Title
Resolution Approving Purchase Order and Best Source with Dell Computers for CLEMIS Mobile Computers for FY2012 and FY2013 (NTE $110,000.00)
Memorandum
The attached resolution seeks approval of a purchase order to Dell Computers as best source in an amount not to exceed $110,000.00 for the replacement of the CLEMIS Mobile Computers for the Ann Arbor Police Department for FY2012 and FY2013.
Oakland County's Department of Information Technology's Courts and Law Enforcement Management Information Systems division (CLEMIS), released cooperative RFP solicitation No. 001900 for rugged mobile data computer technology solutions for use by local police and sheriff agencies. The use of this highly specialized and integrated mobile data solution allows many public safety organizations across Southeast Michigan, including Washtenaw County, to maintain a common computing platform, share information and intelligence across agency and government boundaries, improving public safety responsiveness and the overall safety of the Ann Arbor and Washtenaw County communities. As such, Dell is determined to be the best source for obtaining compatible equipment for utilizing the CLEMIS platform.
A project budget has been designed that includes the purchase of 32 Dell E6420 ATG Ruggedized Laptops and associated mounting hardware for the amount of $100,812.47. A project contingency of 9%, or $9,187.53, is added to come to a not to exceed amount of $110,000.00.
The funding for replacement of the CLEMIS Mobile Computers was budgeted and approved in the FY2012 Information Technology Services Unit budget, and is planned for in the FY2013 IT Fund Budget as part of annual computer replacement program.
Authorization of the payment plan will allow for the issuance of a Purchase Order in the amount of $50,631.82 for FY2012, as well as authorization of payment by purchase order in the amount of $50,180.65 in FY2013, subject to and subsequent to annual budget approval. Under the terms of the Agreement, it may be terminated for non-appropriation, should funds for FY2013 not be approved.
Dell Computers received Human Rights approval on June 15, 2011.
We recommend that the attached resolution for the amount of $110,000.00 for FY2012 and FY2013, be approved.
Staff
Prepared by: Daniel Rainey, Director, Information Technology Services Unit
Reviewed by: John Seto, Interim Chief of Police and Safety Services Area Administrator and Tom Crawford, CFO and Financial and Administrative Area Administrator
Approved by: Steven D. Powers, City Administrator
Body
Whereas, The City of Ann Arbor requires that efficient and interoperable information sharing services be maintained for public safety agencies, allowing for the effective delivery of safety services within the City of Ann Arbor and throughout Washtenaw County;
Whereas, CLEMIS, provided through Oakland County's Department of Information Technology, provides public safety technology solutions including Computer Aided Dispatch (CAD), CAD Mobile, Report Management System, fingerprinting and mug shots for use by local police and sheriff agencies;
Whereas, The use of this highly specialized and integrated technology service allows many public safety organizations across Southeast Michigan, including Washtenaw County, to share information and intelligence across agency and government boundaries improving public safety responsiveness and the overall safety of the Ann Arbor and Washtenaw County communities;
Whereas; The City of Ann Arbor has been a participating member of CLEMIS since August 2005;
Whereas, The City has planned, approved and budgeted for CLEMIS Information Services in the FY2012 Information Technology Services Unit budget; and
Whereas, The funding for replacement of the CLEMIS Mobile Computers was budgeted and approved in the FY2012 Information Technology Services Unit budget, and is planned for in the FY2013 IT Fund Budget as part of annual computer replacement program;
RESOLVED, That City Council approve issuance of a Purchase Order to Dell Computers in the amount of $50,631.82 for FY2012, as well as authorization of payment by purchase order for $50,180.65 in FY2013, subject to and subsequent to annual budget approval, the expenditure of funds thereunder to be available regardless of Fiscal Year; and
RESOLVED, That the City Administrator be authorized to take all necessary administrative actions to implement this Resolution regardless of Fiscal Year.