HomeMy WebLinkAbout10-07-2014 C6 MDC & InCar Video AwardCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Steve Gesell, Chief of Police
Prepared By: Keith Storton, Police Captain
SUBJECT: AWARDING OF MOBILE DATA COMPUTER, IN-CAR VIDEO AND
COMMUNICATION GATEWAY CONTRACTS FOR POLICE AND FIRE
RECOMMENDATIONS
1. Award contract to purchase Mobile Data Computers (specification no. 91236) and
Mobile Communication Gateways (specification no. 91273) to CDCE Inc.
2. Award contract to purchase In-Car Video systems (specification no. 91236) to Watch
Guard.
3. Approve the lease financing of $688,501 in equipment purchases through Bank of the
West.
4. Approve a budget amendment to fund the increased cost of the equipment.
DISCUSSION
In June of 2012 the Police Department and the City’s Network Services staff formulated a
Mobile Data Computer (MDC) project team to research mobile data computers and In-Car video
systems for future replacement of its aging equipment.
Potential vendors were contacted to provide demonstrations for the team to develop a greater
understanding of existing technologies within the industry. Six of the eight vendors contacted
provided demonstrations for the team. Staff also traveled to several surrounding Southern
California law enforcement agencies to examine and discuss their MDC and In-Car video
configurations.
In July of 2013 Council approved the 2013-2015 Financial Plan which included a Capital
Improvement Project for the purchase of replacement MDC and In-Car video equipment. The
MDC team was expanded at this time to include Fleet and Fire as they were valuable
stakeholders in this project. The team met several times to share information, continue research,
create a timeline and prepare Request for Proposals.
On February 4, 2014 the Police Department presented a Council Agenda Report for approval to
go to bid for the purchase of MDC’s, In-Car Video and Communication Gateway devices for
installation into both police and fire vehicles. Council unanimously approved the request and
authorized the City Manager to award the contract within the approved budget of $693,000.00.
On February 5, 2014 the City issued a Request for Proposal for Rugged Tablets, Rugged
Laptops, Mobile Data Computers and In-Car video systems under specification no. 91236. A
Oct. 7, 2014
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MDC & In-Car Video Contract Award Page 2
second RFP for Mobile Communication Gateways was also issued under specification no.
91273. The RFPs and CAR are attachments to this report.
On February 19, 2014 the project team held a pre-proposal conference and allowed all interested
venders the opportunity to either appear in person or contact the team by phone to discuss the
RFP’s and ask questions about the project. Over a dozen vendors participated. Based upon
several configuration options and needs presented by the project team, vendors were allowed to
bid on the project in part or in its entirety. Proposals were received on 3/12/2014 from the
following vendors:
Specification No. 91236 (MDC & In-Car video)
CDCE Inc. – Yorba Linda, California (MDC and In-Car video)
Datalux Corporation – Winchester, Virginia (MDC only)
Digital Ally - Lenexa, Kansas (In-Car video only)
L3 MobileVision – Boonton, New Jersey (MDC and In-Car video)
Watch Guard – Allen, Texas (In-Car Video only)
Specification No. 91273 (Gateway Communication Devices)
CDCE Inc. – Yorba Linda, California
L3 MobileVision – Boonton, New Jersey
The project team reviewed all of the proposals. The Datalux and Digital Ally proposals did not
completely meet the requirements set forth in the RFPs. The team decided to continue with
further examination of the CDCE, L3 and Watch Guard products.
During the months of April and May 2014 the project team met with each of the vendors and
allowed them to conduct, at minimum, a two hour demonstration of their products. During this
two month testing window both police and fire provided vehicles for the vendors to install and
demonstrate their products in a live setting. Each vendor provided equipment for a minimum of
two weeks in order for users to test and evaluate their products.
At the conclusion of the live testing the project team reached out to references provided by the
vendors, but also conferred with other public entities also using the equipment we had tested.
In June of 2014 the project team met to discuss our overall research, testing processes and
reference feedback in order to make an informed decision as to the vendor and equipment to be
selected that would best fit the needs of the City.
