Title
MOTION TO APPROVE THE SOLE SOURCE PURCHASE OF THIRTY (30) MOTOROLA APX8000 ALL BAND PORTABLE RADIOS AND RELATED ACCESSORIES FOR THE FIRE DEPARTMENT FROM MOTOROLA SOLUTIONS VIA THE CITY OF SUNRISE, UTILIZING THE BROWARD COUNTY P25 SYSTEM AND SERVICE AGREEMENT CONTRACT # R1422515R1/P1, FOR A TOTAL AMOUNT OF $171,861.60, UTILIZING THE $95,455 FROM THE ASSISTANCE TO FIREFIGHTERS GRANTS (AFG) GRANT FUNDS AND $76,406.60 FROM LOCAL FUNDS.
Summary Explanation and Background
SUMMARY EXPLANATION AND BACKGROUND:
1. The Pembroke Pines Fire Department together with (8) other Broward County Municipal Fire Department have applied for an Assistance to Firefighters Grants (AFG) grant for the purchase of Motorola APX8000 All Band Portable Radios and related accessories.
2. The Pembroke Pines Fire Department will receive $95,455 from the AFG grant and would like to purchase thirty (30) Motorola APX8000 All Band Portable Radios and related accessories. The AFG grant requires a 10% match to awarded grant which results in a $9,545 obligation to the City. The remaining funds for the purchase of the radios will be provided from the Fire Department's budget.
3. The Fire Department was quoted $5,543.32 for each radio including accessories for a total cost of $166,299.60. This quote was for the APX8000 Model 2.5.
4. The Fire Department has requested a quote to upgrade the radio to the APX8000 Model 3.5. The cost to upgrade each radio is $185.40 or $5,562 for all 30 radios, resulting in a total cost per radio including accessories of $5,728.72 or $171,861.60.
5. The AFG grant will cover $95,455 of the cost, and the Pembroke Pines Fire Department will be responsible for the $76,406.60 balance of the purchase, which includes the $9,545 match/obligation as required by the AFG grant.
6. As per Section 38.18(C)(3) of the City's Procurement Code: City Standard, single source, and sole source commodities or services are exempt from competitive bidding process.
7. The City of Pembroke Pines utilizes Broward County's trunked radio system. Motorola is the sole manufacturer for the 800MHZ radios for the Broward County area customers/municipalities, using Broward County’s trunked system.
8. The City has received a sole source letter from Motorola Solutions stating that the equipment is "available only through Motorola direct channel sales group or the Authorized Manufacturers' Representative for Motorola in Broward County. No other distribution channel is authorized to distribute this equipment."
9. The City has obtained the pricing from Motorola Solutions utilizing the current Broward County P25 System and Service Agreement contract # R1422515R1/P1 for this purchase.
10. The City of Sunrise will be placing the order directly to Motorala Solutions for all (8) cities included in the AFG grant, including the entire $171,861.60 for the thirty APX8000 Model 3.5 for the City of Pembroke Pines. Since, the City of Sunrise will be receiving the $95,455 Grant Funding for the City of Pembroke Pines' portion, the City of Pembroke Pines will only need to reimburse the $76,406.60 remaining balance to the City of Sunrise.
11. Request Commission to approve the sole source purchase of thirty (30) Motorola APX800 All Band Portable Radios and related accessories for the Fire Department from Motorola Solutions via the City of Sunrise, utilizing the current Broward County P25 System and Service Agreement contract # R1422515R1/P1, for a total amount of $171,861.60, utilizing $95,455 from the Assistance to Firefighters Grants (AFG) grant funds and $76,406.60 from local funds.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $171,861.60 (Net Cost of $76,406.60 that will be paid to the City of Sunrise to reimburse them for the cost in excess of the $95,455 that will come from the Assistance to Firefighters Grants (AFG) and go directly to the City of Sunrise.)
b) Amount budgeted for this item in Account No: $76,407 in account 1-529-4003-64181 Radio-portable
c) Source of funding for difference, if not fully budgeted: $95,455 provided through the AFG Grant that will go directly to the City of Sunrise.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.