Broward County Commission Regular Meeting
Director's Name: Stephen Farmer (Acting Director)
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
A. MOTION TO APPROVE sole brand standardization of Axis Communications’ cameras, parts, installation, maintenance, and repairs from authorized partners, exclusively for the Port Everglades Department.
B. MOTION TO AWARD open-end contract to low responsive, responsible bidder, 4 Best Business Corp dba 4BB Corp, a certified County Business Enterprise, for CCTV Installation, Maintenance and Repair, Bid No. BLD2130352B1, for the Port Everglades Department, in the initial three-year estimated amount of $1,269,300, including initial allowances of $640,500, and authorize the Director of Purchasing to renew the contract for two one-year periods, for a five-year estimated amount of $2,115,500.
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Why Action is Necessary
MOTION A: In accordance with the Broward County Procurement Code, Section 21.19(c), the Director of Purchasing may recommend to the Board that any brand or source of goods or services be standardized as the sole brand or sole source of goods or services that will be purchased for a County Agency or countywide.
MOTION B: In accordance with the Broward County Procurement Code, Section 21.47(a), Award and Execution Authority, the Board shall make all awards, and authorize the execution of the associated contracts, with a value of more than $500,000, inclusive of the value of any renewals or extensions provided for in the contract.
What Action Accomplishes
MOTION A. Designates standardization of Axis Communications as the sole brand for cameras, parts installation, maintenance, and repairs from authorized partners, exclusively for the Port Everglades Department.
MOTION B. Provides for an open-end contract with all new parts, materials, tools, equipment, and labor for the installation, maintenance and repair services of CCTV system and related equipment throughout Broward County Port Everglades.
Goal Related Icon(s)
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Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE PORT EVERGLADES DEPARTMENT RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
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 3).
The purpose of this contract is to provide all labor and equipment necessary for the installation, maintenance, and repair of Axis Communications CCTV cameras and related equipment throughout Broward County Port Everglades.
In accordance with the Broward County Living Wage Ordinance, Broward County Administrative Code, Section 26-101(i), these services are covered services. 4 Best Business dba 4BB Corp (4BB) has agreed to be bound to the contractual obligations of the Living Wage Ordinance.
This procurement is critical to the Port Everglades Department’s (PED) Port Security Plan (PSP). PED is regulated by the Coast Guard and Custom Border Protection and is required under Title 33 Code of Federal Regulations (C.F.R.) to maintain an approved PSP. In addition, PED is subject to Ports & Harbors security standards set forth in Florida Statutes 311.12 and the records retention standards under General Records Schedule GS1-SL, Item No. 302 which mandates that all surveillance recordings must be retained for a minimum of 30 days for evidentiary purposes.
The CCTV system, including all security cameras and media produced from each camera, are part of the PSP. It is recommended that cameras, parts, installations, maintenance and repairs from Axis Communications’ (Axis) authorized partners be standardized only for continued use by PED. Currently, PED’s CCTV system has approximately 650 cameras throughout Port Everglades; and if an alternate camera brand is utilized, the County would incur a major cost to deploy another brand and system.
On May 5, 2025, the Director of Purchasing approved Axis as the one reasonable brand for PED and recommends approval of this sole brand standardization for PED (Exhibit 1).
The allowances included in the contract, in the total amount of $213,500 per year, are for parts and materials, permits and fees, and equipment rental. Expenditures under these allowances must be approved by the Contract Administrator and will be reimbursed at the vendor’s actual cost without mark-up. The allowances also comprise expenditures from discount-from-list pricing / catalog pricing.
The Director of Purchasing has determined the apparent low bidder, Briggs Management & Associate LLC (BMA), to be nonresponsible due to an insufficient number of positive vendor references and the company's previous business experience, which is limited to electrical contracting work and lacks any reference to CCTV projects or related work. In accordance with the Solicitation’s General Conditions, 8. Qualifications of Vendors, the County will determine whether the evidence of ability to perform is satisfactory and reserves the right to reject responses and find vendor nonresponsible where the evaluation indicates insufficient or uncertainty regarding ability to perform. Therefore, based on the forementioned, BMA’s bid was rejected.
PED reviewed the bid submitted by the low responsive responsible vendor, 4BB, and concurs with the recommendation for award (Exhibit 4). Five County vendor performance evaluations were completed for 4BB; the vendor has an overall performance rating of 4.05 out of possible rating of 5.0. Copies of the vendor performance evaluations are available upon request.
The Purchasing Division reviewed the prices submitted by the low, responsive and responsible vendor, 4BB, and has determined that the prices submitted are fair and reasonable in comparison to the prices of the next bidder and the current Broward County contract for these same services (Exhibit 5).
Incumbent: L&D Services, LLC dba The Ivory Group, Contract Number and Title: BLD2120259B1, CCTV Install, Maintenance and Repair. Contract Term: June 18, 2020 through June 17, 2023, First Renewal: June 18, 2023 through June 17, 2024, Second Renewal: June 18, 2024 through June 17, 2025, 90-Day Extension: June 18, 2025 through September 15, 2025. Expenditures to date: $1,829,325.
On May 5, 2025, the Director of Purchasing recommended the approval of a sole brand designation and authorized the solicitation to be advertised on the open market. The bid was advertised on May 15, 2025, and opened on June 6, 2025; 12 bids were received with no declinations (Exhibit 2).
The Recommendation for Award was posted on the Purchasing Division website. On August 29, 2025, the Director of Purchasing received a timely filed protest from BMA. The protest claimed: 1) the County did not consider its own request for supplemental references, 2) County staff’s confirmation of sufficiency conflicts with the subsequent finding of nonresponsible, 3) County failed to consider executive experience as allowed by law, 4) BMA questions if procedural inconsistency in rejection record fairly and timely evaluated its bid, 5) County’ s request, receipt and disregard of supplemental references amounts to arbitrary and capricious determination (Exhibit 6).
On September 19, 2025, the Director of Purchasing issued a response to BMA stating that all protest assertions are denied (Exhibit 7).
No appeal of the protest decision was filed by the applicable deadline.
The contract consists of the County’s solicitation and the vendor’s response.
The initial contract period begins on the date of award and terminates three years from that date.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, 954-357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
This open-end contract has a not-to-exceed amount of $2,228,850 over a potential five-year period. The funds estimated for the current fiscal year are included in the current fiscal year budget.
Requisition No. PAD0000996