Project Team Review and Recommendation
The project team recommends that the contract for rugged tablet Mobile Data Computers be
awarded to CDCE, Inc.
1. Rugged Tablet
The project team recommends that CDCE Inc. be awarded the MDC contract. CDCE offers the
Panasonic G1 10.1” rugged tablet that is specifically designed to be mobile and provide flexible
use. The unit can be docked in a patrol car, a fire apparatus, at an on-site work station or used in
a completely mobile format away from a standard fixed mounted application.
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MDC & In-Car Video Contract Award Page 3
A G1 tablet will be issued to field police personnel as a mobile computer with immediate access
to work files and other databases/applications typically available on a standard desktop. The
mobility will allow flexibility in note taking, inputting data, report writing and report production
to include the taking of photographs, obtaining recorded statements and other useful applications.
This type of solution is currently being used in the Utilities Department with great success and is
consistent with the IT department’s long range planning.
2. Mobile Gateway Device
The project team recommends that the Mobile Gateway Device be awarded to CDCE, Inc. for
the purchase of the “In-Motion” communication solution. Currently a number of devices are
accessed, maintained or would be needed in order for the MDCs to communicate wirelessly,
establish connections, provide security, manage networks, provide remote access or create
mobile hotspots. The In-Motion device provides a multi-layered approach that operates all these
functions, and more, through one device.
Historically, MDCs have had difficulty maintaining continued connectivity to our wireless
provider. This interruption in service is similar to a “dropped call”. The MDC would need to
reconnect with the provider to operate properly. This issue can disrupt communication efforts for
extended periods of time and the reboot process can be time consuming and cumbersome. The
In-Motion device can operate through a variety of wireless providers seamlessly without
interrupting service and keeping an MDC functional.
The In-Motion device also has the capability of accessing a vehicle’s on board computer to
monitor real time performance providing Fleet with critical vehicle related data to address
maintenance needs, trouble shoot problems or keep historical records on a vehicles condition.
3. In-Car Video
The project team recommends that the In-Car Video contract be awarded to Watch Guard. Watch
Guard is a stand-alone video capture system. The system operates independently and does not
need an MDC to communicate, transfer data or rely upon any other devices to remain functional.
The video can be captured in several levels of high definition (HD) in a 16:9 wide screen aspect
ratio. These levels can be pre-configured based upon need to maximize storage space. The HD
quality provides clean and crisp images which will be valuable in the capturing of evidence,
conducting administrative reviews and enhance training opportunities. The images will
download wirelessly and managed in a consistent manner with our current practices.
The system supports an adjustable front camera, a cabin camera, a wireless microphone and the
ability to incorporate body worn cameras should the department choose to add that feature at a
later time. The system can record “after the fact” with the ability to go back in time to recover
video that was not initially recorded.
CONCURRENCES
Fire, Public Works (Fleet Maintenance) and Finance & Information Technology have concurred
with this recommendation.
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MDC & In-Car Video Contract Award Page 4
FISCAL IMPACT
Funding for the equipment purchase contracts is included in the FY 2013-14 CIP for Mobile
Data Computer & In-Car Video Replacement (pg. 3-12 of the 2013-15 Financial Plan Capital
Improvement Plan document).
On September 2, 2014 Council approved a short term lease financing plan through the Bank of
the West for the acquisition of MDC, In-Car Video and Mobile Gateway Communication
equipment. The total amount of this purchase is $717,000 and of that total $688,501 was
identified as the amount to be financed.
The total cost of the project has exceeded the available budget by $24,000 which represents the
additional costs associated with the equipment required to store and save quality HD video
evidence into the future. Network Services has funding available to cover the additional costs as
shown in the chart below. This is possible because the MDC’s will be deployed in a manner that
allows officers to utilize them in place of existing desktop computers which will no longer
require the replacement of 29 Police department computers saving the IT computer replacement
budget $15,150 in 2014-15.
