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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: MARK YAVORNICKY,
ACTING 1.5. DIRECTOR
Subject: RESOLUTION AUTHORIZING
THE PURCHASE OF DISPATCH CENTER
ENHANCEMENTS, TO BE REIMBURSED
FROM STATE 911 TAX FUNDS
Dept: ADMIN/INFORMATION
SERVICES DIVISION
ORIGINAL
Date: September 30, 2003
M/CC Meeting Date: 11-17-2003
Synopsis of Previous Council Action:
September 23, 2002 - Approved the replacement of the Police and Fire Department's Public Safety
Dispatch computer/radio consoles (Resolution 2002-307).
December 16, 2002 - Approved the upgrade of the existing 911 Public Safety Answering Point
Telephone System and the replacement of the workstation monitors in the Public Safety Dispatch
Center (Resolution 2002-383).
August 4, 2003 - Approved the rejection of all bids submitted in response to Bid No. F-03-007,. for flat
screen monitors for police and fire dispatch; and authorized the Purchasing Manager to re-advertise
for bids for these monitors.
Recommended Motion:
1. Adopt resolution.
2. Authorize the Finance Director to amend the FY 03/04 Information Services budget and
increase account number 679-251-5702 by $129,967.05 to reflect expenditures that will be
incurred related to the Dispatch Center enhancements and to increase revenue account
number 679-000-4901 by a corresponding amount of $129,967.05 to reflect the revenue
reimbursement to be received from the State of California.
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Contact person:
Mark Yavornicky
Phone:
384-5947
Supporting data attached:
Staff ReDort
Ward:
All
FUNDING REQUIREMENTS:
Amount:
$ 129,967.05
Source:
Finance:
Council Notes:
'R",,~ ~$-6aL..
11/11/{)"1
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Aaenda Item No. I q
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the City of San Bernardino authorizing the purchase of dispatch center
enhancements, to be reimbursed from State 911 tax funds.
Background:
The City of San Bernardino operates a 911 Public Safety Answering Point (PSAP) telephone
system in the Public Safety Dispatch Center at the Police Headquarters. The State of California
collects a 911 tax from all telephone bills. These funds are intended to provide funding for the
installation, maintenance, and replacement of these local PSAP telephone systems. Additionally,
under certain circumstances, these funds can be used for other dispatch center enhancements
during authorized replacement years.
In December 2002, the State of California authorized the City of San Bernardino to replace its
PSAP telephone system. At the same time, the City was authorized to spend $78,795.00 to
replace workstation computer monitors in the Public Safety Dispatch Center. A competitive bid
process was conducted and three vendors were awarded different portions of the bid after
receiving City Council approval.
Before purchase orders were delivered to the vendors, we learned that we could not use the
State's "direct invoicing" method to make these purchases. Because these items are not 911
telephone equipment items, we must purchase the items using our normal purchasing process.
Once we have received the approved items and paid for them, we can invoice the State of
California for reimbursement.
The City of San Bernardino has received a "Commitment to Fund 911 Equipment and Services"
form (attached TD-288) from the State of California. These funds must be spent before
December 31, 2003 or the funds will be frozen until 2007 (our next authorized PSAP
replacement year).
Because of problems with aging equipment, the Police Department requested funding for the
following items in the Public Safety Dispatch Center. The State of California agreed to make a
one-time special allotment of funds to the City of San Bernardino for this purchase. The State of
California has agreed to reimburse the City for the following purchases:
1. New Dispatch Console Installation by Verizon Communications, Inc.
The State of California has agreed to reimburse the City for $3,040.00 in installation fees that
Verizon Communications will not waive from the recent Dispatch Console upgrade. The
$3,040.00 covers all of the installation fees.
2. Replacement LCD Workstation Monitors for Dispatch Center CAD Consoles
The State of California has agreed to reimburse the City $78,795.00 for the purchase of LCD
computer monitors for the Dispatch Center CAD terminals. The Purchasing Department has
published competitive bid #F-04-037 for these monitors. The $78,795.00 covers the entire
purchase price.
Micro Supply from Industry, California was the low bidder in the 18-Inch LCD category.
The Police Department will purchase 21 of these 18-Inch ViewSonic VG800b LCD monitors
for a total of $10,748.06. These monitors are used on 911 telephone computers and on radio
control computers.
