Broward County Commission Regular Meeting
Director's Name: Stephen Farmer (Acting Director)
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
A. MOTION TO APPROVE most reasonable source designation for Motorola Solutions, Inc. for Local Government Radio System repairs, support, and maintenance, for the Office of Regional Communication and Technology Division.
ACTION: (T-11:15 AM) Approved.
VOTE: 8-0. Commissioner Davis was inaudible during the vote.
B. MOTION TO APPROVE Master Maintenance and Services Agreement between Broward County and Motorola Solutions, Inc., for the Local Government Radio System, for the Office of Regional Communications and Technology, in a total maximum not-to-exceed amount of $3,750,000; and authorize the Mayor and Clerk to execute same.
ACTION: (T-11:15 AM) Approved.
VOTE: 8-0. Commissioner Davis was inaudible during the vote.
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Why Action is Necessary
MOTION A: In accordance with Broward County Procurement Code Section 21.25, Sole Source Procurement, a sole source procurement above the award authority of the Director of Purchasing must be approved and awarded by the Board.
MOTION B: In accordance with Broward County Procurement Code Section 21.47, Award and Execution Authority, 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; and Section 21.53, a County contract shall not exceed five years in duration without the express approval of the Board.
What Action Accomplishes
Motion A. Designates Motorola Solutions, Inc. as the most reasonable source.
Motion B. Provides for repairs, support, and maintenance for the Motorola Local Government Radio System.
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 MOTIONS.
The purpose of this Agreement is to provide repairs, support, and maintenance for the County’s Local Government 400 MHZ Mototrbo Capacity Max Radio System (LGRS). The Office of Regional Communications and Technology (ORCAT) currently uses the Local Government 400 MHZ Mototrbo Capacity Max Radio System that provides communication for Broward County agencies such as Parks and Recreation, Aviation, Port Everglades, and for the School Board of Broward County. Support and maintenance services include 24/7/365 continuous system monitoring, on-call availability and technical support for the restoration of failed components and diagnosis of operation problems in accordance with the required response times. As such, the County requires experienced and knowledgeable technical personnel to repair, support, and maintain.
On November 21, 2024, in accordance with Procurement Code Section 21.25(a), Sole Source Procurement, the Purchasing Division issued a Request for Information (RFI) to ascertain whether there were any other entities able to provide LGRS repairs, support, and maintenance; the RFI yielded no response. Subsequently, since the initial RFI exceeded six months, in accordance with Procurement Code Section 21.25(b), on May 1, 2025, a Notice of Intent (NOI) to Designate Sole Source was issued. Based on due diligence by ORCAT and the Purchasing Division, as well as the lack of response to the RFI and the NOI, the Director of Purchasing recommends approval of this reasonable source designation (Exhibit 1).
Three negotiation meetings were held to negotiate the Agreement with Motorola Solutions, Inc.: March 6, March 18, and April 4, 2025. These meetings were attended by representatives from Motorola Solutions, Inc.; and ORCAT, the County Attorney’s Office, and the Purchasing Division.
The Agreement has been approved as to form and legal sufficiency by the County Attorney’s Office. The Agreement contains certain non-standard terms for disclosure to the Board:
(1) If County does not extend the Agreement beyond the initial five-year term, a termination fee will be due to permit Motorola to recover costs expended on software upgrades for preceding contract years. For Year Six, the termination fee is $135,000; the amount declines each subsequent year.
(2) While the Agreement can be terminated for nonappropriation, the Agreement obligates the County Administrator to use reasonable efforts to include full funding for the Agreement in her recommended budget for each fiscal year.
(3) Motorola Solutions’ liability (other than for violation of law, infringement, or personal or property damage) is generally limited to the amounts paid by County for an 18-month period.
(4) The insurance provisions limit the obligation to provide copies of the policies to only the General Commercial Liability policy (excluding the auto and professional liabilities policies); County would instead need to rely upon Florida statutory rights at the time of a claim to obtain copies of the other required policies.
(5) In the event of an audit by the County, the County agrees not to request cost or pricing information unless and until the County or its auditor determines that the audit cannot reasonably be completed without such information.
Incumbent: Motorola Solutions, Inc.; Contract No. and Title: TEC2127535A1, LGRS Maintenance and Support; Contract Term: March 09, 2024 through June 08, 2025. Expenditures to date: $161,561.
The Agreement period begins on the date of award and terminates five years from that date in a maximum not-to-exceed amount of $1,875,000, which includes $250,000 for optional services. Additionally, the Agreement provides for up to an additional five one-year extensions, for a ten-year total maximum not-to-exceed amount of $3,750,000.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, (954) 357-6070.
Fiscal Impact
Fiscal Impact/Cost Summary
The Agreement is for a not-to-exceed amount of $3,750,000 over a potential ten-year period, allocated by General Funds. The funds estimated for the current fiscal year are included in the current fiscal year budget.
Requisition No. OCT0001919