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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 12/16/2003 - RESOLUTION 2003-144 APPROVING THE PURCHASE OF 78 P ITEM NUMBER 19 AGENDA ITEM SUMMARY DATE December 16, 2003 FORT COLLINS CITY COUNCIL STAFF Jim O'Neill SUBJECT Resolution 2003-144 Approving the Purchase of Seventy-Eight Panasonic CF-73 Toughbook Laptop Computers from Portable Computer Systems as an Exception to the Competitive Purchasing Process RECOMMENDATION Staff recommends adoption of the Resolution FINANCIAL IMPACT The total cost would be $237,588 Funds are budgeted for 2003 EXECUTIVE SUMMARY Police patrol vehicles use laptop computers as part of the in-vehicle dispatch system Patrol has experimented with various makes of laptops in an effort to standardize on a single type Due to the ever-changing nature of computer technology this was difficult Patrol determined that the best value is a Panasonic Toughbook series laptop equipped with a special case and structure built of magnesium The department has had excellent service from Panasonic laptops of this type used in the last few years In addition, Streets and other City departments use the Panasonics in heavy-duty applications and have had good results with them Both Panasonic and the local dealer, Portable Computer Systems (PCS) of Boulder, Colorado have provided excellent service and support for the Toughbooks now in service The present purchase is for seventy-eight (78) laptops to replace Toshiba and Panasonic laptops currently reaching the end of their service life Not only are these laptops beyond their four-year replacement cycle most will not work properly within the new dispatch system due to be put in service early in 2004 The new CF-73s will be equipped with wireless PC modems suitable for use in the City s Computer Aided Dispatch system Portable Computer Systems (PCS) of Boulder Colorado has offered the City Panasonic CF-73 laptops for $3 046 each including internal wireless modems and power adapters which is a fair price A comparable unit from GTSI under a US COMMUNITIES contract sells for $4 609 December 16, 2003 -2- Item No 19 The total cost for 78 laptops and power adapters is $237,588 and staff recommends the PCS offer be accepted Section 8-161 of the City Code states that any exemption to the use of competitive bidding in excess of$100 000 must be approved by the City Council The Resolution would authorize the purchase of seventy-eight (78) Panasonic CF-73 Toughbook laptop computers as an exemption to the use of competitive bid or proposal as provided in Section 8-161(d)(4) This would allow Police Services to standardize the laptop equipment in patrol vehicles as well as the servicing of that equipment simplifying administration RESOLUTION 2003-144 OF THE COUNCIL OF THE CITY OF FORT COLLINS APPROVING THE PURCHASE OF SEVENTY-EIGHT PANASONIC CF-73 TOUGHBOOK LAPTOP COMPUTERS FROM PORTABLE COMPUTER SYSTEMS AS AN EXCEPTION TO THE COMPETITIVE PURCHASING PROCESS WHEREAS Police Patrol has a large number of Panasonic Toughbook laptop computers in service which have proven to be reliable, and WHEREAS the City has received excellent service and support from Panasonic and Portable Computer Systems (PCS), and WHEREAS seventy-eight new laptops are needed to replace units which are currently reaching the end of their service life and will not work properly with the City s new Computer Aided Dispatch System and WHEREAS Section 8-161(d)(1)(d) of the Code of the City of Fort Collins authorizes the Purchasing Agent to negotiate the purchase of materials and services without utilizing a competitive bidding process where the Purchasing Agent determines that a particular material, professional service or service is required in order to standardize or maintain standardization for the purpose of reducing financial investment or simplifying administration and WHEREAS the Purchasing Agent has determined that the purchase of the Panasonic CF-73 laptops from PCS as an exception to the competitive process is in the best interests of the City due to the need to standardize equipment and the servicing of that equipment in patrol vehicles for the purpose of simplifying administration as well as the demonstrated reliability of the units already in service and WHEREAS, the Purchasing Agent has submitted the requisite justification to the City Manager for approval, and WHEREAS the City Manager has reviewed and concurred in that determination for this acquisition and WHEREAS the cost to purchase seventy eight new laptops from PCS is $237 588, and WHEREAS funds have been budgeted and approved in the Patrol budget for 2003 and WHEREAS Section 8-161(d)(3) requires approval of this purchasing method by the City Council for items costing more than One Hundred Thousand Dollars($100 000)pnor to acquisition NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS that the purchase of seventy eight (78) Panasonic CF 73 Toughbook laptop computers and power adapters in the amount of TWO HUNDRED TBIRTY-SEVEN THOUSAND FIVE HUNDRED EIGHTY-EIGHT DOLLARS ($237 588), as an exception to the City's competitive Purchasing requirements, is hereby approved Passed and adopted at a regular meeting of the City Council held this 16th day of December, AD 2003 Mayor ATTEST City Clerk