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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.