Multiwave/CLT Computers from Walnut, California was the low bidder in the 20-Inch LCD
category. The Police Department will purchase 17 of these 20-Inch ViewSonic VX2000
LCD monitors for a total of $18,848.71. These monitors are used for CAD dispatch
computers and the Patrol Watch Commander's CAD computer.
Micro Supply from Industry, California was the low bidder in the 23-Inch LCD category.
The Police Department will purchase 19 of these 23-Inch ViewSonic VP230mb LCD
monitors for a total of$48,929.28. These monitors are used for CAD dispatch computers and
Automatic Vehicle Locator (A VL) mapping on the primary police and fire dispatch
workstations.
Competitive bid #F-04-037 was published by the Purchasing Department in August 2003. It
was sent to the San Bernardino Chamber of Commerce. It was advertised in the San
Bernardino Sun newspaper and on the Internet. Twelve vendors responded, including three
local vendors. Staff recommends awarding the bid to the lowest bidder in each of the
categories of monitors. No local vendor was the low bidder in any category.
Purchases in this reimbursement category total $78,526.05. This is $268.95 less than the
total authorized reimbursement of $78,795.00 for this category. This overage will not be
spent, based on the purchase plan, as presented in this Request for Council Action.
Dispatch Monitor Replacement Bid Response Summary
Status Companv Location is'' Pre-tax cost % above
(per unit x 21 \ low bid
Qualified Micro Supply Industry, Ca 475.00 9,975.00
Qualified Multiwave/CL T Computers Walnut, Ca 483.00 10,143.00 1.68%
Qualified CDW-G Vernon Hills, II 486.30 10,212.30 2.38%
Qualified Global Government Fletcher, Oh 495.65 10,408.65 4.35%
Qualified Microage Computer Diamond Bar, Ca 499.00 10,479.00 5.05%
Qualified Custom Fit Chantilly, Va 512.00 10,752.00 7.79%
Qualified En Point Tech 2 Ontario, Ca 505.80 10,621.80 6.48%
Qualified Computer Options' San Bernardino, Ca 539.00 11,319.00 13.47%
Qualified Inland Computers 1 San Bernardino, Ca 545.77 11,461.17 14.90%
Qualified Imagine Systems San Bernardino, Ca 550.00 11,550.00 15.79%
Qualified I nforserve Tech Glendale, NY 557.00 11,697.00 17.26%
Disaualified Com au Cora Menifee, Ca 617.95 12,976.95 30.09%
Status Companv Location 20" Pre-tax cost % above
(per unit x 17\ low bid
Qualified Multiwave/CL T Computers Walnut, Ca 1029.00 17,493.00
Qualified Microage Computer Diamond Bar, Ca 1049.00 17,833.00 1.94%
Qualified Global Government Fletcher, Oh 1049.73 17,845.41 2.01%
Qualified En Point Tech 2 Ontario, Ca 1055.50 17,943.50 2.58%
Qualified CDW-G Vernon Hills, II 1050.00 17,850.00 2.04%
Qualified Computer Options · San Bernardino, Ca 1069.00 18,173.00 3.89%
Qualified Inland Computers 1 San Bernardino, Ca 1 OS3. 70 18,422.90 5.32%
Qualified Custom Fit Chantilly, Va 1086.00 18,462.00 5.54%
Qualified Imagine Systems San Bernardino, Ca 1100.00 18,700.00 6.90%
Qualified Micro Supply Walnut, Ca 1115.00 18,955.00 8.36%
Qualified I nforserve Tech Glendale, NY 1116.00 18,972.00 8.45%
Disqualified Compu Corn Menifee, Ca 1049.95 17,849.15 2.04%
Status Companv Location 23" Pre-tax cost % above
(per unit x 19\ low bid
Qualified Micro Supply Industry, Ca 2390.00 45,410.00
Qualified Multiwave/CL T Computers Walnut, Ca 2458.00 46,702.00 2.85%
Qualified En Point Tech 2 Ontario, Ca 2506.50 47,623.50 4.87%
Qualified Compu Corp Menifee, Ca 2509.95 47,689.05 5.02%
Qualified Global Government Fletcher, Oh 2522.94 47,935.86 5.56%
Qualified CDW-G Vernon Hills, II 2557.00 48,583.00 6.99%
Qualified Computer Options · San Bernardino, Ca 2559.00 48,621.00 7.07%
Qualified Microage Computer Diamond Bar, Ca 2560.00 48,640.00 7.11%
Qualified Custom Fit Chatilly, Va 2606.00 49,514.00 9.04%
Qualified I nforserve Tech Glendale, NY 2642.00 50,198.00 10.54%
Qualified Inland Computers 1 San Bernardino, Ca 2690.33 51,116.27 12.57%
Disqualified Imaaine Svstems San Bernardino, Ca 0.00 0.00
1 Includes $10 shipping per monitor
2 Includes $20 shipping per monitor
3 Must add $499 shipping to entire order
3. Replacement Dispatch Center Chairs
The State of California has agreed to reimburse the City $8,905.00 for the purchase of new
chairs for dispatchers in the Public Safety Dispatch Center. Existing chairs are used 24 hours
a day, seven days a week by rotating staff. Adair Office Furniture of San Bernardino,
California, was the lowest bidder of three written quotes obtained for these heavy-duty
chairs. The $8,905.00 covers the entire purchase price.
