Item G3BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: January 16, 2014 Division: Growth Management
Bulk Item: Yes X No _ Department: Building Department
Staff Contact: Jerry Smith / 453 -8729
AGENDA ITEM WORDING:
Approval of the selection of M. T. Causley, Inc. as the highest ranked responder to the RFP for
Professional Support Services for Plan Review, Inspection Services & Development Review; and
direction to negotiate a contract between the County and M. T. Causley, Inc.
ITEM BACKGROUND:
At the September 2013 BOCC meeting, the Board approved issuance of an RFP to seek proposals from
external providers to support the County's Growth Management and Fire Department staff in providing
timely, effective and responsive inspections and reviews for building permit applications. Two
proposals were received by the Purchasing Department, and were evaluated and scored by a Selection
Committee at a publicly advertised meeting on December 10, 2013 at 10:00 am. Staff is
recommending approval of the #1 ranked proposer, M. T. Causley, Inc., and direction to begin
negotiating a contract to provide the services.
PREVIOUS RELEVANT BOCC ACTION:
September 17, 2013: Approval to advertise the RFP for Professional Support Services for Plan
Review, Inspection Services & Development Review.
CONTRACT /AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: INDIRECT COST: BUDGETED: Yes X No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: SOURCE OF FUNDS:
REVENUE PRODUCING: Yes No AMOUNT PER MONTH Year
APPROVED BY: County Atty MB/Purchasing Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
[KIONY TA I
1. Bid Opening Tabulation Sheet (11/20/13)
2. Minutes of Selection Committee Meeting (12/10/13)
3. Final Ranking of Proposals Scoring Sheet (12/10/13)
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BUILDING SOLUTIONS FOR OUR COMMUNITIES
County of Monroe
Growth Management Division
Office of the Director
Christine Hurley, AICP
2798 Overseas Highway
Marathon, FL 33050
Voice: (305) 289 -2500
FAX: (305) 289 -2854
We strive to be caring, professional and fair
Board of County Commissioners
Mayor Sylvia J. Murphy, District 5
Mayor Pro Tern Danny L. Kolhage, District 1
George Neugent, District 2
Heather Carruthers, District 3
David Rice, District 4
MEETING M
SELECTION COMMITTEE MEETING
DECEMBER 10, 2013 AT 10:00 AM
COMMISSION CHAMBERS, 2 ND FLOOR, MARATHON GOVERNMENT CENTER
PROFESSIONAL SUPPORT SERVICES FOR PLAN REVIEW, INSPECTION SERVICES AND
PLANNING /ZONING DEVELOPMENT, REVIEW, MONROE COUNTY, FLORIDA
Selection Committee Members Present: Christine Hurley, Jerry Smith, Joe Haberman, Steve
Zavalney, Mike Roberts, Rey Ortiz
Others Present: Deborah Lofberg, Recording Secretary
Meeting was called to order by Christine Hurley at approximately 10:10 am in the BOCC
chambers on the 2 " floor of the Marathon Government Center. There were no members from
the public in attendance.
Ms. Hurley noted that there were two bids in response to the RFP and that the purpose of the
meeting was for the committee members to complete their scoring sheets to finalize the
rankings of the proposals.
Bids were received from M. T. Causley, Inc. and C.A.P. Government, Inc. Ms. Hurley asked the
recording secretary to present the results of the reference checks. Ms. Lofberg reported that
both bids were conforming in content and presented in tabs 1 -8 as requested in the RFP.
Bidder M.T. Causley, Inc. provided 8 signed letters of reference and 3 credit references that
were verified. Bidder C.A.P. Government, Inc. provided a list of 22 references for professional
services of which, the first 5 were used for verification. Of the 5 used, 3 were verified, and 2
were still awaiting call back at the time of the committee meeting after repeated attempts. 3
credit references were provided of which 2 were verified and 1 was declined without prior
written authorization from the client. Ms. Hurley asked the committee members if there were
any concerns regarding references and if the members wished to make any adjustments to the
scoring. No concerns were noted by any of the committee members, and there were no scoring
adjustments based on the references.
Ms. Hurley asked the committee members to finalize their scoring sheets and provide them to
the recording secretary for calculation of rankings. The recording secretary tallied the scoring
sheets and announced the results. Bidder M.T. Causley was ranked #1 with a total of 453
points. Bidder C.A.P. Government Inc. was ranked #2 with a total of 412.5 points.
Ms. Hurley stated that the next step in the process was to present the findings of the selection
committee to the Monroe County Board of County Commissioners at the January meeting
seeking authorization to negotiate a contract with the #1 ranked proposer.
Minutes Approved:
Christine Hurley
Yes
12/17/13
Jerry Smith
Yes
12/17/13
Joe Haberman
Yes
12/17/13
Mike Roberts
Yes
12/19/13
Steve Zavalney
Yes
12/17/13
Rey Ortiz
Yes
12/10/13
Attachments: Scoring sheets of committee members
REQUEST FOR PROPOSALS 30
PROFESSIONAL SUPPORT SERVICES FOR PLAN REVIEW, INSPECTION SERVICES
& DEVELOPMENT REVIEW
SELECTION CO MMITTEE ME MBERS
FINAL RANKINGS OF PROPOSALS
MEMBER NAME
M. T. CAUSLEY, INC.
C.A.P. GOVERNMENT, INC.
Christine Hurley
75
63.5
Jerry Smith
75
66
Joe Haberman
77
72
Steve Zavalney
69
64
Mike Roberts
80
70
Rey Ortiz
77
80
TOTAL:
453
415.5
FINAL RANKING:
1
2
1 2/ Z
SCORING CON
1. Committee is subject to the Sunshine Law. The meeting will be publicly advertised and minutes of the meeting will be kept. "Committee
members cannot discuss any issue or item about the RFP with one another except at the public meeting.
2. Member reviews the submitted material. If the member does not find certain information in the submitted RFP(s) and /or they are not
answered during the public meeting, another public meeting(s) may be scheduled to obtain additional information. Members should discuss
and decide at the initial public meeting if a future meeting should be held.
3. Member is to give a numerical rating between 1 and the maximum number of points allocated for the criteria reflecting the quality of the
respondents answer to each of the criteria.
4. A score of 1 would indicate a poor response while a score equal to the maximum point value (5, 10, etc.) for that criteria would indicate an
excellent response.
S. The Member may place preliminary numbers in the appropriate boxes during their personal review time. These scores may be altered during
the public meeting up to the point where the score sheets are tabulated.
6. The Member totals the score under each respondent's column and enters that score on the "TOTAL" line of the Scoring Table.
7. Directly under the total score for the respondent, indicate the respondent's ranking using the following method: The respondent with the
highest score will be ranked #1, the second highest respondent score will be ranked #2, the third highest will be ranked #3 and so on.
8. Each Member will then be asked to read aloud their scores and ranking. Ernie Coughlin or designated staff person will record the ranking
numbers, for each respondent, on the "Official Tabulation Sheet ". The rankings will be totaled and the firm with the highest total will be
ranked number one.
9. The respondents will be ranked one through five with the number one ranked firm being the preferred firm.
10. Staff will present the results of final rankings to BOCC for approval to proceed with negotiation of contract.
11. When negotiation is complete, staff will present the proposed contract to BOCC for final approval.
12. Committee members will bring all submitted materials to the public meeting along with paper, pen and a hand held calculator.
"Under the "Sunshine Law" a selection committee member is not permitted to discuss the selection of respondents with other selection
committee members prior to the public meeting.