Action Items 2.
Executive Committee
- Meeting Date:
- 02/12/2026
REQUESTED ACTION:
MOTION TO:
A. APPROVE a License and Use Agreement Between the Broward MPO and SMG for the Greater Fort Lauderdale/Broward County Convention Center for the 2026 Safe Roads Summit
B. AUTHORIZE the Broward MPO Executive Director to Execute a Purchase Order Between the Broward MPO and SMG for Ancillary Services for the 2026 Safe Roads Summit in an Amount Not to Exceed $67,685
C. AUTHORIZE the Broward MPO Executive Director to Execute a Purchase Order Between the Broward MPO and The Media Lab, Inc. for Audio/Visual Services for the 2026 Safe Roads Summit in an Amount Not to Exceed $43,565
A. APPROVE a License and Use Agreement Between the Broward MPO and SMG for the Greater Fort Lauderdale/Broward County Convention Center for the 2026 Safe Roads Summit
B. AUTHORIZE the Broward MPO Executive Director to Execute a Purchase Order Between the Broward MPO and SMG for Ancillary Services for the 2026 Safe Roads Summit in an Amount Not to Exceed $67,685
C. AUTHORIZE the Broward MPO Executive Director to Execute a Purchase Order Between the Broward MPO and The Media Lab, Inc. for Audio/Visual Services for the 2026 Safe Roads Summit in an Amount Not to Exceed $43,565
WHAT THIS ACTION ACCOMPLISHES:
Approval of this item will secure the Greater Fort Lauderdale/Broward County Convention Center venue for the 2026 Safe Roads Summit, authorize the MPO Executive Director to execute a purchase order for ancillary venue services with SMG (operator of the Convention Center and agent for the owner, Broward County), and execute a purchase order with The Media Lab, Inc. to provide audio/visual services at the Summit held on February 25 - 26, 2026.
SUMMARY EXPLANATION/BACKGROUND:
The Safe Roads Summit, formerly known as the Safe Streets Summit, is a collaborative effort between the Broward MPO, Miami-Dade Transportation Planning Organization, and the Palm Beach MPO rotating from county to county each year. This upcoming Summit will be hosted by the Broward MPO at the Greater Fort Lauderdale/Broward County Convention Center on February 25 and 26, 2026. The Summit is an event that brings together policymakers, technical experts, and community advocates to promote safer roads that support vibrant communities, fuel economic development, and shape the future of transportation through innovation and technology. For over a decade, the Summit has been a hub for sharing strategies, skills, and partnerships to turn community-focused projects from concept to reality.
A. License and Use Agreement for the Greater Fort Lauderdale/Broward County Convention Center
On June 18, 2025, the Broward MPO Executive Director entered into an Agreement with SMG, the operator of the Greater Fort Lauderdale/Broward County Convention Center and agent for Broward County, to reserve meeting space for the 2026 Safe Roads Summit (for the Agreement, please see Attachment 1). At the time of execution, the license fees and anticipated ancillary expenses were within the Executive Director’s signature authority of $35,000.
As planning for the Safe Roads Summit has progressed, the total fees have exceeded the Executive Director’s approval authority (see Item B below for details). Therefore, the original Agreement is being presented to the Executive Committee for retroactive approval. This approval will allow the Broward MPO to continue Summit planning activities and authorize payment for ancillary expenses outlined in Section 4.2 of the License and Use Agreement.
B. Greater Fort Lauderdale/Broward County Convention Center Ancillary Services
Section 4.2 of the License and Use Agreement in Item A above specifies that, in addition to the License Fees, the Broward MPO is responsible for all “Event Related Fees.” These include ancillary expenses such as tables and chairs, specialized equipment, utility hookups, internet and data services, skilled and unskilled labor, security personnel, decorators, equipment rentals, and any other services, goods, or support personnel provided by the operator (SMG) or its affiliates for the event.
MPO staff have been coordinating with SMG and their required vendors to finalize the scope of these services. A cost estimate of the ancillary services (including 25% contingency) and the supporting quotes detailing the related ancillary costs can be found in Attachment 2. The total not-to-exceed amount for these services is $67,685.
