Broward County Commission Regular Meeting
Director's Name: Stephen Farmer (Acting Director)
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
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MOTION TO AWARD fixed contract to single bidder, US Imaging, Inc., for On-Site Official Records Microfilm Conversion Services, Bid No. GEN2130771B1, for the Broward County Records, Taxes and Treasury Division, in the amount of $2,871,452.
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Why Action is Necessary
In accordance with the Broward County Procurement Code, Section 21.47, Award and Execution Authority, Board approval is required for awards with a value of more than $500,000, inclusive of the value of any renewals or extensions provided for in the contract, that includes a single bidder.
What Action Accomplishes
Provides for microfilm conversion services of historical official records.
Goal Related Icon(s)
☐County Commission
☐Go Green
☐MAP Broward
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT/RECORDS, TAXES AND TREASURY DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development (OESBD) determined that no County Business Enterprise (CBE) participation goal should apply to this solicitation based on OESBD review of the products and services and availability of CBE firms (Exhibit 2).
This contract provides for the conversion of historical official records documents, for years 1871 through 1976, from microfilm into digital image files. The project must be completed within 16 months after County’s issuance of the Notice to Proceed.
The Records, Taxes and Treasury Division reviewed the bid submitted by US Imaging Inc. and concurs with the recommendation for the award (Exhibit 3).
No County vendor performance evaluations have been completed for US Imaging, Inc.
The Purchasing Division reviewed the prices submitted by the single bidder, US Imaging Inc., and has determined that the prices submitted are fair and reasonable based on price analysis (Exhibit 4).
The bid was advertised on September 9, 2025, and opened on September 30, 2025; one bid was received (Exhibit 1).
The Purchasing Division's electronic procurement system invited 538 vendors to the solicitation, and it was viewed by 29 vendors. Purchasing conducted outreach to all vendors who viewed or downloaded the solicitation. One supplier expressed interest and intended to bid; one additional supplier declined interest as not a good fit.
As this was a single bid response, a Recommendation for Award is not required to be posted to the Purchasing Division website.
The amounts referenced in this agenda item were rounded to the nearest whole dollar. Vendor payments will be based on the actual total bid amount. The bid tabulation reflects the actual amount of the award.
The contract consists of the County’s solicitation and the vendor's response.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
The fixed contract funding source is in the General Capital Outlay Fund in the amount of $2,871,452.
Requisition No. RTT0002562