Title
MOTION TO AWARD IFB # TS-25-15 "NEMA 4X ENCLOSURES" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, TADEOS ENGINEERING LLC, IN THE AMOUNT NOT TO EXCEED $87,214.32.
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 August 6, 2025, the City Commission authorized the advertisement of IFB # TS-25-15 “Nema 4X Enclosures”, which was advertised on August 14, 2025.
2. The purpose of the solicitation was to seek bids from qualified contractors to purchase 12 complete NEMA 4X outdoor enclosures, fully sealed and climate-controlled, suitable for housing Cradlepoint E300 routers with 5U rack space to accommodate switching gear, UPS units, and future expansions. These enclosures will be factory-configured with integrated HVAC and are to be installed by City personnel; IT provisioning will be handled by the Municipal Security Unit.
The City is expanding its surveillance and traffic management network by deploying cloud-managed video and IoT camera systems at multiple outdoor locations. These systems rely on Cradlepoint E300 routers to provide resilient 5G/LTE connectivity, remote management, and SD-WAN security - all essential for maintaining real time video feeds and centralized monitoring of City-owned assets.
To ensure uninterrupted operation, each location requires a rugged, weather-resistant enclosure that protects critical electronics from environmental threats, such as rain, windblown dust, icing, and corrosion, while maintaining internal temperatures suitable for optimal performance. NEMA 4X-rated enclosures fulfill these requirements, offering the necessary ingress protection and durability for outdoor equipment.
The existing installations have utilized aluminum enclosures with integrated HVAC to house the Cradlepoint E300, 5U of switching and power equipment, and a UPS. This project aims to procure 12 fully AC-equipped, NEMA 4X outdoor enclosures (DDB OD-30DXC or equivalent). These units will support reliable and secure installations with the capacity for future system growth, while ensuring consistent environmental protection and optimal remote networking performance.
3. On September 2, 2025, the City opened bids from the following eleven (11) vendors listed in ascending order:
|
Vendor |
Primary |
Alternate |
|
Anixter, Inc. |
$28,404.00 |
$28,404.00 |
|
Tadeos Engineering LLC |
$87,214.32 |
$0.00 |
|
Verity Partners Inc. |
$94,902.00 |
$0.00 |
|
vPrime Tech Inc. |
$99,997.92 |
$0.00 |
|
Triad Security Group Inc. |
$104,700.00 |
$0.00 |
|
Questivity |
$109,358.76 |
$0.00 |
|
GHA Technologies, Inc. |
$180,000.00 |
$90,000.00 |
|
Neobits, Inc. |
$213,573.84 |
$106,786.92 |
|
Miami Business Telephone Corp |
$222,000.00 |
$111,000.00 |
|
Technology International, Inc. |
$242,400.00 |
$121,200.00 |
|
Orion Connectivity Services, Inc. |
$294,901.68 |
$147,450.84 |
4. During the evaluation process, the Procurement and Sustainability Department communicated with Anixter, Inc to validate pricing for the requested items. Anixter, Inc. confirmed that an item was inadvertently omitted and that the price submitted cannot be honored. As a result, they forfeit their bid.
5. The Technologies Services Department and Procurement and Sustainability Department reviewed the next lowest priced bid from Tadeos Engineering LLC. and deemed them to be the most responsive/responsible bidder.
6. In addition, Tadeos Engineering LLC, has also completed the Equal Benefits Certification form and has stated that the Contractor currently complies with the requirement of this section.
7. Request Commission to award IFB # TS-25-15 "NEMA 4X Enclosures” to the most responsive/responsible bidder, Tadeos Engineering LLC, in the amount not to exceed $87,214.32.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $87,214.32
b) Amount budgeted for this item in Account No: Funds are available in Account # 001-513-2002-664400-0000-000-0000-00308 (Other 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.