Title
MOTION TO APPROVE THE PURCHASE OF ONE HUNDRED (100) PANASONIC TOUGHBOOKS AND RELATED ACCESSORIES FOR THE POLICE DEPARTMENT FROM LAW AND ORDER TECHNOLOGY, LLC. IN THE AMOUNT NOT TO EXCEED $300,256, UTILIZING PRICING ESTABLISHED BY THE STATE OF FLORIDA ALTERNATE CONTRACT SOURCE # 43210000-23-NASPO-ACS “COMPUTER EQUIPMENT, PERIPHERALS, AND RELATED SERVICES”, VIA THE STATE OF MINNESOTA CONTRACT # 23019, 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 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)(5) states, “Utilization of other governmental agencies’ contracts.”
- 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 Police Department would like to purchase one hundred (100) Panasonic FZ-55 Toughbooks and related accessories to replace obsolete laptops that are out of warranty.
2. The State of Minnesota, Department of Administration, in conjunction with the National Association of State Procurement Officials Cooperative Purchasing Program (NASPO ValuePoint) issued a solicitation to establish NASPO ValuePoint Master Agreements with qualified manufacturers for computer equipment (desktops, laptops, tablets, servers, and storage, including related peripherals and services).
3. On July 1, 2023, Panasonic Connect North America entered into NASPO ValuePoint Master Agreement # 23019, which expires on June 30, 2025.
4. The State of Florida entered into a Contract/Participating Addenda for NASPO ValuePoint facilitated through the State of Minnesota, Department of Administration Contract # 23109, effective February 29, 2024, with Panasonic Connect North America, which is scheduled to expire on June 30, 2025, consistent with the Master Agreement.
The State of Florida has authorized State of Florida Agencies and other eligible users to utilize pricing and options available under the State of Minnesota Contract # 23019 through the State of Florida’s Alternate Contract Source (ACS) # 43210000-23-NASPO-ACS.
5. The City of Pembroke Pines is an eligible user of the State of Florida’s ACS # 43210000-23-NASPO-ACS. As defined by Florida Administrative Code Rule 60A-1.001(4)(e), eligible user means "Political subdivisions, including counties, cities, towns, villages and districts, as described by Section 1.01(8), F.S., and instrumentalities thereof."
6. Panasonic Connect North America has seven (7) authorized resellers in the State of Florida.
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CDW Government LLC |
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GovDirect |
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Insight Public Sector, Inc. |
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Law and Order Technology LLC |
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ProLogic ITS, LLC |
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Rugged Solutions America, LLC DBA Rugged Depot and Mobile Concepts Technology |
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World Wide Technology, LLC |
7. The Procurement Department obtained quotes from five (5) of the seven (7) vendors, as identified below:
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Smart Compliance |
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Vendor |
Toughbook |
SMART |
Solution subscription |
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|
|
|
Unit price |
card reader |
license (3 years) |
QTY |
Total |
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Law and Order Technology LLC |
$2,834.67 |
$91.12 |
$76.77 |
100 |
$300,256.00 |
|
ProLogic ITS, LLC |
$2,835.89 |
$90.35 |
$76.38 |
100 |
$300,262.00 |
|
GovDirect |
$2,878.80 |
$93.13 |
$78.72 |
100 |
$305,065.00 |
|
Mobile Concepts Technology |
$2,899.00 |
$93.97 |
$79.00 |
100 |
$307,197.00 |
|
Insight Public Sector, Inc. |
$2,932.73 |
$96.88 |
$81.88 |
100 |
$311,149.00 |
*World Wide Technology, LLC and CDW Government LLC did not submit a quote.
8. Request Commission to approve the purchase of one hundred (100) Panasonic Toughbooks and related accessories for the Police Department from Law and Order Technology, LLC. in the amount not to exceed $300,256, utilizing pricing established by the State of Florida Alternate Contract Source # 43210000-23-NASPO-ACS “Computer Equipment, Peripherals, and Related Services”, via the State of Minnesota Contract # 23019, pursuant to Section 35.18(C)(5) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $300,256.
b) Amount budgeted for this item in Account No: Funds are currently budgeted in Account # 001-521-3001-552653-0000-000-0000 (Non-Capital Computer Equipment).
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.