Title
MOTION TO AWARD IFB # TS-25-08 "ADOBE RENEWALS" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, PAWOL TAFYA, LLC, IN AN AMOUNT NOT TO EXCEED $61,065.18 FOR AN INITIAL ONE (1) YEAR PERIOD.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
- 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 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- 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 35.37 of the City’s Code of Ordinances is titled “Military Veteran’s Preference”
- Section 35.37(A) states, “For the purpose of this section, the following definitions shall apply unless the context clearly indicates or requires a different meaning: VETERAN OWNED SMALL BUSINESS. A business entity which has received a Determination Letter from the United States Department of Veteran Affairs Center for Verification and Evaluation notifying the business that they have been approved as a veteran owned small business (VOSB).”
- Section 35.37(B)(1) states, “Competitive bid. For bid evaluation purposes, vendors that meet the definition of veteran owned small business, as defined herein, shall be given a 2.5% evaluation credit. This shall mean that if a veteran owned small business submits a bid/quote that is within 2.5% of the lowest price submitted by any vendor, the veteran owned small business shall have an option to submit another bid which is at least 1% lower than the lowest responsive bid/quote. If the veteran owned small business submits a bid which is at least 1% lower than that lowest responsive bid/quote, then the award will go to the veteran owned small business. 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 or a local Broward County vendor as established in §35.36 of this Code, entitled "Local Vendor Preference", then 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 April 2nd, 2025, the City Commission authorized the advertisement of IFB # TS-25-08" Adobe Renewals", which was advertised on April 9th, 2025.
2. The purpose of this solicitation was to seek proposals from qualified firms to provide the Technology Services Department with the requested annual Adobe Software licensing renewal for the City of Pembroke Pines, in accordance with the terms, conditions, and specifications contained in this solicitation.
Adobe Acrobat Pro DC is composed of three components: Acrobat DC, which allows for a variety of editing functions on PDFs on desktop and mobile devices; Adobe Document Cloud, which allows for users to create and export PDF files, as well as store and send files and collect electronic signatures; and Acrobat Reader DC, which enables users to read, print, and sign PDFs.
Adobe Creative Cloud - All Apps is a collection of creative design desktop applications, mobile apps, and services for designing, developing, and publishing graphical, video, audio, and interactive content for print, the web, and mobile devices. The Creative Cloud All Apps plan offers more than 20 creative apps, including Photoshop, Illustrator, Premiere Pro, After Effects, InDesign, and Acrobat. Also included are social media templates, cloud storage, thousands of Adobe Fonts, and access to Adobe Portfolio and Behance.
3. On April 29th, 2025, the City opened twenty-two (22) proposals, from the following vendors (listed in ascending order):
|
Vendor |
Total |
|
Arif International Corporation DBA Numeriksoft |
$61,682.00 |
|
Coquina Labs Inc. |
$61,688.80 |
|
vCloud Tech Inc |
$61,973.40 |
|
Pawol Tafya, LLC |
$61,989.996 |
|
TommyTQL LLC |
$62,000.00 |
|
Questivity |
$62,229.60 |
|
vPrime Tech Inc |
$62,378.40 |
|
Software Information Resource Corp |
$62,449.00 |
|
EIDIM Group, Inc. dba EIDIM AV Technology |
$62,573.20 |
|
Hypertec USA Inc. |
$62,946.80 |
|
MarsBear Tech |
$63,189.40 |
|
ENGAGE SYSTEMS LLC / HUSTOFT |
$63,540.00 |
|
GHA Technologies, Inc |
$63,595.20 |
|
Milliard Tek |
$63,667.20 |
|
Quality Tech Solutions, LLC |
$63,900.00 |
|
Synex Corporation |
$64,094.80 |
|
Kambrian Corporation |
$64,159.20 |
|
Sai Infotek Inc |
$64,774.60 |
|
DHE Computer Systems |
$65,140.00 |
|
Agilant Solutions, Inc. |
$66,200.00 |
|
Howard Industries, Inc. |
$67,860.00 |
|
MHP Solutions LLC |
$111,000.00 |
4. Arif International Corporation DBA Numeriksoft submitted the lowest overall proposal in the amount of $61,682.
5. However, it was determined that Synex Corporation and Pawol Tafya, LLC qualified to submit a second bid. Synex Corporation qualified as a local Pembroke Pines vendor while Pawol Tafya, LLC qualified as a Veteran Owned Small Business.
