Title
MOTION TO AWARD IFB # TS-24-07 "MILESTONE VMS" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, BRYANT INTEGRATED TECHNOLOGIES, IN THE AMOUNT NOT TO EXCEED $58,348.40.
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."
- 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."
- Section 35.36 of the City's Code of Ordinances is titled "Local Vendor Preference"
- Section 35.36(B)(4) states, “If multiple local Pembroke Pines vendors submit bids/quotes which are within 5% of the lowest bid/quote, then all vendors will be asked to submit a best and final offer (BAFO). The award will be made to the local Pembroke Pines vendor submitting the lowest BAFO providing that that BAFO is at least 1% lower than the lowest bid/quote received in the original solicitation. If no local Pembroke Pines vendor can beat the lowest bid/quote by at least 1 %, then the process will be repeated with all local Broward County vendors who have submitted a bid/quote which is within 2.5% of the lowest bid/quote. If no local Pembroke Pines vendor and no local Broward County vendor can submit a BAFO that is at least 1% lower than the lowest bid/quote submitted in the original solicitation, the award will be made to the lowest responsive bidder regardless of geographic location of the business. ”
SUMMARY EXPLANATION AND BACKGROUND:
1. On April 3, 2024, the City Commission authorized the advertisement of TS-24-07 “Milestone VMS”, which was advertised on April 9, 2024.
2. The purpose of this solicitation was to seek proposals from qualified firms to provide the requested Milestone Video Management System (VMS) renewal licenses for the City of Pembroke Pines. Milestone is a Video Management System (VMS) that is used throughout the City of Pembroke Pines and Pembroke Pines Charter Schools. Video Management Systems are used to organize video footage, search for specific incidents, and manage security components like cameras, video processing servers, and storage devices.
3. On May 7, 2024, the City opened seven (7) bids from the following vendors, listed in ascending order:
|
Vendors |
Total Cost |
|
Affinitech |
$55,357.32 |
|
Security 101 Holdings, LLC |
$55,447.51 |
|
Bryant Integrated Technologies |
$55,882.93 |
|
K&M Communications Corp |
$64,011.36 |
|
Gerelcom, Inc. |
$71,720.90 |
|
Convergint Technologies LLC |
$71,849.49 |
|
CnergyPro Global Solutions LLC |
$78,490.12 |
4. The Technology Services Department originally requested a quantity of 1200 device licenses for the device licenses, however the City was informed that we already had 1337 device licenses and that Milestone would have to provide the renewal for 1337 licenses, not the stated 1200 licenses in the bid package. The bid package included line-item pricing for the licenses, and the Procurement Department reached out to the bidders to confirm if their proposed unit prices would apply for the additional 137 device licenses that were needed. As a result, based on the information received, below is the updated summary of the bidders total pricing to include the 1337 device licenses:
|
Vendors |
Total Cost |
|
Affinitech |
$61,603.15 |
|
Security 101 Holdings, LLC |
$61,727.59 |
|
Bryant Integrated Technologies |
$62,212.33 |
|
K&M Communications Corp |
$64,011.36 |
|
Convergint Technologies LLC |
$71,849.49 |
|
Gerelcom, Inc. |
$79,845.00 |
|
CnergyPro Global Solutions LLC |
$87,380.05 |
4. After reviewing the bids, it was determined that Security 101 Holdings, LLC. and Bryant Integrated Technologies both qualified for Local Vendor Preference as Local Broward County Vendors (LBCVs) because their prices were within 2.5% of the lowest price submitted. According to the policy described in City Ordinance 35.36, if multiple LBCVs submit bids/quotes which are within 2.5% of the lowest bid/quote, then all LBCVs will be asked to submit a best and final offer (BAFO). The award will be made to the LBCV submitting the lowest BAFO providing that that BAFO is at least 1% lower than the lowest bid/quote received in the original solicitation.
5. Security 101 Holdings, LLC. submitted a second bid of $60,987.12 and Bryant Integrated Technologies submitted a second bid of $58,348.40. Both bids were at least 1% lower than the lowest bid, however since Bryant Integrated Technologies was the lowest BAFO, they would be the vendor recommended for award.
6. The Technology Services Department has deemed Bryant Integrated Technologies as the most responsive/responsible bidder.
7. In addition, Bryant Integrated Technologies, have completed the Equal Benefits Certification Form and has stated that the "Contractor currently complies with the requirements of this section."
8. Request Commission to award IFB # TS-24-07 “Milestone VMS", to the most responsive/responsible bidder, Bryant Integrated Technologies, in the amount not to exceed $58,348.40.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $58,348.40.
b) Amount budgeted for this item in Account No: Funds are available in account # 001-513-2002-546801-0000-000-0000-00308 (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.