Broken Arrow City Council
Meeting of: 04-04-2017
To: Mayor and City Council
From: Office of City Manager
Title:
title
Approval of and authorization to purchase sixty Dell Latitude Rugged laptops (mobile data system) and 51 matching Havis brand mobile docks and 38 Havis brand mounts from Dell pursuant to Oklahoma statewide contract for the Police Department
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Background: The Police Department has planned the purchase of 60 Dell ruggedized laptop computers to replace the current Panasonic Toughbooks which have been in service since 2011. These replacement laptop computers will be purchased from Dell under the Oklahoma Statewide Contract for computer equipment, peripherals and related services, State Contract #SW1020D, Contract Code WN26AGW. All State Departments, Boards, Commissions, Agencies and Institutions, as well as Counties, School Districts and Municipalities may purchase from this contract. Pricing under the contract is good through March of 2020.
Section 2-27 of the Broken Arrow Code addresses exemptions from full competitive bidding for supplies, materials and equipment. It provides that formal bidding is not required when these items can be purchased at a price not exceeding that set by the state purchasing agency. All equipment on the State Contract has been competitively bid and purchase by the City is authorized by State Law.
The Police Department recommends the State bid from Dell for the purchase of 60 laptop computers, 51 matching Havis brand mobile docks and 38 Havis brand mounts. Use of the Dell/Havis combination has proven through time to be the best solution for the Police Department’s mobile data needs. Further, the authorization requested here will allow the Police Department to finish a mobile data upgrade project which began in summer of 2016. If authorized, the expenditures requested herein will also allow the Police Department to fully modernize its fleet in terms of mobile data needs and have equipment uniformity. Additional approval is also sought to allow Dell, or its agents, to install the equipment in police vehicles. This will benefit city government in terms of minimizing disruptions to public safety service and alleviating the burden of having to task city fleet maintenance with this relatively large (48 vehicle) project. The price is $162,183.60, $39,329.55 and $24,527.38 respectively for the computers, docking/mounting hardware and installation. Overall project price is listed below. Pricing is reflected in the attached quote and Statement of Work documents from Dell.
Funds have been appropriated and are available from the 2014 General Obligation bonds, specifically for police mobile data. Staff recommends that the Council approve the purchase.
Cost: $226,040.53
Prepared By: David N. Boggs, Chief of Police
Reviewed By: Police Department
Finance Department
Legal Department
Assistant City Manager - Administration
Approved By: Michael Spurgeon, City Manager
Attachments: Dell Quotation #3000012134935.1, Dell Statement of Work
Recommendation: Approve the purchase sixty Dell Latitude Rugged laptops, 51 Havis brand mobile docks, and 38 Havis brand mounts from Dell pursuant to the Oklahoma statewide contract.