Broward County Commission Regular Meeting

MOTION TO AUTHORIZE Director of Purchasing to execute amendment for Agreement No. N1148214G1, Electronic Bidding System with RFP Depot, LLC, d/b/a/ BidSync, up to an additional two years, and up to an additional not-to-exceed amount of $170,000.

ACTION:  (T-10:26 AM)  Approved.  (Scrivener’s Error – See County Administrator’s Report: Why Action is Necessary currently reads: … Board approval is required for any purchases exceeding $250,000 per annum or $450,000 in a multi-year period… Should read: … Board approval is required for any purchases exceeding $250,000 per annum or $400,000 in a multi-year period…)
 
VOTE: 6-0.  Commissioners Geller, Holness and Sharief were not present.

In accordance with the Broward County Procurement Code, Section 21.14.c.6, Board approval is required for any purchases exceeding $250,000 per annum or $450,000 in a multi-year period. Additionally, in accordance with the Procurement Code, Section 21.31.g, no contract shall extend beyond five years without the express consent of the Board.

Authorizes the Director of Purchasing to continue electronic bidding system services with RFP Depot, LLC, d/b/a/ BidSync.

None.

THE PURCHASING DIVISION AND THE FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT RECOMMEND APPROVAL OF THE ABOVE MOTION.

On October 16, 2013, the Director of Purchasing approved and executed Agreement No. N1148214G1 for Electronic Bidding System with RFP Depot, LLC, d/b/a/ BidSync. The agreement was based on the competitively procured Miami-Dade County Contract No. EPP-RFP 840 (“Miami-Dade County Contract”) with BidSync, executed February 7, 2013. 

Broward County's original agreement term was for three years, with two one-year renewal terms. The software fee for each year of the agreement was $75,000; optional services were allocated $25,000 for the term of the contract, including renewal terms. The total contract amount for the initial and renewal terms was $400,000.
 

BidSync provides a hosted electronic bidding program, as a Software as a Service (SaaS). It requires no additional infrastructure costs (all hosting, software, and hardware are managed and owned by the vendor). The electronic bidding system allows solicitations and responses to be electronically posted and submitted by vendors. Vendors are only required to register with BidSync; there is no fee required for the vendors to view or submit a response to Broward County solicitation (however BidSync does offer a fee-service for access to other entities' solicitations that do not participate with BidSync). The Purchasing Division posts and receives solicitation documents and receives vendors’ solicitation submittals electronically.  It is anticipated that the ERP system (Strategic Sourcing) will accommodate these requirements, once implemented.

The motion authorizes the Director of Purchasing to execute an amendment with BidSync, to extend the term by up to one additional two-year term. The renewal term amounts were previously negotiated as part of Miami-Dade's agreement, and are being incorporated into Broward County's agreement by amendment ($80,000 per year). Additionally, optional services in the amount of $10,000 will be included to account for any additional services that may be required.

Expenditures to date: $375,000.

Brenda Billingsley, Director, Purchasing Division, (954) 357-6070