Title
MOTION TO AWARD IFB # TS-24-17 "LENEL PROJECT AT VARIOUS SCHOOLS" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, BRYANT INTEGRATED TECHNOLOGIES INC., IN THE AMOUNT NOT TO EXCEED $264,136.42.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing 15 precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid."
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS.
- Section 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states "All sealed competitive solicitations as defined in § 35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.”
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On October 8, 2024, the City Commission authorized the advertisement of IFB # TS-24-17 "Lenel Project at Various Schools", which was advertised on October 31, 2024.
2. The purpose of this solicitation was to seek bids from qualified firms hereinafter referred to as the Contractor, to provide, install, and configure replacement of card readers and the addition of new access control points across various locations within the Academic Village Campus and West Campus locations. This upgrade will enable the use of a single credential across various sites linked to the citywide Lenel Access Control System (ACS). The upgrade of the card readers is essential to improve security and streamline access control across the West Campus and Academic Village Campus. By implementing a unified credential system, the City can enhance user convenience and maintain a higher level of security.
Benefits:
- Enhanced Security: The replacement of card readers ensures that only authorized personnel can access designated areas, enhancing overall security within the complex for students, staff, and property.
- Credential Uniformity: The use of a single credential across multiple sites simplifies credential management, reducing administrative overhead.
- Compatibility: The upgraded card readers will seamlessly integrate with the existing Lenel ACS platform, ensuring smooth operation.
3. On November 26, 2024, the City opened seven (7) proposals, from the following vendors (listed in ascending order):
|
Vendor |
Total Cost |
|
Secured Technologies Inc |
$250,802.35 |
|
Bryant Integrated Technologies, Inc |
$264,136.42 |
|
Everon LLC |
$287,787.00 |
|
Johnson Controls Inc. |
$345,946.79 |
|
Securitas Technology Inc. |
$350,524.59 |
|
Automated Port Solutions |
$352,067.10 |
|
Stone Security |
$405,651.65 |
4. While Secured Technologies, Inc. was the apparent lowest bidder, it was determined that the company lacks the required Lenel certification to work with the Lenel OnGuard enterprise platform for the access control systems. Secured Technologies proposed utilizing a sub-contractor with the required Lenel certification to perform the work and fulfill this requirement.
However, per section 4.2, sub-section 4, of the IFB clearly states “it is essential to note that subcontractors are strictly prohibited from participating in this project unless prior consent has been granted by the City of Pembroke Pines. This policy is in place to ensure the highest quality of workmanship, adherence to project timelines, and accountability throughout every phase of the upgrade. Moreover, only LENEL certified vendors can place a bid on this project. LENEL does not allow non-certified companies to access their system for installations.” No consent was granted, therefore Secured Technologies, Inc. has been deemed an unresponsible bidder.
The City’s Municipal Security Unit has recommended against permitting subcontracting for this project, citing the sensitive nature of access control systems and the need to maintain strict oversight. Subcontracting introduces potential security risks and can undermine the integrity and accountability of the system.
In addition, ensuring that the awarded vendor possesses the proper enterprise-level certifications is vital for a project of this scope. Not all bidders may hold the advanced system integration credentials required to support complex, multi-site deployments. By limiting work to a fully qualified, certified vendor, the City ensures long-term system reliability, proper manufacturer support, and adherence to industry best practices.
5. The Technology Services Department reviewed the next lowest proposal from Bryant Integrated Technologies, Inc. and has deemed them to be the most responsive/responsible vendor. Bryant Integrated Technologies Inc. holds the necessary Lenel enterprise-level certifications, ensuring compliance with manufacturer standards for enterprise system installation and integration.
6. In addition, Bryant Integrated Technologies Inc. has also completed the Equal Benefits Certification Form and has stated that the "Contractor currently complies with the requirements of this section."
7. Request Commission to award IFB # TS-24-17 “Lenel Project at Various Schools" to the most responsive/responsible bidder, Bryant Integrated Technologies Inc. in the amount not to exceed $264,136.42.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Cost: Amount not to exceed $264,136.42
b) Amount budgeted for this item in Account No: Funds are budgeted in the following account # 001-513-2002-552650-0000-000-0000-00308-Non-Capital Equipment & #001-513-2002-552652-0000-000-0000-00308- Non-Capital Software & License
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.