MIAMI-DADE EXPRESSWAY AUTHORITY (MDX) OPERATIONS COMMITTEE MEETING TUESDAY, AUGUST 27, :00 PM

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1 MIAMI-DADE EXPRESSWAY AUTHORITY (MDX) Attendees: Present Committee Members: Louis V. Martinez, Esq., Chair Gus Pego, P.E., Vice Chair via phone Alfredo L. Gonzalez, Esq. Jose M. Hevia Luz Weinberg Present MDX Board Members Maurice A. Ferré, MDX Chair via phone Rick Rodriguez Piña OPERATIONS COMMITTEE MEETING TUESDAY, AUGUST 27, :00 PM WILLIAM M. LEHMAN MDX BUILDING 3790 NW 21 ST STREET MIAMI, FLORIDA SUMMARY MINUTES Staff: Javier Rodriguez, P.E., Executive Director Pamela Leslie, General Counsel Alfred Lurigados, P.E., Director of Engineering Steve Andriuk, Toll Operations Director Juan Toledo, P.E., Assistant Director of Engineering Mario Diaz, Public Information Officer Francine Steelman, Risk Manager/ Associate Attorney Helen M. Cordero, Manager of Procurement and Contract Administration via phone Maria Luisa Navia Lobo, MDX Board Secretary Consultants: John Becker, HNTB (GEC-A) Rick Crooks, EAC Consulting, (GEC-B) Tere Garcia, Bermello Ajamil Partners (GEC-A) Richard Weiss, Legal Counsel (WSH) Matthew Pearl, Legal Counsel (WSH) Richard Glass, Glass & Acquisitions (GEC- A)

2 CALL TO ORDER Operations Committee Meeting Mr. Martinez, Chair of the Operations Committee, called the meeting to order. Ms. Navia Lobo called the roll and announced a quorum was present. DECLARATIONS OF VOTING CONFLICTS Potential Conflict of Interest Report Ms. Leslie asked if Committee Members (Members) in attendance had any voting conflicts of interest to declare in regards to the agenda. No conflicts were declared. OPERATIONS ACTION ITEMS A) Approval of Summary Minutes: Operations Committee Meeting of July 26, 2013 Mr. Martinez referred to the summary minutes corresponding to the July 26 meeting. Mr. Pego moved to approve the summary minutes. Mr. Hevia seconded the motion. The motion was unanimously approved. B) MDX Procurement/Contract Number RFP-13-03; MDX Work Program No &.032 and &.032; Design-Build Services for Implementation of an Open Road Tolling (ORT) System for SR 112 and SR 836, which includes up to ten (10) years of maintenance for equipment hardware and software. Reject Non-Responsive Proposal Approval to Re-advertise the Services Mr. Martinez read the Action item for the record. Ms. Cordero explained that on June 28, 2013, MDX advertised a Request for Proposals (RFP) seeking a qualified firm to design and install an ORT System on SR 112 and SR 836 that also included the option to replace the existing ORT System on the remainder of the MDX System. A Mandatory Pre-Proposal Conference was held on July 10, 2013 at which five (5) prospective Proposers attended. Proposers requested a twoweek extension of the submittal deadline. MDX granted the request by addenda to the RFP, which extended the submittal deadline to August 13, On August 13, only one proposal was received from TransCore ITS LLC. (TransCore). However, TransCore s proposal contains a series of material exceptions and conditions to the contract terms and conditions and the scope requirements for this Project. Such material exceptions and conditions render the proposal non-responsive to the requirements of the Solicitation Documents. Accordingly, staff recommends the Committee deem the TransCore proposal as non-responsive. Ms. Cordero further explained that staff contacted the Proposers that attended the Pre-Proposal Conference and inquired why they did not submit a proposal. The responses were consistent amongst all Proposers, which were due to the short timeframe to prepare a proposal; and the requirement that the Contractor must also be a design/build firm as defined in Florida Statutes, timely proposal submittal was difficult to accomplish. They were also concerned about the tight project schedule; the amount of liquidated damages and related triggers; and the short timeframe for project implementation.

