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Summary Meeting Minutes - Broward County, Florida · PDF fileSummary Meeting Minutes Initial Evaluation Meeting RFP No. N2111265P1 Real Estate Developer for Development of 600 N. Andrews

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  • Summary Meeting Minutes

    RFP No. N2111265P1 Real Estate Developer for Development of 600 N. Andrews Ave.

    Initial Evaluation Meeting Friday, September 16, 2016, 2:00 P.M.

    Governmental Center Building, 115 S. Andrews Avenue, Room GC430

    Fort Lauderdale, FL 33301 Attendees:

    Committee Members:

    Connie Mangan, Purchasing Manager Purchasing Division, Finance and Administrative Services Department (Chair and Non-Voting Committee Member)

    Alan Cohen, Assistant to the County Administrator, County Administration

    Sandy-Michael McDonald, Director, Office of Economic and Small Business Development

    Ralph Stone, Division Director and Executive Director, Housing Finance and Community Development Division, Housing Finance Authority of Broward County

    Richard Tornese, Director, Highway Construction and Engineering Division, Public Works Department

    Purvi Bhogaita, Director, Real Property Section, Facilities Management Division, Public Works Department

    County Staff:

    Isha Taylor-Salmon, Purchasing Agent, Purchasing Division

    Rosemarie C. Fallon, Housing Finance and Community Development Division, Housing Finance Authority of Broward County

    Glenn Amoruso, Housing Finance and Community Development Division, Housing Finance Authority of Broward County

    Anthony Halmon, Assistant County Attorney, County Attorneys Office

    Israel Fajardo, Assistant County Attorney, County Attorneys Office

    Glenn Miller, Assistant County Attorney, County Attorneys Office

    Anna Owens, Investment Finance Coordinator, Finance and Administrative Services Department

    Elizabeth Plaska, Program Project Coordinator, Risk Management Division

    Project Consultant

    Debbie Zomermaand, Financial Advisor (Zomermaand Finance Advisory Services) for Housing

    Finance Authority of Broward County; Zomermaand Finance Advisory Services (Phone)

    Call to Order

    The meeting was called to order at 2:03 p.m. and announcements were made by Ms. Connie Mangan.

    Introduction and Opening Remarks:

    The Purchasing Division representative, Isha Taylor-Salmon, introduced County Staff made some

    introductory comments about the solicitation and noted that the meeting has been publicly noticed. Ms.

    Taylor-Salmon stated that at the time of RFP advertising deadline, 5:00 P.M., July 29, 2016, there were

    three (3) submittals.

  • Summary Meeting Minutes Initial Evaluation Meeting RFP No. N2111265P1 Real Estate Developer for Development of 600 N. Andrews Ave

    Page 2 of 4

    Quorum of voting members:

    Ms. Mangan stated that a Quorum was present and named the committee members present: Alan

    Cohen, Assistant to the County Administrator, County Administration; Sandy-Michael McDonald,

    Director, Office of Economic and Small Business Development; Ralph Stone, Division Director and

    Executive Director, Housing Finance and Community Development Division, Housing Finance Authority

    of Broward County; Richard Tornese, Director, Highway Construction and Engineering Division, Public

    Works Department and Purvi Bhogaita, Director, Real Property Section, Facilities Management Division,

    Public Works Department.

    Responsibility of the Selection Committee

    Ms. Mangan stated the responsibility of the Evaluation Committee was to review the vendors submittals

    to ensure they are in compliance with the solicitation requirements and evaluate the submittals in order to

    make a recommendation to the County Commission to award a contract.

    Purpose of Meeting

    Ms. Mangan stated that the purpose of the meeting is to determine responsiveness and responsibility of

    the firms that submitted a proposal and that only the firms that have been determined by the Evaluation

    Committee to be both responsive and responsible to the requirements of the RFP will proceed to the

    Final Evaluation and Scoring.

    Ms. Mangan stated that a sign-in sheet is being circulated and to be sure that everyone signs in. She

    also requested that anyone on the conference call introduce themselves.

    Cone of Silence

    Ms. Mangan stated that the Cone of Silence for this project has been in effect since June 24, 2016 for

    County staff and upon the first meeting of the Evaluation Committee for County Commissioners and their

    staff; and all inquiries should be directed to the Project Managers or the Director of Purchasing.

    Conflict of Interest

    Ms. Mangan stated that in accordance with Broward County Procurement Code all Committee Members

    shall be free of conflicts of interest.