Funding by Source
Account # Available Balance Project Amount
MDC & In-Car Video Replacement CIP (acct. 91236956) $693,000 $693,000
Network Services Computer Supplies (acct. 25300-7413) $271,091 $24,000
Total Project $717,000
The amount recommended for lease financing ($688,501) is less than the total amount of the
requested purchase due to the need to keep the lease payments within the current budget
estimates.
ALTERNATIVES
Police and Fire personnel can continue to use existing MDC and Video Equipment. This
alternative is not recommended due to the age, maintenance and security requirements needed
for our current antiquated systems.
ATTACHMENTS
1. Request for Proposals for Mobile Data Computers
2. Request for Proposals for Mobility Communication Gateway
3. Request for Proposals for Rugged Tables, Rugged Laptops & InCar Video System
4. Council Agenda Report from the September 2nd Council Meeting for MDC Financing
Plan
\\Chstore6\Team\Council Agenda Reports\2014\2014-10-07\MDC & IncCar Video Award (Gesell-Storton)\MDC & Video CAR.docx
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FROM: Steve Gesell, Chief of Police
Prepared By: Keith Storton, Police Captain
SUBJECT: REQUEST FOR PROPOSALS – RUGGED TABLETS, RUGGED LAPTOPS,
MOBILE DATA COMPUTERS (MDC) AND IN-CAR VIDEO SYSTEMS
(SPECIFICATION NO. 91236), AND MOBILE COMMUNICATION
GATEWAYS (SPECIFICATION NO. 91273) FOR INSTALLATION IN POLICE
AND FIRE VEHICLES
RECOMMENDATION
1.Approve the request for proposals (RFP) for the replacement of Mobile Data Computers/
In-Car video, mobile communication gateway technology and MDC rugged devices.
2.Authorize the City Manager to award the contract if within the approved budget of
$693,000.00.
DISCUSSION
For approximately ten years the police and fire departments have used Mobile Data Computers
(MDCs) in police and fire vehicles to obtain and transmit data in the field. During this time the
police department has also used In-Car video cameras to capture citizen contacts and gather
evidentiary information.
The City’s police and fire departments have operated with their current MDC and In-Car video
configurations for approximately six years. Due to the nature of public safety expectations this
equipment is typically utilized seven days a week, twenty-four hours a day. According to City
technology standards, this equipment has well exceeded its life-cycle. In addition, while the City’s
current mobile equipment is supported by the City’s reseller the equipment is no longer supported
by the manufacturer. New replacement components are no longer available and several components
of the current In-Car video system are no longer supported.
These systems have become outdated and performance has become degraded; additionally, the
equipment does not meet the current Department of Justice security protocols. It is necessary to
replace this equipment to stay current with quickly advancing technology, adhere to Department of
Justice security protocols and allow our personnel to maintain a high level of efficiency and service
directed toward our community.
Meeting Date
Item Number
02/04/2014
Attachment 1
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MDC, InCar Video, Rugged Devices, Gateway Technology RFP Page 2
Background
1.Mobile Data Computer and In-Car Video Systems
MDC and In-Car Video systems provide real-time computer and video capabilities through remote
access to several public safety databases. Examples of the information that can be transmitted
include: warrants, stolen property, hazardous materials, vehicle information, 911 call information,
mapping, department records, internet and other reference material. Instead of dispatch relaying this
information via radio to public safety personnel in the field, MDCs allow immediate access to
incident information. In many situations, MDCs provide real-time information more efficiently than
radio communication.
At this time it is the desire to continue to place fixed mounted MDC’s in nine (9) fire vehicles.
Please refer to the Rugged Tablets and Laptops section below for an explanation of the police
vehicle MDC solution.
In-Car Video systems capture immediate video images and audio of traffic violations, pursuit
driving, interviews, arrestee transportation and other public contacts. Fire vehicles do not have In-
Car Video camera components. At this time it is desirous to install at least one In-Car video camera
in a fire vehicle. The availability of video will enhance training opportunities, help evaluate scene
dynamics and capture on-scene evidence as it relates to service calls such as fires, hazardous
materials, traffic accidents, and other public assistance needs. Police patrol vehicles will continue to
be installed with In-Car video.
