Title
MOTION TO AWARD IFB # TS-25-13 "AXIS CAMERAS RE-BID" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, OFFICE DEPOT LLC, IN THE AMOUNT NOT TO EXCEED $107,292.62.
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 35.19(E)(5) states, "The city reserves the right to waive any irregularities in the bids, as determined by the Chief Procurement Officer and approved by the City Manager"
- 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."
- Section 35.36 of the City's Code of Ordinances is titled "Local Vendor Preference"
- Section 35.36(B)(1) states, “if a local Pembroke Pines vendor submits a bid/quote that is within 5% of the lowest price submitted by any vendor, the local Pembroke Pines vendor shall have an option to submit another bid which is at least 1% lower than the lowest responsive bid/quote. If the local Pembroke Pines vendor submits a bid which is at least 1% lower than that lowest responsive bid/quote, then the award will go to the local Pembroke Pines vendor. If not, the award will be made to the vendor that submits the lowest responsive bid/quote. If the lowest responsive and responsible bidder IS a local Pembroke Pines vendor, the award will be made to that vendor and no other bidders will be given an opportunity to submit additional bids as described herein.”
SUMMARY EXPLANATION AND BACKGROUND:
1. On March 19, 2025, the City Commission authorized the advertisement of IFB # TS-25-07 " Axis Cameras", which was advertised on March 26, 2025.
2. The purpose of this solicitation was to seek proposals from qualified firms to provide the requested network cameras to the Technology Services Department.
The Technology Services Department will be replacing end-of-life (EOL) camera systems throughout City facilities with updated models. This initiative is part of our ongoing effort to enhance facility security, ensure system reliability, and leverage advancements in surveillance technology. The new systems will provide improved video quality, better integration with existing infrastructure, and long-term support.
3. On August 6, 2025, the City Commission approved the rejection of all bids for IFB # TS-25-07 “Axis Cameras” and authorized the advertisement of IFB # TS-25-13 “Axis Cameras Re-Bid” due to multiple vendors being unable to confirm their pricing, primarily caused by changes from the manufacturer, Axis, citing tariffs and broader supply chain challenges.
4. On September 2, 2025, the City opened forty (40) bids, from the following vendors:
|
Vendor |
Total |
|
Midwest Alarm Company Inc. |
$108,376.91 |
|
GHA Technologies, Inc. |
$109,563.39 |
|
ODP Business Solutions LLC |
$112,567.61 |
|
Riverside Technologies, Inc. |
$113,744.90 |
|
Tech Advanced Computers Inc. |
$115,390.00 |
|
FOCUS CAMERA |
$116,055.80 |
|
Fortified Security Solutions |
$117,271.00 |
|
AN Systems Marketing LLC |
$117,365.00 |
|
AKA Comp Solutions, INC. |
$120,499.46 |
|
ProLogic ITS, LLC |
$121,443.81 |
|
NWN Corporation |
$122,258.12 |
|
AVI-SPL LLC |
$123,277.14 |
|
Robert J Young Company, LLC (doing business as RJ Young) |
$125,467.75 |
|
MIAMI BUSINESS TELEPHONE CORP |
$125,686.45 |
|
COMMSKI, LLC |
$125,816.74 |
|
Mission Critical Solutions, Inc. |
$126,972.00 |
|
Hypertec USA Inc. |
$128,288.28 |
|
EIDIM Group, Inc. dba EIDIM AV Technology |
$129,193.54 |
|
vCloud Tech Inc. |
$131,846.10 |
|
Imperium Data Networks |
$132,424.32 |
|
Audio Video Systems, Inc. |
$134,043.99 |
|
Strictly Technology |
$134,348.37 |
|
Integrated Fire and Security Solutions Inc. |
$135,020.95 |
|
vPrime Tech Inc. |
$135,944.50 |
|
SOLOTECH SALES & INTEGRATION USA INC. |
$136,918.00 |
|
International Global Solution (IGS) |
$137,806.29 |
|
Sai Infotek Inc. |
$138,570.69 |
|
United Safety and Alarms, Inc. |
$139,151.87 |
|
ANCE Engineering Inc. |
$140,181.83 |
|
Total Network Consulting, LLC |
$149,106.45 |
|
Servexo Protective Services |
$149,301.54 |
|
Safeware Inc. |
$149,993.17 |
|
Kijero LLC |
$151,771.71 |
|
Verity Partners Inc. |
$152,190.00 |
|
Orion Connectivity Services, Inc. |
$155,939.90 |
|
Next Link Communications |
$157,174.00 |
|
EVERYNEED SUPPLY LLC |
$159,330.04 |
|
Construction 95 LLC |
$163,600.00 |
|
Tadeos Engineering LLC |
$167,040.20 |
|
THE ARCHIE CORPORATION LLC |
$184,367.29 |
5. During the project’s question and answer period, some vendors noted that they were unable to provide pricing for some models originally requested in the scope of work, since some of the models have been discontinued. The Technology Services Department allowed for the submission of the new version of those models in addition to the models originally requested.
6. The Procurement Department contacted the lowest priced vendors to verify pricing for the requested items. All vendors contacted confirmed their pricing, and the lowest-priced bidder was Midwest Alarm Company.
7. During the evaluation, it was determined that ODP Business Solutions submitted their bid under one of its affiliated entities, Office Depot LLC. However, because they registered in OpenGov as ODP Business Solutions, that is the name under which their bid appears in the system. In addition, the Local Vendor Preference Certification included in their original submission indicated that they were a Local Broward County Vendor, however they provided an updated form confirming that they are a Local Pembroke Pines Vendor as indicated on their Local Business Tax Receipt.
8. Per section 35.36 Local Vendor Preference of City’s Code of Ordinance, Office Depot LLC qualified for Local Vendor Preference, as a Pembroke Pines Vendor. Their price was within 5% of the lowest price submitted. The policy states that “if a local Pembroke Pines vendor submits a bid/quote that is within 5% of the lowest price submitted by any vendor, the local Pembroke Pines vendor shall have an option to submit another bid which is at least 1% lower than the lowest responsive bid/quote. If the local Pembroke Pines vendor submits a bid which is at least 1% lower than that lowest responsive bid/quote, then the award will go to the local Pembroke Pines vendor.”
The Procurement Department reached out to Office Depot LLC, to give them the option to submit a second bid that is at least 1% lower than the lowest responsive.
9. Office Depot LLC accepted the offer and submitted a revised bid totaling $107,292.62
Office Depot LLC bid was a least 1% lower than the lowest bid and confirmed they were able to provide all items as specified in the original scope of work with no waivers or exceptions.
10. The Technology Services Department deemed Office Depot LLC to be the most responsive/responsible bidder.
11. In addition, Office Depot LLC, has also completed the Equal Benefits Certification Form and has stated that the “Contractor currently complies with the requirements of this section.”
12. Request Commission to award IFB # TS-25-13, “Axis Cameras Re-Bid” to the most responsive/responsible bidder, Office Depot LLC, in the amount not to exceed $107,292.62.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $107,292.62.
b) Amount budgeted for this item in Account No: Funds are available in account # 001-513-2002-552650-0000-000-0000-00308 (Non-capital Equipment)
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.