good afternoon everyone if someone from purchasing can just confirm that they can hear my voice yes we can great thank you everyone good afternoon everyone i am sonia levitt senior purchasing manager and the meeting facilitator for today i would like to call to order this initial evaluation committee meeting for request for proposals rfp trn 2129 615 p 1 homeless management information system solution for the human services department the time is now 202 pm on september 15th 2025. this meeting is being held through microsoft teams some representatives from the county are physically here in room 302 of the governmental center building east located in fort gordonale florida attendees please mute the microphones on your devices to limit background noise this is a public meeting and is being recorded by the by briar county the video recording will act as the official recording of the meeting meeting recordings and information reviewed by the evaluation committee as part of the evaluation process will be available on the purchasing division website under the rmi rfp repository this meeting has been publicly noticed the purpose of today's 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 solicitations advertising deadline to bm on july 17 2025 nine proposals were received meeting attendance is recorded in the following ways the purchasing division records attendance of county staff physically in the room 302 all virtual attendees including county staff use the chat in microsoft teams to click on the link or scan the qr code with your mobile device to complete the sign-in sheet for attendees that cannot access the link or qr code in the teams chat email the purchasing assistant manager wendell jeanpierre at wjean p-i-e-r-r-r-e 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 from the human services department from the from the human services department ogle best project manager from the purchasing division wendell jean pierre assistant purchasing assistant manager and jermaine pinnock purchasing manager purchasing agent senior from the county attorney's office fernando a sarah cohen and carmel i'm sorry abraham sorry and from the office of economic and self um small business development darnell kimbrough from the risk management division calling powell ponnell and for ets belinda henderson a quorum present with the following evaluation committee members committee members please stay present after your name is called christopher williams information systems manager enterprise technology services division finance and administrative services department present ricotta moore information systems manager human services department present luis aguilera human services administrator housing options solutions and supports division human services department present it is the evaluation committee's responsibility to review the vendor submittals to ensure solicitation requirements or net and evaluate the submittals to 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 services that are in the best interest of the county at the discretion of the board the evaluation committee members may be report requested to substantiate the recommendation and discuss their submittal reviews the cone of silence has been in effect since this solicitation's advertisement the vendors are prohibited from discussing this 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 the director of purchasing and or his service that's it means also vendors may communicate with representatives from the office of economic and small business development at any time regarding the solicitation small business enterprise or county business enterprise participation the summary of vendor rights regarding brown county competitive solicitations was issued in the solicitation in accordance with broad county procurement commissioners can you please send us your audio thank you just a minute can you hear me now afternoon once again everyone sorry for the interruption um purchasing can you confirm that you can hear me yeah okay and vendors the moment that you can't hear me please um drop it in the chat so that we are aware i believe that we dropped off that conflict of interest so i'm going to go back to that area of the agenda so in accordance with brown county procurement code each evaluation committee member must affirm that they are free of conflicts of interest as provided by part 3 chapter 112 florida statutes and the brown county employee code of ethics all evaluation committee members and the project manager assigned submitted the required broad county disclosure forms and responded that they can be fair and impartial to all vendors this time the purchasing agent will report the findings on the responsiveness and responsibility and the exceptions taken to the county's terms and conditions proposals were received from the following vendors big focus inc caseworthy inc fly like an eagle outreach inc global vision technologies inc plan street plan sgs technologies llc swiss software llc well sky corporation doing business as well sky the solicitation had four responsiveness requirements involving compliance one criminal history screening practices certification two domestic partnership act certification three lobbyist registration certification and four a pricing requirement all vendors are recommended to be deemed responsive to all the responsiveness requirements of the solicitation the solicitation the solicitation had six areas of responsibility requirements one affiliated entities of the principal two enterprise technology services vendor security questionnaire three financial information financial ability four foreign country of concern requirements five insurance requirements and six litigation history eight of the nine vendors providing the required documentation for evaluation committees review for responsibility the following one non-compliant responsibility concern was identified for the following vendor fly like an eagle outreach incorporated did not comply with the insurance requirements of the solicitation refer to the insurance review memorandum for additional information the solicitation required vendors to state whether they accept borough county's terms and conditions or they do not accept them to identify the agreement provisions and vendors proposed changes seven of nine vendors accepted borough county's terms and conditions without exceptions the following vendors have taken exception to the county's terms and conditions case worthy ink well sky the specific exceptions taken by these vendors are identified in each submittal and will be addressed prior to presentations if the vendor advances at the final evaluation committee this concludes purchasing's remarks and is presented for the consideration of the evaluation committee thank you thank you the next order of business is to determine whether responsiveness as defined in the procurement code section 2140a is there any discussion from the evaluation committee regarding the determination of responsiveness hearing none may