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 CHA Consulting, Inc., for Consultant Services for Continuing Engineering Services for Continuing Engineering and Inspection (“CEI”) Services for Countywide Transit Infrastructure Improvement Program (FTA), Request for Proposals (RFP) No. TRN2124559P1, for the Transportation Department, in a maximum not-to-exceed amount of $2,527,200 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 potential maximum not-to-exceed amount of $4,212,000, and authorize the Mayor and Clerk to execute the 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 for an open-end contract to a qualified firm to provide construction engineering and inspection services, and technical support services related to improvement/construction of Countywide transit infrastructure projects.
Goal Related Icon(s)
☒County Commission
☐Go Green
☐MAP Broward
Previous Action Taken
None
Summary Explanation/Background
THE PURCHASING DIVISION AND THE TRANSPORTATION DEPARTMENT RECOMMEND APPROVAL OF THE ABOVE MOTION.
This item supports the Board’s Connected Community Goal, “Cooperatively delivering an efficient and accessible regional intermodal transportation network.”
The Office of Economic and Small Business Development (OESBD) established a Disadvantaged Business Enterprises (DBE) goal of 25% for this project. CHA Consulting, Inc. (CHA Consulting) committed to 35% DBE participation, which has been reviewed and approved by OESBD (Exhibit 2). The OESBD determined that this project is not subject to the Workforce Investment Program.
The purpose of this agreement with CHA Consulting, a qualified consulting engineering and inspection firm, is to provide construction engineering and inspection professional services, and technical support services related to improvements/construction of Countywide transit infrastructure projects. Work may involve oversight and monitoring of multiple construction projects at multiple sites in connection with the County’s objective of constructing a minimum of 75 bus stop shelters each Fiscal Year, while also expanding transit facilities to include building intermodal centers, transfer centers, a maintenance complex, transit park and ride lots, and other transit-related infrastructure projects. The Consultant shall also provide coordination of all activities, correspondence, reports, and other communications related to its responsibilities under this agreement (Exhibit 1).
On December 19, 2022, the County Administrator approved Request for Proposals (RFP) No. TRN2124559P1, Consultant Services for Continuing Engineering Services for Continuing Engineering and Inspection (“CEI”) Services for Countywide Transit Infrastructure Improvement Program (FTA), as authorized by the Board on December 13, 2022 (Item No. 25). The RFP was advertised on December 23, 2022, and, at the time of the submittal deadline on February 22, 2023, seven firms submitted proposals: AE Engineering, Inc.; Calvin, Giordano & Associates, Inc.; CHA Consulting, Inc.; CRJ & Associates, Inc.; F&J Engineering Group, Inc.; RK&K; and Tectonic Group International, LLC.
On April 28, 2023, an Initial Evaluation Committee (EC) meeting was held. During the EC meeting, the EC passed a motion that determined that all seven firms were responsive and responsible to the RFP requirements. In accordance with Broward County Procurement Code Section 21.44, Procedures for CCNA Services, whenever a CCNA procurement is conducted through a RFP, RLI, or RFQ, the EC 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 EC meeting, the EC passed a motion to shortlist four firms of the seven vendor responses that would advance to the Final EC meeting for presentations, and to be numerically scored and ranked by the EC.
On May 15, 2023, a Final EC meeting was held. The EC determined that the four shortlisted firms were to be evaluated as responsive and responsible to the RFP requirements and would move forward to the Final Evaluation to be numerically scored and ranked by the EC. After presentations, evaluation, scoring, and ranking, the EC named CHA Consulting as the first-ranked firm.
The Evaluation Committee’s proposed recommendation of ranking was posted on the Purchasing Division website from May 24 - 30, 2023, which provided an opportunity for any proposer or interested party to present any new or additional information regarding the responsibility of the proposers. There was no additional information submitted within this timeframe.
On May 24, 2023, an email was sent to the Board with the Low Bids Report/RLI/RFP - Committee Member Score Sheets for its review.
The Evaluation Committee’s final recommendation of ranking was posted on the Purchasing Division website from May 31 - June 7, 2023, which provided an opportunity for any aggrieved proposer to file a formal protest. No formal protest was received.
There were no vendor objections, protests, or pulls from the Board for this RFP ranking. On June 8, 2023, in accordance with Procurement Code Section 21.42(k), Procedures for RFPs, RLIs, and RFQs, the ranking of the qualified firms became final, and staff proceeded with negotiations.
Two negotiation meetings were held to negotiate the Agreement with CHA Consulting: July 14, 2023, and August 2, 2023. These meetings were attended by representatives from CHA Consulting, the Transportation Department, the County Attorney’s Office, and the Purchasing Division.
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 open-end contract estimated not-to-exceed amount is $4,212,000, allocated from Federal Transit Administration (FTA) grant funding.
Requisition No. MTD0009813