Title
MOTION TO AWARD IFB # ED-26-01 "E-RATE CISCO SWITCHES FOR WEST CAMPUS” TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, DOF CREATIONS, LLC., IN THE AMOUNT NOT TO EXCEED $324,548.62.
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 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 $100,000 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(G) states "Contracts shall be awarded to the lowest responsive, responsible bidder, which provides the best value to the city. In determining the “lowest responsive, responsible bidder,” the Chief Procurement Officer shall consider:"
(1) The prices contained in the bid;
(2) The ability, capacity and skill of the bidder to perform the contract or provide the service required;
(3) Whether the bidder can perform the contract or provide the service promptly or within the time specified, without delay or interference;
(4) The character, integrity, reputation, judgment, experience and efficiency of the bidder;
(5) The quality of performance of previous contracts of services, including, but not limited to, city contracts;
(6) The previous and existing compliance by the bidder with laws and ordinances relating to the contract or service;
(7) The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service;
(8) The quality, availability and adaptability of the commodities or services to the particular use required;
(9) The ability of the bidder to provide future maintenance and service for the use of the subject of the contract;
(10) The number and scope of conditions attached to the bid;
(11) The overall cost to the city;
(12) Whether the bidder is involved in any pending litigation with the city; and/or
(13) The best interests of the city.
- 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 $100,000, 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 21, 2026, the City Commission authorized the advertisement of IFB # ED-26-01 “E-Rate Cisco Switches for West Campus”, which was advertised on January 27, 2026.
2. The IFB was drafted with the guidance and assistance of the City’s E-Rate Consultant, Janie Griffith of Janie Griffith Consulting, LLC. The purpose of this solicitation was to find qualified firms to provide the requested Cisco Infrastructure hardware for the West Elementary and Middle School Campus of the City’s Charter Schools while ensuring compliance with the requirements of the Federal Communications Commission’s (FCC) E-Rate program and receive funding from the Universal Service Fund.
3. The requested hardware will be replacing aged and end of life (EOL) hardware at the City’s West Elementary and Middle School Campus.
4. The E-Rate program provides discounts for telecommunications, Internet access, telecom devices, and internal connections to eligible schools and libraries. After the bid goes through a competitive bidding process that complies with FCC rules and state and local procurement requirements, the Universal Service Administrative Company (USAC) issues funding commitments to eligible applicants. Discounts range from 20 to 90 percent and are based on the poverty level of the schools. Recipients must pay some portion of the costs. The Pembroke Pines Charter Schools qualify for a 60% discount of costs related to data communications and equipment for FY2026-27.
5. To secure federal funding, the City must submit FCC Form 471 and all required documentation by April 1, 2026, at 11:59 p.m. If approved, the awarded vendor would invoice the City for 40% of the total cost related to FY2026-27 and then they would request for the remaining 60% to be paid by USAC. Similarly, a portion of the costs for future years of service will be billed to the City and the remaining portions will be paid for by USAC. The discounts may fluctuate in future years.
6. The bid package requested pricing for several possible network equipment configurations in order to allow City’s staff to evaluate cost differences between the Cisco Catalyst 9200 and Cisco Catalyst 9200-L switch options, as well as variations in power supply configurations. To facilitate this evaluation, the bid package included five (5) separate bid tables, each representing a different equipment configuration or component as summarized below:
|
|
Bid Table # |
Table Description |
|
|
1 |
C9200-48P-EDU (Single Power Supply Unit) |
|
|
2 |
C9200-48P-EDU (Dual Power Supply Unit) |
|
|
3 |
C9200L-48P-4X-EDU (Single Power Supply Unit) |
|
|
4 |
C9200L-48P-4X-EDU (Dual Power Supply Unit) |
|
|
5 |
CW9164I-B |
7. On February 24,2026, the City opened ten (10) bids from the following vendor(s):
|
|
Vendor |
Bid Table 1 |
Bid Table 2 |
Bid Table 3 |
Bid Table 4 |
Bid Table 5 |
Total |
|
|
DOF CREATIONS, LLC |
$172,080.50 |
$46,814.49 |
$167,183.25 |
$49,315.92 |
$108,049.45 |
$543,443.61 |
|
|
Imperial Electric |
$196,320.75 |
$53,531.94 |
$190,700.00 |
$56,459.52 |
$122,591.25 |
$619,603.46 |
|
|
Arif International Corporation |
$211,904.00 |
$59,530.26 |
$206,479.75 |
$62,087.40 |
$115,558.35 |
$655,559.76 |
|
|
PC Solutions & Integration, Inc. |
$205,458.50 |
$55,447.20 |
$199,708.00 |
$54,067.08 |
$159,529.70 |
$674,210.48 |
|
|
Questivity |
$243,593.00 |
$64,800.54 |
$225,240.25 |
$69,421.38 |
$108,330.80 |
$711,385.97 |
|
|
Cluster Technology Group |
$238,644.50 |
$65,010.30 |
$211,466.00 |
$63,644.46 |
$149,365.40 |
$728,130.66 |
|
|
Strictly Technology |
$258,560.25 |
$71,577.84 |
$251,658.50 |
$76,258.56 |
$127,240.75 |
$785,295.90 |
|
|
JTF Business Systems |
$264,268.25 |
$72,843.60 |
$270,896.75 |
$80,713.92 |
$131,387.90 |
$820,110.42 |
|
|
Presidio Networked Solutions LLC |
$269,536.25 |
$74,309.16 |
$262,390.75 |
$79,007.88 |
$141,270.85 |
$826,514.89 |
|
|
Tech Advanced Computers Inc |
$273,375.00 |
$75,300.00 |
$267,625.00 |
$80,370.00 |
$139,102.50 |
$835,772.50 |
8. City staff reviewed and evaluated the bid submissions to determine which hardware combination would best meet the Charter Schools’ operational needs while providing the most advantageous overall value. Per Section 9.9 of the bid package, “The City reserves the right to issue separate purchase orders as needed, issue a blanket purchase order, and release partial quantities, or any combination of the preceding as deemed necessary by The City.” This provision allows the City flexibility to select and procure the most appropriate components from the various bid tables.
