Title
MOTION TO RESCIND THE PARTIAL AWARD OF IFB # TS-22-05 "CAMERAS" FROM INTEGRATED SECURITY SYSTEMS AND ER TECH SYSTEMS GROUP, INC. IN THE FOLLOWING AMOUNTS:
INTEGRATED SECURITY SYSTEMS, INC. IN THE AMOUNT OF $105,763.74
ER TECH SYSTEMS GROUP, INC. IN THE AMOUNT OF $34,210.40
AND TO AWARD TO THE MOST RESPONSIVE/RESPONSIBLE BIDDERS IN THE AMOUNTS OF:
ODP BUSINESS SOLUTIONS, LLC. NOT TO EXCEED $11,591.28
SANDOVAL CUSTOM CREATIONS, INC. NOT TO EXCEED $116,316
BRYANT INTEGRATED TECHNOLOGIES, INC. NOT TO EXCEED $36,804
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."
SUMMARY EXPLANATION AND BACKGROUND:
1. On May 18, 2022, the City Commission authorized the advertisement of IFB # TS-22-05 “Cameras”, which was advertised on May 26, 2022.
2. The purpose of this solicitation was to provide the requested cameras, routers, and NEMA enclosures. A portion of the requested cameras is intended to replace older models currently in use that have become obsolete. The remainder of the request is intended to add surveillance at the fuel master stations. The City anticipates utilizing America Rescue Plan Act (ARPA) Funds, thus this project followed Federal Procurement guidelines.
3. On August 3, 2022, the City Commission authorized the award of TS-22-05 “Cameras” to the following vendor(s):
• Integrated Security Systems, Inc. not to exceed $105,763.74
• ER Tech Systems Group, Inc. not to exceed $72,975.80
• Bryant Integrated Technologies, Inc. not to exceed $40,500
• Sandoval Custom Creations, Inc. not to exceed $28,960
4. On August 4, 2022, ER Tech Systems Group reached out to the Procurement Department to notify that they had mistakenly submitted quotes for alternate products as their primary response. The Technology Services Director determined that line items 10-12 could no longer be awarded to ER Tech Systems Group due to their incompatibility with the remainder of the line items. The Procurement Department moved onto the next lowest vendor, Bryant Integrated Technologies for line items 10-12. Bryant Integrated Technologies verified their pricing and product for line items 10-12.
5. Due to the alternate submittal by ER Tech Systems Group, the Procurement Department reached out to all awarded vendors to verify their pricing and products. In the process of verification, Integrated Security Systems informed the Procurement Department that they could no longer hold any of their prices, and had to withdraw their entire bid. Initially, Integrated Security Systems was awarded line items 1-9 and line item 14.
6. Line item 1, initially awarded to Integrated Security Systems, was slated to be awarded to the second lowest vendor Gerelcom Inc., however, Gerelcom Inc. was unable to hold their bid pricing. ODP Business Solutions was the third lowest vendor for line item 1. ODP Business Solutions verified their product and price and shall now be awarded line item 1.
7. Line Items 2-9, initially awarded to Integrated Security Systems, shall now be awarded to Sandoval Custom Creations, Inc., who was the next lowest vendor and verified their product and price.
8. Line item 14 was slated to be awarded to the second lowest vendor, ER Tech Systems, however, ER Tech Systems was unable to hold their pricing for that item. Line item 14 shall be awarded to the third lowest vendor, Bryant Integrated Technologies who verified their product and price.
9. During the verification process, ER Tech Systems also informed the Procurement Department that they could not hold the price for line item 15. The next lowest vendor for line item 15 is Sandoval Custom Creations, Inc., who verified their product and price.
10. ODP Business Solutions, Sandoval Custom Creations, Inc., and Bryant Integrated Technologies, Inc have completed the Equal Benefits Certification Form and have stated that the "Contractor currently complies with the requirements of this section." ER Tech Systems Group, Inc. has also completed the Equal Benefits Certification and has stated that the "Contractor will comply with the conditions of this section at the time of contract award."
11. Recommend Commission to rescind the partial award of IFB # TS-22-05 “Cameras", in the following amounts:
Integrated Security Systems, Inc. in the amount of $105,763.74
ER Tech Systems Group, Inc. in the amount of $34,210.40
And to award to the most responsive/responsible bidders in an amount not to exceed:
ODP Business Solutions, LLC. not to exceed $11,591.28
Sandoval Custom Creations, Inc. not to exceed $116,316
Bryant Integrated Technologies, Inc. not to exceed $36,804
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Rescinding $139,974.14 and awarding $164,711.28 (Increase of $24,737.14)
b) Amount budgeted for this item in Account No:
ODP Business Solutions, LLC
|
Part Number |
QTY |
Unit Price |
Total Cost |
Account Coding |
|
P1455-LE |
24 |
$482.97 |
$11,591.28 |
001-513-2002-552650-0000-000-0000-ARPA1 (Non-Capital Equipment) |
Sandoval Custom Creations, Inc.
|
Part Number |
QTY |
Unit Price |
Total Cost |
Account Coding |
|
Q1798-LE |
8 |
$1,337.00 |
$10,696.00 |
001-513-2002-663993-0000-000-0308-ARPA1 (Improvements/Other) |
|
Q3819-PVE 180° |
30 |
$1,485.00 |
$44,550.00 |
001-513-2002-663993-0000-000-0308-ARPA1 (Improvements/Other) |
|
Q6100-E |
2 |
$1,118.00 |
$2,236.00 |
001-513-2002-663993-0000-000-0308-ARPA1 (Improvements/Other) |
|
Q6315-LE PTZ |
9 |
$2,228.00 |
$20,052.00 |
001-513-2002-663993-0000-000-0308-ARPA1 (Improvements/Other) |
|
M2036-LE MK II |
38 |
$296.00 |
$11,248.00 |
001-513-2002-552650-0000-000-0000-ARPA1 (Non-Capital Equipment) |
|
P3719-PLE 360° |
9 |
$1,188.00 |
$10,692.00 |
001-513-2002-663993-0000-000-0308-ARPA1 (Improvements/Other) |
|
D2110-VE Radar |
6 |
$1,114.00 |
$6,684.00 |
001-513-2002-663993-0000-000-0308-ARPA1 (Improvements/Other) |
|
A8207-VE MK II |
7 |
$1,114.00 |
$7,798.00 |
001-513-2002-663993-0000-000-0308-ARPA1 (Improvements/Other) |
|
170751-000 |
20 |
$118.00 |
$2,360.00 |
001-513-2002-664074-0000-000-0000-ARPA1 (Fuel Master Upgrade) |
|
|
|
Total: |
$116,316.00 |
|
Bryant Integrated Technologies, Inc.
|
Part Number |
QTY |
Unit Price |
Total Cost |
Account Coding |
|
CB51-30E-HW |
20 |
$1,153.00 |
$23,060.00 |
001-513-2002-664074-0000-000-0000-ARPA1 (Fuel Master Upgrade) |
|
CB51-30TE-HW |
2 |
$1,229.00 |
$2,458.00 |
001-513-2002-664074-0000-000-0000-ARPA1 (Fuel Master Upgrade) |
|
LIC-3Y |
22 |
$453.00 |
$9,966.00 |
001-513-2002-664074-0000-000-0000-ARPA1 (Fuel Master Upgrade) |
|
170749-001 |
20 |
$66.00 |
$1,320.00 |
001-513-2002-664074-0000-000-0000-ARPA1 (Fuel Master Upgrade) |
|
|
|
Total: |
$36,804.00 |
|
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.