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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #17939 Date: 07/30/2025 Commission Meeting Date: 09/11/2025 Requesting Department: Department of Police Sponsored By: District Impacted: All Type: Resolution Subject: Sole Source - PVP Wireless Motorcycle Helmet Headsets - MPD Purpose of Item: The nature of this item is to authorize a Resolution of the Miami City Commission, with attachments, by a four -fifths (4/5ths) affirmative vote, pursuant to Section 18-92 of the Code of the City of Miami, Florida, as amended ("City Code"), after an advertised public hearing, ratifying, approving and confirming the City Manager's finding of a sole source; attached and incorporated as Exhibit "A", waiving the requirements for competitive sealed bidding procedures and approving the purchase of twenty five (25) wireless motorcycle helmet headsets ("Headsets") to replace existing equipment from PVP Communications, Inc. ("PVP"), for the Miami Police Department ("Police"), on an as needed basis, subject to an annual sole source finding by the Chief Procurement Officer ("CPO"), and approval of the same by the City Manager, in the amount of thirteen thousand eight hundred eighty five dollars ($13,885.00); allocating funds from the various sources of funds of Police; subject to the availability of funds and budgetary approval at the time of need; authorizing the City Manager to negotiate and execute all other documents, including any amendments, renewals, and extensions, subject to all allocations, appropriations, and prior budgetary approvals, and in compliance with all applicable provisions of the Code Of The City Of Miami, Florida, as amended ("City Code"), including the City Of Miami's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, all in a form acceptable to the City Attorney, and in compliance with all applicable laws, rules, and regulations, as may be deemed necessary for said purpose. Background of Item: Police have a continuing need to procure replacement wireless Headsets ("Headsets") and equipment from PVP Communications, Inc. ("PVP") for its wireless motorcycle helmets. This procurement will replace existing gear, ensuring that Police Motorcycle Officers can continue to safely serve and protect the City's residents. Products from other manufacturers do not offer the capability to wirelessly communicate whether mounted or dismounted from the motorcycle, without being tethered to the motorcycle by a cable. PVP is the exclusive designer, manufacturer, and distributor of these headsets, which enable officers to communicate wirelessly via radio or public address systems while keeping both hands on the handlebars. Approximately $25,000.00 annually will be purchased on Headsets and other equipment from PVP. Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: N/A Department of Police Department of Police Office of Management and Budget Office of Management and Budget Department of Procurement City Manager's Office Legislative Division City Commission Office of the City Attorney Office of the City Attorney Reviewed B Jorge Blanco Manuel Morales Luis Hernandez -Torres Marie Gouin Annie Perez Arthur Noriega V Valentin J Alvarez Maricarmen Lopez Thomas M. Fossler George K. Wysong III Initial Police Review Department Head Review Budget Analyst Review Budget Review Procurement Review City Manager Review Legislative Division Review Meeting ACA Review Approved Form and Correctness Completed 08/22/2025 8:50 AM Completed 08/27/2025 11:46 AM Completed 08/27/2025 5:28 PM Completed 08/27/2025 5:41 PM Completed 08/28/2025 1:57 PM Completed 08/28/2025 2:54 PM Completed 08/28/2025 3:22 PM Completed 09/11/2025 9:00 AM Pending Pending City of Miami Legislation Resolution City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 17939 Final Action Date:9/11/2025 MAY BE WITHDRAWN A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY AN AFFIRMATIVE FOUR -FIFTHS (4/5THS) VOTE PURSUANT TO SECTION 18-92 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), RATIFYING, CONFIRMING, AND APPROVING THE CITY MANAGER'S WRITTEN FINDINGS, ATTACHED AND INCORPORATED AS EXHIBIT "A", THAT ONLY ONE REASONABLE SOURCE OF SUPPLY EXISTS FOR THE PURCHASE OF TWENTY FIVE (25) WIRELESS MOTORCYCLE HELMET HEADSETS ("GOODS"); ALLOCATING FUNDS FROM LEGALLY AVAILABLE FUNDING SOURCES WITHIN THE POLICE DEPARTMENT OPERATING BUDGET, SUBJECT TO AVAILABILITY OF FUNDS AND BUDGET APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE A CONTRACT WITH PVP COMMUNICATIONS, INC., A FOREIGN PROFIT CORPORATION ("VENDOR"), IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, FOR THE PURCHASE OF THE GOODS ANNUALLY, SUCH ANNUAL PURCHASE BEING SUBJECT TO AN ANNUAL FINDING OF SOLE SOURCE BY THE CITY MANAGER, IN AN ESTIMATED AMOUNT OF THIRTEEN THOUSAND EIGHT HUNDRED EIGHTY FIVE AND 00/100 DOLLARS ($13,885.00) ANNUALLY; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS, ALL IN FORMS ACCEPTABLE TO THE CITY ATTORNEY, AS MAY BE NECESSARY FOR SAID PURPOSE; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Miami ("City") requires wireless headsets and equipment that are compatible with existing motorcycle helmets and radio equipment ("Goods") in order to replace existing equipment allowing Police