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Home My WebLink About12-110 4 a, Resolution No. 12-110 RESOLUTION AUTHORIZING PURCHASE OF VEHICLE DOCKING STATIONS AND EXTERNAL ANTENNAS FROM CDS OFFICE TECHNOLOGIES FOR BUILDING AND CODE INSPECTOR VEHICLES 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 thirteen vehicle docking stations(Toughbook 53)and thirteen external antennas from CDS Office Technologies for building and code inspector vehicles for a total amount of$11,700 pursuant to the quotation therefor dated May 14, 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: June 27, 2012 Adopted: June 27, 2012 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk �� CDS Office venue,Technologies A AddiBonaIllir%s6o101uiteA c 4(+ d 3a N N 11. 111 United States ,.t Date O,�, �► http://www.cdsofficetech.com May 14, 2012 2:27 PM CDT FFICE Doc# TFCHl%/f3LU6/E r 432119 rev 1 of 1 Description PANASONIC TOUGHBOOK 53 SalesRep Ketchum, Michael (P)630-305-9034 Customer Contact e"Bayard, Mike (F)(847)289-2799 bayard_m@cityofelgin.org Customer Bill To Ship To Elgin Police Department(20500) Elgin Police Department Elgin Police Department 151 Douglas Avenue Bayard,Mike Bayard, Mike Elgin, Illinois 60120 151 Douglas Avenue 151 Douglas Avenue Elgin, Illinois 60120 Elgin,Illinois 60120 (P)(847)289-2574 (P)(847)289-2574 Customer PO: Terms: Ship Via: None Unknown UPS Ground Special Instructions: Carrier Account#: None None Item Description Part# *ty Tax Unit Price Tota L 1 Havis DS-PAN-412-2-P-Dual pass DS-PAN-412-2-P 13 No $785.00 $10,205.00 Vehicle port replicator(Toughbook 53)-with LIND 120 Watt Power Supply EXTERNAL ANTENNAS 2 Antenna Plus AP-CW-Q-511-BL 13 No $115.00 $1,495.00 Cell(3G/4G LTE),Win,threaded bolt,TNC/TNC, black Subtotal: $11,700.00 Tax(0.000%): $0.00 Shipping: $0.00 Total: $11,700.00 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°/u 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. t ~' Na,„ 111 REPORT TO MAYOR & MEMBERS OF CITY COUNCIL E LG I N THE CITY IN THE SUBURBS AGENDA ITEM: J MEETING DATE: June 13, 2012 ITEM: Contract with CDS Office Technologies, CDW-G and Ultra Strobe Communications for Vehicle Docking Stations, Mobile Printers and Mounts for Building and Code Inspector Vehicles ($29,748) OBJECTIVE: Increase code operational efficiencies with improved technology. RECOMMENDATION: Approve the purchase of Panasonic Toughbook vehicle docking stations from CDS Office Tech- nologies in the amount of$11,700, Zebra mobile printers from CDW-G in the amount of$8,730 and vehicle mounting hardware and installation labor from Ultra Strobe Communications in the amount of$9,318. BACKGROUND The city building and code inspectors began using laptop computers five years ago to perform inspection data entry and retrieval from the field allowing them to do more inspections and spend less time in the office doing data entry work. The in-vehicle mounts installed at that time were not actual docking stations and were the least expensive type mounts available. Experi- ence over the last five years has shown that this inexpensive mounting hardware causes many problems with the laptop computers, reducing the stability and usability of the computer. The external Wi-Fi network card constantly pops out of the slot due to vibrations during driving and this causes a loss of connectivity and often requires a reboot to get the card reactivated by the computer. The cheap power inverters used also cause problems with the vehicle charging sys- tem and the laptop batteries, causing them to be replaced much more often than normal for these systems. The overall loss of functionality due to the poor mounting system seriously de- grades the effectiveness of the mobile computing system. OPERATIONAL ANALYSIS Recently, new Panasonic Toughbook mobile computers were purchased to replace the obsolete five-year-old laptops being used by the inspectors. Putting these new computers in the field with the old mounting hardware will have a significant negative impact on the usability of the mobile computers. The replacement of the dysfunctional mounting hardware will provide the 1 inspectors with the stable platform needed by the new mobile computers to run the productivi- ty boosting office software, including the new code adjudication system. The equipment being recommended for this project is the same type of vehicle mounting system used in the police squad cars. The docking stations will allow the inspections to easily move the computer from office to car and back. The printer will allow for violation notices and tickets to be printed im- mediately in the field. The new equipment will also allow for better proactive technical support, decreasing support calls and downtime, allowing the ITS support staff to be more efficient. The vendors chosen to supply-parts for this project have established relationships with the city and are known to provide excellent equipment and service at competitive prices. CDS Office Technologies is the State of Illinois contract provider of Panasonic Toughbook equipment and will be providing the CF-53 Toughbook docking stations and power supplies based on state con- tract pricing ($11,700). The Zebra printers are supplied by CDW-G. CDW-G offers the lowest quoted price for this equipment at $873 each. Competitive quotes were obtained from POSHouse ($929 each) and Dell ($968 each). Total price for ten printers from CDW-G is $8,730. The police department has an existing, competitively procured contract with Ultra Strobe Communications, Inc. for the installation and maintenance of vehicle mounted computer dock- ing stations in the squad cars. We will be taking advantage of that contract for the installation and maintenance of the systems installed in the inspector vehicles ($9,318). 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 im- pact fees have been restricted for the use of capital expenditures—such as facility or road con- struction 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 reoc- curring 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 AMOUNT AMOUNT #(S) BUDGETED AVAILABLE General Fund 010-1606-717.92-48 152252 $30,800 $30,800 2 1. LEGAL IMPACT None. ALTERNATIVES The city council may choose not to approve the purchases and continue to use the existing dys- functional and obsolete equipment. NEXT STEPS Once the purchase is approved, issue a purchase order and complete the project. Originators: Jeff Massey, Director of Information Technology Services 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 None. &f l� 3