Title
MOTION TO RESCIND THE PARTIAL AWARD OF IFB # TS-21-09 "CHROMEBOOK CARTS, COMPUTERS, CAMERAS, AND PROJECTORS FOR CHARTER SCHOOLS” FROM MVATION WORLDWIDE INC. IN THE AMOUNT OF $48,300.
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."
- 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)(5) states "The city reserves the right to waive any irregularities in the bids, as determined by the Chief Procurement Officer and approved by the City Manager."
- 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."
- Section 35.36 of the City's Code of Ordinances is titled "Local Vendor Preference"
- Section 35.36(B)(1) states, “For bid evaluation purposes, vendors that meet the definition of local Pembroke Pines vendor, as defined herein, shall be given a 5% evaluation credit. This shall mean that if a local Pembroke Pines vendor submits a bid/quote that is within 5% of the lowest price submitted by any vendor, the local Pembroke Pines vendor shall have an option to submit another bid which is at least 1% lower than the lowest responsive bid/quote. If the local Pembroke Pines vendor submits a bid which is at least 1% lower than that lowest responsive bid/quote, then the award will go to the local Pembroke Pines vendor. If not, the award will be made to the vendor that submits the lowest responsive bid/quote. If the lowest responsive and responsible bidder IS a local Pembroke Pines vendor, the award will be made to that vendor and no other bidders will be given an opportunity to submit additional bids as described herein.”
SUMMARY EXPLANATION AND BACKGROUND:
1. On September 1, 2021, the City Commission authorized the advertisement of TS-21-09 “Chromebook Carts, Computers, Cameras, and Projectors for Charter Schools”, which was advertised on September 21, 2021.
2. The purpose of this solicitation was to provide the requested Chromebook Carts, Desktop PCs, Monitors, Surface Pro laptop/tablets (with keyboard covers), Document Cameras, and LCD projectors (with ceiling mounts) for the City of Pembroke Pines’ Charter Schools.
3. On December 15, 2021, the City Commission authorized the award of IFB # TS-21-09 “Chromebook Carts, Computers, Cameras, and Projectors for Charter Schools”, to the following vendors:
- Adorama Camera not to exceed $39,163.10
- Mvation Worldwide Inc. not to exceed $48,300.00
- Office Depot not to exceed $53,922.31
- Earthwalk Communications Inc. not to exceed $30,240.00
- AVI-SPL LLC not to exceed $24,225.00
4. On January 26, 2022, Adorama Camera reached out to the Procurement Department to inform that the Microsoft Surface Pro 7 - 12.3" - Core i5 1035G4 - 16 GB RAM - 256 GB SSD, SKU: MIPUW00001, has been confirmed discontinued by the manufacturer, and that they can no longer fulfill that order.
5. On February 16, 2022, Commission approved to rescind the partial award of IFB # TS-21-09 “Chromebook Carts, Computers, Cameras, and Projectors for Charter Schools" for the Microsoft Surface Pro from Adorama Camera in the amount of $34,433.10, and to award the Microsoft Surface Pro to the second lowest bidder, Mvation Worldwide Inc. in the amount not to exceed $35,880.
6. On April 1, 2022, Mvation Worldwide Inc. reached out to the Technology Services Department and informed them that they could no longer fulfill the order of the (84) Lenovo ThinkCentre M75q-1 Tiny because the requested item has gone end of life per their supplier, Lenovo.
7. A separate item, File ID # 22-0462, is being brought forward on tonight's agenda which will address how the City is moving forward to complete the necessary purchases.
8. Recommend Commission to rescind the partial award of IFB # TS-21-09 “Chromebook Carts, Computers, Cameras, and Projectors for Charter Schools" from Mvation Worldwide Inc. in the amount of $48,300.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Not Applicable
b) Amount budgeted for this item in Account No: Not Applicable
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.