HomeMy WebLinkAbout22B - QUEST SOLUTIONS FOR TOUGHBOOKSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
APRIL 7, 2020
TITLE:
AWARD A PURCHASE ORDER FOR AN
AMOUNT NOT TO EXCEED $154,502 TO
QUEST SOLUTION INC. FOR 30
PANASONIC TOUGHBOOKS,
ACCESSORIES AND EXTENDED
WARRANTY FOR THE POLICE
DEPARTMENT TRAFFIC DIVISION
(SPECIFICATION NO. 20-029)
CLERK OF COUNCIL USE ONLY:
❑ As Recommended
❑ As Amended
❑ Ordinance on 1"Reading
❑ Ordinance on 2itlReading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
/s/ Kristine Ridge FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
Authorize a one-time purchase and payment of purchase order to Quest Solution Inc., for the
purchase of 30 Panasonic toughbooks, accessories and extended warranty to be used by the
Police Department Traffic Division as electronic citation writing devices for a total not to exceed
$154,502 subject to non -substantive changes approved by the City Manager and City Attorney.
DISCUSSION
The Santa Ana Police Department Traffic Division is seeking to replace the existing handheld ticket
writers that were purchased in 2014. The current eCitation devices, Motorola MC-75's, have
reached the end of their useful life. The software and drive systems are failing or no longer
supported, and it is no longer cost efficient to repair them.
Handheld ticket writers are used to collect citation data, print traffic citations in the field, transfer
information electronically to the agency's RMS system, then transmit the data to Orange County
Sheriff's Department and to the courts. The new Panasonic tablets will be used by our Traffic
Division to continue these enhanced efficiencies that were realized when the current devices were
deployed.
The current devices do not have internet browsing capability. When a motor officer contacts a
motorist or pedestrian, they are unable to conduct record checks similar to a patrol officer's
capability. The Panasonic tablets will allow motor officers to conduct record checks in the field,
which will assist with confirming the identity of individuals who have no physical form of
identification. Currently, a motor officer must perform all record inquires over the radio through
22B-1
Award a Purchase Order for Panasonic Toughbooks and Accessories
April 7, 2020
Page 2
Communications. Often times this process can be lengthy, depending on the amount of radio traffic
at the time. Issuing Panasonic tablets to each motor officer will allow them to input their daily
activity, making them more efficient and reducing the radio traffic for patrol personnel.
The Collision Investigations Unit will also benefit from having a tablet issued to them. In 2019, the
Collision Investigations Unit handled 18 fatal traffic collisions that resulted in 23 fatalities.
Presently, the Collision Investigations Unit is utilizing obsolete laptop computers that do not offer
all the benefits a Panasonic Toughbook offers.
The new Panasonic devices will have the following specifications: integral mag-strip reader,
thermal printer compatibilities, audio recorder, camera, docking/charging station, and compatibility
with the eCitation software. The proposed device is a great improvement from the current device.
The dimensions and display quality make the devices easier to read, and will allow for more focus
on situational/spatial awareness, which will improve officer safety.
The Notice Inviting Bids was advertised on February 26, 2020, on the City's online bid
management and publication system. A summary of the bid invitation and bids received is as
follows:
526 Vendors were notified
7 Santa Ana vendors were notified
17 Vendors downloaded the bid packet
6 Bids received
0 Bids received from Santa Ana vendors
Six bids were received and opened on March 18, 2020. After evaluation (Exhibit 1), five of the six
bids received were determined to be responsive. The bid deemed nonresponsive offered pricing
on an alternative product that did not meet specification requirements. The bid received from Quest
Solution Inc., was lowest, responsive to specifications, and meets the City's requirements. The
cost of the 30 devices and accessories is $4,520.77 per unit, for a total of $135,624. In addition,
the Police Department is requesting to purchase a five-year extended warranty at a cost of $629.28
per device, for a total of $18,878. .
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal # 1 Community Safety; Objective 3,
(Promote fiscal accountability to ensure financial responsibility at all levels of the organization),
Strategy 3A (Continuously evaluate and assess fiscal aspect of service delivery to ensure that the
Police Department provides programs and services efficiently and effectively.)
22B-2
Award a Purchase Order for Panasonic Toughbooks and Accessories
April 7, 2020
Page 3
FISCAL IMPACT
Funds are available in the FY 2020 OTS Grant Program through fund account (no.16514414-
63001-20450501127-3000) and the FY 2019-20 Information Technology Specialized Systems
account (no. 10920143-63000) as follows:
Fiscal Year
Accounting
Unit — Account#
Accounting Unit, Account
Description
Amount
FY 2019-20
16514414-63001-20450501127-3000
OTS STEP Grant
$103,978
FY 2019-20
10920143-63000
Information Technology
Specialized Systems
$50,524
Total
$154,502
Exhibit: 1. Abstract of Bids
22B-3
EXHIBIT 1
ABSTRACT OF BIDS
PANASONIC TOUGHPADS & ACCESSORIES (20-029)
BIDDER LOCATION TOTAL COST WARRANTY COST
PER UNIT PER UNIT
Howard Industries Inc.
Ellisville, MS
$4,965.14
N/A
Hypertec USA Inc.
Tempe, AZ
$4,784.31
$699.47
Quest Solution Inc.
Anaheim, CA
$4,520.77
$629.28
Southern Computer Warehouse Inc.
Marietta, GA
$4,848.45
N/A
Southland Technology
San Diego, CA
$4,748.40
$721.05
22B-4