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Home My WebLink About15.C.3. Purchase of Squad Laptops IS: C.3. CITY OF SHAKOPEE CDNSEHT Police Department Memorandum To: Honorable Mayor, City Council Mark McNeill, City Administrator From: Kim Henke, MIS Coordinator Officer Cody Homer Subject: Purchase of Squad Laptops Date: April 28, 2005 INTRODUCTION City staff is seeking council approval for the purchase of 12 laptop computers, 13 memory upgrades, and 2 docking stations for the Police Department's squad cars. BACKGROUND The Police Department currently has 12 existing laptops in the squad cars. The existing laptops were purchased through a grant that was secured in 2000 along with funds from the DWI Forfeiture account. The existing laptops are very restrictive in their capabilities and Panasonic no longer manufactures this model. Over the last 12 months the Police Department has had to replace 5 hard drives, 4 laptop screens, and 3 keyboards. The warranty has expired for 11 of the 12 existing squad computers. On July 12,2004 the League of Minnesota Cities (LMC) performed a Loss Control Survey and identified the Police Department's laptop system as a potential risk ofloss. It was stated that the current computer docking station does not have ergonomically friendly adjustments to allow officers to type reports, look up information, etc. Furthermore, the current laptop computers were also identified as an item of potential risk. LMC recommended the purchase of a laptop that has touch-screen capabilities and a backlit keyboard to minimize any risk of potential officer safety issues. The new laptops meet these recommendations. Other features of the new laptops will include a ruggedized case, 512Mb RAM, and 40GB hard drive. In September 2004, Council authorized city staff to apply for a MN Department of Public Safety, Local Law Enforcement Block Grant (MN DPS - LLEBG) to help offset the costs of 7 mobile computers. The Shakopee Police Department has been awarded this grant in the amount of $27,643. The match that is required is $3,071.60. Funds exist'in the DWI Forfeiture Account for this expense. Attached are quotes obtained from Portable Computer Systems (PCS), Insight Technologies, and CDWG. Quote comparisons (Laptops and memory only) Insight Tech. $44,229 PCS $44,705 CDWG $49,323 Given the Police Department's positive experience with PCS's customer service and technical support and given the fact that they offer a very competitive bid and are the only vendor to provide the necessary mounts for the laptops, we'd prefer to purchase the laptops, memory, and mounts from PCS. BUDGET IMPACT Ifthe City purchases the computers, memory, and docking stations, funds may be paid by using the MN DPS - LLEBG funds, Police Department DWI Forfeiture Account, the Telecommunications Fund and the Internal Service Equipment Fund. (This fund was used for the five squad cars that were ordered earlier this year. Laptops in squad cars have become a necessity, and therefore, are considered part of the cost of the squad car.) Monies for this purchase exist in all of these accounts. A breakdown is as follows: MN DPS - LLEBG $27,643 Grant Match (DWI Forfeiture Acct.) $3,163.65 Telecommunications Budget $5,000 Internal Service Equipment Fund $13.188.68 Total $48,995.33 ALTERNATIVES 1. Allow staff to purchase the ruggedized Panasonic CF-29EWKGZKM laptop computers, memory, and docking stations from PCS. 2. Do not allow the purchase. 