Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Enterprise Technology Services
Information
Requested Action
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A. MOTION TO APPROVE Second Amendment to Agreement between Broward County and The IQ Business Group, Inc., for Countywide Consulting Services for Enterprise Content Management Needs Assessment, Request for Proposals (RFP) No. TEC2122283P1 (“Agreement”), to extend the Agreement for up to three additional one-year terms and to increase the not-to-exceed amount for optional services by $780,000; reset the execution authority of the Director of Purchasing for the Agreement pursuant to Section 21.47(b)(3) of the Broward County Procurement Code; and authorize the Mayor and Clerk to execute the same.
ACTION: (T-10:46 AM) Approved.
VOTE: 9-0.
B. MOTION TO APPROVE Work Authorization No. 003 pursuant to the Agreement between Broward County and The IQ Business Group, Inc., for Countywide Consulting Services for Enterprise Content Management Needs Assessment, Request for Proposals (RFP) No. TEC2122283P1, in the not-to-exceed amount of $543,500, to provide consulting services for the ECM Request for Letters of Interest (RLI) solicitation and project management services during the first year of integration, implementation, and configuration of the Enterprise Content Management (ECM) solution; and authorize Mayor and Clerk to execute same.
ACTION: (T-10:46 AM) Approved.
VOTE: 9-0.
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Why Action is Necessary
A: In accordance with Broward County Procurement Code, Section 21.47(a), Award and Execution Authority, the Board shall make all awards, with a value of more than $500,000, inclusive of the value of any renewals or extensions provided for in the contract; and in accordance with 21.47(b)(3), Award and Execution Authority, the Board may specifically approve in connection with any consideration of an amendment, that the full amount of the Director of Purchasing’s authority will be restored with respect to this Agreement.
B: The cumulative total of work authorizations executed to date, when combined with this work authorization, will exceed the Director of Purchasing’s delegated authority.
What Action Accomplishes
A: Extends the term of the agreement and increases the not-to-exceed amount for optional services of the agreement.
B: Provides consulting services for assistance with the ECM RLI solicitation and project management during year 1 of integration, implementation, and configuration of the ECM solution.
Goal Related Icon(s)
☐County Commission
☐Go Green
☐MAP Broward
Previous Action Taken
None.
Summary Explanation/Background
THE FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT AND THE ENTERPRISE TECHNOLOGY SERVICES DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
On June 1, 2021 (Item No. 74), the Board approved Request for Proposals (RFP) No. TEC2122283P1 for Consulting Services for Enterprise Content Management (ECM) Needs Assessment Services.
On January 5, 2022, the Director of Purchasing approved the Agreement between Broward County and The IQ Business Group, Inc., for Countywide Consulting Services for Enterprise Content Management (ECM) Needs Assessment (“Agreement”), in a total not-to-exceed amount of $385,000.
On September 26, 2023, the Director of Purchasing approved the First Amendment to the Agreement to extend the term of the Agreement for up to one additional one-year term and to increase the not-to-exceed amount for optional services for a new total not-to-exceed amount of $500,000.
The purpose of this Second Amendment to the Agreement is to extend the term of the Agreement for up to two additional one-year terms and increase the not-to-exceed amount for optional services by $780,000 to provide professional services for a revised total not-to-exceed amount of $1,280,000.
Through the original Agreement and the First Amendment, the Director of Purchasing has fully utilized the delegated authority of $500,000 pursuant to the Procurement Code, Section 21.47(b)(1).
If Motion A is approved, this item would reset the Director of Purchasing’s delegated authority to authorize up to $500,000 of additional services under this Agreement. The reset of the Director of Purchasing’s delegated authority is recommended to expedite future optional services to conduct digitization assessments for the Aviation Department and for Water and Wastewater Services. These assessments are aimed at readying the agencies’ contents for integration into the future ECM solution.
If Motion B is approved, Work Authorization No. 003 to the Agreement will provide consulting services for assistance with the ECM RLI solicitation and procurement activities and project management services during the first year of integration, implementation, and configuration of the new ECM solution.
Source of Additional Information
Domenic S. DiLullo, Jr., Chief Information Officer, Enterprise Technology Services, 954-357-8821.
Fiscal Impact
Fiscal Impact/Cost Summary
The Second Amendment increases the Agreement’s not-to-exceed total by $780,000 for a total not-to-exceed amount of $1,280,000. Work Authorization No. 003 includes a total not-to-exceed amount of $543,200.