RFP Number PNC P1 Job Order Contract Consultant Consultant Demonstration Fact-Finding Report Introduction

Transcription

1 Public Works Department Facilities Management Division 115 S Andrews Avenue, Room 501 Fort Lauderdale, Florida FAX RFP Number PNC P1 Job Order Contract Consultant Consultant Demonstration Fact-Finding Report ntroduction ntroduction On May 8, 2018, the Evaluation Committee deemed The Gordian Group, nc. to be both responsive and responsible for the Job Order Contract (JOC) Program Consultant, RFP No. PNC P1. The vendor was invited to return on May 16, 2018 to demonstrate the tasks in the scope of services as outlined in the Demonstration Script provided with the Request for Proposal. The demonstrations were held at the Broward County Government Center, Room 430, located at 115 South Andrews Avenue in Fort Lauderdale, Florida. According to the Purchasing Division, the meeting was publicly noticed on the Broward County website and opened to the general public. The Gordian Group was given one hour to demonstrate the tasks included in the demonstration script. There was a question and answer session at the conclusion of the demonstration. Demonstration Description A Technical Review Team composed of the following members conducted fact-finding compliance and non-compliance of the demonstration: Don Ellis, Construction Project Manager, Port Everglades an Harvey, Construction Project Manager, Facilities Management Division Richard Meyers, Solid Waste Recycling Services Program Manager, Solid Waste and Recycling Services Reinaldo Olivera, Construction Project Manager, Facilities Management Division Each Fact-Finding Committee member was given a checklist to indicate whether or not the required tasks were demonstrated. The Gordian Group, nc. presented at 9:30 a.m. on May 16, Broward County Board of County Commissioners Mark D. Bogen Beam Furr Steve Geller Dale V.C. Holness Chip LaMarca Nan H. Rich Tim Ryan Barbara Sharief Michael Udine Broward.org

2 Summary of Observations The demonstrations were presented by Chan Graham - Senior Enterprise Customer Success Representative, Mike Guerra Region Director for JOC Operations and Kiele Lowe Product Manager. Each demonstration covered all required items in the script previously provided to the vendor. The Gordian Group, nc. presented a Job Order Contract consultant program and was able to demonstrate most of the test cases. Of the 20 demonstration tasks, at three of the four committee members found The Gordian Group, nc. to be Non-Compliant in the following task: 9. Demonstrate the system s ability to advertise to County Business Enterprise (CBE/SBE) firms from continually updated Broward County Office of Economic and Small Business Development Certified Firm Directory. Fact Finding Committee observation: The vendor was non-compliant. The Gordian Group, nc. stated that the ability to advertise through the egordian website existed under the previous contract with Broward County, but had since been removed. Ms. Lowe stated that the feature to advertise was not widely used, therefore it had been disabled. The committee inquired about the necessity of this requirement for contractor compliance. The Project Manager stated that advertisement to small businesses is a requirement of the agreement. The Gordian Group, nc. stated they would need to confer with their legal department to determine whether or not the feature could be restored. Ms. Lowe stated that once a determination was made by the legal department, there should be no issues with restoring the ability to advertise to small business firms. The committee still maintained that since the feature does not currently exist, the vendor remains non-compliant for this task. A demonstration matrix has been attached along with each member s completed checklist.

3 Conclusion The purpose of the demonstration was for the responsive and responsible vendor as determined by the Evaluation Committee, The Gordian Group, nc., to have an opportunity to present their software and the ability to perform all system requirements as required in the Request For Proposals scope of services. The Gordian Group, nc. failed to adequately demonstrate requirement number nine of the demonstration script. The remaining requirements were found to be compliant by all committee members.

4 Job Order Contract Program Consultant Demonstration Script Total: 60 Minutes No. System Requirements Compliant Non-Compliant Provide a short introductory narrative covering the main features and benefits that distinguish your proposed system. Demonstrate how the system allows for interaction between County Project Managers and contractors regarding request for proposals, proposal reviews, and generation of all project documents including those requiring signatures. Demonstrate how the system handles supplemental job orders for additional work or unforeseen existing conditions. Show the system s search, retrieval, and reporting functions including how historical data is viewed and tracking of milestone dates. Present how the system incorporates a comprehensive JOC information management system such as Construction Catalog with line items (including how Non Pre-priced tems are managed), Technical Specifications and Project Manual/s. Demonstrate County s software access of complete management and verification module to be used for validating contractor s proposals. Demonstrate Contractor s software access for building JOC proposals, project management review and finalization of proposals including all signature documents required for purchase order issuance. Show how the system operates over the nternet. System shall allow the end user to operate from a Windows computer or Macintosh anywhere an nternet connection is present. Show how the system can be customized to meet the specific needs of the County with regards to County information such as locations and users as well as specific forms and reports. Demonstrate the system s ability to advertise to County Business Enterprise (CBE/SBE) firms from continually updated Broward County Office of Economic and Small Business Development Certified Firm Directory.

