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Home My WebLink AboutE-09 - Purchase of 27 4G Mobile Display ComputersCONSENT ITEM E-9 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: TROY L. BUTZLAFF, ICMA-CM, CITY MANAGER FROM: SAMUEL G. GONZALEZ, CHIEF OF POLICE DATE: MARCH 21, 2016 SUBJECT: APPROVE PURCHASE OF TWENTY-SEVEN (27) 4G CAPABLE MOBILE DISPLAY COMPUTERS FOR THE AZUSA POLICE DEPARTMENT SUMMARY: The Azusa Police Department uses Mobile Display Computers (MDCs) in the patrol cars. These MDCs are in need of replacement not only due to most of them approaching five (5) years in service, but more importantly, because they are equipped with outdated 3G technology, which will be obsolete by the end of 2016. This action approves the purchase of twenty-seven (27) MDCs with 4G technology in the amount of $122,763.00 (inclusive of tax) from CDCE Incorporated, utilizing GSA pricing. RECOMMENDATION: Staff recommends that the City Council take the following actions: 1)Waive the competitive bidding process as authorized under Azusa Municipal Code Section 2-253 (e); and 2) Approve the purchase of twenty-seven (27) Mobile Display Computers (MDCs) from CDCE Incorporated in an amount not to exceed $122,763.00; and 3)Authorize the City Manager to execute the agreement, in a form acceptable to the City Attorney, on behalf of the City. DISCUSSION: The Azusa Police Department has been conducting field operations utilizing MDCs in patrol cars with 3G technology for over sixteen (16) years. Much of the current inventory of MDCs was purchased in 2011 with the same 3G technology. In January 2016, the Police Department was notified by both AT&T, the current provider of wireless service to the department’s MDC program and their competitor, Verizon, that 3G services will no longer be available to customers by the end of 2016. Therefore, upgrading the Department’s MDCs to 4G technology is required to maintain field operations at contemporary standards and ensure public safety services are not compromised. APPROVED COUNCIL MEETING 3/21/2016 Approve Purchase of 27 4g Capable Mobile Display Computers March 21, 2016 Page 2 The Police Department budgeted $43,200 from the Asset Seizure Fund to begin a lease program in FY 15/16; however, the interest over the course of the lease option would be $25,377.00. Therefore, in order to save those interest costs, Staff recommends purchasing the MDCs in lieu of leasing to own. Moreover, the Police Department provides a number of police services to the Azusa Light & Water Department and in return they will contribute funds from their budget to complete this purchase. Their contribution will be based on the following: 1) The Police Department has four (4) Terrorism Liaison Officers (TLO’s) who provide threat assessments and resources to the Light and Water Department since they are part of our critical infrastructure in the City of Azusa and surrounding communities they serve. 2) As a City wide priority, addressing homelessness is a shared responsibility with each City department, to include the Light and Water Department. The Police Department has assigned a lieutenant, a corporal and an officer as Homeless Assistance Liaison Officers (HALO) to address the challenging homelessness issues on behalf of the City. 3) The Police Department currently monitors nine (9) Closed Circuit Television (CCTV) monitors via the Police Department network for the Light and Water Department, 24 hours a day/7 days a week. This is nearly 20% of the City’s cameras that are monitored. Based on the services the Police Department provides to the Azusa Light and Water Department, they have agreed to contribute 20% of the cost associated with the MDC purchase in an amount not to exceed $24,552.60. Although this purchase is over the $25,000.00 threshold for purchasing equipment and normally would require a formal competitive purchasing procedure, under City of Azusa Municipal Code (AMC), Section 2-253 (e) – Competitive purchasing, either formal or informal, is not required in the situations where the competitive bid process has already been completed through a GSA contract and the price to the City is equal to or better than the price available. CDCE Incorporated and the items to be purchased from them are covered under GSA