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12-98 Resolution No. 12-98 RESOLUTION AUTHORIZING PURCHASE OF PANASO C TOUGHBOOK COMPUTERS FROM CDS OFFICE TEC OLOGIES FOR POLICE AND FIRE EMERGENCY RES ONSE VEHICLES BE IT RESOLVED BY THE CITY COUNCIL OF TH CITY OF ELGIN,ILLINOIS,that Sean R. Stegall,City Manager,be and is hereby authorized and irected to purchase thirty Panasonic Toughbook 31s and five Panasonic Toughbook 19s from C S Office Technologies for a total amount of$160,675 pursuant to the quotation therefor dated pril 17, 2012, a copy of which is attached hereto and made a part hereof by reference,and pursu t to the State of Illinois Purchasing Program. s/David J. Kaptain David J. Kaptain, Mayor Presented: June 13, 2012 Adopted: June 13, 2012 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk 1 • ADS Office Technologies 780 Belden Avenue,Suite A Quotation CSS Addison,Illinois 60101 United States Date .". -. http://www.cdsofficetech.com Apr 17, 2012 2:58 PM CDT OFFICE Doc# TECHNOLD&IE5 431380-rev 1 of 1 Description CF-31/CF-19 SalesRep Ketchum, Michael (P)630-305-9034 Customer Contact Bayard, Mike ! �Fj�847j 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 1151 Douglas Avenue Elgin,Illinois 60120 Elgin,Illinois 60120 (P3(847)289-2574 (P3(847)289-2574 Customer PO: i Terms: Ship Via: None 1Net 30 UPS Ground -- Special Instructions: Carrier Account#: None None Item Description Part# Qty Tax Unit Price Tota •anasonic oug •.0 1 1 Win? Intel Core i5-2520M 2.50GHz,vPro, 13.1"XGA Touch,320GB(7200rpm),4GB,Intel CF-31JBGEA1M 30 No $4,310.00 $129,300.00 WiFi a/b/ g/n,TPM, Bluetooth,Dual Pass(Upper:WWAN/Lower:Selectable),Gobi,GPS Emissive Backlit Keyboard, No Drive,Toughbook Preferred 2 Panasonic Extended Warranty CF-SVCLTEXT2Y 30 No $350.00 $10,500.00 Extended service agreement-parts and labor-2 years(4th/5th year)-for Toughbobk Panasonic Toughbook 19 3 Win7,Intel Core i5-2520M 2.50GHz,vPro, 10.1"TF+XGA Dual Touch, 320GB(7200rpm), CF-19AFUC61M 5 No $3,825.00 $19,125.00 4GB,Intel WiFi a/b/ /n,TPM,Bluetooth,Dual Pass(Upper:WWAN/Lower:GPS),Gobi,GPS, Emissive Backlit Keyboard, No Drive,Toughbook Preferred Panasonic Extended Warranty 4 Extended service agreement-parts and labor-2 years(4th/5th year)-for Toughbook CF-SVCLTEXT2Y 5 No $350.00 $1,750.00 19,31, 52, 53,74,Cl, F9,S10,T8 Subtotal: $160,675.00 Tax(0.000%): $0.00 Shipping: $0.00 Total: $160,675.00 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 ► 111,EPORT TO MAYOR & MEMBERS OF CITY COUNCIL E LG I N THE CITY IN THE SUBURBS- AGENDA UBURBSAGENDA ITEM: D MEETING DATE: May 23, 2012 ITEM: Contract with CDS Office Technologies for the Purchase of 35 Panasonic Toughbook Computers ($160,675) OBJECTIVE: Increase police operational efficiencies with improved technology. RECOMMENDATION: Approve the purchase of the computers using funds from the Emergency Telephone Systems Board for use by the Elgin Police and Fire Departments in the amount of$160,675. BACKGROUND The Elgin police and fire emergency response vehicles are equipped with computers to receive information pertaining to the calls to which they respond. This information is vital to police of- ficers and firefighters who respond to various emergency calls, ensuring their response is ap- propriate. The Emergency Telephone Systems Board (ETSB) has traditionally authorized funds for the purchase of these computers, as they are primarily used for receiving dispatches to emergency calls for service. In addition to receiving emergency dispatch information, the mo- bile computers are also used for mapping, pre-plan information, person and vehicle infor- mation, wanted subjects, extra surveillance information, police records information, field re- porting, global positioning and video. OPERATIONAL ANALYSIS The current computers utilized in Elgin police and fire emergency vehicles are between two and five years old, with a majority falling in the two and one half to three year range. The recom- mended life expectancy and warranty for these computers is three years due to the conditions that they operate within. There