Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
A. MOTION TO APPROVE Agreement between Broward County and Cartaya and Associates Architects, P.A. for Professional Consultant Services for Building Projects at Broward County Fort Lauderdale-Hollywood International Airport and North Perry Airport (RFP No. PNC2120437P1), for the Aviation Department, for an initial three-year term, in the maximum not-to-exceed amount of $5,000,000, which includes $250,000 for reimbursables, inclusive of initial and all renewal terms, and authorize the Director of Purchasing to renew the Agreement for two one-year terms, and authorize the Mayor and Clerk to execute same. The initial term of this agreement will be effective upon date of execution and will terminate three years from that date.
(Parts A, B and C were voted on separately.)
ACTION: (T-11:07 AM) Approved. (Refer to minutes for full discussion.)
VOTE: 8-0. Commissioner Ryan was not present.
B. MOTION TO APPROVE Agreement between Broward County and Saltz Michelson Architects, Inc. for Professional Consultant Services for Building Projects at Broward County Fort Lauderdale-Hollywood International Airport and North Perry Airport (RFP No. PNC2120437P1), for the Aviation Department, for an initial three-year term, in the maximum not-to-exceed amount of $5,000,000, which includes $250,000 for reimbursables, inclusive of initial and all renewal terms, and authorize the Director of Purchasing to renew the Agreement for two one-year terms, and authorize the Mayor and Clerk to execute same. The initial term of this agreement will be effective upon date of execution and will terminate three years from that date.
(Parts A, B and C were voted on separately.)
ACTION: (T-11:08 AM) Approved. (Refer to minutes for full discussion.)
VOTE: 8-0. Commissioner Ryan was not present.
C. MOTION TO APPROVE Agreement between Broward County and ACAI Associates, Inc., for Professional Consultant Services for Building Projects at Broward County Fort Lauderdale-Hollywood International Airport and North Perry Airport (RFP No. PNC2120437P1), for the Aviation Department, for an initial three-year term, in the maximum not-to-exceed amount of $5,000,000, which includes $250,000 for reimbursables, inclusive of initial and all renewal terms, and authorize the Director of Purchasing to renew the Agreement for two one-year terms, and authorize the Mayor and Clerk to execute same. The initial term of this agreement will be effective upon date of execution and will terminate three years from that date.
(Parts A, B and C were voted on separately.)
ACTION: (T-11:08 AM) Approved as amended with Regular Meeting Additional Material 50C, dated February 22, 2022, submitted at the request of Finance and Administrative Services Department. (Refer to minutes for full discussion.)
VOTE: 8-0. Commissioner Ryan was not present.
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Why Action is Necessary
Motions A-C: In accordance with the Broward County Procurement Code, Section 21.47 (a), Award and Execution Authority, Board approval is required for awards exceeding $500,000.
What Action Accomplishes
Motions A-C: Approve the agreements with Cartaya and Associates Architects, P.A.; Saltz Michelson Architects, Inc.; and ACAI Associates, Inc. to provide professional consulting services to perform pre-design, design services, construction administration and resident project representative services for new building construction and for modifications, alterations and improvements to existing buildings, structures, offices, and accessory buildings that are landside and airside at the Broward County Fort Lauderdale-Hollywood International Airport and the North Perry Airport.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE AVIATION DEPARTMENT RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
The Office of Economic and Small Business Development (OESBD) established a County Business Enterprise (CBE) participation goal of 30%. Cartaya and Associates Architects, P.A. committed to 34% CBE participation. Saltz Michelson Architects, Inc. committed to 45% CBE participation. ACAI Associates, Inc. committed to 30% CBE participation. The respective participation plans were reviewed and approved by OESBD (Exhibit 4).
The purpose of these agreements is to provide professional consulting services to perform pre-design, design services, construction administration and resident project representative services for new building construction and for modifications, alterations and improvements to existing buildings, structures, offices, and accessory buildings that are landside and airside at the Broward County Fort Lauderdale-Hollywood International Airport and the North Perry Airport (Exhibits 1-3).
