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RESOLUTION REJECTING ALL BIDS RECEIVED IN RESPONSE TO INVITATION TO BID NO. EVN0031348, MICROSOFT SOFTWARE LICENSING SOLUTION PARTNER, FOR THE COMMUNICATIONS, INFORMATION AND TECHNOLOGY DEPARTMENT ON BEHALF OF COUNTY DEPARTMENTS AND CONSTITUTIONAL OFFICES

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WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum, a copy of which is incorporated herein by reference,

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that this Board rejects all bids received in response to Invitation to Bid No. EVN0031348, Microsoft Software Licensing Solution Partner, for the Communications, Information and Technology Department on behalf of County departments and Constitutional offices. A copy of the solicitation document and the bids received in response are on file with and available upon request from the Strategic Procurement Department.

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Date:

To: Honorable Chairman Anthony Rodriguez
and Members, Board of County Commissioners

From: Daniella Levine Cava
Mayor

Subject: Recommendation to Reject all Bids for Microsoft Software Licensing Solution Partner

STAFF RECOMMENDATION
Summary
This item is requesting rejection of all bids received in response to a competitive solicitation for the acquisition of Microsoft software licenses and subscription services, including cloud-based storage and services provided through Microsoft Azure for the Communications, Information and Technology Department (CITD). The solicitation was intended to establish a replacement contract for several key Microsoft licenses, including but not limited to Microsoft Office 365 Enterprise, Core Client Access License, Windows Enterprise, Audio Conferencing, and Power BI (Business Intelligence).

The County issued a competitive solicitation to promote competition and obtain the best value for Microsoft software products. However, during the competitive solicitation evaluation process, it was determined that the County’s operational needs had evolved, necessitating revisions to the scope of work to more accurately reflect current business needs. In light of these changes, the County conducted a comprehensive review of the available option to renew (OTR) under the current contract and performed a detailed analysis. Based on this evaluation, exercising the available OTR was determined to be better aligned with the County’s current operational requirements. A separate agenda item for approval to exercise the OTR is being presented to the Board for approval.

Recommendation
It is recommended that the Board of County Commissioners (Board) approve the rejection of all bids received under Invitation to Bid No. EVN0031348, Microsoft Software Licensing Solution Partner, for CITD on behalf of County departments and Constitutional offices.

This contract was intended to replace Contract No. EVN0000270 that was competitively established and approved by the Board on May 2, 2023, for a three-year term and one, three-year OTR. The contract is currently valued at $48,000,000 and expires on May 31, 2026. Should the Board approve the one, three-year OTR, the contract will expire on May 31, 2029.

Background
In an effort to explore cost savings for the County to purchase Microsoft software products, Invitation to Bid No. EVN0031348 (“the ITB”) was advertised under full and open competition on August 19, 2025. Notifications were sent to over 400 registered vendors under the applicable commodity codes. On September 12, 2025, seven bids were received: Arif International Corporation, CDW Government LLC, Crayon Software Express LLC, Guidepoint Security LLC, Insight Public Sector, SHI International Corp and Softchoice Corporation.

Following a thorough analysis, it was determined to recommend rejection of all bids due to changes in the County’s operational needs and shift towards cloud infrastructure. In addition, two of the lowest bidders were deemed non-responsive by the County Attorney’s Office (CAO). Accordingly, a separate Board item was prepared to exercise the available OTR under the existing contract approved by the Board via Resolution No. R-425-23 on May 2, 2023. It is important to note that a line-item price comparison between the proposed, negotiated OTR and the lowest responsive bidder of the ITB shows the same pricing for both options.


Scope
The scope of this item is countywide in nature.

Fiscal Impact/Funding Source
There is no fiscal impact to the County with the rejection of all bids.

Track Record/Monitor
Natalya Vasilyeva of the Strategic Procurement Department (SPD) is the Division Director.

Delegated Authority
There is no delegated authority requested for this rejection.

Vendor Recommended for Award
None

Vendors Not Recommended for Award
Vendor Local Address Reason for Not Recommending
Arif International No Rejection of all bids
CDW Government LLC Yes
Crayon Software Experts Yes
GuidePoint Security LLC No
Insight Public Sector Inc No
SHI International Corp No Deemed non-responsive by the CAO (opinion attached)
Softchoice Corporation No

Applicability of Ordinances and Contract Measures
• The two percent User Access Program would have applied.
• The Small Business Enterprise Bid Preference and Local Preference would have been applicable.
• The Living Wage Ordinance would not have applied.

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Carladenise Edwards
Chief Administrative Officer