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 Global Vision Technologies Inc., for Request for Proposal (RFP) No. TEC2118952P1, Direct Services Application, for the Human Services Department. The Agreement provides a new Human Services Management System (HSMS) to be utilized by the several divisions that comprise Broward County’s Human Services Department, in the not-to-exceed amount of $820,000, which includes optional services in the amount of $100,000 and reimbursable expenses of $10,000 for an initial five-year term and authorize the Director of Purchasing to renew the agreement for five one-year renewal periods for a ten-year not-to-exceed amount of $1,570,000, and authorize the Mayor and Clerk to execute same. The initial term of the Agreement begins upon the date of execution.
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Why Action is Necessary
In accordance with the Broward County Procurement Code, Section 21.31.a.4, Award Authority, Board approval is required for awards exceeding $500,000.
Effective 5/1/2021: In accordance with the Broward County Procurement Code, Section 21.46.a, Award and Execution Authority, Board approval is required for awards exceeding $500,000.
What Action Accomplishes
Engages the service of a qualified firm to provide a new Human Services Management System (HSMS) to be utilized by the several divisions that comprise Broward County’s Human Services Department.
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE HUMAN SERVICES DEPARTMENT RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development (OESBD) did not assign Small Business Enterprise or County Business Enterprise (CBE) goals for this procurement because a review of the Small Business Certified Firm Directory revealed five certified County Business Enterprise (CBE), but only one meets the requirements to provide these services. Therefore, consistent with the Broward County Business Opportunity Act of 2012, as amended, Sec. 1-81.3 (1)(a), if there are fewer than two certified CBEs available to participate in a specific project, no CBE goal will be applicable. Additionally, Human Services Department reported that because of the proprietary nature of the project, confidentiality of client data, and requirements to comply with privacy laws, the use of sub-contractor(s) is not recommended (Exhibit 2).
The purpose of this Agreement is to provide a new Human Services Management System (HSMS) to be utilized by the several divisions that comprise Broward County’s Human Services Department.
On August 27, 2019 (Item No. 42), the Board approved the Request for Proposal (RFP) No. TEC2118952P1, Human Services Department Direct Services Application.
On January 30, 2020, an Initial Evaluation Meeting was held. The Evaluation Committee determined that five firms, Athena Software, Caseworthy, Inc., Global Vision Technologies Inc., Social Solutions Global Inc., and Redmane Technology, LLC were responsive and responsible to the RFP requirements and voted in favor of them advancing to the Final Evaluation Meeting to be numerically scored and ranked by the Evaluation Committee.
Demonstration meetings were held on March 2, 9, and 10, 2020 to witness and verify the proposers’ solutions in accordance with the scope of services as outlined in the RFP. Four firms demonstrated their proposed solution to the County: Athena Software, Caseworthy, Inc., Global Vision Technologies Inc., and Redmane Technology, LLC.
One firm, Social Solutions Global Inc., did not participate in the required vendor demonstration. Per the solicitation requirements, Special Instructions to Vendors, Section D, and Standard Instructions to Vendors, Section F, Social Solutions Global Inc. was required to demonstrate the nature of their offered solution. On June 26, 2020, the Purchasing Division notified Social Solutions, Inc. that since they failed to participate in the required vendor demonstration they were no longer being considered for final evaluation, scoring, and ranking in this RFP process (Exhibit 1).
On June 29, 2020, a Final Evaluation meeting was held. After evaluation, scoring and ranking, the Evaluation Committee named Global Vision Technologies, Inc. as the first-ranked firm.
On July 13, 2020, an email was sent to the Board with the Low Bids Report/RLI/RFP - Committee Member Score Sheets for their review. There were no objections, protests or pulls from the Board for this RFP ranking.
The Evaluation Committee's proposed recommendation of ranking was posted on the Purchasing Division website from July 9 - 13, 2020, which provided an opportunity for any proposer or interested party to present any new or additional information regarding the proposer’s responsibility. There was no additional information submitted within this timeframe.
The Evaluation Committee's final recommendation of ranking was posted on the Purchasing Division website from July 14 - 20, 2020, which provided an opportunity for any aggrieved proposer to file a formal protest. There was no protest filed within this timeframe.
On August 3, 2020, the County Administrator approved the Evaluation Committee's final ranking of the qualified firms and authorized staff to proceed with negotiations.
Three negotiation meetings were held with Global Vision Technologies, Inc. on December 16, December 22, 2020, and March 11, 2021.
The amounts referenced in this agenda item were rounded to the nearest whole dollar.
Additional supporting documentation provided to the Evaluation Committee regarding this
procurement can be found on Broward County’s Purchasing Division website at
<http://www.broward.org/Purchasing/Pages/Repository.aspx>.
Source of Additional Information
Brenda J. Billingsley, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
The source of funding for the Human Services Management System project cost is available in the Capital Fund.
Requisition No. HUM0000208