Title
MOTION TO APPROVE THE PROGRAMMING OF SIX HUNDRED AND SIX (606) MOTOROLA RADIOS FOR THE CITY'S POLICE AND FIRE DEPARTMENT FROM SOUTHEAST DATACOM, INC, IN ORDER TO TRANSITION TO BROWARD COUNTY'S DIGITAL P25 SYSTEM FOR A TOTAL AMOUNT NOT TO EXCEED $45,090, PURSUANT TO SECTION 35.18(C)(7)(D) 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)(7) states that "The following contractual services are not subject to the competitive procurement requirement:"
- Section 35.18(C)(7)(d) states that " Maintenance service and repair of equipment. When considered to be in the best interest of the city and recommended by the using department and the services to be performed are by the equipment manufacturer, manufacturer’s service representative or a distributor of the manufacturer’s equipment, the services may be procured without following the competitive sealed bid 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. Broward County entered into an agreement (Broward County P25 system and services master agreement with Motorola Solutions, Inc.) with Motorola Solutions, Inc., a Delaware corporation registered to transact business in the State of Florida to provide a turnkey replacement of various communication subsystems operated by the County’s Office of Regional Communications and Technology and integral to the public safety communications of Broward County and its municipalities.
2. The City of Pembroke Pines' Police and Fire Department currently utilize Broward County's analog trunked radio system.
3. On November 30, 2020, Broward County will switch to the all new digital P25 trunked radio system.
4. The programming services are required for the City’s radio system to be operational and to access, exchange, integrate and cooperatively use data in a coordinated manner, within and across organizational, Regional Dispatch Centers upon the County updating the P25 Phase II (Digital activation).
5. The Police and Fire Department obtained quotes from Motorola Solutions and Southeast Datacom, the only (2) two providers authorized by Broward County's Office of Regional Communications and Technology (ORCAT).
|
Department |
Radios |
Motorola |
Southeast Datacom |
|
Fire |
151 |
$56,595.40 |
$13,975.00 |
|
Police |
455 |
$58,726.60 |
$31,115.00 |
6. Request City Commission to approve the programming of six hundred and six (606) Motorola radios for the City's Police and Fire Department from Southeast Datacom, Inc, in order to transition to Broward County's digital P25 System for a total amount not to exceed $45,090, pursuant to Section 35.18(C)(7)(d) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: : $45,090
b) Amount budgeted for this item in Account No: Funds are currently budgeted for this project in account #1-529-4003-46800 (Maintenance Contracts) $13,975
c) Source of funding for difference, if not fully budgeted: A budget adjustment will be required to transfer $31,115 from account # 1-521-3001- -64181: Radio - Portable to account # 1-521-3001- -41600: Radio Programming.
d) 5 year projection of the operational cost of the project: Not Applicable
e) Detail of additional staff requirements: Not Applicable