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HomeMy WebLinkAboutItem 1h - Purchase of Mobile Workstations for Police Department DATE: September 1, 2015 TO: Honorable Mayor and City Council FROM: Robert Guthrie, Chief of Police By: Jennifer Brutus, Management Analyst SUBJECT: PURCHASE OF MOBILE WORKSTATIONS FROM DAY WIRELESS SYSTEMS FOR THE POLICE DEPARTMENT IN THE AMOUNT OF $79,198.19 Recommendation: Approve SUMMARY It is recommended that the City Council authorize the purchase of 12 mobile workstations in the amount of $79,198.19 from Authorized Motorola Manufacturer, Day Wireless Systems through a joint purchasing agreement. Funds for this purchase have been budgeted in the FY 2015-16 Equipment Replacement Fund. This purchase is part of a $277,075 comprehensive upgrade to the Police Department’s Computer Aided Dispatch/Records Management System, PS.Net Public Safety Suite. The mobile workstations used by the Police Department can be purchased via a “piggyback” contract with the San Diego County Regional Communications System (“SDCRGS”), which provides the best price and terms possible. BACKGROUND The Police Department’s Computer Aided Dispatch/Records Management System (“CAD/RMS”) is undergoing an upgrade, which will be installed in the PS.Net Public Safety Suite system by Executive Information Services, Inc. (“EIS”). The upgrade project entails multiple equipment upgrades, including a purchase of 12 mobile workstations. The Police Department received approval to move forward with the upgrade and related purchases, in the amount of $277,075, at the August 4, 2015, City Council Meeting. Mobile workstations are the officers’ primary means of collecting information and writing reports in the field. The PS.Net Upgrade project requires 12 new mobile workstations for the Department’s patrol vehicles. The existing workstations are not compatible with the Purchase of Mobile Workstations September 1, 2015 Page 2 of 3 new upgrade due to the new system’s advanced software, display resolution, and wireless communication requirements. The City’s purchasing guidelines state that all contracts over $30,000 shall be awarded by City Council approval and require a formal bid process. The mobile workstations used by the Police Department can only be provided through a Motorola authorized dealer, of which there is only one in the immediate area; therefore, a traditional bid process is not possible and it will be necessary to waive the formal bid process for these items. The purchase of $79,198.19 is a part of the total approved project cost of $277,075. DISCUSSION Motorola equipment is currently being utilized and is the preferred vendor because of compatibility with existing Motorola equipment, such as Motorola radios. The new model of choice is the Motorola Mobile Workstation 810 (MW810), which contains multiple technological advancements. The MW810 offers rapid information access, providing critical data at officers’ fingertips. Overall, the units offer valuable results including faster response for data inquiries, more informed decision making, and enhanced operations. Some of the advantageous features include Bluetooth communication, removable keyboards, multiple connectivity options, enhanced screen design, and higher computing power. Currently, Los Angeles County and San Diego County have a contract with Motorola Solutions for public safety equipment, which local agencies also utilize for the purchase of mobile workstations at deeply discounted prices. The City’s purchasing rules allow the City to use other agencies’ publicly bid contracts to facilitate purchases, also known as “piggyback” contracts. Oftentimes, the volume of these contracts alone results in cost savings for the City. Through research of several contracts, staff has determined that it would be in the best interest of the City to piggyback on the San Diego County Regional Communications System (“SDCRGS”) contract with Motorola for this purchase, a contract the Department has used in past years for similar purchases. Since Day Wireless Systems is authorized to represent and quote Motorola’s mobile workstations for various Arcadia Police Department projects using the SDCRGS contract, it is recommended that the mobile workstations be purchased through Day Wireless in the amount of $79,198.19. Purchase of Mobile Workstations September 1, 2015 Page 3 of 3 FISCAL IMPACT Funds for the purchase of 12 mobile workstations have been allocated in the FY2015- 16 Equipment Replacement Fund. RECOMMENDATION It is recommended that the City Council approve the purchase of mobile workstations from Day Wireless Systems for the Police Department from the Equipment Replacement Fund in the amount of $79,198.19; and waive the formal bid process.