Following a detailed evaluation of the submitted pricing and equipment options, City staff determined that the hardware combination included in Bid Tables #3, 4, and 5 would best serve the City’s interests. These tables include the Cisco C9200L-48P-4X-EDU switches (single and dual power supply configurations) and the Cisco CW9164I-B wireless access points, which together provide the most cost-effective and operationally suitable solution for the City’s network infrastructure needs.
9. Below is a summary of the costs associated with the hardware configurations included in Bid Tables #3, 4, and 5, which City staff determined best meet the City’s operational and financial interests following evaluation of the bid submissions:
|
|
Vendor |
Bid Table 3 |
Bid Table 4 |
Bid Table 5 |
Total |
|
|
DOF CREATIONS, LLC |
$167,183.25 |
$49,315.92 |
$108,049.45 |
$324,548.62 |
|
|
Imperial Electric |
$190,700.00 |
$56,459.52 |
$122,591.25 |
$369,750.77 |
|
|
Arif International Corporation |
$206,479.75 |
$62,087.40 |
$115,558.35 |
$384,125.50 |
|
|
Questivity |
$225,240.25 |
$69,421.38 |
$108,330.80 |
$402,992.43 |
|
|
PC Solutions & Integration, Inc. |
$199,708.00 |
$54,067.08 |
$159,529.70 |
$413,304.78 |
|
|
Cluster Technology Group |
$211,466.00 |
$63,644.46 |
$149,365.40 |
$424,475.86 |
|
|
Strictly Technology |
$251,658.50 |
$76,258.56 |
$127,240.75 |
$455,157.81 |
|
|
Presidio Networked Solutions LLC |
$262,390.75 |
$79,007.88 |
$141,270.85 |
$482,669.48 |
|
|
JTF Business Systems |
$270,896.75 |
$80,713.92 |
$131,387.90 |
$482,998.57 |
|
|
Tech Advanced Computers Inc |
$267,625.00 |
$80,370.00 |
$139,102.50 |
$487,097.50 |
10. During the evaluation process, City staff noted that multiple vendors priced several line items in their bid submissions at $0. The Procurement Department contacted DOF CREATIONS, LLC to verify whether the line items priced at $0 were accounted for in their pricing. DOF CREATIONS, LLC confirmed that these items are included in the cost of the top-line item (i.e., the primary item for the requested part).
Additionally, DOF CREATIONS, LLC confirmed that they are able to maintain their pricing in the event the award includes only Bid Tables #3, 4, and 5.
11. City staff verified that DOF CREATIONS, LLC currently holds an active USAC SPIN (Service Provider Identification Number), which is required to be eligible for the E-Rate program.
12. Pursuant to Section 35.19(G) of the City’s Procurement Code, City staff have determined DOF CREATIONS, LLC to be the lowest responsive and responsible bidder. DOF CREATIONS, LLC provided the best pricing for the configuration the City intends to purchase and met or exceeded all requirements outlined in the solicitation.
Additionally, DOF CREATIONS, LLC has demonstrated reliability by maintaining an active USAC SPIN number for this type of E-Rate project and by successfully fulfilling similar awards in the past.
13. Request Commission to award IFB# ED-26-01 “E-Rate Cisco Switches for West Campus” to the most responsive/responsible bidder, DOF CREATIONS, LLC, in the amount not to exceed $324,548.62.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: The total cost is $324,548.62, with $129,819.45 to be covered by the Charter School's funds and the remaining $194,729.17 funded by the Federal government through the E-Rate program. The Federal government is expected to cover 60% of the cost through the E-Rate program, while the remaining 40% will be paid by the West Elementary and Middle School Campus.
b) Amount budgeted for this item in Account No: Funds for this expenditure will be budgeted for within the 2026-2027 Elementary and Middle School Proposed Charter School budget within the following accounts:
|
|
Account Coding |
Account Description |
Amount |
|
|
170-569-5051-664400-7300-641-0000-00551 |
Other Equipment |
$55,233.26 |
|
|
171-569-5052-664400-7300-641-0000-00553 |
Other Equipment |
$55,233.26 |
|
|
170-569-5051-552652-7300-369-0000-00551 |
Noncapital Software |
$9,676.47 |
|
|
171-569-5052-552652-7300-369-0000-00553 |
Noncapital Software |
$9,676.46 |
|
|
Total for 2026-2027 Proposed Budget |
|
$129,819.45 |
c) 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.