Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
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MOTION TO APPROVE sole source Technology Agreement between Broward County and ESO Solutions, Inc., for Fire Records Management System (FRMS), Agreement No. TEC2128382A1, for the Office of Regional Communications and Technology, in a total maximum not-to-exceed amount of $2,472,000, which includes basic services in the amount of $850,000 and optional services in the amount of $1,622,000, and authorize the Mayor and Clerk to execute same.
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Why Action is Necessary
In accordance with Broward County Procurement Code Section 21.47(a), Award and Execution Authority, except as otherwise provided in the Procurement Code, the Board shall make all awards, and authorize the execution of the associated contracts, with a value of more than $500,000, inclusive of the value of any renewals or extensions.
What Action Accomplishes
Provides National Fire Incident Reporting System (NFIRS) and National Emergency Medical Services Information System (NEMSIS) standardized reports, with automated delivery to Broward County’s Fire Rescue agencies.
Goal Related Icon(s)
☐County Commission
☐Go Green
☐MAP Broward
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE OFFICE OF REGIONAL COMMUNICATIONS AND TECHNOLOGY RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development (OESBD) did not establish a County Business Enterprises (CBE) goal since this is a reasonable source.
The Agreement provides National Fire Incident Reporting System (NFIRS) and National Emergency Medical Services Information System (NEMSIS) standardized reports, with automated delivery, to 11 Fire Rescue agencies within the County (Exhibit 1). The Fire Chiefs’ Association of Broward County provided a request for one system that can be used by all fire agencies (Exhibit 2).
On June 4, 2024 (Item No. 36, Motion A), the Board approved Sole Source designation to EPR Systems USA Inc. to procure ESO Fire Records Management software licenses, maintenance, and support in the estimated amount of $504,000. The initial estimate was based only on existing ESO users. Subsequently, a scrivener’s error was discovered in the motion.
On June 18, 2024 (Item No. 44), the Board approved delegation to the County Administrator to approve sole source designation to ESO Solutions, Inc. (ESO). On July 18, 2024, the County Administrator approved the sole source designation to ESO (Exhibit 3).
The Agreement amount includes $400,000 for 11 existing FRMS fire rescue agencies and $450,000 for eight future FRMS fire rescue agencies. Increasing the Agreement amount to cover future agencies provides a comprehensive approach, considering both existing and future agencies. Including the additional fire rescue agencies will allow for their future integration via a Work Authorization, subject to budget approval. As this is a new and improved County Public Safety System, the Office of Regional Communications and Technology (ORCAT) anticipates additional fire rescue agencies requests to migrate into the updated/new FRMS.
Optional Services were included in the Agreement to accommodate potential future feature additions or enhancements and are also subject to budget availability.
Seven negotiation meetings were held to negotiate the Agreement with ESO: September 23; November 14, 19, 20, 21, 26; and December 2, 2024. The negotiation meetings were attended by representatives from ESO, ORCAT, and the County Attorney’s Office.
The Agreement term shall begin on the date the Agreement is fully executed by the Parties and terminates five years from that date.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, 954-357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
The open-end contract has a not-to-exceed amount of $2,472,000 over a potential five-year period. The funds estimated for the current fiscal year are included in the current fiscal year budget.
Requisition No. OCT0001772