Title
MOTION TO AWARD IFB # TS-25-10 “CHROMEBOOK CARTS AND NEWLINE SMARTBOARDS” IN THE FOLLOWING AMOUNTS TO THE MOST RESPONSIVE/RESPONSIBLE BIDDERS SHOWN BELOW:
EARTHWALK COMMUNICATIONS NOT TO EXCEED $35,496
ASF PRODUCTIONS, INC. NOT TO EXCEED $178,415
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
- 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 April 16, 2025, the City Commission authorized the advertisement of IFB # TS-25-10 "Chromebook Carts and Newline Smartboards", which was advertised on April 22, 2025.
2. The purpose of this solicitation was to seek bids from qualified firms to provide the requested Chromebook Carts and Newline Smartboards (with wall mounts) for the City of Pembroke Pines’ Charter Schools.
The requested equipment is new technology to support students and staff at the City's Charter Schools.
|
Line |
Description |
Make |
Part # |
Qty |
|
1 |
Chromebook Carts |
Earthwalk |
CC30+(REV 4)USBC-PD |
17 |
|
2 |
Newline Smartboards (with wall mount) |
Newline |
TT-7524QP |
85 |
3. On May 13, 2025, the City opened twenty-three (23) proposals, from the following vendors:
|
Vendor |
Line # 1 |
Line # 2 |
Total |
|
EarthWalk Communications |
$35,496.00 |
No Bid |
$35,496.00 |
|
Shuttles Pro |
$42,619.00 |
No Bid |
$42,619.00 |
|
ASF Productions, Inc. |
No Bid |
$178,415.00 |
$178,415.00 |
|
MALOR & COMPANY INC |
$25,870.09 |
$188,850.45 |
$214,720.54 |
|
BIT DIRECT |
No Bid |
$217,027.10 |
$217,027.10 |
|
B & H Foto & Electronics Corp. |
No Bid |
$234,431.70 |
$234,431.70 |
|
BCI Integrated Solutions |
$40,538.20 |
$211,344.00 |
$251,882.20 |
|
Hypertec USA Inc. |
$36,975.00 |
$236,504.85 |
$273,479.85 |
|
Staples Technology Solutions, |
|
|
|
|
a division of StaplesContract |
No Bid |
$281,010.85 |
$281,010.85 |
|
& Commercial LLC |
|
|
|
|
WB Mason |
$41,440.05 |
$253,990.20 |
$295,430.25 |
|
Questivity |
$16,938.46 |
$280,479.60 |
$297,418.06 |
|
Tech Advanced Computers Inc |
$32,640.00 |
$271,915.00 |
$304,555.00 |
|
Coquina Labs Inc. |
$35,677.73 |
$271,097.30 |
$306,775.03 |
|
Mra International |
$40,536.16 |
$267,835.00 |
$308,371.16 |
|
EIDIM Group, Inc. dba EIDIM AV Technology |
$37,870.90 |
$271,972.80 |
$309,843.70 |
|
Riverside Technologies, Inc. |
$38,097.00 |
$280,415.00 |
$318,512.00 |
|
TPRO SERVICES LLC |
$45,883.00 |
$291,125.00 |
$337,008.00 |
|
Sai Infotek Inc |
$41,245.57 |
$308,398.70 |
$349,644.27 |
|
Neobits, Inc. |
$38,205.97 |
$315,136.65 |
$353,342.62 |
|
GenPro 7 LLC |
$49,475.95 |
$310,606.15 |
$360,082.10 |
|
JAG TECH ENTERPRISES LLC |
$41,245.40 |
$319,862.65 |
$361,108.05 |
|
Quality Tech Solutions, LLC |
$39,100.00 |
$382,500.00 |
$421,600.00 |
|
MHP Solutions LLC |
$39,100.00 |
$561,000.00 |
$600,100.00 |
4. The proposals submitted by the vendors included partial bids and alternate products. As a result, the City has determined that awarding the bid on a split order basis would best serve the City’s interests. Below is a summary of the items and vendors that are being recommended for award:
Item 1: Chromebook Carts Earthwalk CC30+(REV 4)USBC-PD
Vendor: EarthWalk Communications
Total: $35,496
|
Description |
Make |
Part # |
Qty |
Total Cost |
|
Chromebook Carts |
Earthwalk |
CC30+(REV 4)USBC-PD |
17 |
$ 35,496 |
Questivity provided the lowest apparent bid for Item 1; however the Technology Services Department evaluated the proposed item and determined that it was not an approved alternative based on concerns that the item’s dimensions weren’t guaranteed to be compatible with all current and legacy Chromebooks used by the schools.
Malor & Company, Inc. provided the next lowest bid. As part of the due diligence process, the Procurement Department reached out to all of the vendors that were under consideration for the award of Item 1, requesting confirmation of the part number and the accuracy of the pricing submitted. Vendors were given a deadline of 5:00 p.m. on June 4, 2025, to respond.
Marlor & Company was in communication with the Procurement Department on the morning of June 4th; however, they failed to verify their bid by the 5:00 p.m. deadline. Therefore, Marlor & Company was deemed unresponsive.
Therefore, Tech Advance Company, Inc. was the next lowest bidder and was also contacted to confirm their quoted part number and pricing. In response, the company requested to withdraw its bid, citing the cancellation of their manufacturer’s quote due to the ongoing tariff situation.
EarthWalk Communications provided the fourth lowest proposal for Item 1: Chromebook Carts Earthwalk CC30+(REV 4)USBC-PD. EarthWalk Communications confirmed that they bid Item 1 as requested and that their pricing remains valid. As a result, EarthWalk was deemed the most responsive/responsible bidder for Item 1.
Item 2: Newline Smartboards
Vendor: ASF Productions, Inc.
Total: $178,415
|
Description |
Make |
Part # |
Qty |
Total Cost |
|
Newline Smartboards (with wall mount) |
Newline |
TT-7524QP |
85 |
$178,415 |
ASF Productions, Inc. provided the lowest proposal for Item 2: Newline Smartboards TT-7524QP. The Procurement Department reached out to ASF Productions, Inc. to confirm the part number and the accuracy of the pricing submitted. ASF Productions, Inc. confirmed their bid is for the requested item and that their price is accurate. As a result, ASF Productions, Inc. was deemed the most responsive/responsible bidder for Item 2.
5. EarthWalk Communications and ASF Productions, Inc. have both completed the Equal Benefits Certification Form and have stated that the "Contractor currently complies with the requirements of this section."
6. Request Commission to award IFB # TS-25-10 “Chromebook Carts and Newline Smartboards” in the following amounts to the most responsive/responsible bidders shown below:
Earthwalk Communications not to exceed $35,496
ASF Productions, Inc. not to exceed $178,415
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $213,911
b) Amount budgeted for this item in Account No: Funds are available in the following accounts:
170-569-5051-552653-5101-649-0000-00550
170-569-5051-552653-5102-649-0000-00550
170-569-5051-552653-5101-649-0000-00551
170-569-5051-552653-5102-649-0000-00551
170-569-5051-552653-5101-649-0000-00552
170-569-5051-552653-5102-649-0000-00552
171-569-5052-552653-5102-649-0000-00553
171-569-5052-552653-5102-649-0000-00554
172-569-5053-552653-5102-649-0000-
172-569-5053-552653-5103-649-0000-
173-569-5061-552653-5101-649-0000-
173-569-5061-552653-5102-649-0000-
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.