R2023-83 Resolution Rescinding Resolution No. R2022-19 Accepting the Quote of Midwest Public Safety LLC for the Purchase for Six Getac B630 Computers and Associated Equipment

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I1 Information Technology DATE: 5/1/2023 MEMO: 2023-03 TO: Honorable Mayor Moore Wolfe and City Council Members FROM: Jim Edwards,Director of Information Technology SUBJECT: Resolution#1 —Resolution rescinding Resolution No. R2022-19 Accepting the Quote of Midwest Public Safety LLC for the Purchase for Six Getac B630 Computers and Associated Equipment. Resolution#2-Resolution Accepting the Bid Price of CDS Office Technologies for the Purchase of Eleven New Panasonic Toughbook Computers with Associated Technology for Five Police Vehicles Purchased in February of 2022(R2022-18)and Six Police Vehicles Approved for Purchase in January of 2023 (R2023-53). SUMMARY RECOMMENDATION: Rescind Resolution Number R2022-19 and replace with a new resolution to purchase computers and docking stations for the police vehicles ordered in 2022 and the police vehicles ordered in 2023. Staff recommends awarding a purchase order in the amount of$59,070 to CDS Office Technologies for the purchase of eleven Panasonic Toughbook computers,docking stations and all associated mounting. Twelve vehicles were ordered but only eleven need to be outfitted with computers. BACKGROUND: In 2022,the City of Decatur Works Department ordered six(five to be outfitted with computers)police vehicles including approval to purchase computer equipment. The vehicles from that order are just now being delivered and a purchase order for computer equipment was never issued to the recommended vendor even though the City Council approved the computer purchase under Resolution Number R2022-19. Resolution#1 rescinds Resolution R2022-19 due to the Police Department reevaluating the type and ruggedness of the vehicle computer equipment and finding that a different computer manufacturer and model would be a better fit going forward. Resolution#2 recommends a purchase of eleven computers,five for the police vehicles authorized to be ordered under Resolution Number R2022-18 and,six for the police vehicles authorized to be ordered under Resolution Number R2023-53. Police vehicles come from the manufacturer without the standard equipment required by the Police Department which enables them to be used for police functions. This specific resolution includes the purchase of eleven new Panasonic Toughbook computers,Havis docking stations, and all associated mounting hardware to be used in these new vehicles. The City received two responsible bids for the proposed equipment. CDS Office Technologies was the lowest responsible bidder. Staff recommends the City Council approve this resolution for the purchase of eleven Panasonic Toughbook computers at a cost not to exceed$59,070. PRIOR COUNCIL ACTION: The council approved the purchase of six police vehicles on February 7,2022,under Resolution Number R2022-18. The council approved the purchase of six Getac B300 computers on February 7,2022,under Resolution Number R2022-19 which were never ordered. The council also approved the purchase of six additional police vehicles on March 20,2023,under Resolution Number R2023-53. POTENTIAL OBJECTIONS: There are no known objections INPUT FROM OTHER SOURCES: Information Technology wrote the bid specifications based on Police Department requirements.