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HomeMy WebLinkAboutBack-Up DocumentsCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Annie Perez Director Procurement Department Manuel A. Morales Chief of Police DATE : MAR 1 7 2025 SUBJECT: Finding of Sole Source REFERENCES: ENCLOSURES: LEG 7-2 Purchase of Helmet Communications Headsets with Related Equipment The police department is requesting a sole source finding for the purchase of twenty-five (25) Helmet Communications Headsets with related equipment, to replace the existing headsets, for systems, that were already installed on the motorcycles, from PVP Communications, Inc., in the amount of $13,885.00 to include insured freight charges, allocating funds from the Police General Fund Account Code No. 00001.190101.552100.0.0.; proposing for the purchase to occur on an annual basis subject to budgetary approval at the time of need. Based upon the attached, please take the necessary steps to verify that PVP Communications, Inc., located at 2310 205th Street, Torrance, CA 90501 is the sole provider of this purchase. The Traffic Enforcement Detail will utilize these headsets to replace the existing ones due to wear and tear from the sun and rain. The system will continue to allow motor officers to wirelessly communicate through the police radio while operating theft vehicle safely, with both hands on the handlebars while riding their motorcycles. PVP Communications, Inc. affirms that they are the sole manufacturer and distributor of PVP helmet communications that are uniquely designed to address the specifications of law enforcement needs. The police department strongly feels that this replacement purchase will continue to 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. MAM/ARA/JAB/jms Attachments FINDING OF SOLE SOURCE APPROVED: Annie Perez, CPPO Procurement Director MARKET RESEARCH Contract No.: Sole Source No. 24-25-027 Current Term: N/A Expiration Date: N/A Title: PVP Helmet Communication Kits Recommendation: Sole Source Contract Procurement Contracting Officer: J. Justin Griffin ❑ Solicit Competition ❑ Access Contract ❑ Other Background: The City of Miami Police Department ("Police") have identified the need to replace twenty-five "Motor One" wireless motorcycle helmet headsets currently in use. PVP Communications, Inc. is the exclusive designer, manufacturer, and distributor of both the "Motor One" and the "Freedom Wireless System," which enable motor officers to communicate via police radio or Public Address ("PA") systems while keeping both hands on the handlebars. As a result, the Department of Procurement has been tasked with evaluating the feasibility of issuing a sole source procurement for PVP's helmet communication headsets and related equipment. Research Conducted: Police is seeking to procure replacement Headsets to equip its Motorcycle Officers to more safely protect and serve the residents of the City of Miami ("City"). In 2021, the City purchased twenty-five Helmet Communication Kits ("Kits"), including Headsets and other accessories, for $49,974.82. The current order is to replace the Headsets from those Kits that have degraded from frequent usage and the elements. PVP was the first company to design and release a wireless system that eliminated the cables between the Kits and the motorcycle. Accordingly, the Kits and components are fully patent protected under United States Patents 6,311,052; 7,062,301; 7,203,525, and 9,042,944. All of PVP's products are made in the United States. The Headsets are designed for the officer needing a helmet system to work with his/her motor -mounted radio that allows the user to both transmit and receive audio transmissions. Mobile radio transmissions using the Headsets are activated by a handlebar mounted push -to -talk ("PTT") switch. A second PTT switch at the handlebars allows activation of the motorcycle siren Public Adress ("PA") system. As a result, officers also have the ability to broadcast from the helmet microphone without removing their hands from the handlebars. At all points, communications are via Bluetooth and do not require any cables tethering the officer to the motor. PVP does not have a distributor in the State of Florida and all purchases must go through PVP's offices located at 2310 205th Street, Torrance, CA 90501. PVP submitted a letter indicating that it is the sole designer, manufacturer, and distributor of the Kits. Comparable Contracts: Some comparable contracts with PVP for Headsets only are listed below. All the purchases listed were done via the sole source method. • King County, WA ("King County") — On October 17, 2024, King County purchased one (1) Headset in the amount of $529.00. • San Joaquin County, CA ("San Joaquin") — San