Title
Panasonic Toughbooks, Tablets, Accessories, and Services - Requirements Contract - City of Tucson 12-0471 (Ordinance S-43767)
Description
Request to authorize the City Manager, or his designee, to enter into a contract to purchase Panasonic toughbooks, tablets, accessories and services from Portable Communications Systems, Incorporated (PCS Mobile) and Mobile Concepts Technology, LLC (MCT) through the City of Tucson's National Intergovernmental Purchasing Alliance (National IPA) Cooperative Contract 12-0471. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
These contracts will provide Panasonic toughbooks, tablets, accessories and services to all City of Phoenix departments, primarily the Police, Fire and Water Services departments. The devices are used as public safety measures to help employees collect, organize and transfer data faster, more efficiently and in real-time. The device allows police officers to run license plates, scan fingerprints, and check records carside, so they never leave a subject unattended. The new models also have features that will complement the citation process with the City's Record Management System. The device allows first responders to see addresses, hazard information, and sensitive information a responder may need, but may not want to say over the radio. The device also is programmable with specific function keys for use by the Fire Department. Moreover, the devices are the industry standard to be used for field work, work orders, and asset management because they can easily withstand repetitive docking and undocking.
Panasonic Toughbooks are durable and can withstand rigorous movement, including drops, spills, dirt, intense shock and vibration, falling objects, and have the ability to handle Arizona's extreme temperatures. No other device has the ability to withstand the heat and/or wear and tear while still protecting valuable and confidential data. These devices have longer warranties (three years parts and labor) over the life of the device; therefore, the City will save money in longer replacement cycles and experience efficiency gains from less downtime associated with device failure associated with regular laptops.
If the City were to change from using this technology, the risk would be tablets overheating and failing. Additionally, the change in technology would require a significant investment to change all mounting brackets and docking stations in public safety and other City vehicles citywide.
This request has been approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, a participating agreement is required when the City uses a cooperative agreement from another public agency. The contract was awarded through a competitive process consistent with the City's procurement processes, as set forth in Phoenix City Code, Chapter 43. Utilization of cooperative agreements allows the City to benefit from national governmental pricing and volume discounts. The City of Tucson's National IPA contract was awarded on July 25, 2012.
Contract Term
The five-year contract term shall begin on or about Aug. 1, 2017.
Financial Impact
The aggregate contract value will not exceed $10,500,000 (including applicable taxes), with an estimated annual expenditure of approximately $2,100,000. Funds are available in City of Phoenix department budgets.
Department
Responsible Department
This item is submitted by City Manager Ed Zuercher and the Finance Department, with concurrence from the Police Chief and Fire Chief.