3 Ms. Cordero also stated that staff s recommendation to re-advertise the RFP is an attempt to achieve greater competition among the potential proposers. Therefore, staff recommends that the Committee deem TransCore s proposal as non-responsive; and authorize staff to re-solicit the Project RFP. Staff also requested that the Committee delegate authority to the Executive Director to determine the preferred method of procurement, which may be a Request for Proposal or an Invitation to Negotiate. The Executive Director would make such determination after staff conducts industry meetings. Ms. Cordero informed Members that staff is also requesting approval for the Committee to amend the composition of the Technical Evaluation Committee (TEC) to include a qualified representative from the Florida s Turnpike Enterprise, and remove Mr. Juan Toledo. This change will allow Mr. Toledo, who will serve as the Project Manager, to participate in the industry meetings. Assuming the approval of this proposed change, the TEC composition will be as follows: Mr. Martinez asked if there was anyone in the public who wished to address the Committee on this item. Mr. Patrick Shortal, representing TransCore, addressed the Committee regarding the TransCore proposal. Mr. Ferré moved to declare TransCore non-responsive. Mr. Gonzalez seconded the motion. The motion was unanimously approved. Mr. Ferre moved to re-advertise/re-solicit the procurement of the Project. Mr. Gonzalez seconded the motion. The motion was unanimously approved. C) MDX Procurement/Contract Number RFP-14-03; MDX Work Program Nos ; Design-Build Services for SR 836 Operational, Capacity and Interchange Improvements ($156,000,000 Estimate) Approval to Advertise a two-step design-build procurement process (RSOQ/RFP) Mr. Lurigados read the agenda item for the record and explained the two step procurement process. He informed Members that in July 2012 the MDX Operations Committee approved Phase 1-AA (westbound improvements of SR 836 West of Lejeune Road to 57 th Avenue) of MDX Work Program No for: Advertisement of a two-step Design-Build procurement process: Request for Statement of Qualifications (RSOQ) followed by a Request for Proposals (RFP) for the selection of a qualified design/build firm Technical Evaluation Committee composition Statement of Qualifications Evaluation Criteria Phase 1-AA was presented to the MDX Board for approval because at that time the entire Project could not be implemented due to funding constraints. After the approval of July 2012, the Board expressed at a toll rate workshop that the construction of the SR 836 improvements should not be phased, but rather bundled into one project. On March 19, 2013, the toll rates for SR 836 and SR 112 for Open Road Tolling where established by the MDX Board and the MDX Work Program ( ) was developed considering the additional revenues, which will be realized once SR 836 and SR 112 go all electronic. MDX Work Program No is now fully funded and all phases have been grouped in the Board Approved MDX FY Five-Year Work Program.

4 Mr. Lurigados informed Members of staff s recommendation of approval to advertise a two-step procurement selection process for a qualified design/build firm to perform the design and construction activities for the entire project. As well as approve the previously approved Technical Evaluation Committee composition and the previously approved Statement of Qualifications Evaluation Criteria, remain unchanged. It is estimated that the Project will be advertised during the last quarter of 2013 and the Notice to Proceed will be issued during the second quarter of Staff recommends maintaining the previously approved requirement for a minimum fifteen percent (15%) Small Business Participation for this contract. Staff also recommends maintaining the previously approved use of MDX certified Local Businesses (LB) for this Project in the minimum amount of fifteen percent (15%). The Project is currently funded in the Five-Year Work Program ( ). Mr. Hevia asked whether there is a cost savings for bundling the project. Mr. Lurigados informed Members that he would gather the information and report back to the Committee. Mr. Rodriguez Piña asked about the impacts the Project would have on private properties. Mr. Lurigados informed Members that as part of the process in finalizing the Project Development and Environmental (PD&E) study, public outreach efforts and public meetings were held where residents were able to ask questions and voice their concerns. He also responded to questions from other Members. Mr. Martinez recommended moving to Discussion item IV (A) Work Program Right of Way Update. DISCUSSION ITEMS A) Work Program Right of Way Update Mr. Lurigados gave a brief historical overview of the right-of-way (ROW) program and the need to advance the ROW Program. Mr. John Becker gave an overview of the ROW needs and key projects as follows: SR 836 Widening from 57 th Avenue to 17 th Avenue MDX Project SR 836 Interchange at I-95 MDX Project No SR 874 Ramp Connector to SW 128 th Street MDX project FTE partnership SR 924 West Extension to the HEFT MDX project Mr. Becker informed Members that MDX s current Property Acquisition Policy is primarily geared toward the advance acquisition of right of way. That policy will be brought to Committee for amendment and to outline the procedures for advance property acquisition. Mr. Becker introduced Mr. Richard Glass who presented the right-of-way process, relocation assistance, and eminent domain process. Mr. Glass and Ms. Leslie entertained questions from Members.