Contract #GS- 35F-0143R. The GSA price per unit is listed at $4,289.00; however, since we are a current CDCE Incorporated customer, they are discounting the price per unit to $3900.00. FISCAL IMPACT: The total cost of the MDC purchase from CDCE Incorporated is $122,763, which has been partially budgeted for in the FY15/16 budget in the amount of $43,200 from the Asset Seizure Fund, Account No. 28-20-310-041-6201. The Azusa Light and Water Department will contribute $24,552.60 from an account yet to be determined. There are adequate funds available in the Asset Seizure Fund No. 28-20- 310-041-6201 to cover the remaining amount of $55,010.40. The total amount from the Asset Seizure Police Department’s Purchase of 27 4g Capable Mobile Display Computers March 21, 2016 Page 3 3 Account is $98,210.40 (See matrix below). There is no fiscal impact to the City’s General Fund. Amount Funding Notes Account # $ 43,200.00 P.D. Asset Seizure Fund FY 15/16 28-20-310-041-6201 $ 55,101.40 P.D. Asset Seizure Fund Current Budget 28-20-310-041-6201 $ 24,552.60 Azusa Light & Water Dept. FY 15/16 TBD Total: $122,763.00 Prepared by: Reviewed and approved: Stephan Hunt Samuel G. Gonzalez Operations Captain Chief of Police Reviewed and Approved: Reviewed and Approved: Louie F. Lacasella Troy L. Butzlaff, ICMA-CM Management Analyst City Manager Attachments: 1) CDCE Incorporated Sales Quote No. 106355-B 800-373-5353 Telephone: CDCE, Inc. 22641 Old Canal Road Yorba Linda, CA 92887 City of Azusa Attn: Erica Ececcia Vendor# V07289 725 No. Alameda Azusa, CA 91702 City of Azusa Central Receiving 809 N. Angeleno Ave. Azusa, CA 91702 Sales Quote 106355-B CIAZUSACustomer No. Ship ToBill To Contact: Telephone: Telephone: Contact: 626-812-5256 Tony Garcia 626-812-3230 Lysell Wofford Order Date Payment MethodCustomer PO NumberF.O.B.Ship Via 3/12/2015 Net 30Hand Carry Yorba Linda Entered By Ordered BySalesperson Lysell WoffordAllie TrahanAllie Trahan Order Quantity Extended Price Unit PriceItem Number / DescriptionApprove Quantity Sales Quote No. Customer PO # 27 27 105,300.00 3,900.0031-10672CMa4GP0U8R2K 106355WIN7 (WIN8.1 PRO COA), INTEL CORE I5-5300U 2.30GHZ, VPRO, 13.1" XGA TOUCH, 4GB, 500GB(7200RPM), INTEL WIFI A/B/G/N/AC, TPM, BLUETOOTH, DUAL PASS (UPPER:WWAN/LOWER:SELECTABLE), 4G LTE MULTI CARRIER (EM7355), GPS, EMISSIVE BACKLIT KEYBOARD, NO DVD DRIVE, TO 27 27 6,615.00 245.00WR-123005a4AW0KWBLT 106355Rex No Fault 3yr Warranty ***NOTE TO SALESPERSON: Fill out and include the REX Warranty paperwork*** 1.00 1.00 25.00 25.00LAB-310001a4KZ0OSH7W 106355Installation In-House - AT&T Activation 27 27 1,215.00 45.00LAB-310002a4KZ0OTS09 106355Installation In-House - Imaging Service 03 /07/2016 3:26:29PM Page No. Print Time Print Date Printed by: Allie Trahan Continued on Next Page a4KZ0OTS09 106355 1 of 2 ATTACHMENT 1 800-373-5353 Telephone: CDCE, Inc. 22641 Old Canal Road Yorba Linda, CA 92887 City of Azusa Attn: Erica Ececcia Vendor# V07289 725 No. Alameda Azusa, CA 91702 City of Azusa Central Receiving 809 N. Angeleno Ave. Azusa, CA 91702 Sales Quote 106355-B CIAZUSACustomer No. Ship ToBill To Contact: Telephone: Telephone: Contact: 626-812-5256 Tony Garcia 626-812-3230 Lysell Wofford Order Date Payment MethodCustomer PO NumberF.O.B.Ship Via 3/12/2015 Net 30Hand Carry Yorba Linda Entered By Ordered BySalesperson Lysell WoffordAllie TrahanAllie Trahan Order Quantity Extended Price Unit PriceItem Number / DescriptionApprove Quantity Sales Quote No. Customer PO # 27 27 81.00 3.00FEE-100001a4GV0MY5Q2 106355Recycle Fee for Monitors 4"-15" GSA Schedule FSS GSA GS-35F-0143R - Exp 11/28/2019 Here are the steps for you to locate the GSA Price List. 1.Go to http://www.synnex.com/govsolv/solutions/contracts/pricing.html 2.Click on the GSA Price File - GSA Schedule 70 Price File - Panasonic 3.Locate the Part # ***Customer to provide the following:*** 1. AT&T Account Info for Activation of 4G 2. Ship one device when received. Customer will create, test and load their image and send device back to us. CDCE will then duplicate image on remaining 26 devices. Approved By: Approve All Items & Quantities 03 /07/2016 3:26:29PM Page No. Print Time Print Date Printed by: Allie Trahan Order Total Sales Tax9.000 % Freight Subtotal 122,763.00 9,477.00 50.00 113,236.00 a4GV0MY5Q2 106355 2 of 2