so good afternoon i am sonia lovett senior purchasing manager and the meeting facilitator i would like to call to order this initial evaluation committee meeting for request for proposals rfp gen 213 0765 p1 accounts payable automation software for the broward county accounting division the time is now 208 pm on august 24th 2026. this meeting is being held through microsoft teams representatives from the county are physically here in rooms gc 430 of the governmental center building east located in fort lauderdale florida or virtually through teams attendees please mute the microphones on your devices to limit background noise this is a public meeting and is being recorded by broward county the video recording will act as the official recording of the meeting the recording will be available on the purchase purchasing division website under the rli rfp repository information reviewed by the evaluation committee as part of the evaluation process will also be posted on the repository this meeting is publicly noticed the purpose of this the meeting is to determine the responsiveness and responsibility of the proposing vendors only those vendors that have been determined by the evaluation committee today to be both responsive and responsible to the solicitation requirements and shortlisted may proceed to the final evaluation committee meeting for presentations and ranking at the time of the the solicitation deadline 2 pm on june 1st 2026 14 proposals were received meeting attendance is recorded in the following ways the purchasing division records attendance of county staff physically here in room gc 430 all virtual attendees including county staff please click on the link or scan the qr code that is currently listed in the team's chat section to complete the sign in sheet for attendees that cannot access access the link or the qr code in the team's chat email the purchasing agent german pinnock at j p i n n o c k at broward.org with the subject ec meeting attendance and indicate your name your title and the company you represent in the email body the following are the county county's project staff jermaine pinnock purchasing division sherry walker project manager accounting division javier navas and sarah cohen county attorney's office jeffrey simmons office of economic and small business development colleen ponnell risk management division and melinda henderson enterprise technology services we have a quorum present with the following evaluation committee members committee members please say present after your name is called marie ferr finance manager map administration present robert tamsin information systems manager accounting division finance and administrative services department present scott cozer cozeron sorry accounting manager accounting division finance and administrative services department present it is the evaluation committee's responsibility to review the vendor submittals to ensure solicitation requirements are met and to evaluate the submittals and make a recommendation to award a contract each evaluation committee member was appointed by the county administrator to serve on this committee based on their experience the evaluation committee members are responsible for following the county's established committee procedures to select vendors which provide the services that are in the best interest of the county at the discretion of the board the evaluation committee members may be requested to substantiate their recommendation and discuss their submittal reviews in accordance with the broward county procurement code evaluation committee members must affirm that they are free of conflicts of interest as provided by part 3 chapter 112 florida statutes and the broward county employee code of ethics all evaluation committee members and the project manager assigned submitted the required broward county disclosure forms and responded that they can be fair and impartial to all vendors the code of silence has been in effect since the solicitations advertisement vendors are prohibited from discussing this solicitation with the commissioner's office county staff or a member of the evaluation committee committee the code of silence terminates when the awarding authority takes action which ends the solicitation during the cone of silence inquiries regarding this solicitation should be directed to the project manager or the director of purchasing and or his designee also vendors may communicate with designated representatives from the office of economic and small business development at any time regarding the solicitation small business enterprise or county enterprise participation the fund the summary of vendor rights regarding broward county competitive solicitations was issued in the solicitation at this time the purchasing agent will report the findings on the responsiveness and responsibility and identify any exceptions were taken to the county's terms and conditions thank you proposals were received from the following firms adeleway inc concourse tech inc doing business as concourse syret technologies inc embers inc fsh technologies genesis consulting partners llc image access corp pantheon inc ransolve inc doing business as ransolve rise advisory smart docs inc taxilla inc doing business as i.t staffing transcend ap inc and xt global inc the solicitation at four responsiveness requirements involving compliance one criminal history screening practices certification two domestic partnership act certification three lobbyist registration certification and four pricing requirements all vendors were found responsive to all the responsiveness requirements requirements by the purchasing division the solicitation had six areas of responsibility requirements one affiliated entities of the principles two enterprise technology services vendor security questionnaire three financial information or financial ability four foreign country of concern requirements five insurance requirements and six litigation history twelve of the fourteen vendors provided the required documentation for the evaluation committee's review for responsibility the following compliance concerns were identified fsh technologies and tax seller inc did not comply with the insurance requirements of the solicitation refer to the insurance review memorandum for additional information fsh technologies and tax seller inc did not provide the required financial information as stated in the rfp refer to the director of purchasing memorandum for additional information the solicitation required vendors to state whether they accept broad county's standard terms and conditions or if they do not accept them to identify the agreement provisions and vendors proposed changes 11 of 14 vendors accepted the county's standard terms terms and conditions without exceptions the following vendors took specific exceptions to the county's standard terms and conditions embers inc pantheon inc and transcend ap inc the specific exceptions taken by these vendors are identified in each submittal and will be addressed prior to presentation if the vendor advances at the final evaluation committee meeting this concludes purchasing remarks and is presented for the consideration of the evaluation committee thank you thank you the next order of business is to determine vendor responsiveness as it defined in the procurement code section 2140 paren a is there any discussion from the evaluation committee regarding the determination of responsiveness no discussion okay hearing none may i have a motion with respect to the responsiveness of the vendors submittals scott kazara i'd like to make a motion to find all um all as represented responsive to the solicitation responsiveness criteria aye robert habson second that