Title
MOTION TO RESCIND THE PARTIAL AWARD OF TS-19-02 "CHROMEBOOKS, LICENSES, AND MOBILE CARTS FOR PEMBROKE PINES CHARTER SCHOOLS” TO VERAPRO IN THE AMOUNT OF $134,372.25, AND TO AWARD THE CHROMEBOOKS TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, STAPLES, INC. IN THE AMOUNT NOT TO EXCEED $120,840, AND ALSO APPROVE THE INCREASE OF THE AWARD TO HYPERTEC USA INC. IN THE AMOUNT NOT TO EXCEED $1,661.40, RESULTING IN $11,870.85 IN SAVINGS AND THE PURCHASE OF (71) ADDITIONAL CHROMEBOOKS AND LICENSES.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. On June 19, 2019, the City Commission authorized the advertisement of TS-19-02 “Chromebooks, Licenses, and Mobile Carts for Pembroke Pines Charter Schools”, which was advertised on June 25, 2019.
2. On September 18, 2019 the City Commission authorized the award of TS-19-02 “Chromebooks, Licenses, and Mobile Carts for Pembroke Pines Charter Schools”, to the following vendors:
- Not to Exceed $24,348.71 - Hypertec Usa Inc
- Not to Exceed $32,738.70 - Lebomar, Llc.
- Not to Exceed $71,568.57 - Staples, Inc.
- Not to Exceed $134,372.25 - Verapro
3. The Pembroke Pines Technology Services Department reviewed all submittals for the Chromebook part number 81MH000LUS, and Verapro was the only vendor to provide pricing for the exact part number, thus deeming Verapro's submittal to be the most responsible and responsive bid.
4. After the award, the Procurement Department was made aware that the Chromebook part number 81MH000LUS was no longer available and was replaced with part number 81MH0006US, which other vendors had submitted pricing for.
5. The Procurement Department contacted Verapro to confirm the part number they submitted pricing for, and they also acknowledged the replacement part number 81MH0006US although the original part number 81MH000LUS was available in limited quantities.
6. The Procurement Department reviewed all the submittals for Chromebook part number 81MH0006US from the following vendors:
|
Vendor |
Product |
QTY |
Price |
Total |
|
Lebomar Llc |
Chromebook 81MH0006US |
459 |
$211.19 |
$96,936.21 |
|
Staples, Inc. |
Chromebook 81MH0006US |
459 |
$228.00 |
$104,652.00 |
|
Hypertec USA |
Chromebook 81MH0006US |
459 |
$255.66 |
$117,347.94 |
|
Verapro |
Chromebook 81MH000LUS |
459 |
$292.75 |
$134,372.25 |
|
CDW |
Chromebook 81MH0006US |
459 |
$293.50 |
$134,716.50 |
*Part number 81MH0006US is a manufacturer’s direct replacement for part number 81MH000LUS.
7. The Procurement Department contacted Lebomar Llc, the new low price vendor, to confirm the part number and their pricing and was advised via email that their pricing was no longer available.
8. The Procurement Department contacted Staples, Inc., the next low price vendor, to confirm the part number and their pricing and was advised via email that their pricing was still available.
9. The Technology Services Department has deemed Staples, Inc. as the most responsive/responsible bidder for the purchase of the Chromebook Part Number 81MH0006US.
10. Due to the decrease in cost for each Chromebook, the Charter Schools have requested to purchase an additional (71) Chromebooks and Chromebook Licenses.
11. The City will now be purchasing a total of (530) Chromebooks for a total amount not to exceed $120,840. In addition, an additional (71) Chromebook Licenses will be purchased from Hypertec USA at a cost of $23.40 each for a total amount not to exceed $1661.40.
12. Recommend Commission to rescind the the partial award of TS-19-02 “Chromebooks, Licenses, and Mobile Carts for Pembroke Pines Charter Schools”, to Verapro in the amount of $134,372.25, and to award the Chromebooks to the most responsive/responsible bidder, Staples, Inc. in the amount not to exceed $120,840, and also approve the increase of the award to Hypertec USA Inc. in the amount not to exceed $1,661.40, resulting in $11,870.85 in savings and the purchase of (71) additional Chromebooks and Licenses.
