Resolution 2020-31295 RESOLUTION NO. 2020-31295
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 NO. 2020-184-DF TO
ESTABLISH A POOL OF PREQUALIFIED MICROSOFT AUTHORIZED
RESELLERS, ON AN "AS-NEEDED" BASIS, AND APPROVING THE
FOLLOWING INITIAL POOL OF QUALIFIED CONTRACTORS: ACP
TECHNOLOGIES, HPI INTERNATIONAL INC, INSIGHT PUBLIC SECTOR,
INC, IT DEVICES ONLINE, INC, MICROSOFT, MVATION WORLDWIDE INC,
PC NETWORK SOLUTIONS, AND THOMAS CONSULTANTS, INC;
FURTHER, AUTHORIZING THE CITY MANAGER TO KEEP THE ITB OPEN
FOR THE PURPOSE OF PREQUALIFYING ADDITIONAL CONTRACTORS,
DELEGATING TO THE CITY MANAGER THE AUTHORITY TO ADD
CONTRACTORS TO THE POOL, PROVIDED SUCH CONTRACTORS MEET
THE REQUIREMENTS OF THE ITB; AND, FURTHER, PROVIDING THAT ANY
PURCHASE IN EXCESS OF $100,000 SHALL BE SUBJECT TO THE PRIOR
APPROVAL OF THE CITY COMMISSION.
WHEREAS, on May 12, 2020, the City issued an Invitation to Bid 2020-184-DF (the
"ITB") to establish a contract, by means of sealed applications, with qualified contractors for the
establishment of a prequalified pool of contractors in order to solicit future Microsoft product
purchases, including, but not limited to, Microsoft Surface products, on an "as-needed" basis;
and
WHEREAS, on June 2, 2020, responses were received from ACP Technologies, HPI
International Inc., Insight Public Sector, Inc., IT Devices Online, Inc., Microsoft, Mvation
Worldwide Inc., PC Network Solutions, and Thomas Consultants, Inc.; and
WHEREAS, the ITB stated that following the review of applications, the responsive and
responsible bidder(s) meeting all terms and conditions of the ITB will be recommended for
award; and
WHEREAS, in its due diligence, the Procurement Department found that ACP
Technologies, HPI International Inc., Insight Public Sector, Inc., IT DEVICES ONLINE, Inc.,
Microsoft, Mvation Worldwide Inc., PC Network Solutions, and Thomas Consultants, Inc. met
the requirements of the ITB; and
WHEREAS, the prequalified contractors list is included in Exhibit "A" to the commission
memorandum accompanying this Resolution; and
WHEREAS, when a need arises, the City will seek quotes from all prequalified
contractors for the services required; and
WHEREAS, for purchases up to $100,000, the approval of the City Manager or designee
will be required in accordance with the City Manager's existing delegated procurement authority
under the City Code; purchases exceeding $100,000 will be submitted to the City Commission
for consideration and approval; and
WHEREAS, to maximize competition among the prequalified contractors, the
Administration is recommending that the ITB remain open, to permit the City Manager to qualify
additional contractors as part of the pool, provided that such contractors meet all of the
requirements of the ITB.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager, pursuant to Invitation to
Bid (ITB) No. 2020-184-DF, to establish a pool of prequalified Microsoft authorized resellers, on
an "as-needed" basis, and approve the following initial pool of contractors: ACP Technologies,
HPI International Inc., Insight Public Sector, Inc., IT Devices Online, Inc., Microsoft, Mvation
Worldwide Inc., PC Network Solutions, and Thomas Consultants, Inc.; further, authorize the City
Manager to keep the ITB open for the purposes of prequalifying additional contractors,
delegating to the City Manager the authority to add contractors to the pool, provided such
contractors meet the requirements of the ITB; and, further, provide that any purchase in excess
of$100,000 shall be subject to the prior approval of the City Commission.
PASSED AND ADOPTED this c2y day of J'u»'� 2020.
ATTEST:
Ra ael . Granad ,City Clerk Dan Gelber, Mayor
INC.ORP ORS ED'
APPP• ri AS TO
F*" M % L' GUAGE
& -• ' ECUTION
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Ci Attorney� t
Resolutions-C7 I
MIAMI B
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: June 24, 2020
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 NO. 2020-184-
DF TO ESTABLISH A POOL OF PREQUALIFIED MICROSOFT
AUTHORIZED RESELLERS, ON AN "AS-NEEDED" BASIS, AND
APPROVING THE FOLLOWING INITIAL POOL OF QUALIFIED
CONTRACTORS: ACP TECHNOLOGIES, HPI INTERNATIONAL INC,
INSIGHT PUBLIC SECTOR, INC, IT DEVICES ONLINE, INC, MICROSOFT,
MVATION WORLDWIDE INC, PC NETWORK SOLUTIONS, AND THOMAS
CONSULTANTS, INC; FURTHER, AUTHORIZING THE CITY MANAGER TO
KEEP THE !TB OPEN FOR THE PURPOSE OF PREQUALIFYING
ADDITIONAL CONTRACTORS, DELEGATING TO THE CITY MANAGER
THE AUTHORITY TO ADD CONTRACTORS TO THE POOL, PROVIDED
SUCH CONTRACTORS MEET THE REQUIREMENTS OF THE ITB; AND,
FURTHER, PROVIDING THAT ANY PURCHASE IN EXCESS OF $100,000
SHALL BE SUBJECT TO THE PRIOR APPROVAL OF THE CITY
COMMISSION.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida approve the City Manager's recommendation pertaining to prequalification
applications received, pursuant to Invitation to Bid (ITB) 2020-184-DF, for the prequalification
pool of authorized Microsoft Surface resellers.
