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Agenda Report
December 15, 2025
TO: Honorable Mayor and City Council
FROM: Pasadena Police Department
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT
WITH CDW, LLC TO PURCHASE RUGGEDIZED CONVERTIBLE
COMPUTERS FOR AN AMOUNT NOT TO EXCEED $1,507,109
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the action proposed herein is not a "project" subject to the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines Section 21065 and within the meaning of Section 15378(b); and
2. Authorize the City Manager to enter into a contract as a result of the competitive bid process, as specified by the Pasadena Municipal Code Section 4.08.045 with CDW, LLC (DBA CDW Government, LLC and CDW Government) for an amount not to exceed $1,507,109, which includes the base bid amount of $1,370,099 and a ten percent contingency of $137,009 to provide for any necessary change orders.
BACKGROUND:
The Pasadena Police Department (PPD) utilizes computer dispatching and paperless systems for report writing, as well as accessing law enforcement databases as part of its investigations. These activities require secure network access and logins. For these operations, officers need to have "always-on" or uninterrupted connectivity that cannot be duplicated using shared computers, as they move between the mobile terminals in their vehicles and offices in the police station.
Working with the Department of Information Technology (DolT), PPD analyzed requirements and potential solutions to meet our operational needs while also ensuring compliance with the FBI'S Criminal Justice Information Services security policies and city cybersecurity requirements. The PPD also coordinated with BSFMD for equipment installation into police vehicles, utilizing manufacturer authorized teams to install vehicle docks to use with the laptops as part of the overall purchase.
I
MEETING OF 12/15/2025AGENDA ITEM NO..4
Purchase Ruggedized Laptops
December 15, 2025
As a result, the Police Department is seeking to provide every employee who has field duties an issued laptop computer with integrated cellular internet access, install desktop docks within the police station to utilize existing monitors and peripherals with the laptops, and provision our enforcement vehicles with vehicle docks for the laptops. This will meet department mission needs and result in increased efficiency on the part of the officers and non-sworn personnel.
This project also has the potential to reduce vehicle maintenance costs by reducing vehicle idle times. Currently, vehicles must be idled to ensure the computers in the vehicle stay on and logged in to the dispatch system. The laptops will be able to stay on without the vehicle running, reducing engine operating times without compromising on operational needs.
It should be noted this project is being undertaken during normal lifecycle replacement of computers in the department.
PPD, in coordination with DolT, opened an Invitation for Bids (IFB) to solicit for ruggedized laptops, accessories, and equipment installation into police vehicles. The IFB was released via Open GOV on November 10, 2025. A total of 4,077 vendors received the solicitation notice, and 43 vendors downloaded the IFB. Five bids were received by the submission deadline on November 25, 2025. The selection was based on the lowest and best bid.
The following table details the cost from each vendor's bid.
Table 1: Bid Tabulations
VendorLocationTotal Bid Amount
AFI Alt Fuel Innovations,
Inc.
Kansas City, MO$1,639,108
CDW Government, LLC | Vernon Hills, IL$1,370,099
Code 3 TechnologyMesa, AZ$1,425,990
Rok Brothers, Inc.Millersville, MD$1,555,863
Saitech, Inc.Fremont, CA$1,550,187
CDW Government, LLC was the lowest and best bid.
Staff is recommending the City Council authorize the City Manager to enter into a contract with CDW Government, LLC to provide ruggedized laptops, not to exceed a total contract award of $1 ,507,109 which includes a ten percent contingency of $137,009 to provide for any necessary change orders.
Purchase Ruggedized Laptops
December 15, 2025
COUNCIL POLICY CONSIDERATION:
The proposed action is consistent with the City Council's Strategic Plan Goals to ensure public safety and maintain fiscal responsibility and stability.
ENVIRONMENTAL ANALYSIS:
CEQA excludes, from environmental review, actions that are not "projects" as defined by CEQA Guidelines Section 21065 and within the meaning of Section 15378(b).
Sections 21065 and 15378(b) define a project as an action which may cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. Section 15378 excludes from the definition of "project" continuing administrative or maintenance activities, such as purchases for supplies and services. The actions proposed herein, authorizing the City Manager to enter into a contract for purchasing laptops, is an administrative activity for the purchasing of supplies, and therefore is not a "project" as defined by CEQA. Since the action is not a project subject to CEQA, no environmental document is required.
FISCAL IMPACT:
The total cost of this action is an amount not to exceed $1,507,109. Funding for this action will be addressed by the utilization of existing budgeted appropriations in the CIP Project 71173 Mobile Data Computer Replacement.
Respectfully submitted,
/
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EUGENE Harris
Chief of Police ^
Prepared by:
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^Riehl
Sergeant
Approved by:
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'MIGUEL MARQUEZ
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City Manager