Good morning, everyone. I'm Christine Shorey, Senior Purchasing Manager and the meeting facilitator. I'd like to call to order this initial evaluation committee meeting for request for proposals number PNC-2130-115-P1, Consulting Services for Building Automation, sorry, for Building Systems Assessment and Design, Group 1 for the Port Everglades Department, Seaport Engineering and Construction Division. The time is 1039 on February 24, 2026. This meeting is being held through Microsoft Teams. Representatives from the county are physically here in Room 430 of the Governmental Center Building East, located in Fort Lauderdale, Florida, or are virtually attending through Teams. Attendees, if you could please mute the microphones on your devices to limit the 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 made available on the Purchasing Division website under the RLI RFP repository. Information reviewed by the Evaluation Committee meeting as part of the evaluation process will also be posted on the repository. The meeting has been publicly noticed. The purpose of this 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 solicitation deadline, 2 p.m. on September 10, 2025, 12 proposals were received. Meeting attendance is recorded in the following ways. The Purchasing Division records attendance of county staff physically here in Room 430 at Governmental Center. And all virtual attendees, including county staff, please click on the link or scan the QR code that's currently listed in the Teams chat section to complete the sign-in sheet. For attendees that cannot access the link or the QR code in the team chat, email the Purchasing Agent Leanne Licata at L-L-I-C-A-T-A 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's project staff. Cesar Galliano Franco, Project Manager, Seaport Engineering and Construction Division. Leanne Licata, Purchasing Agent. Ricardo Abraham and Antonio Lozada from the County Attorney's Office. Tabitha Pope from the Office of Economic and Small Business Development. And Norma Jean Dimitri from Risk Management Division. We do have a quorum present with the following evaluation committee members. Committee members, if you could please say present after your name is called. Rolando Perez, Port Maintenance Manager, Facilities Maintenance Division, Port Everglades Department.
Present.
Thank you. Irina Tokar, Construction Project Manager, Construction Management Division of the Public Works and Environmental Services Department.
Present.
Thank you. And Pamela Sanguino, Expansion Project Administrator, Facilities Management Division of the Public Works and Environmental Services Department.
Present.
Thank you. It is the evaluation committee's responsibility to review the vendor's 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 Broward 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 Broward County Procurement Code, each evaluation committee member must affirm that they are free of conflicts of interest as provided by Part 3 of Chapter 112 of the 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 cone of silence has been in effect since the solicitation's advertisement. Vendors are prohibited from discussing the solicitation with the commissioner's office, county staff, or a member of the evaluation committee. The cone of silence terminates when the awarding authority takes action which ends the solicitation. During the cone of silence, inquiries regarding the solicitation should be directed to the project manager or to the director of purchasing and or his designee. All vendors may communicate with designated representatives from the Office of Economic and Small Business Development at any time regarding the solicitation's small business enterprise or county business enterprise participation. The summary of vendor rights regarding Broward County competitive solicitations was issued in the solicitation. At this time, the purchasing agent will report on the findings of responsiveness and responsibility and identify if any exceptions were taken to the county's standard terms and conditions.
Proposals were received from the following vendors. Thank you. The solicitation had two responsiveness requirements involving compliance. Criminal history screening, practices certification, and lobbyist registration certification. All vendors are deemed responsive to all the responsiveness requirements. The solicitation had six areas of responsibility requirements. Number one, affiliated entities of the principals. Number two, financial information, financial ability. Number three, insurance requirements. Number four, state of Florida professional engineer license or state of Florida registered architect. Number five, litigation history. Number six, office of economic and small business development program requirements. Eleven of the 12 vendors provided all the required documentation for the evaluation committee's review for responsibility. The following compliance concerns were identified for the following vendor reported joint venture Promethean Builders LLC. YHCE, YHCE Investments, LLC, Austin Fox Architecture, LLC, 3FM Engineering, INC, TLC Engineering Solutions, INC, TLC Engineering Solutions, INC. Does not comply with requested financial information, insurance requirements, insurance requirements, licensing requirements, and the Office of Economic and Small Business Development Goal Program requirements. Refer to the director of purchasing memorandum for additional information. The solicitation required vendors to state whether they accept Broward County Standard Terms and Conditions or if they do not accept them. To identify the agreement provisions and vendor proposed changes. All vendors accepted the county standard terms and conditions without exceptions. This concludes the 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 defined in the Procurement Code Section 21.40A. Is there any discussion from the evaluation committee regarding the determination of responsiveness? May I have a motion with respect to the responsiveness of the vendor submittals?
