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Home My WebLink About18-Information Management CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: TOM MAREK, ACTING LS. DIRECTOR Date: June 15,2004 OR\G\Nl\l Subject: RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE PURCHASE OF 140 PANASONIC LAPTOP BASED MOBILE DATA COMPUTERS (MDC) FOR POLICE AND FIRE VEHICLES Dept: ADMINIINFORMATION SERVICES DIVISION MlCC Meeting Date: July 6, 2004 Synopsis of Previous Council Action: Sep. 23, 2002 - Resolution #2002-306 - Approved an upgrade of the computer-aided-dispatch system (CAD), the Police records management system (PRMS), and the mobile data software used by the Police and Fire Departments from Tiburon, Inc. of Fremont, California Jan. II, 1999 - Resolution #1999-005 - Approved the purchase of 141 Police and Fire MW-520 Mobile Data Computers from Motorola Corporation of Riverside, California. Recommended Motion: Adopt resolution. \j~~~ Signature Contact penon: T~1t1I u..,.1r Phone: 'leA "Q'&'7 Supporting data attached: Stafl' Report Wnd: All FUNDING REQUIREMENTS: Amount: $ 1,406,310.25 Source: Fint year payment - $250,000.00 (FY 04/05) 679-252-5803 - Lease Payments COPS 2004 TechnololY Grant - $247,369.00 Finance Council Notes: --'-..- ~~2.004- 2.1'1 Agenda Item No. Jj rt I L1{ oLf . . CITY OF SAN PERNARDINO - REQUEST fOR COUNCIL ACTION STAFF REPORT SUBJECT Resolution of the City of San Bernardino authorizing the purchase of 140 Panasonic laptop based Mobile Data Computers (MDC) for Police and Fire Vehicles. BACKGROUND In May 2004, the department implemented an upgrade to the existing Computer Aided Dispatch/Records Management System (CAD/RMS) provided by Tiburon, Incorporated of Fremont, California. This upgrade was designed to move Police and Fire automation systems onto software platforms that operate on Windows XP operating systems and replace servers that could no longer be maintained due to age. The upgrade necessitates that all peripheral devices, including Mobile Data Computers (MDC's) be upgraded or replaced. Police and Fire MDC's need to be replaced as the current Motorola model MW- 520 Revision "J<' MDC's physically cannot be upgraded. Replacing obsolete MDC's enhance public, police officer and firefighter safety in the following ways. . The purchase of replacement MDC's will ensure that voiceless communication to/from Police and Fire field units is maintained. The use ofMDC's reduces radio traffic, improves officer safety when officers are engaged in emergency operations or other high-risk activities, and offsets the need to hire additional dispatch personnel. . MDC's allow officers to access law enforcement databases while in the field. This information is critical to officer safety. . Replacement MDC's will provide the infrastructure necessary to implement new or emerging technology, such as the Automatic Vehicle Locator (A VL) system, Automated Report System (ARS), Automated Citation System (ACS), and the in-field use ofCAL-Photo and CAL-ID. . Officers will be able to download pre-briefing information pertinent to policing their assigned beat and provide enhanced service to the community. . Officers will have additional free patrol time to meet community groups and address community identified problems. After investigating replacement options, the IS Department, in conjunction with the Police Department and the Fire Department, selected the Panasonic CF-29 "Toughbook" solution as the best performing and least expensive option. The City will be able to take advantage of an open competitive bid by the Los Angeles City Fire Department (LAFD) that selected the Panasonic CF-29 "Toughbook" rugged laptop computer along with its in-vehicle "daytime visible" monitor and keyboard. The Panasonic solution proved to be the best replacement MDC option for the following reasons: . Tiburon, Inc. stated that the only solution that they would recommend is the Panasonic Toughbook laptop because they use this device to test and develop their mobile software. They also cited the laptop's ease of operating system upgrades as a major consideration. . Two local law