i have a motion with respect to the the responsiveness of the vendors submittals i would like to make a motion to find all vendors i do have to listen all vendors as responsive to the solicitations responsiveness criteria may i have a second this is chris williams i'll second all in favor say hi hi 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 responsibility of the vendors hearing none may have a motion with respect to responsibility of the vendors chris williams i'd like to make a motion to find fly like an eagle outreach inc as non-responsible to the solicitations responsibility required ricardo moore i second all in favor say aye aye aye i'm going to make note that fly like an eagle outreach inc has been found non-responsible so now we have to do responsibility for the remaining okay so this is chris williams and i'll make another motion defines uh i guess i'll list them bit focus case for the global vision technologies international software systems plan street and sgs technologies as responsible as responsible to the solicitations responsibility required and swiss software and both guys sorry may i have a second ricardo moore a second all in favor say aye aye aye motion passes the following vendors have been determined to be responsive and responsible big focus case worthy global vision technologies international software systems plan street sgs technologies swiss software and well sky may i have a motion to accept the game vendors as responsive and responsible have a second to proceed to proceed to proceed oh we have to oh i'm sorry to proceed to the final evaluation i'm sorry you'll have a second the motion all in favor say aye motion passes unanimously the director of purchasing recommends shortlisting in accordance with the procurement code section 2142 the evaluation committee make one shortlist vendors and then score or rank only the shortlisted vendors or two score and rank all responses shortlisting is based on the evaluation committee's evaluation of the vendor's entire submittals including responses to the evaluation criteria is there any discussion regarding shortlisting of vendors hearing none may i have a motion with regards to shortlisting of vendors to make a motion to shortlist this there's to move forward to the final evaluation committee for presentation this is christian i'll second all in favor say aye aye motion passes unanimously the evaluation committee will now shortlist the vendors the evaluation committee members were emailed a valid link to select the vendors they wish to shortlist the number of vendors to shortlist is four once all committee members submit their shortlist ballots to purchasing i will briefly recess meeting to allow purchasing time to tally the ballots when purchasing notifies me that they have completed their 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 this has been submitted will now take a recess the time is now 2 34 p.m we are now in recess again purchasing can you confirm that you can hear me yes we can great thank you everyone i would like to reconvene the meeting one moment please to reconvene this meeting the time is now 2 44 p.m purchasing will announce the results the vendors are as follows bit focus inc bit focus incorporated case worthy incorporated international software system incorporated and well set may have a motion to accept the name vendors as those shortlisted i would like to make a motion to accept the name vendors to proceed evaluation scoring and ranking may i have a second this is chris williams all second all in favor say aye aye aye any opposed motion passes unanimously the demonstration meetings based on the final demonstration script will be held on tuesday september 30th 2025 the demonstration meetings will take place virtually via microsoft teams with the technical review team and shortlisted vendors the evaluation committee members will not attend the demonstration meetings the length of the demonstrations is two hours per vendor as stated in the solicitation followed by an unlimited question and answer period each vendor will have up to five minutes to set up the timekeeper will be the senior purchasing agent jermaine pinnock the demonstration order will be the same as the presentation order established that will be established in the meeting a demonstration report will be provided to the evaluation committee members prior to the final evaluation committee meeting the final evaluation committee committee meeting will be held on monday october 13 2025 at 10 a.m and will include vendor presentations evaluation committee members and project manager are there any topics or questions you would like the vendors to specifically address during their presentation thank you very much i would like during the presentation for the vendors to show ease of use both from both for me not so much on the technical side but on the client in terms of providers so the providers that the coc interacts with and also the ease to run reports if there's any options for direct customer client interface user interface and also communication with other systems for example people soft are there any other questions or yeah just a couple of things we'd like to see i'm sorry ricardo moore yes a couple things we'd like to see is uh the uh the solutions ability to uh take a client through coordinated entry process um also their ability to um generate the standard reports required by hud create performance dashboards that can be filtered by that can be filtered by agency or project thank you any other questions project manager thank you everyone the evaluation committee establishes the presentation length this does not include the unlimited question and answer period is there any discussion regarding the presentation length length you have an unlimited um you have an unlimited um question and answer that comes after that and then there's also the demonstration that when they actually will be showing you the actual product mostly seasons 15 20 so 30s even more yeah i was thinking with what you guys requested 30 minutes and probably 30 minutes 30 minutes yes uh this is chris lambs i'd like to make a motion to set the length of the presentation at 30 minutes all in favor say aye motion passes unanimously as established each vendor will have 30 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 a purchasing agent will use a random list generator to determine the presentation order which can be viewed on the screen the presentation order is as follows first presenter bit focus incorporated second presenter international software systems incorporated third presenter case worthy incorporated and fourth presenter wool style corporation thank you very much committee members is there any other business that needs to be discussed today thank you we'd like to thank all the vendors that responded to this solicitation we appreciate your time and interest and work with broward county this meeting is the time is now 2 52 p.m the initial evaluation committee meeting is adjourned thank you everyone