5 Job Order Contract Program Consultant Demonstration Script Total: 60 Minutes No. System Requirements Compliant Non-Compliant General Requirements Demonstrate the ability to edit entered data. (Ex. Project file location) Demonstrate the user process on how to search for and retrieve records. (Ex., historical data, current projects) Demonstrate the ability to produce an audit trail for various document activities. (Ex., add, delete edit a file) Demonstrate the ability to notify users for pending approvals of various tasks. (Ex., pending signature documents, purchase orders, project status) Provide demonstration of all training provided for both Owner (County) and Contractor. User Security Demonstrate the user security functionality. (Ex., manage user role, access level, user information) Demonstrate the user access to view status of their projects, requests, and create/view/print projects. Demonstrate how the end user would seek assistance with software issues. Reporting 18. Demonstrate the reporting functionality of the system. (Ex., types of reports, exportable formats, custom report options.) Documentation Demonstrate the online system documentation including user information, administration, and accessibility. Demonstrate how historical and current information will be provided to the Owner and Contractor after contract expiration.

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12 Job Order Contract Program Consultant Demonstration Script Total: 60 Minutes fz,. c:._h «. v d- 5(1~ /1 -n fy\ ~<::Jr _s No. System Requirements Compliant Non-Compliant Provide a short introductory narrative covering the main features and benefits that distinguish your proposed system. Demonstrate how the system allows for interaction between County Project Managers and contractors regarding request for proposals, proposa l reviews, and generation of all project documents including those requiring signatu res. Demonstrate how the system handles su pplemental job orders for additional work or unforeseen existing conditions. '/!J((f\_ r '(C.fdA._ 3. Show the system's search, retrieval, and reporting functions including how historical data is viewed and tracking of milestone dates. j Present how the system incorporates a 4. comprehensive JOC information management system such as Construction Catalog with line items (including how Non Pre-priced tems are managed), Technical Specifications and Project Manual/s. 5. Demonstrate County's software access of complete management and verification module to be used for validating contractor's proposals. J Demonstrate Contractor's software access for 6. building JOC proposals, project management review and finalization of proposals including all signature documents required for purchase order issuance. 7. Show how the system operates over the nternet. System shall allow the end user to operate from a Windows computer or Macintosh anywhere an nternet connection is present. 8. Show how the system can be customized to meet the specific needs of the County with regards to County information such as locations and users as well as specific forms and reports. j 9. Demonstrate t he system's ability to advertise to County Business Enterprise {CBE/SBE) firms from continually upd ated Broward County Office of Economic and Small Business Development Certified Firm Directory. ---!? """' ~ " -,,.,._ ~ ~ BJ) A~ ~( riz.v.ei.0. b ~ furclroj Sf-4~ (e5f!1'e t1,u el'.

13 Job Order Contract Program Consultant Demonstration Script Total: 60 Minutes No. System Requirements Comp11ant Non-Compliant General Requirements Demonstrate the ability to edit entered data. (Ex. 10. Project file location) Demonstrate the user process on how to search for and retrieve records. (Ex., historical data, current projects) Demonstrate the ability to produce an audit trail for various document activities. (Ex., add, delete edit a file) Demonstrate the ability to notify users for pending approvals of various tasks. (Ex., pending 13. signature documents, purchase orders, project status) Provide demonstration of all training provided for 14. both Owner (County) and Contractor. User Security Demonstrate the user security functionality. (Ex., 15. manage user role, access level, user information) 16. Demonstrate the user access to view status of their projects, requests, and create/view/print projects. Demonstrate how the end user would seek 17. assistance with sohware issues. Reporting 18. Demonstrate the reporting functionality of the system. (Ex., types of reports, exportable formats, custom report options.) Documentation / / j ~ j Demonstrate the online system documentation including user information, administration, and accessibility. Demonstrate how historical and current information will be provided to the Owner and Contractor aher contract expiration. j