Title
MOTION TO AWARD IFB # TS-24-10 "HP SERVERS" TO THE MOST RESPONSIVE/ESPONSIBLE BIDDER, HYPERTEC USA, INC., IN THE AMOUNT NOT TO EXCEED $57,407.50.
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 June 18, 2024, the City Commission authorized the advertisement of IFB # TS-24-10 "HP Servers", which was advertised on August 08, 2024.
2. The purpose of the solicitation was to seek proposals from qualified firms, hereinafter referred to as the Contractor, to provide the requested Hewlett Packard Enterprise (HPE) servers for the City of Pembroke Pines, in accordance with the terms, conditions, and specifications contained in the solicitation.
The new HPE servers will be replacing aged and end of life (EOL) servers at various locations throughout the city and will be used for various support functions including Domain Name System (DNS), printers, and date storage.
3. On September 10, 2024, the City opened twenty-five (25) proposals, from the following vendor:
|
Vendor |
Total Cost |
|
Hypertec USA, Inc. |
$57,407.50 |
|
GHA Technologies, Inc |
$57,612.50 |
|
Noble Tec, LLC |
$57,994.75 |
|
My IT Masters |
$58,199.30 |
|
Eagle Secure Solutions, LLC |
$59,074.85 |
|
Sai Infotek Inc |
$59,702.30 |
|
Comprevive, LLC |
$59,805.25 |
|
Howard Technology Solutions |
$60,245.00 |
|
Netsync Network Solutions, Inc. |
$60,415.45 |
|
White Horse Distribution, LLC |
$61,177.00 |
|
Questivity |
$61,383.50 |
|
Unicom Government |
$61,989.05 |
|
C&C International |
$62,095.00 |
|
BIT USA INC |
$62,505.35 |
|
HNEXUS SOLUTIONS LLC |
$62,975.00 |
|
The RetroFitter |
$65,216.10 |
|
Tech Network Supply LLC |
$65,395.50 |
|
Anixter, Inc |
$66,511.45 |
|
Logista |
$68,070.00 |
|
Miners Supply Co |
$68,826.15 |
|
MEDIA PAM GROUP LLC |
$69,030.75 |
|
EQUITRADE CORPORATION |
$72,400.00 |
|
R&M Best Deals LLC |
$74,418.30 |
|
HBA |
$74,830.00 |
|
Trove 360 LLC |
$110,663.35 |
4. The Technology Services Department reviewed the proposals and deemed the bidder, Hypertec USA, Inc., to be the most responsive/responsible vendor.
5. In addition, Hypertec USA, 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-24-10 “HP Servers” to the most responsive/responsible bidder, Hypertec USA, Inc., in the amount not to exceed $57,407.50.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $57,407.50
b) Amount budgeted for this item in Account No: 001-513-2002-664400-0000-000-0000 (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.