City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: OCTOBER 8, 2024 FROM: POLICE DEPARTMENT WARDS: ALL SUBJECT: MEASURE Z - PURCHASE OF 31 PANASONIC CF-33 TOUGHBOOKS, FIVE-YEAR WARRANTY, AND ACCESSORIES FROM LEHR IN THE AMOUNT OF $233,561.04, PURSUANT TO PURCHASING RESOLUTION NO. 24101, SECTION 602 (F) ISSUE:
Authorize the purchase of 31 Panasonic CF-33 Toughbooks, five-year warranty, and accessories from Lehr, of Anaheim, CA, in the amount of $233,561.04, pursuant to Purchasing Resolution No. 24101, Section 602(f).
RECOMMENDATION:
That the City Council authorize the purchase of 31 Panasonic CF-33 Toughbooks, five-year warranty, and accessories from Lehr, of Anaheim, CA, in the amount of $233,561.04, pursuant to Purchasing Resolution No. 24101, Section 602(f).
BACKGROUND:
To help address service cuts, as well as a portion of the City’s critical unfunded needs, at staff’s recommendation, the Mayor and the City Council placed Measure Z on the November 8, 2016 ballot. The measure authorized a one-cent increase in the City’s sales tax rate and was approved by over 60% of Riverside voters. The collection of the additional one-cent sales tax began on April 1, 2017.
On May 16, 2017, the City Council approved the Measure Z Spending Plan. As part of the Measure Z Spending Plan, the City Council approved funding for a Police Vehicle Replacement and Maintenance Plan in the amount of approximately $2.2 million per year.
Measure Z funding for this Plan was continued through the current fiscal year as part of the approved budget and is established to fund the purchase of replacement vehicles for the Police Department, as well as the equipment necessary to put the vehicles in service.
Earlier this calendar year, the Police Department ordered 15 new Ford Police Interceptor SUVs utilizing the Measure Z Police Vehicle Replacement and Maintenance funds. In October 2023, the Department also ordered 11 new Ford F150 Crew Cab 4x4 trucks for Police Officers that will be assigned to the Public Safety Engagement Teams (PSET) with Measure Z funds specifically set aside for the PSET Urban and PSET Wildland Programs. All of the vehicles will need to be equipped with radios, WatchGuard in-car video systems, and computers before they can be deployed.
DISCUSSION
Earlier this calendar year, the General Services Department placed an order for 15 Ford Explorer Police Interceptor utility vehicles for the Riverside Police Department as approved in the Measure Z Spending Plan, Vehicle Replacement and Maintenance Plan. In October of 2023, an order was also placed for 11 Ford F150 Crew Cab 4x4 trucks for the Police Officers that will be assigned to PSET with Measure Z Funding specifically set aside for PSET Urban and PSET Wildland Programs.
As part of the standard emergency equipment installed in these vehicles, they will need to be equipped with Panasonic CF-33 Toughbooks. The Police Department conducted an equipment inventory and determined that there was a need to purchase 31 of the devices proposed for purchase. The devices will be installed in the 26 new vehicles described in this report. The additional five devices will be kept on hand for the next order of vehicles or to replace malfunctioning or damaged devices from existing vehicles if and when these issues arise.
The Police Department obtained quote # 48501 on 8/14/2024 from Lehr, of Anaheim, CA, for 31 Panasonic CF-33 Toughbooks in the amount of $233,561.04. Lehr is providing pricing in accordance with their NASPO Cooperative Contract 23019.
On November 4, 2020 Request for Proposals number 29720 (RFP #29720) was released for Computer Equipment, Peripherals & Related Services. The RFP #29720 closed on March 18, 2021 with 28 responses. Of the total responses 24 suppliers were recommended for award across the 3 Bands based on responsiveness and final rankings against the pre-established evaluation criteria. Virtual evaluations were led by the Lead State of Minnesota. The evaluation was completed by the Sourcing Team on 12/17/2021. One awardee rescinded its proposal and will not be awarded for a final total of 23 awarded suppliers. The State of Minnesota in partnership with NASPO ValuePoint has awarded cooperative Master Agreements for Computer Equipment, Peripherals & Related Services on July 23, 2023. Participating Addendum Number 7-23-70-55-10 is entered into between the State of California, Department of General Services and Panasonic Corporation of North America (under the lead state of Minnesota NASPO ValuePoint Master Agreement Number 23019 with a term of February 1, 2024 through June 30, 2025. Lehr is an authorize reseller of Panasonic Corporation of North America.
Therefore, the Police Department is proposing to purchase 31 Panasonic CF-33 Toughbooks from Lehr, of Anaheim, CA.
Purchasing Resolution 24101, Section 602 (f) states that Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required, “When Cooperative Purchasing is available and undertaken or when Goods can be obtained through Federal, State and/or other public entity pricing contracts or price agreements.” The Purchasing Manager concurs that the recommendation is in compliance with Purchasing Resolution 24101, Section 602 (f).
The Chief Innovation Officer concurs with staff’s recommendations and confirms that this item is in accordance with the City’s technology standards, guidelines and policies STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority No. 2 Community Well-Being and Goal No. 2.4 – Support programs and innovations that enhance community safety, encourage neighborhood engagement, and build public trust.
This item aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – The Panasonic Toughbooks allow the officers to efficiently conduct work in the field to better serve the community. Each Police Department Vehicle is equipped with a Panasonic Toughbook.
Equity – The Police Department provides public safety services to all residents in the City of Riverside. The use of the Panasonic Toughbooks ensures equitable and efficient distribution of department resources.
Fiscal Responsibility – The RPD obtained a quote for this purchased based on a competitively bid NASPO Contract. The quote is in accordance with the City’s Purchasing Resolution.
Innovation – The Riverside Police Department upgraded to the Panasonic Toughbooks in 2018 to ensure enough storage space and processing speed to conduct business in the field. These improvements were made in order to meet the community’s changing needs and prepare for the future.
Sustainability & Resiliency – The proposed Panasonic Toughbooks have the capacity to meet the present and future needs of the RPD and ensure the Departments capacity to preserve, adapt and grow with the needs of the community.
FISCAL IMPACT:
The total fiscal impact of the action is $233,561.04. Funding is available in the Measure Fund, PD Vehicle Replacement account 8001201-450057, Measure Z Fund, Homeless Outreach - Wildlands account number 8004909-421000, and Measure Z Fund, Homeless Outreach – Urban account number 8003909-421000.
Fund
Program
Account
Amount
Measure Z
Police Field Operations – Vehicle Replacement
8001201-450057
$150,684.54
Homeless Outreach – Wildlands
8004909-421000
$67,808.04
Homeless Outreach – Urban
8003909-421000
$15,068.46
Total
$233,561.04
Prepared by: Chris Wagner, Police Captain
Approved by: Larry Gonzalez, Chief of Police
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Mike Futrell, City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachment: Lehr Quote
Purchase of 31 Panasonic Toughbooks • Page 2