2.Rugged Tablets and Laptops
The City currently makes extensive use of rugged tablets and rugged laptops. The City’s
Community Development (7 tablets), Police (4 handhelds and 3 laptops), Public Works (12 tablets)
and Utilities (2 tablets and 8 laptops) departments all make use of rugged equipment for mobile,
outdoor applications. The use of tablets and laptops with wireless technology has been a very
successful and practical solution for these work groups who regularly perform their duties outside
of a normal office setting.
The intent of this project is to further this effectiveness and consistency by providing all sworn
personnel and some civilian police employees that work in the field their own rugged tablet. The
rugged tablets will be assigned to a specific employee in lieu of a vehicle fixed mount MDC which
may have several users. The employee would have access to the same programs provided by a fixed
MDC such as personal work files, network files, applications and other pertinent important work
related data and information. The difference in this technology is the increased mobility of the
device which will increase efficiency of effort and time ultimately translating into better customer
service. Employees would have the ability to literally take their workstation anywhere and work
from the devices installed memory, wirelessly or through a “docking station” which is discussed
below.
The rugged specifications are industry standards to help mitigate damage due to their portability and
outdoor application. Portable rugged tablets can be used during investigations and field work away
from traditional locations such as at the police department or in a vehicle. The portability will work
nicely into future growth applications of writing reports, issuing tickets and completing work
Attachment 1
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MDC, InCar Video, Rugged Devices, Gateway Technology RFP Page 3
related documents electronically. This electronic format helps populate existing databases for future
access and also decreases the need for support employees to manually enter information into these
systems. Automatic population of fields and databases also decreases the chance for human error,
providing a better service to the community.
3.Docking Technology (mounting device for tablets and laptops)
By issuing police officers rugged tablets these devices would serve as both MDC’s, but also as the
employee’s computer workstation. Tablets can be docked in a police vehicle or within a police
facility acting as the employee’s desk computer. This docking capability reduces the need for
multiple standard desktop workstations, thus reducing the need to purchase and maintain this type
of hardware.
Docking stations provide charging capacity for the tablet and employees would have the same
access to department servers, applications and other databases that they currently use through this
device.
Since access to information is server based, maintenance and control of information can frequently
be viewed and managed remotely, reducing the need for onsite visits for repairs. This translates into
an efficient use of the City’s Network Administrator employee’s effort and time.
4.Communication Gateway Technology
With advancements in technology several changes have occurred since our last acquisition of
MDCs and In-Car video in 2007. Currently our wireless communication capabilities are integrated
into the MDC hardware. Attempting to upgrade these devices can be staff time intensive and costly.
Communication gateway devices are configured as stand-alone components that provide multi-
layered applications to help facilitate the transfer of digital information to and from MDC’s, tablets
In-Car video, storage servers and a variety of data bases. These processes include wireless phone
communications, Wi-Fi capabilities, USB connectivity and live video streaming, just to name a few.
Advancing to this stand-alone technology makes future upgrades more practical as the applications
can be accessed and maintained directly from the communication gateway device.
More importantly communication gateways incorporate and exceed the security standards required
by the Department of Justice (DOJ). DOJ is the authorizing state entity that allows and audits the
use and transfer of sensitive public safety information through wireless communication devices.
DOJ standards must be met and approved prior to our use of their databases and this communication
gateway technology will help us meet those expectations.
Additionally, this technology can provide our Fleet staff with real-time vehicle diagnostics via
wireless feeds in order to identify vehicle performance problems and preemptively conduct
necessary maintenance. This immediate feedback can reduce costs and increase the overall
efficiency of staff time, vehicle performance, and vehicle uptime.
Communication gateway technology is a significant improvement which will enhance connectivity
and efficiency and has been identified as a needed component for the future growth and likely
upgrade of our MDC/In-Car video systems.