enforcement agencies have successfully deployed MDC solutions based on Panasonic Toughbooks with the same dispatch, records, and report writing software that we purchased from Tiburon, Incorporated. . The San Bernardino County Sheriff's Department is considering this same MDC solution as a replacement for their troubled mobile data project. . Total project costs with GTSI Corporation are $20,000 lower overall than the nearest competitor. . Firefighters will be able to use the same in-vehicle mapping solutions that our police officers currently use when responding to calls-for-service. . The Fire Department will be able to store "pre-arrival fire plans" on each vehicle equipped with replacement MDC's. . Panasonic Toughbooks use "off-the-shelf' versions of Windows operating systems and other common software. The City will be able to make regular upgrades to the laptop computers which will greatly reduce the cost of any future operating system upgrades. By handling our own operating system upgrades we can extend the useful life of the laptop portion of the mobile devices. GTSI Corporation of Chantilly, V A has agreed to sell all of the essential components for our MDC upgrade project to us under the terms of the Los Angeles City Fire Department competitive bid award with pricing at or below the LAFD award price. In order to take advantage of the open bid pricing contained in the Los Angeles City Fire Department contract the Mayor and Common Council must approve an exemption from the regular bid process. Pursuant to Section 3.04.010, Section B.l of the San Bernardino Municipal Code, "Purchases from, or sales to a government or governmental agency, or through any advantageous governmental contract approved by the Council ..." are exempt from the regular bid process. The Purchasing Manager has reviewed the LAFD open competitive bid package and LAFD award documents with GTSI Corporation and determined that the LAFD contract meets all requirements for the exemption. This project will purchase the following quantities of mobile data computers: 1. (123) Panasonic Mobile Data Computer devices for Police vehicles. 2. (17) Panasonic Mobile Data Computer devices for Fire apparatus. 3. (3) Panasonic "MDWD" device extenders for out of vehicle operations (police). MDWD devices are used to remotely access MDC devices in special use environments like covert narcotics and auto theft undercover cars. These devices enable the MDC to be mounted in trunks or other hiding spaces. The MDWD extenders look like large "Palm Pilot PDA' s." The total project cost, including all installation (done by the San Bernardino County 800 MHz Group under contract to GTSI [panasonic]) is $1,406,310.25. Because each patrol car and fire apparatus installation is unique, small parts, extra cables, and replacement connectors may be needed on a per- vehicle basis. To address unique installation issues, a one time contingency fee of $142.85 per vehicle has been added to the project. The $20,000.00 for this contingency is included in the total project cost listed above. FINANCIAL IMPACT A total of 116 MDC devices (99 Police and 17 Fire) totaling $1,158,941.25 (which includes the $20,000.00 contingency) will be purchased through a lease/purchase agreement. The first year's payment will be a fixed $250,000.00 which has been included in the Police and Fire Department's I.S. charge- backs for Fiscal Year 2004/2005 and is budgeted in I.S. account 679-252-5803 (Lease Payments). Based on the financing package selected by the Finance Department payments for years 2-5 of the purchase will be approximately $253,000.00 each. The annual payments for years 2-5 will be included in the Police and Fire Department's I.S. charge-backs each year and will be budgeted in I.S. as lease payments. The San Bernardino Police Department is the recipient of $247,369 in federal funding "earmarked" from the COPS 2004 Technology Grant program. Grant funding will be used to purchase 24 MDC devices, 3 device extenders (MOWD), and miscellaneous cables and small parts for the Police Department. These items will be purchased on a separate purchase order at the direction of the COPS 2004 Technology Grant management team in Washington DC. There is no cash match requirement for this funding. The Purchasing Manager will solicit, as needed, lease-purchase rate quotes under existing Master Lease Agreements and will compare them to lease/purchase terms offered by GTSI Corporation. The lowest possible lease/purchase solution will be awarded the financing package. RECOMMENDATION Adopt resolution. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 o 27 (c o 28 RESOLUTION OF THE OTY OF 0 AUmORIZING THE PURCHASE OF 140 PANASONIC LAPTOP BASED MOBILE DATA COMPUTERS (MDC) FOR POLICE AND FIRE VEHICLES SECTION 1: The Mayor and Common Council of the City of San Bernardino hereby authorize an exemption from the regular bid process, in accordance with Section 3.04.010, Section B.!. of the San Bernardino Municipal Code and authorize the use of the competitive open bid award to GTSI Corporation of Chantilly, V A, from the Los Angeles City Fire Department for Panasonic CF-29 laptop based Mobile Data Computers (MDC) for the San Bernardino Police and Fire Departments. SECTION 2: The Mayor and Common Council of the City of San Bernardino hereby authorize the Purchasing Manager to issue a purchase order for 116 Panasonic CF-29 laptop based Mobile Data Computers (99 Police and 17 Fire) as configured in quote 1673144 (police) and quote 1673363 (Fire) for a total $1,138,941.25 to GTSI Corporation of Chantilly, V A. The purchase order shall reference the number of this resolution and shall incorporate the terms and conditions of the proposal, which is on file in the City Clerk's Office. The purchase order shall read, "Panasonic CF-29 laptop based Mobile Data Computers. GTSI Quotes 1673144 and 1673363. Not to exceed $1,138,941.25." SECTION 3: The Mayor and Common Council of the City of San Bernardino hereby authorize the Purchasing Manager to issue a purchase order for 24 Panasonic CF-29 laptop based Mobile Data Computers, 3 MDWD MDC extenders as configured in quote 1673364, and miscellaneous parts for the Police Department for a total of $247,369 to GTSI Corporation of Chantilly, V A. The purchase order shall reference the number of this resolution Ylo,/~ 74/{)f . . j~\ \..... . 1 2 3 4 5 6 7 8 9 10 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE PURCHASE OF 140 PANASONIC LAPTOP BASED MOBILE DATA COMPUTERS (MDC) FOR POLICE AND FIRE VEmCLES and shall incorporate the tenns and conditions of the proposal, which is on file in the City Clerk's Office. The purchase order shall read, "Panasonic CF-29 laptop based Mobile Data Computers, MDWD MDC extenders, and miscellaneous parts. GTSI Quote 1673364. Not to exceed $247,369." The devices referenced on this purchase order shall be paid for with the COPS 2004 Technology Grant funds allocated for this specific purchase. SECTION 4: The Mayor and Common Council of the City of San Bernardino 11 hereby authorize the Purchasing Manager to solicit as needed, lease-purchase rate quotes for 12 the devices listed in Section 2 ($1,138,941.25) plus a $20,000.00 contingency fund, which may 13 be used by the lS. Department for items directly related to this purchase for a total of c 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 o $1,158,941.25 from existing Master Lease Agreements. The Purchasing Manager may compare these quotes to lease-purchase quotes from GrSI Corporation and may award a lease- purchase to the lowest possible leasing company. 1/1 III III III III III III 1/1 /II . . c' 1 2 3 4 5 6 7 8 9 10 11 12 RESOLUTION OF THE CITY OF SAN BERNARDINO AUmORlZING THE PURCHASE OF 140 PANASONIC LAPTOP BASED MOBILE DATA COMPUTERS (MDC) FOR POLICE AND FIRE VEHICLES I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on , 2004, by the following vote, to wit: day of the Absent Abstain Navs Ayes Council Members ESTRADA LONGVILLE McGINNIS 13 DERRY o 14 15 16 17 18 19 20 21 22 23 24 25 26 o 27 28 KELLY JOHNSON McCAMMACK City Clerk The foregoing resolution is hereby approved this _ day of ,2004. Judith Valles, Mayor City of San Bernardino Approved as to form and legal content: James Penman, City Attorney ;< ,