Title
Adoption of Resolution Amending the General Fund and Fleet Services Operating Budget by $118,720 for Costs Associated with the Purchase and Installation of In-Vehicle Data Terminals; and
Recommendation to Authorize Purchase of Police in-Vehicle Data Terminals, in an Amount Not to Exceed $102,792, from DuraTech, Inc. and Authorize Installation in an Amount Not to Exceed $15,928, by Lehr Auto Electric. (Public Works 703)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The Alameda Police Department’s (APD) in-vehicle data terminals are obsolete and require replacement. In 2019, APD pilot-tested seven Getac data tablets as a replacement to the existing Data 911 Mobile Data Terminal. Both APD and Information Technology (IT) staff reported the pilot was extremely successful with a unanimous vote that the Getac data tablets fulfill the City of Alameda’s (City) needs. Staff seeks approval to purchase 23 additional Getac A140 tablets, associated equipment, and warranties from DuraTech USA, Inc. (DuraTech). The purchase price for the additional units and installation service, to be provided by a separate vendor, is not exceed $118,720.
BACKGROUND
APD vehicles currently use Data 911 Mobile Data Terminals. These terminals run on the Windows 7 operating system and are not compatible with Windows 10, which is now required to comply with mandated security protocols to function on an encrypted wireless network. Therefore, the existing terminals are deemed obsolete and require replacement.
DISCUSSION
In 2019, APD surveyed other local police agencies on their experience with modern vehicle data terminals. The following agencies gave high marks for the Getac tablet and cited excellent customer service and superb product and application knowledge from DuraTech:
• East Bay Regional Parks PD
• City Of Richmond PD
• City Of San Pablo PD
• City of Kensington PD
In 2019, APD purchased seven Getac data tablets from DuraTech to pilot-test the units in APD patrol, administrative support, and traffic units. This program was reported as “extremely successful” by APD staff end-users and City IT staff.
The Getac A140 platform is a tablet-based system, which allows for greater flexibility when requiring repair and software update. With the ability to remove the tablet from the vehicle, they can be swapped out, as needed, allowing a vehicle to stay in continuous service. The Getac A140 platform will also eliminate cabling problems caused by wear and tear, which can create monitor and central processing unit (CPU) communication issues.
City Administrative Instruction Number 5 ("Purchasing Policy"), authorizes the use of cooperative purchasing for materials and services (Exhibit 1). National Cooperative Purchasing Alliance (NCPA) is a cooperative purchasing agency, who competitively solicits master contracts based on quality, performance, and most importantly pricing. NCPA utilizes state of the art procurement resources and solutions that result in cooperative purchasing contracts that ensure all public agencies are receiving products and services of the highest quality at the lowest prices. The City is a member of NCPA. DuraTech holds various master contracts with NCPA, including the Getac A140 platform and associated equipment.
Staff seeks approval to purchase the needed in-vehicle data terminals through the DuraTech contracts with NCPA in an amount not to exceed $102,792 (Exhibit 2). An additional $15,928 is needed for the installation, to be performed by Lehr Auto Electric. Therefore, staff is seeking a Fleet Maintenance Operating Budget amendment of $118,720.
ALTERNATIVES
• Authorize purchase of the in-vehicle data terminals from DuraTech and adopt a resolution to amend the Fleet Maintenance Operating budget as proposed by staff.
• Provide further or different direction on the purchase of in-vehicle data terminals used by APD.
FINANCIAL IMPACT
Upgrade of the existing in-vehicle data terminals was not anticipated during the planning of the Fiscal Year 2019-21 budget. Therefore, a transfer from the General Fund to the Fleet Maintenance Operating Budget is required as shown below.
|
Fund/Account |
Amount |
|
General Fund (001) |
|
|
Transfer Out |
$118,720 |
|
Fleet Maintenance (703) |
|
|
|
|
|
Contractual Services |
$118,720 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS-REFERENCE
There is no impact to the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) applies only to projects that have the potential for causing a significant effect on the environment. This action is not a project pursuant to Public Resources Code section 21065 and CEQA Guidelines section 15378.
CLIMATE IMPACTS
There are no climate impacts.
RECOMMENDATION
Adopt a resolution amending the General Fund and Fleet Services Operating Budget by $118,720 for costs associated with the purchase and installation of in-vehicle data terminals and authorize purchase of police in-vehicle data terminals, in an amount not to exceed $102,792, from DuraTech, Inc.
CITY MANAGER RECOMMENDATION
The City Manager recommends approval.
Respectfully submitted,
Liam Garland, Public Works Director
By,
Forrest Heiderick, Fleet Supervisor
Financial Impact section reviewed,
Nancy Bronstein, Interim Finance Director
Exhibits:
1. Purchasing Policy
2. Price Quote
cc: Eric Levitt, City Manager