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Home My WebLink AboutStaff Report 2304-12912 0 3 0 City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: IT Department Meeting Date: June 12, 2023 Report #:2304-1291 TITLE Approval of a Purchase of Panasonic ToughBook Replacement Equipment for Police and Fire in the amount of $422,007 with Datec Incorporated Utilitizing an NCPA Cooperative Agreement; and Approval of a Purchase of Replacement CradlePoint Modems with DiscountCell, Incorporated for Police and Fire in the Amount of $168,801 Utilizing a NASPO Cooperative Agreement; and a Budget Amendment in the Information Technology Fund; CEQA Status—not a project RECOMMENDATION Staff recommends that Council: 1. Approve and authorize the City Manager or their designee to execute a purchase order with Datec Incorporated, utilizing an NCPA Cooperative Agreement for replacement Panasonic Toughbook equipment for both Police and Fire in the amount of $422,007; and 2. Approve and authorize the City Manager or their designee to execute a purchase order with DiscountCell, Inc. utilizing a NASPO Cooperative Agreement for CradlePoint in-car modem equipment for both Police and Fire in the amount of $168,801; and 3. Amend (by a 2/3 majority) the Fiscal Year 2023 Budget Appropriation for the Information Technology Fund by: a. Increasing the expense appropriation for Facilities and Equipment by $590,808; and b. Decreasing the Information Technology fund balance by $590,808. EXECUTIVE SUMMARY Approval will replace the in-vehicle mobile data computer (MDC) hardware for public safety vehicles last replaced in 2018. Computer replacements are on a 4-year lifecycle. Due to the COVID pandemic and both the financial and capacity challenges, replacement cycles were extended for technology replacements. The Fiscal Year 2024 budget anticipates a return to Item 8 Item 8 Staff Report Item 8: Staff Report Pg. 1 Packet Pg. 206 of 461 2 0 3 0 technology replacement beginning with the replacement of computers that are five years or older, restoring services and funding to pre-pandemic levels. BACKGROUND The City has used the Hexagon Computer Aided Dispatch (CAD) and Mobile for Public Safety (MPS) system since 2011. The CAD system will be going through a formal solicitation later in the calendar year to either be upgraded or replaced. Regardless of the system chosen, staff anticipates that this equipment being procured will be compatible, though will also not be a limiting factor in the evaluation of eligible CAD systems for evaluation. The in-vehicle mobile data computer (MDC) hardware supporting the MPS system on average has been upgraded on a five-year cycle as manufacturers of this equipment only provide a warranty for up to 5-years. After the 5-year warranty is up, the City has to pay out of pocket for any repairs or replacements that might arise. The last MDC upgrade occurred in 2018 for Fire and 2019 for Police. The MPS software components provide an integrated approach for dispatching. MPS allows officers to respond to 911 calls with a map display showing location and best route to scene. MPS also shows the location of other and nearby units. MPS allows officers to run plates and look up persons of interest. ANALYSIS Based on compatibility, continuity, and past positive experience with the existing MDCs, staff is recommending the authorization to purchase the desired equipment and warranty through a cooperative