Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
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A. MOTION TO APPROVE sole brand DocuSign E-Signature and Workflow Processing Services, from DocuSign, Inc. authorized resellers, for the Enterprise Technology Services Division and other Broward County agencies and offices.
ACTION: (T-11:03 AM) Approved.
VOTE: 8-0. Vice-Mayor Bogen was inaudible during the vote.
B. MOTION TO AUTHORIZE Director of Purchasing to award resultant open-end contract to an authorized reseller for DocuSign E-Signature and Workflow Processing Services, Bid No. TEC2128829B1, for the Enterprise Technology Services Division, in the initial one-year estimated amount of $245,000 and authorize the Director of Purchasing to renew the contract for four one-year periods, for a five-year potential estimated amount of $1,225,000.
ACTION: (T-11:03 AM) Approved.
VOTE: 8-0. Vice-Mayor Bogen was inaudible during the vote.
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Why Action is Necessary
MOTION A: In accordance with Broward County Procurement Code Section 21.25(a), Sole Source Procurements, and Section 21.26(a), Sole Brand Procurement, nonstandardized Sole Source and Sole Brand procurements above the award authority of the Director of Purchasing must be approved by the Board.
MOTION B: In accordance with 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 include a single bidder, rejection of apparent low bidder, protested award, or pulls from the Board regarding the intended award.
What Action Accomplishes
Motion A. Designates DocuSign e-Signature and Workflow Processing Services as sole brand for Enterprise Technology Services Division and other Broward County agencies and offices.
Motion B. Authorizes the Director of Purchasing to award a resultant open-end contract for DocuSign e-Signature and Workflow Processing Services, for the Enterprise Technology Services Division and other Broward County agencies and offices.
Goal Related Icon(s)
☐County Commission
☐Go Green
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Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT/ENTERPRISE TECHNOLOGY SERVICES DIVISION 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 its review of the products and services requested and availability of CBE firms to perform the services.
Broward County Code of Ordinances Section 1-81.3(a), CBE goals and reserves, provides for the setting of a CBE goal of at least 25% unless the Board or County Administrator (under limited circumstances) approves a different goal, or no goal based upon a written determination by the Director of the Office of Economic and Small Business Development (OESBD). The Board’s approval of this item will result in no CBE goal being set for the applicable agreement consistent with the written determination provided by the Director of OESBD (Exhibit 2).
The purpose of this item is to designate sole brand to DocuSign authorized resellers of DocuSign e-Signature and Workflow Processing Services; and to authorize the Director of Purchasing to award and renew the resultant open-end contract to an Authorized Reseller. Pricing shall be a percentage discount off the then-current open market pricing at the time of the submittal, verifiable through the DocuSign publicly available U.S. Manufacturer’s Suggested Retail Price list.
The Enterprise Technology Services Division and other County agencies have relied on DocuSign to provide applications to manage electronic agreements. DocuSign is an agreement management application that enables users to create, send, and automate a wide variety of forms and contracts and enables signees to sign documents electronically, thereby eliminating the need for hard copies of documents.
On April 24, 2024, the Purchasing Division issued a Request for Information (RFI) Notice of Intent to designate sole brand to ascertain whether there were any other entities able to provide the services. One response was received to the RFI and provided to the using agency for its review. Per the Enterprise Technology Services Division, the one vendor that provided a response is a DocuSign Authorized Reseller (Exhibit 1).
On October 15, 2024, the Purchasing Division issued Bid No. TEC2128829B1 for the DocuSign e-Signature and Workflow Processing Services. The expected bid due date was November 1, 2024. The Enterprise Technology Services Division anticipates the total estimated annual amount to be $245,000, for a potential five-year estimated amount of $1,225,000.
The new contract once awarded will replace the current contract, which is set to expire on December 19, 2024.
Incumbent: Carahsoft Technology Corporation. Contract Number and Title: TEC2121258G1, DocuSign Consent Signature. Contract Term: July 23, 2020 through December 19, 2024. Expenditures to date: $595,236.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, (954) 357-6070.
Fiscal Impact
Fiscal Impact/Cost Summary
The open-end contract has an estimated amount of $1,225,000 over a potential five-year period. The funds estimated for the current fiscal year are included in the current fiscal year budget.