5 Ms. Leslie informed Members that amendments and updating of the current Property Acquisition Policy will be discussed at the next Operations Committee meeting to be endorsed to the Policy & Planning Committee for final Board approval. Mr. Glass referred to the FDOT acquisition and relocation procedures, which complies with both state and federal guidelines. Mr. Becker highlighted the project schedule for MDX projects Nos , 83611, and Ms. Tere Garcia briefed Members on the status of the outreach efforts by MDX for Project No PD&E was completed in July At the time of the public hearing the consultant identified all the parcels that would be impacted. Most of the individual s whose property will be impacted by the Project, attended the public hearing. Mr. Glass attended the public hearing and provided initial information about the process. Ms. Garcia stated that all of the Miami-Dade County and the City of Miami elected officials whose districts will be affected by the Project were visited and briefed on the Project during the planning phase and that the same follow up process will be followed. Ms. Garcia referred to a part of the Project where the construction of noise walls had been warranted. The Public Information Officer for the Project will survey those property owners to confirm whether they want the noise walls. This process will begin immediately. For the other three projects, the same process will follow. Mr. Becker and Mr. Rodriguez entertained questions from Members. [The Right of Way Presentation is filed with the Board Secretary] Mr. Martinez appointed Mr. Pego as the Board oversight TEC Member. Mr. Hevia moved to approve the advertisement for MDX Project No. RFP and the composition of the Technical Evaluation Committee. Mr. Ferré seconded the motion. The motion was unanimously approved. OPERATIONS ACTION ITEMS continued D) MDX Procurement/Contract Number RFQ-14-03; MDX Work Program Nos ; Construction Engineering and Inspection (CE&I) Services for SR 836 Operational, Capacity and Interchange Improvements ($11,400,000 Estimate) Approval to Advertise a Request for Qualifications (RFQ) Mr. Lurigados informed Members that RFQ is for the CE&I needed for the Project that was just approved. Staff is requesting Committee approval to advertise an RFQ for the selection of a qualified Consultant to provide CE&I services and contract administration for MDX Design-Build Project No Staff recommends the previously approved Technical Evaluation Committee composition remains unchanged as well as the previously approved Proposal Evaluation Criteria, to remain unchanged. Mr. Martinez appointed Ms. Weinberg as the Board oversight TEC member. Mr. Lurigados informed Members that staff also recommended increasing the previously approved use of MDX certified Local Businesses (LB) for this project from eight percent (8%) to a minimum fifteen percent (15%).

6 Mr. Hevia moved to approve the advertisement and TEC Composition. Mr. Gonzalez seconded the motion. The motion was unanimously approved. E) MDX Procurement/Contract Number RFP-14-02; MDX Work Program Nos , and ; Design/Build Services for SR 836 Extension Westbound Access Ramp, SR 836 Infrastructure Modifications for Open Road Tolling (ORT) (WEST) and SR 836 Overhead Sign Structure Coating ($14,214,000 Estimate) Approval to Advertise a Request for Proposals (RFP) Mr. Lurigados read the agenda item for the record. He explained that staff is recommending a one-tier selection process for this Project. MDX will require proposers to submit a Technical Proposal and a Price Proposal in response to a Request for Proposal (RFP). Mr. Lurigados highlighted the benefits of bundling this Project with the proposed SR 836 Extension Westbound Access Ramp (MDX Work Program No ); and the SR 836 Overhead Gantry and Sign Structure Coating (MDX Work Program No ) has been evaluated and deemed favorable due to the proximity of the project sites. Staff is now requesting Committee s approval to advertise a Request for Proposal for the selection of a qualified Design/Build Firm to complete the design and construction activities for infrastructure modifications required to support the Open Road Tolling (ORT) conversion of SR 836 between NW 137 th Avenue and NW 87 th Avenue; the painting of overhead sign structures between NW 137 th Avenue and NW 87 th Avenue; and the public access ramp from NW 107 th Avenue to the SR 836 Extension. The ORT infrastructure work consists of the design and construction of three new tolling structures at ramp locations, one new tolling structure on a collector/distributor road and other associated infrastructure. The Project also includes roadway realignment to eliminate traffic movement to the existing cash toll plazas located adjacent to NW 97 th Avenue. Mr. Lurigados informed Members of staff s recommendation of a minimum of 15% Small Business Participation requirement for this contract. Bonus points will not be given to proposers for providing additional Small Business Participation above the required 15% as well as a minimum of 15% Local Business Participation requirement for this contract. Bonus points will not be given to proposers for providing additional Local Business Participation above the required 15%. Mr. Martinez appointed Mr. Gonzalez as the Board oversight TEC member. Mr. Hevia moved to approve the advertisement and TEC composition. Mr. Gonzalez seconded the motion. The motion was unanimously approved. F) MDX Procurement/Contract Number RFQ-14-04; MDX Work Program Nos , and ; Construction Engineering and Inspection (CE&I) Services for SR 836 Extension Westbound Access Ramp, SR 836 Infrastructure Modifications for Open Road Tolling (ORT) (WEST) and SR 836 Overhead Gantry and Sign Structure Coating ($2,500,000 Not to Exceed Estimate) Approval to Advertise a Request for Qualifications (RFQ) Mr. Lurigados informed Members that this RFQ for CE&I services is for the previously

