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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: November 2,1999
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Subject: Resolution of the City of San
Bernardino authorizing the purchase of
MDC's, mounting hardware, and mapping
software and the issuing of purchase orders
for the installation of MDC's and mounting
hardware, and airtime on the County of San
Bernardino's 19,200 baud 800 MHz backbone.
From: Lee Dean, Chief of Police
Dept: Police Department
Synopsis of Previous Council Action
10/04/99
Resolution #99-248 authorizing the Mayor to submit an application to accept the FY
1999/00 Local Law Enforcement Block Grant.
01/10/99
Resolution #99-005 authorizing the purchase of 73 Motorola MDC's for the Police
Department following an open competitive bid process.
07/21/98
Resolution #98-218 authorizing the Mayor to submit an application to accept the FY
1998/1999 Local Law Enforcement Block Grant.
Reconunended Motion:
Adopt Resolution
Contact person:
Captain Robert W. Curtis
Phone: 384-5606
Supporting data attached: Yes
Ward: All
FUNDING REQUIREMENTS:
Amount: $595,000
Council Notes:
Source:
$535,500. Police FY 1999/00 Local Law
Enforcement Block Grant, Account #575 (90%);
$59,500. Police FY1999/00 COPS Option Grant,
Account #572 (10%)
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Agenda Item No.~
IUiDJqq
on OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION:
STAFF REPORT
SUBJECT
Resolution of the City of San Bernardino authorizing the purchase of Mobile Data Computers
(MDC's), mounting hardware, and mapping software and the issuing of purchase orders for the
installation of MDC's and mounting hardware and airtime on the County of San Bernardino's
19,200 baud 800 MHz data back bone.
BACKGROUND
The FY 1998/99 Local Law Enforcement Block Grant award provided $988,189 in state and
federal funding to replace a portion of the Police Department's aging Motorola Mobile Data
Terminals (MDT's). Resolution #99-05, approved on January 11, 1999, authorized the purchase
of 73 Motorola MDC's, MDC mounting hardware from Stewart Products, MAKO MDC
software and installation of the MDC's and mounting hardware by the San Bernardino County
800MHz Group.
The Police Department has eannarked $600,000 from the FY 1999/00 Local Law Enforcement
Block Grant and FY 1999/00 COPS Option Grant awards to complete Phase II of the MDC
Project. Phase II involves the purchase and installation of the remaining MDC hardware, the
purchase of mapping software and airtime fees on the County of San Bernardino's 19,200 baud
800 MHz data back bone.
FINDINGS
Motorola Cornoration
The Police Department is currently taking delivery and installing 73 MDC's ordered in Phase I.
Phase II will complete the MDC project. We will retire the remaining 83 MDT devices from
service, equip 15 marked police units with MDC's, provide 15 spare MDC units for
replacements and provide 39 Motorola Forte (hand held MDC) units for investigative units rather
than purchase the more expensive standard MDC's. The selection of the Forte units will reduce
the overall cost of the project by $58,890 and provide additional flexibility as these units can be
removed from vehicles for field use.
Due to the City's substantial investment in hardware, training and maintenance it is essential that
identically functioning MDC's and related hardware be purchased in Phase II. The Department
will be purchasing 30 additional MDC's, 39 Forte units and three Vehicular Radio Modem
(VRM) devices from Motorola Corporation of Riverside, California at a total cost of $500,757.
The price includes tax and shipping as well as a ''trade-in'' allowance for 30 MDT's totaling
$42,000. This is considered a preferred vendor purchase; therefore, the Department requests an
exemption to the competitive bid requirement pursuant to Section 3.04.01(8)(3) of the San
Bernardino Municipal Code. A total of $500,757 in grant funds will be expended on this portion
of the project.
Stewart Products
On February 1, 1999, Purchase Order #99-2969 and #99-3220 were issued to Stewart Products in
Chino, California for the purchase of 73 MDC vehicle mounts using the recent competitive bid
from the Los Angeles Police Department (LAPD Bid/Contract #K70020). This purchase
replaced only the essential hardware items necessary to convert the existing emergency
equipment consoles for use as MDC mounts. Using this approach the City saved $34,368 in
Phase I of the MDC Project.
In Phase II, the Department will purchase 15 additional mounting units from Stewart Products at
a total cost of $17,250, including tax and shipping. Stewart Products has agreed to extend the
discount achieved from the LAPD bid/contract saving us an additional $7,362. It is essential that
the mounting hardware and configuration of MDC's and related emergency equipment be
identical and standardized in every marked police unit for ease of operation during emergency
responses and stressful situations. This is considered a preferred vendor purchase; therefore, the
Department requests an exemption to the competitive bid requirement pursuant to Section
3.04.0l(B)(3) of the San Bernardino Municipal Code. A total of $17,250 in grant funds will be
expended on this portion of the project.
San Bernardino County 800 MHz Group
The San Bernardino County 800 MHz Group will do the installation of all MDC hardware. The
800 MHz Group is our existing contracted maintenance radio equipment vendor. Included in the
installation price are necessary modifications to the vehicle electrical protection package and the
interior lighting configuration. A total of $21 ,500 in grant funds will be expended on this portion
of the project.
The City of San Bernardino will be utilizing the County of San Bernardino's enhanced 19,200
Baud 800 MHz data backbone for airtime for the MDC's and Forte units. This backbone is Y2K
compliant and will support the transmission of photograph "mug shots" and fingerprints to and
from field units. A total of$2l,350 in grant funds will be expended on this portion of the project.
