Joseph Cevetello, Chief Information Officer, Information Systems Department Subject: Bid Award for the Purchase of 345 Mobile Phone Tablets

Size: px

Start display at page:

Download "Joseph Cevetello, Chief Information Officer, Information Systems Department Subject: Bid Award for the Purchase of 345 Mobile Phone Tablets"

Nathan Shields
5 years ago
Views:

1 City Council Report To: From: Mayor and City Council Jacqueline Seabrooks, Police Chief, Police Department City Council Meeting: June 13, 2017 Agenda Item: 3.J Joseph Cevetello, Chief Information Officer, Information Systems Department Subject: Bid Award for the Purchase of 345 Mobile Phone Tablets Recommended Action Staff recommends that the City Council 1. Award Bid# 4273 to Lehr Auto Electric, Inc., a California based company for the purchase and delivery of up to 345 rugged mobile phone tablets 2. Authorize the Purchasing Services Manager to issue a Purchase Order with Lehr Auto Electric, Inc., for the purchase and delivery of up to 345 rugged mobile phone tablets in an amount not to exceed $727,481 Executive Summary The purchase of the proposed rugged mobile phone tablets would enable the Police Department to undertake an innovative mobility project whereby police officers and field-based, civilian personnel would be equipped with a mobile device. As the Police Department adjusts its patrol methods to a higher utilization of bicycles and foot patrols, the need exists to enable staff to access the same data normally accessed from a patrol vehicle s mobile computer. The proposed hand-held mobile devices would support all of the same functionality of a traditional mobile computer while extending the access to real-time data and the ability to capture data when not using or away from a patrol vehicle. The proposed mobile device would support a variety of functions, including the ability to receive information related to calls-for-service from the Computer Aided Dispatch (CAD) system, issue various forms of citations including parking, traffic and administrative citations, perform queries of various Department of Justice and local criminal databases for wanted vehicles and persons, and securely capture digital evidence. The device would also enable the Department to capture and report the demographic data required for Departmental compliance with the Racial and Identity Profiling Act of 2015 (RIPA) also known as AB 953. Background The Police Department has a long history of utilizing mobile computers in police vehicles which dates back to the mid-1990s. The mobile computers enable officers to receive real-time dispatch information from the CAD system, query various Department 1 of 6

2 of Justice databases for wanted persons and vehicles, and access internal systems for information sharing. The Police Department has adjusted its patrol model during the last few years to include more officers on bicycles and foot patrols. These officers often have an unfulfilled need to access the same information normally available via a mobile computer mounted in a police vehicle. In 2015, the California legislature passed Assembly Bill 953, which addressed the collective public concern about bias in policing. Assembly Bill 953, enacted as the Racial and Identity Profiling Act of 2015, includes a mandate that law enforcement agencies report the demographic data on subjects contacted during the course of all enforcement stops. The data to be reported would include the perceived race, ethnicity, and gender of the person stopped. For the Police Department, the reporting mandates, which are based on agency size, would go into effect as of 2022 with the first annual report due on April 1, As noted in an Information Item dated December 8, 2015, the Department set forth plans and a reasonable timetable to begin collecting this data well in advance of the deadline with a target of January In order to accurately capture the data in a timely and automated manner, a mobile device would be needed. Discussion The Police Department, working with the Information Systems Department, has researched options to meet the unfulfilled needs and has developed a comprehensive mobility program that supports all of the functions of a traditional mobile computer, and more. The proposed mobile devices are one of two models depending upon the staff member s assignment, either the Panasonic FZ-N1 or the Panasonic FZ-X1. Both devices are Android-based devices that would utilize secure connections that meet or exceed FBI requirements for criminal justice data security. The proposed mobile devices would enable staff to access systems such as , time keeping, scheduling, and policy management in the field. The ability to access these systems from the field would decrease the amount of time staff spends performing administrative tasks at the Public Safety Facility. The proposed mobile devices provide full cellular phone capability, which enables officers to more efficiently 2 of 6