On March 9, 2021 (Item No. 56), the Board approved Request for Proposals (RFP) No. PNC2120437P1, Professional Consultant Services for the Broward County Fort Lauderdale-Hollywood International Airport and North Perry Airport, Building Projects. The RFP was advertised and, at the time of the submittal deadline on April 21, 2021, 13 firms submitted proposals in response to the RFP.
On June 30, 2021, an Initial Evaluation Committee meeting was held. The Evaluation Committee determined that all 13 firms were responsive and responsible to the RFP requirements. In accordance with the Broward County Procurement Code, Section 21.44, Procedures for CCNA Services, whenever a CCNA procurement is conducted through a RFP, RLI, or RFQ, the Evaluation Committee shall establish a “shortlist” of vendors for further consideration of award of the solicitation, unless the Director of Purchasing determines that shortlisting would not be in the best interest of the County. During the Initial Evaluation Committee meeting of June 30, 2021, the Evaluation Committee passed a motion to shortlist six firms from the 13 vendor responses. The Evaluation Committee evaluated the responses, scored in preferential order, resulting in a shortlist of six firms who would advance to final evaluation.
On July 14, 2021, a Final Evaluation Committee meeting was held. After vendor presentations by the six shortlisted firms, the Evaluation Committee evaluated, scored, and ranked the firms: Cartaya and Associates Architects, P.A. as the first-ranked firm; ACAI Associates, Inc. as the second-ranked firm; and Saltz Michelson Architects, Inc. as the third-ranked firm.
The Evaluation Committee’s proposed recommendation of ranking was posted on the Purchasing Division website from July 22-27, 2021, which provided an opportunity for any proposer or interested party to present any new or additional information regarding the responsibility of the proposers.
On July 26, 2021, the Director of Purchasing received an objection letter from the proposing firm, Burns & McDonnell Engineering Company, Inc. The objection letter claimed the following: 1 - a vendor played a video during the time allotted for the vendor’s oral presentation; 2 - the solicitation and the County’s subsequent instructions to proposing firms did not address video productions; 3 - the video-recorded oral presentation departed from the requirements of the RFP and created a competitive advantage; 4 - a reconvening of the Evaluation Committee was needed for the purpose of discarding all points allocated to the vendor with the video-recorded oral presentation and subsequent re-ranking of vendors.
On August 17, 2021, the Director of Purchasing issued a response to objection received from Burns & McDonnell Engineering Company, Inc. stating that, upon review of the procurement record, correspondence received by parties to the objection, and the proceedings of the subject Evaluation Committee meeting, the issues raised in the objection were not of sufficient merit to recall or otherwise alter the recommendation of the Evaluation Committee. Specifically, no new substantive information was presented to warrant the reconvening of the Evaluation Committee. The evaluation and scoring of firms were conducted appropriately and within the established guidelines, practices, and procedures set forth in the Broward County Procurement Code, County Ordinances, and existing written guidelines. As such, the objection was denied.
The Evaluation Committee’s final recommendation of ranking was posted on the Purchasing Division website from August 19-25, 2021, which provided an opportunity for any aggrieved proposer to file a formal protest. No formal protest was received.
On October 5, 2021 (Item No. 38), the Board approved the Evaluation Committee's final ranking of the qualified firms and authorized staff to proceed with negotiations.
Two negotiation meetings were held to negotiate an agreement with Cartaya and Associates Architects, P.A.: November 3 and December 15, 2021. Two negotiations meetings were held to negotiate an agreement with Saltz Michelson Architects, Inc.: November 2 and December 8, 2021. Two negotiation meetings were held to negotiate an agreement with ACAI Associates, Inc.: November 9, 2021 and January 6, 2022. These meetings were attended by representatives of Cartaya and Associates Architects, P.A.; Saltz Michelson Architects, Inc.; and ACAI Associates, Inc., respectively; and staff from the Broward County Aviation Department, the County Attorney’s Office, and the Purchasing Division.
Additional supporting documentation provided to the Evaluation Committee regarding this procurement can be found on the Broward County Purchasing Division website at
broward.org/Purchasing/Pages/Repository.aspx.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, 954-357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
Each individual work authorization processed against these agreements will be funded by the appropriate source at the time of release.
Requisition No. AVC0000737