Joaquin purchased one (1) Headset on April 26, 2024, and another Headset on October 15, 2024. The total amount of the purchases was $1,098.00, making each Headset $549.00. • Santa Clara County, CA ("Santa Clara") — On February 26, 2024, Santa Clara purchased two (2) Headsets and other related equipment. Therefore, each Headset cost $529.00 ($1,058.00 subtotal). The total amount of the purchase order for the Headsets was $1,058.00, plus $65.00 shipping. Recommendation: Procurement recommends that the City enter into a sole source procurement for the purchase of 25 Headsets. PVP is the designer, creator, and sole distributor of the Kits within the United States. The Kits are the only equipment that meets the specialized needs of Police, allowing Motorcycle Officers to communicate wirelessly through the police radio and PA with both hands on the handlebars, with no switches or cables to plug and unplug. Furthermore, the continuity of using the Kits is necessary to ensure safety, consistent performance, and readiness. The total cost for this purchase is in the amount of $13,885.00, which includes 25 Kits ($549.00 each) and shipping. Pricing for the Kits is similar to other agencies and jurisdictions. Procurement Contracting Officer: James Justin Griffin Date: /2025 Procurement Contracting Manager: t? v €e4 Psa&Wa Date: /2025 Director/Asst. Director: Date: 07/18/2025 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO : Manuel A. Morales Chief of Police (Through Chan FROM : Armando :. guitar Assistant Chief of Police Administration Division DATE: SUBJECT : MAR 1 2 2025 Procurement Director's Approval FILE LEG 7-2 REFERENCES : Purchase of Helmet Communications Headsets with Related Equipment ENCLOSURES: The Traffic Enforcement Detail is requesting a sole source finding for the purchase of twenty-five (25) Helmet Communications Headsets with related equipment, to replace the existing headsets, for systems, that were already installed on the motorcycles, from PVP Communications, Inc., in the amount of $13,885.00 to include insured freight charges, allocating funds from the Police General Fund Account Code No. 00001.190101.552100.0.0.; proposing for the purchase to occur on an annual basis subject to budgetary approval at the time of need. Based upon the attached, we are requesting the Procurement Department to take the necessary steps to verify that PVP Communications, Inc., located at 2310 205th Street, Torrance, CA 90501, is the sole provider of this purchase. The Traffic Enforcement Detail will utilize these headsets to replace the existing ones due to wear and tear from the sun and rain. 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 while riding their motorcycles. PVP Communications, Inc. affirms that they are the sole manufacturer and distributor of PVP helmet communications that are uniquely designed to address the specifications of law enforcement needs. The police department strongly feels that this replacement purchase will continue to equip the motor officers with the technology needed to safely and effectively protect and serve the residents of the City of Miami. Please sign the appropriate documents and return the entire package to the Business Management Section, for proper distribution. Should you have any questions, or require additional information, please contact me at extension 6130. ARA/JAB/jms Attachments No. 21703 Date 2/14/2025 BILL TO City of Miami 400 NW 2nd Ave Miami, FL 33128 COMMUNICATIONS wireless innovations for law- onion>erneat SHIP TO City Of Miami- MPD Property Section 400 NW 2nd Ave Miami, FL 33128 Care of LtJ.Carpenter DESCRIPTION QUANTITY EXT. PVHKR- 736R10- B/M HELMET COMMUNICATIONS KIT, DUAL EARPHONES, 736 MICROPHONE, WITH BLUETOOTH CELL PHONE INTERFACE, FOR USE ON SUPER SEER 1/2 SHELL HELMETS Freight INSURED FREIGHT CHARGES Charge Terms: Net 30 Ship Method : FedEx Ground 25.00 549.00 13,725.00 1.00 160.00 160.00 Subtotal 13,885,00 Taxes 0.00 Total Amount 13,885.00 TERMS: Quotation valid for 30 days. Prices. quoted are in U.S. dollars and MAY 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 and special requests are final, Installed items cannot be returned. No returns after 90 days. No return on worn helmets. CO MUNICATIONS wireless innovations for law enforcement 2310 205th Street, Torrance, CA 90501 Telephone: 310-212-5432 pvpcom.com February 14, 2025 RE: Sole Source Manufacturer/Distributor PVP Communications, Inc is the sole manufacturer/distributor 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' Motor-OneTM and FreedomTM Wireless Systems are designed, patented, manufactured and distributed exclusively by PVP Communications under United States Patents 6,311,052; 7,062,301; 7,203,525 and 9,042,944. The Motor -One and Freedom Wireless systems are the only product of its kind that incorporates Bluetooth® wireless technology in police motor applications. All PVP products are proudly made in the USA! PVP Communications is the only establishment that can provide a complete helmet, PVP headset and a factory installation as a complete package. Our Sidekick line of headsets are the only ones available to integrate cell phone with a two-way radio for law enforcement. The Sidekick line is patent pending. 