Resolution 2023-32563RESOLUTION NO., 2023-32563
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 LICENCES 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.
WHEREAS, on March 7, 2023, the Administration issued ITB 2023-036-LB
Prequalification Pool for VMware Licenses and Support; and
WHEREAS, 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; and
WHEREAS, the ITB stated that the responsive and responsible bidder(s) meeting all
terms and conditions of the ITB would be recommended for an award; and
WHEREAS, Computer Design Center LLC failed to produce evidence of meeting the
minimum requirements of this solicitation; and
WHEREAS, the Procurement Department and Information Technology Department
found that CDW Government LLC, TEC-LINK LLC, Thomas Consultants, Inc., Vinsys
Information Technology, Inc. met the requirements of the ITB; and
WHEREAS, CDW Government LLC, TEC-LINK LLC, Thomas Consultants, Inc., Vinsys
Information Technology, Inc. have been deemed responsive, responsible bidders meeting all
terms and conditions of the ITB and are recommended for an award; and
WHEREAS, when a project or need is identified, staff will seek proposals from all
prequalified consultants; 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; and
WHEREAS, purchases exceeding $100,000 will be submitted to the City Commission for
its consideration and approval; and
WHEREAS, to maximize competition among the prequalified consultants, the
Administration recommends that the ITB remain open to permit the City Manager to prequalify
additional consultants as part of the pool, provided that such consultants 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. 2023-036-LB Prequalification Pool.for VMware Licenses -and Support;-prequalify
the initial pool of consultants: CDW Government LLC; TEC-LINK LLC; Thomas. Consultants'
Inc.; Vinsys Information Technology, Inc.; authorize the City Manager to keep'the ITB open to
prequalify additional consultants; delegate 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 provide that any. service order in
excess of $100,000 shall be subject to the prior approval of the City Commission..
PASSED AND ADOPTED this -day of ( 2023.
ATTEST:.
MAY 6 2 2023
RAFA L E. GRANADO, CITY CLERK DAN GELBER, MAYOR
"IN(ORP OUTED =
APPROVED AS TO..y •., .: a�'
'FORM & LANGUAGE'c
& FOR EXECUTION
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City Attomey Date
Competitive Bid Reports - C2 E
MIAMI BEACH
COMMISSION MEMORANDUM
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;
THO'MAS 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 CITYCOMMISSION.
RECOMMENDATION
'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 I TB or remove firms for non-performance. Any service
order over $100,000 shalt be subject to the prior approval of the City Commission.
This solicitation is currently under the cone of silence.
BACKGROUND/HISTORY
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,
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high availability, and resiliency. VMware's technology also provides Horizon services that allow
secure, remote access to City applications and seances 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,
ANALYSIS
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 I nformation Technology, Inc. I
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
N/A
FINANCIAL INFORMATION
The I nformation 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.
Amount(s)/Acount(s):
ACCOUNT: 550-0640-000325-14-413-582-00-00-00-..... $200, 000
CONCLUSION
Proactively prequalifying firms that can be contacted for proposals for future work will expedite
the City's response to future needs for W Mware 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.
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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.
Applicable Area
Not Applicable
Is this a "Residents Right
..to Know" item, pursuant to
Citv Code Section 2-14?
fir,
Does this item utilize G.O.
Bond Funds?
No
Legislative Tracking
Information Technology/Procurement
ATTACHMENTS:
Description
❑ Resolution
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