Title
MOTION TO APPROVE THE PURCHASE AND INSTALLATION OF A REPLACEMENT UNINTERRUPTIBLE POWER SUPPLY (UPS) AND BATTERY SYSTEM AT THE SOUTH REGIONAL DISPATCH FOR BROWARD COUNTY'S 911 CENTER FOR AN AMOUNT NOT TO EXCEED $43,792, FROM ARM ELECTRICAL SERVICES, LLC., 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 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)(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. The Fire Department is seeking approval to replace the uninterruptible power supply (UPS) and battery system at the South Regional Dispatch for Broward County 911 Center.
2. On October 15, 2013, the City of Pembroke Pines signed an agreement with Broward County "Participation In The Consolidated Regional E-911 Communications System" and agreed to maintain and service the equipment.
3. ARM Electrical Services, LLC. is an authorized Orion Power Systems, uninterruptible power supply (UPS), sales, service and repair center that has been servicing the equipment since October 2013.
4. Orion Power Systems has provided an authorization memo stating that ARM's Electrical Services technician, Eric Anders is an authorized sales, service and repair specialist.
5. Request Commission to approve the replacement of the uninterruptible power supply (UPS) and battery system at the South Regional Dispatch for Broward County's 911 Center for an amount not to exceed $43,792, from ARM Electrical Services, LLC, pursuant to Section 35.18(C)(7)(d) of the City's Code of Ordinances
Reviewed by Commission Auditor.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $43,792
b) Amount budgeted for this item in Account No:
A budget adjustment using funds from the below accounts and funding the project out of the following account.
001-529-4003-546250-0000-000-0000-00911 - R&M Equipment
Funds from the following accounts will need to be moved into R&M Equipment.
$9,600.00 - 001-529-4003-541100-0000-000-0000-00911- (Telephone)
$7,692.00 - 001-529-4003-546150-0000-000-0000-00911- (R&M Land Bldg & Improvement)
$2,000.00 - 001-529-4003-552650-0000-000-0000-00911- (Non-capital Equipment)
$500.00 - 001-529-4003-552653-0000-000-0000-00911 (Non-Capital Computer Equipment)
$24,000.00 - 001-529-4003-664038-0000-000-0000 - (Communications Systems)
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.