Attachment 1
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MDC, InCar Video, Rugged Devices, Gateway Technology RFP Page 4
Components required for Request for Purchase
Device Police Fire IT/Fleet Total
MDC Units
(fixed)
0 9 2 11
In -Car Video Cameras 18 1 3 22
Rugged Tablets 64 0 6 70
Tablet Vehicle Mount
w/ Ext. Keyboard & Monitor
19 0 3 22
Tablet Vehicle Mount
w/ Ext. keyboard
17 0 0 17
Rugged Laptops 2 0 0 2
Vehicle Laptop
Mount
1 0 0 1
Tablet Docks (mounts)
(fixed locations)
31 0 2 33
Communication Gateway
Devices
37 9 4 50
RFP Proposal Process
The RFP process will be a two layered approach in order to meet the varying needs of the City.
1.RFP (Specification No. 91236)
The MDC (fixed units) In-Car Video cameras, Rugged Tablets/Laptops and various mounts will
be placed out to bid in one RFP. Vendors will have the option of providing a complete bid for
all of the addressed needs or portions of the requests as long as the specification requirements
are met.
2.RFP (Specification No. 91273)
Because of their distinct functionality and specific requirements to meet our digital information
processing needs the communication gateway devices will be offered as a separate RFP.
Proposal Evaluation and Selection
Proposals will be evaluated by a staff review committee based on the following criteria:
a.Understanding of the work required by the City.
b.Technical merit and capability.
c.Scalability.
d.System management and maintenance.
e.User interfaces and ease of use.
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MDC, InCar Video, Rugged Devices, Gateway Technology RFP Page 5
f.Total cost of ownership.
g.Maintenance packages and alternatives.
h.Equipment migration strategies.
i.Equipment upgrade mechanisms and cost.
j.Training.
k.Known or intended changes to hardware and/or software over the next year.
l.Next generation devices that are commercially shipping within 6 months from date
of presentation.
m.Quality, clarity and responsiveness of the proposal.
n.Demonstrated competence and professional qualifications necessary for successfully
performing the work required by the City.
o.Recent experience in successfully performing similar services.
p.Proposed approach in completing the work.
q.References.
r.Background and related experience of the specific individuals to be assigned to this
project.
s.Proposed compensation to include warranty coverage, terms and extensions.
As reflected above, contract award will not be based solely on price, but on a combination of factors
as determined to be in the best interest of the City. After evaluating the proposals and discussing
them further with the finalists or the tentatively selected contractor, the City reserves the right to
further negotiate the proposed work and/or method and amount of compensation.
Proposal Review and Award Schedule
The following is an outline of the anticipated schedule for proposal review and contract award:
a.Issue RFP 02/05/14
b.Pre-Proposal Meeting 02/19/14, 2 PM
c.Receive proposals 03/12/14
d.Interviews 03/31/14 – 04/04/14
e.Proof of Concept Start 04/14/14
f.Proof of Concept End 05/14/14
g.Complete proposal evaluation 05/30/14
h.Finalize staff recommendation 06/06/14
i.Award and execute contract Pending DOJ approval
CONCURRENCES
The Fire Department and Finance and IT concur with this recommendation. The project is identified
as one of the City’s top priorities in its Information Technology Strategic Plan.
FISCAL IMPACT
As part of the FY 2013-15 Financial Plan, Council approved the Capital Improvement Plan for
MDC and In-Car Video replacement in FY 2013-14 (page 3-12, FY 13-15 Capital Improvement
Project document). The initial project cost is estimated at $693,000. The project will be financed
using debt proceeds with an estimated annual payment of $184,500 for four years, starting in 2013-
Attachment 1
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MDC, InCar Video, Rugged Devices, Gateway Technology RFP Page 6
14.Maintenance costs are expected to be $3,500 in 2017-18. Staff will return with a separate
proposal for the financing of this equipment prior to the final bid award. The project is identified as
funded through Measure Y, the City’s half-cent sales tax.
ALTERNATIVES
Council can choose not to start the bid process for this project; however, the funds have already
been approved by Council as part of the 2013-15 Financial Plan. Additionally, staff is expending a
significant amount of time keeping our existing systems functioning, which slows progress on other
important technology projects. Delaying this project is also not recommended because it is
considered a high priority project in the City’s Information Technology Strategic Plan.
