Title
Staff Report for a Resolution Approving the Purchase of 35 Datalux Tracer All-In-One Computer Units and 35 Modems from Feeney Wireless to Replace Panasonic Laptops in the Police Department's Vehicle Fleet, and Appropriating Funds from the Information Technology Fund Balance to the Information Technology 2014-15 Operating Budget
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City Council approve a resolution authorizing the City Manager to execute the following: Purchase of 35 Datalux Tracer All-In-One Computer Units and 35 Modems from Feeney Wireless. Staff also recommends City Council approval authorizing the appropriation of $126,000 from the Information Technology (IT) fund balance to partially cover the costs. The remaining funds have been transferred to the IT operating budget from the Police Department, account 010-21-004-7410. The total cost for these purchases is $225,544.80.
BACKGROUND
The San Leandro Police Department currently has Panasonic laptops in its vehicle fleet, including: Patrol cars, code compliance, animal control, and lieutenant and sergeant vehicles. These laptops are used to run field reporting software that is connected to the Police Department's backend information systems.
There are several problems with these laptops that have caused lost staff time for both the IT Division and Police Department. The Datalux units would replace the Panasonic laptops and are expected to fully resolve these problems.
Analysis
The Panasonic laptops are insufficient for the needs of the Police Department for these key reasons: they are not standardized and IT and the Police Department staff must jointly support several different makes and models; the laptops are several years old and frequently need repair; due to their age, the hardware in the laptops is very slow; the laptops are mounted in the trunk of vehicles and this has led to frequent overheating during warm months.
The Datalux units solve all of these problems. The units are standardized and IT and the Police Department will only need to support one make/model making them interchangeable. The new units should not require frequent repair; the hardware is much faster and will support the latest Police Department software; and they will be mounted in the front of the car thereby eliminating the overheating issue in the trunk.
These units are also fully compliant with the Criminal Justice Information Services Division's (CJIS) national guidelines as they will be permanently mounted in the vehicle.
Legal Analysis
City Attorney's office reviewed and approved the purchase contracts.
Fiscal Impacts
The total cost to replace the Panasonic units is $225,544.80.
The Datalux Tracer All-In-One Computer Units will cost $195,628.00. The Feeney Wireless modems will cost $29,916.80.
On October 3, 2014 the Police Department transferred funds from account 010-21-004-7410 to the FY2014-2015 IT Operating Budget, Account: 688-01-001-7410. $99,544.80 of this funding will be used for this purchase.
The remaining $126,000.00 is recommended to be funded from the IT fund balance.
Budget Authority
City Council approval of appropriating funds from the IT fund balance to the 2014-15 IT operating budget since the Finance Director has determined there are sufficient funds in the IT Fund Balance for the $126,000.00 appropriation.
ATTACHMENTS
· Datalux Sales Quote for 35 Tracer All-In-One Computers.
· Feeney Wireless Sales Quote for 35 Modems.
PREPARED BY: Tony Batalla, Information Technology Manager, City Manager's Office
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