HomeMy WebLinkAbout21 - Mobile Laptop Computers Replacement9
CITY OF NEWPORT BEACH
POLICE DEPARTMENT
June 17, 1999
June 28, 1999
Agenda Item # 21
TO: Honorable Mayor, Members of the City Council and City Manager
FROM: Bob McDonell, Chief of Police
SUBJECT: PURCHASE OF REPLACEMENT MOBILE LAPTOP
COMPUTERS
I. RECOMMENDATION:
Award bid to purchase replacement mobile laptop computers for use in our
marked civilian police vehicles from "First Computer Inc." for $34,253.73 from
CIP Budget Number 7017 C1820451.
11. BACKGROUND
The Police Department currently has mobile laptop computers (MDC's) installed
in all of its marked vehicles, including those used by civilian employees (Crime
Scene Investigators, Animal Control Officers and Parking Control Officers). The
existing computers are at least three years old and have exceeded their warranty
period (parts replacement and labor). Based on the age of the computers,
anticipated repair costs outside of warranty, technology advances, and
anticipated future requirements not supported by the current hardware, a request
for replacing our mobile laptops was approved in the Fiscal Year 1999 Capital
Improvement Programs (CIP) Budget Number 7017 C1820451). A
corresponding replacement program for the MDC's installed in the marked
vehicles used by our sworn officers, will be undertaken next fiscal year. The
latter project is funded by a COPS MORE grant awarded to Newport Beach, as
part of a larger consortium grant for which the City of Brea is acting as the lead
agency.
Based on the anticipated value of the replacement equipment, City policy
requires staff to prepare and distribute a formal Request for Proposal (RFP). A
RFP was developed and sent to five computer sales companies on June 7,
1999. These companies were selected based on the Police Department's prior
Recommendation for Replacement Mobile Laptop Computers
Page 2
business /contact with them, an Internet search and on a list of authorized
resellers provided by the manufacturer of our existing computers (Toshiba
America Information Systems). In addition, a Public Notice was published in a
local newspaper.
The RFP was sent to five vendors, First Computer, Future Computing, General
Software, Microage, and Michael Johnson Enterprises. All five vendors
responded to the RFP and submitted bids that were received at the Police
Department prior to the deadline of June 14, 1999 at 1630 hours.
Computer Systems Manager John Veale opened the sealed bids from all five
vendors on June 14, 1999 beginning at 1630 hours at the Police Department
with the following results:
• First Computer $34,253.73
• Future Computing $35,521.94
• General Software $37,134.61
• Michael Johnson Enterprises $40,564.11
• Microage $40,985.94
John Veale and Captain Tim Riley conducted a thorough review of the
proposals. The following discussion details the proposal review from all five
vendors. As part of our RFP, all bidders were required to include in their bid
price, an extension of the factory warranty to three years, based upon the harsh
environment of our field use. All units were required to be "ruggedized" in an
effort to minimize the potential for damage.
Ili. DISCUSSION
A. FIRST COMPUTER
First Computer is located in Los Angeles, California. They proposed a
Toshiba Model 4080 Laptop Computer that met all of our specifications
and at the lowest cost.
B. FUTURE COMPUTING SOLUTIONS
Future Computing Solutions is located in Yorba Linda, California. They
proposed a Toshiba 4080 Laptop Computer that met all of our
specifications.
C. GENERAL SOFTWARE
Recommendation for Replacement Mobile Laptop Computers
Page 3
• General Software is located in Northridge, California. They proposed a
Toshiba 4080 Laptop Computer that met (with all options included) all of
our specifications.
D. MICHAEL JOHNSON ENTERPRISES
Michael Johnson Enterprises is located in Northridge, California. They
proposed a Toshiba 4080 Laptop Computer that met all of our
specifications.
E. MICROAGE LOS ANGELES
Microage Los Angeles is located in Los Angeles, California. They
proposed a Toshiba 4080 Laptop Computer that with all options
included met our specifications.
IV. CONCLUSION
Based upon a comprehensive review of the results of the bid process, I
. recommend awarding the bid to First Computer to provide eleven replacement
mobile laptop computers for use in our marked civilian police vehicles at the
Police Department.
Respectfully 1su bmitted,
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John Veale
Computer Systems Manager
Approved
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Bob McDonell
CHIEF OF POLICE
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Tim Riley
Support Services Captain