August 9, 2005
SUBJECT: Award of Bid No. F0404-58 for Ruggedized Mobile Data Computers to be Installed in Public Safety Vehicles
REPORT IN BRIEF
Approval is requested for the award of a contract to Raymar Information Technology, Inc., of Sacramento to provide thirty-nine Itronix GoBook III Ruggedized Mobile Data Computers to be installed in Public Safety vehicles for Computer-Aided Dispatch and field reporting activities.
BACKGROUND
The Department of Public Safety currently has thirty-four Mobile Data Computers (MDCs) in its patrol cars and other vehicles that were purchased and installed in 1999. This equipment is included in the Information Technology equipment replacement schedule with a five-year life.
The hardware platform is obsolete and increasingly difficult to maintain. The units are supported by Information Technology Department staff who have now used all systems and parts available in-house to maintain and repair the equipment. Parts for the aging MDCs are difficult to obtain; and the existing units must now be sent directly to the manufacturer for repairs which takes two weeks or more, provided that the parts required are available.
The City urgently needs to replace the MDCs for patrol car communications to remain operational and to take advantage of the enhanced features of updated software that will not run on the existing equipment. The requested computers will include state-of-the-art mobile computing technology that will assist in better utilization of limited resources. The computers will assist in the automation of police report preparation in the field and position Public Safety to be able to access advances in law enforcement technology as they become available; such as automatic vehicle locator, Global Positioning System maps, warrant checks, driver’s license status checks and in-vehicle video recording of investigations.
A total of thirty-nine MDCs are required which includes replacement of the thirty-four currently being used, three spares for maintenance purposes, and one each for the Fire Battalion Chief and the Neighborhood Resources Officer vehicles.
DISCUSSION
Because the units must perform well in patrol cars and other Public Safety vehicles, special hardware and mounting equipment are required as well as other special features, such as extra durable cases, comfortable and durable keyboards, backlit screens to facilitate 24-hour viewing in darkness and sunlight, etc., and touch screens. These features not only make the units easy to use under difficult circumstances but also facilitate easy installation and repair by Information Technology and Fleet Maintenance staff. Although ruggedization makes the units more expensive than standard notebook computers, without it, the MDCs would be subject to damage from heat, vibration, etc.
A team of Public Safety and Information Technology staff researched all ruggedized mobile data computers currently on the market. Based upon this initial research, three MDCs appeared to be the most suitable for City use, including the Itronix GoBook, the Motorola ML900 and the Panasonic CF-29. Samples of the selected units were installed in Sunnyvale Police vehicles and tested by City public safety officers for approximately one month.
At the conclusion of the test period, the officers evaluated the units, based on the following criteria:
-
Performance and processing speed.
-
Display brightness and adjustability for day and night shift use.
-
Display sharpness and color clarity.
-
Touch screen performance.
-
Touchpad and mouse button performance.
-
Keyboard viewability.
-
Overall ergonomics (weight, carry handle, size, etc.).
-
Ergonomics of the vehicle dock.
-
Ease of inserting the unit and locking it in the vehicle dock.
After these field evaluations and discussions with actual users from other agencies, the evaluation team determined that the Itronix GoBook most closely meets the City’s needs for the following reasons:
-
It meets all Police installation and usability requirements.
-
Keyboard touch is similar to a full-stroke keyboard used with desktop computers.
-
Backlighting of the keyboard far exceeds that of the other units tested.
-
Overall ergonomics for weight, carry handle, size, etc., are superior to the other two competitors.
-
The ease of inserting and removing the unit from the vehicle cradle received the highest ratings.
-
It is exceptionally durable and well-built.
Based upon the extensive market research and field testing described above, bid documents were prepared which specified the Itronix GoBook; and Invitation for Bids No. F0404-58 was advertised on the City's website and broadcast to potential suppliers through the DemandStar by Onvia public procurement network.
Sealed bids were received and publicly opened on May 18, 2005. Two responsive and responsible bids were received.
| Bidder |
Total Bid Pricing* |
| Raymar Information Technology, Inc., of Sacramento, CA |
$243,456 |
| Insight Public Sector of Tempe, AZ |
$245,336 |
*Total bid pricing includes forty mobile data computers and accessories, sales tax and a five-year warranty. Since bids were received, staff has determined that only thirty-nine computers are required; therefore, staff recommendation is for approval of one less computer than included in the total bid pricing listed above. City Fleet Maintenance staff will install the equipment; therefore, installation is not included.
FISCAL IMPACT
Total cost to the City will be $237,398. Funds are available in the Department of Information Technology’s Communications and Office Equipment Replacement Account No. 021603 and Project No. 819840 – Police Services Equipment Acquisition.
RECOMMENDATION
It is recommended that Council award a contract, in substantially the same form as the attached draft and in an amount not to exceed $237,398, to Raymar Information Technology, Inc., for thirty-nine Itronix GoBook III Ruggedized Mobile Data Computers and accessories.
1. Draft Purchase Order (.pdf format)