Submitted By: Josh Sasso/Susan Dobson
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Presentation By: Michael Balken
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Department: Police
STAFF RECOMMENDATION (Motion Ready):
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Approve the use of State of Florida Department of Management Services alternate source agreement for radio equipment purchases with an estimated expenditure amount of $328,657
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence, .
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
The City of Ocala has an ongoing need to purchase public safety communications products, to include portable and mobile radios and other related services and solutions. Over twenty-one (21) City Departments utilize Motorola radio equipment for various internal communication purposes, and our First Responders utilize this equipment to communicate with the 9-1-1 Communications Center. Motorola products have impeccable reliability and performance that City employees have come to trust. These purchases have most recently been made under the City’s Lease/Purchase Agreement with Motorola which was approved by City Council on December 6, 2016.
As a political subdivision of the state of Florida, the City of Ocala qualifies as an eligible user of Florida Department of Management Services (“DMS”) alternate contract source (“ACS”) agreements under Rule 60A-1.001, Florida Administrative Code. ACS agreements have been competitively solicited by governmental agencies and evaluated and determined by the Florida Secretary of Management Services to be cost-effective and to afford best value. DMS’s ACS Agreement for Public Safety Communications Products, Services, and Solutions, Contract 43190000-22-NASPO-ACS, is effective for a five-year term commencing on January 1, 2022 and expiring on December 31, 2026.
FINDINGS AND CONCLUSIONS:
The City’s need for public safety communications equipment has expanded due to the approval given to the Ocala Police Department (“OPD”) to over-hire new employees. As OPD has grown over the past several years, the agency has absorbed its equipment needs with existing equipment. Additional Motorola radios are needed to properly equip sworn personnel and their assigned vehicles. This radio equipment will allow us to meet operational requirements for OPD staff.
To meet operational requirements, OPD needs to immediately purchase ten (10) in-car radio systems and four (4) portable radios with the necessary programming and accessories for new employees via Contract No. 43190000-22-NASPO-ACS at a cost of $78,951. In October, sixteen (16) additional new employees will require in-car and portable radios with an estimated expenditure of $180,145. Additional expenditures for City and OPD staff thereafter will include four (4) portable radios with encryption and accessories for OPD at a cost of $20,426; twenty (20) control head units with microphones for OPD at a cost of $22,849; and four (4) portable and bus radios for SunTran at a cost of $26,286. The equipment will be maintained through service agreements included in the purchase price. Any additional purchases exceeding the approved expenditure amount will be placed on a future Council agenda for approval.
FISCAL IMPACT:
Funding will be provided as follows: $78,951 from account 001-018-835-521-66-64010; $20,426 from account 092-018-822-521-66-64010; $22,849 from account 001-018-822-521-52-52010; and $26,286 from 494-050-450-544-54-52060. FY23 funds will be used as follows: $123,850 from 001-018-832-521-66-64010; $22,518 from 001-018-830-521-66-64010; $22,518 from 092-018-822-521-66-64010; and $11,259 from 001-018-811-521-66-64010.
PROCUREMENT REVIEW:
The procurement of goods and services under this Agreement is in compliance with the City’s Procurement Policy and Rule 60A-1.001, Florida Administrative Code.
LEGAL REVIEW:
N/A. The City’s standard purchase order terms and conditions will be utilized for the procurement of these services and equipment.
ALTERNATIVE: Deny or table.