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CITY COUNCIL AGENDA ITEM NO. 16

Meeting Date: March 23, 2004

Subject/Title: Authorize City Manager to execute contracts for the purchase of new Mobile Data Computers, data radios, and related software upgrades for use by the Brentwood Police Department

Prepared by: Kevin King, Police Lieutenant

Submitted by: Pamela Ehler, Director of Finance and Information Services / Yun Cho, Information Services / Michael R. Davies, Chief of Police

RECOMMENDATION
Authorize the City Manager to execute contracts with DataLux, DataRadio and Data911 in total amount not to exceed $349,000.00 for the purchase of 20 new mobile data computers, radio modems and related software upgrades.

PREVIOUS ACTION
In 1996, the City Council authorized the purchase of mobile data units for installation in Brentwood Police Department’s patrol vehicles in order to provide upgraded levels of Dispatch service. This purchase was dictated in both vendor and specification by the need to be compatible and compliant with the City of Antioch’s Computer-aided Dispatch software (CAD) and proprietary hardware, with whom the City of Brentwood contracts for dispatch services.

BACKGROUND
In 1996, based on the specifications and demands established by the City of Antioch Police Dispatch services, the City of Brentwood Police Department purchased Mobile Data Systems (MDS) from DATA911. This purchasing decision was dictated by the direction and vendor selected by the Antioch Police Department, and the need of the Brentwood Police Department to maintain compliance with that equipment in order to continue to be dispatched by the Antioch Dispatch services. In 1999, the impending year-2000 / millennium computer compatibility issues required the City of Brentwood Police Department, under the guidance of Information Systems personnel, to upgrade the previous software with a newer “millennium-compliant” version of the software to ensure the integrity of the “in-house” Police Records system data through the 1999-2000 year adaptation. This software did not include the CAD (Dispatch), or in-vehicle software upgrades, a decision that was dictated by Antioch Police Department’s decision not to upgrade their software, and the City of Brentwood’s continued need to remain compatible with Antioch’s operating system of choice. In 2002, the City of Antioch Police Department began the process of soliciting information and later, bids for replacing their CAD and Records Management System (RMS) software from the previous pre-1996 version(s), in addition to the Mobile Data Computers (MDC’s)—with compatibility issues of the hardware and software dictating the need to replace both. In the fourth quarter of 2003, the City of Antioch selected, and has contracted with DATA911 for both the upgrade of their CAD/RMS system, and their MDS/MDC hardware. This decision by the City of Antioch Police Department requires the City of Brentwood Police Department to similarly replace mobile data units and upgrade existing software to remain compatible with the Antioch Dispatch services. Unfortunately, Brentwood’s software choice is limited to a sole-source vendor due to the need to remain compatible and compliant with the Antioch system(s), or encumber unknown custom software design costs in an attempt to overcome undetermined inter-communication issues. Fortunately, improving technology allows for increased flexibility in hardware-software compatibility, allowing the City of Brentwood to expand our evaluation to hardware vendors beyond the scope of those selected by the Antioch Police Department. In January, 2004, an RFP (Request for Proposal) was compiled by Staff and submitted to numerous hardware vendors. The specifications for these products encompassed the current requirements for twenty (20) police vehicles and projected future uses of this equipment with the intent of minimizing the need to replace the hardware due to obsolescence in the predictable future. This RFP process resulted in responses and bids from four (4) vendors with products all exceeding the Antioch RFP in specified quality at a reduced pricing from that recognized by the City of Antioch’s process ($860 less per unit). These specifications will allow future adaptation and use of this hardware, interoperability and any foreseeable changes in configuration to the current Dispatch process; including potential future direction by Council to open a City of Brentwood dispatch center in the future. Staff is recommending the purchase of twenty mobile data computers from DataLux, who supplied the low-bid, and was the only vendor to comply with all specifications of the Brentwood RFP. This hardware (and software enhancement) will add global positioning and wireless security video capability to the police vehicle fleet in addition to upgrading current dispatch-related capacity.

Prior to this staff report being acted on by Council on March 9, 2004, one of the unsuccessful vendors raised a question as to the performance of the recommended MDC product in the event of vehicle airbag deployment, causing staff to remove the item from that agenda. Staff has since conducted extensive research into this issue prior to resubmitting this report to Council and is satisfied that the recommended vendor’s MDC product in-fact meets or exceeds the actual performance and safety requirements related to this issue.

FISCAL IMPACT
Staff recommends the expenditures based on a combination of both competitive bidding process and necessitated sole-source allocation as follows:
• DataLux - Mobile data computers (20 units) {$124,966.75}
• DataRadio - radio modems (20 units) w/ Sole-source purchasing required {$73,741.00}
• Data911– software upgrade (network / mobile licensing) {$120,000}
Fortunately, the need to replace both this equipment and related software has been anticipated by Staff for several years. In fiscal year 2001-2002, the City of Brentwood Police Department received monies through an Information and Technologies grant which has been set aside in anticipation of funding these improvements. This grant will provide $212,000 toward the total cost. Remaining funding of $137,000 has been allocated within the existing Vehicle Replacements funds for the balance of the hardware-related costs, requiring the Vehicle Replacement Fund budget to be amended to reflect this expenditure in this fiscal year (03/04).

Attachments:
Resolution

RESOLUTION NO.

A Resolution of the City Council of the City of Brentwood authorizing the City Manager to purchase 20 new mobile data computers, 20 mobile data radios, and required software upgrades for use by the Brentwood Police Department vehicles.

WHEREAS, the Brentwood Police Department must remain compatible with the Antioch Police Dispatch services, and

WHEREAS, there is a need to replace the current police in-car computer systems to remain compatible with the Antioch Police Dispatch services, and

WHEREAS, funding for this project has been anticipated and is available through a combination of High-Technology grant monies and Vehicle Replacement funding.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood authorizes the City Manager to execute contracts for the purchase of mobile data computers; mobile data radios; and updated software in an amount not to exceed $349,000.

BE IT FURTHER RESOLVED that the City Council increase the Vehicle Replacement Fund budget by $137,000

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 23rd day of March 2004 by the following vote:

AYES:
NOES:
ABSENT:
_____________________________
Brian Swisher
Mayor
ATTEST:

__________________________________
Karen Diaz, CMC
City Clerk
 

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