Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
A. MOTION TO APPROVE sole source designation to First Due, LLC to provide First Due Size Up Pre-Incident Planning Software for the Broward County Office of Regional Communications and Technology.
ACTION: (T-11:38 AM) Approved.
VOTE: 9-0.
B. MOTION TO AUTHORIZE Director of Purchasing to negotiate and execute resultant open-end contract to sole source vendor, First Due, LLC, for First Due Pre-Incident Planning Software, for the Broward County Office of Regional Communications and Technology, in the estimated amount of $1,100,000 for a term of up to five years, authorizing the Director of Purchasing to exercise any renewal options provided, subject to review of resultant open-end contract for legal sufficiency by the Office of County Attorney.
ACTION: (T-11:38 AM) Approved.
VOTE: 9-0.
body
Why Action is Necessary
In accordance with Broward County Procurement Code Section 21.25(a), Sole Source Procurement, sole source procurements above the award authority of the Director of Purchasing must be approved by the Board.
In accordance with Broward County Procurement Code Section 21.47(a), 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 provided for in the contract.
What Action Accomplishes
Designates First Due, LLC as the sole source to provide First Due Size Up Pre-Incident Planning Software for the Broward County Office of Regional Communications and Technology.
Authorizes the Director of Purchasing to award a resultant open-end contract for First Due Size Up Pre-Incident Planning Software, for the Broward County Office of Regional Communications and Technology.
Goal Related Icon(s)
☒County Commission
☐Go Green
☐MAP Broward
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE BROWARD COUNTY OFFICE OF REGIONAL COMMUNICATIONS AND TECHNOLOGY RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
This item supports the Board’s Accountable Government Goal, “Consistently delivering responsive, efficient, inclusive, and equitable quality services to the public and internal customers while providing a safe community to live, work and visit.”
Approval of the sole source designation to First Due, LLC provides First Due Size Up Pre-Incident Planning Software solution (First Due Size Up) for the Broward County Office of Regional Communications and Technology (ORCAT). First Due, LLC, as the software developer, is the only company that offers First Due Size Up software licenses, maintenance, and support.
First Due Size Up delivers critical information concerning building structures that is accessible from any mobile device to incident rescue personnel responding to emergencies, thus improving the safety of first responders, occupants, and the community at large. Unique features and real-time property updates give first responders insight into critical details including the structure’s size, type and number of occupancies, hazardous contents, historical permitting and inspection data, closest fire hydrants and flow rates (gallons per minute).
First Due Size Up is currently being utilized by the Broward County Sheriff's Office (BSO), and by fire rescue agencies in the cities of Davie, Fort Lauderdale, Sunrise, and Tamarac. ORCAT seeks to implement First Due Size Up for fire rescue agencies in the cities of Hollywood, Lauderhill, Lighthouse Point, Margate, North Lauderdale, and Oakland Park. ORCAT will be implementing First Due Size Up for the remaining agencies (Hollywood, Lauderhill, Lighthouse Point, Margate, North Lauderdale, and Oakland Park) while assuming the annual maintenance costs for the agencies already using First Due Size Up.
Regional delivery of this system is crucial to provide aid response units throughout Broward County the ability to inter-operate and access critical information across jurisdictional boundaries. First Due Size Up provides a centralized repository from all data sources. Replacing First Due Size Up would be extremely costly as the system is used by thousands of fire rescue personnel in Broward County and it is already interfacing with Broward County's computer aided dispatch system. First Due Size Up is supported by the Fire Chiefs Association of Broward County (Exhibit 1).
On March 28, 2024, the Purchasing Division issued a Request for Information (RFI) Notice of Intent to designate sole source to ascertain whether there were any other entities able to provide First Due Size Up for ORCAT. There were no responses received to the RFI. Based on this information, the Director of Purchasing recommends approval of this sole source designation (Exhibit 1).
No County vendor performance evaluations have been completed for First Due, LLC.
The Director of Purchasing recommends approval of this sole source designation to First Due, LLC for First Due Size Up. This system is a proprietary software for which alternate software systems are not compatible due to First Due Size Up unique features. First Due Size Up is the only known pre-incident planning software compatible with the systems already implemented by aid response units throughout Broward County.
The resultant open-end contract will provide for the procurement of First Due Size Up commencing upon a date mutually agreed upon by the parties, with an estimated total project value of $1,100,000. Subsequent to Board consent, the parties will negotiate a two-party signed agreement (which will serve as the open-end contract) subject to review and approval by the Office of the County Attorney.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
The open-end contract has an estimated amount of $1,100,00 over a potential five-year period. The funds estimated for the current fiscal year are included in the current fiscal year budget.
Requisition No. OCT0001773