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Home My WebLink AboutItem 11- Patrol Laptop purchase AGENDA ITEM SUMMARY Meeting Date: 4/1/2024 Meeting Type: Regular Meeting Staff Contact/Dept.: Jessica Crawford/SPD Staff Phone No: 541-726-3714 Estimated Time: Consent Calendar S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Provide Financially Responsible and Innovative Government Services ITEM TITLE: PURCHASE OF PATROL LAPTOPS AND VEHICLE LAPTOP DOCKS ACTION REQUESTED: Approve the purchase and authorize the City Manager to sign a purchase order for the procurement of laptops and laptop docks for use in patrol vehicles. ISSUE STATEMENT: The Springfield Police Department seeks to proceed with the planned replacement of laptops and related accessories used in patrol vehicles. ATTACHMENTS: DISCUSSION/ FINANCIAL IMPACT: The Springfield Police Department (SPD) and City of Springfield, Information Technology (IT) collaborated on the proposed procurement of ruggedized laptops and laptop docks to replace current laptops used in SPD patrol vehicles. The current laptops have been used over five years, have served their useful life, and are no longer under warranty. A project team made up of SPD and IT staff assisted in the testing and selection of the proposed purchase. The new laptops and docks will provide improved performance and reliability benefiting both police and IT personnel. The planned purchase was included within the fiscal year 2025 proposed budget and will be primarily funded with police department reserve funds in the amount of $214,375 and an additional $9,045 from police and jail levy funds. The purchase order is for 47 laptops and 30 laptop docking stations, which will be used by patrol sergeants, patrol officers, community service officers, and the animal control officer. The police department budgets laptop replacement reserves annually in anticipation of replacing laptops on a five (5) year rotation. Staff requests Council authorize the laptop and laptop dock purchase and grant the City Manager approval to sign the attached purchase order. 1: C3600, CDW-G Laptop and Dock Purchase Order City of Springfield Cooperative Procurement 225 Fifth Street Purchase Order Springfield, Oregon 97477 P.O Number C3600 Phone: 541-726-3622 Fax: 541-726-3782 VENDOR:F.O.B. DESTINATION: COMPANY NAME:DEPARTMENT: SALES CONTACT:RECIPIENT NAME: STREET ADDRESS:STREET ADDRESS: CITY, ST, ZIP:CITY, ST, ZIP: PHONE:PHONE: This purchase is placed against the following Price Agreement: State of Oregon (ORCPP) Price Agreement # NPPGov Price Agreement # Sourcewell (NJPA) Price Agreement # Other:# QTY UNIT PRICE TOTAL 47 3,750.00 176,250.00 47 485.00 22,795.00 30 720.00 21,600.00 30 92.50 2,775.00 - - - SUBTOTAL 223,420.00 SHIPPING & HANDLING - OTHER TOTAL 223,420.00 PAYMENT DETAILS $9,045, 236-06100-1145-632005 Voucher $24,375, 713-06100-9000-632005 G/L Account # $190,000, 713-06100-9000-632005 Authorized Purchaser Signature Date A/P Code # 362 Nancy Newton, City Manager Invoicing Address Name and Title (Print) Email: ap@springfield-or.gov 541-726-3700, cmo@springfield-or.gov Springfield, OR 97477 Phone Number and Email 866-339-7081 RequisitionerP.O. Date DESCRIPTION Refer quote NTLL094. Getac B360G2, part#BX7F74BABCGX Refer quote NTLL094. Getac extended warranty. Part#GE-SVTBNFX5Y Jessica Crawford, jcrawford@springfield-or.gov [The P.O. number must appear on all related correspondence, shipping papers, and invoices] CDW-G Police, ico/Springfield IT Jon Watters Will Kenworthy jonwatt@sdwg.com 225 5th Street Springfield, OR 97477 Mailing: 225 5th Street Refer quote NTLL094. Getac Gamber-Johnson B 360 docking station. Oregon IT Hardware VAR #5603, EXP 12/30/24 Net 30Drop ship-common3/13/2024 TermsShipped VIA Refer quote NTLL094. Getac 120W vehicle adapter C3600, Page 1 of 3 Attachment 1, Page 1 of 3 Hardware Software Services IT Solutions Brands Research Hub QUOTE CONFIRMATION Thank you for choosing CDW. We have received your quote. DALE DZIERZEK, Thank you for considering CDWG for your technology needs. The details of your quote are below. If you are an eProcurement or single sign on customer, please log into your system to access the CDW site. You can search for your quote to retrieve and transfer back into your system for processing. For all other customers, click below to convert your quote to an order. Convert Quote to Order QUOTE #QUOTE DATE QUOTE REFERENCE CUSTOMER #GRAND TOTAL NTLL094 2/28/2024 GETAC 5180811 $223,420.00 QUOTE DETAILS ITEM QTY CDW#UNIT PRICE EXT. PRICE GETAC B360G2 I7 256 32 W11 47 7827845 $3,750.00 $176,250.00 Mfg. Part#: BS7F74BABCGX Contract: Oregon IT Hardware VAR Contract (5603) Getac Bumper to Bumper + Extended Warranty - extended service agreement - 2 47 3781296 $485.00 $22,795.00 Mfg. Part#: GE-SVTBNFX5Y Electronic distribution - NO MEDIA Contract: Oregon IT Hardware VAR Contract (5603) Getac Gamber-Jouhson B360 Laptop Docking Station (Tri RF)30 6124206 $720.00 $21,600.00 Mfg. Part#: 543390100502 Contract: Oregon IT Hardware VAR Contract (5603) Getac 120W 11-16V 22-32V DC Vehicle Adapter 30 5522532 $92.50 $2,775.00 Mfg. Part#: GAD2X8 Contract: Oregon IT Hardware VAR Contract (5603) SUBTOTAL $223,420.00 SHIPPING $0.00 SALES TAX $0.00 GRAND TOTAL $223,420.00 PURCHASER BILLING INFO DELIVER TO Billing Address: CITY OF SPRINGFIELD IT DEPT 225 5TH ST ACCTS PAYABLE SPRINGFIELD, OR 97477-4671 Phone: (541) 726-3750 Payment Terms: Master Card Shipping Address: CITY OF SPRINGFIELD IT DEPT 225 5TH ST ACCTS PAYABLE SPRINGFIELD, OR 97477-4671 Phone: (541) 726-3750 Shipping Method: DROP SHIP-COMMON CARRIER Please remit payments to: C3600, Page 2 of 3 Attachment 1, Page 2 of 3 Page 2 of 2 CDW Government 75 Remittance Drive Suite 1515 Chicago, IL 60675-1515 Sales Contact Info Jon Watters | (866) 339-7081 | jonwatt@cdwg.com Need Help? My Account Support Call 800.800.4239 About Us | Privacy Policy | Terms and Conditions This order is subject to CDW’s Terms and Conditions of Sales and Service Projects at http://www.cdwg.com/content/terms-conditions/product-sales.aspx For more information, contact a CDW account manager. ' 2024 CDWG LLC, 200 N. Milwaukee Avenue, Vernon Hills, IL 60061 | 800.808.4239 C3600, Page 3 of 3 Attachment 1, Page 3 of 3