    Ms. Mangan then called on the Purchasing Division to report on their findings about responsiveness and

    responsibility.

    Purchasing Division Report

    Ms. Taylor-Salmon stated the four (4) responsiveness requirements involving compliance, including,

    receipt of a Lobbyist Registration Certification Form, acknowledgement of Must Addenda, Bond

    Requirement and the Domestic Partnership Act Certification Form.

    Ms. Taylor-Salmon then stated all three (3) of the firms are being recommended to be evaluated as

    responsive to the Lobbyist Registration Certification Form, acknowledgement of Must Addenda, Bond

    Requirement and the Domestic Partnership Act Certification requirements of the RFP.

  • Summary Meeting Minutes Initial Evaluation Meeting RFP No. N2111265P1 Real Estate Developer for Development of 600 N. Andrews Ave

    Page 3 of 4

    Ms. Taylor-Salmon stated the five areas of responsibility in the RFP concerning litigation history, financial

    information, the Authority to Conduct Business in the State of Florida, Affiliated Entities of the

    Principal(s), and Proof of Insurance.

    Ms. Taylor-Salmon all three firms provided the required litigation information, financial information, the

    Authority to Conduct Business in the State of Florida, Affiliated Entities of the Principal(s) and Proof of

    Insurance.

    Lastly, Ms. Taylor-Salmon stated that all three firms accepted the Countys standard terms and

    conditions.

    Determination of Respondents Responsiveness

    Ms. Mangan gave the definition of responsive proposer as a person who has submitted a bid which

    conforms in all material respects to the solicitation. A bid or proposal of a responsive bidder must be

    submitted on the required forms, which contain all required information, signatures, notarizations,

    insurance, bonding, security, or other mandated requirements required by the bid document to be

    submitted at time of bid opening.

    Ms. Mangan then asked if there was any discussion as it pertains to the responsiveness of the firms.

    There was no discussion. Mr. Stone made the motion to find all firms responsive and the motion was

    seconded and passed.

    Determination of Respondents Responsibility

    Ms. Mangan gave the definition of a responsible proposer as an offeror who has the capability in all

    respects to perform the contract requirements, and the integrity and reliability which will assure good faith

    performance.

    Ms. Mangan then asked if there was any discussion as it pertains to the responsibility of the firms. There

    was no discussion. Mr. Tornese made the motion to find all firms responsible and the motion was

    seconded and passed.

    Determination of the Number of Firms to Proceed to Final Evaluation

    Ms. Mangan asked for a motion to accept the firms that have been determined to be both responsive and

    responsible to proceed to final evaluation and scoring. Mr. Tornese made the motion to move both firms

    proceed to the final evaluation and be numerically scored; the motion was seconded and was passed.

    Announce Final Evaluation Meeting Date, Time and Guidelines

    Ms. Mangan announced that the date of the Final Evaluation Meeting will be held on October 21, 2016 at 2:00 P.M in Room 430 located at the Governmental Center Building, 115 S. Andrews Avenue, Fort Lauderdale, FL 33301. Ms. Mangan then asked for the length of presentations to be discussed by the Evaluation Committee. After some the discussion, including confirmation that question and answer time is unlimited, Ms. Mangan asked for a motion for length of presentations. Mr. Tornese made the motion for the length of presentations to be 20 minutes and the motion was seconded and passed.

  • Summary Meeting Minutes Initial Evaluation Meeting RFP No. N2111265P1 Real Estate Developer for Development of 600 N. Andrews Ave

    Page 4 of 4

    Ms. Mangan announced that the order of the presentations would be chosen randomly from the draw of a hat by the Purchasing Division. The Purchasing Division representatives then drew from the hat and announced the order of presentations as: 1. Art Lofts Workforce Developers, LLC; 2. Turnstone Development Corporation and Fort Lauderdale Community Center (joint venture); 3. Related FATVillage, LLC.

    Ms. Mangan asked the Committee if there any questions they wish to have included or specifically

    addressed in the presentations. The Evaluation Committee member then announced what they wanted

    to see in each firms presentation:

    Clarify land lease information in proposal.

    It was clarified by Mr. Stone that the lease terms were negotiable.

    Other Business

    The Chair asked if there was any other business. There was no other business brought up by the

    Committee. Ms. Mangan then noted that an additional matrix will be completed by the Broward Countys

    Housing Finance Authoritys Financial Advisor. It will be distributed to the Evaluation Co

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