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Home My WebLink About12-53 Resolution No. 12-53 RESOLUTION AUTHORIZING PURCHASE OF PANASONIC TABLET PERSONAL COMPUTERS FROM CDS OFFICE TECHNOLOGIES FOR MEDICAL REPORTING AND MOBILE FIRE INSPECTIONS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Sean R. Stegall, City Manager, be and is hereby authorized and directed to purchase eighteen Panasonic Toughbook 19s from CDS Office Technologies for a total amount of$59,850 pursuant to the quotation therefor dated February 9, 2012, a copy of which is attached hereto and made a part hereof by reference, and pursuant to the State of Illinois Purchasing Program. s/David J. Kaptain David J. Kaptain, Mayor Presented: March 21, 2012 Adopted: March 21, 2012 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk COS Office Technologies 780 Belden Avenue,Suite A • Addison, Illinois 60101 United States Date �,�,�r.r.��"�— http://www.cdsofficetech.com Feb 9, 2012 2:59 PM CST 100SWA 10E 431024-rev 1 of 1 7rEir"No�nsrEs Description TOUGHBOOK19 SalesRep Ketchum, Michael (P)630-305-9034 Customer Contact HUDIK, DAVID (P)847-931-6175 (F)847-931-6179 hudik_d @cityofelgin.org Customer Bill To Ship To ELGIN FIRE STATION#7(EF3062) ELGIN FIRE STATION #2 ELGIN FIRE STATION#2 3270 LONGCOMMON PKWY Domaracki, Brian Domaracki,Brian ELGIN, Illinois 60124 650 Big Timber Rd. 650 Big Timber Rd. (P)847-931-6175 ELGIN,Illinois 60123 ELGIN, Illinois 60123 (P) 847-931-6185 (P)847-931-6185 Customer PO: Terms: Ship Via: None Net 30 UPS Ground Special Instructions: Carrier Account#: None None Panasonic Toug o0 19 1 Win7, Intel Core i5-2520M 2.SOGHz,vPro, 10.1"TF+XGA Dual Touch, 320GB(7200rpm), CF-19ADUAXIM 18 No $2,975.00 $53,550.00 4GB, Intel WiFi a!b/g/n,TPM, Bluetooth, Dual Pass(Upper:WWAN/Lower:WLAN), No Drive, Toughbook Preferred 2 Panasonic Extended Warranty CF-SVCLTEXT2Y 18 No $350.00 $6,300.00 Extended service agreement-parts and labor-2 years( 4th/5th year for Toughbook Subtotal: $59,850.00 Tax(8.000%): $0.00 Shipping: $0.00 Total: $59,850.00 CDS Office Technologies disclaims any responsibility for product information and products described on this site.Some product information may be confusing without additional explanation.All product information,including prices, features,and availability, is subject to change without notice. Applicable taxes&shipping may be added to the final order.CREDIT CARD ORDERS WILL BE CHARGED A 3%CONVENIENCE FEE FOR PROCESSING THE ORDER.All returns must be accompanied by original invoice and authorized RMA number within 30 days of invoice date. Late fees may apply to payments past 30 days from invoice date. Please contact your sales representative if you have any questions. J ELGIN THE CITY IN THE SUBURBS- AGENDA ITEM: MEETING DATE: March 7, 2012 ITEM: Agreement with CDS Office Technology for the Purchase of Panasonic Tablet Personal Computers for Medical Reporting and Mobile Fire Inspections ($59,850) OBJECTIVE: Improve the efficiency and effectiveness of fire department members by utilizing electronic technology to complete required reports. RECOMMENDATION: Approve purchase of Panasonic tablet personal computers for the fire department in the amount of$59,850. BACKGROUND The Elgin fire department currently does not utilize technology and the corresponding benefits in a way that is beneficial to all areas of the department. Fire inspections or fire safety surveys are still written by hand, after which some data elements must be entered into a computer system. This computer system is not available to firefighters who are conducting fire inspections, nor is it available to firefighters working on incident scenes, where the inspection data may prove valuable. While medical reports are no longer hand written, they are entered into a computer at one of the hospitals or at a fire station. Much like fire inspections, the information is gathered and then entered into the computer system after completion of the call. This requires a duplication of effort and can prove to be time consuming on a serious incident. Currently, there is no way to capture a patient's electronic signature for billing purposes.This can cause an undue delay in the city's reimbursement by agencies such as Medicare. There is also an added expense, as HIPAA notifications have to then be mailed via the post office to patient's residences. OPERATIONAL ANALYSIS To improve communication