3. Table for further information from staff. RECOMMENDATION Staff recommends alternative one. ACTION REQUESTED If Council concurs, they should, by motion, authorize the purchase for 12 Panasonic CF- 29HWLGZBM laptop computers, 13 memory sticks, and 2 PMT docking stations from Portable Computer Systems at a total cost, including tax, of $48995.33. INSIGHT 6820 South Harl Avenue TEMPE AZ 85283 Tel. (800) INSIGHT QUOTE CONFIRMATION Quotation Number / Quotation Date 21775385 03/10/2005 Customer No.: 411828 City Of Shakopee 129 Holmes St South SHAKO PEE MN 55379 US Tel. 9522333800 Fax 1111111111 City Of Shakopee, Thank you for contacting Insight and allowing us the opportunity to assist you with your needs. We appreciate being considered as the source for your computer product requirements. We deliver according to the following terms and conditions: Currency USD Terms of payment : 30 Days Ship Via : UNITED PARCEL SERVICE / Ground Terms of delivery: DFI Material Description Qty Price Ext. Price CF-29HWLGZBM PM1.4G, 13. 3XGA, 256M, 60G,WIN 12 3,585.00 43,020.00 ~ D'ICLTEJCT2Y 1'];1 .:2YR WTY EXTEHEJIOH. F"oh H.. 13 H:: . (}(}.. :5,J~~ CF-'W:MB30256 256M MEMORY FOR CENTRINO 13 93.00 1,209.00 Subtotal $4~\~;l~ (pt ~ + ~e.~('".1) 0, 6;:4. 55 Sales Tax 3,225.56 Quote Total 52,849.56 Please contact me with any further questions you may have, or if you wish to place an order. BRIAN LOUDERBACK 800-467-4448 x5703 480-760-8387 fax ~ Quote 000255 pQrtablec:omputersystems 04/26/05 Corporate Headquarters Print Date 12851 West 43rd Drive Quote Valid Date OS/26/05 Unit #2 Golden, CO 80403 Prices are valid until the date shown above. Inside Sales Rep Amy Hale amyh@portablecomputersystems.com Remit payments to: Customer: Phone: 8881219-8699 Portable Computer Systems, Inc. Shakopee MN Police Dept Fax: 9401683-4314 PO Box 17127 476 Gorman St Denver, CO 80217 Shako pee, MN 55379 Salesperson Phone: CF-29HWLGZBM PM738-1.4G,13.3'T,256,60G,802.11 a+b+g, backlit, Win XP SP2 12.00 3629.00 43548.00 CF-WMBA40256-G 256MB Ram 13.00 89.00 1157.00 MS70293SLFT Precision Dock & Mount for CF-29 2.00 650.00 1300.00 ESTIMATED_TAX ESTIMATED TAX 1.00 2990.33 2990.33 CPt. CO ~ f'V\~ ~) ~t.t'l1()5 , Notes Terms Payment Terms shall be as stated on this quote. A service charge of 1-%% per month will be charged on all past due balances. All costs of collections, including reasonable attorney's fees shall be paid by the customer. Returned merchandise will not be accepted without authorization and will be subject to a 20% restocking fee. Returns must be made within 30 days of invoice date. Custom-made equipment may not be retumed for any credit Warranties: PCS sells the products as set forth in this invoice without any express or implied warranties. In the event of any product defect of nonconformity, the Buye(s remedies shall be the warranties provided by the Manufacturer. Buyer shall not be entiUed to any incidental, consequential or special damages of any kind. Subtotal ';;;::[;a\,~~~~i$l~i Finished Subtotal does not include taxes, shipping or other incidental charges unless otherwise indicated Page 1 Page 1 l/l\ The Right Technology. SALES QUOTATION Right Away. 1M www:CDWG.com 800-008-4239 KIM HENKE CITY OF SHAKO PEE ~ 129 HOLMES ST S ~ 129 HOLMES ST S L I L CITY OF SHAKO PEE P KIM HENKE T SHAKOPEE, MN 55379-1328 T SHAKOPEE, MN 55379-1351 0 o Contact: KIM HENKE 952-233-9356 Customer Phone# 9522339356 Customer P.O. # TOUGHBOOK QUOTE 12 756965 PANASONIC TB C9/1.4 60GB 256MB XPP 4029.00 48348.00 Mfg#: PNB-CF-29HWLGZBM 13 654928 PAN TOUGHBOOK 256MB FOR 29, 73, 51 75.00 975.00 Mfg#: PNB-CF-WMBA40256F ~ ~ FAii 'i'eUOIB3G'OK ?VQ TJllR FoX'!' "'I VQ 4......J;o 8!'s.06 4N8.SG W;fgit. PUB CF S~efJ'l':Elr'f.2~ ------------ SPECIAL INSTRUCTIONS ----------- Thank you for your opportunity to win! - Tommy Choi 866-224-6484 ( "c.. S -t rY'\ t. r~ ~ '"'~, !>~3 SUBTOTAL 's466::1.88 FREIGHT .00 SALES TAX 3206.00 TOTAL . US Currency BUY WITH CONFIDENCE. COW IS A FORTUNE 500 COMPANY. 57,269.00 CDW Government, Inc. Please remit payment to: 230 North Milwaukee Ave. CDW Government, Inc. Vernon Hills, IL 60061 75 Remittance Drive Phone: 847-371-5000 Fax: 847-419-6200 Suite 1515 Chicago, IL 60675-1515