are approximately 100 mobile police and fire units equipped with computers. The proposed plan is to replace one third of the fleet each year and add addi- tional computers to the approximately fifteen unmarkedehicles that traditionally have not had access to them. In order to effectively plan for system replacements and budget according- ly, the ETSB has elected to replace approximately one third of these systems annually. This will ensure that these systems remain up to date with evolving technology, such as the ability to leverage long term evolution cellular networks and the incleased application demand on sys- A 1 tern resources. The initial phase will involve the replacement of eighteen units that were pur- chased in December of 2007, with the balance being disbursed to replace the next oldest units. Some of the units that are removed will be used as spares. Staff will also explore selling the re- maining computers if the market bears a price that is worth the time involved in scrubbing the hard drives. INTERESTED PERSONS CONTACTED On April 19, 2012, the ETSB voted and unanimously approved the purchase. Technical staff members from the police department were involved in creating the specifications for the com- puters. FINANCIAL ANALYSIS The purchase will be made from restricted revenues received from the Emergency Telephone surcharge tax recorded in the city's E911 Fund. BUDGET IMPACT FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT BUDGETED AVAILABLE E911 Fund 220-0000-791.92-48 239626 $175,000 $175,000 LEGAL IMPACT Section 5.02.020(B) of the General Provisions of the Procurement Ordinance permits "purchas- es made pursuant to any joint purchasing program sponsored by the State or other governmen- tal agency." This purchase will be made as part of the Illinois joint purchasing program. CDS Of- fice Technologies is the vendor for the specified computer in the State joint purchasing pro- gram. ALTERNATIVES The city council may choose not to approve the purchase and redirect staff to explore addition- al avenues or sources of equipment. 2 NEXT STEPS 1. Place the order with CDS Office Technologies. 2. Install all needed software and configure each computer. 3. Install the computers in the emergency vehicles. 4. Investigate options for sale or disposal of the old computers. Originators: Bill Wolf, Police Commander Jeffrey Swoboda, Chief of Police 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: Quotation from CDS Office Technologies {{i f+� 3 CDS Office Technologies liCijr3aM 780 Belden Avenue,Suite A Quotation Addison,Illinois 60101 United States Date gym..."^^- http://www.cdsofficetech.com Apr 17,2012 2:58 PM CDT fFISCF Doc# TJECIFIAIMIUMES 431380-rev 1 of 1 Description CF-31/CF-19 SalesRep Ketchum,Michael (P) 630-305-9034 Customer Contact Bayard,Mike (F)(847)289-2799 bayard_m@cityofeigin.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: j Terms: Ship Via: _ — --�— j None Net 30 I UPS Ground Special Instructions: Carrier Account#: INone — _ 1None Item Description Part# Qty Tax Unit Price Total Panasonic Thug .00 1 1 Win7,Intel Core i5-2520M 2.50GHz,vPro, 13.1"XGA Touch,320GB(7200rpm),4GB,Intel CF-313BGEAIM 30 No $4,310.00 $129,300.00 WiFi a/b/g/n,TPM, Bluetooth,Dual Pass(Upper:WWAN/Lower:Selectable),Gobi,GPS, Emissive Backlit Keyboard,No Drive,Toughbook Preferred 2 Panasonic Extended Warranty CF-SVCLTEXT2Y 30 No $350.00 $10,500.00 Extended service agreement-parts and labor-2 years(4th/5th year)-for Toughbook Panasonic Toughbook 19 3 Win7,Intel Core i5-2520M 2.50GHz,vPro, 10.1"TF+XGA Dual Touch, 320GB(7200rpm), CF-19AFUC61M 5 No $3,825.00 $19,125.00 4GB,Intel WiFi a/b/ /n,TPM, Bluetooth,Dual Pass(Upper:WWAN/Lower:GPS),Gobi,GPS, Emissive Backlit Keyboard, No Drive,Toughbook Preferred Panasonic Exten_ . . Warranty - —.__. .. 4 Extended service agreement-parts and labor-2 years(4th/5th year)-for Toughbook CF-SVCLTEXT2Y 5 No $350.00 $1,750.00 19,31,52,53,74,CI,F9,S10,T8 • Subtotal: $160,675.00 Tax(0.000%): $0.00 Shipping: $0.00 Total: $160,675.00 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. •