Title
MOTION TO AWARD IFB # TS-26-05 "EXAGRID HARDWARE RE-BID" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, ARIF INTERNATIONAL CORPORATION DBA NUMERIKSOFT IN THE AMOUNT NOT TO EXCEED $177,466.15 FOR A ONE (1) YEAR PERIOD.
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 35.19 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 April 15, 2026, the City Commission authorized the advertisement of IFB # TS-26-03 "ExaGrid Hardware", which was advertised on April 22, 2026.
2. Due to vendors citing manufacturer pricing adjustments scheduled for July 2026, vendors were unable to guarantee their bid pricing for TS-26-03 "ExaGrid Hardware” through the City’s anticipated award process.
3. For this reason, on August 5, 2026, the City Commission approved the rejection of all bids for IFB # TS-26-03 “ExaGrid Hardware” and authorized the advertisement of IFB # TS-26-05 “ExaGrid Hardware Re-Bid”.
4. The purpose of the solicitation was to seek proposals from qualified firms to provide the requested annual ExaGrid hardware support and maintenance renewal, in accordance with the terms, conditions, and specifications contained in this solicitation.
This procurement includes the replacement of existing end-of-life hardware to ensure continued reliability, performance, and supportability of the City’s backup infrastructure.
ExaGrid serves as the City’s dedicated backup storage and replication solution, designed to protect critical data assets. It securely maintains system backups, enables rapid data recovery when needed, and supports replication to enhance resilience and ensure the continuity of City operations.
5. On September 8, 2026, the City opened twelve (12) proposals, from the following vendors:
|
Vendor |
Total |
|
Arif International Corporation |
$177,466.15 |
|
ASIMER TECH LLC |
$178,108.23 |
|
LH Computer Services |
$183,757.00 |
|
Software Information Resource Corp |
$184,310.29 |
|
American Business Solutions, Inc. |
$185,523.74 |
|
Adler Charles Services inc |
$185,850.33 |
|
General Datatech, L.P. |
$192,381.69 |
|
One Nation Distribution LLC |
$192,424.00 |
|
GHA Technologies, Inc |
$197,780.69 |
|
Global Group Holding LLC |
$200,000.00 |
|
vCloud Tech Inc. |
$206,622.27 |
|
vPrime Tech Inc |
$274,461.96 |
6. During the evaluation process, the Procurement and Sustainability Department contacted the lowest bidder, Arif International Corporation DBA Numeriksoft, to verify the pricing submitted for the requested items.
Arif International Corporation, Inc. confirmed the pricing submitted in its proposal and agreed to honor the quoted pricing through the City’s anticipated award process.
7. Request Commission to award IFB # TS-26-05 “ExaGrid Hardware Re-Bid” to the most responsive/responsible bidder, Arif International Corporation DBA Numeriksoft, in the amount not to exceed $177,466.15 for a one (1) year period.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $177,466.15 for a one (1) year period.
b) Amount budgeted for this item in Account No: Funds are available in Account # 001-513-2002-664400-0000-000-0000 (Other Equipment) and 001-513-2002-546801-0000-000-0000 (IT Maintenance Contracts)
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.