Title
MOTION TO APPROVE THE RENEWAL OF THE MASTER SERVICES AND MULTI-ITEM PURCHASING AGREEMENT WITH AXON ENTERPRISE, INC. FOR THE POLICE DEPARTMENT IN THE AMOUNT NOT TO EXCEED $4,983,198.06 OVER A FIVE-YEAR PERIOD PURSUANT TO SECTION 35.18(C)(3) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is regarding "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)(3) states that “City standard, single-source and sole- source commodities or services. City standard, single- source and sole-source commodities or services are exempt from this section.”
- 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 $100,000, 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. On December 15, 2021, the City Commission approved to enter into a Master Services and Multi-Item Purchasing Agreement with Axon Enterprise, Inc. to acquire body-worn camera systems/accessories, support existing body-worn cameras and the department’s digital evidence management system, update electronic control devices (tasers) and acquire drone software for a five (5) year period which will expire on December 31, 2026.
2. On October 19, 2022, the City Commission approved to utilize the agreement to add additional body-worn camera systems/accessories, licensing and digital storage which was set to expire on September 30, 2025.
3. On August 20, 2025, the City Commission approved the first amendment to the agreement, which extended coverage for items under the contract and added the SkyHero Robotic Bundle to provide indoor drone capabilities.
4. The second amendment currently being presented is to renew the term of the agreement for an additional five years through December 31, 2031. It repeals quote Q-701950-45825BR and adds quotes Q-790363-46020AP, Q-796817-46045BR, Q-784973-46035BR, and Q-805305-46058BR which adds new drone equipment along with additional terms: Cloud Services Terms of Use Appendix (revised), Professional Services Appendix, TASER Device Appendix (for Taser 10), Virtual Reality Appendix, Investigate Appendix, and AI Terms of Use Appendix.
5. The Police Department has provided a summary of the equipment and services being requested below:
- Taser 10 Upgrade: The current stock of Taser model 7 equipment is being upgraded to the new Taser model 10 and will include sufficient holsters to replenish stock. The Taser 10 has increased accuracy and is deployable from longer distances enhancing safety.
- Drone as First Responder Program (DFR): The new DFR Program adds the capability for the department to deploy semi-autonomous drones piloted by Police Support Specialists to collect information and survey crime scenes before officers arrive. The improved response time and information gathering capability from drone navigation routes will enable enhanced services, resource deployment, and enhance community and officer safety. The program will be integrated into the Real Time Crime Center and will begin in Year 2 of the renewal term.
- Axon Air - Drone Management: The package includes licensing for four (4) drones, five (5) pilot licenses, Skydio 3D Scan software for Traffic Homicide, and multi-viewing licenses for live streaming for four (4) drones. These drones can be rapidly deployed by trained officers to support professional scene documentation, evidence collection, and major crash reconstructions. In areas of restricted airspace common to Pembroke Pines, this mobile deployment allows for quicker response time, as on-scene officers can obtain FAA authorizations more efficiently.
- Axon Full Virtual Reality Training: The equipment package requested includes seven (7) VR headsets, handgun controllers, and rifle controllers. This package will allow the department to develop training scenarios that can address any number of built environments and type of critical incident. The training scenarios included emphasize de-escalation and communication with members of the community.
- Body Worn Camera (BWC) Hardware Refresh: The Police Department is expecting to outfit over 300 police and code officers with BWC systems/accessories and accompanying licenses and digital storage. The renewed contract will include a full hardware refresh after 30 months.
- Axon AI Assistant: BWCs will include an AI assistant capable of translating speech in over fifty (50) languages during live interactions. The program allows for clear and immediate communication without the need for officers to split their attention between multiple devices during any interaction with the public. Future developments to query department policy are included during the term of the renewed contract.
- Axon Interview Rooms: Interview room equipment was last purchased in 2018 - the package includes upgrades to the cameras, microphones, hardware and software installed in investigations interview rooms.
- Axon Community Request: The requested package allows officers and detectives to provide citizens with a hyperlink to upload digital evidence.
- Axon Investigate: The requested package provides software used by the investigations division to format, convert, decrypt, and view different camera and surveillance video file types for departmental or State Attorney use.
- Axon Video Playback: The requested package includes software to efficiently manage and review video evidence needed for prosecutions, public records requests, and internal department use. This software streamlines responses to public records requests by enabling efficient searching, redaction tools, secure sharing, and complete audit trails while maintaining full compliance with Florida's Sunshine Law.
5. The second amendment will also consolidate contract cycles and equipment renewals into one agreement, improving the department’s ability to track and schedule equipment purchases and refreshes.
6. The costs associated with the renewed agreement are broken down below:
|
|
|
BWCs, Drones, |
Taser 10, |
|
|
|
|
|
Interview Rooms, |
Full VR |
DFR |
|
|
|
Year |
Axon AI |
Training |
Program |
Total |
|
|
1 |
$482,541.38 |
$394,169.40 |
N/A |
$876,710.78 |
|
|
2 |
$482,541.39 |
$394,169.67 |
$149,910.76 |
$1,026,621.82 |
|
|
3 |
$482,541.39 |
$394,169.67 |
$149,910.76 |
$1,026,621.82 |
|
|
4 |
$482,541.39 |
$394,169.67 |
$149,910.76 |
$1,026,621.82 |
|
|
5 |
$482,541.39 |
$394,169.67 |
$149,910.76 |
$1,026,621.82 |
|
|
Total |
$2,412,706.94 |
$1,970,848.08 |
$599,643.04 |
$4,983,198.06 |
7. The Pembroke Pines Police Department has obtained an updated sole source letter from Axon Enterprise, Inc., reaffirming that Axon is the sole manufacturer and distributor of the requested equipment and services and that no written agreements exist authorizing other entities to resell these products.
8. Request commission to approve the renewal of the Master Services and Multi-Item Purchasing Agreement with Axon Enterprise, Inc. for the Police Department in the amount not to exceed $4,983,198.06 over a five-year period pursuant to section 35.18(C)(3) of the City’s code of ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $4,983,198.06.
b) Amount budgeted for this item in Account No: Funds are available in account # 001-521-3001-534990-0000-000-0000- (Other Svc)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5-year projection of the operational cost of the project:
|
|
Year 1 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
$ 0 |
$ 0 |
$ 0 |
$ 0 |
$ 0 |
|
Expenditure $ 876,710.78 |
$ 1,026,621.82 |
$ 1,026,621.82 |
$ 1,026,621.82 |
$ 1,026,621.82 |
|
|
Net Cost |
$ 876,710.78 |
$ 1,026,621.82 |
$ 1,026,621.82 |
$ 1,026,621.82 |
$ 1,026,621.82 |
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.