Backup Documents 03/25/2014 Item #11A 11AMOTOROLA 1 March 20, 2014 Lourdes Sori (305)205-8444
Collier County Radio System Replacement
Present Situation
• Collier County Harris Radio system, initially bought in 1994, is end of life in 2017.
• Telecommunications Manager,John Daly is recommending a phased replacement(reference March 25 Agenda
item 11)
o A significant part of what needs to be replaced is non proprietary common equipment(shelters,
generators,etc.)
o "Phase 1" introduces a proprietary Harris switch,which makes the rest of the replacement sole source.
o Proposal does not take into account the cost of portables (4200 in the system)that require upgrades, or
replacement required for P25,TDMA(P25 phase 2).
o Proposal does not take into account Total Cost of Ownership
• Commissioners at Workshop March 5, 2014 opined this purchase would require a competitive RFP.
Points to Consider
• The proposed replacement is not a good fit for a "Sole Source"
o Motorola is the nationwide market leader in P25 Public Safety Communications.
o Motorola is proven as a competitive option, and has won 100%of the competitively bid P25 Radio
Systems in the State of Florida.
o Motorola is providing a third party consultant's evaluation of the most recent P25 system considered by
a Florida County. Monroe County awarded to Motorola, December 2013. Motorola was judged best
technically and lowest price.
o Motorola can provide a financing plan that meets the County's budgeting needs.
• Local Trends for Counties partnering for leveraging economies of scale. Main benefits are cost savings and
greater access to grants based on "regional" approaches.
o Lee County has a P25 system and is considering a partnership with Charlotte County,would likely be
open to a partnership with Collier as well.
o Polk, Highlands and Hardee Counties have implemented a regional approach.
o Manatee County and Sarasota partnering to go out to bid for a P25 system.
Recommendations
• A sole source to Harris, Inc. is clearly not in the County's best interest for price, quality and features.
• This purchase is over$50,000 and should not be granted a sole source exemption. Collier County should
competitively bid the P25 Radio Infrastructure system and Subscriber Radios.
• Collier County should engage a Professional Radio Consultant to guide the process for Infrastructure and
Subscribers
o Typical rates of less than $50,000 is a sound investment to evaluate and guide a spend of over
$15,000,000.
o Evaluate the communications needs for today and beyond.
o Consider a shared system with Lee County.
Thank-You for your consideration!
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MOTOROLA
11A
Dear Board of County Commissioners, Purchasing Director, Sheriff, Chiefs and Staff:
Motorola was disappointed to see the recommendation submitted to the Board, on agenda for
March 25th, provided by County Staff member, Mr. John Daly, to approve a sole source award
for a Radio system of $14,683,925, with an additional unlimited option for subscribers totaling
anywhere from $20 to $30 million. To aid the County in its review of Mr. Daly's
recommendation, Motorola has attached multiple alternative on-point considerations.
The County's Purchasing Ordinance, Section 9 requires that the County competitively bid
expenditures which exceed $50,000; unless there is sole source justification or it is in the
County's best interest to do so. An expenditure of up to $30 million is one of the biggest
investments that a government entity will make to ensure the public's safety. Without a
competitive process or review of an alternate state of the art system design, it is not possible
for the County to know what would be in the County's best interest. Although Harris is the
current vendor, the entire Harris system will have to be replaced to meet current
communication standards and quality. Motorola is able to provide an alternative radio system,
maintenance and a total system cost analysis to the County that will be superior in quality for
price, quality and features, consistent with the users' and the County's needs and
requirements. The recommendation to the County was not based on an active consultation
with the users' needs in connection with the best value presented by other vendors in order to
make the best well education selection.
Motorola respectfully suggests that it is in the best interest of the County to hire a
consultant or otherwise study the County's and users' needs in total, create and evaluate an
RFP, and lead a competitive process. If the County were to sole source this substantial
expenditure of public funds, it would not be able to effectively assess other available, excellent,
competitive system designs and financial options, including extended maintenance and the
total cost of ownership projections. Buying off the state contract may not provide an
acceptable cost savings if the County has never considered an alternative system design.
Motorola is the nationwide market leader in P25 Public Safety Communications. Motorola is a
proven competitive option for a Harris system, and Motorola has won 100% of the
competitively bid P25 Radio Systems in the State of Florida. Motorola has implemented and
serviced over [75] county systems throughout Florida, compared to two Harris county systems.
II-A 3-25-q*
0 MOTOROLA
11A
, ,
Motorola can also provide a financing plan that will meet the County's budget and phased
needs approach.
Thank you for your kind consideration of this information. Please call the Motorola Senior
Account Manager for your area, Lourdes Sori, at 305-205-8444, and we will be happy to review
these considerations with the County in more detail; and at the County's request, Motorola will
also provide technical demonstrations.
espectfully submitted,
torola Solutions,
l
____ \Jay k i:1p.ss
Srra -gic 'rojects ■ ana er
----- overnment& Public afety
11A
Below are the counterpoints for your consideration, each item as stated by Collier
County Staff in the Executive Summary for March 25, 2014 Board of Commissioners
Meeting, followed by the Motorola Solutions Response.