Pamela Sanguino, I would like to make a motion to find all of the proposed firms, all of the vendors, as responsive to the solicitation responsiveness criteria.
Thank you. May I have a second?
Irina Tokar, I'll second that motion.
Thank you. All those in favor?
Aye.
Aye. Thank you. That motion passes unanimously. The next order of business is to determine the responsibility of the vendors as defined in the Procurement Code Section 21.40B. Is there any discussion from the evaluation committee regarding the responsibility of the vendors?
No.
Thank you. May I have a motion with respect to the responsibility of the vendors?
Rolando Perez, I would like to make a motion to find 11 out of the 12 vendors responsible for the solicitation.
Okay. We're going to have to clarify that motion. We're going to need the names of the 11. Or if you want to start, you could have a motion for non-responsible with the one. But we're going to need two motions, basically, with the names of the firms.
Should I list all the responsive?
Responsible is where we are. So, if you want to clarify your motion of 11, if you can name the 11 that you're recommending.
So, the 11 vendors that were responsible are BEA Architects, Inc., Baylor Reinhard Engineering Group, Inc., CPC Architects, Inc., CSA Central, Inc., D3B, LLC, EPS U.S. Services, Inc., Justin Architects, R.E. Chisholm Architects, Rukan, LLC, Salts-Michelson Architects, Inc., BBA, Salts-Michelson Architects, and SGM Engineering, Inc. The vendor...
Boy, if we can get a second to that motion first.
Irina Tokar, I'll second them.
Thank you. And all those in favor, say aye.
Aye. Aye.
Thank you. That motion passes unanimously. So, those were the firms found responsible. Now, may I have a motion with regard to responsibility or non-responsibility? I'm sorry, to non-responsibility.
Rolando Perez, I would like to make a motion to fine the vendor purported joint venture Promethean Builders, LLC, YHCE Investments, LLC, Austin Fox Architecture, LLC, 3FM Engineering, Inc., TLC Engineering Solutions, Inc., Spieth Engineering, FL, LLC, and Abiko Airport Solutions, Inc., non-responsible.
Thank you. May I have a second?
Pamela Sanguino, I second the motion.
Thank you. All those in favor?
Aye. Aye.
Thank you. That motion passes unanimously. The Director of Purchasing recommends shortlisting in accordance with the Procurement Code, Section 21.42. The Evaluation Committee may, one, shortlist vendors and then score or rank only the shortlisted vendors, or two, score and or rank all responses. Finally, in accordance with the Florida Statute for Consultants' Competitive Negotiation Act, there shall be no fewer than three responsive, responsible vendors evaluated. However, the Evaluation Committee determines the final number of vendors to shortlist. And shortlisting is based on the Evaluation Committee's evaluation of the vendors' entire submittals, including their responses to the evaluation criteria. Is there any discussion regarding shortlisting?
No.
Thank you. May I have a motion with regards to the shortlisting of vendors?
Pamela Sanguino, I would like to make a motion to shortlist the four vendors to move forward to the final Evaluation Committee meeting for presentations and ranking.
Thank you. May I have a second?
I second that motion.
And all those in favor say aye.
Aye. Aye.
Thank you. That motion passes unanimously. The Evaluation Committee will now receive ballots to shortlist the vendors. The Evaluation Committee members, oh, were emailed the ballot link, sorry about that, to select the vendors to shortlist. And the number of vendors to shortlist is four. Once all committee members submit their shortlist ballots back to purchasing through the email, I will briefly recess the meeting to allow the purchasing staff time to tally the ballots. When purchasing notifies me that they have completed the tally, I will reconvene the meeting, and purchasing will then read the shortlisting results. Are there any questions?
