Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
A. MOTION TO APPROVE sole source, sole brand designation to ESi Acquisition, Inc., for software subscriptions, support and maintenance services for the WebEOC software for Emergency Management Division and other using agencies.
(Per the Tuesday Morning Memorandum, the Board's consideration of this item will be based upon the revised Exhibit 1 and amended Exhibit 2 as indicated in the Additional Material.)
ACTION: (T-10:35 AM) Approved as amended with Yellow-Sheeted Additional Material, dated December 1, 2020, submitted at the request of Finance & Administrative Services Department.
VOTE: 9-0. Commissioner Rich voted in the affirmative telephonically.
B. MOTION TO AUTHORIZE Director of Purchasing to execute a Participating Addendum for the State of Florida Division of Emergency Management Contract with ESi Acquisition, Inc., for WebEOC software subscriptions, support, maintenance, and related services. The initial term of the Participating Addendum is for three years to commence retroactively to June 1, 2020.
(Per the Tuesday Morning Memorandum, the Board's consideration of this item will be based upon the revised Exhibit 1 and amended Exhibit 2 as indicated in the Additional Material.)
ACTION: (T-10:35 AM) Approved as amended with Yellow-Sheeted Additional Material, dated December 1, 2020, submitted at the request of Finance & Administrative Services Department.
VOTE: 9-0. Commissioner Rich voted in the affirmative telephonically.
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Why Action is Necessary
Motion A. In accordance with Broward County Procurement Code, Section 21.34, a Sole Source Procurement above the award authority of the Director of Purchasing must be approved and awarded by the Board.
Motion B. In accordance with Broward County Procurement Code, Section 21.14.c.6, the Director of Purchasing shall execute all contracts and amendments delegated by the Board; and Section 21.135.e, the Director of Purchasing is authorized to enter into a contract awarded by a public procurement unit, if the public procurement unit and/or the vendor agree to such an award of their contract, and the procurement was accomplished under generally accepted public procurement principles. The actual award of such a contract shall be made by the applicable awarding authority.
What Action Accomplishes
Motions A. and B. Approve the sole source designation with the authorized distributor.
Is this Action Goal Related
Yes
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE REGIONAL EMERGENCY SERVICES AND COMMUNICATIONS/EMERGENCY MANAGEMENT DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
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 contract is to provide a web-based WebEOC software tool, similar to the State of Florida WebEOC, to facilitate statewide emergency management functions.
Chapter 252 of Florida Statutes provides that the Florida Division of Emergency Management (FDEM) maintain a comprehensive statewide program that includes a web-based tool to facilitate statewide emergency management functions. The State has selected ESi Acquisition (ESi) to provide the WebEOC software platform, support and maintenance and professional services. The platform allows the State Emergency Response Team (SERT) to use the same operating environment when preparing for, responding to, and recovering from an emergency. Requests for assistance are made through the platform; these requests are approved, tasked as missions, and tracked throughout their life cycle. Information messages like situation reports, press releases, and incident action plans may also be shared through the platform. This information located all in one application allows for effective response to and recovery from emergencies while documenting events for reimbursement and after-action reporting.
The Emergency Management Division has been utilizing WebEOC since 2009. On June 28, 2016, the State of Florida entered into a contract with ESi under Contract No. 17-AT-00-14-00-22-184 for its WebEOC software. Subsequently, Broward County and ESi entered into a Participating Addendum pursuant to the contract between the State of Florida Division of Emergency Management (DEM) and ESi. This contract ended on May 31,2020. ESi is continuing to provide services until the County’s Participating Addendum is executed.
On September 14, 2020, a purchase order in the amount of $14,064 was issued to ESi for a software modification that verifies user authentication due to a County security concern.
On May 28, 2020, the State of Florida entered into a new contract with ESi, Contract No. 20-AT-0000-97-00-G0069, to provide its web-based WebEOC tool to the State of Florida to facilitate statewide emergency management functions.
The County intends to enter into a new Participating Addendum pursuant to the contract between the State of Florida Division of Emergency Management (FDEM) and ESi. The FDEM Contract resulted from FDEM Invitation to Bid No. ITB-DEM-19-20-026 and became effective on May 28, 2020. The FDEM Contract initial term shall end three years from the date of execution and may renew for a period that may not exceed three years. The new Participating Addendum shall begin on the effective date with a period of performance beginning June 1, 2020.
A list of disclosure items based on negotiations are identified in the Agreement Summary (Exhibit 1).
The estimated annual expenditures for support and maintenance, licenses, and upgrades are estimated at $100,000/year for the Emergency Management Division and the Aviation Department.
Source of Additional Information
Brenda Billingsley, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
Each requirement will be funded by the appropriate source at the time of release.