Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
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MOTION TO APPROVE Agreement between Broward County and Brown and Caldwell, for Continuing Consultant Services for Engineering Services for Studies and Reports, Request for Proposals (RFP) No. PNC2126774P1, for Water Wastewater Services, in a maximum not-to-exceed amount of $1,500,000 for the initial three-year term, and authorize the Director of Purchasing to renew the agreement for up to two one-year terms, for a five-year maximum not-to-exceed amount of $2,500,000, and authorize the Mayor and Clerk to execute same.
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Why Action is Necessary
In accordance with Broward County Procurement Code Section 21.47(a), Award and Execution Authority, the Board shall make all awards, and authorize the execution of the associated contracts, with a value of more than $500,000, inclusive of the value of any renewals or extensions.
What Action Accomplishes
Provides a consultant agreement for studies and reports for Water and Wastewater Services.
Goal Related Icon(s)
☐County Commission
☐Go Green
☐MAP Broward
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE PUBLIC WORKS DEPARTMENT/WATER AND WASTEWATER SERVICES RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development (OESBD) established a County Business Enterprise (CBE) participation goal of 25% for this agreement. Brown and Caldwell has committed to 26% CBE participation, which has been reviewed and approved by OESBD (Exhibit 2).
The purpose of this agreement with Brown and Caldwell is to provide continuing consultant engineering services to perform studies and develop reports in support of Water and Wastewater Services (WWS). Professional engineering services shall include studies and reports related to the following areas: planning, surveying, testing, process, procedures, compliance risk assessment, cost estimating, permitting, water and wastewater, water supply, hydraulic modeling, treatment and treatment plants, drainage systems, distribution and collection systems, lift stations, master pump stations, raw water, reclaimed water, by-product disposal, finance and administrative rates and fees, bond feasibility, annual engineering reports required by bond covenants or others, and information technology assistance (Exhibit 1).
The RFP was advertised on September 18, 2023. The Purchasing Division performed vendor outreach and extended the initial submittal deadline for two additional weeks. At the submittal deadline on October 23, 2023, one firm submitted a proposal in response to the RFP.
On November 21, 2023, a Combination Initial and Final Evaluation Committee (EC) meeting was held. During the EC meeting, the EC passed a motion that determined the single proposer, Brown and Caldwell, as responsive and responsible to the RFP requirements and would proceed to final evaluation. After the presentation and question and answer period, a voice-vote was held resulting in Brown and Caldwell being named the first-ranked firm.
The EC’s proposed recommendation of ranking was posted on the Purchasing Division website from November 27 - 30, 2023, which provided an opportunity for any proposer or interested party to present any new or additional information regarding the responsibility of the proposer. There was no additional information submitted within this timeframe.
The EC’s final recommendation of ranking was posted on the Purchasing Division website from December 1 - 7, 2023, which provided time for any aggrieved proposer to file a formal protest. No formal protest was received.
On December 8, 2023, in accordance with Procurement Code Section 21.42(k), Procedures for RFPs, RLIs and RFQs, the ranking of the qualified firm became final, and staff proceeded with negotiations.
Three negotiation meetings were held to negotiate the Agreement with Brown and Caldwell: December 20, 2023; February 6, 2024; and February 8, 2024. These meetings were attended by representatives from Brown and Caldwell and their subconsultants; Water and Wastewater Services; the County Attorney’s Office; and the Purchasing Division.
After negotiations, there were three firms that either had a multiplier negotiated over 3% or an operating margin of over 10%. Brown and Caldwell (Prime) with a multiplier of 3.07; McCafferty Brinson Consulting, LLC and CSolutions, Inc. with an operating margin of 24%. Staff’s experience with national firms that provide consultant services related to water and wastewater treatment includes higher overhead and fringe percentages due to the specialty and expertise. The information was provided to the County Auditor’s Office (Exhibit 3).
The initial agreement period begins on the date of award and terminates three years from that date.
Additional supporting documentation provided to the EC regarding this procurement can be found on the Purchasing Division website at <https://www.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
This Agreement not-to-exceed amount is $2,500,000 over a potential five-year period. The funds estimated for the current Fiscal Year are included in the current Fiscal Year budget.
Requisition NO. WWE0001453