HomeMy WebLinkAbout4.10 Purchase Mobile ComputersSTAFF REPORT CITY CLERK
DUBLIN CITY COUNCIL File #
3
DATE: May 3, 2010
TO: , Honorable Mayor and City Councilmembers
FROM:'- ° Joni Pattillo, City Manager
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SUBJECT: Waiver of Bid Requirement As Authorized by Municipal Code and Authorization to
Purchase Mobile Computers from Insight Public Sector under the U.S.
Communities Purchasing Agreement
Report Prepared by Steve Pappa, Information Systems Manager
EXECUTIVE SUMMARY:
The purchase of ten Panasonic Toughbook computers is proposed. Seven will be replacement
devices for mobile use by Dublin Police Services and three are being acquired as part of the
new City Permit System, to be used by City staff. The US Communities Purchasing Agreement
allows public agencies to make purchases using agreements established through a cooperative
public bid process. This results in savings to the City in expediting the purchasing process and
providing items at a competitive price. The Dublin Municipal Code requires the City Council to
authorize purchases in excess of $20,000 which use this type of arrangement.
FINANCIAL IMPACT:
Sufficient funds exist in the Internal Service Fund Fiscal Year 2011-2012 computer replacement
budget and the Capital Improvement Project budget for Combined Finance / Permit System
(CIP 930003). The cost of ten Panasonic Toughbook computer units purchased from Insight
Public Sector under the US Communities pricing is not to exceed $39,760.
RECOMMENDATION:
Staff recommends that the City Council adopt the Resolution authorizing a waiver of the format
bid requirements and the purchase of 10 Mobile Computers from Insight Public Sector,
pursuant to the US Communities Purchasing Agreement.
ZIA c?
Submitted By Revi ed By
Administrative Services Dir. Assistant ' anager
Page 1 of 2 ITEM NO. 4.10
DESCRIPTION:
Police Patrol Cars were originally outfitted with a mobi{e computer terminals manufactured as
part of the system offered under the brand name Data911. The Alameda County Sheriff's
Office is eliminating the use of the Data911 terminals with lap-top computers as replacements
occur. The use of lap-tops designed for mobile uses require a simpler installation and are
expected to address reliability problems experienced with the old system. Upon delivery of the
lap-tops, Dublin Police Services will arrange separately for the mounting and installation of the
new computers. The on-going maintenance of the computers and connection to the Sheriffs
Department data sources is handled as part of the contract for services with the Sheriffs
Department. A total of seven terminals are proposed to be repiaced as part of the Fiscal Year
2010/2011 Internal Service Fund Equipment Replacement Budget.
The City has replaced the City Permits and Licensing system with an integrated software system
provided by Tyler Technologies - Eden System. This system, along with recent improvements
to the City computer Nefinrork, can allow City Staff remote access to the Permits and Licensing
database. Part of the capital project funding included the acquisition of 3 mobile terminals to be
used in the field by Building Inspection, Code Enforcement, and Public Works Inspection Staff.
T.hese will be portable units that will be taken into the field and secured in the office when not in
use. The access to the actual Permits data will allow the inspection staff to more efficiently
complete inquiries and gather information when they are in the field.
Purchasing items in an efficient manner ultimately saves City resources. By using cooperative
equipment bids, the City saves time and resources in preparing specifications and administering
the bidding process. At the same time the City receives competitive pricing that was de~ived
from a competitive bid administered by another agency.
Local government agencies can participate in an agreement with the U.S. Communities
Government Purchasing Alliance. U.S. Communities is a partner with the League of Ca{ifornia
Cities and serves agencies nationwide. Section 2.36.050(A) (10) of the Municipal Code allows
for exceptions to the formal bidding process when the City is able to procure items from a
competitive bid process administered by another public agency. The Code requires that any
purchases made in this manner that are more than $20,000, shall be approved by the City
Council (Section 2.36.050(B)). A resolution has been prepared which authorizes the purchase
using the US Communities contract pricing (Attachment 1). The total cost of fhe 10 mobile
computers will not exceed $39,760, including an extended service agreement.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None
ATTACHMENTS: 1. Resolution authorizing a waiver of the formal bid
requirements and the purchase of mobile computer
equipment from Insight Public Sector, pursuant to the US
Communities Purchasing Agreement.
Page 2 of 2
1 ~f ~
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RESOLUTION NO. xu -11
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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AUTHORIZING A WAIVER OF FORMAL BID REQUIREMENTS AND THE PURCHASE OF
MOBILE COMPUTER EQUIPMENT FROM INSIGHT PUBLIC SECTOR PURSUANT TO THE
US COMMUNITIES PURCHASING AGREEMENT
WHEREAS, the City requires the purchase of mobile computers for City operations; and
WHEREAS, Insight Public Sector has a valid pricing agreement publicly bid and
administered by US Communities Government Purchasing Alliance; and
WHEREAS, Section 2.36.050(A)(10) of the Dublin Municipal Code allows for exceptions
to the typical public bidding process when the City is able to procure items from a competitive
bid process administered by another public agency; and
WHEREAS, if the purchase being made under section 2.36.050(A) exceeds $20,000 the
City Council must authorize the purchase (section 2.36.050 (B)); and
WHEREAS, the US Communities agreement meets the requirement for public bids; and
WHEREAS, the estimated cost of the Fiscal Year 2010-2011 replacement of seven
mobile police vehicle terminals and purchase of three lap-tops as part of Capital Project 930003
(Integrated Permit, Licensing, Finance System) under the US Communities purchasing
agreement will not exceed $39,760.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin
hereby authorizes the City Manager as Purchasing Agent to procure mobile computer terminals
in Fiscal Year 2010-2011., under a purchasing agreement publicly bid by US Communities
Government Purchasing Alliance at a purchase cost of $39,760 as described to the City Council
on May 3, 2011. ~
PASSED, APPROVED AND ADOPTED this 3rd day of May, 2011, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
Mayor
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ATTACHMENT 1