Travis County Commissioners Court
February 3, 2009, 2009
Item 12
>> let see if we can pick up number 12, consider and take appropriate action regarding evaluation committee's recommendation for approval of short-listed firms as a result of qualification statements received in response to our rfq number q 090041 rv, Travis County central campus study for a strategic needs analysis and facilities master plan.
>> good morning, judge, Commissioners. Sue grimes, purchasing agent. We did receive 11 responses to rfq, which closed on January the 5th. We had an evaluation team made up of roger el khoury from facilities and leslie strickland, architects and engineers. We've got christian smith, our previously from planning and budget and also belinda powell. Joe harlow and his staff also served in a role as advising us on the data center consultants who were on parts of these teams. One firm considered nonresponsive, they were a data center firm and that's all they submitted their qualifications on. We did include in the rfq a section that discussed our immediate needs for some improvements to our current data center, and left the option open that we might consider a separate contract with someone on the short-term needs that mr. Harlow has for i.t. It was a good, good group of folks. We did this -- there was a lot of effort. Christian put a lot of effort into doing research on firms prior to us sending out. Of course we do use what was previously we called r.f.p. Depot. Now that I changed their name to bid sync. Over I believe about 150 firms actually looked on that website and got the notice, and it shows in the 11 responses that we did receive. All top-notch firms. It was a very thorough process. These folks, you know, have a lot of depth to their experience and their knowledge. And so what we're coming before you today is to give you our top ranked firm. There was a scoring differential between the top ranked three firms and then the next group. All these firms scored in the 800's and then the break with the firms were a little bit under that amount. And 700. To the top ranked firms that we are bringing forward and asking your authorization to begin the interview process is hok, a firm out of dallas that we're familiar with. Broadus and associates here in Austin that you also are -- all these firms we've done business with. And pbs and j here in Austin. So these are the top three ranked firms that we would like to begin interviews. I know that christian has been sort of working with y'all behind the scenes on scheduling, and the intent is to have an evaluation or interview session with the evaluation committee and the teams, and then have a work session with the Commissioners court and then have an interview -- let the group interview with the judiciary group. And christian, I think -- we had thought y'all would do a work session on Thursday, but I think he's thinking now Wednesday.
>> well, I understand that one member of the court cannot make it on a Thursday afternoon, February 26th. I spoke with judge dietz this morning to see whether or not he still was wanting to land on that Friday, the 27th, and the answer was yes because he needs the criminal judges to participate substantially and their Fridays are easier. So what I thought, given what I understand from the judge, is a desire for all five members of the court to participate in the interviews. Just switch the days between the Commissioners court and the evaluation team so that the Commissioners court could have all five members, assuming your schedule is all right, on the Wednesday the 25th, perhaps in the afternoon, and then have the evaluation team on Thursday because I understand Commissioner Huber has a conflict with an eoc issue on that Thursday afternoon, which would just result in only four members of the court doing the interviews, and I -- it would be an easy switch to make, but it would require to you have a Wednesday morning or afternoon work session, three hours, one hour for each firm, and then the evaluation committee on Thursday and then on Friday. That way they would get here either Wednesday morning or Tuesday night and be out Friday.
>> two of the sessions are already scheduled, right? So if we want to reverse Commissioners court and evaluation team days, we could accommodate, I guess, all schedules and get it done. I simply chose Thursday afternoon because -- thinking that that would otherwise be a work session day for us anyway and we just would do the interviews during that time.
>> but are all members of the court available on Wednesday the 25th? Because we will be locking down the meetings with -- maybe we can confirm this --
>> I am am I'm available.
>> but if you can check. Once we know that the Commissioners court has Wednesday afternoon and perhaps a 2:00 to 5, 1:00 to 4 or technique to 5, your choice, then we will lock down the three firms, because they will be flying people from all over in. There will be a large contingent because it's not just the principal. They've got a design group, an historical architecture group, a master planning group, an urban planning group. Their engineers, etcetera. So we will see probably a pretty good size team, and they'll have to coordinate and we have to coordinate with them. So once we know your schedule, then we'll just follow through and execute.
>> I'm good.
>> you're good? I think you're good.
>> if we can confirm with Commissioner Davis and then we'll lock it down to do it Wednesday afternoon. I assume the judge is all right since that was his suggestion?
>> valid assumption. Questions, comments? Appreciate the hard work of the committee.
>> good work.
>> and we're moving it on down the road. Move that we approve the recommendation of committee with the reversal of the dates for the evaluation committee and the Commissioners court as discussed. Any more discussion of the motion? All in favor? That passes by unanimous vote.
>> thank you.
>> thank y'all.
>> all right.
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Last Modified:
Tuesday, February 3, 2009 2:36 PM