DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Annual Contract for Data 911 Units for the San Antonio Fire Department
SUMMARY:
This ordinance authorizes a contract with Hubb Systems, LLC dba Data 911 utilizing the United States General Services Administration (GSA) Federal Supply Schedule to provide the San Antonio Fire Department with Data 911 self contained ruggedized modular computers and components that will be mounted in fire fleet emergency vehicles. The Fire Department is requesting a contract for 248 upgraded Central Processing Units (CPUs) for Fiscal Year 2014 at an estimated cost of $1,051,150.48 and a combination of new units and component upgrades annually: estimated for FY2015 at $839,761.18 and annually thereafter through FY2018 at $318,425.50. The total estimated contract value is $2,846,188.16.
BACKGROUND INFORMATION:
During the last six years, the Fire Department has utilized the Data 911 modular computer configuration (display, keyboard and CPU) in the mobile fleet for dispatch response purposes. Over this period of time, the modular computer components have been improved with the latest technological advances and modifications in order to expand their capabilities. The Fire Department's strategy is to replace the CPUs in the 248 existing modular computers in FY2014 eliminating the need to purchase new modular computers. Over the next four fiscal years (FY2015-FY2018), the City will replace components in remaining modular computers currently in service and purchase new modular computers as new vehicles are added to the mobile fleet.
This purchase is made through the GSA Advantage Program on Contract No. GS-35F-0259U through a Federal Supply Schedule of the United States General Services Administration per Texas Local Government Code ยง 271.103.
ISSUE:
The City is requesting a contract be awarded to Hubb Systems, LLC dba Data 911 for the purchase of Data 911 self contained ruggedized modular computers and components. This contract will replace outdated components that are four to six years old and have exceeded their service life and have no remaining warranty coverage. Repair costs for these modular computers would potentially be greater than the cost to replace outdated components. Additionally, there is a provision in this contract to provide for the purchase of new modular computer units to be installed in new vehicles added to the mobile fleet over the term of the contract.
These self contained ruggedized modular computers are permanently installed in fire fleet vehicles. The touchscreen modular computers are used by fire personnel for dispatch and response notifications. The modular computer system provides firefighters with maps to assist firefighters with route directions when responding to emergency calls and is integrated with the Computer Aided Dispatch (CAD) system to allow for faster response to emergency and non-emergency situations.
This emergency response modular computer equipment also provides Internet access which is commonly used by hazmat and technical rescue teams to look up and verify information on chemicals, biological agents or any hazardous material or liquid while responding to emergency incidents.
The Small Business Economic Development Advocacy (SBEDA) ordinance requirements were waived due to the lack of qualified SMWBE's available to provide the goods and services.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the City could continue to use the existing modular computer equipment. However, use of outdated modular computer equipment could result in connectivity failures that could impact the department's ability to safely respond to emergency and non-emergency incidents. Without a contract, repairs to existing equipment could result in higher pricing and delivery delays.
FISCAL IMPACT:
The total cost for the FY2014 purchase of the 248 CPUs is $1,051,150.48. Funding FY2015 through FY2018 will be determined and approved through the annual budget development process. The total estimated contract value is $2,846,188.16.
RECOMMENDATION:
Staff recommends the approval of this a contract with Hubb Systems, LLC d/b/a Data 911 utilizing the United States General Services Administration (GSA) Federal Supply Schedule to provide the San Antonio Fire Department with Data 911 self contained ruggedized modular computers and components that will be mounted in fire fleet emergency vehicles.
This contract is procured by means of cooperative purchasing and a Contracts Disclosure Form is not required.