In accordance with Broward County Procurement Code, Section 21.36, the Director of Purchasing may purchase directly, without bids or quotations, from a General Services Administration (GSA) contract from federal, state or local contracts if the awarding jurisdiction and/or the vendor agree to allow the County to purchase therefrom. Additionally, in accordance with the Broward County Procurement Code, Section 21.31.a.4, the Board is required to approve all awards exceeding $250,000 per annum or $400,000 in a multi-year period.
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THE FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT, THE ENTERPRISE TECHNOLOGY SERVICES DIVISION, 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"; its Goal is to build into every process and service effective checks and balances that do not cause inefficiency, but rather ensure consistency, continuity, and quality.
On February 14, 2017, Enterprise Technology Services Division (ETS), in conjunction with the Purchasing Division, awarded a Sole Brand contract utilizing GSA Contract GS-35F-267DA with DLT Solutions, LLC for the purchase of Solarwinds Software, Licensing and Support subscriptions. A Request for Quote indicated DLT Solutions was the only qualified vendor under GS-35F267DA to provide Solarwinds product. A market analysis was performed, and the findings indicated DLT Solutions as the lowest price vendor. The award for Quote No. R2112431G1 specified an estimated annual contract threshold of $58,012 up to the expiration of April 10, 2021, a total potential four-year contract value of $99,396. Solarwinds provides a variety of Helpdesk software, and systems monitoring tools for use within large, campus networks. As a County standard, Enterprise Technology Services sought input from various agencies on their needs related to the use of Solarwinds product, licensing, and support plans to consolidate multiple agency contracts into a single enterprise contract. In June 2017, the demand on this contract reached the initial annual threshold and requests continued to increase as multiple agencies standardized on the product line. An analysis of agency requests determined new product licensing drove a considerable amount of the expenditures. On June 22, 2017, the Purchasing Division increased the then-current threshold from $58,012 to $120,000 and the total not-to-exceed amount through April 2021 from $99,396 to $187,000.
On July 14, 2017, additional requests for Solarwinds products by agencies drove the need for Enterprise Technology Services to recommend a final annual increase of $80,000 for the current contract term, bringing the current threshold from $120,000 to $200,000, and a total potential estimated contract value up to the not-to-exceed amount of $385,000. The increase allowed agencies to purchase necessary software tools to automate many of the manual administrative functions of the systems specific to their agencies' functions. On August 10, 2017, the Purchasing Division retroactively increased the threshold from $120,000 to $200,000 and the total not-to-exceed through April 10, 2021 from $187,000 to $385,000.
The purpose of this action is to increase the total estimated contract value to $755,000 up to the expiration date of April 11, 2021. Agencies with existing software will require the continuing renewal of support and maintenance plans. County agencies continue to expand on the Solarwinds product licensing and have expressed a need to implement new product. This request allows for an annual contract threshold of $185,000 for the remaining three years of the GSA contract term. On May 1, 2018, the Purchasing Division recommended the approval of the increase of the not-to-exceed threshold through April 10, 2021, from $385,000 to $755,000.
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