Item has been reviewed by the Commission Auditor and approved for the Agenda.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Commission originally approved an initial cost of $263,028.23. The changes requested for approval will result in $11,870.85 in savings and the purchase of (71)additional Chromebooks and Licenses. The new initial cost is $251,157.38.
b) Amount budgeted for this item in Account No: Funds are currently budgeted for this project in the following accounts:
|
170-569-5051-550-52650-5101-649 |
$1,165.44 |
|
170-569-5051-550-52650-5102-649 |
$2,913.60 |
|
170-569-5051-550-52653-7300-649 |
$7,157.00 |
|
170-569-5051-551-52650-5101-649 |
$1,165.44 |
|
170-569-5051-551-52650-5102-649 |
$1,165.44 |
|
170-569-5051-551-52653-7300-649 |
$18,855 |
|
170-569-5051-551-64400-7300-641 |
$7,600.00 |
|
170-569-5051-552-52650-5101-649 |
$1,165.44 |
|
170-569-5051-552-52650-5102-649 |
$582.72 |
|
170-569-5051-552-52653-7300-649 |
20,112.00 |
|
170-569-5051-552-64400-7300-641 |
$2,500.00 |
|
171-569-5052-553-52650-5102-649 |
$2,330.88 |
|
171-569-5052-553-52653-7300-649 |
$18,855 |
|
171-569-5052-553-64400-7300-641 |
$0.00 |
|
171-569-5052-554-52650-5102-649 |
$1,748.16 |
|
171-569-5052-554-52653-7300-649 |
$20,492.50 |
|
171-569-5052-554-64400-7300-641 |
$2,500.00 |
|
172-569-5053-52653-5103-649 |
$51,207.46 |
|
172-569-5053-52653-6200-649 |
$2,000.00 |
|
172-569-5053-52653-7300-649 |
$6,336.22 |
|
172-569-5053-64055-7300-643 |
$6,713.28 |
|
172-569-5053-64400-7300-641 |
$0.00 |
|
173-569-5061-52653-5102-649 |
$0.00 |
|
173-569-5061-52653-5101-649 |
$4,500 |
|
173-569-5061-64055-7300-643 |
$0.00 |
c) Source of funding for difference, if not fully budgeted: Upon Commission approval, a budget adjustment will be made to transfer funds from the following accounts:
|
170-569-5051-550-52650-5101-649 |
($728) |
|
170-569-5051-550-52653-7300-649 |
$37,428 |
|
170-569-5051-550-64055-7300-643 |
($18,800) |
|
170-569-5051-550-64400-7300-641 |
($17,900) |
|
170-569-5051-551-64055-7300-643 |
($7,160) |
|
170-569-5051-551-64400-7300-641 |
$7,160 |
|
170-569-5051-552-64055-7300-643 |
($1,020) |
|
170-569-5051-552-64400-7300-641 |
$1,020 |
|
171-569-5052-553-64055-7300-643 |
($3,520) |
|
171-569-5052-553-64400-7300-641 |
$3,520 |
|
171-569-5052-554-52653-7300-649 |
$1,631 |
|
171-569-5052-554-64055-7300-643 |
($2,644) |
|
171-569-5052-554-64400-7300-641 |
$1,013 |
|
172-569-5053-52653-5103-649 |
-7,386 |
|
172-569-5053-52653-6200-649 |
$332 |
|
172-569-5053-52653-7300-649 |
$866 |
|
172-569-5053-64055-7300-643 |
($6,132) |
|
172-569-5053-64400-7300-641 |
$12,320 |
|
173-569-5061-52650-5102-649 |
($4,500) |
|
173-569-5061-52653-5101-649 |
$151 |
|
173-569-5061-52653-5102-649 |
$4,651 |
|
173-569-5061-64055-7300-643 |
($302) |
d) 5 year projection of the operational cost of the project: Not Applicable
e) Detail of additional staff requirements: Not Applicable.