Title
MOTION TO AWARD TS-19-02 “CHROMEBOOKS, LICENSES, AND MOBILE CARTS FOR PEMBROKE PINES CHARTER SCHOOLS” IN THE FOLLOWING AMOUNTS TO THE MOST RESPONSIVE/RESPONSIBLE BIDDERS SHOWN BELOW:
NOT TO EXCEED $24,348.71 - HYPERTEC USA INC.
NOT TO EXCEED $32,738.70 - LEBOMAR, LLC
NOT TO EXCEED $71,568.57 - STAPLES, INC.
NOT TO EXCEED $134,372.25 - VERAPRO
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. On June 19, 2019, the City Commission authorized the advertisement of TS-19-02 “Chromebooks, Licenses, and Mobile Carts for Pembroke Pines Charter Schools”, which was advertised on June 25, 2019.
2. The purpose of this solicitation was to provide the Chromebooks, Carts and Google Chrome Management Licenses, Computers, Printers, Projectors and other related technology needs for the City of Pembroke Pines Charter Schools.
3. The Charter Schools and the Technology Services Department analyzed various options that would be the best fit for the Charter Schools, while also considering the existing brands that are currently in place throughout the City and Charter Schools in order to provide consistency, ease of use and efficiencies in maintaining and operating the equipment. As a result, the bid package included the equipment and brand names determined by the City and Charter Schools.
4. On July 23, 2019, the City opened six (6) proposals from the following vendors:
|
Vendor Name |
Total |
|
EarthWalk Communications, Inc.* |
$20,385.00 |
|
VeraPro* |
$168,408.75 |
|
Staples, Inc. |
$216,528.33 |
|
Hypertec USA Inc. |
$232,339.19 |
|
CDW, LLC. |
$266,335.19 |
|
Lebomar, LLC.* |
$328,908.75 |
* Note - Three of the vendors above submitted partial bids.
5. The Technology Services Department has reviewed the various alternatives that were submitted by the various vendors and based on the pricing, specifications, and the current environment in the City and the Charter Schools, the Technology Services Department recommends moving forward with the requested products in lieu of the alternatives. Only alternatives were submitted for the Mimio View 340H Document Camera and the Mimio Teach Interactive System which were specified in the solicitation, so the Technology Services Department has recommended to not award those lines to any vendor.
|
VENDOR |
Product |
QTY |
Price |
Total |
|
Verapro |
Chromebook |
459 |
$292.75 |
$134,372.25 |
|
Hypertec Usa Inc |
Chromebook Mgmt. License |
459 |
$23.40 |
$10,740.60 |
|
Lebomar Llc |
Chromebook Cart |
15 |
$1,760.00 |
$ 26,400.00 |
|
Staples, Inc. |
Desktops - HAO120001B00000 |
90 |
$462.40 |
$ 41,616.00 |
|
Lebomar Llc |
Desktops - HAB250011B00000 |
10 |
$633.87 |
$6,338.70 |
|
Staples, Inc. |
Microsoft Surface Pro |
4 |
$1,678.32 |
$6,713.28 |
|
Staples, Inc. |
Microsoft Surface Pro Keyboard |
4 |
$117.81 |
$471.24 |
|
Staples, Inc. |
Microsoft Surface Pro Mouse |
4 |
$25.80 |
$103.20 |
|
Staples, Inc. |
Microsoft Surface Pro Stylus |
4 |
$72.25 |
$289.08 |
|
Staples, Inc. |
Printer |
36 |
$185.56 |
$6,680.16 |
|
Staples, Inc. |
Projectors |
31 |
$506.31 |
$15,695.61 |
|
Hypertec Usa Inc |
Projector Ceiling Mount |
31 |
$76.41 |
$2,368.71 |
|
Hypertec Usa Inc |
SMART Boards 77 |
5 |
$2,247.88 |
$11,239.40 |
|
|
|
Grand Total |
$263,028.23 |
6. The bids were carefully reviewed and it was determined that the following two vendors qualified for Local Vendor Preference according to the policy described in City Ordinance 35.36 Local Vendor Preference. The policy states the Local Vendor that qualifies for the local vendor preference shall have an option to submit another bid which is at least 1% lower than the lowest responsive bid.
- Lebomar, LLC qualified for the Local Vendor Preference as a Local Pembroke Pines Vendor for both Desktops - HAO120001B00000 and the Microsoft Surface Pro Stylus
- Staples, Inc. also qualified for the Local Vendor Preference as a Local Broward County Vendor for the Microsoft Surface Pro Stylus
7. Lebomar, LLC submitted a second bid which was not 1% lower than the lowest bid, therefore, they were not selected as the winner for those line items as the second bid amount did not meet the guidelines for local vendor preference.
