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TO: Mayor Richard C. Irvin
FROM: Keith Cross, Chief of Police
Dave McCabe, Fire Chief
Michael Pegues, Chief Information Officer
Jeff Anderson, Deputy Chief Information Officer
DATE: November 14, 2024
SUBJECT:
A Resolution requesting approval to lease computer equipment and purchase traffic cameras for the Aurora Public Safety Departments using funds received from the Department of Justice Office of Community Oriented Policing Services (COPS) Technology and Equipment Program and Emergency Telephone System Board (ETSB) funds.
PURPOSE:
The objective of the COPS Technology and Equipment Program is to provide funding for projects which improve police effectiveness and the flow of information among law enforcement agencies, local government service providers, and the communities they serve.
Resolution R23-375 accepted award number 15JCOPS-23-GG-01883-TECP (COPS23) from the US Department of Justice Office of Community Oriented Policing Services (COPS) Technology and Equipment Program for $2,280,000.
Resolution R24-266 approved $1,230,362.30 of these funds for Forensic Lab equipment as well as CCTV equipment. This resolution is requesting to utilize the remainder of these funds - $1,049,637.70 -- for the first year of a 3-year lease of ruggedized laptops for Aurora Public Safety Departments, additional CCTV equipment and to cover labor shortfalls from R24-266.
BACKGROUND:
Passage of resolution R20-180 provided funding for ruggedized laptops to all sworn Aurora Police Department (APD) officers as well as all Aurora Fire Department (AFD) command staff and AFD vehicles.
Police officers, paramedics and fire crews need ruggedized laptops they can rely on in all situations and weather conditions. The models being leased exceed US Department of Defense MIL-STD-810 standard which includes endurance and vibration tests, environmental tests including water resistance and temperature tests from -60F to 200F.64
The laptops purchased from R20-180 are now beyond the warranty period and are no longer meeting the requirements of the software deployed for Public Safety purposes.
This resolution seeks to replace the laptops purchased under R20-180 with superior models as well as use remaining funds from the COPS23 grant on additional CCTV equipment.
DISCUSSION:
During discussions about replacing the Getac laptops, both APD and AFD senior staff members stated that they preferred to return to the Panasonic Toughbook models previously owned.
IT Staff worked with Insight Public Sector ("Insight") to acquire demonstration Panasonic Toughbook ruggedized laptops for officers and vehicles plus Dell laptops for senior staff. IT staff then worked with Police and Fire personnel to test these devices throughout the summer of 2023.
APD and AFD staff agreed on the following models. Initial pricing from Insight was provided via the Omnia Partners contract #23-6692-03:
|
Manufacturer |
Model |
Omnia Contract Price |
|
Panasonic |
Toughbook FZ-40 |
$5,709.99 |
|
Panasonic |
Toughbook CF-33 |
$5,011.99 |
|
Dell |
Lattitude 3450 |
$1,049.99 |
IT staff continued negotiations with Insight to acquire discounted pricing as shown below.
|
Manufacturer |
Model |
City of Aurora Price |
Discount % |
|
Panasonic |
Toughbook FZ-40 |
$4,690.00 |
17.86% |
|
Panasonic |
Toughbook CF-33 |
$3,950.00 |
21.19% |
|
Dell |
Lattitude 3450 |
$962.00 |
8.38% |
After pricing reductions and confirmation of the quantities needed of each model, the total purchase price is shown below.
|
Manufacturer |
Model |
City of Aurora Price |
Qty |
Price Extended |
|
Panasonic |
Toughbook FZ-40 |
$4,690.00 |
430 |
$2,016,700.00 |
|
Panasonic |
Toughbook CF-33 |
$3,950.00 |
35 |
$138,250.00 |
|
Dell |
Lattitude 3450 |
$962.00 |
210 |
$202,020.00 |
|
|
|
Total |
|
$2,356,970.00 |
City IT staff pursued two lease agreements with Insight and finalized a lease agreement through Panasonic's Toughbook as a Service leasing program. Three-year lease totals and savings over purchasing are in the table below
|
Manufacturer |
Model |
Annual Lease |
Three Year Lease |
Savings over Purchase |
|
Panasonic |
Toughbook FZ-40 |
$615,231.10 |
$1,845,693.30 |
$171,006.70 |
|
Panasonic |
Toughbook CF-33 |
$43,499.40 |
$130,498.20 |
$7,751.80 |
|
Dell |
Lattitude 3450 |
$65,121.00 |
$195,363.00 |
$6,657.00 |
|
|
Total |
$723,851.50 |
$2,171,554.50 |
$185,415.50 |
Attachment "PanasonicLease" provides a detailed breakdown on the lease costs - including the lease costs of the peripheral devices needed to utilize the laptops. These include docking stations for vehicles, vehicle keyboards and power adapters. Including the peripheral costs, the annual lease fees total $872,634.85 and $2,617,904.55 for three years.
The COPS23 grant will cover the first-year lease costs of $872,634.85 and years two and three will be paid from ETSB funds as has been done for previous AFD and APD laptop purchases; Account Number # 211-1280-419.64-12. An amendment will be included in the 2025 budget amendment cycle.
Subtracting the Year 1 lease fees from the remaining COPS23 grant funds of $1,049,637.70 leaves $177,002.85. Subsequent to the passage of R24-266, $69,078.00 in additional costs, fees and permits have been identified and are described in the Budgetary Statement attached to this resolution.
This leaves 4.73% ($107,924.85) remaining of the original $2,280,000 grant. Staff requests flexibility to use these monies as contingency for additional CCTV related overages. Any remaining funds will be utilized to replace aged CCTV devices in the city. All receipts for the $2,280,000 grant must be submitted before the end of 2024.
IMPACT STATEMENT:
Current laptops are beyond warranty and increasingly have lengthy repair cycles. With a nearby partner in Insight and the Ultimate Care warranty, Public Safety personnel will be properly supported.
RECOMMENDATIONS:
That the proposed resolution be adopted.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution requesting approval to lease computer equipment and purchase traffic cameras for the Aurora Public Safety Departments using funds received from the Department of Justice Office of Community Oriented Policing Services (COPS) Technology and Equipment Program and Emergency Telephone System Board (ETSB) funds.
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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; and
WHEREAS, Resolution R23-375 accepted award number 15JCOPS-23-GG-01883-TECP (COPS23) from the US Department of Justice Office of Community Oriented Policing Services (COPS) Technology and Equipment Program for $2,280,000; and
WHEREAS, Resolution R24-266 approved $1,230,362.30 of these funds for Forensic Lab equipment as well as CCTV equipment; and
WHEREAS, this resolution is requesting approval to spend remaining funds of $1,049,637.70 on year one of a three-year laptop lease plus overage costs from R24-266; and
WHEREAS, Year 2 and Year 3 of the laptop lease will be made using existing ETSB funds; Account Number # 211-1280-419.64-12,
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hereby authorized to issue purchase orders for services described in this resolution and as more fully set forth in the contract attached hereto.