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 final ranking of the qualified firms for Request for Proposals (RFP) No. PNC2120437P1, Professional Consultant Services for Broward County Fort Lauderdale-Hollywood International Airport and North Perry Airport, Building Projects, for the Aviation Department. The ranked firms are: 1 - Cartaya and Associates Architects PA dba Cartaya and Associates Architects; 2 - ACAI Associates, Inc.; 3 - Saltz Michelson Architects, Inc. dba Saltz Michelson Architects; 4 - Burns & McDonnell Engineering Company, Inc.; 5 - Exp U.S. Services Inc.; and 6 - Zyscovich, Inc.
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Why Action is Necessary
In accordance with the Broward County Procurement Code, Section 21.42.(j), Procedures for RFPs, RLIs, and RFQs, if an objection or protest has been filed with respect to an Evaluation Committee’s ranking, the ranking must be submitted to the Board for final approval. The Board, by majority vote, may (1) accept the ranking as final; (2) reject all responses to the solicitation; or (3) direct the Evaluation Committee to reconvene to consider any new or additional information the Board directs the Evaluation Committee to consider. In addition, the Board may request presentations by the ranked vendors and may, by supermajority vote, rerank those vendors in a final ranking.
What Action Accomplishes
Approves the Evaluation Committee’s recommendation of the final ranking of qualified firms.
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 MOTION.
The procurement was solicited to engage the services of up to three qualified firms to provide professional consulting services to perform pre-design, design services, construction administration and resident project representative services for new building construction and modifications, alterations and improvements to existing buildings, structures, offices, and accessory buildings that are landside and airside at Broward County Fort Lauderdale-Hollywood International Airport and North Perry Airport. The services of this procurement are considered “professional services” and, therefore, covered by Section 287.055, Florida Statutes, Consultants’ Competitive Negotiation Act (CCNA).
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.
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 of the 13 vendor responses. The Evaluation Committee evaluated the responses, scored in preferential order, resulting in a shortlist of six firms who were advanced to final evaluation, which included vendor presentations, Question-and-Answer period, numerical scoring by the Evaluation Committee, and ranking.
On July 14, 2021, a Final Evaluation Committee meeting was held. After presentations, evaluation, scoring and ranking, the Evaluation Committee named Cartaya and Associates Architects PA dba Cartaya and Associates Architects as the first-ranked firm; ACAI Associates, Inc. as the second-ranked firm; and Saltz Michelson Architects, Inc. dba Saltz Michelson Architects as the third-ranked firm (Exhibit 1).
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 that the following: 1 - a vendor played a video during the time allotted for their 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 for the purpose of discarding all points allocated to the vendor with the video-recorded oral presentation and subsequent re-ranking of vendors (Exhibit 2).
On August 17, 2021, the Director of Purchasing issued a response to 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 (Exhibit 3).
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.
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
Each open-end contract for up to three consultants is for a three-year initial term and two one-year optional renewal periods, for a maximum not-to-exceed initial amount of $5,000,000 per firm, for a total not-to-exceed initial amount of $15,000,000 for up to three firms. Each individual work authorization will be funded by the appropriate source at the time of release.
RQS AVC0000514