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Home My WebLink AboutFD Purchase Mobile Data TabletsCITY OF� Agenda Item No: 3.d Meeting Date: March 21, 2016 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Fire Prepared by: Christopher Gray, Fire Chief City Manager Approval: TOPIC: PURCHASE OF TABLET COMPUTERS FOR FIRE EMERGENCY RESPONSE VEHICLES SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL WAIVING COMPETITIVE BIDDING AND AUTHORIZING THE SOLE SOURCE PURCHASE OF NINE (9) MOBILE DATA TABLETS, SOFTWARE APPLICATIONS, AND MOUNTING HARDWARE, IN AN AMOUNT NOT TO EXCEED $45,000, WITH FUNDS APPROPRIATED IN THE FIRE EQUIPMENT REPLACEMENT FUND RECOMMENDATION: Adopt Resolution. BACKGROUND: Currently, the Fire Department is using an antiquated computer and communications system for emergency response. Approximately 8 years ago the Department purchased Panasonic Toughbook Computers to use as Mobile Data Computers (MDC) in our emergency response apparatus. Since the launch, MDC devices have become an essential and vitally necessary communication and information processing instruments. The MDC provides the following value: ➢ Provides address and property information to responding crews including special access information, storage or use of hazardous products, fire alarm and sprinkler equipment locations and any other critical site information. ➢ Continually updates dispatch information pertaining to the emergency prior to crew arrival. ➢ During extremely busy periods, enables crews to communicate with our Dispatch Center without having to transmit on the radio. ➢ Provides an active list of all units responding and on scene so that the incident commander can keep an inventory of assigned resources. ➢ Enables crews to keep track of all incidents — Fire, EMS and Law Enforcement - in progress within the Marin County service area. The County of Marin is launching a new Computer Aided Dispatch (CAD) system with a "go -live" date of March 29, 2016.The majority of our existing MDC's do not have sufficient specifications to run the new system and must be replaced. It is essential that the MDC equipment be standardized within all fire and EMS vehicles. As personnel rotate between stations and are assigned to various emergency equipment such as fire engines, ladder trucks or ambulances, and as personnel work shifts in other agencies based on our shared services agreements, it is imperative that MDC equipment be the same for FOR CITY CLERK ONLY File No.: 4-3-615 x 9-3-31 Council Meeting: 03/21/2016 Disposition: Resolution 14087 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paye: 2 all the agencies. There can be no learning curve or personnel confusion, thus consideration of sole source is strongly recommended. Earlier this year, the Department purchased a Mobile Data Tablet (MDT), the Getac F 110 Rugged Tablet, for field testing in order to evaluate the viability of following suit with other agencies throughout the county that have chosen to exclusively use this product. The Department has found this product to be suitable, therefore it is our recommendation that we proceed to purchase the needed MDT's and supporting equipment, as per the attached resolution. ANALYSIS: The recommended resolution will assist the Department in completion of technology enhancements that are necessary in order to receive timely and accurate incident information from the County Dispatch System. The goal of this sole source purchase is to follow suit with other agencies in the County, including Novato Fire Protection District .We have received a quote of $40,778.60 from CDCE, Inc. for the purchase of nine of these MDT's, along with the necessary hardware and software. (Attachment 2) By adopting the proposed resolution City Council is authorizing the purchase of the MDT's, software, and mounting hardware from CDCE, Inc. for the installation in frontline fire and emergency medical vehicles. FISCAL IMPACT: There are sufficient funds appropriated in the Fire Equipment Replacement Fund to support the purchase of the CDCE, Inc. MDT's and accessory equipment. The Department is requesting $45,000 in order to ensure we fully cover any unforeseen expenses that may be associated with this purchase, i.e. unforeseen installation costs or the need for additional mounting equipment or hardware. OPTIONS: 1. The City Council may choose to adopt the proposed resolution to proceed with the purchase. 2. The City Council may choose to reject the proposed resolution. 