CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Cooperative Procurement 18-251, Panasonic Ruggedized Hardware, to CDS Office Technologies for an amount not to exceed $231,174
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DEPARTMENT: Information Technology
SUBMITTED BY: Jeff Anderson, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Information Technology Department (IT) maintains the technology hardware environment for City staff across all departments. This environment includes ruggedized laptops and tablets for field work. IT staff works with each city department to address their computing requirements.
DISCUSSION:
Replacement Technology Hardware
Devices that reached the end of their warranty were reviewed for job requirements, with an emphasis placed on the functionality of the ERP software, Cityworks Service Requests, Asset Management and ArcGIS mapping software. The functionality requirements for the devices in Public Safety also include dispatch communications, electronic citation issuance and other law enforcement activities.
For this replacement cycle, a two month Toughbook evaluation/trial was implemented by IT for the Police Department. Two top vendors of ruggedized technology hardware were invited to participate in the evaluation: Panasonic and GETAC. Panasonic submitted the CF-33 2-in-1 Toughbook and GETAC submitted the V110 convertible and the K120 2-in-1 Toughbook for the trial. Appropriate software was installed on all trial devices and available in the Roll Call room for all officers to test for the first two weeks. After two weeks, the devices were mounted in four squad cars for officers to use in the field. IT also hosted a total of 16 sessions in which the vendors presented their devices and their capabilities to the officers on all shifts. Finally, officers completed a formal survey voting for the device that best fit their needs. The selected device is the Panasonic CF-33 2-in-1 Toughbook.
The required replacements for the Electric Utility, Water Utilities, Department of Public Works (DPW), Fire Department, Police Department and Transportation, Engineering and Development (TED) Business Group include the following items:
• Seven (7) devices were identified as being at the end of maintenance and continue to require a fully ruggedized laptop with backlit keyboard, GPS, and 4G LTE to fulfill current computing needs. The recommended model is the Panasonic CF-31.
• Twenty-seven (27) devices were identified as being at end of maintenance and require a ruggedized 2-in1 convertible tablet with GPS and 4G LTE to fulfill current computing needs. The recommended model is the Panasonic CF-33
• Four (4) devices were identified as being at the end of maintenance and require a semi ruggedized laptop with backlit keyboard, GPS and 4G LTE to fulfill the current computing needs. The recommended model is the Panasonic CF-54.
New Technology Hardware
The IT staff also works with each city department to address their computing requirements for new processes and job requirements. Departments have identified the need for the following new devices in fiscal year 2018.
• Two (2) ruggedized tablets for computerized vehicle diagnostics in Fleet Services (DPW). The recommended model is the Panasonic CF-33.
• Six (6) semi ruggedized laptops for field access to Cityworks Service Requests and GIS Mapping for DPW crews and teams. The recommended model is the Panasonic CF-54.
• One (1) ruggedized tablet for the Candidate Physical Ability Test (CPAT) Co-Coordinator in Fire. The recommended model is the Panasonic CF-33
An existing State of Illinois Master Contact (CMS5848520) has been identified to procure the required Panasonic Ruggedized Laptops, Ruggedized Convertible 2-in1 Laptop/Tablets and Semi Ruggedized Laptops.
FISCAL IMPACT:
CIP #: N/A
Panasonic Hardware is expensed to the technology hardware accounts below. A total of $241,790 has been budgeted for the replacement of ruggedized hardware in 2018. The new items will be charged to departmental accounts. The Fire Department and DPW have budgeted $65,500 and $12,848, respectively, for technology hardware in 2018. The requested award of $231,174 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Budgeted Amount |
|
16101100-541410 |
General Fund |
$520,050 |
|
40101300-541410 |
Electric Utility Fund |
$64,000 |
|
41101500-541410 |
Water Utilities Fund |
$37,000 |
|
22101100-541410 |
General Fund |
$65,500 |
|
31351100-541410 |
General Fund |
$9,298 |
|
31101100-541410 |
General Fund |
$3,550 |