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 forward to being of service to you in the future! Sincerely, Jay Calzada VP of Operations 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. • This purchase order is for replacement headsets for a system is that is already installed on the motorcycles. The system has a "brain" that we already purchased. The brain is connected to the police mounted radio in the front fairing and hard wired to a button mounted on the handlebars. We are only purchasing the headsets that get attached to the helmets. Due to the sun and rain beating down on these headsets we have to replace them yearly. 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.) • Since these systems are already installed on the motorcycle we would spend a considerable amount of money(just in labor) trying to switch to a different product if it even exists. 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)? • This what we have right now. We are buying these headsets for use in the already installed systems. 4. Explain why the price for this product or service is considered to be fair and reasonable. • This is a very reasonable price for a custom Bluetooth headset that is specifically designed for our super seer helmets. 5. Describe the negotiation efforts, if any, that have been made with the supplier to obtain the best possible price. • This is the best price that has been provided to us. 6. Explain the consequences(s) to the City, including the dollar estimate of the financial impact, if this Sole Source is not approved. • Without these headsets, motorcycle officers would have to take their hands off the handlebars to physically grab the radio, posing a very serious safety risk as the clutch, accelerator, front brake and police horn/sirens are all located on the handlebars. Removing one's hands from this area restricts the operators ability to either accelerate, brake, change gears or use the police lights/sirens. Forms Help Business UCC Business Search The California Business Search provides access to available information for " corporations, limited liability companies and limited partnerships of record with the California Secretary of State, with free PDF copies of over 17 million imaged business entity documents, including the most recent imaged Statements of Information filed for Corporations and Limited Liability Companies. Currently, information for Limited Liability Partnerships (e.g. law firms, architecture firms, engineering firms, public accountancy firms, and land survey firms), General Partnerships, and other entity types are not contained in the California Business Search. If you wish to obtain information about LLPs and GPs, submit a Business Entities Order paper form to request copies of filings for these entity types. Note: This search is not intended to serve as a name reservation search. To reserve an entity name, select Forms on the left panel and select Entity Name Reservation ? Corporation, LLC, LP. Basic Search A Basic search can be performed using an entity name or entity number. When conducting a search by an entity number, where applicable, remove "C" from the entity number. Note, a basic search will search only ACTIVE entities (Corporations, Limited Liability Companies, Limited Partnerships, Cooperatives, Name Reservations, Foreign Name Reservations, Unincorporated Common Interest Developments, and Out of State Associations). The basic search performs a contains ?keyword? search. The Advanced search allows for a ? starts with? filter. To search entities that have a status other than active or to refine search criteria, use the Advanced search feature. Advanced Search An Advanced search is required when searching for publicly traded disclosure Login PVP COMMUNICATIONS, INC. (1772253) Request Certificate Initial Filing Date Status Standing - SOS Standing - FTB Standing - Agent Standing - VCFCF Formed In Entity Type Principal Address Mailing Address Statement of Info Due Date Agent 10/26/1995 Active Good Good Good Good CALIFORNIA Stock Corporation - CA - General 2310 W 205TH ST FIRST FLOOR TORRANCE, CA 90501 305 N BRADLEY ST M CKI N N EY,TX75069 10/31/2025 Individual MICHAEL D DIERINGER 2310 W 205TH ST FIRST FLOOR TORRANCE, CA 90501 View History QO� Request Access