HomeMy WebLinkAboutItem 4.5 Purchase Mobile Computers~~~~ Off' nU~~~
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DATE:
TO:
FROM:
STAFF REPORT
CITY COUNCIL
CITY CLERK
File #350-20
March 6, 2012
Honorable Mayor and City Councilmembers
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Joni Pattillo, City Manager ° ~'
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
Prepared by Steve Brown, Lieutenant
EXECUTIVE SUMMARY:
The purchase of ten Panasonic Toughbook computers is proposed. Nine computers will be
purchased for mobile use by Dublin Police Services, and one is being acquired for use by the
Public Works Department. 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 that the City Council authorize
purchases in excess of $20,000 which use this type of arrangement.
FINANCIAL IMPACT:
Sufficient funds exist in the Fiscal Year 2011-2012 Internal Service Fund and the Federal Asset
Seizure Fund. The cost of ten Panasonic Toughbook computer units purchased from Insight
Public Sector under the US Communities pricing is not to exceed $40,166.
RECOMMENDATION:
Staff recommends that the City Council adopt the Resolution authorizing a waiver of the formal
bid requirements and the purchase of 10 Mobile Computers from Insight Public Sector, pursuant
to the US Communities Purchasing Agreement.
Submitted By
Police Chief
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Reviewed By
Administrative Services
Director
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Reviewed y
Assistant City Manager
Page 1 of 2 ITEM NO. 4.5
DESCRIPTION:
Dublin Police Patrol Cars were originally outfitted with a mobile computer terminals
manufactured as part of the system offered under the brand name Data911. The Alameda
County Sheriff's Office (ACSO) is eliminating the use of the Data911 terminals with lap-top
computers as replacements. 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 ACSO data sources is handled as part of the contract for services with ACSO. A
total of eight terminals are proposed to be replaced as part of the Fiscal Year 2011-2012
Internal Service Fund Equipment Replacement Budget. This will complete the transition of
Police Patrol Car terminals to lap-tops.
An additional terminal will be purchased for installation in the Police Services fleet vehicle used
by the Fleet Technician in order to expedite vehicle abatement activities. Funds acquired from
the federal government for Federal Asset Seizure activities will cover the cost of the terminal
and installation.
One laptop for Public Works' use is proposed to be replaced as part of the Fiscal Year 2011-
2012 Internal Service Fund Equipment Replacement Budget.
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 derived
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 California
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(8)). A resolution has been prepared which authorizes the purchase
using the US Communities contract pricing (Attachment 1). The total cost of the 10 mobile
computers will not exceed $40,166, 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
RESOLUTION NO. xx - 12
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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 2011-2012 purchase of 10 mobile
police vehicle terminals and purchase of one lap-top under the US Communities purchasing
agreement will not exceed $40,166.
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 2011-2012., under a purchasing agreement publicly bid by US Communities
Government Purchasing Alliance at a purchase cost of $40,166 as described to the City
Council on March 6, 2012.
PASSED, APPROVED AND ADOPTED this 6t" day of March, 2012, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
ATTACHMENT 1
City Clerk
ATTACHMENT 1