and data efficiencies, the purchase of the Panasonic tablet personal computers is recommended. This purchase will be beneficial on fire incident scenes, as the J�` inspection information will be available at the touch of a button. This information can prove to be invaluable at an incident scene, or even a subsequent inspection of a business. Utilization of this technology on medical incidents will streamline data collection as the information can be entered directly into the report on-scene, thereby eliminating the need to enter all the information gathered at the hospital, after the patient has been delivered. The tablet will also allow personnel to collect required signatures for Medicare and help the fire department achieve compliance with HIPAA, as well as save the postage cost of mailing notices to patients.." CDS Office Technology was selected to provide the Panasonic tablet personal computers as they are a part of the State of Illinois Purchasing Program. INTERESTED PERSONS CONTACTED None. FINANCIAL ANALYSIS The funding necessary for this initiative is being provided utilizing public safety impact fees that have been collected and set aside in an escrow account. Per city council policy, the use of impact fees have been restricted for the use of capital expenditures — such as facility or road construction or for the purposes of reducing general fund operating costs. In essence, the use of impact fees shares similar restrictions to that of riverboat proceeds without the benefit of reoccurring annual revenue. Thus, the use of these proceeds should continue to remain only for the most important and beneficial initiatives. This efficiency and effectiveness initiative meets said criteria. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT BUDGETED AVAILABLE General 010-2802-735.92-46 389411 $59,850 $59,850 LEGAL IMPACT Section 5.02.020B of the procurement ordinance authorizes "purchases made pursuant to any joint purchasing program sponsored by the state or other governmental agency or association". ALTERNATIVES The city council may elect not to authorize the purchase and direct the fire department to continue using the current system. 1 , NEXT STEPS Authorize the exception to the purchasing ordinance and purchase. Originators: John P. Fahy, Fire Chief Final Review: Colleen Lavery, Chief Financial Officer William A. Cogley, Corporation Counsel/Chief Development Officer Richard G. Kozal, Assistant City Manager/Chief Operating Officer Sean R. Stegall, City Manager ATTACHMENTS A: CDS Office Technology Quotation CDS Office Technologies _ ! VM I', 780 Belden United Stet Bois 60101 Suite A �al http://www.cdsofficetech.com e , 59 PM CST `Doc# � .;431024-rev 1 of 1 Description TOUGH BOOK 19 i Saleslkep Ketchum, Michael '(P) 630-305-9034 5Customer Contact `HUDIK, DAVID (P}847-931-6175 F 847-931-6179 hudik_d @cityofelgin.org Customer Shi To ELGIN FIRE STATION #7(EF3062) Bill No FIRE STATION #2 ELGIN FIRE STATION 42 3270 LONGCOMMON PKWY Domaracki, Brian Domaracki, Brian ELGIN,Illinois 60124 650 Big Timber Rd. 650 Big Timber Rd. (P)847-931-6175 ELGIN, Illinois 60123 ELGIN,Illinois 60123 (P) 847-931-6185 (P)847-931-6185 Customer PO: Terms: Ship Via: None Net 30 UPS Ground Special Instructions: Carrier Account#: None None Panasonic Toug o0 19 .r 1 Win7,Intel Core i5-2520M 2.SOGHz,vPra, 10.1"TF+XGA Dual Touch, 320G6(7200rpm}, CF-19ADUAXiM 18 No $2,975.00 $53,550.00 4GB,Intel WiFi a(b/g/n,TPM, Bluetooth, Dual Pass(Upper:WWAN/Lower:WLAN}, No Drive, Toughbook Preferred 2 Panasonic Extended Warranty CF-SVCLTEXT2Y IS No $350.00 $6,300.00 Extended service agreement-parts and labor-2 years(4th/5th year -for Toughbook Subtotal: $59,850.00 Tax(8.000%): $0.00 Shipping: $0.00 Total: $59,850.00 CDS Office Technologies disclaims any responsibility for product information and products described on this site. Some product information may be confusing without additional explanation.All product information, including prices, features,and availability, is subject to change without notice. Applicable taxes&shipping may be added to the final order. CREDIT CARD ORDERS WILL BE CHARGED A 3%CONVENIENCE FEE FOR PROCESSING THE ORDER.All returns must be accompanied by original invoice and authorized RMA number within 30 days of invoice date. Late fees may apply to payments past 30 days from invoice date. Please contact your sales representative if you have any questions.