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Home My WebLink About12-111 Resolution No. 12-111 RESOLUTION AUTHORIZING PURCHASE OF PRINTERS FROM CDW GOVERNMENT 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 ten Zebra printers from CDW Government for building and code inspector vehicles for a total amount of $8,729.10 pursuant to the sales quotation therefor dated May 14,2012,a copy of which is attached hereto and made a part hereof by reference. 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 Page 1 1 ® The Right Technology.Right Away.`" SALES QUOTATION www.COW&.com QUOTE NO. ACCOUNT NO. DATE 800-808-4239 A982539 4671992 5/14/2012 MIKE BAYARD CITY OF ELGIN POLICE 151 DOUGLAS AVE 151 DOUGLAS AVE L I L CITY OF ELGIN POLICE P MIKE BAYARD T ELGIN, IL 60120-5503 T ELGIN, IL 60120-5503 O O Contact: MIKE BAYARD 847-289-2761 Customer Phone# 8472892574 Customer P.O.# ZEBRA QUOTE ACCOUNT MANAGER SHIPPING METHOD TERMS EXEMPTION CERTIFICATE JENNIFER LAGONI 866-339-7925 NITE MOVES MESSENG Request Terms GOVT-EXEMPT QTY ITEM NUMBER DESCRIPTION UNIT PRICE EXTENDED PRICE 10 1734206 ZEBRA RW420+ 8MB/16MB 650.00 6500.00 Mfg#: ZEB-R4D-OUOA000N-00 Contract: MARKET 10 2209355 ZEBRA BATT ELIM W/GND OPEN TERM 190.00 1900.00 Mfg#: ZEB-P1003772-004 Contract: MARKET 10 2568926 SVN 2Y PRINT (350-699.99)DOP 25.00 250.00 Mfg#: SVN-175914 Contract: MARKET SUBTOTAL 8650.00 FREIGHT 79.10 SALES TAX .00 US Currency TOTAL 0 8,729.10 CDW Government P/ease remit payment to: 230 North Milwaukee Ave. CDW Government Vernon Hills, IL 60061 75 Remittance Drive General Phone: 847-371-5000 Fax: 847-419-6200 Suite 1515 Account Manager's Direct Fax: 312-705-9193 Chicago,IL 60675-1515 t Page 2 Total 1 8,650.00 FMV Lease Option 1 269.88/Month Total 1 8,650.00 $BO Lease Option 1 292.89/Month Monthly payment based on 36 month lease. Other terms and options are available. Contact you Account Manager for details. Payment quoted subject to change. ** Why finance? * Lower Upfront Costs. Get the products you need without impacting cash flow. Preserve your working capital and existing credit line. * Flexible Payment Terms. 100% financing with no money down, payment deferrals and payment schedules that match your company's business cycles. * Predictable, Low Monthly Payments. Pay over time. Lease payments are fixed and can be tailored to your budget levels or revenue streams. * Technology Refresh. Keep current technology with minimal financial impact or risk. Add-on or upgrade during the lease term. And choose to return or purchase the equipment at end of lease. * Bundle Costs. You can combine hardware, software, and services into a single transaction! Which means you can pay for your software licenses over time. We know your challenges and understand the need for flexibility. General Terms and Conditions: **This quote is not legally binding and is for discussion purposes only. The rates are estimate only and are based on a collection of industry data from numerous sources. All rates and financial quotes are subject to final review, approval, and documentation by our leasing partners. Payments above exclude all applicable taxes. Financing is subject to credit approval and review of final equipment and services configuration. Fair Market Value leases are structured with the assumption that the equipment has a residual value at the end of the lease term. 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 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.