Notice of Intent to Award a Sole Source Procurement Subject: Storage for Civicmedia Date: March 11, 2019 Document Number: 2019-040 Written Response Due: March 18, 2019 Time: 02:00 PM. EST E-mail Address: rmoreau@davie-fl.gov Fax Number: 954-797-1049 This is not a Request for Proposals and there is no solicitation available. The proposed contract action is for product or services for which the Town intends to negotiate and award with only one source under the authority of the Town of Davie, Purchasing Manual Section 5 and State of Florida Statute 287.057(5)(3)(c). Any responses received as a result of this Notice of Intent shall be considered solely for the purpose of determining whether to conduct a competitive procurement. Responses will not be considered as proposals, bids, or quotes. The Town of Davie, Florida intends to negotiate single-source procurement for storage for Civicmedia. The Town would contract this procurement with Icon Enterprises DBA Civic Plus, in the amount of $6,000.00. Interested firms or individuals may identify their interest and capability to respond to the requirement by submitting in writing their name, address, point of contact, telephone number, email, and a statement regarding capability to provide the specified procurement. Interested firms will be considered only if they respond with clear and convincing documentation that they are capable of meeting or exceeding the requirements stated herein. All responses received within seven (7) calendar days after the date of publication of this synopsis will be reviewed by the Town. A determination by the Procurement Manager & sourcing Buyer not to compete this proposed action based on the responses to this notice is solely within the discretion of the Procurement Manager. Purchases over $25,000 will be forward to the Town Council for approval by resolution. All responses must be in writing and returned to ATTN: Rebecca Moreau, Buyer Town of Davie 6591 Orange Drive Davie, FL 33314 by: Facsimile number 957-797-1049, e-mail rmoreau@davie-fl.gov. Note the number of the Sole Source Information inquiry on documentation.

Sole / Single Source Request Justification(For Noncompetitive Purcheses over $2J00)

!!${!![Q: Per Florida Statutes 838.22(2) It is unlav,fil for a public sewant or a public contractor who has

contracted with a govemmental entity to assist in a comp€titive procurement to lnowingly and intentionally obtain abenefit for any person or to cause uDlawful harm to another by ctcumventiag a competitive solicitation processrequted by law or rule through the use of a sole-source contract for commodities or services.

To: Budget & Finance / Purchasing Division:

Your approval is requested to initiate a sole/single source procurement action:

Requestor Name Leona Henry& Title: Public Relations Coordinator

RequestorDept./Division:

Phone Number:

Administration

954-797-1035 Requisition Number

Recommended Sole/Single Source procurement action with:

Company Name:

Contact Name:

Address:

City, State, Zip

E-mail:

Telephone:

lcon Enterprises dba CivicPlus

Nancy Brokmeier, Enterprise Account Manager

302 South 4th Street, Suite 500

Manhattan, KS 66502

brokmeier@civicplus.com

785477-9385

Is the recommended company the manufacturer?

Does the manufacturer sell the item(s) through distributors?

Yes n No

Ives ENo

If ves, please have manufacturer provide a list of all authorized distributors.

Describe the full scope ofwork contemplated including installation if required: items should include brand,model and part nuuber ifapplicable.

The Town utilizes CivicPlus as the website host. The company offers a module known asCivicMedia which allows us to upload video and other media to use on the website. We are inneed of additional storage as we host the video archive for the Town's CommunityRedevelopment Agency,Town Council Meetings, special hearings, etc., and we will be uploadingmore videos in the future.

I

Sole Source Justification over $2,500 Page 1 of4

Sole / Single Source Request Justification(For Noncompetitive Purchases over $2Jfi))

March 1 - OngoingIdent{y the date you need itemdelivered or work perfomred.

T of Sole/S e Source Check Sole Source Source

Is there a contract related to these services? Yes No If, yes has legal reviewed itfives f]No

SOLE/SINGLE SOURCE RATIONALEExplain why the recommended company is the only company who can perform the requirement. Address thefollowing: Are there any other companies who can do this job? What condition (e.9. hchnological superioriry, orperformance risks, etc.) exists so that the recommended company has a significant advaotage over any othercompany who can do thisjob?

It is important to sufficiently address the major reason for conducting a noncompetitive procurem€nt, avoidingperipheral issues which detract from ttre main reason and reduce the credibility of the justification. The rationalmust be clear and convincing, avoiding generalities and unsupported conclusions. Use one or more ofthe followingas applicable.

A specific contractor is the only source of the required item because (check all that apply):

The required items are proprietary to the Contractor

A specific item is needed:

to be compatible or interchangeable with existing hardware,

as spare or replacement hardware,

for the repair or modification ofexisting hardware, or

for technical evaluation or test.

