Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
A. MOTION TO REAFFIRM AND MODIFY sole brand designation for Microsoft Corporation Licenses, Software Assurance, Subscriptions, Maintenance, Cloud Services, Microsoft Consulting Services to add Microsoft branded hardware for use enterprise wide at Broward County Agencies through designated Microsoft Authorized Resellers.
ACTION: (T-10:40 AM) Approved.
VOTE: 9-0.
B. MOTION TO AWARD open-end contract to low bidder, CDW Government LLC, for Microsoft Surface Hardware and Accessories, Bid No. TEC2127343B1, for Enterprise Technology Services Division, in the initial three-year estimated amount of $1,125,000, and authorize the Director of Purchasing to renew the contract for two one-year periods in the estimated amount of $375,000 annually, for a potential five-year estimated amount of $1,875,000.
ACTION: (T-10:40 AM) Approved.
VOTE: 9-0.
body
Why Action is Necessary
A: In accordance with Broward County Procurement Code Section 21.19(a), Standardization, the Board is required to approve all standardizations for purchases greater than the award authority of the Director of Purchasing; and Section 21.19(c), upon the Board's approval of a standardized sole brand or sole source, the Director of Purchasing may purchase such standardized items regardless of contract amount.
B: 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.
What Action Accomplishes
A. Standardizes Microsoft Corporation products, services, and consulting services that are utilized across Broward County agencies enterprise wide.
B. Approves a resultant open-end contract for Microsoft Surface equipment, accessories, and warranties.
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/ENTERPRISE TECHNOLOGY SERVICES RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
The Office of Economic and Small Business Development did not assign participation goals for this contract based on the sole brand request (Exhibit 3).
The purpose of this reaffirmation and modification of Microsoft Corporation (Microsoft) products and services incorporates Microsoft branded hardware and accessories to the currently standardized Microsoft licenses, software assurance, subscriptions, maintenance, cloud services, and Microsoft consulting services in use throughout Broward County (County) and approves award to secure an open-end contract for Microsoft-branded Surface equipment for the County.
On July 9, 2002 (Item No. 15A), the Board approved the sole source, sole brand standardization of Microsoft products and services, and authorized purchases directly from authorized reseller. On October 6, 2020 (Item No. 33), the Board reaffirmed the sole brand, sole source standardization and direct purchase from authorized reseller at the time of purchase.
The Microsoft Surface is a lightweight portable device, which is fully certified for use with the Windows Operating System.
On September 22, 2023, and subsequently on May 14, 2024 (to meet Procurement Code time limits), the Purchasing Division issued a Request for Information (RFI) notice of intent to designate sole brand through Microsoft Authorized Resellers for Microsoft Surface Hardware and Accessories under the Platinum Level Program, operating as an Authorized Device Reseller (ADR). The first RFI yielded no responses. The second RFI yielded only ADRs (Exhibit 1).
On March 25, 2024, the bid was advertised and opened on April 5, 2024. Award amount is based on total expenditure for contract term and renewals. The basis of award is percentage discount off Microsoft’s list pricing. Five offers were received from Microsoft ADRs (Exhibit 2).
Enterprise Technology Services Division reviewed the bids submitted by CDW Government LLC and concurs with the recommendation for award. One vendor performance evaluation was completed for CDW Government LLC; the firm has an overall performance rating of 4.92 out of a possible rating of 5.0 (Exhibit 4).
The Recommendation for Award was posted on the Purchasing Division website on May 14, 2024. There was no protest or appeal filed against this procurement.
Incumbent: Microsoft Corporation, Contract Number A2113627G1, pursuant to state of Florida Department of Management Services Agreement 43211500-WSCA-15-ACS; Contract Term: March 30, 2018 through July 31, 2023. Expenditures: $1,482,893.
The contract consists of the County’s solicitation and the vendor’s response. The bidder waived the use of its terms and conditions and agreed to the use of the County’s terms and conditions.
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 initial contract period begins on date of award for an initial three-year term, commencing on the date of award, with two one-year renewal periods.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
The contract has an estimated amount of $1,875,000 over a potential five-year period. The funds estimated for the current fiscal year are included in the current fiscal year budget.
Requisition No. ETS0002946