REPORT TO CITY COUNCIL
SUBJECT
Title
Action on Award of Purchase Order to STOMMEL, INC., dba LEHR for Panasonic Mobile Data Computers for Police and Fire Vehicles
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
Mobile data computers (MDCs) installed in the City’s police patrol vehicles are a vital piece of equipment for officers, providing officer safety and efficiency in the field. These MDCs enable patrol officers to access critical information relating to their safety, calls for service and contacts, report writing, and data from national, state, and regional law enforcement databases. Industry best practices recommend replacing MDCs every three to five years to maintain reliability and performance.
The current Panasonic MDCs installed in police vehicles have proven reliable with a low failure rate. However, the current Panasonic MDCs, along with the modems and antennas used by both the Police and Fire Departments, are aging and lack 5G capability. This presents risks such as lack of warranty coverage and increased cost for support and maintenance. Based on these factors, the Information Technology Department (ITD) has recommended replacing the MDCs, modems, keyboards, docks, and antennae.
DISCUSSION
Staff recommends issuing Purchase Orders (POs) to STOMMEL, INC., dba LEHR for the purchase of Panasonic Mobile Data Computers and related peripherals under the authority of City Code Section 2.105.270(c) which states that the City may, without observing formal bidding requirements, “contract with a vendor under a contract awarded using preestablished cooperative purchasing agreements, when such agreement resulted from a competitive bid process that meets or exceeds the City’s competitive bid process.”
The Finance Department’s Purchasing Division Manager has determined that the cooperative purchasing agreement with STOMMEL, INC., dba LEHR, established through a competitive Request for Proposals process conducted by NASPO ValuePoint (with the State of Minnesota as the lead public agency), meets or exceeds the City’s competitive bidding process.
As a result, staff is seeking City Council authorization to issue POs to STOMMEL, INC., dba LEHR under NASPO ValuePoint Master Agreement 23019. This agreement is effective from July 19, 2023 to June 30, 2025, with the option to extend for up to an additional 36 months through June 30, 2028.
The Police Department, Fire Department, ITD, and the Public Work’s Fleet Management Division will coordinate the installation of the new hardware and software. This effort will be synchronized with the installation of the new P25 radios to minimize disruptions to public safety units and reduce the need for Automotive Services Division staff to access the vehicles multiple times.
ENVIRONMENTAL REVIEW
This action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(4) in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.
FISCAL IMPACT
The equipment purchase is $661,298, factoring in a 5% contingency of $33,065 and sales tax of $60,311, the purchase totals $754,674. In addition, costs to install and program the hardware and software are estimated at $129,760, bringing the total project costs to $884,434.
On December 12, 2023, the Police Department received City Council approval to allocate $379,136 in Citizen’s Option for Public Safety (COPS) funding for the replacement of the MDCs. As approved as part of the FY 2024/25 and FY 2025/26 Adopted Capital Improvement Program budget, an additional $515,804 was appropriated from the General Fund Capital Projects Reserve for this project, bringing the total available funding to $894,940 for Police Department MDC’s, Police and Fire Department 4G Modems and Antennas. It is anticipated that any savings from the MDC replacement project will be returned to the General Fund Capital Project Reserve.
COORDINATION
This report has been coordinated with the Finance Department, Information Technology Department, as well as the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager, or designee, to execute a purchase order with LEHR for Panasonic Toughbooks and Components with a total amount not-to-exceed $754,674, under NASPO ValuePoint Master Agreement 23019, in a final form approved by the City Attorney; and
2. Authorize the City Manager, or designee, to execute purchase orders with LEHR through June 30, 2028, under NASPO ValuePoint Master Agreement 23019, for additional purchases or replacement of MDCs or components as-needed, subject to the appropriation of funds and in a final form approved by the City Attorney.
ATTACHMENT
1. NASPO ValuePoint Master Agreement 23019
Staff
Reviewed by: Cory Morgan, Chief of Police
Approved by: Jovan Grogan, City Manager