REPORT TO COUNCIL
SUBJECT
Title
Authorize Issuance of a Purchase Order for Mobile Data Terminals for the Department of Public Safety and Environmental Services Department (F18-293)
Report
REPORT IN BRIEF
Approval is requested to authorize the issuance of a purchase order to DuraTech USA, Inc. of Westminster, CA for 53 mobile data terminals (MDTs) for the Department of Public Safety (DPS) in the amount of $266,858.86 (including electronic waste fees) excluding sales tax, managed by the Information Technology Department (ITD).
EXISTING POLICY
Pursuant to Section 2.08.040 of the Sunnyvale Municipal Code, Council approval is required for the procurement of goods and/or services greater than $100,000 in any one transaction.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
BACKGROUND AND DISCUSSION
Sunnyvale’s Department of Public Safety provides integrated police, fire, and emergency medical services. All three disciplines utilize mobile devices in their day to day activities. Patrol officers use these laptops inside and outside of their vehicles for bi-directional communication with dispatch and for access to various software applications relevant to public and officer safety. These laptops, also known as Mobile Data Terminals (MDTs), have reached the end of their useful and supported life. Most of these were purchased in fiscal year 2012/13 with an anticipated five-year lifecycle. A few additional units, also with an expected five-year lifecycle, were purchased in fiscal year 2013/14 for use in Community Service Officer vehicles.
To begin the replacement process, ITD and DPS investigated potential devices that support current requirements, but also allow for future needs and the ability to take advantage of enhanced technologies as they become available. The MDTs are required to withstand the rigors of 24x7 use inside and outside of a modern police vehicle, including potential shock, drop, dust, altitude, vibration, humidity, extreme heat and extreme cold. In addition, they are required to be designed for safety, comfort, ergonomics, adjustability, and minimal space consumption. It was determined that full five-year lifecycle support services for the MDTs are required, which include: bumper-to-bumper warranty coverage for environmental exposure and accidents involving the MDTs, and extended warranty for both the MDTs and docks that connect it to the vehicle. Getac, Inc. and Panasonic Corporation of North America were determined as manufacturers that could supply devices that met the City’s device requirements.
An extensive testing phase was completed prior to developing the specifications and sourcing the selected product. Several MDT models from Getac, Inc. and Panasonic Corporation were configured, mounted in public safety vehicles, and used 24x7 by on-duty public safety officers. Officer feedback was collected over a period of several months to narrow the choices and select the most qualified product.
After concluding the evaluation, the determination was made that Getac, Inc. could provide MDTs and technical support that met the City’s requirements. Furthermore, a specific model, specifications and features were identified for competitive bidding by ITD staff in discussion with Getac, Inc. Also, the associated docking stations, power management, and electronics were specified for replacement.
Purchasing issued an Invitation for Bids through the City’s DemandStar public procurement network on July 30, 2018. Four vendors requested bid documents through DemandStar and six vendors received bid documents through direct distribution. Sealed bids were opened on August 22, 2018 with one responsive bid received (see Attachment 1 for Bid Summary). The responsive and responsible bid was submitted by DuraTech USA, Inc. in the amount of $292,497.26.
The original bid included five MDTs for the Department of Environmental Services. Upon further evaluation staff has removed those units from this procurement and will seek a more cost effective alternative. Reduction of these units reduces the total purchase order amount to $266,858.86
FISCAL IMPACT
Pricing of $266,858.86 includes the MDTs, five years of bumper-to-bumper and extended warranty, disk imaging services, vehicle docks, vehicle dock warranty extensions, and electronic waste fees.
Funds for the replacement of various existing Information Technology (IT) equipment, such as the public safety MDTs, are contained within the Technology and Communication Services Internal Service Sub-Fund. Equipment replacement in this fund is paid for through contributions from the City’s various operating funds. Fifty MDT/dock pairs will replace those at end-of-life and currently deployed in DPS vehicles. $272,313.26 is planned to purchase these replacements. Per the bid by DuraTech USA, the cost is $253,929.91. The $18,383.35 left in the fund will be used to pay for the installation of the MDTs.
Requests for additional MDTs are also being filled as part of this effort. Since these are new requests and not replacements, they require separate funding. To cover the total twenty-year impact of these additions, increases in contributions from the departments requesting these devices will be included in the FY 2019/20 recommended Budget.
The DPS, Investigations Division, has requested three MDTs with no docking requirements. These will enable investigative staff to have field access to the same applications used by patrol officers in their vehicles. These applications include the CAD system, Records Management System, and various other links, code sections, and software relevant to public safety. This equipment will total approximately $12,928.95 and will be funded through the balance available from an annual $10,000 contribution received through an agreement with the Fremont Union High School District.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
Authorize the issuance of a Purchase Order to DuraTech USA, Inc. of Westminster, CA in the amount of $266,858.86 (including electronic waste fees) excluding sales tax, in substantially the same form as Attachment 2 to the report.
Staff
Prepared by: Gregory S. Card, Purchasing Officer
Reviewed by: Timothy J. Kirby, Director of Finance
Reviewed by: Kathleen Boutté Foster, Chief Information Officer
Reviewed by: Teri Silva, Assistant City Manager
Approved by: Kent Steffens, City Manager
ATTACHMENTS
1. Bid Summary
2. Draft Purchase Order