02-01-2000 - Handheld Computers for Building Division - Award of BidCity of West Covina
*Memorandum
AGENDA
TO: City Manager and City Council ITEM NO. B-4
FROM: Jeffrey W. Collier, Director DATE_Febru'ary 1, 2060
Public Services Department
SUBJECT:, HANDHELD COMPUTERS FOR BUILDING DIVISION
- AWARD OF BID
SUMMARY: The City Council will consider the purchase of a handheld computer hardware and
software system, compatible with Sierra "Permits Plus". to be used by building
and code enforcement field staff.
BACKGROUND:
This project was approved by the City Council as part of the 1999-2000 Capital Improvement
Program. Staff has requested proposals for the design, installation, and supply of handheld
inspection hardware and software. The City is, currently in the process of installing Sierra Systems,
Inc. "Permits' Plus" software. The City desires services to provide a handheld computer hardware
and software system, compatible with "Permits Plus" to be used by building and code
:,enforcement field staff. This contract will provide for .eight handheld computer devices, one PC
command center, and all associated software.and training.
This project will equip Building Division field (code enforcement and building inspectors) staff
with handheld devices to be used to log in the results of their inspections each day. At the end of
each day, the results of the day's work will be downloaded instantaneously into the Sierra Permits
Plus program. Additionally, field personnel.,will .have, instant field access to records such as
building permits while in the field. The system will allow field personnel to be more productive by
spending more time in the filed and less time in the office.- It will eliminate time. consuming data
entry each evening. This will also allow daily reports to be generated to monitor the activity and
productivity of field personnel.
For example, a code enforcement officer might respond to a reported violation. While at the site,
they may notice construction going on in the back. They can instantly check for a permit on the
suspect work. If a permit is not found, they can enter it, in as a violation along with any others
found. The violations are then downloaded into the Permit Plus system at the end of each day, and
can be used to generate a letter to the owner of the property.
DISCUSSION:
On December 15, 1999, RFPs were mailed to nine consulting firms. By.the deadline of January 7,
2000, four responses were received.
The proposals that were received are as follows:
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1. MDS Services
$47,590
$2,100
2. CRW Associates
$57,380
$3,600
3. M-Track Software / Sierra Computer Systems ,
$66,806
$2,853
The proposals from M-Track and Sierra were submitted independently, but have been combined, as
they are interdependent on each other. Sierra provides stand-alone software only, whereas M-Track
provides the handheld hardware and software, which together would provide -a complete system.
References for cities using each system were 'checked. The MDS and the CRW system were
observed in operation in the Cities of Newport Beach and Corona respectively. After review of the
proposals, references, and operation, and in consideration of the current budget for this program, the
MDS Services system has been determined to best fit the needs of the City of West Covina.
• i
City Manager and City Council
Page 2 — February 1. 2000
OPTIONS:
The alternative. to the 'recommendation is to reject the proposals and request new ones. Since a
favorable proposal within the estimated budget was received, it is likely that costs would not be
reduced any further.
FISCAL IMPACT:
In June 1999, the City Council approved the 1999-2000 Capital Improvement Program that
included $50,000 for this project's work. Funding for this project is recommended as follows:
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General Fund
110-320-3028-7900
1$36,000
Construction Tax
161-320-3028-7900
$14,000
Total
$50,000
In .addition to the $47,590 for this contract, a sum of $2,410 is needed ,for contract
administration, hardware such as computer and phone lines, and contingencies for' a total funding
of $50,000 to complete this project.
RECOMMENDATION:
It is recommended that'the City Council accept the Proposal of MDS Services, and authorize the
Mayor and City Clerk to execute an agreement with MDS Services, of San Clemente, California,
for the work to be done for an amount not to exceed $47,590.
Prepared by:
r
Shannon .A. Yau hzee
.Building Official
Reviewed and approved by:
Reviewed by:
"Margie Tucke
Finance Director .