SR-03-18-2014-3GID
City Council Report
City of
Santa Monica"
City Council Meeting: March 18, 2014
Agenda Item: 3'°
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Purchase of Mobile Computers for the Fire Department
Recommended Action
Staff recommends that the City Council award Bid #4127 for the purchase of mobile
data computers for the Fire Department to Lehr Automotive, a California -based firm in
the amount of $275,000.
Executive Summary
The Fire Department uses mobile data computers to communicate with dispatch and
others, access critical information, and document reports and view pre- incident plans.
Current equipment has reached its end of life and is neither compatible with current
software nor supported by the vendor. Therefore, staff recommends replacing these
devices with current equipment. To do this, staff recommends award of Bid #4127 to
Lehr Automotive for the purchase of mobile data computers at a cost of $275,000,
which includes five years of maintenance, accidental damage protection, and
installation services.
Background
The Fire Department currently uses mobile data computers in all of its emergency
response vehicles to better respond to emergencies. These computers allow
responders to communicate with the dispatch center and others, access critical
information, complete necessary reports and view pre- incident plans. The Fire
Department has been using such equipment to aid in responding to emergencies for
over ten years.
Discussion
The current equipment, implemented in 2006, has reached its end -of -life and is no
longer supported by the vendor. Typically, the computers would be replaced every five
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years. However, the Fire Department was able to extend the life cycle of the existing
computers by two years. Today, the aging equipment is unable to support software
presently used by the department. Therefore, the equipment must be replaced to
ensure it is reliable and operational for Fire personnel.
Vendor Selection
In January 2014, the City published a Notice Inviting Bids to provide mobile data
computers, accessories and installation services to the Santa Monica Fire Department
in accordance with City specifications. The bid was posted on the City's online bidding
site, and notices were advertised in the Santa Monica Daily Press in accordance with
City Charter and Municipal Code provisions. There were 1,167 vendors notified and 77
perspective vendors requested the bid documents. A job walk occurred on February 4,
2014 and two vendors attended. One bid was received and publicly opened on
February 13, 2014. The bid required the installer to be a Motorola Premier Service
Provider as the Fire Department wanted to ensure that the installer be qualified to work
on all electronic components of the vehicle including Motorola radios. Lehr Automotive
chose to sub - contract the installation work to the closest Motorola Premier Service
Provider to Santa Monica, Advanced Electronics. The bid was evaluated based on the
price, quality, and compliance with City specifications and requirements as specified in
the bid. The other bidder did not submit a bid as they were unable to source all of the
required components. Based on these criteria, Lehr Automotive is recommended as the
best bidder to provide mobile data computers in accordance with City specifications.
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Financial Impacts & Budget Actions
The purchase order amount to be awarded to Lehr Automotive is for an amount not to
exceed $275,000. Funds are available in the FY 2013 -14 Capital Improvement Program
budget in account 0018019.589000, Mobile Data Computer Replacement.
Prepared by: Benjamin M. Steers, Systems Analyst — Public Safety
Approved:
4ry qa ,Chief formation Officer
1n rmation Sys ems Department
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Forwarded to Council:
Rod Gould
City Manager