Title
MOTION TO APPROVE THE PURCHASE OF ONE (1) RESPONDER OPS BUNDLE AND ONE (1) LEMUR 2 OPS BUNDLE DUO PACKS FROM BRINC DRONES, INC. IN THE AMOUNT NOT TO EXCEED $69,998, UTILIZING BUYBOARD CONTRACT # 718-23 "UNMANNED AERIAL VEHICLES AND SURVEILLANCE SERVICES", AND TWO (2) SKYDIO X10 DRONES AND RELATED ACCESSORIES FROM RMUS, LLC IN THE AMOUNT NOT TO EXCEED $49,085.47, UTILIZING SOURCEWELL CONTRACT # 011223 "UNMANNED AND REMOTELY OPERATED VEHICLE SYSTEMS WITH RELATED TECHNOLOGY AND SERVICES", FOR A TOTAL AMOUNT NOT TO EXCEED $119,083.47 FOR THE POLICE DEPARTMENT, UTILIZING FUNDS FROM THE FLORIDA DEPARTMENT OF LAW ENFORCEMENT'S (FDLE) DRONE REPLACEMENT GRANT PROGRAM, PURSUANT TO SECTION 35.18(C) 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 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 that, "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 35.18 (C)(6) states that “Cooperative purchasing plans 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 that, "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. In 2022, the State of Florida Legislature amended Section 934.50 of the Florida Statutes to require the Florida Department of Management Services (DMS) to establish a list of approved drone manufacturers for governmental entities. Governmental agencies were given until January 1, 2023, to discontinue the use of any drones that were not produced by an approved manufacturer. In April of 2023, DMS published Rule 60GG-2.0075, Florida Administrative Code, which archived the initially approved vendor list and published the minimum-security requirements for the purchases of drones in Florida.
2. During the 2023 Legislative Session, the Florida Department of Law Enforcement (FDLE) appropriated approximately $25 million in nonrecurring funds to implement the Drone Replacement Grant Program under Section 30 of Senate Bill 2502. This program states that funds will be awarded to reimburse law enforcement agencies who relinquish non-compliant drones to FDLE that will be provided to the Florida Center for Cybersecurity at the University of South Florida (USF) to analyze if the drones present cybersecurity concerns.
3. The Police Department received $157,697 through the Drone Replacement Grant Program for the purchase of new drones. The Police Department has already purchased two (2) drones in the amount of $35,427.86. As such, there are $122,269.14 available remaining from the grant. The Police Department would like to use the remaining funds from this grant towards the purchase of five (5) additional drones.
4. The Police Department would like to purchase one (1) Responder Ops Bundle and one (1) Lemur 2 Ops Bundle Duo Packs from Brinc Drones, Inc., as well as two (2) Skydio X10 drones and their respective accessories from RMUS, LLC. The three (3) aforementioned drone types are all compliant with the Florida DMS minimum security requirements for the purchase of drones.
5. Brinc Drones, Inc. is the sole provider of Brinc drones and accessories under BuyBoard Purchasing Cooperative Agreement # 718-23 "Unmanned Aerial Vehicles and Surveillance Services" which is active until November 30, 2024. The Procurement Department obtained a quote from Brinc Drones, Inc. in the amount of $69,998 for the purchase of one (1) Responder Ops Bundle and one (1) Lemur 2 Ops Bundle Duo Packs. The Lemur 2 Bundle Duo Packs provide a discounted unit price for a quantity of two (2) Lemur 2 Kits at $22,499.50 per drone, which satisfies the requirement of the FDLE Drone Replacement Grant of not exceeding $25,000 per drone.
6. In addition, the Procurement Department obtained a quote from RMUS, LLC utilizing Sourcewell Agreement # 011223 "Unmanned and Remotely Operated Vehicle Systems with Related Technology and Services" which is active until March 24, 2027, in the amount of $49,085.47 for the purchase of the two (2) Skydio X10 drones and their respective accessories.
7. The Police Department currently has $122,269.14 available remaining from the grant, and the total cost of the five drones is $119,083.47.
8. Request commission to approve the purchase of one (1) Responder Ops Bundle and one (1) Lemur 2 Ops Bundle Duo Packs from Brinc Drones, Inc. in the amount not to exceed $69,998, utilizing BuyBoard Contract # 718-23 "Unmanned Aerial Vehicles and Surveillance Services", and two (2) Skydio X10 drones and accessories from RMUS, LLC in the amount not to exceed $49,085.47, utilizing Sourcewell Contract # 011223 "Unmanned and Remotely Operated Vehicle Systems with Related Technology and Services", for a total amount not to exceed $119,083.47 for the Police Department utilizing funds from the Florida Department of Law Enforcement's (FDLE) Drone Replacement Grant Program, pursuant to section 35.18(C) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $119,083.47 ($69,998 to Brinc Drones, Inc. for the purchase of one (1) Responder Ops Bundle and one (1) Lemur 2 Ops Bundle Duo Packs, and $49,085.47 to RMUS, LLC for the purchase two (2) Skydio X10 Drones and Related Accessories)
b) Amount budgeted for this item in Account No: $122,269 is available in Account #122-521-3004-664400-0000-000-0000 (Other 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