BACKGROUND/HISTORY
On May 12, 2020, the City issued an Invitation to Bid ITB 2020-184-DF (the "ITB"). The
purpose of the ITB is to establish a contract, by means of sealed applications, with qualified
contractors for the establishment of a prequalified pool of authorized contractors in order to
solicit future Microsoft product purchases, including, but not limited to, Microsoft Surface
products, on an "as-needed" basis. The pre-qualified pool established shall create a source of
viable contractors from which the City may issue Invitations to Quote (ITQs)for the purpose of
expediting the purchase of Microsoft items required by City departments. Further, the item
allows the City manager to add, or remove, contractors to the list of prequalified contractors
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during the term of the contract.
ANALYSIS
The ITB was issued on May 12, 2020, with bid opening date of June 2, 2020. The
Procurement.Department issued bid notices to 20,057 companies utilizing www.bidsync.com
website. 75 prospective bidders accessed the advertised solicitation. The notices resulted in
the receipt of eight (8) responses from: ACP Technologies, HPI International Inc., Insight
Public Sector, Inc., IT Devices Online, Inc., Microsoft, Mvation Worldwide Inc., PC Network
Solutions, and Thomas Consultants, Inc.
The ITB stated that following the review of applications, the responsive and responsible
bidder(s) meeting all terms and conditions of the ITB will be recommended for award. In its
due diligence, the Procurement Department found that all eight (8) bidders met the
requirements of the ITB.Accordingly, ACP Technologies, HPI International Inc., Insight Public
Sector, Inc., IT Devices Online, Inc., Microsoft, Mvation Worldwide Inc., PC Network Solutions,
and Thomas Consultants, Inc. have all been deemed responsive, responsible bidders meeting
all terms and conditions of the ITB and are recommended for award.
FINANCIAL INFORMATION
The cost associated with Microsoft product purchases, including, but not limited to, Microsoft
Surface products, on an "as-needed" basis are subject to the funds availability approved
through the City's budgeting process. Grant funding will not be utilized for these purchases.
CONCLUSION
I concur with staff that it is in the best interest of the for the establishment of a prequalified pool
of authorized contractors to expedite quotes for the purchase of future Microsoft product
purchases, including, but not limited to, Microsoft Surface products, on an "as-needed" basis.
Otherwise, redundant and time-consuming efforts would be required to seek proposals and
qualify contractors each time a need was identified. In order to continue to maximize
competition by continuing to add contractors, I recommend that the period for submitting
applications be extended to be consistent with the term of the contract. New applicants that
meet the ITB requirements will be added to the pool. Contractors that do not perform well will
be removed from the pool.
Therefore, I recommend that the Mayor and City Commission of the City of Miami Beach,
Florida, approve the Resolution, accept the recommendation of the City Manager, pursuant to
Invitation to Bid (ITB) No. 2020-184-DF, to establish a pool of prequalified Microsoft authorized
resellers, on an "as-needed" basis, and approve the following initial pool of contractors: ACP
Technologies, HPI International Inc., Insight Public Sector, Inc., IT DEVICES ONLINE, Inc.,
Microsoft, Mvation Worldwide Inc., PC Network Solutions, and Thomas Consultants, Inc.;
further, authorize the City Manager to keep the ITB open for the purposes of prequalifying
additional contractors, delegating to the City Manager the authority to add contractors to the
pool, provided such contractors meet the requirements of the ITB; and, further, provide that any
purchase in excess of$100,000 shall be subject to the prior approval of the City Commission.
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Applicable Area
Not Applicable
Is this a"Residents Right Does this item utilize G.O.
to Know" item,pursuant to Bond Funds?
City Code Section 2-14?
No No
Strategic Connection
Organizational Innovation-Maximize the use of innovative technology.
Legislative Tracking
Information Technology/Procurement
ATTACHMENTS:
Description
o Attachment A
❑ Resolution
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ATTACHMENT A
AUTHORIZED MICROSOFT SURFACE QUALIFIED PER ITB
RESELLERS REQUIREMENTS
ACP Technologies ✓
HPI International Inc ✓
Insight Public Sector,Inc. ✓
IT DEVICES ONLINE,INC. ✓
Microsoft ✓
Mvation Worldwide Inc. ✓
Pc Network Solutions ✓
Thomas Consultants,Inc. ✓
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