Motorcycle Officers to continue to safely protect and serve the residents of the City; and WHEREAS, PVP Communications, Inc., a foreign profit corporation ("Vendor") is the only reasonable source of supply for said Goods for the reasons specified in Exhibit "A," attached and incorporated ("Written Findings"); and WHEREAS, Section 18-92 of the Code of the City of Miami, Florida, as amended ("City Code") provides that the use of competitive bidding methods may be waived in circumstances where the City Manager makes a written finding, supported by reasons, that only one reasonable source of supply exists; and WHEREAS, because Vendor is the only reasonable source of supply for the Goods, the City Commission desires to ratify, confirm, and approve the City Manager's Written Findings, and authorize the City Manager to negotiate and execute a contract, in a form acceptable to the City Attorney, with Vendor for the purchase of the Goods; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. By a four -fifths (4/5ths) affirmative vote, pursuant to Section 18-92 of the City Code, after an advertised public hearing, the City Manager's Written Findings and award to Vendor are hereby ratified, approved, and confirmed. Section 3. Funds for this purpose are to be allocated from legally available funding sources within the Police Department operating budget, subject to the availability of funds and budget approval at the time of need. Section 4. The City Manager is authorized' to negotiate and execute an agreement between the City and Vendor for the provision of the Goods annually, such annual purchase being subject to an annual finding of sole source by the City Manager, in an estimated amount of Thirteen Thousand Eight Hundred Eighty Five and 00/100 Dollars ($13,885.00) annually. Section 5. The City Manager is further authorized' to negotiate and execute all other documents, including any amendments, renewals, and extensions, all in forms acceptable to the City Attorney, and subject to all allocations, appropriations, and prior budgetary approvals, and in compliance with all applicable provisions of the City Code, including the City's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, and in compliance with all applicable laws, rules, and regulations, as may be deemed necessary for said purpose. Section 6. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND CORRECTNESS: 1 The herein authorization is further subject to compliance with all legal requirements that may be imposed, including, but not limited to, those prescribed by applicable City Charter and City Code provisions. AGENDA ITEM SUMMARY FORM File ID: #17939 Date: 07/30/2025 Commission Meeting Date: 09/11/2025 Requesting Department: Department of Police Sponsored By: District Impacted: All Type: Resolution Subject: Sole Source - PVP Wireless Motorcycle Helmet Headsets - MPD Purpose of Item: The nature of this item is to authorize a Resolution of the Miami City Commission, with attachments, by a four -fifths (4/5ths) affirmative vote, pursuant to Section 18-92 of the Code of the City of Miami, Florida, as amended ("City Code"), after an advertised public hearing, ratifying, approving and confirming the City Manager's finding of a sole source; attached and incorporated as Exhibit "A", waiving the requirements for competitive sealed bidding procedures and approving the purchase of twenty five (25) wireless motorcycle helmet headsets ("Headsets") to replace existing equipment from PVP Communications, Inc. ("PVP"), for the Miami Police Department ("Police"), on an as needed basis, subject to an annual sole source finding by the Chief Procurement Officer ("CPO"), and approval of the same by the City Manager, in the amount of thirteen thousand eight hundred eighty five dollars ($13,885.00); allocating funds from the various sources of funds of Police; subject to the availability of funds and budgetary approval at the time of need; authorizing the City Manager to negotiate and execute all other documents, including any amendments, renewals, and extensions, subject to all allocations, appropriations, and prior budgetary approvals, and in compliance with all applicable provisions of the Code Of The City Of Miami, Florida, as amended ("City Code"), including the City Of Miami's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, all in a form acceptable to the City Attorney, and in compliance with all applicable laws, rules, and regulations, as may be deemed necessary for said purpose. Background of Item: Police have a continuing need to procure replacement wireless Headsets ("Headsets") and equipment from PVP Communications, Inc. ("PVP") for its wireless motorcycle helmets. This procurement will replace existing gear, ensuring that Police Motorcycle Officers can continue to safely serve and protect the City's residents. Products from other manufacturers do not offer the capability to wirelessly communicate whether mounted or dismounted from the motorcycle, without being tethered to the motorcycle by a cable. PVP is the exclusive designer, manufacturer, and distributor of these headsets, which enable officers to communicate wirelessly via radio or public address systems while keeping both hands on the handlebars. Approximately $25,000.00 