Title
MOTION TO AWARD IFB # TS-19-05 “EXAGRID HARDWARE” TO THE MOST RESPONSIVE/RESPONSIBLE BIDDER, PRESIDIO HOLDINGS INC. DBA PRESIDIO NETWORKED SOLUTIONS LLC, IN THE AMOUNT NOT TO EXCEED $165,476.46.
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 35.19(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(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, 2020, the City Commission authorized the advertisement of IFB # TS-19-05 “ExaGrid Hardware”, which was advertised on January 21, 2020.
2. The purpose of this solicitation was to secure a contractor to provide the requested ExaGrid hardware for the City. On December 14, 2016 as part of the Technology Modernization Project, the City Commission approved the purchase of an ExaGrid EX40000E data storage backup and replication solution to provide centralized backups for all critical City data. As time goes on, the need for additional data storage increases. As a result, the Technology Services Department is requesting to purchase this additional hardware to expand the City's data storage capability for all critical City data.
3. On February 11, 2020, the City opened proposals from two (2) vendors:
Vendor Name Total Cost
Presidio Holdings Inc. dba Presidio Networked Solutions LLC $170,266.92
Presidio Holdings Inc. dba Presidio Networked Solutions LLC $165,476.46
(alternate)
Howard Industries, Inc. $316,998.00
4. The Technology Services Department and Procurement Department have reviewed the bids and have deemed Presidio Holdings Inc. dba Presidio Networked Solutions LLC to be the most responsive/responsible bidder. The Technology Services Department also chose to move forward with the alternate bid submitted by Presidio.
5. In addition, Presidio Holdings Inc. has also completed the Equal Benefits Certification Form and has stated that the "Contractor currently complies with the requirements of this section."
6. Request Commission to award IFB # TS-19-05 “ExaGrid Hardware” to the most responsive/responsible bidder, Presidio Holdings Inc. dba Presidio Networked Solutions LLC in the amount not to excced $165,476.46.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $165,476.46
b) Amount budgeted for this item in Account No: Funds are currently budgeted for this project in account # 1-513-2002-64400 (Other equipment)
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.