Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Execute An Agreement With Motorola Solutions Inc. For The Purchase Of 670 Motorola Portable And Mobile Radio Equipment With Related Accessories, Inclusive Of Three Years Of Essential Services Maintenance Estimated At An Initial Cost Of $4,080,000.00 And A Seven-Year Preventative Maintenance Agreement At An Average Annual Cost Of $145,000.00, With A Total Seven-Year Estimated Cost Of $5,100,000.00 In Accordance With Section 38.41(C)(9) Of The Procurement Code. (Best Interest)
Strategic Plan Focus
Public Safety
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
On September 18, 2013, the City Commission passed and adopted Resolution No. R-2013-263, which authorized the execution of the Regional Interlocal Agreement (ILA) with Broward County Providing for Cooperative Participation in a Regional Public Safety Intranet (“Participation Agreement”). The first amendment to this ILA was authorized by the Commission on August 26, 2020 through R-2020-188. The original and amended ILA outlined the responsibilities of the County to provide Public Safety Radio Infrastructure, and the responsibilities of the Cities to provide compatible radio equipment and maintenance.
In 2003 and 2014, respectively, the City Commission approved Resolutions R-2003-387 and R-2014-076 which authorized the appropriate City officials to execute agreements with Motorola Solutions, Inc. for the acquisition of appropriate and compatible subscriber units (handheld radios) and accessories for public safety (Police and Fire) and non-public safety (Local Government) use. These legacy radios were purchased to work with Broward County’s radio infrastructure at that time. The proposed and requested units are needed for the County's P25 Radio Infrastructure which went live in 2020. The radios are the responsibility of the City, whereas the infrastructure is owned and managed by Broward County via the ILA. Although the previous purchases included radios for both public safety and local government (public works, code, etc.) usage, local government radios were migrated from the County's system in 2019 with R-2019-050, and radios for those departments are not included in this purchase.
Public safety radios are used in vehicles and by uniformed officers for both the Police and Fire Departments as a primary means of communication for day-to-day operations and emergency events. Given the importance of the radios to the provision of public safety in emergencies such as the ongoing public health emergency, the American Rescue Plan Act (ARPA) has been deemed an eligible funding source for them.
The proposed radios are needed because the current in-use radios purchased in 2014 are effectively end-of-life. These are 7 years old and their lifecycle support effectively ended on December 31, 2020. This means that every component of the radio units cannot be repaired and certified for use. This affects the City’s Insurance Service Offices (ISO) rating. The expected life cycle for the proposed devices are also expected to be 7 years, and will need replacement after that time.
The City compared Motorola Solutions Inc. contracts with Broward County, the Broward Sheriff's Office, and the State of Florida to identify the most efficient and cost-effective purchase agreement for all components needed for the radio units, accessories, and service agreements. The quote provides the greatest discount at 27% from the State of Florida agreement, as compared to the 25% discount for equipment and the 23% discount on accessories from the other entities. The quote provided a more cost-effective maintenance compared to the only piggyback contract available for maintenance which is the Broward County Motorola contract. This proved to be the most fair and reasonable price. Additionally, the City will achieve greater than 27% discount (the highest among the three) by utilizing a buy-back of the existing equipment.
This item is considered best interest because Motorola Solutions Inc. is the only certified provider of both equipment and maintenance, offers favorable pricing, and meets the requirement of the ILA to have equipment compatible with the County.
The cost of equipment over 7 years is approximately $5.1 Million, which includes the initial purchase of radios for the Police and Fire Departments at approximately $4.1M, as well as the additional maintenance that provides the recommended annual and preventative maintenance recommended by Broward County for all subscribers of approximately $999,186.40 and a small contract contingency of $65,518.60. The maintenance agreement has a 30-day termination requirement which can be utilized by the City at its discretion. The maintenance period will begin when the new radios are programmed and in service.
Fiscal Impact:
There is a companion resolution (budget amendment) that allocates funding in account number 117.139901.51900.XXXXX.00XXXX.000.000 for the purchase of Public Safety hand-held radios in the amount of $4,080,000.00.
The ongoing annual maintenance cost will be budgeted in subsequent fiscal year operating budget, subject to the approval and adaption by the City Commission. The annual maintenance charge for years 1 - 3 is $116,836.00 and the annual cost increases to $162,169.60 for years 4 - 7. The total 7-year maintenance cost is $999,186.40 with an average annual cost of $145,000.00.
Recommended for inclusion on the agenda by:
Raheem Seecharan, Director for Information Technology
Adam Reichbach, Assistant City Manager for Finance and Administration