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Home My WebLink About21- Police C116 OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION F Resolution of the City of San Bernardino From: Lee Dean, Chief of Police Sub'eci Awarding a Purchase Order to Motorola Dept: Police Corporation for the Purchase of 94 Mobile Data Computers to be Utilized by the Police Date: December 17, 1998 ORIGINAL and Fire Departments in accordance with Bid Specification#F99-26. Synopsis of Previous Council action: Resolution#98-218,ratified on July 21, 1998, authorizing Mayor Judith Valles to submit an application to accept the FY 1998 Local Law Enforcement Block Grant on behalf of the police department. Recommended motion: Adopt resolution ature Contact person: Captain Robert Curtis Phone: 384-5606 Supporting data attached: yes Ward: FUNDING REQUIREMENTS: Amount: $855,860.60 Source: (Acct. No.) $191,202.90 (Fire CDBG Funds-to be 81led direct to EDA) $664,657.70 (Police, 123-556 -5702) (Acct. Description)Fire CDBG Equipment Funds and Police FY 1998/2000 Local Law Enforcement Block Grant Funds Finance: Council Notes: Agenda Item No. n ' CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Resolution of the City of San Bernardino awarding a purchase order to Motorola Corporation for the purchase of 94 mobile data computers (MDC) to be utilized by the Police and Fire Departments in accordance with Bid Specification #1799-26. BACKGROUND Resolution No. 98-218, ratified on July 21, 1998, authorized Mayor Judith Valles to submit an application to accept the FY 1998 Local Law Enforcement Block grant award on behalf of the Police Department. The grant provided $988,819 in state and federal funding to replace a portion of the Police Department's aging Motorola mobile data terminals (MDT)with state-of-the-art mobile data computers (MDC). This project is critical at this juncture for several reasons. First, the approaching obsolescence of the MDT and implementation of the NCIC-2000 project (which upgrades the National Crime Information Center criminal database and communications network) requires MDC technology. Secondly, availability of grant funding allows procurement with no impact on the City's General Fund. Phase I of the project will provide approximately $818,189 for MDC hardware, console mounts, installation, maintenance and access to the enhanced 800MHz communications backbone. The remaining $170,000 will cover the MDC unlimited user software licenses and the addition of a microwave communications connection. The NCIC-2000 project will require four times the available "band width" for field communications, from 4,800 baud to 19,200 baud. The purchase of MDC is necessary to provide police officers with field access to state and national criminal databases and to take full advantage of the enhanced communications. Field officers will, for the first time, have access to the following investigative tools that will improve the quality of service they deliver to the community. • Real-time access to a new single fingerprint matching system. • Real-time access to a new image processing (i.e. mugshot, signature and identifying marks) system. • Access to new criminal files such as the Convicted Person database and Supervised Release (Parole) database. • MDC are required to operationalize the Automated Field Reporting Module of our new Tiburon CAD/RMS System. In Phase I, the Police Department will replace the MDT in all marked police pursuit vehicles. Concurrently, the Fire Department is replacing their MDT with MDC for front line fire apparatuses using available Community Development Block Grant (CDBG) fire apparatus equipment funds. In Phase II, the Police Department will complete the migration to MDC, purchasing approximately 88 additional units utilizing FY 1999 Local Law Enforcement Block Grant funding. A joint Request for Proposals for MDC was released on November 17, 1998, to 14 identified computer vendors. Appropriate specifications were prepared and directed to each vendor including a requested trade-in allowance for both departments' existing Motorola MDT. The deadline for submitting proposals was December 9, 1998. Seven vendors submitted proposals, with two vendors submitting two different models of MDC each. Of this total, five different MDC were determined to meet the minimum specifications and requirements of the RFP. On December 10, 1998, a Source Selection Evaluation Committee comprised of Police, Fire, MIS and other city personnel