Summary Meeting Minutes RFP No. R2111778P1 Architectural and Engineering Services for Works of a Specified Nature Final Evaluation Committee Meeting Date: August 8, 2017 Location: 115 S. Andrews Ave. Room 430, Ft. Lauderdale, FL 33301 Committee Members Present: Mike Mullen, Purchasing Agent, Purchasing Division, Finance and Administrative Services Department (Non-Voting Member and Chair) Brad Terrier, Assistant Director, Highway and Construction Engineering Division, Public Works Department Jeffrey Thompson, Assistant Director, Construction Management Division, Public Works Department Carlos Hernandez, Construction Project Management Supervisor, Airport Expansion Program, Aviation Department. Staff Present: Stephen Groh, Construction Management Division Rachel Davidson, Construction Management Division Bernadette Green, Purchasing Division Glenn Miller, County Attorney s Office Neil Sharma, County Attorney s Office Call to Order The meeting was called to order at 9:02am and announcements were made by the Chair, Mike Mullen. Introduction and Opening Remarks The Purchasing Division representative introduced County Staff, made some introductory comments about the solicitation, named ACAI Associates, Inc.; Cartaya and Associates Architects, P.A.; Synalovski Romanik Saye, LLC; and Walters Zackria Associates, PLLC as both responsive and responsible to the requirements of the RFP; and noted that two firms will be sought to enter into contracts with the County. Quorum of voting members The Chair stated that a Quorum Present and named the Committee members: Brad Terrier, Assistant Director, Highway and Construction Engineering Division, Public Works Department; Jeffrey Thompson, Assistant Director, Construction Management Division, Public Works Department; Carlos Hernandez, Construction Project Management Supervisor, Airport Expansion Program, Aviation Department.
Summary Meeting Minutes RFP No. R2111778P1, Architectural and Engineering Services for Works of a Specified Nature; Initial Evaluation Meeting Responsibility of the Evaluation Committee The Chair stated the responsibility of the Evaluation Committee was to review the vendors submittals to ensure they are in compliance with the solicitation requirements and evaluate the submittals in order to make a recommendation to the County Commission to award a contract. Purpose of Meeting The Chair stated that all firms that were determined to be both responsive and responsible will give presentations; and the Evaluation Committee will then score and rank the firms. Circulation of Sign-In sheet The Chair stated that a sign-in sheet is being circulated and to be sure that everyone signs in. Cone of Silence The Chair stated that the cone of silence for this project has been in effect since April 4, 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. Conflict of Interest The Chair stated that in accordance with Broward County Procurement Code all Committee Members shall be free of conflicts of interest. Approval of Initial Evaluation Meeting The Chair asked for a motion to be made to accept the Initial Evaluation Committee Meeting Minutes. Motion was made by Brad Terrier with a second by Jeffrey Thompson. The motion passed. County Terms and Conditions The Purchasing representative reported that no firms have taken exception to the county s standard terms and conditions. Presentations The Chair stated that the following firms will give presentations allotting 15 minutes for each firm. 1) Walters Zackria Associates, PLLC; 2) Cartaya and Associates Architects, P.A.; 3) ACAI Associates, Inc.; 4) Synalovski Romanik Saye, LLC. Each firm gave a presentation followed by questions from the Evaluation Committee and answers provided from each firm. Page 2 of 3
Summary Meeting Minutes RFP No. R2111778P1, Architectural and Engineering Services for Works of a Specified Nature; Initial Evaluation Meeting At the end of the presentations, Glenn Miller requested that a motion be made for the Evaluation Committee to accept either one or two firms (first and second ranked firms) that will be chosen to enter into contracts with Broward County. Jeffrey Thompson made a motion to accept two firms, second by Brad Terrier. The motion passed. Scoring of Firms After the firm s presentations and the scoring sheets were distributed to the Evaluation Committee, the Purchasing representative stated the scores were calculated by Purchasing for Location, Dollar Volume of Work, and Willingness to Meet Time and Budget. The Evaluation Committee then proceeded to score the firms. After the Evaluation Committee completed their scoring, the Chair recessed the meeting at 11:45am in order for Purchasing to total the scores. After Purchasing totaled the scores, the Chair reconvened the meeting at 11:55am. The Purchasing representative announced scores for each firm, the total scores, and the ranking of the firms. The firms were ranked as follows: 1) Cartaya and Associates Architects, P.A. with a total score of 283 points; 2) Synalovski Romanik Saye, LLC with a total score of 280 points; 3) Walters Zackria Associates, PLLC with a total score of 260 points; 4) ACAI Associates, Inc. with a total score of 257 points. The Chair asked for a motion to accept the scores. Motion was made by Carlos Hernandez and a second by Brad Terrier. The motion passed. The Chair asked if there was any other business. Jeffrey Thompson requested a discussion regarding the negotiation meetings with the first and second ranked firms in negotiating the hourly rate sheets. Glenn Miller had reiterated the intention for the County to enter into two separate contracts with the two top ranked firms. The Chair adjourned the meeting at 12:00PM. Page 3 of 3