01-16-2007 - Police Mobile & Station Computers Replacement - Year 1City of West Covina
Memorandum
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TO: Andrew G. Pasmant, City Manager ITEM NO. D-5b
and City Council DATE January 16, 2007
FROM: Frank J. Wills, Chief of Police
SUBJECT: POLICE MOBILE AND STATION COMPUTERS REPLACEMENT —
YEAR 1
RECOMMENDATION: It is recommended that the City Council:
I. Approve the purchase of forty (40) Optiplex 745 desktop computers for $68.379.90
including tax, directly from Dell, the City's authorized computer vendor.
2. Approve the purchase of twenty (20) "Tracer" model Mobile Digital Computers for
$106,235.00 including tax, directly from Datalux, the WCSG's established MDC vendor.
3. De -obligate the $42,000 appropriation in 116.85.8531.7800 previously budgeted for a
2005-06 CIP project (Traffic Intervention System) lacking full funding.
4. Appropriate $58,891.29 from the balance of Fund 116 into 116.84.8727.7900, and
$19,723.61 from the balance of Fund 117 into 117.84.8727.7900, to cover these
purchases, along with the $96,000 already budgeted in 153.84.8727.7900.
DISCUSSION:
Included in the current adopted budget as Capital Improvement Project (CIP) No. GP-07404, the
replacement of the Police Department's station and mobile computers is a top priority. Both of
these types of computers can be replaced in two phases as slated in the CIP plan, targeting those
that are in heavier use or have the oldest hard drives first, then moving to the rest during next
fiscal year.
The Police station desktop computers are nearing the end of their useful lifespan, as they are
utilized by shift personnel around the clock. In the past year, 20 hard drives and 25 monitors
failed and had to be replaced. With the enhancements to the Police Department's Computer
Aided Dispatch and Records Management System (CAD/RMS) from the West Covina Service
Group (WCSG), and the increasing use of multimedia based police training, the current
hardware, purchased in April 2001, no longer functions at a level meeting Police Department
needs. Dell Computers has been established as the City's vendor of choice. For purposes of
hardware consistency across all Departments, a direct purchase agreement from Dell is justified.
Additionally, the Mobile Data Computers (MDC's) utilized in the patrol and field vehicles have
experienced hardware failures of their own. The MDC's are a vital component of public safety
operations: They provide the data and command link between dispatchers and field Officers;
they provide access to external law enforcement databases; and they are tied into the Automated
Vehicle Locator system for real-time response management. These machines were purchased in
April 2002, but their lifespan is reduced by their constant use and harsh field environment. Over
one-third of the patrol MDC's required repairs last year, and finding replacement parts is
increasingly problematic, as they are two generations old. The WCSG exclusively uses Mobile
Data Computers from Datalux, whose hardware is completely interoperable with existing
communication and infrastructure hardware, and is utilized by virtually all WCSG clients. A
direct purchase agreement from Datalux is justified.
FISCAL IMPACT:
A combination of Public Safety Augmentation and other funds were previously earmarked to
cover these purchases with no impact to the City General Fund. However, some State Asset
Forfeiture funding (Fund 116) that was previously earmarked for a different, lower -priority
Capital Improvement Project that lacks full.funding, must be de -obligated and appropriated.
Prepared by: Alex B. Houston
Police Administrative Services Manager
Reviewed/Approved by. -
Fran ills, Ch f of Police
Finance