met to review the proposals meeting the minimum specifications. The committee members separately rated each.vendor's submission/s against the source selection evaluation criteria that included fifty points (50%) for price and fifty points (50%) for technical merit. Two vendors submitted a trade-in allowance that was deducted from the total price of their proposed MDT. Additionally, the committee considered both departments' funding limitations for MDC hardware and the requirement that the Police Department equip a minimum of 71 marked police pursuit vehicles and the Fire Department 21 front line fire apparatuses in Phase I of the project. The total price and overall ranking of the five MDC evaluated by the Source Selection Committee is as follows. Final Evaluation Trade-in Unit Rankin¢ Vendor Model Score Allowance Price* 1 Data 911 233 MHz 81.28 $1,200.00 $9,972.15 2 Motorola 233 MHz 76.13 1,400.00 9,104.90 3 Data 911 133 MHz 73.00 1,200.00 8,217.54 4 Litton 120 MHz 66.73 -0- 8,793.00 5 Litton 120 MHz 60.46 -0- 9,242.00 * Unit price reflects the MDC, RF modem and any additional items necessary for the standard MDC unit described in the RFP minus proposed trade-in allowance. Using the aforementioned criteria, the committee recommended that a Purchase Order be awarded to Motorola Corporation of Riverside, California in the amount of$855,860.60, for the purchase of 94 MDC (92 minimum plus two spares). The MDC proposed by Motorola Corporation received the second highest source selection evaluation score. Their trade-in allowance of $1,400 per MDC purchased represents a cost savings of $254,800 ($131,600 in Phase I and$123,200 in Phase II) for the City. The Data 911 MDC received the highest selection evaluation score but was rejected due to having the highest price per unit, resulting in the MDC hardware cost for Phase I, exceeding available police and fire grant funding by $80,633.20. FINANCIAL IMPACT There will be no impact on the City's General Fund. The Fire Department will be purchasing 21 MDC utilizing $191,202.90 in available Community Development Block Grant funds earmarked for equipping front line fire apparatuses. The Police Department will be purchasing 73 MDC utilizing $664,657.70 in available FY 1998/2000 Local Law Enforcement Block Grant funds earmarked by the Mayor and City Council for this purpose. The total cost for MDC hardware in phase I will be $855,860.60. RECOMMENDATION Having been determined to be most advantageous to the City, it is therefore recommended that the proposal submitted by Motorola Corporation be accepted and a Purchase Order issued to Motorola Corporation of Riverside, California for 94 MDC. COT RESOLUTION NO. 2 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A 3 PURCHASE ORDER TO MOTOROLA CORPORATION FOR THE PURCHASE OF 94 MOBILE DATA COMPUTERS TO BE UTILIZED BY THE POLICE AND FIRE 4 DEPARTMENTS IN ACCORDANCE WITH BID SPECIFICATION#F99-26. 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY 6 OF SAN BERNARDINO AS FOLLOWS: 7 SECTION I. That Motorola Corporation is the best responsible bidder for the 8 purchase of mobile data computers for the Police and Fire Departments in accordance with Bid 9 Specification#F99-26. Therefore, pursuant to this determination, the Purchasing Manager shall 10 issue a purchase order in the amount of $855,860.60 to Motorola Corporation of Riverside, 11 12 California and all other quotations therefore are hereby rejected. 13 SECTION 2. The authorization to execute the above referenced purchase order 14 is rescinded if it is not issued within sixty(60)days of the passage of this resolution. 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Resolution—Pagel 1 RESOLUTION OF THE CITY OF SAN BERNARDINO AWARDING A 2 PURCHASE ORDER TO MOTOROLA CORPORATION FOR THE PURCHASE OF 94 MOBILE DATA COMPUTERS TO BE UTILIZED BY THE POLICE AND FIRE 3 DEPARTMENTS IN ACCORDANCE WITH BID SPECIFICATION 41799-26. 4 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and 5 Common Council of the City of San Bernardino at a meeting thereof, held on the 6 —day of 1998, by the following vote, to wit: 7 COUNCIL MEMBERS AYES NAYS ABSTAIN ABSENT 8 9 ESTRADA 10 LIEN -- 11 vacant — 12 SCHNETZ 13 DEVLIN 14 ANDERSON 15 16 MILLER 17 18 City Clerk 19 The foregoing resolution is hereby approved this day of 1998. 20 21 Judith Valles, Mayor 22 City of San Bernardino 23 Approved as to form 24 and legal content: 25 JAMES F. PENMAN City Attorney 26 By: I ao7 �• �/G'z 27 Re J. _P ge 2 28