any opposed all in favor say aye sorry any opposed motion passes unanimously the next order of business the next order of business is to determine the responsibility of vendors as defined in the procurement code section 21.40 paren b is there any discussion from the evaluation committee regarding the responsibility of the vendors no discussion hearing none may i have a motion with respect to the responsibility of the vendors scott kazara i'd like to make a motion defined as non-responsible for the solicitation responsibility requirements fsh technologies and taxilla inc dba it staffing may i have a second all in favor say aye aye aye any opposed motion passes unanimously now i will take a motion the second didn't hear you but they didn't hear your second i'm sorry turn on your mic and just state your second i robert habson second all in favor say aye aye aye any opposed motion passes unanimously now we'll take a second motion to find the remaining vendors responsible to the solicitation requirements scott kazara i'd like to make a motion to find to find why scott kazara would like to make a motion as all all remaining suppliers vendors all remaining suppliers vendors were responsible sorry may i have a second marie ferrer second all in favor say aye aye aye any opposed motion passes unanimously the next order of business is to determine the vendors that were found to be both responsive and responsible may have a motion with respect to the vendors determined to be both responsive and responsible scott kazara i'd like to make a motion that the following vendors are both responsive and responsible adeleway inc concourse tech inc dba concourse cyret technologies inc ambrose inc genesis consulting partners llc image access corp pantheon inc randsolve inc dba randsolve rise advisory smart docs inc transcend ap inc and xt global inc may i have a second free ferrer second motion all in favor say aye aye aye aye any opposed motion passes unanimously the director of purchasing recommends shortlisting in accordance with the procurement code section 2142 the evaluation committee may one shortlist vendors and then score and rank only the shortlisted vendors or two score and rank all responses shortlisting is based on evaluation committee's evaluation of the vendors entire submittals including responses to the evaluation criteria is there any discussion regarding shortlisting no discussion hearing none may i have a motion with regards to the shortlisting of vendors and you may state in your motion the number of vendors you would like to shortlist to scott kazara i make a motion to shortlist four vendors to move forward to the final evaluation committee for presentation and ranking may i have a second robert hapson second that all in favor say aye aye aye any opposed motion passes unanimously the evaluation committee will now shortlist the vendors the evaluation committee members were emailed a ballot link to select the vendors to shortlist the number of vendors to shortlist is four once all committee members submit their shortlist ballots to purchasing i will briefly recess the meeting to allow purchasing time to tally the ballots when purchasing notifies me that they have completed the tally i will reconvene the meeting and purchasing will read the shortlisting results are there any questions committee members may begin shortlisting the purchasing division will notify me when they have received all ballots and are ready to tabulate thank you good afternoon once again the shortlist ballots have been submitted and we will now take a recess the time is now 2 29 pm we are now in recess good afternoon ec members and the public we do have a tie for fourth so we will be re-issuing the ballots for you to re-vote on the vendors that were selected in fourth place okay so you will need to just select one firm to move forward for shortlisting out of the five okay we will be sending that to you now good afternoon once again i would like to reconvene this meeting the time is now 2 48 pm purchasing will announce the results after the application of the revote the shortlisted vendors are as follows sirate technologies inc image access corp transcend ap inc and xt global inc thank you may i have a motion to accept the named vendors as those shortlisted no we're showing that two out of the three did we do need a motion for the four vendors i'm not certain if everyone got the list do you have it okay okay thank you if you don't mind may i have a motion to accept the name vendors as those shortlisted marie ferrer i would like to make a motion to accept the name vendors to proceed to final evaluation and ranking do we need to read the names i was asking do you have the names of the individual ones if you can read them please thank you sarah xt global image and transcend ap it's a fourth one is that for it okay may i have a second scott kazara second the motion all in favor say aye aye any opposed motion passes unanimously this solicitation includes demonstrations as part of the evaluation criteria the demonstration meetings request vendors to demonstrate their solution based on the final demonstration script issued and will be held on tuesday september 1st 2026 the demonstration meeting will take place virtually via microsoft teams with the technical review team and each shortlisted vendor proceeding to the final evaluation committee meeting please note evaluation committee members will not attend the demonstration meetings the length of demonstrations is one hour per vendor followed by unlimited question and answer period the demonstration order will be the same as the presentation order that will be established shortly a demonstration report will be provided to the evaluation committee members prior to the final evaluation committee meeting the final evaluation committee meeting will be held on monday october 5th 2026 at 9 00 a.m and will include all vendor presentations the evaluation committee establishes the length of presentations this time does not include the unlimited question and answer period is there any discussion regarding the presentation length no discussion thank you hearing none may i have a motion to set the presentation length scott kazara i make a motion we set it for one hour presentations for one hour and that will be per vendor with unlimited question and answer do you want to have a discussion yes okay and you will have to discuss on the mic you may have this yeah we can do 20 minutes i mean is that reasonable if you put a question okay i'll change my motion and we make a motion for a presentation to be 20 minutes you do understand that you have unlimited q a okay all right may i have a second all right robert second that motion all in favor say aye aye any opposed motion passes unanimously as established each vendor will have 20 minutes for their presentation followed by an unlimited question and answer session all vendors will have up to five minutes to set up for their presentation in the team's meeting at this time the purchasing agent will use a random list generator to determine the order of presentations and this can be viewed on the screen the presentation order is as follows first presenter is image access corp second xt global inc third transcend ap inc and fourth serate technologies inc thank you committee members is there any other business that needs to be discussed today no other business all right thank you we would like to thank all the vendors that responded to this solicitation we appreciate your time and interest in working with broward county thank you very much ec members for attending today and also the project manager the time is now 2 56 pm the initial evaluation committee meeting is adjourned thank you you you you you you