Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
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MOTION TO APPROVE Most Reasonable Source, sole brand standardization of RFP Depot LLC d/b/a BidSync, now known as Periscope Holdings, Inc. d/b/a Periscope S2G, an automated formal solicitation advertisement system for the Purchasing Division.
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Why Action is Necessary
In accordance with the Broward County Procurement Code, Section 21.54.c, the Board is required to approve all standardizations greater than the award authority of the Director of Purchasing; and Section 21.43, the Board is required to approve all contracts for supplies or services of more than five years.
What Action Accomplishes
Provides the standardization of RFP Depot LLC d/b/a BidSync, now known as Periscope Holdings, Inc. d/b/a Periscope S2G, an automated formal solicitation advertisement system for the Purchasing Division.
Is this Action Goal Related
Yes
Previous Action Taken
None
Summary Explanation/Background
THE FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT AND THE PURCHASING DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTION.
This item supports the Board's Value of "Consistently delivering responsive, efficient, quality services to the public and internal customers"; and its Goal to "Build into every process and service effective checks and balances that do not cause inefficiency, but rather ensure consistency, continuity, and quality".
The purpose of this action is to standardize the County’s automated bid management software solution to maintain continuity of service until the County migrates to the PeopleSoft Enterprise Resource Planning, eProcurement solution. Pursuant to the Broward County Procurement Code, Section 21.54, Standardization, the Director of Purchasing may de-standardize any commodity of service, regardless of the source of original standardization, if a determination is made that the commodity or service is no longer required or may be made competitively.
In support of the County's formal bidding process as stated in Procurement Code, Section 21.30, Competitive Sealed Bidding, Purchasing has been utilizing BidSync through RFP Depot LLC d/b/a BidSync, now known as Periscope (BidSync), a Software as a Service (Saas) solutions for on-line bidding since October 16, 2013. Originally, BidSync was competitively procured through Miami-Dade County and awarded through Miami-Dade County Contract No. EPP-RFP 840, executed February 7, 2013. Broward County's original agreement term was for three years with two one-year renewal terms. The First Amendment to Supplemental Agreement adopting the Miami-Dade County Software Licensing, Hosting, Maintenance and Support Agreement was authorized by the Board on June 5, 2018 (Item No. 33), extending the contract through October 15, 2020. Upon approval by the Board of the standardization, the Director of Purchasing will seek to piggyback off the Miami Dade contract, which was competitively solicited and expires February 28, 2022.
BidSync automates our formal solicitation advertisement of Requests for Qualifications, Bids and Proposals. In line with transparency and accountability, Purchasing strives to assist both Small Business Enterprises and Certified Business Enterprises while maintaining access to the largest pool of vendors to supply the County with the best value and price offerings.
Normally, on-line bidding solutions solely charge fees to vendors responding to advertised solicitations. The County elected to absorb fees that normally would be charged to County suppliers eliminating any vendor from being reluctant to respond to County solicitations; thus, supporting the opportunity for businesses to participate in any competitive solicitations advertised by the County adhering to Procurement Code, Section 21.53, Open Competition Required. The Director of Purchasing shall strive to assure that specifications issued by the County provide for free and open competition among vendors and preclude a lock-in of any brand or vendor, unless items are purchased under sole source or sole brand provisions (Exhibit 1).
Source of Additional Information
Brenda J. Billingsley, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
Each requirement processed against this open-end contract will be funded by the appropriate source at the time of release.