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Home My WebLink AboutItem 4.10 Purchase Mobile ComputersG~~.~ O~ 'Dp~~2 : ///, ~~\ ~1~ . 19 ~,=iI~7 82: ~ "l ~ -~ l ,. , C'`iLIFOR~~ STAFF REPORT C I T Y C L E R K DUBLIN CITY COUNCIL File # ^~00-0~ DATE: May 3, 2010 TO: ~ Honorable Mayor and City Councilmembers FROM:" "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 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 rep{acement 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 formal bid requirements and the purchase of 10 Mobile Computers from Insight Public Sector, pursuant to the US Communities Purchasing Agreement. l~ ~, Submitted By Administrative Services Dir. Revi ed By Assistant anager Page 1 of 2 ITEM NO. ~•~D ~'~ ~ 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 ~ ~` RESOLUTION NO. xu -11 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 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 ~~.~-~~•r~ ~1~~s- ATTACHMENT 1