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HomeMy WebLinkAbout9/6/2006 - STAFF REPORTS - 2.S. OFF ALM S'6 u an F N C �MoimYto A9PF City Council Staff Report DATE: September 6, 2006 NEW BUSINESS SUBJECT: Convert Mobile Data Computers to Wireless Air Cards FROM. David Ready, City Manager BY: Palm Springs Police Department SUMMARY The City Council will consider authorizing the police department to participate with the Cathedral City Police Department which has a contract with a wireless provider allowing the conversion of Mobile Data Computers in the police cars from modems to wireless air cards. RECOMMENDATION: 1. Adopt Minute Order No_ Approving the purchase of hardware and related services from Sprint/Nextel Wireless in the amount not to exceed $48,266.46 annually for a three year period. 2. Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: Since 1998, the Police Department has been using modems to enable the mobile data computers to communicate with the dispatch center. This technology is very outdated, and the transmission rate is at 9600 baud - similar to a very old dial up modem. If the Police Department were to stay with the older modem technology, all of the existing modems will need to be replaced as well as the transmitter/ amplifier on Edom Hill. The Cathedral City Police Department, Indio Police Department and Desert Hot Springs Police Department are all moving to wireless air cards to replace modems. The air cards transmit at broadband speeds, and they allow officers to not only receive calls for ITEM NO. 4?'J' City Council Staff Report September 6, 2006 -- Page 2 Purchase Wireless Air Cards service, they also have the ability to receive wanted persons or lost children photos and other similar items. Cathedral City Police Department has negotiated with Sprint / Nextel Wireless to provide air cards for their department. After staff evaluation we concur with their agreement. The monthly cost is less than other wireless vendors proposed, and Sprint is prepared to install the necessary hardware to allow all the departments to "link together" in this project. The lower rate is based in part on the combined amount of users the four agencies bring. Included in this request is a T-1 line which is a high-speed digital connection capable of transmitting data at a rate of approximately 1-5 million bits per second. A T-1 line is typically used by small and medium-sized companies with heavy network traffic. It is large enough to send and receive very large text files, graphics, sounds, and databases instantaneously, and is the fastest speed commonly used to connect networks to the internet. In addition, the California Department of Justice has insisted upon this type of system for security purposes. The wireless service will be billed on a month-to-month basis and Sprint is offering the i cards for free to the participating departments. There is no minimum contract on the air ' cards; however the Frame (T-1 line) requires a two year commitment. Sprint has also agreed to provide the T-1 Frame at no cost the first year, and the valley agencies will divide the cost of the service for the next two years. FISCAL IMPACT: Finance Director Review: There will be no increase to the 06/07 general fund budget. It is 'nticipated that the entire project will be paid for from grants and currently budgeted funds. The on going monthly cost is $49.99 per unit. The proposal includes 60 air cards for the Police Department and 17 for the Fire Department. The Police Department's monthly cost will be $2,999.40 and the Fire Department's monthly cost will be $849,93. The total monthly cost for the City will be approximately $3,849.23- The first year of T-1 line lease is free; however the second and third year will cost The City of Palm Springs $173. per month which is '/< of the total monthly lease. The total cost of this project for police and fire is $34,643.97 the first fiscal year, and $48,266.46 the next two years. The Police Department currently has $16,660 encumbered in the current budget for maintenance on the existing modems. That money will be diverted to this project, and the remaining $17,983.97 for the first year will be taken from a Federal Grant that the Department has already obtained for technology City Council Staff Report Septcmber 6, 2006 -- Page 3 Purchase Wireless Air Cards purposes. There will be no increase to the general fund budget this year, and the Federal Grant will have a balance of$30,577 that can be applied to the second and third year's costs. Additionally, the Fire Department currently has Special Distribution Funds (SDF— Indian Gaming) that will be used on this proposal, and the Police Department receives State and Federal grant funds annually that can be applied to this project. It is anticipated that the entire project will be funded by grants. Gary J klro , Police Chief i Blake Goetz, Fire ChieZE� David H. Ready, ity Ma Attachments: Minut -rer MINUTE ORDER NO._ ADOPT MINUTE ORDER NO. AUTHORIZING THE CITY PROCUREMENT DEPARTMENT TO PURCHASE 77 WIRELESS AIR CARDS AND TO CONTRACT WITH SPRINT / NEXTEL TO CONVERT THE EXISTING MODEMS WIRELESS AIR CARDS IN THE AMOUNT OF $131,176.89 FOR A THREE YEAR PERIOD. I, James Thompson, City Clerk of the City of Palm Springs hereby certify that this Minute Order, Authorizing the City Procurement Department to purchase 77 air cards and to contract with Sprint / Nextel to convert the existing modems to wireless air cards in the amount of $131,176.89 for a three year period was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 6t' day of September, 2006. James Thompson, City Clerk