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HomeMy WebLinkAbout9/20/2006 - STAFF REPORTS - 2.I. .t �pA1.MsA� iy c V n ° o..no.cea Cq�lFO R��P CITY COUNCIL STAFF REPORT DATE: September 20, 2006 CONSENT AGENDA SUBJECT: COOPERATIVE PURCHASE OF MOBILE MAPPING COMPUTERS, MOUNTING HARDWARE, DOCKING STATIONS AND ANTENNAS FOR FIRE DEPARTMENT VEHICLES: FROM: David H. Ready, City Manager BY: Fire Chief, and Director of Procurement & Contracting SUMMARY Request Council approval of the purchase of mobile mapping equipment for Fire Department vehicles from grant funding. RECOMMENDATION: Adopt Minute Order No. , approving the purchase of eleven (11) Panasonic mobile computers, associated screens, keyboards, docking stations, mounting hardware and antennas from GTSI Corporation under the U.S. Communities Contract, for a total amount of$62,691,42. SUMMARY: This action would provide the necessary mobile computers, and associated hardware, to fully implement the mobile mapping project in the fire department. The fire department received an $117,000 grant from the Riverside County Indian Gaming Special Distribution Fund for this project in July 2006. The mapping software has been purchased and the eleven (11) mobile computers are needed to complete the project. Installation of the computers, hardware, and antennas is being conducted by the City's Fleet Department. Mobile computers will be installed in every front line fire engine, truck, and squad. Fire Department staff vehicles will also be equipped with computers Item No. 2 . 1 . City Council Staff Report September 20, 2006 -- Page 2 Mobile Mapping Computers STAFF ANALYSIS: The Palm Springs Fire Department currently utilizes large paper wall maps generated by the City Engineering Department and last updated in 1991. These maps have been reproduced and cut up to fit into notebooks in each engine company. Editing is done in- house and by hand to add new streets and complexes over the years. The Chief has determined that this is not acceptable, and that a new method of locating streets and address for emergency responses is required. The Fire Department has been working with the Riverside County Fire Department for over five (5) years to find a solution to provide firefighters the best up to date digital maps available so they can respond to emergencies in the most accurate and efficient manner. The Riverside County Fire Department has taken the lead on this project and developed a team to research, and recommends a digital mapping program to the County Fire Chief. Because of the large investment in personnel and time, the Palm Springs Fire Department has waited until their program was implemented and operational. County Fire implementation occurred in the spring of 2006 and all County Fire Engines are equipped with digital maps displayed on mobile computers. Because of the need to provide Mutual and Automatic Aid to each other on a daily basis, the County Fire Chiefs' Association has recommended that all fire agencies utilize the same mapping software so each jurisdiction will operate on everyone's mobile computers (interoperability at its best). Since their implementation, the Riverside County Sheriffs Department has joined County Fire, the County Transportation Land Management Agency (TLMA), and County Information Technology Department to create the most current and up to date County parcel data and maps and make them available to the Public Safety Agencies. This data will be made available to the Palm Springs Fire and Police Department on a regular basis. The Palm Springs Fire Department conducted field testing beginning in March 2006 and purchased two (2) Panasonic Toughbook Computers and GST "Mapper" software to evaluate the system. After a six-month trial, the fire department staff is pleased with the hardware and software capabilities and recommends full implementation. The Procurement & Contracting Manager, pursuant to the requirements of Municipal Code Section 7.09.010, finds that the competitive process conducted by the U.S Communities Contract is adequate to protect the public interest and that the price of the computers and related hardware is likely to be less through the proposed cooperative purchase than could be obtained through the City's independent competitive process. City Council Staff Report September 20, 2006 — Page 3 Mobile Mapping Computers FISCAL IMPACT: Funds for this purpose are available from the Mobile Mapping System Special Gaming Distribution Fund and will not require General Fund support. APPROVED: Blake G. Goetz, Fire Chi Tro utzlaff, A si t nt City Manager David H. Ready, City Map�ger� Attachments: Minute Order MINUTE ORDER NO. APPROVING THE COOPERATIVE PURCHASE OF MOBILE MAPPING COMPUTERS, MOUNTING HARDWARE, DOCKING STATIONS, AND ANTENNAS FOR FIRE DEPARTMENT VEHICLES I, James Thompson, City Clerk of the City of Palm Springs, hereby certify that this Minute Order, approving the cooperative purchase of eleven (11) Panasonic mobile computers, associated screens, keyboards, docking stations, mounting hardware and antennas from GTSI Corporation under the U.S. Communities contract, for a total of $62,691.42, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 20th day of September, 2006.