4. Enhancements to the Dispatch Center Consoles
In September 2002, the Council authorized the replacement of the Dispatch Center's
workstation consoles from Watson Dispatch Furniture Corporation of Belle vue, Washington.
Several items were dropped from the replacement plan because of budget limitations. The
State of California has agreed to fund, on a one-time basis, the items that were omitted from
the original purchase. They have agreed to reimburse $21,446.00 to complete the dispatch
console replacement project.
The reimbursement covers all of the enhancements that were originally planned for the
consoles. The enhancements include, adding two 911 telephone console workstations to the
dispatch center, a workstation table to hold the dispatch center's computerized digital logging
recorder equipment, and user controls and table lifts for four of the existing workstations.
Because the dispatch consoles were custom built and have a 15 year warranty, it is necessary
to purchase the enhancements from the original vendor, Watson Furniture of Bellevue,
Washington.
5. Replacement Dispatch Center Computers
The City is in the middle of implementing an upgrade to the Computer-Aid-Dispatch (CAD)
system used by dispatchers, and mobile PolicelFire units. The upgrade requires that all of the
computers used by dispatchers to run the CAD software be replaced. The existing dispatch
computers are 266 MHz computers that use the Windows NT operating system. The new
CAD dispatch software will not run on these 6-year-old computers. The new software
requires at least a 2 GHz computer with the Windows-2000 operating system. The State of
California has agreed to reimburse the City of San Bernardino $18,050.00 for the purchase of
these computers. The reimbursement covers the entire cost of the replacement computers.
Dell Computers are the standard computer for the City of San Bernardino. These computers
run 24 hours-a-day and are critical to police and fire field operations. High quality
computers are absolutely essential in the dispatch center. Tiburon's technical support staff
quotes the Dell Optiplex 2.0 GHz desktop computer series as a "guaranteed compatible"
computer with their software. The Police Department purchased Compaq and Digital
Equipment Corporation (DEe) computers in 1997. These computers had problems with
software compatibility on several different applications.
Inland Computer Systems of San Bernardino, California has become a Dell Certified
Reseller. These computers will be purchased locally. The City of San Bernardino is actively
working with Dell and the Chamber of Commerce to develop additional Dell Certified
Resellers within the city.
Computer Comparison Chart
Unit Total
Quantitv Cost Cost Brand
18 1,002.78 18,050.00 Dell Certified Reseller - San Bernardino, CA
15 1,191.72 17 875.80 CompaQ Certified Reseller - San Bernardino, CA
Financial Impact:
The reimbursement process requires that the City purchase the items and pay for them once they
are delivered. Once the items are paid for, the City will submit reimbursement forms to the State
of California and the State of California 911 Communications Office will refund reimbursement
costs. Accordingly, an Information Services budget amendment is needed to increase both
revenue and expenditures equally in an amount of $129,967.05. There is no net financial impact
to the City for this action.
Recommendation:
I. Adopt resolution.
2. Authorize the Finance Director to amend the FY 03/04 Information Services budget and
increase account number 679-251-5702 by $129,967.05 to reflect expenditures that will
be incurred related to the Dispatch Center enhancements and to increase revenue
account number 679-000-4901 by a corresponding amount of $129,967.05 to reflect the
revenue reimbursement to be received from the State of California.