Per Section 35.37(B)(2) of the City’s Code of Ordinance, if there is a local Pembroke Pines vendor, a local Broward County vendor, and a veteran owned small business participating in the same bid solicitation and all three vendors qualify to submit a second bid as detailed above, the local Pembroke Pines vendor will be given first option. If the local Pembroke Pines vendor cannot beat the lowest bid received by at least 1%, an opportunity will be given to the local Broward County vendor. If the local Broward County vendor cannot beat the lowest bid by at least 1%, an opportunity will be given to the veteran owned small business.
The Procurement Department reached out to Synex Corporation to give them the first option to submit a second bid at least 1% lower than the lowest bid per Section 35.37(B)(2) of the City’s Code of Ordinance. Synex Corporation reviewed the option but declined offering a second quote.
6. According to Section 35.37(A), "For the purpose of this section, the following definitions shall apply unless the context clearly indicates or requires a different meaning: VETERAN OWNED SMALL BUSINESS. A business entity that has received a Determination Letter from the United States Department of Veterans Affairs Center for Verification and Evaluation, notifying the business that it has been approved as a veteran owned small business (VOSB).”
The Veteran Business Certification submitted by Pawol Tafya LLC was issued by the Florida Department of Management Services (DMS) Office of Supplier Diversity, which has a primary focus on supporting small businesses in Florida and has the authority to certify certain businesses as “Veteran Business Enterprises.”
As noted, the definitions in the City's code apply unless the context clearly indicates a different interpretation. While the City has not received a Determination Letter from the United States Department of Veterans Affairs, as required by the Code, the City Attorney’s Office has reviewed the Veteran Business Certification ssued by the Florida Department of Management Services (DMS) Office of Supplier Diversity and has advised that it is an acceptable document that satisfies the veteran-owned business requirements under the City’s Procurement Code.
Since there was no local Broward County Vendor, Pawol Tafya LLC was given the second option to submit a second bid with a Veteran Owned Small Business Preference (VOSB). As outlined in City Ordinance 35.37(B)(1), if a VOSB meets the criteria for submitting a second bid, the VOSB is given the opportunity to beat the lowest responsive bid by at least 1%.
Pawol Tafya, LLC accepted the opportunity to submit a second bid to beat Arif International Corporation DBA Numeriksoft’s bid by at least 1%. Pawol Tafya, LLC submitted a second bid for a total price of $61,065.18. The detailed breakdown of their second bid is as follows:
|
Line # |
Description |
Qty. |
Unit Price |
Total |
|
1 |
Adobe Pro DC (per user 12 mos) |
300 |
$ 92.415 |
$ 27,724.50 |
|
2 |
Creative Cloud - All Apps (per user 12 mos) |
40 |
$ 833.517 |
$ 33,340.68 |
|
|
|
|
Total |
$ 61,065.18 |
7. The Technology Services Department accepted Pawol Tafya, LLC’s, second bid as it was 1% lower than the lowest bid and deemed them the most responsive/responsible bidder.
8. In addition, Pawol Tafya, LLC has also completed the Equal Benefits Certification Form and has stated that the "Contractor currently complies with the requirements of this section."
9. Request Commission to award IFB # TS-25-08 “Adobe Renewals” to the most responsive/responsible bidder, Pawol Tafya, LLC, in an amount not to exceed $61,065.18 for an initial one (1) year period.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $61,065.18.
b) Amount budgeted for this item in Account No: 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.