Police Department
www.santa-ana.org/police
Item # 6
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
June 18, 2024
TOPIC: Mobile Data Communications Equipment and Installation Services
AGENDA TITLE
Approve Agreement with CDCE, Inc. for Mobile Data Communications Equipment and Installation Services (Spec No. 24-064) (General Fund and Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with CDCE, Inc. to provide mobile data communications equipment and installation services in an amount not to exceed $524,724 including a $25,000 contingency amount, for a term beginning June 18, 2024 and expiring June 17, 2029 (Agreement No. A-2024-XXX).
GOVERNMENT CODE §84308 APPLIES:Yes
DISCUSSION
The Santa Ana Police Department utilizes a wide variety of technologies in the field.
Many of these technologies require a reliable data connection. This includes:
•receiving calls for service information to respond to the community; •connections to law enforcement systems to enhance public and officer safety; •vehicle location information to facilitate efficiency and accountability.
The current data communication equipment in the Police Department’s fleet is over eight years old and the technology is outdated. Many components are failing due to continuous use and the end of serviceability.
After evaluating a variety of options, the Police Department selected a modern mobile router from Cradlepoint paired with an antenna from Parsec Technologies as the foundation for the new mobile data platform. Factors including performance, security, and reliability were all taken into consideration. The new equipment will also provide a secure data communication solution that the Department can use to enable next- generation technologies as they are needed in the field. Beyond simple procurement, the equipment requires expertise in mobile technology installation, specifically with the
Mobile Data Communications Equipment and Installation Services June 18, 2024
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technical complexity of police vehicles. The City released a Request for Proposals to find a vendor with the knowledge, experience, and personnel to provide installation into one hundred fifty-one (151) vehicles, in addition to supplying the necessary installation equipment and supplies.
Request for Proposals (RFP) No. 24-064 was advertised on April 24, 2024 utilizing the City’s online bid management and publication system. A summary of RFP vendor participation and results is as follows:
358 Vendors notified
2 Santa Ana vendors notified
32 Vendors downloaded the bid packet
4 Bids received
0 Bids received from Santa Ana vendors
Proposals were solicited, opened on May 22, 2024, and evaluated. Four bids were submitted by the RFP deadline, and three were determined to be responsive to the specifications and met the City’s requirements. The bid submitted by Lehr Auto was deemed non-responsive and did not meet the requirements of the RFP. The proposal submitted by CDCE, Inc. of Yorba Linda, CA was determined to be the most responsive to the specifications and best met the City’s requirements for product, services, and mandatory timeline.
The agreement is for a five-year period to cover the service and hardware warranty period stipulated in the RFP. The Cradlepoint routers specifically include a five-year warranty, which is required to ensure their continued operation as well as the ability to manage these mobile devices. A component of the agreement includes services by CDCE, Inc. to remove and replace the routers under that warranty should it be necessary.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding is available in the FY 2023-24 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration as follows:
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Fiscal
Year
Accounting Unit
- Account No. Fund Description Accounting Unit,
Account Description Amount
FY 23-24 01214010-
66400 Cannabis Fund
Police Enforcement
Services, Machinery
& Equipment
$163,568
FY 24-25 12814407-
66400
Supplemental
Law
Enforcement
Services Fund
SLESA, Machinery &
Equipment $361,156
Total $524,724
Staff anticipates the equipment will be ordered and installation services will begin in FY 2024-25. Therefore, the FY 2023-24 funding identified above will be presented to City Council for approval of carryover to FY 2024-25.
EXHIBIT(S)
1. Agreement with CDCE, Inc.
Submitted By: Robert Rodriguez, Acting Police Chief
Approved By: Alvaro Nuñez, Acting City Manager