Placement: Consent Agenda
Action Requested: Motion / Vote
title
Amend Contract #20150072 for the Dell Lease Agreement for Rugged Laptops and the Display Port Desk Docks.
body
Submitted By: Shelby Dolan, Procurement Agent I, Procurement Management Division.
Strategic Plan Link: The City's Goal of a high-performing city government organization.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Shelby Dolan, Procurement Management Division.
2. Parties: City of Port St. Lucie and Dell Financial Services, LLC.
3. Purpose: Provide hardware to operate the state and federal law enforcement programs.
4. New/Renewal/Modified: Modified.
5. Duration: Three years.
6. Benefits to Port St. Lucie: To provide equipment to allow the Police Department to respond adequately to service calls for the citizens.
7. Cost to Port St. Lucie (Annual and Potential): Annual expense of $250,461 for 3 years for a contract total of $736,248.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve Contract #20150072 Amendment #2.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve Contract #20150072 Amendment #2.
2. Move that the Council not approve Contract #20150072 Amendment #2 and provide staff direction.
Background: On April 13, 2015 the City Council approved entering into an operational lease with Dell Financial Services LLC for the lease of ruggedized laptops. As the term of the lease was reaching completion the Police Department needed to replace the equipment, Amendment #1 was taken to Council on April 9, 2018 to extend the agreement for an additional 3-year term. As the term of this lease is reaching completion, the laptops being replaced are unable to operate software necessary to meet the county-wide computer aided dispatch (CAD), records management security (RMS) requirements from the state and federal law enforcement systems and mobile data systems that are currently being used. The current leased laptops will be returned to Dell Financial Services LLC with the hard drives removed. The hard drives will be stored by the Police Department. The Police Department needs 330 laptops to meet the current officer demand.
Issues/Analysis: Staff has reviewed the proposal from Dell Financial Services LLC and has determined it is the same agreement as per the original bid except for the price. The lease option is a viable option for equipment that has a short lifespan such as computers due to continuous advancement in technology. It is the software requirements that dictates what hardware is needed for optimum usage. The Police Department has a large variety of software that must be available to respond adequately to service calls for the citizens. It is imperative for the safety of each police officer that all the software is the same to ensure compatibility and quick communication.
Financial Information: Funds are budgeted within the General Fund under the Operational Support Service Division of the Police Department (001-2105-544300).
Special Consideration: N/A.
Location of Project: N/A.
Attachments:
A. Dell Lease Agreement.
B. Opinion of Counsel Letter.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 5673.
Legal Sufficiency Review:
Reviewed by Ella M. Gilbert, Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.