Competitive Bid Reports - C2 E
|TO:||Honorable Mayor and Members of the City Commission|| |
|FROM:||Alina T. Hudak, City Manager|| |
|DATE:||April 28, 2023|
|SUBJECT:||A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO INVITATION TO BID (ITB) 2023-036-LB VMWARE LICENSES AND SUPPORT; PREQUALIFYING THE INITIAL POOL OF CONSULTANTS: CDW GOVERNMENT LLC, TEC-LINK LLC; THOMAS CONSULTANTS, INC.; VINSYS INFORMATION TECHNOLOGY, INC.; AUTHORIZING THE CITY MANAGER TO KEEP THE ITB OPEN FOR THE PURPOSE OF PREQUALIFYING ADDITIONAL CONSULTANTS; DELEGATING TO THE CITY MANAGER THE AUTHORITY TO ADD CONSULTANTS TO THE POOL, PROVIDED THAT ANY SUCH CONSULTANT MEETS THE REQUIREMENTS OF THE ITB, AND TO REMOVE CONSULTANTS AS THE ADMINISTRATION DEEMS APPROPRIATE; AND PROVIDING THAT ANY SERVICE ORDER IN EXCESS OF $100,000 SHALL BE SUBJECT TO THE PRIOR APPROVAL OF THE CITY COMMISSION.|
It is recommended that the Mayor and City Commission approve the Resolution authorizing the Administration to establish a pool of prequalified firms that will be used for VMware licenses and support as needed by the IT Department. When services are needed, prequalified firms will be contacted for proposals. The Resolution authorizes the initial pool of prequalified firms: CDW Government LLC, TEC-LINK LLC, Thomas Consultants, Inc., Vinsys Information Technology, Inc. The Resolution also authorizes the City Manager to keep the ITB open to prequalify additional firms and delegates authority to the City Manager to add firms to the pool, provided such firms meet the requirements of the ITB or remove firms for non-performance. Any service order over $100,000 shall be subject to the prior approval of the City Commission.
This solicitation is currently under the cone of silence.
The City’s Information Technology Department utilizes VMware’s infrastructure virtualization technology to provide core services for the City’s technical infrastructure, such as server applications, disaster recovery initiatives, and mobility management and security. All critical servers and applications used by the City run on VMware's platform to ensure service delivery, high availability, and resiliency. VMware’s technology also provides Horizon services that allow secure, remote access to City applications and services for mobility and citizen service. VMWare’s technology has been used by the City extensively since 2009.
Through the ITB 2023-036-LB, the City sought to prequalify firms that may be engaged in the future as the need arises to the City with licenses and support for VMware. The ITB requires that firms be authorized by VMWare to sell, upgrade, supply, service and maintain its products or services. Qualified firms will be prequalified to participate in future quote requests as needed by the IT Department.
On March 7, 2023, the ITB was issued. Bid notices were issued to 39,150 companies through the e-procurement system, with 60 prospective bidders accessing the advertised solicitation. Responses were due and received on March 28, 2023. The City received applications from the following five (5) firms: CDW Government LLC, Computer Design Center LLC, TEC-LINK LLC, Thomas Consultants, Inc., Vinsys Information Technology, Inc.
The response from Computer Design Center LLC was deemed non-responsive and cannot be considered at this time for failure to meet the minimum requirements established in the ITB to be an authorized dealer/reseller of VMWare products and services.
The ITB stated that following the review of applications, the responsive and responsible bidder(s) meeting all terms and conditions of the ITB would be recommended for award. The Procurement Department and Information Technology Department have determined that the following four (4) firms are responsive, responsible bidders meeting all terms and conditions of the ITB and are recommended for award.
· CDW Government LLC
· EC-LINK LLC
· Thomas Consultants, Inc.
· Vinsys Information Technology, Inc.
SUPPORTING SURVEY DATA
The Information Technology Department estimates annual expenditures of $200,000. The pool of prequalified consultants will ensure that purchases are awarded competitively to maximize available funds. Staff will seek proposals from the pool of prequalified consultants when services are required. Any service order over $100,000 shall be subject to the prior approval of the City Commission. It is not anticipated that grant funding will be utilized for these services.
Proactively prequalifying firms that can be contacted for proposals for future work will expedite the City’s response to future needs for WMware license sand support, which are critical to the information technology infrastructure. Otherwise, waiting to issue a solicitation when a need arises would significantly delay the acquisition of critical products and services.
Therefore, it is recommended that the Mayor and City Commission of the City of Miami Beach, Florida, approve the Resolution, prequalifying the initial pool of consultants: CDW Government LLC, TEC-LINK LLC, Thomas Consultants, Inc., Vinsys Information Technology, Inc.; further authorizing the City Manager to keep the ITB open to prequalify additional consultants; and delegating to the City Manager the authority to add consultants to the pool, provided that any such consultant meets the requirements of the ITB, and to remove consultants for non-performance; and further providing that any purchase over $100,000 shall be subject to the prior approval of the City Commission.
|Is this a "Residents Right to Know" item, pursuant to City Code Section 2-14?|| ||Does this item utilize G.O. Bond Funds?|
|No|| ||No|| |