Title
MOTION TO AWARD IFB # TS-25-04 "NETMOTION RENEWAL LICENSES" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, VCLOUD TECH INC., IN THE AMOUNT NOT TO EXCEED $62,080.95.
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 35.19(E) is titled "Bid opening procedure."
- 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 January 15, 2025, the City Commission authorized the advertisement of IFB # TS-25-04 "Netmotion Renewal Licenses", which was advertised on January 22, 2025.
2. The purpose of this solicitation was to seek proposals from qualified firms to provide the requested Netmotion renewal licenses. Netmotion securely extends the City’s network to the mobile environment for Police, Code Compliance, Fire, City IT and Administration. It is mobile VPN software that maximizes mobile field worker productivity by maintaining and securing their data connections as they move in and out of wireless coverage areas and roam between networks. Designed specifically for wireless environments, Netmotion provides IT managers with the security and centralized control needed to effectively manage a mobile deployment. Netmotion complements existing IT systems, is highly scalable, and easy to deploy and maintain.
3. On February 18, 2025, the City opened three (9) bids from the following vendors (listed in ascending order):
|
Vendor |
Total Cost |
|
JPT-TECH, LLC |
$54,500.40 |
|
vCloud Tech, Inc. |
$62,080.95 |
|
GHA Technologies, Inc. |
$62,130.00 |
|
Zones LLC |
$62,140.90 |
|
Axelliant, LLC. |
$62,200.85 |
|
vPrime Tech Inc. |
$62,342.55 |
|
Hypertec USA, Inc. |
$64,375.40 |
|
Kambrian Corporation |
$64,435.35 |
|
Howard Technology Solutions |
$64,855.00 |
4. The bid results showed that JPT-TECH, LLC was the lowest bidder. However, during the Procurement Department’s verification of vendor submittals, JPT-TECH, LLC informed the Procurement Department that they decided to withdraw their bid and stated the following:
“After reviewing the details of your inquiry, we have reached out to our internal vendor team to validate the pricing submitted in our bid. Upon further examination, it appears that the pricing provided may not be accurate due to recent manufacturer price increases. Given this situation, we would like to respectfully withdraw our bid for this project. We apologize for any inconvenience this may cause and appreciate your understanding.”
As a result, JPT-TECH, LLC’s withdrawal, was accepted, and they were deemed unresponsive.
5. The Technology Services Department and Procurement Department reviewed the next lowest priced bid from vCloud Tech, Inc. and deemed them to be the most responsive/responsible bidder.
6. In addition, vCloud Tech, 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-25-04 “Netmotion Renewal Licenses” to the most responsive/responsible bidder, vCloud Tech, Inc., in the amount not to exceed $62,080.95.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $62,080.95 for the one-year period.
b) Amount budgeted for this item in Account No: Funds will be available in the following accounts 001-513-2002-546801-0000-000-0000 (I.T. Maintenance Contracts) & 001-521-3001-534995-0000-000-0000 (Other Services IT)
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.