No.
Thank you. Then, committee members, you may begin shortlisting. If we can just put a note up on the screen so that everyone knows to keep on mute because we are in a shortlisting, and we'll stay on mute. Thank you. Thank you, everyone, for your patience. The shortlist ballots have been submitted, and we will now take a recess. The time is 10.56. We should be right back with you in a moment. Thank you, everyone. I'd like to reconvene the meeting. The time is 11.01 a.m., and purchasing will announce the results of the shortlisting.
The shortlist vendors are as follows. BEA Architects, INC. CSA Central, INC. Justin Architects, PA. And Saltz-Michelson Architects, INC. DBA Saltz-Michelin Architects.
Thank you. May I have a motion to accept the name vendors as those shortlisted?
Pamela Sanguino, I would like to make a motion to accept the name vendors to proceed to final evaluation and ranking.
Thank you. May I have a second?
I second that motion.
Thank you. All those in favor, say aye.
Aye.
Aye.
Aye.
Thank you. That motion passes unanimously. The final evaluation committee meeting is scheduled for Monday, March 9th of 2026 at 9.30 a.m., and will include vendor presentations. Excuse me. Evaluation committee members and project manager. Are there any topics or questions that you would like the four shortlisted vendors to specifically address during their presentations? Please note that individual questions may be asked to specific vendors during their question and answer period and do not have to be the topics or questions to all vendors. If yes, if you have any topics or questions, when I state your name, if you can let me know what your topic or questions are. Ms. Tokar, do you have any specific topics?
Yes. Part of the scope of work, one of the items listed was grant administration. And I think only a few vendors touched on that. So I would like for that topic to be expanded.
Thank you. Grant administration. Okay. Anything else? Ms. Tokar?
Also, if vendors could expand on a topic of work that they perform in occupied buildings, preferably port or airport related.
Okay. So if they can expand on work performed in an occupied building, specifically if at an airport or a port facility.
Go ahead.
Thank you. Ms. Sanguino?
Yes. Pamela Sanguino, I would like to request for the presenters to expand upon the strategies to keep the project in schedule, specifically for any potential delays with permitting and inspections. Okay.
So expand on their strategy and schedule for keeping on schedule related to permitting and inspection. Thank you. Anything else?
That's all for me. Thanks.
Thank you. And Mr. Perez?
I would like the vendors to expand on explaining how they plan to manage warranty after the project is completed.
Anything else?
No bill.
Okay. And Mr. Galliano Franco, any topics you'd like?
Yes. The project entails multiple building systems and is focused on many, many different types of mechanical systems and fire suppression systems. So we would like to know the experience in temporary power, temporary air conditioning for occupied buildings, including conveyor system, elevators, and retrofitting existing structures. That's it.
Okay. I'm going to let the recording repeat that one. But I understood. And we have it on the recording. Anything else?
That's it. Thank you.
Okay. Thank you. So now, committee, you're at a position to establish the length of each vendor presentations. The time does not include the unlimited question and answer period. Is there any discussion regarding the presentation length?
No.
Okay. May I have a motion to set the presentation length?
Yes. I would like to make a motion to set it to 15 minutes.
15 minutes is the motion. May I have a second?
Pamela Sanguino, I second the motion.
Thank you. All those in favor, say aye.
Aye. Aye.
Thank you. That motion passes unanimously. As established, each vendor will have 15 minutes for their presentation, which will be 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, a purchasing agent will use a random list generator to determine the order of presentations. And momentarily, that can be viewed on the screen. Here it is on the screen. He's going to run the randomizer.
The order is number one, CSA Central, INC. Number two, Salts-Michelson Architects, INC, DBA, Salts-Michelson Architects. Number three, BEA Architects, INC. And number four, Justin Architects, PA.
So that is the order of presentations. Committee members, is there any other business that needs to be discussed today? We would like to thank all vendors that responded to the solicitation. We appreciate your time and interest in working with Broward County. The time is 11.08, and this initial evaluation committee meeting is adjourned. Thank you, everyone.