DMSC Incorporated
In Phase I, the Police Department received authorization from the MIS Committee and City
Administrator to purchase 36 mapping software licenses from DMSC Incorporated in Oviedo,
Florida. This software allows police officers in the field to display electronic maps of portions of
the city on their MDC' s to provide directions while responding to calls for service, reduce
response times and reduce radio traffic. In Phase II, we will be purchasing software licenses for
the remaining 96 MDC's and Forte units. This investment provides the foundation for later
upgrades to enhance mapping software utilization, including "fastest route" directions and
potentially "automatic vehicle locator" systems to further reduce response times. It is essential
that this software be identical on all MDC's and Forte units due to the training investment,
emergency responses requiring quick determination of directions and the ongoing cost of
software upgrades. This is considered a preferred vendor purchase; therefore, the Department
requests an exemption to the competitive bid requirement pursuant to Section 3.04.0l(B)(3) of
the San Bernardino Municipal Code. A total of $34,143 in grant funds will be expended on this
portion of the project.
Summary ofExoenditures
Vendor
Motorola Corporation
Stewart Products
County 800 MHz Group
DMSC Incorporated
Total expenditures
FINANCIAL IMPACT
Exoenditure
Amount
(30) MDC's, (39) Forte units, (3) Vehicular $500,757
Radio Modems
(15) MDC mounting units
MDC installations and MDC airtime fees
(96) mapping licenses
There will be no impact on the City's General Fund.
$ 17,250
$ 42,850
$ 34.143
$595,000
The Police Department will be using a total of $595,000 in funds from the FY 1999/00 Local
Law Enforcement Block Grant and FY 1999/00 COPS Option Grant for Phase II of the MDC
proj ect.
RECOMMENDATION
Adopt resolution.
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASE OF MDC'S, MOUNTING HARDWARE, AND MAPPING SOFTWARE
AND THE ISSUING OF PURCHASE ORDERS FOR THE INSTALLATION OF
MOC'S AND MOUNTING HARDWARE AND AIRTIME ON THE COUNTY OF SAN
BERNARDINO'S 19,200 BAUD 800 MHz DATA BACKBONE.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1.
That the Mayor and Common Council approve the purchase of 30 Mobile
Data Computers (MDC's), 39 Forte (hand held MDC's) units, and three Vehicular Radio Modems
(VRM's) from Motorola Corporation in Riverside, California. This purchase shall not exceed
$500,757, and shall be funded out of the FY 1999/00 Local Law Enforcement Block Grant and
FY 1999100 COPS Option Grant.
SECTION 2.
That the Mayor and Common Council approve the purchase of 22 sets of
MDC mounting hardware from Stewan Products in anno, California. The purchase shall not
exceed $17,250, and shall be funded out of the 1999/00 Local Law Enforcement Block Grant and
FY 1999/00 COPS Option Grant.
SECTION 3.
That the Mayor and Common Council authorize the Purchasing
Depanment to issue a purchase order in the amount of $21,500 to the County of San Bernardino's
800 MHz Group for the installation of MDC's, Forte units, VRM's and mounting hardware. The
purchase shall be funded out of the 1999/00 Local Law Enforcement Block Grant and FY
1999/00 COPS Option Grant. The terms of this purchase shall be regulated by the existing service
contract that is in place between the City of San Bernardino and the County of San Bernardino. An
additional purchase order will be issued in the amount of $21,350 for airtime on the County of San
Bernardino's 19,200 baud 800 MHz data backbone.
IIII
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November I, 1999
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASE OF MDC'S, MOUNTING HARDWARE, AND MAPPING SOFlWARE
AND THE ISSUING OF PURCHASE ORDERS FOR THE INSTAllATION OF
MDC'S AND MOUNTING HARDWARE AND AIRTIME ON THE COUNTY OF SAN
BERNARDINO'S 19,200 BAUD 800 MHz DATA BACKBONE.
SECTION 4.
That the Mayor and Common Council approve the purchase of the
96 additional mapping software licenses from DMSC Incorporated in Ovieda, Florida. The cost
shall not exceed $34,143 and shall be funded out of the FY 1999/00 Local Law Enforcement
Block Grant and the FY 1999/00 COPS Option Grant.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Common Council of the Gty of San Bernardino at a
meeting thereof, held on
the _ day of
, 1999, by the following vote, to wit:
Council Members:
Abstain
Ayes
~
Absent
ESTRADA
LIEN
VACANT
SCHNETZ
SUAREZ
ANDERSON
MILLER
Gtyaeck
The foregoing resolution is hereby approved this _ day of
,1999.
Approved as to form and
Legal content;
James F. P""m.n, Gty Attorney
t . /J
BY: ~J.~
o
November 15, 1999
Judith Valles, Mayor
Gty of San Bernardino
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CITY OF SAN BERNARDINO
INTER-OFFICE MEMORANDUM
TO:
James F. Penman, City Attorney
FROM:
Robert L. Simmons, Sr. Assistant City Attorney
DATE:
November 30,1999
RE:
Resolution of the Ponce Department to Purchase New Mobile Data
Terminals and Assorted Hardware and Software
The Police Department is using grant funds to complete Phase n of the replacement of 73
additional MDT's with necessary hardware and software.
The Police Department is requesting relief from City competitive bidding requirements.
The existing data terminlll~ are made by Motorola. The Police Department says it is essential
that the latest terminals be compatible with the existing ones. Motorola is offering a "trade-in"
allowance on obsolete equipment.
The vehicle hardware mounts were originally purchased by riding the "coattails" of the LAPD
in making a purchase from Stewart Products. This vendor has agreed to extend the discount allowed
on the prior purchase.
The 800 MHZ system is provided by the County under an existing contract. This is the only
available supplier.
Finally, the software being purchased is identical to that already being used in the Phase I
purchase. Therefore, P.D. needs the same software in the Phase n purchase.
All appears to be in order, pending Council approval.
Attachment
~':..?t..-~ ;<f
Robert L. Simmons
Sr. Assistant City Attorney
RLSljs [Penman.Mem)