Administrative
Report
H.17., File # 24-1456 Meeting Date: 9/3/2024
To: MAYOR AND CITY COUNCIL
From: MIKE COOK, INFORMATION TECHNOLOGY DIRECTOR
TITLE
APPROVE THE PURCHASE OF LAPTOP AND RUGGEDIZED TABLET COMPUTERS FROM DELL MARKETING L.P. FOR AN AMOUNT NOT TO EXCEED $75,448
EXECUTIVE SUMMARY
The City is expecting ten replacement vehicles in the Police and Fire Departments in Fiscal Year 2024-25. 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. These tablet computers are schedule to be replaced, as the models in the outgoing vehicles are beyond their useful life, are beginning to fail at an increased rate, and display poor performance overall.
Additionally, the City is looking to procure 24 laptops to replace a number of shared, standby, and emergency system computers. These computers will be located in the Emergency Operations Center, Police Mobile Operations Trailer, and Special Weapons and Tactics Vehicles. The recommended purchases are part of the Information Technology (IT) Department’s scheduled IT work plan for FY 2024-25, and are funded in the IT operational budget.
BACKGROUND
The planned project is consistent with the IT Department’s ongoing efforts to support the organization technologically, increase the productivity of employees, and enhance the Cit’s delivery of services to the public. Like the equipment replacement program, these technological refreshes provide an opportunity for the IT Department to move the City to next generation technology while, at the same time, providing more efficient operations and enhanced resiliency for the organization.
The Latitude Tablets and Laptops specified feature touchscreen displays, computing power that rivals their desktop counterparts, including i7 Processors, 16GB of RAM, and 512GB Solid State Disk Drives. There are also several features critical for emergency services operations, including redundant batteries, and built in 5G Cellular Modems (simplifying in-vehicle wiring, eliminating external modems, and reducing costs), and a 4-year ProSupport Plus Warranty with Accidental Damage Protection.
Dell provides discounts to government agencies through the multi-state National Association State Purchasing Officers (NASPO) cooperative which allows participating states to join together in order to achieve cost-effective and efficient acquisition of quality products and services. In order to obtain the
H.17., File # 24-1456 Meeting Date: 9/3/2024
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, which satisfies the City’s procurement requirements for technology purchases.
COORDINATION
Information Technology staff worked directly with Police, Fire, Public Works, and Dell to select the appropriate equipment and structure the purchase, which will be coordinated between the Information Technology Financial Services Departments and Dell.
FISCAL IMPACT
The FY 2024-25 cost of $75,447.98 for the Dell computer equipment will be paid from the IT Department Internal Service Fund and is included in the IT Department’s adopted FY 2024-25 annual operational budget. Equipment costs reflect up to a 52% discount off of list price.
Funding Expenditures
$75,447.98 Info Technology $31,250 - 10 Dell Latitude Ruggedized Tablets Internal Service Fund $31,900 - 20 Dell Latitude Laptops $6,740 - 4 Dell Latitude Laptops-CellModems
$5,397.98 - Estimated Tax
$160 - Environmental Fee
$75,447.98 Total $75,447.98 Not to Exceed Cost
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Dell NASPO Master Agreement
· Dell California Participating Addendum
· Dell Quote 3000180417436.1 - $31,250
· Dell Quote 3000180417509.1 - $31,900
· Dell Quote 3000180417529.1 - $6,740