Title
MOTION TO APPROVE THE PURCHASE OF THIRTEEN (13) MOTOROLA APX8000XE ALL BAND PORTABLE RADIOS AND TWO (2) MOTOROLA APX8500 MOBILE RADIOS FOR THE FIRE DEPARTMENT FROM MOTOROLA SOLUTIONS, UTILIZING THE NASPO VALUEPOINT AGREEMENT # 00318, FOR A TOTAL AMOUNT NOT TO EXCEED $127,456.53 UTILIZING URBAN AREA SECURITY INITIATIVE (UASI) GRANT FUNDS AND LOCAL FUNDS, PURSUANT TO SECTION 35.18(C)(5) OF THE CITY'S CODE OF ORDINANCES.
Summary Explanation and Background
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing 15 precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- 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, “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 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 Fire Department has a $111,001 grant from UASI (Urban Area Security Initiative) and would like to use the funds towards the purchase of thirteen (13) Motorola APX8000XE and two (2) Motorola APX8500 mobile radios.
2. 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.
3. The City has obtained pricing from Motorola Solutions utilizing the NASPO Valuepoint Agreement # 00318 for this purchase.
4. There is no City match required of any UASI (Urban Area Security Initiative) grants.
5. Request Commission to approve the purchase of thirteen (13) Motorola APX8000XE all band portable radios and two (2) Motorola APX8500 mobile radios for the Fire Department from Motorola Solutions, utilizing the NASPO Valuepoint Agreement # 00318, for a total amount not to exceed $127,456.53 utilizing Urban Area Security Initiative (UASI) grant funds and local funds, pursuant to Section 35.18(C)(5) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $127,456.53.
b) Amount budgeted for this item in Account No: Funds are currently budgeted for this project in account:
# 122-521-3030-664181-0000-000-0000-02020: $111,001 (UASI - Radio - Portable)
# 001-529-4003-664181-0000-000-0000: $16,455.53 (Radio - Portable).
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
Reviewed by Commission Auditor.
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.