Title
MOTION TO RESCIND THE AWARD OF IFB # TS-26-01 "VMWARE ANNUAL RENEWAL" FROM YOUR TECH SOLUTIONS LLC, IN THE AMOUNT OF $99,000, AND TO AWARD THE MOST RESPONSIVE/RESPONSIBLE BIDDER, VEYTEC INC, IN AN AMOUNT NOT TO EXCEED $111,402.
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 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 $100,000 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 $100,000, 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 Mach 18, 2026, the City Commission authorized the advertisement of IFB # TS-26-01 “VMware Annual Renewal ", which was advertised on March 24, 2026.
2. The purpose of the solicitation was to seek bids from qualified firms to provide the requested annual renewal of VMware vSphere Foundation 8 licensing for the City of Pembroke Pines, in accordance with the terms, conditions, and specifications contained in this solicitation.
3. VMware is a software company that enables virtualization, allowing multiple virtual machines to run on a single physical server to improve efficiency and reduce hardware costs. Its technology powers data centers, cloud infrastructure, and virtualized environments across various industries, helping to manage resources and support cloud computing.
VMware vSphere Foundation 8 is a virtualization platform designed for efficient data center management, combining VMware's core virtualization tools with Kubernetes support for modern workloads.
VMware vSphere Foundation 8 includes several key components for virtualization and workload management:
• vSphere Enterprise Plus: Provides virtualization and management features like vSphere ESXi for hosting VMs and Tanzu Kubernetes Grid for running Kubernetes workloads.
• vCenter Server Standard: A centralized management tool for controlling and automating multiple vSphere hosts and virtual machines.
• Aria Suite Standard: A suite for monitoring and operations management, including Aria Operations and Aria Operations for Logs for streamlined monitoring and troubleshooting.
• vSAN Enterprise: A storage virtualization feature with a basic allocation (100 GiB per CPU core) that allows for scalable, shared storage across the environment.
4. On April 21, 2026, the City opened bids from the following six (6) vendors listed in ascending order:
|
Vendor |
Total |
|
YOUR TECH SOLUTIONS LLC |
$99,000.00 |
|
New Tech Solutions Inc |
$108,750.00 |
|
Axelliant LLC |
$108,810.00 |
|
Veytec Inc |
$111,402.00 |
|
Sentinel Technologies, Inc |
$115,800.00 |
|
GHA Technologies, Inc. |
$167,400.00 |
5. During the evaluation process, the Procurement and Sustainability Department contacted Your Tech Solutions Inc. to validate the pricing for the requested items. Your Tech Solutions Inc. confirmed that its quoted pricing remained valid.
Because the total purchase amount was below $100,000, City Commission approval was not required pursuant to Statute 35.2(A)(1). Accordingly, the award was made administratively, and a purchase order was subsequently issued to Your Tech Solutions Inc.
On May 29, 2026, the Technology Service Department received an email from Your Tech Solutions Inc. stating that they were no longer able to honor the pricing submitted in their bid.
6. As a result of Your Tech Solutions Inc. being unable to honor the pricing submitted in its bid, the Procurement and Sustainability Department contacted the next lowest bidder, New Tech Solutions, to determine whether it could uphold its proposed pricing. New Tech Solutions was unable to confirm its bid pricing.
The third-lowest bidder, Axelliant LLC, was subsequently contacted but was also unable to confirm that it could honor its submitted pricing.
The Procurement and Sustainability Department then contacted the fourth-lowest bidder, Veytec Inc. and they confirmed that they could honor their bid pricing and fulfill the requirements of the solicitation.
The Procurement and Sustainability Department and the Technology Services Department jointly reviewed Veytec Inc.’s submission for accuracy and determined they are the most responsive/responsible vendor.
7. As a result, the Technology Services Department along with the Procurement and Sustainability Department recommends moving forward with Veytec Inc.
8. Request Commission to rescind the award of IFB # TS-26-01 "VMware Annual Renewal" from Your Tech Solutions Inc. in the amount of $99,000, and to award the contract to the most responsive/responsible bidder, Veytec Inc., in an amount not to exceed $111,402.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $111,402.
b) Amount budgeted for this item in Account No: Funds are available in Account # 001-513-2002-552652-0000-000-0000 (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.