Vendor is the original equipment manufach.uer; there are no regional distributors.Verification from manufacturer is attached

{

One-Time: applies to a single requisition and purchase order for tie current fiscal year

On-Going: Applies to multiple purchases to be made for one year from dateSole/Single Soure approved.Estimated Annual Expenditures for one year:

$

Sole Source Justification over $2,500 Page 2 of 4

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Use additional sheets if necessary.

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Sole / Single Source Request Justification(For Noncompetitive Purchases over $2,500)

This is the only equipment that meets the specialized needs of the department andperforms the intended function. Detailed justification is attached.

Vendor is the sole distributor that is restricted by the manufacturer to our territory.Verification from manufacturer is attached.

It is not possible to obtain competition (i.e., only one source is capable ofsupplying theiterns or meeting the requirements). In a brtef explanation, provide supporting evidence

for the conclusion; other sources considered should be identified and why they are notable to meet the requirements.

Since the module is offered as a part of the CivicPlus website, we do not foresee anothercompany being able to provide this service that will integrate and be compatible with thewebsite and its components. CivicMedia is a trademarked module for CivicPlus.

There is a substantial technical risk in contracting with any other contractor, therebymaking that an unacceptable course of action (e.g., where only one contractor has beensuccessful to date in implementing a difficult manufacturing process). In a briefexplanation, provide supporting evidence of other contractor's *'ith relevanl capabilitiesand emphasize their inability to overcome the substantial technical risk.

For support services effort, there is no reasonable expectation that a meaningful cost orother improvernent could be made in the incumbent contractor's performance (e.g., the

Sole Source Justification over $2,500 Page 3 of4

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Sole / Single Source Request Justilication(For Noncompetitive Purchrses over $2,500)

chances of another firm winning a competition are clearly remote). Please provide abief explanation.

ACKNOWLEDGEMENT

This section must be completed:

I am aware of the Town's requironents for competitive bidding for purchases over$2,500.00 and the criteria for justification for Single Source/Sole. I have gathered therequired technical information and have made a concerted effort to reviewcomparable/equal equipment (e.g., market research). I have attached the pertinentdocumentation showing what market research was conducted to preclude other iternsfrom consideration.

d. Ho."l, )., \llacrqRequestor Signature_ Date i

Departrnent Director Signature

To be complete by Purchasing staff:

Date

Buver:

The Town has advertised the above request on the Town's website in accordance w.ithState of Florida S tatute 287 .05'7 and no challenges or protests were received. *

Date:

Procurement Manager Signature:

If approved by Town Council: Resolution Number:

Date

*All requests for Sole/Single Source will be advertised on the Town's website for a minimum of7 days prior to approval from the Procurement Manager.

Sole Source Justifrcation over $2,500 Page 4 of4

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c ) stoos" Limit Modirication s€Xi:"H?J;:T;llion s"r"" ro.-

Key Feature3

. Th6 lllowed 3torage limh by Client on the Clvlc €dia ryltsm Is hlrqby climlEtad, allowltlg Client unlimited 3torage for thoCMcfedia syttom.

. Such updabd uppe. limlt on 3toirga hercby rsphces lny up9€r rtorlgE limft d€sc.ibgd ln arly p]gvlously exgcdedinlttument,

CivicPlus Storage Modification DetailsAll Ouotes are in US Dolla.s and Valid through November 21, 20'18

Annual Fee lncrease

Terms

This Sales Form is subjecl to the terms and conditions of the odginal Agreement by and b€tween Davie, Florida ('Clienf) and

CivicPlus. Client will be invoiced for the Annual Fee lnqease for the cu.rent year upon signing and submission of this Sales

Form (such initial invoice may be prorated to conBlate ryith Client's cunent billing cyd€ as appopriale). Each year this SalesForm is in effect, a 5olo technology investment and benelit lee will be applied to the Annual Fee lncrease. Client will be

invoiced eleclronically through email. Upon request CivicPlus will mail the invoic€ and the Client will be charged a $5.00convenience fee.

Accaptance

We, the undersigned, agreeing to the conditions specified in this document, undeEtand and authorize the provision of services

oLrtlined in this Agreement.

Client CivicPlus

Name:

Title Title:

Date Date

CivicPll6 . 302 South,ab St., Suhe 5O0 . Martattan, KS 66502 . wtlw.CMcPlus.cooToll Free 888-22&2233 . Accou. ing Ext. 2Si . Suppod En. 307 ' Fax 78$587€951

ByBy

Page 1 of 1

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Name:

$6,000