Title
MOTION TO APPROVE THE PURCHASE AND INSTALLATION OF ACCESS CONTROL SYSTEM (ACS) FOR THE CITY OF PEMBROKE PINES POLICE DEPARTMENT FROM SAFEWARE, INC. IN THE AMOUNT NOT TO EXCEED $48,986.22, UTILIZING GOVMVMT CONTRACT#24101-RFP-DST, PURSUANT TO SECTION 35.18(C)(6) 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)(6) states that “Cooperative purchasing. Cooperative purchasing plans are exempt from the competitive procurement process.”
- 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 is requesting purchase and installation of 12 additional readers and locks to the following locations:
1st Floor:
2 Server Room Doors
2nd Floor:
Closet in Gym
2 Computer Services Doors
3rd Floor:
3 Forensics Doors
Crime Scene Vault
Wire Closet
4th Floor:
Wire Closet
Teletype Room
2. On October 1, 2024, Safeware, Inc. was awarded contract # 24101-RFP-DST for Public Safety and Emergency Preparedness Equipment, and Related Products and Services by Hillsborough County Public Schools, FL, as the lead agency for GOVMVMT cooperative purchasing organization.
3. The GOVMVMT cooperative purchasing organization contract term is for an initial five-year period, from October 1, 2024 through September 30, 2029, with five (5) one year renewal options.
4. Every GOVMVMT contract is solicited, evaluated, and awarded by a city, county, state, school district, or higher education institution. Likewise, every GOVMVMT contract is held by an actual public agency, not a third-party organization.
5. The Pembroke Pines Police Department obtained a quote in the amount of $48,986.22 from Safeware, Inc. utilizing pricing established by contract # 24101-RFP-DST.
6. The scope of work includes but is not limited to, integrating 12 additional doors into the existing Lenel access control system (ACS). Each door will be equipped with an electronic keypad along with an electronic door lock, and the system will be tested to ensure full functionality upon installation.
All items listed on the quote are included under the contract, with most offered at a discount that exceeds the minimum required by contract.
7. Motion to approve the purchase and installation of access control system (ACS) for the City of Pembroke Pines Police Department from Safeware, Inc. in the amount not to exceed $48,986.22, utilizing GOVMVMT Contract#24101-RFP-DST, pursuant to Section 35.18(C)(6) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $48,986.22
b) Amount budgeted for this item in Account No: Funds will be available in account # 001-521-3001-546152-0000-000-0000- R&M Land Bldg. Major Projects.
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.