TITLE
Recommendation to authorize City Manager to amend Contract No. 29257 with GTSI Corporation, aka Government Technology Services, Inc. (GTSI), to allow for the purchase of modems and connectivity software for the Police Department mobile data computer system for an additional amount of $400,000; increase appropriations in the General Fund and the Police Department by $650,000; and decrease appropriations in the General Fund and the Citywide Activities Department by $650,000. (Citywide)
DISCUSSION
Field police officers use computers for various tasks. These include report writing, research of computerized records, and retrieval of investigative database information and photographs.
Currently, all of these functions must be performed at a Police Department facility because the mobile data computers in police vehicles lack adequate connectivity to the City network.
On August 2, 2005, City Council approved a contract with GTSI, to upgrade the Police Department's mobile computer system according to the terms and conditions afforded Fairfax County, Virginia, on behalf of U.S. Communities Government Purchasing Alliance. The U.S.
Communities Government Purchasing Alliance has established a national structure for local government agencies to make use of their collective purchasing power to competitively solicit government contracts meeting government agencies' piggyback requirements.
The Police Department spent $2.9 million to upgrade their mobile data computer system in 2006 to Panasonic Toughbook computers with the ultimate goal of moving more of the officers work tasks into the field. The Toughbook provides a modern, full function computer, capable of much more than the previous mobile data system. Currently, the system is connected to the City network by use of an outdated vehicle radio modem that is not optimal for the large volume information transfer described.
As an enhancement to the existing system, the Police Department has conducted testing of vehicle computer modems, connectivity software and cellular providers to determine the best way to bring high-speed data connections to their mobile computers. The items necessary to complete this upgrade are available under the original contract from the original vendor of the Toughbook project, GTSI.
The proposed purchase will greatly enhance the functionality of the existing system and allow patrol officers to remain in the field longer without the necessity to return to the Police station for routine computer processes and increase their safety by allowing them immediate access to information about the subjects they contact.
This matter was reviewed by Deputy City Attorney Lori A. Conway and Budget Management Officer David Wodynski on December 11, 2006.
TIMING CONSIDERATIONS
City Council action is requested on January 9, 2007 to ensure coordinated implementation with a computer software upgrade. This will allow the new equipment to be installed along with other operations and reduce the time vehicles will be out of service.
FISCAL IMPACT
The total one-time purchase of the required modems and other hardware, including accrued use tax, will not exceed $400,000. In addition, it is estimated that the Police Department will require monthly services from a cellular provider to provide the new data transmission network.
These services, which represent an ongoing structural expense for the Police Department, will cost approximately $250,000 per year.
One-time funding was earmarked in the FY 07 Adopted Budget in the General Fund (GP) and the Citywide Activities Department (XC) to procure additional radio bandwidth for the Police Department. The. change from radio transmission to cellular transmission makes the additional radio bandwidth procurement unnecessary, allowing this one-time resource to support both the purchase of the modems as well as the required cellular services for FY 07. A structural budget enhancement will be requested by the Police Department for future cellular service as part of the FY 08 Proposed Budget.
To reflect the new General Fund expense and offset, an appropriations increase in the General Fund (GP) and the Police Department (PD) of $650,000, an offsetting decrease in the General Fund (GP) Citywide Activities Department (XC) of $650,000 is included in the recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
NAME ANTHONY BATTS |
APPROVED: |
TITLE CHIEF OF POLICE |
|
|
|
MICHAEL KILLEBREW |
GERALD R. MILLER |
DIRECTOR OF FINANCIAL MANAGEMENT |
CITY MANAGER |