ATTACHMENTS
1.Attachment 1_2014 TABLET MDC VIDEO RFP.docx
2.Attachment 2_2014 Mobile Gateway RFP.docx
T:\Council Agenda Reports\2014\2014-02\04\RFP for Mobile Data Computers (Gesell-Storton)\CAR Police and Fire MDC.docx
Attachment 1
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The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities.
Telecommunications Device for the Deaf (805) 781-7410.
990 Palm Street San Luis Obispo, CA 93401
Notice Requesting Proposals for
MOBILE COMMUNICATION GATEWAYS
Specification No. 91273
The City of San Luis Obispo is requesting sealed proposals for mobile communication gateways
pursuant to Specification No. 91273. All proposals must be received by the Finance Division by
March 12, 2014 at 3:00 PM, when they will be opened publicly in the City Hall Council
Chambers, 990 Palm Street, San Luis Obispo, CA 93401.
Proposals received after said time will not be considered. To guard against premature opening,
each proposal shall be submitted to the Finance Division in a sealed envelope plainly marked with
the proposal title, specification number, bidder name, time and date of the proposal opening.
Proposals shall be submitted using the forms provided in the specification package.
A pre-proposal meeting will be held at 1042 Walnut, Police Training Room on February 19th,
2014 at 1:00 pm to answer any questions that the prospective bidders may have regarding the
City's request for proposals.
Specification packages and additional information may be obtained on the City’s website at
http://www.slocity.org/finance/bids.asp or by contacting Miguel Guardado, Network Services
Supervisor at Spec91273@slocity.org.
Attachment 2
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1
City of San Luis Obispo
Specification No. 91273
TABLE OF CONTENTS
A. Description of Work 2
Overview 2
Background 2
Technical Proposal Requirements 3
Training 10
Maintenance and Support 10
Warranty 10
B. General Terms and Conditions 12
Proposal Requirements 12
Contract Award and Execution 13
Contract Performance 14
C. Special Terms and Conditions 17
Proposal Content 17
Proposal Evaluation and Selection 18
Proposal Review and Award Schedule 19
Required Deliverable Products 19
Attendance at Meetings and Hearings 19
D. Form of Agreement 21
E. Insurance Requirements 23
F. Proposal Summary Form 25
References 26
Statement of Past Contract Disqualifications 27
Attachment 2
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Section A
DESCRIPTION OF WORK
OVERVIEW
Purpose
The City of San Luis Obispo is inviting proposals for fifty (50) mobile communication gateways
to install into both police and fire vehicles. These mobile communication gateways will serve as
a mobile router providing wide area wireless communications and must include all hardware,
software and services required to support in-vehicle communications, back-end management
system and applications, as well as complete mobile network security.
Background
The City’s mobile data computers currently use internal modems that connect to Verizon’s 3G
network. In parallel with this RFP, the City is also releasing an RFP to upgrade the City’s
mobile data computers. These mobile communication gateways will be used with the City’s new
mobile data computers.
It is the City’s intention that moving to a mobile communication gateway will allow the City to
seamlessly use multiple communication paths to every vehicle and easily migrate to new
communication paths as they are available. The chart below lists the vehicles that are expected to
be outfitted with mobile communication gateway devices at the time of installation.
Mobile Communication Gateways
Department Vehicle Type Vehicle Year Quantity
Police Ford Interceptor Sedan 2013 2
Police Ford Interceptor Sedan 2014 4
Police Ford Interceptor Utility 2013 3
Police Ford Interceptor Utility 2014 6
Police Dodge Charger 2008 3
Police Dodge Charger 2009 3
Police Chevrolet Tahoe 2011 1
Police Ford Crown Victoria 2006 1
Police Ford Crown Victoria 2007 2
Police Chevrolet Caprice 2011 1
Police Chevrolet ½ Ton Pickup Truck 2002 1
Police Buick Regal 2004 1
Police Chevrolet Impala 2005 1
Police Chevrolet Impala 2007 1
Police Chevrolet Impala 2009 1
Police Ford F1 Van 2001 1
Police Ford Escape 2008 1
Police Chevrolet Suburban 2008 1
Police Dodge Ram 2500 Van 2002 1
Attachment 2
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3
Police Ford 1 ton truck (TBD) 1
Police SWAT Trailer (Desk Mounted) 1
Fire Chevrolet Suburban 2013 1
Fire Ford Interceptor Utility 2013 1
Fire Chevrolet Tahoe 2000 1
Fire Fire Engines 6
Network Services Ford Explorer 1
Network Services Non-vehicle (spares) 2
Fleet Non-vehicle (spares) 1
Total 50
TECHNICAL PROPOSAL REQUIREMENTS
The proposer should submit product documentation and address the following requirements in
their proposal.
