HomeMy WebLinkAboutBack-Up DocumentsCITY OF MIAMI, FLORIDA
T[J
FFora
Annie Perez
Director
Procure 7
t Depart ent
Jorge R, lina
Chief Police
INTER -OFFICE MEMORANDUM
DATE: AUG 1 9 2020 FILE
LEG 7-2
SUBJECT:
Finding of Sole Source
REFFRFNCES : Purchase of Helmet Communications
ENCLOSURES. Kits with Related Equipment
The police department is requesting a sole source finding for the purchase of twenty-five (25)
Helmet Communications Kits with Related Equipment, to replace the existing kits that are no
longer compatible with the new radio system, from PUP Communications, Inc., in the amount of
$49,975; allocating funds from the Police General Fund Account Code No.
00001,190101.552100.0.0. Based upon the attached, please take the necessary steps to verify
that PVP Communications, inc., located at 2310 2051h Street, Torrance, CA 90501 is the sole
provider of this purchase.
Please note that this sole source package was already routed with a total purchasing price
of $49,791.00 and was revised to reflect an increase of $18400.
The Traffic Enforcement Detail will utilize these new kits to replace the existing ones in order to be
compatible to the new radio system that the police department acquired from Harris Corporation.
The system will continue to allow motor officers to wirelessly communicate through the police
radio while operating their vehicle safely, with both hands on the handlebars.
PVP Communications„ Inc. affirms that they are the sole manufacturer of PVP helmet
communications that are uniquely designed to address the specifications of law enforcement
needs.
The police department strongly feels that this purchase will comply with the conversion
requirements and will equip the motor officers with the technology needed to safely and effectively
protect and serve the residents of the City of Miami.
Your attention to this matter is greatly appreciated.
JRCICGGIJBIjms
Attachments
FINDING OF SOLE SOURCE APPROVED:
Annie Perez,
Procurement Director
F=vF=
COMMUNICATIONS
wireless innovations for law enter; nt
2310 W 205th Street, Torrance CA 90501
12/10/2020
To Whom It May Concern:
RE: Buy America Compliance
PVP Communications products are manufactured and assembled in the United States; thereby,
comply with the Buy America Act.
If you have any questions, please feel free to contact me at 310-212-5432 or email me at
jay@pvpcom.com.
Sincerely,
V -
Jay Calzada
General Manager
PVP Communications
Ph. (800)584-4119
Ph. (310) 212-5432
Email. jay@pvpcom.com
www.pvpcom.com
k0j
F=VP
COMMUNICATIONS
2310 W 205th Street, Torrance CA 90501
Customer
City of Miami
400 NW 2nd Ave
Miami FL 33128
Quotation
Quotation # date
16706 8/13/2020
Terms Sales Rep
Net 30 SD
FOB
Ship To
Miami Police Dept Traffic Enforcement
400 NW 2nd Ave
Mario Dell Amico
Miami FL 33128
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Item
Description
Price Per I
Total Price
25
PVHKR-736R10-BIM
HELMET COMMUNICATIONS KIT, DUAL EARPHONES, 736
475.00
11,875.00
MICROPHONE, WITH BLUETOOTH CELL PHONE
INTERFACE, FOR USE ON SUPER SEER 112 SHELL
HELMETS
25
PVSM-XGIINXM
MOTOR -ONE WIRELESS SHOULDERMIC, PORTABLE
629.00
15,726.00
ONLY, PORTABLE POWERED, FOR HARRIS
XG-1001XL-200P RADIO
25
PV-RT12-151XT2
MOTOR INTERFACE, WIRELESS, PORTABLE ONLY, FOR
699.00
17,475.00
2015+ BMW
25
PVMK-PWR-XT2
POWER INTERFACE CABLE, FOR /XT MOTOR KITS
39.00
975.00
25 PVMK-PTT-RADIO-XT2
PTT ASSEMBLY, 9.5FT, BLACK SWITCH, MINI MOLEX
59.00
1,475.00
TERMINATION
25 PVMK-PTT-PA-XT2
PTT ASSEMBLY, 9.5FT, RED SWITCH, MINI MOLEX
59.00
1,475.00
TERMINATION
25 PVMK-PA-HR85-XT2
PA INTERFACE CABLE, UNTERMINATED, 8.5FT LONG
39.00
975.00
25 PVHARPTT-02
BRACKET, DUAL POSITION, PTT, HARLEY, BLACK
0.00
0.00
TERMS: Quotation valid for 30 days. Prices quoted are in U.S. dollars and DO NOT
INCLUDE SHIPPING CHARGES which are additional. Buyer acknowledges that a 1.5%
per month (18% per annum) interest charge will be added to account balances not paid
within 30 days of invoice date and acknowledges this as the terms of this quotation. A
15% restocking fee will be charged on returned goods. Items must be returned with the
original packaging and in "like -new" condition. All sales of custom items or special
requests are final.
