Title
MOTION TO APPROVE THE PURCHASE OF TWELVE (12) COMPUTER MOUNTING HARDWARE SETS FOR THE CITY'S FIRE DEPARTMENT'S EMERGENCY RESCUE VEHICLES IN AN AMOUNT NOT TO EXCEED $40,636.28 FROM LAW AND ORDER TECHNOLOGY, LLC, UTILIZING PRICING ESTABLISHED BY THE STATE OF FLORIDA ALTERNATE CONTRACT SOURCE #43211500-WSCA-15-ACS VIA NASPO VALUEPOINT, 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 Ordinances 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)(5) states that, "Utilization of other governmental agencies' contracts. 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 this section, provided, however, that this division shall apply only if the contract expressly permits or if the awarding jurisdiction and/or the vendor agree to allow the city to purchase therefrom and if either: (i) the commodities or services are the subject of a price schedule negotiated by the state or federal government or by competitive bid by another governmental agency and not on any preference; (ii) or the price offered for the commodity or service exactly equals or is lower than the governmental contract from vendors awarded the governmental contract. Where an award is made pursuant to this paragraph, the terms and conditions agreeable to the City may be used in lieu of those terms and conditions of the contract with the other governmental agency."
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) 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. In 2002, the voters of Broward County approved a charter amendment requiring Broward County to establish and fund communications infrastructure for fire and emergency medical services to facilitate "Closest Unit Response" to life-threatening emergencies.
2. Closest Unit Response (CUR) is an agreement among public bodies to lend assistance across jurisdictional boundaries based on an available unit's proximity to life threatening, high priority call as determined by the Fire Chiefs Association of Broward County.
3. The Closest Unit Response (CUR) initiative will give the Broward County Regional 911 Communication Center the ability to identify the exact location of all participating fire rescue vehicles utilizing Global Positioning Satellite (GPS) technology and to be able to dispatch the closest, most appropriate vehicles to life-threatening emergencies.
4. The Closest Unit Response initiative has the support of the Fire Chiefs' Association of Broward County. Implementation of closest unit response in the fire service can mean the ability to save more lives. The ability for firefighters to view maps real-time in the vehicle can lower the response time by providing the firefighters with critical route information and call related data necessary to best address the incident. Visibility of the closest available unit allows the dispatcher to automatically route the most appropriate unit in order to best serve the community, saving transit time, and essentially increasing the chances of saving a patient.
5. On June 4, 2019, the Broward County Commission approved the standardization of Panasonic Toughbook equipment and accessories, including Panasonic Toughbook certified vehicle docking stations and power supplies, vehicle antennas, wireless routers, installation and warranty services, to purchase from any or all of the partners designated by Panasonic, related to equipment required for vehicle installation with Closest Unit Response hardware and software solutions deployed on Fire Rescue Front-line Vehicles, throughout Broward County. The equipment that the County is purchasing from Panasonic is military grade, ensuring the equipment can withstand high temperatures, constant vibration and other environmental factors in a fire rescue unit or engine. Standardizing all of the related equipment permits the County to purchase upgrade parts, when applicable, minimizing downtime when replacing or upgrading equipment and streamlines the process and allows for interchangeability, regardless of the municipality, while supporting Interlocal Agreements with Broward County municipalities.
6. On November 3, 2021, the City Commission adopted proposed resolution No. 2021-R-52 as Resolution No. 3778, approving the Regional Interlocal Agreement for Cooperative Fire, Rescue, Emergency Medical Services, and Special Operations Response through Automatic Aid and Closest Unit Response between the City of Pembroke Pines, the Broward County Sheriff's Office, Broward County, and other municipalities.
7. The State of Minnesota, Department of Administration, Materials Management Division publicly conducted a Request for Proposal on behalf of the State of Minnesota and the National Association of State Procurement Officials Cooperative Procurement Program (NASPO ValuePoint) resulting in Master Agreement number MNWNC-124, which expires on February 28, 2023.
8. The State of Florida entered into a Participating Addendum to the NASPO ValuePoint Cooperative Procurement Program Master Agreement # MNWNC-124, Administered by the State of Minnesota. As a result, the State of Florida utilizes Alternate Contract Source (ACS) # 43211500-WSCA-15-ACS for the purchase of Computer Equipment, Peripherals, and Services for State of Florida Agencies and other eligible users utilizing the pricing and options via NASPO ValuePoint Master Agreement # MNWNC-124.