3. The City Council may direct staff to take other steps, prior to pursuing the purchase of this equipment. ACTION REQUIRED: Staff recommends that the City Council adopt the Resolution authorizing the sole source purchase of the MDT's and related software and hardware. ATTACHMENTS: 1. Resolution 2. CDCE, Inc. Quote RESOLUTION NO. 14087 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL WAIVING COMPETITIVE BIDDING AND AUTHORIZING THE SOLE SOURCE PURCHASE OF NINE (9) MOBILE DATA TABLETS, SOFTWARE APPLICATIONS, AND MOUNTING HARDWARE, IN AN AMOUNT NOT TO EXCEED $45,000, WITH FUNDS APPROPRIATED IN THE FIRE EQUIPMENT REPLACEMENT FUND WHEREAS, the San Rafael Fire Department needs to replace a fleet of Mobile Data Computers that is over 8 years old and is incompatible with the new Marin County Computer Aided Dispatch (CAD) System commencing operation on March 29, 2016; and WHEREAS, due to San Rafael's ongoing efforts to maximize resources and public safety by sharing services and personnel with other fire agencies within the county, the Fire Department believes it is essential to establish a standard of using Getac F110 Rugged Tablets on emergency response vehicles in conjunction with many other agencies throughout the county; and WHEREAS, the desirability of purchasing standard communication devices, including the needed mobile data tablets, used by other emergency response agencies in the county supports a finding that competitive bidding should be waived for this purchase; and WHEREAS, there are sufficient funds in the Fire Equipment Replacement Fund to support the purchase of the nine (9) tablets and related mounting equipment and software, for an amount not to exceed $45,000; NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL HEREBY RESOLVES AS FOLLOWS: The City Council does hereby waive competitive bidding and authorizes the sole source purchase of nine (9) Getac F 110 Rugged mobile data tablets, software applications, and mounting hardware in an amount not to exceed $45,000. I, Esther C. Beirne, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the San Rafael City Council held on the 21 st day of March, 2016, by the following vote to wit: AYES: Councilmembers: Bushey, Colin, Gamblin and Mayor Phillips NOES: Councilmembers: None ABSENT: Councilmembers: McCullough ESTHER C. BEIRNE, City Clerk Print Date 02 /26/2016 Print Time 2:10:03PM Page No. 1 of 2 Printed by: Allison Gilchrist Continued on Next Page Sales Quote CDCE, Inc. 22641 Old Canal Road CCC L Yorba Linda, CA 92887 INCORPORATED I Sales Quote No. 107806 Customer No. CISRAFAEFD Telephone: 800-373-5353 Customer PO # Bill To Ship To City of San Rafael Fire Dept. City of San Rafael Fire Dept. Attn: Jeff Rowan Attn: Jeff Rowan 1039 C. Street 1039 C. Street San Rafael, CA 94901 San Rafael, CA 94901 Marin County Marin County Contact: Jeff Rowan Contact: Jeff Rowan Telephone: 415-485-3303 Telephone: 415-720-6041 Order Date Ship Via F.O.B. Customer PO Number Payment Method 2/26/2016 UPS Ground Yorba Linda Net 30 Entered By Salesperson Ordered By Allison Gilchrist Allison Gilchrist Jeff Rowan Order Approve Unit Extended Item Number /Description Quantity Quantity Price Price 9 9 FC-81CCDAIHXE 2,420.00 21,780.00 F 110 G2- i7 -5500U CPU 2.4 GHz, 11.6 inch + Webcam Win 7 Pro x64, 8GB RAM, 128GB SSD, Sunlight Readable (LCD + Touchscreen), Camera 12 12 PS -202007 110.00 1,320.00 DC BW GETAC F110 Series 12 12 PR -220046 550.00 6,600.00 Getac F110 Vehicle Port Rep - Triple Pass Thru (SMA 8 8 VM -120010 60.00 480.00 5" upper pole for GJ Lower w/center mount 12 12 ANT -145028 175.00 2,100.00 AP MultiMax (CELL/LTE/WiFi/GPS) SMA/SMA/SMA 15'131k adhesive Print Date 02 /26/2016 Print Time 2:10:03PM Page No. 1 of 2 Printed by: Allison Gilchrist Continued on Next Page CDCE, Inc. 22641 Old Canal Road Yorba Linda, CA 92887 Telephone: 800-373-5353 Bill To City of San Rafael Fire Dept. Attn: Jeff Rowan 1039 C. Street San Rafael, CA 94901 Marin County Contact: Jeff Rowan Telephone: 415-485-3303 Sales Quote CCCL INCORPORATED I Sales Quote No. 107806 Customer No. CISRAFAEFD Customer PO # Ship To City of San Rafael Fire Dept. Attn: Jeff Rowan 1039 C. Street San Rafael, CA 94901 Marin County Contact: Jeff Rowan Telephone: 415-720-6041 Order Date Ship Via F.O.B. 2/26/2016 UPS Ground Yorba Linda Entered By Salesperson Allison Gilchrist Allison Gilchrist Order Approve Item Number /Description Quantity Quantity 8 8 VM -190030 Tall Tablet Display Mount 1 1 LAB -320001 Installation Customer Site (for 12 vehicles) Customer PO Number Payment Method Net 30 Ordered By Jeff Rowan NOTE: Three extra Mounting Hardware Kits are added to quote per Jeff Rowan Approved By: ❑ Approve All Items & Quantities Print Date 02 /26/2016 Print Time 2:10:03PM Page No. 2 of 2 Printed by: Allison Gilchrist Unit Extended Price Price 110.00 880.00 4,800.00 4,800.00 Subtotal Freight 8.500 % Sales Tax Order Total 37,960.00 0.00 2,818.60 40,778.60 ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) 4 CITY COUNCIL AGENDA ITEMS --> AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 3/21/2016 From: Danielle Ferrigno Department: Fire Department Date: 2/23/2016 Topic: Purchasing Subject: RESOLUTION OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO WAIVE COMPETITIVE BIDDING TO SUPPORT THE SOLE SOURCE PURCHASE OF NINE (9) MOBILE DATA TABLETS (MDT's), SOFTWARE, APPLICATIONS AND MOUNTING HARDWARE, IN AN AMOUNT NOT TO EXCEED $45,000 WITH FUNDS APPROPRIATED IN THE FIRE EQUIPMENT REPLACEMENT FUND. Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: approved ® City Attorney Remarks: LG -Approved 3/14/16 with recommended changes shown. ® Author, review and accept City Attorney / Finance changes Remarks: reviewed. ® City Manager Remarks: FOR CITY CLERK ONLY File No.: Council Meeting: Disposition: