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TO: Mayor Thomas J. Weisner
FROM: Andrew Feuerborn, Police Technical Services Director
DATE: Sept. 19, 2015
SUBJECT:
Request resolution authorizing the purchase of Panasonic semi-rugged laptops and related hardware and software for the Aurora Police Department in the amount not to exceed $525,000 from CDS Office Technologies of Itasca, Illinois and related vendors.
PURPOSE:
The Police Department’s current fleet of Dell rugged laptops has been in service between three and four years and is in need of an equipment refresh. This project would begin the replacement cycle of two thirds of those devices along with the necessary related hardware accessories and software. The requested resolution would also include the authorization to purchase the remaining third of the Police Department’s fleet of squad laptops in 2016.
BACKGROUND:
In 2011, in an effort to reduce both the cost of the replacement cycle and provide a faster technology refresh to the Police Department, it was decided to take a look at other less rugged, less expensive laptop units. The goal was to bring the price point for the laptops down to a level that the devices could be considered as more of a commodity and there for be replaced on a more timely 3-4 year cycle. It was also anticipated that a faster replacement cycle would also reduce the need for highly rugged devices that must survive several years in the field.
To achieve this goal, Police Technical Services moved to the Dell line of semi-rugged laptops. While the decision to move to semi-rugged Dell laptops has proven to be a sound one based on the cost savings, it was also anticipated that the Department would revisit various vendor offerings in the semi-rugged market space from time to time to determine if a better fit to function exists. During this review period, the Panasonic CF-54 semi-rugged device was identified as the best fit to function.
Over the past four years, the Police Department has utilized Dell laptops with relative success. There have, however, been a number of support issues with the laptop units (broken hinges, bubbling screens, keyboard failures, etc) and Dell’s support services (delayed parts availability, insufficiently trained field technicians, etc.). In addition, Dell has recently indicated a change in its maintenance service offerings shifting from an “on-site support model” to a “shipping model”. Dell was previously selected as the vendor of choice in part for their “Complete Care” and Accidental Damage Services. The “Complete Care” service included Dell certified technician to provide on-site service calls within 24 hours of a reported issue. Dell has indicated that they will no longer be providing on-site “Complete Care” services. This means sending laptops back to the certified service center via mail. Due to both of these factors and differences in features and hardware specifications, the Police Department and Police Technical Services Division have decided to purchase Panasonic devices for this next cycle of replacement units.
It should be noted that in an effort to save time and money, the decision was made to use the existing laptop docking station mounting hardware already installed in the vehicles when possible. This will not only reduce costs by eliminating the need to purchase new mounting hardware but will also reduce labor costs provided by Central Garage to install the docking stations. Reuse of the mounting posts will also speed up deployment time and reduce the number of changes to the ergonomics and safety concerns with respect to the Police vehicle laptop installations. One of the difficulties of updating vehicle mounted devices is the hardware required to withstand vehicle crashes and also provide the ergonomic functionality needed for the device.
In vehicles that contain an existing mount, the docking station will be replaced to match with the Panasonic laptops. Any vehicles that are added to the fleet will require the purchase of a full dock top and mounting solution. Based on the age and wear on other components such as charge guards and cabling, these items may also need to be refreshed in some instances.
Any additions to the fleet will also require the purchase of additional software and maintenance to fully outfit the new laptop devices. Included in this purchase is the request to purchase additional Microsoft Office licensing which will be added during the Department’s Software Assurance true up process with Microsoft as well as State of Illinois IWIN mobile data computer (MDC) software. In addition, there will be an increase to the monthly Verizon wireless line charges paid to the State of IL for IWIN connectivity for the additions to the laptop fleet for School Resource Officers (qty. 8) and COP (qty. 1).
DISCUSSION:
Although the CF-54 model of laptop was not on the market at the time of the State contract CDS Technologies is extending State Contract level pricing to the City for the CF-54 units as specified in Section 1.1 of the Statewide contract CMS5848520. A Sole Source affidavit has therefore been included in the documents to Council to accept pricing for the Panasonic units based on pricing negotiated by the State of IL Statewide Contract.
In addition to General Fund and SHAPE fund accounts, the use of Wireless 911 and Federal Forfeiture Funds has been approved by the Chief of Police. Sufficient funds are available for this purchase in the 2015 budget in the following accounts by Fund:
The City’s budget provides funds for this purchase in an amount not to exceed $525,000 for the related hardware and software in the following funds and accounts for 2015 and the anticipated 2016 budgets:
- Wireless E911 Surcharge account 211-1233-419.64-11 for Hardware Applications in the amount of $69,390 in 2015 and $38,100 in 2016
- Wireless E911 Surcharge account 211-1233-419.64-12 for Computers in the amount of $238,784 in 2015 and $116,480 in 2016
- Wireless E911 Surcharge account 211-1233-419.64-80 for Computer Supplies in the amount of $8,610 in 2015 and $4,200 in 2016
- Federal Asset Forfeiture account 216-1233-419.45-99 for Other Services and Charges in the amount of $10,120 in 2015
- Federal Asset Forfeiture account 216-1233-419.64-12 for Computers in the amount of $23,296 in 2015
- General Fund account 101-1233-419.38-11 for Computer Software in the amount of $880 in 2016
- General Fund account 101-1233-419.44-19 for Alerts/IWIN in the amount of $8,000 in 2015 and $4,704 in 2016
-General Fund account 101-1233-419.64-10 for Software Applications in the amount of $2,400 in 2015
Any necessary budget transfers will be completed prior to the issuance of purchase orders in accordance with City purchasing practices. In addition, the Chief of Police has committed Wireless Funds in the 2016 budget year to purchase the remaining 1/3 of squad laptop replacement units pending City Council approval of this resolution.
IMPACT STATEMENT:
The purchase of replacement laptops will require the installation services of the City's Equipment Services Division. As in the past, the Police Department and the Police Technical Services Division will work closely with the Equipment Services Division to schedule and facilitate the installation of the new laptop docking stations and related hardware.
In an attempt to reduce the impact to the Equipment Services Division, the existing mounting posts will be re-used in most vehicles and only replaced in the vehicles that require new mounting systems.
RECOMMENDATIONS:
It is recommended that Council authorize the resolution to purchase Panasonic semi-rugged laptops and related hardware and software for the Aurora Police Department in the amount not to exceed $525,000 from CDS Office Technologies and related vendors.
cc: Alderman O’Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Mesiacos, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the purchase of Panasonic semi-rugged laptops and related hardware and software for the Aurora Police Department in the amount not to exceed $525,000 from CDS Office Technologies of Itasca, Illinois and related vendors.
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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's semi-rugged laptops are reaching four years old and are ready for replacement; and
WHEREAS, CDS Office Technologies, Itasca, IL has submitted a quote for Panasonic semi-rugged laptops at the established State of IL statewide contract pricing levels; and
WHEREAS, the City is authorized to purchase off the statewide contracts for IWIN laptop devices, IWIN MDC software, and Microsoft licenses; and
WHEREAS, the City’s budget provides funds for this purchase in an amount not to exceed $525,000 for the related hardware and software in the following funds and accounts for 2015 and the anticipated 2016 budgets:
- Wireless E911 Surcharge account 211-1233-419.64-11 for Hardware Applications in the amount of $69,390 in 2015 and $38,100 in 2016
- Wireless E911 Surcharge account 211-1233-419.64-12 for Computers in the amount of $238,784 in 2015 and $116,480 in 2016
- Wireless E911 Surcharge account 211-1233-419.64-80 for Computer Supplies in the amount of $8,610 in 2015 and $4,200 in 2016
- Federal Asset Forfeiture account 216-1233-419.45-99 for Other Services and Charges in the amount of $10,120 in 2015
- Federal Asset Forfeiture account 216-1233-419.64-12 for Computers in the amount of $23,296 in 2015
- General Fund account 101-1233-419.38-11 for Computer Software in the amount of $880 in 2016
- General Fund account 101-1233-419.44-19 for Alerts/IWIN in the amount of $8,000 in 2015 and $4,704 in 2016
-General Fund account 101-1233-419.64-10 for Software Applications in the amount of $2,400 in 2015
WHEREAS pursuant to Aurora Code Section 2-335(a)(3) the desired product is provided by only one source in this situation; and)
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: The City authorize the purchase of Panasonic semi-rugged laptops and related hardware and software for the Aurora Police Department in the amount not to exceed $525,000 from CDS Office Technologies of Itasca, Illinois and related vendors and does hereby further authorize its Purchasing Director to issue the necessary orders to implement purchase of the same.