8. As a result, Staples, Inc. was also given an opportunity to submit another bid which is at least 1% lower than the lowest responsive bid for the Microsoft Surface Pro Stylus. Staples, Inc. submitted a second bid for a per unit price of $72.25 for the Microsoft Surface Pro Stylus. The second bid amount meets the guidelines for local vendor preference which is at least 1% lower than the lowest bid.
9. The Technology Services Department has deemed Verapro, Staples, Inc., Lebomar LLC, and Hypertec Usa Inc. as the most responsive/responsible bidders.
10. In addition, Verapro, Staples, Inc., Lebomar LLC, Hypertec Usa Inc., and CDW LLC have completed the Equal Benefits Certification Form and have stated that the "Contractor currently complies with the requirements of this section."
11. Motion to award TS-19-02 “Chromebooks, Licenses, and Mobile Carts for Pembroke Pines Charter Schools” to the most responsive/responsible bidders shown below:
Not to Exceed $24,348.71 - Hypertec Usa Inc
Not to Exceed $32,738.70 - Lebomar, Llc.
Not to Exceed $71,568.57 - Staples, Inc.
Not to Exceed $134,372.25 - Verapro
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $263,028.23
b) Amount budgeted for this item in Account No: Funds are currently budgeted for this project in the following accounts:
|
170-569-5051-550-52650-5101-649 |
$1,165.44 |
|
170-569-5051-550-52650-5102-649 |
$2,913.60 |
|
170-569-5051-550-52653-7300-649 |
$7,157.00 |
|
170-569-5051-551-52650-5101-649 |
$1,165.44 |
|
170-569-5051-551-52650-5102-649 |
$1,165.44 |
|
170-569-5051-551-52653-7300-649 |
$18,969.00 |
|
170-569-5051-551-64400-7300-641 |
$7,600.00 |
|
170-569-5051-552-52650-5101-649 |
$11,65.44 |
|
170-569-5051-552-52650-5102-649 |
$582.72 |
|
170-569-5051-552-52653-7300-649 |
$20,233.60 |
|
170-569-5051-552-64400-7300-641 |
$2,500.00 |
|
171-569-5052-553-52650-5102-649 |
$2,330.88 |
|
171-569-5052-553-52653-7300-649 |
$18,969.00 |
|
171-569-5052-553-64400-7300-641 |
$0.00 |
|
171-569-5052-554-52650-5102-649 |
$1,748.16 |
|
171-569-5052-554-52653-7300-649 |
$20,492.50 |
|
171-569-5052-554-64400-7300-641 |
$2,500.00 |
|
172-569-5053-52653-5103-649 |
$62,533.77 |
|
172-569-5053-52653-6200-649 |
$2,000.00 |
|
172-569-5053-52653-7300-649 |
$6,336.22 |
|
172-569-5053-64055-7300-643 |
$6,713.28 |
|
172-569-5053-64400-7300-641 |
$0.00 |
|
173-569-5061-52650-5102-649 |
$4,500.00 |
|
173-569-5061-52653-5101-649 |
$4,500.00 |
|
173-569-5061-64055-7300-643 |
$0.00 |
c) Source of funding for difference, if not fully budgeted: Upon Commission approval, a budget adjustment will be made to transfer funds from the following accounts:
|
170-569-5051-550-52650-5101-649 |
-$728 |
|
170-569-5051-550-52653-7300-649 |
$37,428 |
|
170-569-5051-550-64055-7300-643 |
-$18,800 |
|
170-569-5051-550-64400-7300-641 |
-$17,900 |
|
170-569-5051-551-64055-7300-643 |
-$7,160 |
|
170-569-5051-551-64400-7300-641 |
$7,160 |
|
170-569-5051-552-64055-7300-643 |
-$1,020 |
|
170-569-5051-552-64400-7300-641 |
$1,020 |
|
171-569-5052-553-64055-7300-643 |
-$3,520 |
|
171-569-5052-553-64400-7300-641 |
$3,520 |
|
171-569-5052-554-52653-7300-649 |
$1,638 |
|
171-569-5052-554-64055-7300-643 |
-$2,658 |
|
171-569-5052-554-64400-7300-641 |
$1,020 |
|
172-569-5053-52653-5103-649 |
-$7,386 |
|
172-569-5053-52653-6200-649 |
$332 |
|
172-569-5053-52653-7300-649 |
$866 |
|
172-569-5053-64055-7300-643 |
-$6,132 |
|
172-569-5053-64400-7300-641 |
$12,320 |
|
173-569-5061-52650-5102-649 |
$243 |
|
173-569-5061-52653-5101-649 |
$243 |
|
173-569-5061-64055-7300-643 |
-$486 |
d) 5 year projection of the operational cost of the project Not Applicable.
e) Detail of additional staff requirements: Not Applicable.