12-53 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
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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.