15-Special Instructions to Vendors - PNC2131193B1.pdf

SPECIAL INSTRUCTIONS TO VENDORS

QUOTATION REQUEST OR INVITATION TO BID

Information Technology (IT) Security and Compliance Consulting Services

A. Scope Vendors are invited to respond for an open-end contract to create a Qualified Vendor List Library of Services (QVL) for Information Technology (IT) Security and Compliance Consulting Services on an as-needed basis for the Enterprise Technology Services Division (ETS) and various other Broward County agencies that may have need of these services through this QVL in accordance with the Specifications and Requirements. Refer to Section V Overview of QVL Procedures.

IT Security and Compliance Consulting services include:

Category 1: Payment Card Industry (PCI) Services Category 2: Health Insurance Portability and Accountability Act (HIPAA) Services Category 3: Information Technology Audit Services Category 4: Cyber Security Penetration Testing Services Category 5: Cyber Security Incident Response (CIR) Services Category 6: Public Safety Network and Systems Audit Services Category 7: Information Technology Project Management Category 8: Cyber Security, Risk, Regulatory, Technology Managed Services

The QVL is established by the Director of Purchasing, per Broward County Procurement Code Section 21.51. The Director of Purchasing may add Vendors to the QVL or delete Vendors who have been debarred or suspended (in accordance with the Broward County Procurement Code). In addition, the County reserves the right to re-advertise this QVL, if deemed in the County’s best interest.

B. Contract Type Open-End/Indefinite Quantity Contracts. This solicitation is not for a definite quantity of goods or services and is for an open-end/indefinite quantity contract. The County shall purchase the guaranteed minimum quantity of goods or services (if any) stated in the solicitation but may exceed that minimum amount, and the Contractor shall provide all amounts ordered by the County, limited only by any maximum quantity stated in the solicitation. The County may issue purchase orders on this solicitation as and when required; issue a blanket purchase order for individual agencies; issue instructions for use of direct purchase orders by various County agencies; procure amounts above any stated guaranteed minimum quantity by any method from any other source(s); or do any combination of the foregoing. No delivery of goods or performance of services shall become due or be accepted without a written purchase order and delivery instruction by the County, unless otherwise expressly provided in the solicitation. Such order will contain the quantity, time of delivery, and other pertinent data. If the County requires delivery within a shorter period than the delivery time specified in the solicitation (if any), and if the Vendor is unable to deliver by that time at the contracted price, the County may obtain such delivery from other sources, without penalty or prejudice to the County, and such shall not be a violation of the contract.

There is no guaranteed minimum quantity of goods or services. Any quantities stated are estimates only.

Contract Term/Period: The initial contract period shall start on date of award and shall terminate five (5) years from that date. The Director of Purchasing may renew this contract for five (5) additional one-year terms subject to Vendor acceptance, Vendor satisfactory performance, and the Director of Purchasing’s determination that renewal will be in the best interest of the County. Notification of intent to renew will be sent in advance of expiration date of this contract. The Vendor must complete delivery, and the County will receive delivery, on any orders issued by the County to the Vendor prior to the date of expiration.

C. Office of Economic and Small Business Requirements Category 7 of this solicitation is reserved for Broward County Business Enterprise (CBE) firms. CBEs and nonCBEs may respond to the solicitation. Refer to the Office of Economic and Small Business Development Requirements:

CBE Reserve and submit all required forms and information as instructed.

For all other categories, a CBE/CBE Reserve or Goal is not applicable. Refer to Office of Economic and Small Business Development Procurement Preferences for Broward County Small Business Enterprises and County Business Enterprises.

D. Funding Requirements (ex. Grant, State, or Federal) Not applicable to this solicitation.

E. Specifications and Requirements The Specifications and Requirements included apply to this solicitation. If the Specifications and Requirements reference a third party (i.e., manufacturer, applicator, subcontractor, etc.), the reference is to be construed as the Vendor through the third party.

The product offered by the Vendor must, on an overall basis, be equal or greater in quality or performance than the Specifications and Requirements. The County shall be the sole judge of what constitutes equal or greater in quality or performance. Submittals that do not comply with Specifications and Requirements are subject to rejection.

