Title
MOTION TO AWARD TS-18-02 "CHROMEBOOKS, LICENSES, AND MOBILE CARTS FOR PEMBROKE PINES CHARTER SCHOOLS" IN THE FOLLOWING AMOUNTS TO THE MOST RESPONSIVE/RESPONSIBLE BIDDERS SHOWN BELOW:
NOT TO EXCEED $74,553 - STAPLES CONTRACT AND COMMERCIAL LLC
NOT TO EXCEED $13,590 - EARTHWALK COMMUNICATIONS, INC.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. On November 19, 2018, the City Commission authorized the advertisement of TS-18-02 "Chromebooks, Licenses, and Mobile Carts for Pembroke Pines Charter Schools", which was advertised on November 27, 2018.
2. The purpose of this solicitation was to provide the requested (300) Chromebooks, (10) Mobile Carts, and (300) Google Chrome Management Licenses, as specified, for the City of Pembroke Pines Charter Schools.
3. On December 18, 2018, the City opened fourteen (14) proposals from the following vendors:
|
Vendor Name |
Chromebook |
Google License |
Mobile Cart |
|
Staples |
$ 225.53 |
$ 23.71 |
$ 779.90 * |
|
AKA Comp Solutions Inc. |
$ 254.22 |
$ 24.15 |
No Bid |
|
Troxell Comunications |
$ 244.89 * |
$ 23.25 |
$ 425.00 * |
|
FireFly Computers |
$ 243.00 * |
$ 25.00 |
$ 529.00 * |
|
MobileMe Information Technologies |
$ 234.00 * |
No Bid |
$ 989.00 * |
|
MobileMe Information Technologies |
$ 235.00 |
$ 23.65 |
No Bid |
|
SCW |
$ 263.31 |
$ 25.05 |
$ 539.63 * |
|
EarthWalk Communications, Inc. |
$ 242.00 * |
$ 25.00 |
$ 1,359.00 |
|
Hypertec USA Inc. |
$ 242.10 |
$ 23.31 |
$ 1,599.80 * |
|
Zones Inc. |
$ 243.82 |
$ 23.98 |
$ 1,649.00 |
|
Riverside Technologies, Inc. |
$ 245.00 |
$ 23.25 |
$ 1,841.00* |
|
Virtucom, Inc. |
$ 251.00 |
$ 24.00 |
$ 1,796.00 |
|
The Horus Group LLC. |
$ 278.24 |
$ 29.96 |
$ 1,283.65 * |
|
Cetrix |
No Bid |
No Bid |
$ 1,295.00 * |
|
Begus online llc |
$ 348.00 |
$ 37.00 |
No Bid |
Notes - Vendors in the table above with an "*" have submitted an alternate product.
4. The Charter Schools and the Technology Services Department analyzed various options that would be the best fit for the Charter Schools, while also considering the existing brands that are currently in place throughout the City and Charter Schools in order to provide consistency, ease of use and efficiencies in maintaining and operating the equipment. As a result, the bid package includes the equipment and brand names determined by the City and Charter Schools.
5. Technology Services Department has reviewed the various alternatives that were submitted by the various vendors and based on the pricing, specifications, and the current environment in the City and the Charter Schools, the Technology Services Department recommends moving forward with the requested products in lieu of the alternatives.
6. The bids were carefully reviewed and it was determined that Staples Contract and Commercial LLC qualified for the Local Vendor Preference as a Local Broward County Vendor according to the policy described in City Ordinance 35.36 Local Vendor Preference for the Google Licenses. The policy states that a Local Broward County Vendor that qualifies for local vendor preference shall have an option to submit another bid which is at least 1% lower than the lowest responsive bid. Under the City's policy, in order to win the award for the Google Licenses, the second bid from Staples must be at least 1% lower than the lowest bid.
7. On January 23, 2019 Staples Contract and Commercial LLC submitted a second bid for a per unit price of $22.98 for the Google Chrome OS Management Console License (Model # CROSSWDISGRT). The second bid amount meets the guidelines for local vendor preference which is at least 1% lower than the lowest bid.
8. The Technology Services Department has deemed Staples Contract & Commercial LLC for the Licenses and for the Chromebooks and EarthWalk Communications, Inc. for the Carts as the most responsive/responsible proposers.
9. In addition, Staples Contract & Commercial LLC and EarthWalk Communications, Inc. have completed the Equal Benefits Certification Form and have stated that the "Contractor currently complies with the requirements of this section."
10. Recommend Commission to award TS-18-02 "Chromebooks, Licenses, and Mobile Carts for Pembroke Pines Charter Schools" to the most responsive/responsible bidders shown below:
Not to exceed $74,553 - Staples Contract & Commercial LLC
Not to exceed $13,590 - EarthWalk Communications Inc.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $88,143
b) Amount budgeted for this item in Account No: Funds are currently budgeted for this project in the following accounts:
|
Chromebooks |
Quantity |
Budgeted |
Account Coding |
|
East Elementary |
60 |
$0 |
170-569-5051-550-52653-7300-649 |
|
West Elementary |
60 |
$0 |
170-569-5051-551-52653-7300-649 |
|
Central Elementary |
60 |
$ 13,531.80 |
170-569-5051-552-52653-7300-649 |
|
West Middle |
60 |
$0 |
171-569-5052-553-52653-7300-649 |
|
Central Middle |
60 |
$ 13,531.80 |
171-569-5052-554-52653-7300-649 |
|
|
|
$ 27,063.60 |
|
|
Google Licenses |
Quantity |
Total Cost |
Account Coding |
|
East Elementary |
60 |
$0 |
170-569-5051-550-52653-7300-649 |
|
West Elementary |
60 |
$0 |
170-569-5051-551-52653-7300-649 |
|
Central Elementary |
60 |
$ 1,378.80 |
170-569-5051-552-52653-7300-649 |
|
West Middle |
60 |
$0 |
171-569-5052-553-52653-7300-649 |
|
Central Middle |
60 |
$ 1,378.80 |
171-569-5052-554-52653-7300-649 |
|
|
|
$ 2,757.60 |
|
|
Earthwalk Carts |
Quantity |
Total Cost |
Account Coding |
|
East Elementary |
2 |
$ 2,718.00 |
170-569-5051-550-64400-7300-641 |
|
West Elementary |
2 |
$ 2,718.00 |
170-569-5051-551-64400-7300-641 |
|
Central Elementary |
2 |
$ 2,500.00 |
170-569-5051-552-64400-7300-641 |
|
West Middle |
2 |
$ 2,718.00 |
171-569-5052-553-64400-7300-641 |
|
Central Middle |
2 |
$ 2,500.00 |
171-569-5052-554-64400-7300-641 |
|
|
|
$ 13,154.00 |
|
c) Source of funding for difference, if not fully budgeted: Upon Commission approval, a budget adjustment will be made to transfer
From:
|
170-569-5051-550-64400-7300-641 |
$14,911.00 |
|
170-569-5051-551-64400-7300-641 |
$14,911.00 |
|
171-569-5052-553-64400-7300-641 |
$14,911.00 |
|
170-569-5051-552-52653-7300-649 |
$ 218.00 |
|
171-569-5052-554-52653-7300-649 |
$ 218.00 |
To:
|
170-569-5051-550-52653-7300-649 |
$14,911.00 |
|
170-569-5051-551-52653-7300-649 |
$14,911.00 |
|
171-569-5052-553-52653-7300-649 |
$14,911.00 |
|
170-569-5051-552-64400-7300-641 |
$ 218.00 |
|
171-569-5052-554-64400-7300-641 |
$ 218.00 |
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.