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AGENDA BILL Agenda Item No. 5(C) Date: January 20, 2015 To: El Cerrito City Council From: Sylvia M. Moir, Chief of Police Michael Regan, Police Captain Subject: Police Department Purchase of Mobile Data Computers ACTION REQUESTED Adopt a resolution authorizing the City Manager or his designee to enter into an agreement with C.D.C.E Incorporated in an amount not to exceed $132,000.00 to purchase and install Mobile Data Computers and related equipment and amend the FY 2014-15 Adopted Budget to authorize the appropriation in an amount not to exceed $105,000 from the C.O.P.S. Grant Fund and an amount not to exceed $27,000 from the Vehicle Abatement Fund to complete the purchase and installation of the new MDCs. BACKGROUND Mobile Data Computers (MDCs) allow officers to receive calls for service, check on pending calls for service, send messages to dispatch and other officers as well as access several data bases when conducting inquires on persons, property and vehicles. The MDCs are currently installed in all marked patrol vehicles, as well as some of the Investigations Division and Parking Enforcement vehicles. In August of 2008, pursuant to Council Resolution 2008-66, the Police Department entered into an agreement with Motorola, Inc. to purchase Seventeen MDCs for Police Department vehicles. In 2013, the Police Department was informed that the current MDCs were nearing the end of their “supportable” life cycle. However Motorola renewed the Police Department’s maintenance contract for the MDCs one additional year. Earlier this year, the Police Department was informed that parts to repair our current MDCs are no longer available. The current MDCs are being supported by City staff with what few spare parts are on hand. The Department has used the one year extension of the maintenance contract and the hard work of the City Information Technology staff as an opportunity to research and select replacement MDCs. In an effort to meet the expanding information sharing and transmitting needs, the Police Department partnered with the other member agencies from the West County Consortium to identify a suitable replacement for our aging MDCs. The group was formed for two purposes; to achieve uniformity of equipment amongst the neighboring agencies and to increase the number of units ordered from a single manufacturer in an effort to reduce the per unit price. ---PAGE BREAK--- Agenda Item No. 5(C) Page 2 Several different platforms were examined and evaluated on function as well as cost of purchase, operation and maintenance. The GTAC F110 tablet was selected by the group based upon its capabilities, expandability, survivability in a rugged use environment and price point. Once the GTAC F110 tablet was selected, requests for bids were made to multiple vendors. The bid was structured so that the total number of units to be ordered by the five participating agencies would be factored into a single purchase regardless of the number of units purchased by a single agency or when the purchase actually took place. After examination of the bids, C.D.C.E. Incorporated was selected as the vendor. The passage of this resolution will allow the Police Department to purchase new MDCs and the appropriate service contract. This purchase will allow the Police Department to maintain consistency with the other members of the West County Radio Consortium and allow for future anticipated technological developments within the Consortium. Required funds will be appropriated from available fund balances in the C.O.P.S. and Vehicle Abatement Funds for the purchase and installation of the equipment. The selection of the vendor for the installation services was also the product of the competitive bid process with the selected vendor providing a competitive bid for the services as well as possessing a proven performance record with the Police Department and other surrounding agencies for similar work performed. STRATEGIC PLAN CONSIDERATIONS In keeping with the City’s Strategic Plan, throughout this process the Department has attempted to exercise the following City Values: • Ethics and Integrity • Fiscal Responsibility • Innovation and Creativity • Professional Excellence • Transparency and Open Communications By working with surrounding agencies and individuals both within and outside the Department to select a solution which will meet Department needs, we have endeavored to act with a sense of inclusiveness at the same time focusing on fiscal responsibility and transparency during the selection process. ENVIRONMENTAL CONSIDERATIONS The Police Department will ensure that that the MDCs will be responsibly recycled in an approved manner if they cannot be repurposed for use by another agency or entity.. FINANCIAL CONSIDERATIONS The total not to exceed cost of $132,000 to purchase the MDCs, the extended warranty and installation will be funded by an appropriation of $105,000 in the C.O.P.S. fund and $27,000 in the Vehicle Abatement Fund through an amendment to the FY 2014-15 adopted budget. Attachment provides a price breakdown of each of these costs. ---PAGE BREAK--- Agenda Item No. S(C) Sufficient funds were not available this or last budget year to accommodate the replacement of the MDCs using monies from the General Fund. As a contingency, the Department has opted to make very few purchases utilizing the C.O.P.S. and Vehicle Abatement Funds over the last few years, anticipating that such an unfunded need may arise, however the current status of the Department's MDCs make such an expenditure warranted and prudent. Competitive bidding is not required because the purchase is being made as part of a "cooperative purchasing arrangement with other governmental agencies that have competitively bid to establish a vendor list" as provided in section D.l of the City's procurement policy. LEGAL CONSIDERATIONS The City Attorney has reviewed and approved this agreement and appropriation. Reviewed by: Attachments: 1. Resolution 2015-XX 2. Cost Breakdown Page 3 ---PAGE BREAK--- Agenda Item No. 5(C) Attachment 1 RESOLUTION 2015–XX RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO ENTER INTO A PURCHASE AGREEMENT WITH C.D.C.E. FOR THE PURCHASE OF MOBILE DATA COMPUTERS AND AUTHORIZING THE NECESSARY APPROPRIATIONS TO ACCOMPLISH THE PURCHASE WHEREAS, the El Cerrito Police Department utilizes Mobile Data Computers as an integral component of providing Police Services; and WHEREAS, the Police Department’s current Mobile Data Computers have reached the end of their serviceability; and WHEREAS, The GTAC Mobile Data Computer and C.D.C.E. were selected as vendors pursuant to a competitive process; and WHEREAS, an amendment of the FY 2014-15 adopted budget to appropriate $105,000 in the C.O.P.S. grant fund and $27,000 in the Vehicle Abatement fund from the available fund balance in each fund is required to complete the purchase. NOW THEREFORE, BE IT RESOLVED by the City Council of the City of El Cerrito that it hereby authorizes the City Manager or his designee to enter into an agreement with C.D.C.E Incorporated to purchase Mobile Data Computers and related equipment. This resolution also authorizes the appropriation of the necessary funds from the Police Department’s C.O.P.S. and the Vehicle Abatement Fund to accomplish this purchase. I CERTIFY that at a regular meeting on January 20, 2015 the City Council of the City of El Cerrito passed this Resolution by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: IN WITNESS of this action, I sign this document and affix the corporate seal of the City of El Cerrito on January X, 2015. Cheryl Morse, City Clerk APPROVED: Mark Friedman, Mayor ---PAGE BREAK--- Agenda Item No. 5(C) Attachment 2 ---PAGE BREAK---