CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 5 Section Name: {{section.name}} Account Number: 10-5112 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Police Department
MEETING DATE: December 04, 2023
SUBJECT:
Police Vehicle Computer Replacement – Purchase
RECOMMENDATION:
Adopt a Resolution to approve the use of an alternative purchasing procedure and Master Purchasing Agreement and Participating Addendum with CDWG for the purchase of 56 Panasonic laptops per the City’s computer replacement schedule in the amount of $252,996.21and 40 Havis laptop docking stations in the amount of $27,582.65 for a total amount of $280,578.86; and authorize the Chief of Police to execute the agreement in substantially the form presented.
BACKGROUND:
Each of the Police Department’s patrol vehicles have an in-car computer, which are Panasonic CF-33 ‘Toughbook’ style laptops. Our City’s replacement strategy for computers is to replace after five years in service to mitigate potential maintenance issues, support problems, and to keep the equipment current with industry standards. The CF-33s were purchased in April, 2018, and are past due for replacement. The Police Department has identified the Panasonic FZ-55 laptop as the optimal device, aligning with policing industry best practices for in-car computers. In addition to the new laptops, new docking stations, that hold the laptop and enable their usage in the patrol vehicles, are also needed. Havis docking stations have been identified by staff as the optimal hardware to meet this need.
Staff obtained the quotation for the proposed purchase through a purchasing cooperative known as the National Intergovernmental Purchasing Alliance (NIPA) with the City of Mesa, Arizona as the lead agency. NIPA contracts allow participants to pay less through competitively solicited, evaluated, and awarded contracts that leverage the cooperative buying power of local government agencies, avoiding costs normally associated with the development of highly technical bid specifications, while assuring that competitive prices were received. CDWG is a participating vendor under NIPA contract #2018011-01 and is recommended because the quality of its customer support and services, its efficient warranty and replacement policy, and because its products have proven to be of high quality and are stable and reliable.
Municipal Code section 3.60.070(h)(3) provides that the City may use any purchasing procedures approved by the City Council, if the City Council makes a finding concurrent with the award of the contract that the procedures are in the best interest of the City. Utilizing NIPA’s procurement service is in the best interest of the City because it offers competitively priced contracts for goods and services, allows the City to avoid costs normally associated with the development of highly technical bid specifications, and assures that competitive prices are received. Based on the above, staff recommends approving the purchase of 56 laptop computers pursuant to the Master Purchasing Agreement and Participating Addendum with CDWG for an amount not to exceed $252,996.21; and 40 docking stations in an amount not to exceed $27,581.65.
BUDGET IMPACT:
Funds have been accrued and are available for the laptop computers and docking stations through the City’s Computer
CITY OF SAN MATEO
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Replacement Fund (Fund 81) for the purchase, which includes a 5-year warranty.
ENVIRONMENTAL DETERMINATION:
This action is not a project subject to CEQA, because it can be seen with certainty that it will not cause a physical change in the environment. (Public Resources Code Section 21065.)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Attachment 1 – Proposed Resolution
Attachment 2 – CDWG Quote for Panasonic Laptops
Attachment 3 – CDWG Quote for Havis Docking Stations
Attachment 4 – City of Mesa, AZ, NIPA Agreement and Amendments
STAFF CONTACT
Ed Barberini, Chief of Police
[email protected]
(650) 522-7600
Matt Lethin, Lieutenant
[email protected]
(650) 522-7663