Broward County Commission Regular Meeting
Director's Name: Mark Gale
Department: Aviation Division: Security
Information
Requested Action
title
A. MOTION TO REAFFIRM Sole Source Standardization of SGI Matrix, LLC’s proprietary Matrix Frontier computer-controlled access system software, equipment, and related support and maintenance services at Broward County’s Fort Lauderdale-Hollywood International Airport.
ACTION: (T-10:46 AM) Approved. (Refer to minutes for full discussion.)
VOTE: 9-0.
B. MOTION TO APPROVE Technology Products Agreement between Broward County and SGI Matrix, LLC for Access Control System Services at the Fort Lauderdale-Hollywood International Airport for an initial two-year term in the maximum not-to-exceed amount of $18,669,410, inclusive of initial and all renewal terms, and authorize the Director of Purchasing to renew the Agreement for up to three one-year terms and authorize the Mayor and Clerk to execute same.
ACTION: (T-10:46 AM) Approved. (Refer to minutes for full discussion.)
VOTE: 9-0.
body
Why Action is Necessary
Motion A: In accordance with the Broward County Procurement Code, Section 21.19.(a), Sole Source Standardization for purchases above the award authority of the Director of Purchasing must be approved by the Board.
Motion B: In accordance with the Broward County Procurement Code, Section 21.47(a), Award and Execution Authority, the Broward County Board of County Commissioners (“Board”) approval is required for awards exceeding $500,000 inclusive of the value of any renewals or extensions provided for in the contract.
In accordance with Section 332.0075(3)(b), Florida Statutes, a governing body must approve, award, or ratify all contracts executed by or on behalf of a commercial service airport in excess of the threshold amount provided in § 287.017 for CATEGORY FIVE [i.e., $325,000] as a separate line item on the agenda and must provide a reasonable opportunity for public comment. Such contracts may not be approved, awarded, or ratified as part of a consent agenda.
What Action Accomplishes
Motions A and B: Re-affirms the Sole Source Standardization and awards the Technology Products Agreement (“Agreement”) between Broward County (“County”) and SGI Matrix, LLC for Access Control System Services at the Fort Lauderdale-Hollywood International Airport (“FLL”) to permit the continued use and purchase of computer-controlled access system components: software, equipment, and related support and maintenance services at FLL.
Is this Action Goal Related
No
Previous Action Taken
None
Summary Explanation/Background
THE AVIATION DEPARTMENT AND PURCHASING DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
The computer-controlled access system was initially purchased from Matrix Systems, Inc. in September 1991 for the airfield area at FLL. Matrix Systems, Inc. is the manufacturer of the equipment and proprietary software. After the initial system installation, the Federal Aviation Administration (“FAA”) in 1997 recommended that the entire airfield be security controlled by a computerized system. Matrix Systems, Inc., now known as SGI Matrix, LLC (“Matrix”), is the only vendor that can provide compatible replacement equipment and software upgrades to the existing computer-controlled access system at FLL.
On September 23, 1997 (Item No. 21), the Board approved the original Agreement with Matrix Systems, Inc. for an additional computer-controlled access system for gates at FLL. The Director of Purchasing awarded the most recent Agreement on May 1, 2018. Additional history on previous actions relative to Matrix services and previous Agreements is included in Exhibit 2.
On November 23, 2022, the Purchasing Division issued a Request for Information (“RFI”) No. TEC2125426F1, to determine if other vendors could perform the requested services. The RFI closed on December 15, 2022, with no responses. On December 23, 2022, the Director of Purchasing approved a Sole Source designation to Matrix for the procurement of 24/7 support and maintenance services for the computer-controlled access system at FLL and continued use of its proprietary software and hardware.
The first, second, and third negotiation meetings were held on March 23, 2023, March 27, 2023, and March 29, 2023, respectively, to negotiate the Agreement between the County and Matrix for software, equipment, and related support and maintenance services at FLL for an initial two-year term with three one-year extensions with a total not to exceed amount of $18,669,410.
The Agreement describes specific information regarding the Airport Security Program and is considered Sensitive Security Information (“SSI”). No part of such exhibits may be disclosed to persons without a need-to-know SSI as defined in 49 Code of Federal Regulations Parts 15.11 and 1520.11, except with the written permission of the Administrator of the Transportation Security Administration or the Secretary of Transportation. Pursuant to this regulation, the Agreement exhibit is not included as part of the agenda item and will be provided under separate cover by the Broward County Aviation Department.
The Agreement has been reviewed and approved as to form by the County Attorney’s Office and is subject to the following Disclosures: this Agreement allows for the Contract Administrator to approve Work Authorizations for Optional Services for which the cost to the County is less than $50,000 per Work Authorization. Additionally, the Purchasing Director may issue purchase orders for equipment listed as line items in Exhibit B-1 of the Agreement subject to the limitation set forth in Section 5.1 of the Agreement.
Source of Additional Information
Mark E. Gale, A.A.E., CEO/Director, Aviation Department, (954) 359-6199
Fiscal Impact
Fiscal Impact/Cost Summary
Motion A. There is no fiscal impact for this action.
Motion B. The proposed Agreement will be for a total potential five-year term with a not-to-exceed amount of $18,669,410.