Submitted By: Michael Balken
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Presentation By: Joshua Sasso
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Department: Police
STAFF RECOMMENDATION (Motion Ready):
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Approve Interlocal Agreement for Reimbursement of Logging Recorder System Annual Maintenance Costs with Marion County in the amount of $94,811
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
Marion County, Florida (the “County”) advertised Request for Proposals 21P-136 for a communications voice, data, and logging recorder system. This system would be located at Marion County Public Safety Communications, the Ocala Police Department, and the Emergency Back-Up Public Safety Answering Point. The purpose of the system is to record videos, pictures, text, and spoken language for public safety communications professionals in the course of their official duties. This system is responsible for the recording of 911 phone lines, non-emergency lines, and radios for the City of Ocala.
On October 19, 2021, after a competitive solicitation process, the Board of County Commissioners for Marion County awarded the contract for the provision of a communications voice, data, and logging recording system to Word Systems, LLC, for a term to run through October 31, 2026. Under the terms of the contract, Marion County would make a one-time payment of $533,621 for the purchase of the system and annual payments of $70,230.50 for extended warranty coverage for four (4) years.
Under the terms of the Interlocal Agreement between the City of Ocala and the County, annual maintenance costs after the first year of service will be paid at 55% by Marion County Public Safety and 45% by the City of Ocala Police Department.
FINDINGS AND CONCLUSIONS:
The City of Ocala has an ongoing need to record public safety communications. This Interlocal Agreement will allow the City to pay its relative share of support and maintenance costs associated with the County’s utilization of the voice, data, and logging recorder system procured by the County from Word Systems, Inc.
Staff recommends approval of the interlocal agreement.
FISCAL IMPACT:
Funds are budgeted on an annual basis in OPD’s budget, 001-018-811-521-52-52045. This will utilize Munis contract number 240489.
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This Agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny