Administrative
Report
H.22., File # 23-6642 Meeting Date: 8/15/2023
To: MAYOR AND CITY COUNCIL
From: MIKE COOK, INFORMATION TECHNOLOGY DIRECTOR
TITLE
APPROVE THE PURCHASE OF DELL RUGGEDIZED TABLET COMPUTERS FROM DELL MARKETING L.P. FOR AN AMOUNT NOT TO EXCEED $54,375.23
EXECUTIVE SUMMARY
The City is expecting 14 new and replacement vehicles shared between the Police and Fire Departments this year. Each Police and Fire vehicle is equipped with a Mobile Digital Communicator (MDC) consisting of an in-vehicle mounted computer and the associated equipment necessary for communications in the field. The current computers in the outgoing Police and Fire vehicles are beyond their end-of-life and are beginning to show age with increased rates of failure and increasingly poor performance. The city-wide deployment of a combination of Tablet and Desktop style computers in vehicles with a variety of displays makes for an inconsistent experience and exemplifies poor ease of use in vehicles with portrait-oriented in-dash displays. The move to Tablet style computers will ensure longevity, ease of use, and consistency no matter what vehicle life-safety personnel are operating. Two additional Tablet computers are recommended for purchase, one as a spare terminal to eliminate vehicle down time in the event of a computer failure, and one for the testing of configuration changes and upgrades prior to deployment of changes to the fleet.
BACKGROUND
This project is part of the Department’s scheduled IT work plan for FY 23-24, is funded from the IT operational budget, and fits within the IT strategy of supporting the organization technologically as part of a continued effort to increase the productivity of employees and support the effective delivery of services to the public. Like the equipment replacement program, these technological refreshes provide an opportunity for staff to plan for and move the City to next generation technology while at the same time retaining or increasing the efficient operation and resiliency of the organization going into the future.
The Latitude Tablets specified feature touchscreen displays, the same computing power as their desktop equivalents including i7 Processors, 16GB of RAM and 512GB Solid State Disk Drives, provide several key features for emergency-services operations including redundant batteries, and built in 5G Cellular Modems (simplifying in-vehicle wiring, eliminating external modems, and reducing costs), and carry a 4-year ProSupport Plus Warranty with Accidental Damage Protection.
Purchasing Vehicle
Dell provides discounts to government agencies through a multi-state cooperative: National Association State Purchasing Officers (NASPO). The primary purpose of NASPO is to establish the means by which participating states may join together in cooperative multi-state contracting in order
H.22., File # 23-6642 Meeting Date: 8/15/2023
means by which participating states may join together in cooperative multi-state contracting in order to achieve cost-effective and efficient acquisition of quality products and services. In order to obtain the lowest cost for the Dell equipment and services, the City will participate in the Dell Master Price Agreement.
COORDINATION
The computer equipment purchase was coordinated by staff in the IT Department in consultation with the Police, Fire, and Public Works Departments.
FISCAL IMPACT
The FY 23-24 cost of $54,375.23 for the Dell computer equipment will be paid from the FY 23-24 IT Department Internal Service Fund and is included in the IT Department adopted FY 23-24 annual operating budget. Equipment costs reflect a 52% discount off of the market list price.
Funding Expenditures
Info Technology Internal Service Fund
$54,375.23
16 Dell Latitude Ruggedized Tablets
$ 50,000
Estimated Tax $ 4,311.23
Environmental Fee $ 64.00
Total Quoted Equipment Cost $ 54,375.23
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Dell NASPO Master Agreement
· Dell California Participating Addendum
· Dell Quote
· Certificate of Insurance