Title
MOTION TO AWARD IFB # TS-25-06 "MILESTONE RENEWAL" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, INTEGRATED FIRE AND SECURITY SOLUTIONS (IFSS), IN THE AMOUNT NOT TO EXCEED $136,350.75 FOR AN INITIAL THREE (3) YEAR PERIOD.
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 35.21 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 February 5, 2025, the City Commission authorized the advertisement of IFB # TS-25-06 "Milestone Renewal", which was advertised on February 11, 2025.
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, in accordance with the terms, conditions, and specifications contained in this solicitation.
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 February 25, 2025, the City opened nine (9) proposals, from the following vendors:
|
|
Vendor |
Total Cost |
|
|
Integrated Fire and Security Solutions (IFSS) |
$136,350.75 |
|
|
Vet Mart LLC |
$136,466.31 |
|
|
Stone Security |
$136,808.44 |
|
|
Bryant Integrated Technologies, Inc. |
$138,314.85 |
|
|
Zimy Electronics |
$152,751.48 |
|
|
BCI Integrated Solutions |
$159,672.25 |
|
|
Special Services Group LLC |
$166,028.40 |
|
|
Innova Solutions DJ LLC |
$174,310.42 |
|
|
0369 Security Solutions Services LLC |
$177,096.96 |
4. During the evaluation period, it was discovered that the specifications for item MILESTONE-Y3XPCODL Three year Care Plus for XProtect Device License “Effective dates: 03-01-2025 through 02-28-2026” contained a typo for the expiration date. The expiration date should have been 2-28-2028.
The Procurement Department contacted all vendors who submitted proposals to clarify whether their proposals were based on a 1-year or 3-year license. All vendor confirmed that their proposal aligned with the 3-year license, as specified by the SKU and product description and thereby submitted proposals for the correct product.
5. The Technology Services Department has reviewed the bid and has deemed Integrated Fire and Security Solutions (IFSS) to be the most responsive/responsible vendor.
6. In addition, Integrated Fire and Security Solutions (IFSS) is a local Broward County vendor and has also completed the Equal Benefits Certification Form and has stated that the "Contractor currently complies with the requirements of this section."
7. Request Commission to award IFB # TS-25-06 “Milestone Renewal” to the most responsive/responsible bidder, Integrated Fire and Security Solutions (IFSS) in the amount not to exceed $136,350.75 for an initial three (3) year period.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $136,350.75 for an initial three (3) year period.
b) Amount budgeted for this item in Account No: Funds are available in Account # 001-513-2002-552652-0000-000-0000-00308 (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.