Fremont City Council Meeting: 05/21/24 07:00 PM
3300 Capitol Avenue Div/Dept: Police Department
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5156) DOC ID: 5156
Updated: 5/16/2024 3:39 PM by Dina Lewis Page 1
PURCHASE OF MOBILE DATA COMPUTERS - Authorize the City Manager, or her Designee, to Issue a Purchase Order with Stommel Inc, dba LEHR in the amount not to exceed $714,727.23 for the Purchase of Panasonic Mobile Data Computers and to Execute Any Implementing Documents and Take Any Implementing Actions as Necessary.
Contact Persons:
Name: Matthew Snelson Calvin Tang
Title: Police Captain Police Lieutenant
Div/Dept: Police Department Police Department
Phone: 510-790-6874 510-790-6875
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this staff report is to recommend that the City Council authorize the City Manager, or her designee, to issue a purchase order to Stommel Inc, dba LEHR in an amount not to exceed $714,727.23 (including applicable sales tax and shipping charges) for the purchase of Panasonic mobile data computers, printers, and accessories, and to execute any implementing documents and take any implementing actions as necessary.
BACKGROUND: Mobile Data Computers (MDCs) have been in use at the Fremont Police Department since 1990. These computers affixed to the interior of patrol vehicles provide high-speed digital communications between field units, the Computer Aided Dispatch (CAD) system, and the Records Management System (RMS). Field units rely on the police radio in conjunction with an MDC to be dispatched to calls for service. Through our CAD system, communication dispatchers relay critical information related to potential hazards, any previous calls for service, or if individuals known to the area are considered wanted.
The development of Geographical Information Systems (GIS) and mapping systems integrated with CAD allow MDCs to work as a local atlas. Software integrated within the MDC allows personnel to author police reports and review evidence in the field. This convenience allows field personnel to remain available throughout the City without the need to return to the Police Department.
The Fremont Police Department is taking an active role in digitizing forms associated with patrol operations. The ability for personnel to complete forms electronically speeds the processing of citations, reports, and evidence. On-board printers create an option for personnel to print documents when needed by a victim, offender, or a medical/holding facility, and serve as a safeguard for field personnel.
The existing Panasonic CF-33 MDCs and CF-20 tablets, which are on board Fremont Police patrol vehicles, community service officer vehicles and traffic motorcycles have reached the end of their lifespan. The in-vehicle MDCs have been upgraded on a five-year cycle, but the manufacturer of the equipment only provides a five-year warranty.
Council Staff Report (ID # 5156) Meeting of May 21, 2024 Updated: 5/16/2024 3:39 PM by Dina Lewis Page 2
DISCUSSION/ANALYSIS: The new Panasonic CF-33 MK3 MDCs and FZ-G2 tablets are equipped with faster computer processors, faster memory, and larger hard drives. Intel Corei5 and Core i7 processors excel at multitasking and processes which call for demanding workloads. Both options were added to accommodate the growing needs of the police officers in the field. During the normal course of duty, personnel operate a series of software, to include among others: CAD, report writing software, and an AXON fleet camera (license plate readers).
Currently, the Police Department’s Traffic Unit utilizes the Panasonic CF-20 tablet. They are smaller versions of the CF-33 MDC and can be secured inside the back of a police motorcycle. Traffic officers have access to the same programs and databases made available to patrol officers. Panasonic no longer manufactures the CF-20, but replaced it with a new model, the Panasonic G2. Like the CF-20, its specifications are similar to a CF-
33. In addition to the MDCs and tablets, the recommended purchase includes the Brother PocketJet8 printer which is compact and ideal for the limited interior space within patrol vehicles. The PocketJet8 printer is compatible with the Panasonic MDCs and is easy to operate.
Based on the compatibility, continuity of use and past positive experience with the existing Panasonic MDCs, staff is recommending the authorization to purchase the desired equipment and warranty through a cooperative purchasing agreement.
Use of Another Agency’s Contract Terms
Pursuant to the City’s Purchasing Ordinance, Section 3.20.310(b), the City is authorized to “piggyback” and enter into a contract to buy equipment or services based on the terms of an existing contract between the contractor and another public agency without competitive bidding. To qualify, the terms of purchase in the City’s proposed contract must be materially the same as those of the existing contract, and the contract must have resulted from procurement methods similar to those required by the Purchasing Ordinance.
The Cooperative Purchasing Program NASPO ValuePoint is a national cooperative procurement program offering its member agencies access to publicly solicited contracts. As a member of NASPO ValuePoint, the City has the opportunity to realize cost savings by utilizing existing NASPO ValuePoint contracts.
Pursuant to a public solicitation in 2020, NASPO ValuePoint entered into a contract with Panasonic Connect North America for the purchase of computers, tablets, and other products. The solicitation method meets the requirements of the City’s Purchasing Ordinance and the terms of purchase in the recommended City contract with Panasonic Connect North America are materially the same as those of the contract with NASPO ValuePoint. As specified in the Purchasing Ordinance, the Finance Director and the City Manager have approved the proposed use of the NASPO ValuePoint contract with Panasonic Connect North America.
The recommended purchase order is with Stommel Inc, dba LEHR, as Panasonic has authorized LEHR to sell and deploy its equipment purchased through the NASPO ValuePoint Council Staff Report (ID # 5156) Meeting of May 21, 2024 Updated: 5/16/2024 3:39 PM by Dina Lewis Page 3
contract. The total not-to-exceed amount for the purchase of 101 MDCs, 101 printers, 14 tablets, and hardware is $714,727.23, including a 5-year warranty and applicable sales tax.
FISCAL IMPACT: Funds for this purchase have been appropriated in the Information Technology Services Capital Replacement Fund (Fund 625) and in the Police CAD/RMS Systems Replacement Project (PWC 9017-501) in the Capital Improvements Fund (Fund 501).
ENVIRONMENTAL REVIEW:
The purchase of computer hardware and software maintenance services is not a project under the California Environmental Quality Act (CEQA) as defined in CEQA Guidelines Section 15378(b)(3) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment.
Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA.
ATTACHMENTS: None.
RECOMMENDATION: Authorize the City Manager, or her designee, to issue a purchase order to Stommel Inc, dba LEHR in the amount not-to-exceed $714,727.23 (including applicable sales tax and shipping charges) for the purchase of Panasonic mobile data computers, printers, and accessories and to execute any implementing documents and take any implementing actions as necessary.