Title
MOTION TO AWARD IFB # TS-24-18 "ANNUAL RENEWAL FOR CITRIX SHAREFILE" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, VCLOUD TECH, INC., IN THE AMOUNT NOT TO EXCEED $71,442.50 FOR A ONE (1) 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 October 16, 2024, the City Commission authorized the advertisement of IFB # TS-24-18 " Annual Renewal for Citrix Sharefile", which was advertised on October 22, 2024.
2. The purpose of this solicitation was to seek proposals from qualified firms to provide the requested annual Citrix Sharefile software licensing renewal. Citrix ShareFile is the City’s file sharing service that enables users to exchange documents easily and securely.
3. On November 19, 2024, the City opened two (2) proposals, from the following vendors (in order of lowest to highest price):
|
Vendor |
Total Cost |
|
vCloud Tech Inc |
$71,442.50 |
|
vPrime Tech Inc |
$71,885.00 |
4. The Technology Services Department has reviewed the bid and has deemed vCloud Tech, Inc. to be the most responsive/responsible vendor.
5. In addition, vCloud Tech, Inc. has also completed the Equal Benefits Certification Form and has stated that the "Contractor currently complies with the requirements of this section."
6. Request Commission to award IFB # TS-24-18 “Annual Renewal for Citrix Sharefile” to the most responsive/responsible bidder, vCloud Tech, Inc. in the amount not to exceed $71,442.50 for a one (1) year period.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $71,442.50 for an initial one (1) year period.
b) Amount budgeted for this item in Account No: Funds are available in account # 001-513-2002-552652-0000-000-0000 (Non-Capital Software & Licenses)
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.
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Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
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Revenues |
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|
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Expenditures |
$71,442.50 |
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Net Cost |
$71,442.50 |
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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.