Title
MOTION TO APPROVE THE PURCHASE OF FIFTY (50) MOTOROLA APX NEXT SINGLE BAND PORTABLE RADIOS, TEN (10) APX8500 ALL-BAND P25 MOBILE RADIOS, AND RELATED PROGRAMMING AND ACCESSORIES FOR THE POLICE DEPARTMENT FROM MOTOROLA SOLUTIONS, UTILIZING PRICING ESTABLISHED BY STATE OF FLORIDA CONTRACT # 43190000-22-NASPO-ACS FOR PUBLIC SAFETY COMMUNICATIONS PRODUCTS, SERVICES, AND SOLUTIONS FOR A TOTAL AMOUNT NOT TO EXCEED $598,437.17, PURSUANT TO SECTION 35.18(C)(5) OF THE CITY'S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(5) states, "Utilization of other governmental agencies' contracts. Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from this section, provided, however, that this division shall apply only if the contract expressly permits or if the awarding jurisdiction and/or the vendor agree to allow the city to purchase therefrom and if either: (i) the commodities or services are the subject of a price schedule negotiated by the state or federal government or by competitive bid by another governmental agency and not on any preference; (ii) or the price offered for the commodity or service exactly equals or is lower than the governmental contract from vendors awarded the governmental contract. Where an award is made pursuant to this paragraph, the terms and conditions agreeable to the City may be used in lieu of those terms and conditions of the contract with the other governmental agency."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. The City of Pembroke Pines Police Department utilizes Motorola Solutions APX platform for its P25 radios and accessories. Motorola Solutions is the sole source provider of the APX platform for the Broward County area customers/municipalities.
2. On March 8, 2022, the State of Florida Department of Management Services entered into State of Florida Alternate Contract Source #: 43190000-22-NASPO-ACS “Public Safety Communications Products, Services, and Solutions” with Motorola Solutions, Inc. by utilizing Washington State Department of Enterprise Services Cooperative Purchasing Master Agreement No. 00318. The agreement provides a discount of 27% off MSRP for the APX radios and related programming and accessories the Police Department intends to purchase.
3. The Police Department has obtained a quote from Motorola Solutions in the amount of $598,437.17 in accordance with State of Florida Alternate Contract Source #: 43190000-22-NASPO-ACS for fifty (50) Motorola APX Next Single Band Model 4.5 portable radios and ten (10) APX8500 All-Band P25 mobile radios, which includes related programming and accessories.
4. The APX Next Single Band Model 4.5 portable radios and APX8500 All Band P25 mobile radios are being purchased to replace end-of-life units that can no longer be maintained or replaced by the Police Department. These radios will be distributed to the SRO and SWAT units as part of a department wide upgrade process.
5. Request Commission to approve the purchase of fifty (50) Motorola APX Next Single Band Model 4.5 portable radios and ten (10) APX8500 All-Band P25 mobile radios and related programming and accessories for the Police Department from Motorola Solutions, utilizing pricing established by the State of Florida Alternate Contract Source #: 43190000-22-NASPO-ACS “Public Safety Communications Products, Services, and Solutions” for a total amount not to exceed $598,437.17, pursuant to Section 35.18(C)(5) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $598,437.17
b) Amount budgeted for this item in Account No: Funds are currently budgeted for this project in the account: 001-521-3001-664181-0000-000-0000- (Radio - Portable)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.