annually will be purchased on Headsets and other equipment from PVP. Budget Impact Analysis Item is NOT Related to Revenue Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: N/A Department of Police Department of Police Office of Management and Budget Office of Management and Budget Department of Procurement City Manager's Office Legislative Division City Commission Office of the City Attorney Office of the City Attorney Reviewed B Jorge Blanco Manuel Morales Luis Hernandez -Torres Marie Gouin Annie Perez Arthur Noriega V Valentin J Alvarez Maricarmen Lopez Thomas M. Fossler George K. Wysong III Initial Police Review Department Head Review Budget Analyst Review Budget Review Procurement Review City Manager Review Legislative Division Review Meeting ACA Review Approved Form and Correctness Completed Completed Completed Completed Completed Completed Completed Completed Pending Pending 08/22/2025 8:50 AM 08/27/2025 11:46 AM 08/27/2025 5:28 PM 08/27/2025 5:41 PM 08/28/2025 1:57 PM 08/28/2025 2:54 PM 08/28/2025 3:22 PM 09/11/2025 9:00 AM City of Miami Legislation Resolution City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 17939 Final Action Date:9/11/2025 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY AN AFFIRMATIVE FOUR -FIFTHS (4/5THS) VOTE PURSUANT TO SECTION 18-92 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), RATIFYING, CONFIRMING, AND APPROVING THE CITY MANAGER'S WRITTEN FINDINGS, ATTACHED AND INCORPORATED AS EXHIBIT "A", THAT ONLY ONE REASONABLE SOURCE OF SUPPLY EXISTS FOR THE PURCHASE OF TWENTY FIVE (25) WIRELESS MOTORCYCLE HELMET HEADSETS ("GOODS"); ALLOCATING FUNDS FROM LEGALLYAVAILABLE FUNDING SOURCES WITHIN THE POLICE DEPARTMENT OPERATING BUDGET, SUBJECT TO AVAILABILITY OF FUNDS AND BUDGET APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE A CONTRACT WITH PVP COMMUNICATIONS, INC., A FOREIGN PROFIT CORPORATION ("VENDOR"), IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, FOR THE PURCHASE OF THE GOODS ANNUALLY, SUCH ANNUAL PURCHASE BEING SUBJECT TO AN ANNUAL FINDING OF SOLE SOURCE BY THE CITY MANAGER, IN AN ESTIMATED AMOUNT OF THIRTEEN THOUSAND EIGHT HUNDRED EIGHTY FIVE AND 00/100 DOLLARS ($13,885.00) ANNUALLY; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS, ALL IN FORMS ACCEPTABLE TO THE CITY ATTORNEY, AS MAY BE NECESSARY FOR SAID PURPOSE; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Miami ("City") requires wireless headsets and equipment that are compatible with existing motorcycle helmets and radio equipment ("Goods") in order to replace existing equipment allowing Police Motorcycle Officers to continue to safely protect and serve the residents of the City; and WHEREAS, PVP Communications, Inc., a foreign profit corporation ("Vendor") is the only reasonable source of supply for said Goods for the reasons specified in Exhibit "A," attached and incorporated ("Written Findings"); and WHEREAS, Section 18-92 of the Code of the City of Miami, Florida, as amended ("City Code") provides that the use of competitive bidding methods may be waived in circumstances where the City Manager makes a written finding, supported by reasons, that only one reasonable source of supply exists; and WHEREAS, because Vendor is the only reasonable source of supply for the Goods, the City Commission desires to ratify, confirm, and approve the City Manager's Written Findings, and authorize the City Manager to negotiate and execute a contract, in a form acceptable to the City Attorney, with Vendor for the purchase of the Goods; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. By a four -fifths (4/5ths) affirmative vote, pursuant to Section 18-92 of the City Code, after an advertised public hearing, the City Manager's Written Findings and award to Vendor are hereby ratified, approved, and confirmed. Section 3. Funds for this purpose are to be allocated from legally available funding sources within the Police Department operating budget, subject to the availability of funds and budget approval at the time of need. Section 4. The City Manager is authorized to negotiate and execute an agreement between the City and Vendor for the provision of the Goods annually, such annual purchase being subject to an annual finding of sole source by the City Manager, in an estimated amount of Thirteen Thousand Eight Hundred Eighty Five and 00/100 Dollars ($13,885.00) annually. Section 5. The City Manager is further authorized' to negotiate and execute all other documents, including any amendments, renewals, and extensions, all in forms acceptable to the City Attorney, and subject to all allocations, appropriations, and prior budgetary approvals, and in compliance with all applicable provisions of the City Code, including the City's Procurement Ordinance, Anti -Deficiency Act, and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, and in compliance with all applicable laws, rules, and regulations, as may be deemed necessary for said purpose. Section 6. This Resolution shall become effective immediately upon its adoption. APPROVED AS TO FORM AND CORRECTNESS: 1 The herein authorization is further subject to compliance with all legal requirements that may be imposed, including, but not limited to, those prescribed by applicable City Charter and City Code provisions.