7 approved projects, 83625, and He explained that in June 2012 the MDX Operations Committee approved the motion presented by staff for the following: Advertisement for a Request for Qualifications (RFQ) of Construction Engineering and Inspection (CE&I) Services for SR 836 Infrastructure Modifications for Open Road Tolling (West Section) Technical Evaluation Committee Proposal Evaluation Criteria He further explained the benefits of grouping these three projects. Due to the size of the original scope of work for projects and it had been previously anticipated that the construction oversight would be completed by a General Engineering Consultant (GEC) Project Manager with the support of CE&I inspectors. Due to the grouping of projects and overall increase of the construction oversight activities, the Engineer s Estimate has been updated to reflect a higher level of management services from the CE&I for this solicitation. Staff is requesting Committee approval to advertise a Request for Qualifications (RFQ) for the selection of a qualified Consultant to provide CE&I services and contract administration for this grouping of projects. Staff recommends the previously approved Technical Evaluation Committee composition remain unchanged. Staff also recommends the previously approved Statement of Qualifications Evaluation Criteria, included remain unchanged. It s anticipated that the RFQ would be re-advertised in September 2013; and the anticipated Notice to Proceed (NTP) will be issued in November Staff recommends maintaining the previously approved minimum fifteen percent (15%) Small Business Participation Requirement for this Contract as well as the previously approved use of MDX Certified Local Businesses for this Contract in the amount of eight percent (8%). Mr. Martinez appointed Ms. Weinberg as the Board oversight member on the TEC. Mr. Hevia moved to approve the advertisement and the TEC composition. Mr. Gonzalez seconded the motion. The motion was unanimously approved. G) MDX Procurement/Contract Number RFQ-14-05; Miscellaneous Construction Engineering and Inspection (CE&I) Services ($1,000,000/Contract) Approval to Advertise a Request for Qualifications (RFQ) Mr. Lurigados read the agenda item for the record. He explained that during the development of the currently approved Five-Year Work Program ( ) several smaller projects had been identified that would require continuation of these types of CE&I services. Staff is recommending advertising a RFQ to establish a pool of experienced and qualified CE&I Consultants consisting of: a maximum of three Community Business Enterprise (CBE) Certified and/or Local Business Certified CE&I Consultants. The general scope of services required from the Consultants is to provide administration of the construction contract and inspection of the construction assembly. These Consultants will also provide oversight of the material testing services during the construction phase for minor projects in the MDX Work Program.

8 The Consultants will provide the services for miscellaneous projects with a maximum Contract amount not to exceed one million dollars ($1,000,000.00) for the term of the Agreement. Task Authorizations will be negotiated with the selected firms on an as needed basis. Each Contract will have a term of three-years from the effective date upon. The Authority, at its sole discretion, also has the option to renew each Contract for up to two additional terms of one-year each. The services will be funded through several funding sources as identified and detailed in the Five- Year Work Program ( ). Mr. Martinez appointed himself as the Board Oversight Member on the TEC. Mr. Hevia moved to approve the advertisement and the TEC composition. Mr. Gonzalez seconded the motion. The motion was unanimously approved. DISCUSSION ITEMS B) Transition of Toll Enforcement Center Mr. Martinez recommended moving the Discussion items to the next Operations Committee in October Mr. Rodriguez introduced and thanked the interim legal counsel team that will serve the Authority during the transition to a new General Counsel. INFORMATIONAL ITEMS A) MDX Work Program Monthly Status Report July 2013 B) HNTB SBE/LB Utilization Report C) EAC SBE/LB Utilization Report D) MDX Contingency Release History Report E) Procurement Report The informational items were not addressed. ANNOUNCEMENTS Board Meeting 10/01/13, 4:00 PM, William M. Lehman MDX Building ADJOURNMENT The meeting was adjourned by Mr. Martinez. Minutes prepared by Maria Luisa Navia Lobo, Board Secretary.

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