Sub -Total:
49,975.00
Taxes
0.00
Est. Freight
0.00
Total
491975.00
COMMUNICATIONS
,,,,;frelass 1i,riiiv.', f,vri5 for i�V
2310 205th Street, Torrance, CA 90501
Telephone: 310-212-5432 — Fax: 310-212-5492
Toll -Free 800-584-4119
03/09/2020
RE: Sole Source Manufacturer
PVP Communications, Inc is the sole manufacturer of PVP helmet communications. These helmet
communication systems are uniquely designed to address the specific communications and safety needs
dictated by the use of motorcycles in the field of law enforcement.
PVP Communications' Portable Only System is designed and manufactured exclusively by PVP
Communications and is protected by US Patent No. 5,790,947.
PVP Communications also understands the importance of product reliability and support with our
customers and provides not only a one year limited warranty, but telephone technical support and modular
designs that provide ease of maintenance for customers in the field,
We look fonvard to being of service to you in the future!
Sincerely,
r'
4
Jay Calzada
General Manager
Please provide the following information in order to document the sole source request:
1. Explain why the product/service requested is the only product/service that can satisfy your
requirements, and explain why alternatives are unacceptable, Be specific with regard to
specifications, features, characteristics, requirements, capabilities, and compatibility. Describe
what steps have been undertaken to make this determination.
We have sampled a similar product from other manufacturers but none offer the capability to
wirelessly communicate whether mounted or dismounted from the motorcycle without being
tethered to it by coiled cable. This Motor Kit wirelessly provides a handlebar remote Portable
Radio Push -to -Talk control switch, and also a second Push -to -Talk control switch for PA (Public
Address). This allows the Motor officer to keep both hands safely on the handlebar while
communicating on the police radio or PA. In addition, it frees the Officer from a connection to
his Motor and provide a "Tether -Free" connection to his belt -mounted Portable Radio even if
the rider becomes separate from his motorcycle.
2. Explain why this services provider, supplier or manufacturer is the only practicably available
source from which to obtain this product or service, and describe the efforts that were made to
verify and confirm whether, or not, this is so. (Obtain and include a letter from the
manufacturer confirming claims made by distributors or exclusive distributorships regarding the
product or service, if that is cited as a reason for this Sole Source.)
We have evaluated all the competition out there and no other headset snatches all of the
functions of this manufacturer. This is the only headset that offers a wireless connection for the
officer AND Bluetooth connectivity, AND pairing with the "truck -mounted" radio in the
motorcycle. All other competitors will lack one of these features. The problem is that the
cabled systems either required the officer to stay connected or each time we disconnect during
an escort or traffic stop the other end of the cable dangles onto the VERY hot motorcycle engine
and damages it. The officer is then required to reconnect while dangerously standing in traffic.
3. Will this product obligate us to a particular vendor for future purchases (either in terms of
maintenance that only this vendor will be able to perform and/or if we purchase this item, will
we need more "like" items in the future to match this one)?
Yes, no other vendor is currently producing a comparable product. Replacement parts will need
to be purchased from this vendor should the need arise but our radio shop will be able to
perform the maintenance. The only time we will need more "Pike" items in the future to match
this one will be in cases of theft or crashes.
4. Explain why the price for this product or service is considered to be fair and reasonable.
The price extended to the City o Miami is competitive with other manufacturers despite it being
a superior product and having all the required features which are available only through this
vendor by patent.
