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APPROVAL FOR THE PURCHASE OF REPLACEMENT MOBILE DATA COMPUTERS (MDC)
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DEPARTMENT: Information Technology (I.T.) Department
PRESENTED BY: Steve Ely, I.T. Director
CONTACT INFORMATION: Steve Ely, I.T. Director, (714) 754-4891
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Authorize the purchase of replacement Mobile Data Computers (MDC) for the Fire & Rescue Department based on pricing provided through the National Association of State Procurement Officials (NASPO) Value Point Master Agreement No. MNWNC-124 and California’s Participating Addendum #7-15-70-34-023 for $168,331.76, with a 10% contingency ($16,833.18) for unforeseen costs, for a total not-to-exceed amount of $185,164.94.
2. Authorize the City Manager to execute the necessary documents for the purchase of the MDCs and associated hardware from CDCE, Inc., 22641 Old Canal Road, Yorba Linda, California, 92887.
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BACKGROUND:
The current Datalux MDCs, implemented in 2014, have reached their “end of life” and are no longer supported by the manufacturer as of December 2019. These systems are required; therefore, must be replaced.
Currently, MDCs are deployed in all Fire & Rescue Department vehicles, including support vehicles such as the Battalion Chiefs’ and reserve units. The MDC is an integral piece of equipment allowing personnel in the field to communicate with the Dispatch Center and each other. They also allow personnel to access a variety of information and perform various tasks, which allows members to be more efficient and effective.
ANALYSIS:
When the Fire & Rescue Department determined the need to replace its aging MDCs, a search was conducted for cooperative agreements with vendors that could provide MDC solutions and services. The Department found the following vendors were awarded a computer cooperative agreement that could be used in the State of California:
• Panasonic
• Getac
• Dell
After comparing the vendor information, the Fire & Rescue Department determined Panasonic was the most capable vendor to meet the Department’s needs. The Fire & Rescue Department is confident Panasonic will provide excellent equipment and customer service.
Purchasing the MDCs through NASPO’s Value Point Master Agreement and California’s Participating Addendum meets all requirements set forth by the City of Costa Mesa’s Purchasing Policy and all the requirements set forth by the State of California regarding regional, state, and national cooperative purchasing agreements. NASPO has established an approved vendor list following a nationwide competitive bid process. This process confirms the City still receives the lowest available pricing and meets the competitive bid process requirements. The purchased equipment will be completed through the Panasonic distribution channel partner SYNNEX. CDCE, Inc. is an authorized participant (reseller) for SYNNEX on the contract. All billing will be processed through CDCE, Inc., 22641 Old Canal Road, Yorba Linda, California, 92887.
A total of $250,000 was approved for this project during the Fiscal Year 2021-2022 budget process. Other than MDCs, additional accessories, such as dual chip authentication cards and mounting equipment, will also be needed under this project.
ALTERNATIVES:
The City Council may decide not to authorize the purchase; however, this option is not recommended. If the obsolete MDCs currently in use are not replaced, it will adversely impact the Fire & Rescue Department’s daily operations.
FISCAL REVIEW:
Funding for this project is included in the Fiscal Year 2022-2023 Information Technology Replacement Fund (ITRF) approved Budget as per the 5-year Information Technology Strategic Plan and Roadmap.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this staff report and approved it as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item supports the following City Council Goals:
• Strengthen Public Safety and Improve the Quality of Life
• Maintain and Enhance the City’s Infrastructure, Facilities, Equipment, and Technology
CONCLUSION:
Staff recommends the City Council:
1. Authorize the purchase of replacement Mobile Data Computers (MDC) for the Fire & Rescue Department based on pricing provided through National Association of State Procurement Officials (NASPO) Value Point Master Agreement No. MNWNC-124 and California’s Participating Addendum #7-15-70-34-023 for $168,331.76, with a 10% contingency ($16,833.18) for unforeseen costs, for a total not-to-exceed amount of $185,164.94.
2. Authorize the City Manager to execute the necessary documents for the purchase of the MDCs and associated hardware from CDCE, Inc., 22641 Old Canal Road, Yorba Linda, CA, 92887.