9. Broward County and the City of Pembroke Pines are both eligible users of the State of Florida Alternate Contract Source (ACS) # 43211500-WSCA-15-ACS. As defined by Florida Administrative Code Rule 60A-1.001(2)(e), eligible user means "Political subdivisions, including counties, cities, towns, villages and districts, as described be Section 1.01(8), F.S., and instrumentalities thereof."
10. As a result, Broward County worked with Panasonic to identify the specific SKU's needed for the equipment that would be installed in the frontline emergency service vehicles for each participating agency. After identifying the necessary SKU's, Broward County obtained quotes from Panasonic's authorized resellers, in which three authorized resellers, listed on the State of Florida Alternate Contract Source (ACS) # 43211500-WSCA-15-ACS, responded to the request for the County's immediate needs:
Authorized Resellers Total Quote
ARC Acquisition US, Inc. $279,158.88
CDW-G Government $289,891.00
Insight Public Sector $286,402.50
Due to the results, Broward County selected ARC Acquisition US, Inc., as the reseller of Panasonic products and services for a multi-year agreement with the County, leveraging the State of Florida Alternate Contract Source (ACS) # 43211500-WSCA-15-ACS via NASPO ValuePoint Master Agreement # MNWNC-124, which will expire on February 28, 2023.
11. Broward County is furnishing the necessary equipment and having it installed in the frontline emergency service vehicles for each participating agency. Broward County's cost to furnish the required Panasonic laptops and related mounting equipment from ARC Acquisition US, Inc. costs the County $150,101.97 for the City's 19 frontline emergency service vehicles, utilizing the pricing established by the State of Florida alternate contract source #43211500-WSCA-15-ACS via NASPO ValuePoint. The installation of the equipment for the City's frontline emergency service vehicles commenced on September 19, 2022.
12. In the event a frontline emergency service vehicle is downed temporarily, for whatever reason including maintenance, the City shall have the ability to move the necessary computers and equipment from the frontline emergency service vehicle to one of the City's reserve service vehicles. However, Broward County will not cover the cost to outfit the City's reserve service vehicles with the necessary computer mounting hardware sets.
13. Similar to Broward County, the City's Fire Department would like to utilize the State of Florida Alternate Source Contract # 43211500-WSCA-15-ACS for "Computer Equipment, Peripherals, and Services" to purchase twelve (12) computer mounting hardware sets and have them installed in their reserve vehicles.
14. The NASPO ValuePoint Master Agreement number MNWNC-124 has a minimum discount pricing structure, for the requested equipment, the agreement provides for a minimum discount of 11%. Installation services however would not have a standard discount on the contract as the installation costs can vary per project due to any travel needs, deployment size, etc.
15. The City has reached out to all of Panasonic's eleven authorized resellers listed on the State of Florida alternate contract source #43211500-WSCA-15-ACS via NASPO ValuePoint, and has received the following quotes, which includes professional installation services, power and high gain WWAN and GPS antennae, etc.:
Authorized Resellers Total Quote
Law and Order Technology, LLC $40,636.28
GovDirect $40,947.36
Insight Public Sector $41,287.76
ARC Acquisition US, Inc. $42,984.16
Global Public Safety, LLC $43,058.02
Rugged Solutions America, LLC DBA Rugged Depot $49,227.20
16. The Fire Department is requesting to move forward with this purchase of twelve (12) computer mounting hardware sets in order to ensure that the City meets its requirements of being ready to fulfill its obligations for the Closest Unit Response (CUR).
17. Request Commission to approve the purchase of twelve (12) computer mounting hardware sets for the City's Fire Department's emergency rescue vehicles in an amount not to exceed $40,636.28 from Law and Order Technology, LLC, utilizing pricing established by the State of Florida alternate contract source #43211500-WSCA-15-ACS via NASPO ValuePoint, pursuant to section 35.18(C)(5) of the City's code of ordinances.
Reviewed by Commission Auditor.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $40,636.28
b) Amount budgeted for this item in Account No: $40,637 is available in account # 001-529-4003-552650-0000-000-0000 - (Non-capital Equipment).
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