division

Initial Evaluatio.Q

Solicitation No: PNC2114364P1 ~------------

Purchasing Division Governmental Center, 115 S. Andrews Ave, Room GC430

Fort Lauderdale, FL 33301

Evaluation Committee Meeting

Short List D Presentation/Ranking ([]

So Ii citation Title: . Continuing Engineering Services for Transportation and General Civil Engineering Projects

Agency: Highwa Construction and En ineering Division

Combination Meeting D

Our B>es-t. N o f h i n g L e s s.

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Agency: Highwa Construction and Englneerin Division


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