C. Audio/Visual Services
As part of the 2026 Safe Roads Summit, audio/visual equipment and related services are required to support the event, including video projectors, screens, microphones, speakers, and lighting for both the main ballroom and breakout rooms. After soliciting and reviewing three quotes for these services, MPO staff selected The Media Lab, Inc. as the preferred vendor.
The Media Lab, Inc. submitted two quotes totaling $39,605 for the necessary audio/visual equipment and services for the main ballroom and additional breakout rooms (for the quote, please see Attachment 3). MPO staff will continue to refine the event’s audio/visual requirements over the next two weeks and is requesting a 10% contingency to accommodate any additional needs that may arise. With the contingency included, the total not-to-exceed amount for The Media Lab, Inc. is $43,565.
MPO staff will be available to address any questions or comments on this item at the meeting.
A. License and Use Agreement for the Greater Fort Lauderdale/Broward County Convention Center
On June 18, 2025, the Broward MPO Executive Director entered into an Agreement with SMG, the operator of the Greater Fort Lauderdale/Broward County Convention Center and agent for Broward County, to reserve meeting space for the 2026 Safe Roads Summit (for the Agreement, please see Attachment 1). At the time of execution, the license fees and anticipated ancillary expenses were within the Executive Director’s signature authority of $35,000.
As planning for the Safe Roads Summit has progressed, the total fees have exceeded the Executive Director’s approval authority (see Item B below for details). Therefore, the original Agreement is being presented to the Executive Committee for retroactive approval. This approval will allow the Broward MPO to continue Summit planning activities and authorize payment for ancillary expenses outlined in Section 4.2 of the License and Use Agreement.
B. Greater Fort Lauderdale/Broward County Convention Center Ancillary Services
Section 4.2 of the License and Use Agreement in Item A above specifies that, in addition to the License Fees, the Broward MPO is responsible for all “Event Related Fees.” These include ancillary expenses such as tables and chairs, specialized equipment, utility hookups, internet and data services, skilled and unskilled labor, security personnel, decorators, equipment rentals, and any other services, goods, or support personnel provided by the operator (SMG) or its affiliates for the event.
MPO staff have been coordinating with SMG and their required vendors to finalize the scope of these services. A cost estimate of the ancillary services (including 25% contingency) and the supporting quotes detailing the related ancillary costs can be found in Attachment 2. The total not-to-exceed amount for these services is $67,685.
C. Audio/Visual Services
As part of the 2026 Safe Roads Summit, audio/visual equipment and related services are required to support the event, including video projectors, screens, microphones, speakers, and lighting for both the main ballroom and breakout rooms. After soliciting and reviewing three quotes for these services, MPO staff selected The Media Lab, Inc. as the preferred vendor.
The Media Lab, Inc. submitted two quotes totaling $39,605 for the necessary audio/visual equipment and services for the main ballroom and additional breakout rooms (for the quote, please see Attachment 3). MPO staff will continue to refine the event’s audio/visual requirements over the next two weeks and is requesting a 10% contingency to accommodate any additional needs that may arise. With the contingency included, the total not-to-exceed amount for The Media Lab, Inc. is $43,565.
MPO staff will be available to address any questions or comments on this item at the meeting.
MPO STAFF RECOMMENDATION(S):
MPO staff recommends approval of the License and Use Agreement for the Greater Fort Lauderdale/Broward County Convention Center and the authorization for the Broward MPO Executive Director to execute purchase orders with SMG for ancillary services in an amount not to exceed $67,685 and with The Media Lab, Inc. for audio/visual services in an amount not to exceed $43,565 for the 2026 Safe Roads Summit.
ADDITIONAL INFORMATION/PREPARER:
If you have any questions about this item, please contact Kerrie MacNeil at (954) 876-0772 or macneilk@browardmpo.org.
Attachments
- 1. License and Use Agreement for the Greater Fort Lauderdale/Broward County Convention Center
- 2. 2026 Safe Roads Summit Ancillary Cost Estimates
- 3. The Media Lab, Inc. Audio/Visual Quote