Report Prepared by: Marvin Dillsaver, Communications Supervisor, Police Department
Title
SUBJECT: Authorization for the Purchase of Thirteen (13) New Panasonic Toughbook Laptop Computer Systems for Police Patrol Vehicles and Waiving the Competitive Bidding Requirement
REPORT IN BRIEF:
Consider authorizing the purchase of thirteen (13) New Panasonic Toughbook Laptop Computer Systems for police patrol vehicles by using pooled cash until RAN reimbursement funds are received.
RECOMMENDATION
City Council - Adopt a motion waiving competitive bidding requirements, as stated in Section 3.04.210 of the Merced Municipal Code, and authorizing the City to enter into a contract with LEHR Auto Electric to utilize an existing contract with the County of Sacramento for the purchase of the Panasonic Toughbook computer equipment at a cost not to exceed $60,821.00, which includes sales tax.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Refer back to staff for reconsideration of specific items as requested by Council; or,
3. Take no action.
AUTHORITY
Article III of Title 3, Chapter 3.04, of the Merced Municipal Code relating to purchases over twenty-nine thousand dollars; and Section 3.04.210, exemptions from competitive bidding.
CITY COUNCIL PRIORITIES
As provided for in the 2016-17 Adopted Budget.
DISCUSSION
The Police Department would like to replace the current in-car computer systems for our police patrol vehicles with more technologically-advanced systems to allow for better functionality and interfacing with state and federal systems and databases. The Department is seeking to equip thirteen (13) patrol vehicles with state of the art technology, which will allow our officers to perform more of their duties in the field. The funding for this project will be provided on a reimbursement basis by the Merced County Remote Access Network (RAN), which is funded by a portion of state vehicle license fees. The City will receive reimbursement from the RAN Board after the computers are purchased and proof of paid invoices for the same are received by the RAN Board. The RAN Board has authorized the City to receive $75,000 in funds for this computer system upgrade. The authorization to accept this RAN funding is sought in a separate City Council Agenda item.
Attached is an RFP from the County of Sacramento for the rugged notebook computer system that was tied to their recent purchase of in-car video systems (Exhibit A). LEHR Auto Electric was awarded the contract from the County of Sacramento on August 4, 2014 (Exhibit B). LEHR Auto Electric has agreed to allow the City of Merced to utilize the County of Sacramento contract to allow the City of Merced to take advantage of the same large quantity discounts that the County of Sacramento received.
The cost of the computer upgrade for thirteen (13) of our patrol cars will cost $60,821.00. The remainder of the $75,000 RAN funding will be used to purchase modems, etc. needed to complete the project.
IMPACT ON CITY RESOURCES
Funding for the purchase of these computers will come from reimbursable funding through the Merced County RAN Board. It is requested that the purchase of the computers be made with pooled cash until RAN reimbursement funds are received.
ATTACHMENTS
1. Exhibit A - RFP from Sacramento County
2. Exhibit B - Award of RFP to LEHR Auto
3. Exhibit C - Extension of Sacramento Contract to August 7, 2017
4. Exhibit D - Quote from LEHR Auto
5. Exhibit E - Additional Terms and Conditions - Authorize Public Agency Participation