Title
MOTION TO AWARD IFB # TS-25-03 "AVA CAMERAS" TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, WESCO DISTRIBUTION, INC., IN AN AMOUNT NOT TO EXCEED $40,050.
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 January 15, 2025, the City Commission authorized the advertisement of IFB # TS-25-03 " AVA Cameras", which was advertised on January 22, 2025.
2. The purpose of this solicitation was to seek proposals from qualified firms to provide the requested network cameras, mounts, and licensing to the Technology Services Department, in accordance with the terms, conditions, and specifications contained in the solicitation.
These network cameras will be utilized for both future/new projects throughout the city, as well as to replace existing cameras that have reached their useful age or are no longer functioning.
3. On February 18, 2025, the City opened fourteen (14) proposals, from the following vendors:
|
Vendor |
Total |
|
WESCO Distribution, Inc. |
$40,050.00 |
|
GHA Technologies, Inc. |
$40,317.20 |
|
Gerelcom Inc. |
$42,833.28 |
|
Southern Computer Warehouse, Inc. |
$44,858.31 |
|
BCI Integrated Solutions |
$45,111.78 |
|
JAG TECH ENTERPRISES LLC |
$49,987.59 |
|
Industrial Communications & Electronics, Inc. |
$52,415.00 |
|
Software Information Resource Corp |
$52,611.89 |
|
Johnson Controls Security Solutions LLC |
$53,510.11 |
|
AdaptToSolve, Inc. |
$53,765.10 |
|
Alpha Security and Fire Alarm Services Inc. |
$55,165.00 |
|
EZ SECURITY CORP |
$55,575.00 |
|
Fortified Security Solutions |
$55,588.02 |
|
Zones LLC |
$62,362.81 |
4. The Technology Services Department has reviewed the bid and has deemed WESCO Distribution, Inc. to be the most responsive/responsible vendor.
5. In addition, WESCO Distribution, Inc. has also completed the Equal Benefits Certification Form and has stated that the "Contractor will comply with the conditions of this section at the time of the contract award."
6. Request Commission to award IFB # TS-25-03 “AVA Cameras” to the most responsive/responsible bidder, WESCO Distribution, Inc. in the amount not to exceed $40,050.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $40,050.
b) Amount budgeted for this item in Account No: Funds are available in account # 001-513-2002-552650-0000-000-0000-00308 (Non-capital Equipment) and 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.