Stjlte of California California 9-1-1 Emergency Communications Office
C0MMITMENT TO FUND 9-1-1 EQUIPMENT AND SERVICES
TD.2BB (Rev 06/02)
Public Agency: San Bernardino Police Department
Address 300 N "D" Street
City, State, Zip San Bernardino, CA 92418
PSAP Manager: Dodie Alsop
E-mail Address: Alsop-Do@clsan-bemardinocaus
Phone Number: 909-384-5761
Fax Number 909-384-5742
Type of Funding Request:
( ) Telephone System ( ) 7 -Digit Phone lines
() E9-1-1 System () 9-1-1 Education
( ) E9-1-1 Phone lines ( ) Alternate Answer
( ) County Coordinator Expense Other: State-approved items per attached list
Description of Equipment and Services to be funded: San Bernardino Police Department requesting use of residual funds
tor direct payment or reimbursement to contractors/services/costs as spbcified on lhe attached lett.." NOTE TO PSA?: USE
OF RESIDUAL FUNDS INCLUDING ANY ANNUAL ACCRUAL RATES THAT MAY HAVE BECOME EFFECTIVE JANUARY
1 OF THIS YEAR WILL NEED TO BE SPENT BY DECEMBER 31 OF THIS YEAR, IF YOU HAVE ANY QUESTIONS
REGARDING THISITHESE AMOUNTS, PLEASE CONTACT YOUR 9-1-1 OFFICE CONSULTANT.
'Contractor Name: Various
Mailing Address
City, State, Zip:
Representative
E-Mail Address:
Phone Number:
Fax Number:
( ) All Retrieval CirCUit
( ) Training
Purchase/Service Information: Contractor must provide (below or on attachment): Equipment or service description,
quantity, part number, unit cost, installation cost, monthly cost. tax and total cost.
Description
Quantity
Service!
Eqmt. 10#
Unit Cost Installation
Monthly Total Recurring Total Non-
Cost Cost R.curring Cost
Contractors/services/costs 3S
detailed on the attached Jetter.
Replacer.lent Dispalc.'1 CAD
Computers
1 3,040.00 3,040.00
1 78,795.00 78,79500
1 8,905.00
1 21,446.00
18,050.00 18,050.00
Verizon Assistance-Console
installation
ViewSonic LCD Monitors
Dispatch Chairs
Dispatch Console Enhancements
Subtotal
Tax and Surcharge
Total
130,236.00
. . OflIce-U..;OlJ~);~ .
Amount of State 9-1-1 Program Funds committed: $130.236,00 Fiscal Year: 2003104
All invoices shall refer to trackin number: 3213 Account Name: 36 SAN BERDD PD EQ
130,236.00
The State's monetary obligation under this agreement in subsequent fiscal years is subject to and contingent upon
availability of funds. The Commitment to Fund does not constitute a binding purchase order agreement. If
applicable. a purchase order must be provided to the contractor by the ordering agency.
RE~"'MENDED FOR APPROVAL BY Telephone Number APPROVED BY
C:}ftl/. 'v' \'::> />r (i-> 916~57-9235 ,-, t U.J CJ.;.1~1 '
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RESOLUTION NO. Jt; 0 [~ r
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASE OF DISPATCH CENTER ENHANCEMENTS, TO BE REIMBURSED FROM
STATE 911 TAX FUNDS.
BE IT RESOLVED:
SECTION I. That the Mayor and Common Council authorize the Purchasing Manager
to issue a purchase order not to exceed $3,040.00 to Verizon Communications, Incorporated of
Ventura, California for assistance during the installation phase of the Dispatch Center console
replacement project. The purchase order shall reference the number of this resolution and shall
read, "Assistance during the installation phase of the Dispatch Center Console replacement
proj ect, not to exceed $3,040.00."
SECTION 2. That the Mayor and Common Council authorize the Purchasing Manager
to issue a purchase order not to exceed $21,446.00 to Watson Dispatch Furniture, of Bellevue,
Washington for enhancements to the existing dispatch consoles. The purchase order shall
reference the number of this resolution and shall read, "For enhancements to the existing
dispatch consoles, not to exceed $21,446.00."
SECTION 3. That the Mayor and Common Council authorize the Purchasing Manager
to issue a purchase order not to exceed $8,905.00 to Adair Office Furniture of San Bernardino,
California for 12 Lux dispatch chairs (I Transit #6233M, 5 Advantage #128-l6XL, I I
Advantage #127-06L, I Advantage 126-06L, 2 Continua #41-12L and 2 Continua #43-12L) for
The Public Safety Dispatch Center. The purchase order shall reference the number of this
resolution and shall read, "12 Lux dispatch chairs (I Transit #6233M, 5 Advantage #128-16XL,
I Advantage #r27-06L, I Advantage 126-06L, 2 Continua #41-12L and 2 Continua #43-12L)
for The Public Safety Dispatch Center, not exceed $8,905.00."