F. Requests for Approved Equals Not applicable to this solicitation.

G. Vendor Responsibilities The Vendor will be responsible for the provision, installation, and performance of all equipment, materials, services, etc. offered in their submittal. The Vendor is not relieved of responsibility for the performance of all equipment furnished, or of ensuring timely delivery of materials, equipment, etc., even if the equipment or materials are not of their own manufacture.

H. Fiscal Year End Not applicable to this solicitation.

I. Basis of Award This solicitation establishes a QVL. Vendors will be included on the QVL based on their qualifications:

1. Vendors should submit the Category, Certification, and Disciplines Worksheet. If not provided with submittal, the Vendor must submit within three business days of the County’s request. Vendor may be deemed non-responsive for failure to fully comply within stated timeframes.

2. The Category, Certification, and Disciplines Worksheet will be used to evaluate Vendors based on individual project’s scope of work. Refer to Section V, Overview of QVL (Library of Services) Procedures.

3. The Vendor must complete the Category, Certification, and Disciplines Worksheet (excel file) with responses corresponding to each row.

a. Indicate with an X in the Category, Certification, and Disciplines Worksheet each discipline applicable to your firm.

b. Do not apply any type of security, alter, or otherwise manipulate the document. Do not print to pdf or scan document before uploading to BPRO.

c. Do not delete rows or columns.

d. Upload the completed form in BPRO. File should be named as “Category, Certification, and Disciplines Worksheet – Vendor Name”. Additional files for Vendor’s response can be uploaded as separate files (i.e.

Licenses/Certifications/Specialties – Vendor Name”, etc.).

J. Multiple Awards Multiple Vendors will be included in this QVL.

K. Price Adjustment/Escalation Not applicable to this solicitation.

L. Maintenance and Service Requirements Refer to Specifications and Requirements.

M. Licensing Requirements Not applicable to this solicitation.

N. Certification Requirements Proof of certification should be returned with the Vendor’s submittal. If not provided with submittal, the Vendor must submit within three business days after the County’s request. Vendor may be deemed nonresponsive for failure to fully comply with the stated timeframes.

1. Vendor should indicate Certifications and Disciplines the firm possess in the Category, Certification, and Disciplines Worksheet. Refer to Section I, Basis of Award.

2. Certification requirements for individual projects will be determined prior to execution of Work Authorization.

3. Vendor must notify the Purchasing Division of any updates to their Certifications or Disciplines throughout the duration of the QVL term.

O. Permits and Fees Not applicable to this solicitation.

P. Allowances Not applicable to this solicitation.

Q. Public Bid Disclosure Act Not applicable to this solicitation.

R. Recycling Preference Not applicable to this solicitation.

S. Prevailing Wage Rates Not applicable to this solicitation.

T. Liquidated Damages Not applicable to this solicitation.

U. Payment Refer to Specifications and Requirements.

V. Overview of QVL Procedures

1. Vendor completes and submits required information for the QVL solicitation and Vendor may be added to the

QVL by the Director of Purchasing.

2. The applicable County agency identifies a project and defines overall scope, estimated time, and project costs, etc.

3. The County agency prepares a memorandum, with a matrix outlining the Vendors being considered for the project (based on disciplines, licenses/certifications/specialties, experience, etc.) The matrix indicates the category, certification, and discipline criteria selected and the most qualified Vendor. The County agency submits the package to the Purchasing Division for approval.

Alternatively, the Using Agency may request to issue a quotation request to the most qualified Vendors for the specific project.

4. The Purchasing Division reviews the package, and if approved, issues a memorandum to the County agency authorizing negotiations to commence with the selected Vendor.

i. Tie breaker: If Vendors selected for inclusion in the matrix are equally qualified, the selection will be decided by the Director of Purchasing in accordance with Section 21.41(h) of the Procurement Code.

Alternatively, the Purchasing Division may approve a request from the County agency to proceed with a quotation request to the most qualified Vendors for the specific project, with services to be awarded to the lowest pre-qualified, responsive, and responsible bidder.

5. The County agency and Vendor execute a Work Authorization. The County agency submits the Work Authorization and required back up documentation to the Purchasing Division, for execution by the award authority, per Procurement Code.

6. The Purchasing Division issues purchase order. The County agency issues a Notice to Proceed to Vendor, after receipt of purchase order.

Form Date 10/10/25