HomeMy WebLinkAboutItem 2d - Purchase Hardware and Licensing for PS.NET-CAD Upgrade Project
DATE:
December 15, 2015
TO:
Honorable Mayor and City Council
FROM:
Robert Guthrie, Chief of Police
By: Jennifer Brutus, Management Analyst
SUBJECT:
PURCHASE OF HARDWARE AND LICENSING FROM SIGMANET FOR
THE POLICE DEPARTMENT’S PS.NET/CAD UPGRADE PROJECT IN
AN AMOUNT NOT TO EXCEED $70,000
Recommendation: Approve
SUMMARY
It is recommended that the City Council authorize the purchase of hardware products
and licensing from SIGMAnet for the Police Department’s PS.NET/CAD Upgrade
Project in an amount not to exceed $70,000. Funds for this purchase have been
budgeted in the FY 2015-16 Equipment Replacement Fund.
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 various hardware components
and licensing. The Department presented this upgrade project in total at the August 4,
2015, City Council meeting, and received approval to move forward with the upgrade
and related purchases, in the amount of $277,075.
Research by Department staff indicated that hardware and licensing for the
PS.Net/CAD upgrade project would cost approximately $70,000. 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. Therefore, the Department moved forward
with a Request for Proposals, and this staff report is for recommendation of City Council
approval for the individual purchase of hardware and licensing in an amount not to
exceed $70,000.
Police – Hardware and Licensing for PS.NET/CAD Upgrade Project
December 15, 2015
Page 2 of 2
DISCUSSION
On November 19, 2015, a Notice Inviting Proposals for Hardware and Licensing was
released, and published four times over a two week submission period in the Arcadia
Weekly. One proposal was received on December 3, 2015, from SIGMAnet. A
committee comprised of four City staff members convened to review and rate the
proposal. The proposal was evaluated according to thoroughness and understanding of
work, related experience, references, quality of proposal, and costs. SIGMAnet was
found to be capable of providing the product needs within budget, offers competitive
pricing, and they are able to meet the project deadline.
It should be noted that the City has a current Professional Services Agreement with
SIGMAnet for Information Technology Services. The Agreement does not cover
information technology products and licensing; therefore, SIGMAnet is able to bid on
projects and participate in Request for Proposals.
The hardware and licensing has a total price of $69,745.31 and includes:
Dell Database, Application, and Audio Servers (1 ea.)
80 Dell Ultrasharp 24" Widescreen Monitors
2 Zebra Thermal Transfer Barcode Printers
Zebra Thermal Barcode Labels and Tape
Panasonic Toughpad FZ-E1 Wireless Scanner
Panasonic Toughpad FZ-E1 Docking Station
9 Microsoft Server Licences
The total purchase of hardware and licensing is part of the total approved project cost of
$277,075. It is recommended that hardware components and licensing be acquired
through SIGMAnet in an amount not to exceed $70,000.
FISCAL IMPACT
Funds for this purchase have been allocated in the FY2015-16 Equipment Replacement
Fund.
RECOMMENDATION
It is recommended that the City Council authorize the purchase of hardware products
and licensing from SIGMAnet for the Police Department’s PS.NET/CAD Upgrade
Project in an amount not to exceed $70,000.