purchase agreement. Three other price quotes were requested for this equipment, and this was the best pricing received. During the last refresh back in 2018, other models of hardware were evaluated and ultimately this provider was selected because of its proven stability and reliability for our public safety staff. During the last Fire/PD refresh in 2018-2019, the combined cost to replace the 94 MDCs was $462,000. This replacement costs $422,000 for the replacement of 69 devices; this is $40,000 lower because we purchased 25 fewer MDCs for Fire. Fire will be using tablets instead of the ruggedized MDCs for the rear of their vehicles for EMS, therefore, Fire MDCs will be replaced by another manufacturer and are expected to be purchased at a late date. FISCAL/RESOURCE IMPACT A total of $590,808 of expenditures are anticipated as described previously in this memorandum, which will be funded by the Information Technology Fund. The Information Technology Fund is an internal service fund and collects allocations for the replacement of equipment and technology for the City. The Information Technology Fund has sufficient funding for the identified costs as replacement cycles are anticipated and planned for. A budget amendment is needed as these costs were not identified by the Department or brought forward as part of the annual budget process. Item 8 Item 8 Staff Report Item 8: Staff Report Pg. 2 Packet Pg. 207 of 461 2 0 3 0 STAKEHOLDER ENGAGEMENT Public Safety technical resources along with staff in the Information Technology Department were consulted in order to provide the requirements for the replacement technology. ENVIRONMENTAL REVIEW Council action on this item is not a project as defined by CEQA because the purchase of mobile data computer hardware and software is a continuing administrative or maintenance activity. CEQA Guidelines section 15378(b)(2). ATTACHMENTS Attachment A: Toughbook Quote Attachment B: CradlePoint Quote APPROVED BY: Darren Numoto, Chief Information Officer Item 8 Item 8 Staff Report Item 8: Staff Report Pg. 3 Packet Pg. 208 of 461 Palo Alto Quote B 03-20-23 Contact:Bob Stein 364 Upland Drive, Seattle, WA 98188 206/909-5272 cell: 206/575-1470 Office Fed TAX ID 91-0930538 Email Po To:bstein@datecinc.net Fax PO To:Email Only Please Quote#Q23C20901 Date:03/20/23 Payment Terms:Net 30 Days. ACH / Check payments accepted. Quote Validity:90 Days Part Number Description Qty Unit Price Ext. Price Panasonic CF-33 CF-33RZ-0EKM Public Sector Specific, Win10 Pro (Win11 DG), Intel Core i5-10310U 1.7GHz vPro (4.4GHz), AMT, 12.0" QHD Gloved Multi Touch+Digitizer, 16GB, 512GB OPAL SSD, Intel Wi-Fi 6, Bluetooth, 4G LTE Band 14 (EM7511), GPS, Dual Pass (Ch1:WWAN/Ch2:GPS), Infrared Webcam, 8MP Rear Camera, Fingerprint, Barcode, Standard Batteries (2), TPM 2.0, Flat, CF-SVCPDEP3Y - 3 Year Premier Deployment, FZ-SVC512SSD3Y - 3 Year No Return of Defective Drive, FZ-SVCTPNF3YR - 3 Year Protection Plus Warranty, CF-SVCBIOS1 - Custom BIOS, CF-SVCADDPRM12B - 1 Year Absolute Resilience Panasonic Warranty Bundle SKU Only PS/EDU/SLG Bundle SKU Only 45 $4,195.00 $188,775.00 CF-SVCPSY5 4th + 5th year warranty Option 45 $505.00 $22,725.00 CF-VEK333LMP Premium Keyboard for CF-33 Toughbook 45 $475.00 $21,375.00 HA-33LDS2 Havis: CF-33 Laptop Vehicle Dock (dual pass), 3 Yrs warranty 45 $895.00 $40,275.00 TBC33MBBDL-P Toughbook 33 Mobility Bundle (Handle + Should Strap) 45 $43.00 $1,935.00 Panasonic FZ-G2 FZ-G2CFFBBKM Win10 Pro (Win11 DG), Intel Core i5-10310U 1.7GHz vPro (4.4GHz), AMT, 10.1" WUXGA Gloved Multi Touch+Digitizer, 16GB, 512GB OPAL SSD (quick-release), Intel Wi-Fi 6, Bluetooth, 4G LTE Band 14 (EM7511), GPS, Dual Pass (Ch1:WWAN/Ch2:GPS), Infrared Webcam, 8MP Rear Camera, Standard Battery, Bridge Battery, TPM 2.0, Bundle, Keyboard 24 $3,325.00 $79,800.00 FZ-SVCTPNF5Y PROTECTION PLUS WARRANTY - FZ-G2, (YEARS 1 - 5)24 $575.00 $13,800.00 FZ-VNP026U Replacement Digitizer Pen for FZ-G2. 