Placement: Consent Agenda
Action Requested: Motion / Vote
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Approval to Purchase Radios and Trade In Old Radios to Motorola
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Submitted By: David Harris, Procurement Manager. Procurement Management Department (PMD)
Strategic Plan Link: The City’s Mission to provide exceptional municipal services.
Summary Brief (Agreements/Contracts only)
1. Prepared by: David Harris, (PMD)
2. Parties: City of Port St. Lucie City of Port St. Lucie and Motorola Solutions
3. Purpose: To purchase Motorola radios and other related equipment for the Police Department
4. New/Renewal/Modified: New
5. Duration: Five (5) years
6. Benefits to Port St. Lucie: To provide the Police Department with Motorola radios and related equipment with updated communication technology
7. Cost to Port St. Lucie (Annual and Potential): The total cost to the City of Port St. Lucie is $3,042,394.15. Future expenditures will be appropriated in each year’s budget.
Presentation Information: N/A
Staff Recommendation: Move that the Council Move that Council approve the purchase of Motorola radios from Motorola Solutions under the terms of Florida State Contract #43190000-22-NASPO-ACS and the attached lease/purchase agreement and the surplus of radios valued at $180,000 to be traded in as part of the agreement.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve utilization of the Florida State Contract #43190000-22-NASPO-ACS and the lease/purchase agreement.
2. Move that the Council not approve and provide staff with direction.
Background: At present, over 95% of our radios are the older (B version) of the APX6000's. The "A" version's end-of-life was October 2023. Police Department staff have been informed our version will be end-of-life within the next twelve (12) to twenty-four (24) months. Currently, to outfit new officers and replace unrepairable radios, the City will be spending more than $450,000.00 per year over the next few years. This is not to replace our radio fleet, but only additional radios for new positions and replace inoperable units. St. Lucie County Sheriff's Office is currently using the "A" version of the APX6000's that have recently been deemed end of life. They need to replace their entire fleet of radios. With this information, Police Department staff approached SLCSO to gauge their interest in negotiating a lease with Motorola using the strength of both agencies. The deals will be totally separate contracts, however, by using the total number of radios to be replaced, Police Department staff believed they could get additional savings on the per unit pricing. SLCSO agreed.
Port St Lucie PD negotiated interest rate, from 5.89% nominal annual rate to 3.89% nominal annual rate: Estimated savings of $155,0000.00 over the life of the loan. As part of the agreement, older radios will be traded in for a credit of $180,000.
Issues/Analysis: Staff has reviewed Florida State Contract #43190000-22-NASPO-ACS as well as the proposed lease/purchase agreement and finds that they meet the needs of the City and meets the requirements of the City's procurement ordinance.
Financial Information: Funds will be appropriate each fiscal year with the Police Department budget. The Finance department has reviewed the lease/purchase agreement and found the terms to be acceptable.
Special Consideration: This contract is excluded from formal bidding requirements on the basis of Sole Source (Sole Source, 35.08(a)(22), City Ordinances). Compatibility of new equipment, accessories, or replacement parts with old equipment and accessories, as well as compatibility with communication systems with St. Lucie County, is the paramount consideration for this contract and therefore, Motorola was the Sole Source provider for such radio equipment and other related parts.
Location of Project: N/A
Attachments:
1. Motorola Bid Response
2. Motorola Contract 43190000-22-NASPO-ACS
3. Motorola Award Letter
4. Motorola Software License Agreement
5. Motorola Subscription Services Agreement
6. How to use this contract
7. Contractors List
8. Contractors by product category
9. Bid tabulation
10. Motorola Price List
11. Motorola Proposal
12. Motorola Leasing Agreement
13. AMENDMENT ONE TO THE NASPO CONTRACT - CITY OF PORT ST LUCIE FINAL MSI signed
14. PSL PD - APX FLEET REFRESH 11.29.23 - CPQ QUOTE - MSI Signed
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 23353-05
Legal Sufficiency Review:
Reviewed by Carly Fabien, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, Interim City Attorney.