Title
Report regarding a resolution approving a purchasing agreement with CDCE Incorporated, for thirty-five police mobile computers in the amount not to exceed $204,299; and authorizing the City Manager to execute the agreement (Tony Barrera, Director of Information Technology)
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RECOMMENDATION
Recommendation
It is recommended that the City Council adopt a resolution authorizing the purchase of replacement mobile computers for police patrol cars.
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BACKGROUND/DISCUSSION
The Police Department emergency communications system is a twenty-four hours per day, seven day per week (24/7) mission-critical operation and is an essential service to delivering basic emergency services. Our police officers, police service technicians and parking enforcement officers use mobile computers to communicate with police dispatchers, and to query local, state and federal databases. Patrol officers utilize these databases in the field using mobile in car computers. The existing equipment has been in place approximately eight years and must be replaced due to its age and condition.
The Information Technology (IT) Department released a Request for Proposal (RFP) for replacement of thirty-five in-car police car computers which was published on the City’s website and on the City bid site, ProcureNow. Specifications for the computer equipment was included in the RFP along with less tangible criteria such as maintenance services. Through ProcureNow, over 300 companies were notified of the RFP, only four proposals were received. Below are the vendors and total cost breakdown:
|
Vendor |
Product |
Total Cost |
|
CDCE |
Panasonic CF-33 |
$185,726 |
|
Stepford |
Getac A140 |
$186,397 |
|
HyperTec Direct |
Zebra ET85 |
$187,823 |
|
BMS |
Data911 |
$232,922 |
The IT Director, an IT Technician and Police Lieutenant reviewed the proposals and conducted interviews with each vendor. CDCE, Stepford and BMS provided demo units which allowed police patrol to test their equipment. Evaluations were not only based on price, but also on maintenance and support, durability, screen display and feedback from other agencies who currently use the listed equipment. After several weeks of testing and obtaining feedback from police patrol and other police agencies, the Information Technology Department and South San Francisco Police staff decided on the Panasonic CF-33 provided by CDCE. The other vendors lacked in the areas of public safety references, screen clarity, screen aspect ratio and competitive pricing.
The evaluators scored the following:
CDCE is qualified to provide the mobile computer equipment that will work with the City’s existing communications network, records management software and with our new body camera and mobile access video camera system. The Panasonic CF-33 is widely used in the public safety industry and were recently awarded to the San Mateo County Sheriff’s Office.
CDCE will be providing thirty-five Panasonic CF-33SZ044VM tablets, ruggedized iKey keyboards, GPS and wireless WAN antennas, Havis port replicators with locks, and a five-year warranty.
The total cost with a 10% contingency for the equipment is $204,299.
FISCAL IMPACT
Funding for this project is included in the Information Technology 2021-2022 budget and sufficient funds have been allocated to cover the cost.
RELATIONSHIP TO STRATEGIC PLAN
This item is in line with the Strategic Plan Priority: Public Safety-Skilled Police, Fire, Emergency Medical Service and Emergency Management.
CONCLUSION
Awarding the purchase contract to CDCE for Panasonic CF-33 allows for the timely replacement of the Police Department’s mobile computer equipment.