Title
MOTION TO APPROVE THE AGREEMENT WITH TARGET SOLUTIONS LEARNING, LLC (D/B/A VECTOR SOLUTIONS) AND THE CITY OF PEMBROKE PINES POLICE DEPARTMENT, TO PROVIDE A RECORDS, INVENTORY AND EVALUATION MANAGEMENT SOFTWARE SUBSCRIPTION WITH AN AMOUNT NOT TO EXCEED $42,594.58, FOR A PERIOD THROUGH SEPTEMBER 30, 2026, 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 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)(7h) states “Copyrighted materials, including computer software”
- Section 35.18 (C)(7i) states “Software licensing and maintenance with the company from which the software was purchased, or its authorized representative”
- 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. This agreement is for an annual subscription for software from Target Solutions Learning, LLC (D/B/A Vector Solutions) which includes Records Management System for Personnel, Scheduling, Inventory, and Maintenance for the City of Pembroke Pines Police Department.
2. Target Solutions Learning LLC (D/B/A Vector Solutions) offers an easy, cost-effective licensing that provides the Police Department with a desktop and mobile platform to manage employees, vehicles, stations, training, and maintenance records in a flexible and adaptive way, simplifying asset management.
3. This contract utilizes the same Terms and Conditions agreed to under the Pembroke Pines Fire Rescue contract originally signed on August 4, 2021. Included in this contract is a 10% discount on User Fees as well as a 50% discount on implementation fees on both Training Management and Equipment/Inventory Management platforms.
4. This contract is for 17 months, which includes pro-rated pricing from May 1, 2025, through September 30, 2025. The next 12-month cycle will coincide with the Fire Department’s agreement, beginning on October 1, 2025.
|
Fee(s) |
Cost |
|
Prorated Fees for 05/01/25 to 09/30/25 |
$11,817.58 |
|
One-Time Implementation Fees |
$3,388.00 |
|
One-Time Discount |
($970.00) |
|
Annual Fees for 10/01/25 to 09/30/26 |
$28,359.00 |
|
Total |
$42,594.58 |
5. The services include:
- Bundle Implementation Costs
- Field Training Officer Solution
- Vector Check It LE Stations
- Vector Check It - Per Officer and/or Civilian
- Vector LMS Target Solutions Edition Premier Membership Bundle
- Vector Evaluations+ Bundle
- Vector LMS Target Solutions Edition Maintenance
6. Request Commission to approve the agreement with Target Solutions Learning, LLC (D/B/A Vector Solutions) and the City of Pembroke Pines Police Department, to provide a records, inventory and evaluation management software subscription with an amount not to exceed $42,594.58, for a period through September 30, 2026, pursuant to Section 35.18(C) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $42,594.58, for a period through September 30, 2026.
b) Amount budgeted for this item in Account No: Funds are budgeted in account 001-521-3001-534995-0000-000-0000- Other Svc - IT
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.
|
|
Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
N/A |
N/A |
N/A |
N/A |
N/A |
|
Expenditures |
$14,235.58 |
$28,359 |
N/A |
N/A |
N/A |
|
Net Cost |
$14,235.58 |
$28,359 |
N/A |
N/A |
N/A |
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.