3 communicate with the public, support the ability to access specialized systems used by Police, including the capability to: Receive real-time call-for-service information from the CAD system, and provide status updates for responses to the CAD system. Perform queries via the California Law Enforcement Telecommunications System (CLETS) of various Department of Justice databases to identify wanted persons and vehicles. Traditionally, the queries of these databases require officers, who do not have ready access to a mobile computer equipped vehicle, to utilize their portable radio to perform the query via the Communications Center (Public Safety Dispatch). The handheld devices would enable officers to scan a person s driver license or identification card and immediately perform the query without entering any data or communicating over the radio system. Capture field contact information and transmit the information directly into the Records Management System. The current method of documenting field contacts requires officers to manually write on a small pre-printed card, which is routed to the Records Unit for data entry, a process that can take days to complete. The mobile device would enable officers to capture the information from the field and transmit directly to the Records Management System enabling real-time tracking of field contacts. The capture of the field contact information via the proposed mobile devices would enable the Police Department to begin reporting data associated with Assembly Bill 953. Issue all three forms of citations issued by various Police Department staff including traffic citations, parking citations and administrative citations. The issuance of citations will require the purchase of mobile printers. The Police Department and Information Systems Department are in the process of evaluating mobile printer solutions for a future purchase. 3 of 6

Capture digital evidence such as photographs and videos, and securely transfer the digital evidence to the Police Department s Digital Evidence Management System.

Management System. The proposed mobile devices are highly rugged and durable.

4 Capture digital evidence such as photographs and videos, and securely transfer the digital evidence to the Police Department s Digital Evidence Management System. The current method of digital evidence capture requires officers to utilize a small camera and then manually transfer a memory card to the Forensics Section to upload to the Digital Evidence Management System. The proposed mobile devices are highly rugged and durable. The devices meet or exceed various standards, including MIL-STD-810G; IP65 (high-pressure jet spray) and IP67 (submersible up to 3.3ft. for 30 minutes); 6' drop-resistant and tumble tested. Panasonic FZ-N1 Panasoniz FZ-X1 The proposed mobile devices would enable staff to utilize Android-based applications that, in many cases, are available from companies that develop highly specialized software already used by the Police Department. Vendor/Consultant Selection In March 2017, the City published a bid to furnish and deliver 300 Panasonic FZ-N1 Android-based mobile phone tablets, or an equivalent model 45 Panasonic FZ-X1 Android-based mobile phone tablets, or an equivalent model; batteries, battery chargers and five years of maintenance and repairs, including repairs for accidental damage. The 4 of 6

5 bid was posted on the City s online bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with the City Charter and Municipal Code provisions. There were 43 prospective bidders that downloaded the bid package and 4 bidders submitted a bid. Bidder Bid Amount Lehr Auto Electric, Inc. $727,481 Barcoding, Inc. $735,600 Zones, Inc. $763,424 Winn Solutions $804,352 Bids were evaluated based on the criteria in SMMC , including price and compliance with City specifications. Based on these criteria, Lehr Auto Electric, Inc., the lowest bidder, is recommended as the best bidder. An alternative to purchasing the equipment would be to lease it. Staff determined that the costs to lease the equipment over a five-year period would cost between approximately 15% more than purchasing the equipment. A primary factor causing the lease costs to be higher than the purchase costs, aside from interest, is that the equipment would be considered obsolete at the end of the five-year lease and there would be almost no residual value. Since the technology has no real value at the end of the lease, the lease pricing runs higher making purchase the equipment a better option for the City. Financial Impacts and Budget Actions The purchase order to be awarded to Lehr Auto Electric, Inc. is for an amount not to exceed $727,481. Funds are available in the FY Capital Improvement Program budget in account C of 6

6 Prepared By: Approved Eric Uller, Systems Analyst (Lead) - Public Safety Forwarded to Council Attachments: A. Lehr - Oaks 2017 B. Info Item Dec of 6

Kentucky Wireless Information Network Service (Ky-WINS)

2006 NASCIO Recognition Awards Nomination Category: Information Communications Technology (ICT) Innovations Kentucky Wireless Information Network Service (Ky-WINS) Kentucky State Police Kentucky has implemented