Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Approving And Authorizing The Appropriate City Officials To Issue A Purchase Order To Ergoflex Systems, Inc., d/b/a Xybix Systems, Inc., For Consoles And Related Equipment And Installation For The New Hollywood Police Headquarters Building, Based Upon The State Of Florida Alternate Contract Source 43190000-22-NASPO-ACS, In An Amount Up To $135,652.43, In Accordance With Section 38.41(C)(5) Of The Procurement Code. (Piggyback)
Strategic Plan Focus
Infrastructure & Facilities
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
In a Special Election held on March 12, 2019, voters of the City approved a variety of projects to be funded by a General Obligation Bond, including the Hollywood New Police Headquarters. The New Police Headquarters project is now under construction, with Substantial Completion scheduled for the second quarter of 2026. At that time, the building will be substantially complete, and we can start installing furniture in the building.
The Design team for the New Police Headquarters project has worked to select the appropriate furniture for the building that is both cost-effective and durable. In the Real Time Crime Center and the Teletype office, public safety communications consoles are needed.
The City has identified a contract for public safety communication products, services and solutions that was competitively bid by the State of Washington under Master Agreement 00318, issued on January 1, 2022, per Master Agreement 00318 (“ACS Contract”). The State of Florida Department of Management Services (“DMS”) has signed a contract for public safety communications products, services and solutions under pursuant to Alternate Contract Source (“ACS”) No. 43190000-22-NASPO-ACS, All Types (“Contract”). The contract is effective January 1, 2022, and runs through December 31, 2025 with up to two years of renewals available. This Contract was awarded to ErgoFlex Systems, Inc., d/b/a Xybix Systems, Inc. (Xybix).
The contract identified here, Alternate Contract Source (“ACS”) No. 43190000-22-NASPO-ACS, will be used as a piggyback contract for the procurement of these consoles. Xybix has agreed to extend to the City the same pricing under the terms and conditions set forth in the Piggyback contract. Xybix will also be installing the equipment. The period of performance during which the desired furniture and installation will be acquired is over a one-year period, from November 15, 2025 through November 14, 2026 for an amount up to $135,652.43.
Section 38.41(C)(5) of the Procurement Code allows the Chief Procurement Officer to procure, without formal solicitation procedures, all goods, supplies, materials, equipment, and services that are the subject of contracts with the state, its political subdivisions, the United States government, other governmental entities, or a corporation not for profit whose members are governmental entities, public officers, or any combination thereof (“piggyback”), provided that the goods, supplies, materials, equipment, or services are the subject of a price schedule negotiated by the entities listed above and is based strictly on competitive bids, quotations, or competitive proposals and not on any preference and such utilization of other governmental entities contracts shall be permitted only during the term of the other governmental entity’s contract.
City staff in the Department of Design and Construction Management and the Office of Procurement and Contract Compliance recommend that the City Commission authorize the appropriate City officials to execute a blanket purchase agreement with Xybix for furniture in an amount up to $135,652.43 over a one-year period. The furniture will be procured and installed concurrently with the construction schedule. Procurement of this furniture will not impact the overall project schedule.
Fiscal Impact:
Funding for this project was included in the amended FY 2026 Capital Improvement Plan and is available in account number 334.179901.51900.563010.001190.000.000.
Recommended for inclusion on the agenda by:
Otis Thomas, Director, Office of Procurement and Contract Compliance
Elisa Iglesias, Deputy Director, Design and Construction Management
Raelin Storey, Assistant City Manager