Report Prepared by: Aarin Garrison, I.T. Manager, Information Technology Department
Title
SUBJECT: Award Bid to LEHR Upfitters for the Purchase of Panasonic Toughbook Computers with Docking Stations for a Total Cost of $71,342.30
REPORT IN BRIEF
Considers awarding bid to LEHR Upfitters for the purchase of Panasonic Toughbook Computers with Docking Stations for a Total cost of $71,342.30.
RECOMMENDATION
City Council - Adopt a motion:
A. Awarding the bid to LEHR Upfitters for Panasonic Toughbook Computers with Docking Stations for a total cost of $71,342.30; and,
B. Authorizing the City Manager to execute the necessary documents and the Purchasing Supervisor to issue the purchase order.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Refer to staff for further evaluation: or,
3. Deny.
AUTHORITY
City of Merced, Municipal Code, Title 3, Article III, purchases over thirty-eight thousand dollars.
CITY COUNCIL PRIORITIES
As provided for in the 2025-26 Adopted Budget.
DISCUSSION
The City of Merced utilizes specialized laptop computers from Panasonic, known as “Toughbooks”, designed specifically for demanding field conditions. These rugged laptops are built to withstand extreme temperatures, harsh vibrations, and rough handling - challenges that standard laptops simply can’t endure.
One of the key features of the Toughbook is its ability to securely lock into vehicle docks, ensuring that the laptop cannot be easily removed without proper authorization. This added security helps prevent theft and loss, which is critical given that our vehicles are often in public or high-risk environments. Another key feature for some departments is the availability to be equipped with GPS modules which can be used for location tracking purposes.
In addition to their durability, Toughbooks are dust and water-resistant, allowing our departments to perform their duties effectively, even in less-than-ideal weather or on challenging worksites. With these features, our teams can rely on their equipment without concern for reliability, even in the most demanding situations.
As of October 2025, Microsoft will end support for the Windows 10 operating system. The City currently owns twelve (12) older Toughbook units that are not compatible with Windows 11 and will need to be replaced to ensure continued functionality and security.
To ensure the best possible pricing for these replacements, the City I.T. Department issued a bid in May 2025. This bid covers the final acquisition needed to replace all non-Windows 11 compatible computers across City departments. Six (6) vendors responded to the bid, and the tabulation of their proposals is provided below.
City staff recommends awarding to the lowest cost vendor, LEHR Upfitters.
|
Vendor |
Bid Amount (tax, shipping & recycle fee incld) |
|
LEHR Upfitters |
$71,342.30 |
|
Malor & Company, Inc. |
$79,696.80 |
|
Southern Computer Warehouse, Inc. |
$90,230.37 |
|
Rugged Solutions America LLC, DBA Rugged Depot |
$92,827.35 |
|
Mobile Advance, Inc. |
$94,020.00 |
|
SHI International Corp. |
$94,247.64 |
IMPACT ON CITY RESOURCES
Funding is available within the FY2025-26 adopted budget in Fund 7009- Computer Replacement.
ATTACHMENTS
1. LEHR Upfitters Bid
2. Malor & Company, Inc. Bid
3. Southern Computer Warehouse, Inc. Bid
4. Rugged Solutions America LLC, DBA Rugged Depot Bid
5. Mobile Advance, Inc. Bid
6. SHI International Corp. Bid