SUBJECT:
Title
Request Approval of Bid Exemption: 25BE-158 Premier Plus 9-1-1 Services - Kraus Associates, Inc. d/b/a AK Associates, Concord, NH (Budget Impact - Neutral; annual expenditure of $93,000)
Body
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INITIATOR: |
DEPARTMENT: |
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Susan Olsen, Director |
Procurement Services |
DESCRIPTION/BACKGROUND:
On behalf of 9-1-1 Management, Procurement is requesting Board approval of a bid exemption to purchase AK Elite Premier Maintenance Services to support the County’s Vesta 911 system, which is utilized by our Public Safety Answering Points (PSAPs).
To pursue cooperative purchasing opportunities, multiple Florida counties were contacted to determine whether a piggyback arrangement was possible. Through this outreach, we learned that several other counties are also obtaining these services through solicitation waivers, and no active contracts were identified that would allow Marion County to piggyback.
Kraus Associates, Inc. d/b/a AK Associates has provided a five-year quote specifically addressing the County’s system configuration and ongoing needs. Their familiarity with the Vesta platform and existing presence in the region ensures continuity of service and reduces the risk associated with transitioning to a new vendor for this mission-critical system. Although other vendors may offer similar services, AK Associates is well positioned to meet the County’s technical and operational requirements with minimal disruption.
This bid exemption is in the best interest of Marion County due to the lack of viable cooperative purchasing options and the importance of maintaining the reliability and performance of the County’s emergency communications infrastructure.
Below is the five-year cost breakdown for AK Associates’ services; these amounts do not include Motorola software support pass-through costs, which will be billed separately by AK Associates:
|
Fiscal Year |
Cost |
|
2025-26 |
$93,000 |
|
2026-27 |
$93,000 |
|
2027-28 |
$95,000 |
|
2028-29 |
$95,000 |
|
2029-30 |
$97,000 |
Attached for review are the following documents: AK Associates-signed Maintenance Service Contract, AK Associates-signed Quote, Solicitation Waiver, and an approved LRM from Legal. Upon approval at today’s meeting, the appropriate documents will be presented to the Clerk and Chairman for execution.
BUDGET/IMPACT:
Neutral; expenditures by fiscal year are as follows:
FY 2025-26: $93,000
FY 2026-27: $93,000
FY 2027-28: $95,000
FY 2028-29: $95,000
FY 2029-30: $97,000
Funding for the first fiscal year is from account CM313525-546301
RECOMMENDED ACTION:
Recommended action
Motion to approve the Bid Exemption and authorize the Chairman and Clerk to execute the Maintenance Service Contract, Quote, and Solicitation Waiver under 25BE-158.
end