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Professional Services Agreement With Quorum Services, LLC, for Residential and Commercial Services for Building Department (Contract No. 23-RFP00448/AP; Amount: $675,000.00)
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BRIEF OVERVIEW
On February 28, 2024, the Procurement Department issued a Request for Proposals (RFP No. 24-RFP00448/AP) for Various Services for Building Department Plan Reviews/Inspections - Residential and Commercial.
The solicitation was sent to three thousand three hundred and one (3,301) vendors and the solicitation was downloaded by thirty-two (32) potential proposers.
Six (6) proposals were received on the opening date of April 1, 2024, from the following firms:
• C.A.P. Government, Inc.
• Gorayeb Consulting, LLC
• M.T. Causley, LLC
• Quorum Services, LLC
• Sjur Solutions, Inc. (Disqualified)
• Willdan Engineering, Inc.
The proposal received from Sjur Solutions, Inc., was found to be non-responsive and a Letter of Proposal Rejection was sent on April 22, 2024. No challenge to the Letter of Proposal Rejection was received.
The Procurement Selection Committee (PSC) met on June 5, 2024, to evaluate the proposals. The committee was comprised of Dennis O’Keefe, Hernando County Building Official; Thomas Drummonds, Deputy Building Official and Cindy Garner, Finance Supervisor.
The PSC consensus evaluation resulted in the following scores:
1. Quorum Services, LLC 89.0
2. Willdan Engineering, Inc. 60.2
3. M.T. Causley, LLC 55.7
4. C.A.P. Government, Inc. 52.7
5. Gorayeb Consulting, LLC 44.3
Upon request from the PSC, Quorum Services, LLC provided oral presentations on August 28, 2024, and the PSC consensus meeting was held the same day.
Negotiations began on September 10, 2024, and centered around pricing for “GROUP D: Minimum Remote/Technology Inspections Required” due to the proposed pricing from Quorum Services, LLC representing a strain on the Department’s budget projections.
Negotiations concluded on September 17, 2024, with the result of the Department opting to partially award Quorum Services, LLC and to exclude “GROUP D: Minimum Remote/Technology Inspections Required” from the award.
The Department estimates annual expenditures in the amount of $225,000.00.
A Notice of Intent to award the contract to Quorum Services, LLC., dated September 30, 2024, was posted to the OpenGov website and posted to the Hernando County Administration electronic public bulletin board. No challenge to the Notice of Intent was received.
The Chief Procurement Officer has reviewed this requirement for conformance to Procurement Ordinance and Purchasing Policies and Procedures.
FINANCIAL IMPACT
Funds are available in Fund: 4611 - Hern Co Development Services, Department: 07811 - Building Division, Account: 5303401 - Contracted Services.
LEGAL NOTE
In accordance with Part II, Chapter 2, Article V of the Hernando County Code of Ordinances.
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RECOMMENDATION
It is recommended that the Board approve and authorize the Chairman’s signature on the attached professional services agreement to Quorum Services, LLC for Contract No. RFP No. 23-RFP00448/AP various services for Building Department Plan Reviews/Inspections - Residential and Commercial for a three (3) year term with two (2) one (1) year renewal options.
It is also recommended that the Board approve a total of $225,000 in annual expenditures.
Furthermore, it is recommended that the Board authorize the Chief Procurement Officer to approve change orders up to allowable budget amount as they become necessary and required.