Title
Sheriff's Office recommending the Board approve and authorize the Chair to:
1) Waive competitive bidding requirements for the purchase of (69) Motorola MW810 Mobile Workstations in accordance with purchasing ordinance 3.12.160 sections (B) the unique nature of the property or services precludes competitive bidding & (C) competitive bidding would produce no economic benefit to the county & (E) special circumstances exist such that the purchase must be made within a limited period of time in order to secure for the county an advantageous price for the item that would not be achievable through competitive bidding; and
2) Authorize the Purchasing Agent to issue a purchase order in the estimated $216,358 plus taxes and shipping for (69) Motorola MW810 Mobile Workstations.
FUNDING: General Fund.
Body
DEPARTMENT RECOMMENDATION
Waive Competitive Bidding requirement for the purchase of Mobile Workstations to be used in Patrol vehicles by the EDSO, and to authorize the Purchasing Agent to issue a purchase order in the amount of $216,358 (plus taxes and shipping) for a one time purchase following Board approval.
DISCUSSION / BACKGROUND
The Patrol Vehicle Mobile Data Computers (MDCs), currently used MDC's in the Sheriff's Office patrol vehicles are over six years old. They are no longer under warranty and have surpassed their useful life. Without these workstations deputies would not have access to critical crime data or have report writing capabilities. The MW810 specified hardened mobile digital computers are the only units compatible with existing in-car monitors and keyboards. The existing monitors in the Sheriff's Office Patrol Fleet are proprietary to Motorola. Failure to procure the specified Motorola unit will increase the project costs by and estimated $162,800 for the added purchase of compatible in-car screens, mounts, cables, and keyboards. Since the Sheriff's Office has been using this equipment for over 10 years, and this is a replacement of existing components, no consultation or configuration services are required, making Motorola Inc. the most economical source for the replacement solution.
Competitively bidding the specified unit will yield no financial advantage to the County because there is only one Motorola authorized re-seller that services El Dorado County. We have received a quote from the re-seller and their pricing is higher than Motorola Inc. direct pricing.
Furthermore, EDSO must place this order by October 1, 2015, for the MW810 Mobile Workstations. After October 1, 2015, the item will be discontinued. Unfortunately, the replacement model of the MW810 will not be compatible with our current mobile equipment. If we do not make this deadline, then we will have to replace all monitors and other equipment which will increase the project costs significantly.
ALTERNATIVES
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION
FINANCIAL IMPACT
Funding for the purchase of the Mobile Workstations are included in the Sheriff’s FY 15/16 budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
None
STRATEGIC PLAN COMPONENT
Public Safety
CONTACT
Undersheriff Randy Peshon