Agenda Item Wording:
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Authorize the City Manager to enter into an agreement with Dell to purchase 150 Mobile Data Computers by piggybacking on the National Association of State Procurement Officials (NASPO) ValuePoint competitively bid agreement, for an amount not to exceed $400,000.
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Deadline for Action: 2/7/2022
Submitting Department: Finance and Technology Services
Contact Name and Phone Number:
Jaime Salazar, IS Supervisor, 559-713-4121, jaime.salazar@visalia.city <mailto:jaime.salazar@visalia.city>
John Howison, Information Services Manager, 559-713-4122, john.howison@visalia.city <mailto:john.howison@visalia.city> Renee Nagel, Finance/Technology Director, 559-713-7375, renee.nagel@visalia.city <mailto:renee.nagel@visalia.city>
Department Recommendation:
It is recommended that the Visalia City Council authorize the City Manager to enter into an agreement with Dell to purchase 150 Mobile Data Computers that are currently on year 6 of the scheduled 5-year replacement cycle for Public Safety (Police and Fire), piggybacking the National Association of State Procurement Officials (NASPO) ValuePoint competitively bid agreement, for an amount not to exceed $400,000.
Background Discussion:
The current mobile data computers that are in use are currently at year 6 of their scheduled 5-year replacement schedule. These units carry a 5-year manufacture warranty period that expired in October 2021 which makes repairs much more difficult to facilitate resulting in delays in replacing equipment and broken devices that must have replacements purchased out of cycle.
Due to the nature in which these devices are used by Public Safety, they endure a more extreme environment than the City’s standard computers and the warranty and quick turn around of equipment is vital in keeping the departments operational. Additionally, the City no longer has spare devices since the spare devices that were in inventory have been used to replace broken devices. IS staff have been able to maintain the PD’s operational level but anticipate difficulty continuing to do so.
IS staff were heavily involved during the initial pandemic response and subsequent CARES funded projects. Due to the time frame of the funding window for the CARES projects, the MDC replacement analysis was moved back one year. During the subsequent analysis it was determined that this project would meet the requirement to be funded by the American Rescue Plan Act (ARPA) fund and was submitted and approved by Council.
Pending Council approval of this equipment purchase it is expected that the mobile data computers will be shipped this April and deployed shortly after.
The new MDC’s will retain all the previous model’s productivity features such as a touchscreen display, backlit keyboard, built in LTE, ruggedized form factor and will now feature the following enhancements: 1) Infrared Webcam for joining web meetings 2) Larger 14” touchscreen display for improved visibility 3) Biometric Fingerprint reader for easy sign-in and an increased layer of security.
The cost per unit is $2616, Police and Fire will utilize the same model to allow for MDC standardization which will also allow for easier and faster support by the Information Services department.
Fiscal Impact:
Funds for this project were appropriated by Council on December 20, 2021 (6420-72000/EQ0181). This project has a current budget of $450,000 in the American Rescue Plan Act (ARPA) fund.
On December 20, 2021, staff presented to Council the proposed ARPA funded projects, this included the Public Safety mobile device computers. To help prevent congregate settings, the new mobile data computers will be equipped with video conferencing capabilities to allow for remote daily briefings and other necessary meetings
Prior Council Action: At the December 20, 2021, Regular City Council Meeting, Council approved this project with other proposed ARPA funded projects.
Other: N/A
Alternatives: Council can choose to deny the recommendation and reconsider the project as a general fund capital improvement project (CIP) or direct staff to evaluate options to continue to support the current devices for another year.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to enter into an agreement with Dell to purchase 150 Mobile Data Computers for an amount not to exceed $400,000.
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Attachments: Dell Quote.pdf, NASPO Value Point.pdf, California-participating-addendum.pdf