Alternative#1: The first option is to proceed with the current system vendor, Harris Corporation
which:
Per County Staff Recommendations:
"• Provides a full P25 implementation within twelve months if desired or the project can
remain on a phased approach providing P25 capability first for public safety."
Motorola Solutions Response:
Motorola can provide an expedited as well as a financially phased approach. Users can migrate
from the legacy system to the new system in a phased manner, regardless of vendor.
Payments can be phased through financing.
Per County Staff Recommendations:
Leverages existing system investments including maintenance and support costs for
additional credits and reductions in maintenance costs during implementation."
Motorola Solutions Response:
The County is assuming that Motorola Solutions will not be competitive, without due process to
evaluate other options. The County may very well be eligible for credits, the only way to ensure
the best deal for the County is to competitively bid the system.
Per County Staff Recommendations:
"•Allows immediate integration of both systems and a single point of command and control
for both systems.
• Provides a single point of responsibility for maintenance of the legacy system and
implementation of the P25 system"
Motorola Solutions Response:
A change-over process can be managed and risks can be mitigated through appropriate
planning. Motorola Solutions has deployed over 700 P25 systems, we have the experience and
resources to succeed.
Per County Staff Recommendations:
"• Procures the equipment utilizing the State of Florida contract and associated pricing, as
approved by the Board on December 10, 2013, allowing for a minimum discount of
twenty-five percent from the vendors published list price."
Motorola Solutions Response:
Motorola has won all the competitively bid P25 projects in Florida, a minimum discount of 25%
is common in this sort of procurement and is not exclusive.
21A
Per County Staff Recommendations:
"• Continues annual revenue through site agreements with Harris for the State radio system.
• Continues use of site components such as shelters and generators at Harris tower sites.
Motorola Solutions Response:"
"Some of the shelter and generators are obsolete and their replacement is targeted in this very
funding request. The total cost and total value should be evaluated against the alternatives, in
order to ensure the best deal for the taxpayers.
Alternative#2: The second option is to develop and publish a request for proposal (RFP) for a
P25 system. This alternative:
Per County Staff Recommendations:
"• Extends the implementation of the new system by a minimum of nine to twelve months
for the RFP process."
Motorola Solutions Response:
Collier County is looking at a 5 year plan, an RFP process and full system implementation would
easily be accommodated within that schedule. The RFP process would more than pay for itself
in savings. The County is considering a $15,000,000 spend and an additional option for
subscribers which may extend the overall spend to approximately $30,000,000. A Tax-payer's
expense of this magnitude deserves competitive due process.
Per County Staff Recommendations:
"• Requires complete system replacement eliminating a phased in approach."
Motorola Solutions Response:
A phased approach is still possible with a parallel build-out. Shelters, generators and other
infrastructure can be deployed sooner rather than later. Deployment and financing can be
planned to meet the County's budgeting requirements.
Per County Staff Recommendations:
"• Requires the full cost of operation and maintenance of the legacy system until all users
are operating on the new system."
Motorola Solutions Response:
The new system would not require maintenance until 1 year after acceptance. Appropriate
planning can minimize this cost.
Per County Staff Recommendations:
"•
Involves resolving any compatibility issues between the legacy system and the P25
system during implementation. A different vendor(other than Harris) will be unable to
work on legacy equipment."
• Motorola Solutions Response:
Does this imply that Harris would not support the legacy system, through sunset if you awarded
the new system to a different firm?
114
Per County Staff Recommendations:
"• Requires replacement of all non-compliant P25 radios at cutover if the legacy and P25
systems are not fully interfaced. The current value of the mobile and portable radio
inventory exceeds $12 million. Replacement of the non-P25 radio inventory will be a
significant expense for the County and the independent agencies using the system if a
new vendor is selected."
• Motorola Solutions Response:
The infrastructure proposed is TDMA and the vast number of Collier radios are not TDMA
capable, so a change out is needed anyway. To that end an option for radios is included in this
request.
Per County Staff Recommendations:
"• May eliminate the current tower site locations or require site changes that will extend
implementation, increase the cost of site leases and/or create additional financial
obligations for the County"
• Motorola Solutions Response:
"May" or may not, a $30,000,000 spend deserves due process and certainty.
Per County Staff Recommendations:
"• Requires additional training and support costs to support the transition to a new vendor.
Changing vendors in a system of this magnitude is a monumental task that requires full
replacement of all components at one time, eliminates the potential for phasing the upgrade or
use of current components, and erases the institutional knowledge developed over time. "
• Motorola Solutions Response:
A new Harris system will also require. Yes, this is a complex project. Motorola has the
experience and resources to ensure success.
11A
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