Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: February 25, 2020
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract through the Department of Information Resources (DIR)
Cooperative Purchasing Network Contract Number DIR-TSO-4025 with GTS Technology Solutions, for
the purchase of Panasonic CF-33 (Toughbooks) for use in the Police Department (PD) vehicles; providing
for the expenditure of funds therefor; and providing an effective date (File 7307 – awarded to GTS
Technology Solutions, in the not-to-exceed amount of $491,400).
INFORMATION /BACKGROUND
Panasonic CF-31 Toughbook are the mobile digital computers (MDC) used in our Public Safety vehicles.
These MDCs are built to handle the 24/7 challenges faced by public safety. They provide the trusted
platform to connect to mission critical infrastructure allowing Police Officers to access up-to-date
information needed while in the field.
The Denton police department has undergone a product review to determine which Mobile Digital
Computer (MDC) should be purchased. Ruggedized devices from Dell and Panasonic were evaluated in a
3-month process. The police department elected to continue using the Panasonic devices. The MDCs
requested in this document will replace devices that have reached or exceeded the End-of-Life
recommendations of the manufacturer. The City of Denton embraces an industry standard best practice of
replacing computers after 5 (five) years to ensure computer equipment operates effectively with the latest
software applications. Doing so helps mitigate the risk of equipment failures and incompatible application
issues, assuring that staff remains productive.
Technology Services obtained pricing from four different vendors on the Texas Departments of Information
Resources (DIR) Go DIRect Program. GTS Technology Solutions provided the best available pricing.
Therefore, procuring the MDC’s from the above vendor is the best value for the City of Denton.
GTS Technology Solutions, formerly Austin Ribbon & Computer Government Solutions (ARC), provides
a full range of technology solutions to support Public Safety’s needs. Since 1984, GTS Technology
Solutions has been the technology partner of choice to government, education and private entities.
Pricing obtained through the Department of Information Resources (DIR) Cooperative Purchasing Network
has been competitively bid and meets the statutory requirements of Texas Local Government Code 271.102.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 28, 2020, Council approved the interlocal agreement with the Department of Information
Resources Purchasing Network (Ordinance 20-196).
RECOMMENDATION
GTS Technology Solutions was selected based on the best available pricing. Award a contract with GTS
Technology Solutions, Inc. for the purchase of new MDCs.
Item Cost per Unit Notes
CF-33LE-34VM $4,428.00 Tablet portion of the MDC (16 Gig RAM, 512
Gig HD)
CF-VEK331LMP $551.00 Keyboard portion of the MDC
CF-SVCPSY5 $560.00 4th & 5th Year extended warrantee
CF-SVCBATSW5Y $169.00 Smart Battery warrantee
Total: $5,708.00
The Police Department would like to purchase a total of 31 MDCs (which include the items listed above
per unit) for a total cost of $177,000.00 that was budgeted in 2019-2020. An additional 12 MDCs will also
have to be replaced because they cannot be upgraded due to hardware constraints. These additional units
will cost $68,500.00.
Further, additional MDCs will be purchased to replace/update our current inventory in the coming years as
field units reach End-of-Life. The remaining MDCs (that are upgradable) will have to be replaced in the
coming years at an average rate of 20 per year.
In summary, a total of 83 MDCs will have to be replaced over the next 3 years as follows;
Total MDCs to purchase Base Purchase Cost/MDC Total Cost for Purchase Fiscal Year
31 $5,708.00/each $177,000.00 2019-2020
6 + (6 spare**) = 12 $5,708.00/each $68,500.00 2019-2020
19 + (1 spare) = 20 $5,993.40/each* $120,000.00 2020-2021
19 + (1 spare) = 20 $6,293.07/each* $125,900.00 2021-2022
Total Units (83) $491,400.00
* An increase of 5% has been added to the base cost to reflect future market value of these products
** Spare units are used to replace CF-31 field units when they fail, CF-31 will be out of warrantee by
the end of next month
These calculations do not take into consideration any new vehicles that may be added to the standard PD
fleet in the coming years. The MDCs in these vehicles will be included in the purchase price of the new
vehicles.
Award a contract with GTS Technology Solutions, for the purchase of Panasonic CF-33 (Toughbooks) for
use in the Police Department (PD) vehicles, in a not-to-exceed amount of $491,400.
PRINCIPAL PLACE OF BUSINESS
GTS Technology Solutions
Austin, TX
ESTIMATED SCHEDULE OF PROJECT
The Department of Information Resource’s contract expires November 10, 2022.
FISCAL INFORMATION
These items will be funded from the Police Department Technology accounts 830700.8545 for 22 units
(2019-2020) and 840106744.1355 for remaining 21 units. Requisition #145816 has been entered into the
Purchasing software system. The budgeted amount for this item is $491,400.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Index
Exhibit 3: Ordinance
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Melissa Kraft, 940-349-7823
Legal point of contact: Mack Reinwand at 940-349-8333.