5. Describe the negotiation efforts, if any, that have been made with the supplier to obtain the
best possible price.
The vendor has reduced the costto keep within the cost of the original quote.
6, Explain the consequences(s) to the City, including the dollar estimate of the financial impact, if
this Sole Source is not approved.
The consequence for not purchasing this product would be the continuing current situation
which requires motor officers to operate a police motorcycle with one hand in order to utilize
the police radio. This is no longer a necessary risk for police motorcycle operations since the
technology exists for wireless push to talk transmissions.
MARKET RESEARCH
Contract No.: 19-20-029
Current Term:
Expiration Date:
Title: PVP Helmet Communication Kits
Recommendation:
® Sole Source Contract
❑Solicit Competition
Procurement Contracting Officer:
J. Justin Griffin
❑ Access Contract
❑ Other
Background:
The City of Miami's Police Department ("Police") has expressed a need for twenty-five "Motor One" Wireless
Motorcycle Helmet Communication Kits ("Kits") with related equipment that are compatible with its new radio
system from Harris Corporation. PVP Communications, Inc. ("PVP"), is the sole designer, manufacturer, and
distributor of the "Portable Only System" and "Autoswitching System" that allow motor officers to wirelessly
communicate through the police radio or Public Address ("PA") system with both hands on the handlebars.
Accordingly, the Department of Procurement ("Procurement") has been asked to research the feasibility of
issuing a sole source finding for the procurement of PVP's Helmet Communication Kits with related
equipment.
Research Conducted:
Police is seeking to procure the Kits to equip its Motorcycle Officers to more safely protect and serve the
residents of the City. PVP was the first to design and release a wireless system that eliminated the cables
between the officer and their motorcycle more than five years ago. Accordingly, the Kits are fully patent
protected under United States Patents 5,790,947; 7,062,301 and 7,203,525. The Kits are designed for the
officer needing a helmet headset to work with his/her motor -mounted radio that allows the user to both
transmit and receive audio transmissions. Mobile radio transmissions using the headset are activated by a
handlebar mounted push -to -talk ("PTT") switch. A second PTT switch at the handlebars allows activation of
the motorcycle siren PA system. As a result, officers also have the ability to broadcast from the helmet
microphone to direct traffic without removing their hands from the handlebars. At all points, the Kits do not
require any cables that tether the officer to the motor.
There is no distributor in the State of Florida and all purchases must go through PVP's offices located al
2310 205th Street, Torrance, CA 90501. PVP submitted a letter indicating that it is the sole designer,
manufacturer, and distributor of the Kits.
In 2016, the City purchased twenty-five Kits for $38,639.25, making each Kit $1,545.67 each, including
shipping. However, these Kits are not compatible with the new Harris Corporation radios obtained by Police.
Comparable Contracts:
Some comparable contracts with PVP for the Kits are listed below. All the purchases listed were done via
the sole source method.
• City of Yuba City, CA ("Yuba") — On January 9, 2020, Boca Raton purchased one (1) Motor One Kit.
The total amount of the procurement was $2,046.96, plus $136.34 sales tax and $29.90 shipping,
making the Helmet Kit $1,880.72.
City of Kirkland, WA ("Kirkland") — On August 13, 2019, Kirkland purchased two (2) Motor One Kits
with generic wiring. The total amount of the procurement was $3,181.20, making each Helmet Kit
$1,446.00.
City of Middleburg Heights, OH ("Middleburg") — On February 20, 2019, Middleburg purchased two
(2) Kits with generic wiring. The total amount of the procurement was $3,894.00, including $60.00
shipping, making each Kit $1,917.00.
Recommendation:
Procurement recommends that the City enter into a sole source contract for the purchase of twenty-five Kits.
PVP is the designer, creator, and sole distributor of the Kits within the United States. Sole source
documentation from the manufacturer is attached. The Kits are the only equipment that meets the
specialized needs of Police, allowing Motorcycle Officers wireless communication through the police radio
and PA with both hands on the handlebars, with no switches or cables to plug and unplug.
Procurement Contracting Officer: James Justin Grin Date: September 25, 2020
Procurement Contracting Manager: Date: 10/21/20
Director/Asst. Director: ��.c4. �� Date: 10/21/20