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TO: Mayor Richard C. Irvin
FROM: Kristen Ziman, Chief of Police
Gary Krienitz, Fire Chief
Jeff Anderson, Deputy Chief Information Officer
Shanita Thompson, Director IT Operations
DATE: August 11, 2020
SUBJECT:
Requesting approval to utilize existing Emergency Telephone System Board (ETSB) funds to 349 Getac portable computers and associated accessories for use by Aurora Public Safety Departments from CDW-G Corporation of Vernon Hills, IL in the amount of $1,589,599.53.
PURPOSE:
As part of ongoing Technology Strategic Plan infrastructure modernization, Information Technology Division (IT) is implementing a necessary solution purposely built for the daily demands of public safety personnel, in order to reduce costs, improve efficiency and effectiveness of Aurora's Public Safety Departments. By purchasing 300 laptops assigning APD personnel individual laptops, APD personnel will no longer share equipment in vehicles nor desktop workstations at the Police Department. Purchases for the Fire Department include 17 laptops for and 32 tablets for use in Fire Department vehicles.
The 317 laptops to be purchased are Getac's K120 fully rugged laptops that are designed to meet the challenges faced by public safety personnel. The K120 builds on Getac’s legacy of creating powerful, rugged devices that have helped paramedics, police officers and fire fighters successfully carry out their public safety duties for many years. The 32 tablets to be purchased are the Getac A140 that will be mounted in Fire Department vehicles.
As public safety becomes increasingly data driven, the need for fast, effective communication and information transfer between the field and the command center has never been more important. First responders rely heavily on their Mobile Data Terminals (MDTs) for vital on-scene intelligence to enhance situational awareness, inform decision making and above all, keep them safe. The A140 and K120 models are equipped with an 8th generation Intel Core i7/i5 processor and a wide range of connectivity options including GPS, 4G LTE, 802.11ac Wi-Fi and Bluetooth and offers exceptional processing power and communications. Both the A140 and K120 have large multi-touch display and robust security options including multi-layer authentication, smartcard readers and RFID authentications also ensure optimal functionality and security in the most demanding work environments.
Police officers, paramedics and fire crews need an MDT they can rely on in all situations and weather conditions. Both the A140 and K120 meet MIL-STD-810G and MIL-STD-461G military durability standards in addition to IP65 water and dust resistance, meaning it can go anywhere personnel go without fear of damage. It has also passed durability tests when dropped from 1.8m in power-on mode, an industry-leading benchmark, and can operate in temperatures ranging from -29°C to 63°C, offering exceptional versatility.
For extended field operations, the A140 and K120 come with optional dual hot-swappable high capacity batteries, reducing concerns about running out of power at critical moments.
BACKGROUND:
This resolution is requesting approval of RFP 19-72R for the ruggedized laptops for the Aurora Police Department.
- Publication Date: 11/20/2019
- Publication Information: Aurora Beacon News, DemandStar and the City's website
- Marketplace.city Clear Box Review
- Closing Date: 12/12/2019
- Seven (7) complete responses were returned
- Initial list of seven was reduced to four (4) based upon:
- Price
- Availability to match specifications
- Government / Public Safety experience
- Four (4) vendors were invited to demonstrate their devices.
- 1 Vendor declined
- Demonstrations of equipment from the following vendors were conducted in
January and the following devices were brought in for field testing
- CDS Technologies - Panasonic CF-33
- CDW Government - Getac A140 & K120
- Insight Public Sector - Dell Latitude 7220
- Employees of the APD, Aurora Fire Department (AFD) and Information
Technology attended the demonstrations and provided detailed responses.
- After demonstrations were completed, models listed above were provided
to APD and AFD for field testing in vehicles.
- Field tests were conducted in February & early March for APD
and April for AFD.
DISCUSSION:
Demonstrations were completed in Council Chambers on 1/21/2020. Senior members of APD and AFD were in attendance. All met with IT immediately after demonstrations were completed and decided on models to bring in for field testing. Field testing was completed by APD and AFD front-line personnel.
After field tests were completed, the Dell Latitude 7220 was eliminated as it was deemed to not meet the specifications sought via the RFP. This was due primarily to smaller screen size of the Latitude 7220 and lack of built-in card reader to meet Criminal Justice Information Services (CJIS) requirement for multi-factor authentication.
During field testing AFD staff determined that the Getac A140 would be a better fit for the driver area of fire engines and ambulances, so the request was modified to include 32 A140 devices.
Throughout the RFP process, it was estimated that the City would purchase 354 devices with 300 being assigned to APD and 54 to AFD. During field testing numbers were finalized at 300 K120s for APD and AFD requiring 17 K120s and 32 A140s, for a total of 349 devices. These changes to devices and subsequent changes for required mounting hardware and power supplies accounted for the increase of $18,852.06 (1.2%) from the original CDW-G proposal. Getac prices proposed from CDW-G are guaranteed for 3 years.
Purchase will be made using existing ETSB funds; Account Number # 211-1380-419.64-12. This account was budgeted at $150,000 a year for three years beginning in 2020 and therefore a budget amendment for the current year is needed to allow for this purchase. This amendment will be included in the next 2020 budget amendment which is not yet scheduled for the Finance Committee.
Because of the change/increase in funding for the ETSB/911 fund that occurred when the City changed from a relationship with Kane County to a partnership with the City of Naperville, sufficient funds are available for this vital project and other projects needed over the next five years.
IMPACT STATEMENT:
As part of the City of Aurora Technology Strategic Plan or “IT Roadmap” for 2019, the Information Technology Division is seeking to evaluate and improve efficiencies throughout the organization. This purchase is aligned with the Strategic Plan.
RECOMMENDATIONS:
Recommend approval to utilize existing Emergency Telephone System Board (ETSB) funds to 349 Getac portable computers and associated accessories for use by Aurora Public Safety Departments from CDW-G Corporation of Vernon Hills, IL for a total price not to exceed $1,589,599.53
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution requesting approval to utilize existing Emergency Telephone System Board (ETSB) funds to purchase 349 Getac portable computers and associated accessories for use by Aurora Public Safety Departments from CDW-G Corporation of Vernon Hills, IL
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the Aurora Police Department wishes to continue to modernize, reduce costs and improve the effectiveness of APD employees, and
WHEREAS, the Aurora Fire Department wishes to provide their ambulances and fire engines with modern equipment
WHEREAS, Purchase will be made using existing ETSB funds; Account Number # 211-1380-419.64-12; and
WHEREAS, CDW is an authorized reseller that provided the most qualified response,
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: approves utilization of existing Emergency Telephone System Board (ETSB) funds to purchase 349 Getac portable computers and associated accessories for use by Aurora Public Safety Departments from CDW-G Corporation of Vernon Hills, IL in the amount of $1,589,599.53.