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASE OF DISPATCH CENTER ENHANCEMENTS, TO BE REIMBURSED FROM
STATE 911 TAX FUNDS.
SECTION 4. That the Mayor and Common Council authorize the Purchasing Manager
to issue a purchase order not to exceed $18,050.00 to Inland Computer Systems of San
Bernardino, California for 18 Dell Optiflex GX270 computers. The purchase order shall
reference the number of this resolution and shall read, "18 Dell Optiflex GX270 computers, not
to exceed $18,050.00."
SECTION 5. That the Mayor and Common Council authorize the Purchasing Manager
to issue a purchase order not to exceed $10,748.06 to Micro Supply of the City of Industry,
California, for 21 18-inch ViewSonic VG800b LCD monitors. The combined total for the
purchase orders in Sections 5, 6, and 7 is less than the authorized reimbursement amount of
$78,795.00 for LCD monitors. The purchase order shall reference the number of this resolution
and shall incorporate the terms and conditions of bid proposal #F-04-037. The purchase order
shall read, "21 18" ViewSonic VG800b LCD monitors, not to exceed $10,748.06."
17
SECTION 6. That the Mayor and Common Council authorize the Purchasing Manager
to issue a purchase order not to exceed $18,848.71 to Multiwave/CLT Computers of Walnut,
California, for 17 20-inch ViewSonic VX2000 LCD monitors. The combined total for the
purchase orders in Sections 5, 6, and 7 is less than the authorized reimbursement amount of
$78,795.00 for LCD monitors. The purchase order shall reference the number of this resolution
and shall incorporate the terms and conditions of bid proposal #F-04-037. The purchase order
shall read, "17 20" ViewSonic VX2000 LCD monitors, not to exceed $18,848.71."
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASE OF DISPATCH CENTER ENHANCEMENTS, TO BE REIMBURSED FROM
STATE 911 TAX FUNDS.
SECTION 7. That the Mayor and Common Council authorize the Purchasing Manager
to issue a purchase order not to exceed $48,929.28 to Micro Supply of the City of Industry,
California, for 19 23-inch ViewSonic VP230mb LCD monitors. The combined total for the
purchase orders in Sections 5, 6, and 7 is less than the authorized reimbursement amount of
$78,795.00 for LCD monitors. The purchase order shall reference the number of this resolution
and shall incorporate the terms and conditions of bid proposal #F -04-037. The purchase order
shall read, "19 23" ViewSonic VP230mb LCD monitors, not to exceed $48,929.28."
/11/
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASE OF DISPATCH CENTER ENHANCEMENTS, TO BE REIMBURSED FROM
STATE 911 TAX FUNDS.
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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
the_ day of
, 2003, by the following vote, to wit:
Council Members
Aves
Navs
8 ESTRADA
LONGVILLE
McGINNIS
DERRY
SUAREZ
ANDERSON
MCCAMMACK
The foregoing resolution is hereby approved this
Approved as to form and legal content:
James F. P an, City Attorney
By:
Abstain
Absent
Rachel G. Clark, City Clerk
day of
,2003.
Judith Valles, Mayor
City of San Bernardino
1.- ~
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): I \ - \ ,- D5
Vote: Ayes 1- 'I Nays
\~
Item #
.er
Abstain
Change to motion to amend original documents:
-
Reso. # On Attachments: -==-- Contract term: -
Note on Resolution of Attachment stored separately: -=-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
Date Sent to Mayor: \ \- \ '\ -03
Date of Mayor's Signature: i l- LoD)
Date of ClerklCDC Signature: ( \.-"2 (]. 0:"
Date emolLetter Sent for Signature:
60 Day Remin er e er
90 Day Reminder Letter Sent on 45th day:
See Attached:
See Attached:
ee
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
City Attorney ,/
Parks & Rec.
Code Compliance Dev. Services
Police Public Services Water
Notes:
Resolution #
--z...003- 302..
.0-
Absent ,e-
NullNoid After: -
By: -
Reso. Log Updated:
Seal Impressed:
./
,/
Date Returned: ---
Yes ./ No By
Yes No ./ By
Yes No~ By
Yes NO-j7 By
Yes No '--- By_
EDA
Finance /'
MIS/
Others:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.l
Ready to File: _
Date:
Revised 01/1210 I