2-button (Right-click, erase). Waterproof Meets IP55. 12 $34.00 $408.00 FZ-VZSU1VU Standard Battery for FZ-G2 12 $125.00 $1,500.00 FZ-VCBG21M 4-Bay Battery Charger for FZ-G2 Mk1. Includes 100W AC Adapter.2 $275.00 $550.00 DS-PAN-1015-2 Docking Station For Panasonic TOUGHBOOK G2 2-In-1 With Standard Port Replication, Dual Pass-Through Antenna Connections & External Power Supply 15 $935.00 $14,025.00 RAM-246U RAM 4.75" square base with VESA 24 $35.00 $840.00 Quote Prepared For: Arthur Pham City of Palo Alto Page 1 of 2 Item 8 Attachment A - Toughbook Quote Item 8: Staff Report Pg. 4 Packet Pg. 209 of 461 Palo Alto Quote B 03-20-23 RAM-201U-B RAM short arm 12 $29.00 $348.00 CA-EWASTE E-Waste Fee 1 $345.00 $345.00 FREIGHT-PEPPM Standard Ground Shipping / Freight (no charge PEPPM contract)1 $0.00 $0.00 $386,701.00 35,305.80$ $422,006.80 Terms 1 Datec invoices are sent when items ship 2 Phased shipments/Invoicing is likely to occur 3 Manufacturer warranties are included and apply to all products quoted 4 Manufacturer's shipping / freight fees may apply. 5 Title transfer occurs on delivery to customer specified location 6 P-Cards not accepted for orders > $1000 Contract Ref Links:TD SYNNEX NCPA Landing Page: https://www.synnexcorp.com/us/govsolv/ncpa/ State Statutes: https://www.ncpa.us/Statutes Due Diligence: https://www.ncpa.us/Vendors/TD%20SYNNEX End-User Agency NCPA Registration: https://www.ncpa.us/register Total 9.13 % Sales Tax Sub Total Contract NCPA Contract number (NCPA 01-97) Page 2 of 2 Item 8 Attachment A - Toughbook Quote Item 8: Staff Report Pg. 5 Packet Pg. 210 of 461 Item No Qty Description Sales Price Disc Total Quote Ship To:Bill To: Ground Net 30 Sales RepTermsShip Via Customer PO 1/17/2023 QO-23038C11777 Customer Number Cancel Date Date Order Number DiscountCell, Inc 350 West 500 South Provo, UT 84601 (800) 422-1814 (801) 705-0324 Fax Palo Alto Brian Furtado Brian.Furtado@Cityofpaloalto.Org 275 Forest Avenue Palo Alto, CA 94301 (650) 329-2196 Palo Alto Attn: Brian Furtado Brian.Furtado@Cityofpaloalto.Org 275 Forest Ave Palo Alto, CA 94301 49 Cradlepoint IBR1700-1200M-B Router with 1200M Modem and 5 Year NetCloud Essentials Prime 93,639.00MA5-1700120B-NNA 1,911.00 0% 49 Cradlepoint Mobile Package for LTE Advanced Pro 1200 Mbps (1200B) Modem 26,019.00MA-MC400-1200M-B 531.00 0% 49 PANORAMA 5G 9-1 DOME FOR CRADLEPOINT WHT 20,400.66LG-IN2446-W 416.34 0% 49 Panorama 5G 4 x LTE Dome Antenna with 16 foot cable and sma connectors - White 13,567.61LP-IN2443-W 276.89 0% 98 Panorama Foam cell pad for installation of LGMM on uneven surfaces 3,763.20LGMM-EXT-R 38.40 0% 1 Pricing Based on NASPO Valuepoint Contract PD180-1 0.000.00 0% Ground shipping included in quoted pricing. Pricing according to NASPO ValuePoint Wireless Contract PD180-1 157,389.47 0.00 Subtotal: Tax: Freight: Total: Page 1 168,800.21 11,410.74 Item 8 Attachment B - CradlePoint Quote Item 8: Staff Report Pg. 6 Packet Pg. 211 of 461