Title
MOTION TO AWARD IFB# TS-25-20 "SOPHOS ENDPOINT PROTECTION PRODUCTS” TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, ARIF INTERNATIONAL CORPORATION, IN THE AMOUNT NOT TO EXCEED $178,307.21, FOR A 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 35.19(E) is titled "Bid opening procedure."
- 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 15, 2025, the City Commission authorized the advertisement of IFB # TS-25-20 “Sophos Endpoint Protection”, which was advertised on October 21, 2025.
2. The purpose of the solicitation was to seek bids from qualified firms to provide the requested Sophos renewal licenses for the City of Pembroke Pines.
Renewal will be for the following Sophos Endpoint Protection Products:
Central Managed Detection and Response Complete (MDRCEU12AGRGAA) - Sophos Central MDR Complete is a 24/7 managed detection and response service that combines human-led threat hunting with AI-powered monitoring to stop advanced attacks. It provides full-scale incident response, including threat elimination, root cause analysis, and direct SOC (Security Operations Center) access with a dedicated response lead. The service integrates with both Sophos and third-party tools, offers detailed reporting, and health checks.
Central Managed Detection and Response Complete Server (MDRCSS12BDRGAA) - Next-gen Endpoint Protection with threat hunting capabilities, and a fully managed 24/7 Threat Hunting and Response service for Servers.
Central Email Advanced (CEMAAU12AHRCAA) - Cloud email security powered by artificial intelligence (AI) to protect sensitive information and users from unwanted and malicious email.
Central Phish Threat (PHISHU12AHRGAA) - Provides for effective phishing simulations, automated training, and comprehensive reporting.
3. On November 4, 2025, the City opened bids from the following ten (10) vendors listed in ascending order:
|
Vendor |
Total |
|
Arif International Corporation |
$178,307.21 |
|
ASIMER TECH LLC |
$178,474.50 |
|
vPrime Tech Inc |
$181,434.50 |
|
Hypertec USA Inc. |
$182,055.00 |
|
GHA Technologies, Inc |
$182,611.00 |
|
Syber Defense |
$188,850.00 |
|
PRINCETON IT SERVICES, INC. |
$188,860.50 |
|
360cyberx, LLC |
$189,000.00 |
|
UDT |
$191,448.00 |
|
Adler Charles Services Inc. |
$204,765.00 |
4. The Procurement and Sustainability Department confirmed with Arif International Corporation that its pricing was accurate and would remain consistent within the submitted bid at $59,436 for the first two (2) years and $59,435.21 for the 3rd year totaling $178,307.21 for the contract period.
5. The Technology Department has deemed Arif International Corporation to be the most responsive/responsible bidder.
6. In addition, Arif International Corporation, has also completed the Equal Benefits Certification Form and has stated that the “Contractor complies with the requirements of this section.”
7. Request Commission to award IFB # TS-25-20 "Sophos Endpoint Protection Products" to the most responsive/responsible bidder, Arif International Corporation, in the amount not to exceed $178,307.21, for a three (3) year period.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $178,307.21 for a three (3) year period.
b) Amount budgeted for this item in Account No: Funds are available in Account # 001-513-2002-546801-0000-000-0000- I.T. Maintenance Contracts
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.
|
|
Year 1 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
$0 |
$0 |
$0 |
$0 |
$0 |
|
Expenditures |
$59,436 |
$59,436 |
$59,435.21 |
$0 |
$0 |
|
Net Cost |
$59,436 |
$59,436 |
$59,435.21 |
$0 |
$0 |
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.