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March 16, 1999
SUBJECT: Award of Bid #F9812-44 for Ruggedized Notebook Computers (RTC #99-099)
REPORT IN BRIEF
Approval is requested for the award of a contract to Motorola Electronics of San Mateo to furnish thirty-seven ruggedized notebook computers with accessories for the Information Technology Department (ITD).
BACKGROUND
As part of the Department of Public Safety radio system upgrade, the existing mobile data terminals (MDTs) in Public Safety patrol vehicles are to be replaced with notebook computers. The notebooks will interface with the computer- aided dispatch (CAD) system as well as offer enhanced field reporting capabilities for patrol officers.
In anticipation of the replacement of the MDT systems, ITD and Public Safety staff evaluated both "conventional" notebooks as well as "ruggedized" units for durability in Public Safety field use. None of the conventional notebooks tested were robust enough to meet the rigors of Public Safety patrol work. Of the four ruggedized notebooks currently available (Digital, Amrel, Itronix and Panasonic), the Panasonic "Toughbook" proved far superior to all other units in durability.
The Panasonic "Toughbook" features a full magnesium alloy case and water resistant keyboard, display and touch pad, all of which are shock mounted. In addition, the hard drive is encased in stainless steel and is mounted in shock absorbing gel. The Panasonic unit has been selected and proven to be satisfactory for Public Safety use by the Cities of San Francisco and San Jose as well as Alameda County.
DISCUSSION
Bid specifications were prepared by ITD and Purchasing staff, and Invitation for Bids #F9812-44 was made available to Panasonic authorized resellers. Nine responsive bids were received as summarized below:
| Bidder | Total Bid |
| Motorola Electronics of San Mateo, CA | $161,546 |
| Microwise, Inc., of Fremont, CA | $170,470 |
| Resellers of America of Lomita, CA | $172,449 |
GTSI, Inc., of Chantilly, VA |
$174,524 |
| Total Corporate Services of Campbell, CA | $182,442 |
| Innoco Technologies of Miami, FL | $183,835 |
| Custom Fit, Inc., of Chantilly, VA | $185,535 |
| Team Micro, Inc., of Carrollton, TX | $186,985 |
| Portable Warehouse of Anaheim, CA | $190,681 |
Staff recommends award of contract to the low bidder.
FISCAL IMPACT
Total cost for thirty-seven notebooks and accessories will be $161,546 (tax and freight included). Funds are available in ITD Account #021200-5030.
RECOMMENDATION
It is recommended that Council award a contract in the amount of $161,546 to Motorola Electronics of San Mateo for thirty-seven ruggedized notebook computers and accessories for the Information Technology Department and authorize the Purchasing Officer to issue a purchase order to that effect.
Reviewed by:
Elaine Wesely
Purchasing Officer
Reviewed by:
Mary Bradley
Director, Finance
Reviewed by:
Shawn Hernandez
Director, Information Technology
Approved by:
Robert S. LaSala
City Manager
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