I. Company Background – Must include size of company, number of technical support staff
and location of support staff that would provide onsite support.
II.In-Vehicle Gateway
A. Mechanical Requirements
i.Single Enclosure – All gateway electronics, including wireless data modems, shall be
contained within a single, compact enclosure.
ii.Material – The communications equipment shall be a rugged design, with a cast alloy
enclosure to protect all electronic components.
iii.Fully Enclosed – All electronics that comprise the gateway device (including cellular
data modems, Wi-Fi modems, etc.) shall be fully contained within the enclosure. An
equipment configuration with electronic subassemblies, including modems,
protruding from the enclosure is not acceptable.
iv.Locking Connectors – Power and RF antenna connectors shall be threaded or have a
locking mechanism to prevent accidental removal of associated cables.
B. Electrical and Environmental Requirements
i.Temperature – The gateway shall operate over a temperature range of at least -30° C
to +60° C (22° F to 140° F). This temperature range shall be achieved using passive
cooling of the enclosure with no requirement for internal fans. The gateway shall
monitor its operating temperature and automatically enter a low power state when
operating outside its programmed temperature range. The gateway shall
automatically resume normal operation when the temperature returns within range.
ii.Shock – The gateway shall withstand mechanical shock of 18 g of 2 milliseconds.
iii.Ingress Protection – The gateway enclosure shall be rated IP54 (per IEC60529) for
protection from solid objects, dust and water.
iv.Power Supply
a.Voltage – The gateway shall operate with standard 12 or 24 VDC vehicle power
systems, and shall function without impairment from a sustained DC supply
Attachment 2
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4
power of 6 to 34 Volts DC. The gateway power supply and electronics shall be
protected from damage caused by reverse polarity of DC power connections and
from short periods of overvoltage operation up to 48 VDC. The gateway shall
operate without impairment when subjected to automotive voltage transients
exhibited during cold cranking engine start events with voltage dips as low as 5.5
volts (voltage waveforms as per SAE J1113-11 Fig.7).
b.Ignition Sensing – The gateway shall be configurable for automatic power up
upon detecting activation of 12 or 24 VDC ignition systems.
c.Battery Protection – The gateway shall be configurable to support automatic
power down at a predefined low-voltage level or after a predefined interval
following shutdown of vehicle ignition. The gateway shutdown timer shall have a
software programmable interval of up to 24 hours after ignition turnoff. The
shutdown timer shall be remotely configurable via software.
d.Immunity to Conduct Transients – The gateway shall be protected from conducted
power line transients as defined in SAE J1455 section 4.13.2.2.1.
C. Networking Requirements
i.Multi-Network Wide Area Wireless Access
a.Cellular – The gateway shall be optionally configurable to incorporate one or
more internal cellular modems supporting access to public and private cellular
data services including:
(a) UMTS-HSPA and HSPA+
(b) EV-DO RevA and RevB
(c) 4G LTE
(d) LTE Band Class 14 (public safety broadband network)
b.Wi-Fi WAN Access – The gateway shall incorporate an internal radio modem to
communicate with broadband access points supporting 802.11 b/g/n standard
transmissions in the 2.4 GHz band and 802.11 a and n transmission in the 5GHz
band. This 802.11n client radio shall support 2x2 MIMO operation using exterior
antennas. The Wi-Fi client radio shall be dedicated to Wi-Fi WAN operations,
and shall be separate from the mobile access point radio also embedded in the
gateway.
c.Licensed Broadband – The gateway shall be optionally configurable with an
internal radio modem to communicate with broadband access points using
licensed public safety spectrum in the 4.9 GHz radio band based on 802.11a
standards.
d.External Wireless Modems – The gateway shall be capable of wide-area
communications via external wireless modems. Such external modem connections
shall be configurable using Ethernet, USB, and RS232 ports on the gateway.
Serial modem connections shall support either PPP or Direct IP communication.
e.Multi-Network Operation and Switching Policies – The gateway shall
automatically switch wide area traffic between wide area wireless networks
according to administrator-defined switching policies. Switching policies shall be
Attachment 2
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5
based upon, at a minimum: network availability, network priority, signal strength,
time of day, vehicle location and vehicle speed.
f.Load Balancing – The gateway shall provide an option to distribute network
sessions across two or more wide-area network links in order to expand the
overall capacity of the wide-area connection. To effectively accommodate wide-
area connections with different performance characteristics, a weighting
mechanism shall be provided in order to distribute more sessions to the higher
capacity link(s).
g.Traffic Filtering – To assure that only appropriate application traffic is routed
over each wireless infrastructure, the gateway shall be capable of automatically
filtering application traffic directed to each wide-area wireless network.
Filtering rules shall be administrator-definable for each network type.
h.Quality of Service Management – The gateway shall provide a Quality of Service
(QoS) mechanism to classify application traffic based on source or destination
address and/or port. For each defined class of traffic the gateway shall allow the
specification of priorities for transmission across the wide area network
connection as well as minimum bandwidth guarantees and maximum bandwidth
allowances to ensure individual applications cannot consume all available
bandwidth. To accommodate wide-area connections with different performance
characteristics, the gateway shall allow the priorities and bandwidth constraints
for each traffic class to be set independently for each wide-area network
connection.
i.Modem Upgrades – To enable access to new wireless network infrastructure
deployed in the future, it shall be possible to replace previously configured
wireless modems or install new wireless modems in the gateway.
j.Internal Modem Form Factors – To accommodate future wireless technologies
delivered in a variety of radio modem form factors, internal radio modules in
MiniPCI, PCIExpress Mini (PEM), ExpressCard, USB form factors shall be
supported within the gateway.
k.RF Antenna Connection – It shall be possible to connect any wireless modem
embedded in the gateway to an external RF antenna via a connector mounted on
the gateway enclosure.
l.Modem Capacity – The gateway shall be configurable to incorporate a minimum
of five (5) separate wireless modems within a single enclosure.
m.SIM Trays – The gateway shall have two (2) built-in SIM trays for use with SIM-
based cellular radio modules.
n.Network Status Beacon – The gateway shall support a Network Status Beacon
which broadcasts the status (connected or disconnected) of the WAN to client
devices connected to the gateway LAN.
ii.Mobile Access Point
a.2.4 GHz Wi-Fi Access – The gateway shall incorporate a dedicated 2.4 GHz
802.11 b/g/n access point to implement a standards-based wireless LAN to
connect client devices inside or nearby the vehicle. The mobile access point radio
shall optionally support 2x2 MIMO operation.
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b.Multiple SSID – The gateway Wi-Fi mobile access point shall support up to four
(4) SSIDs.
c.Multiple Access Points – It shall be possible to optionally configure both Wi-Fi
radio modules embedded in the gateway as two separate Wi-Fi access points, one
to serve Wi-Fi clients outside the vehicle and the other to serve clients inside the
vehicle.
iii.Wired Connections
a.Serial – The gateway shall support at least one RS232 serial data connection.
b.Ethernet – The gateway shall support a minimum of four (4) 10/100/1000 BaseT
Ethernet ports with auto MDI/MDIX support.
c.USB – The gateway shall support a minimum of two (2) USB 2.0 connections.
d.General Purpose Inputs – The gateway shall support a minimum of four (4)
general purpose digital inputs.
D. Functional Requirements
i.Secure Administrative Access – Local and remote access to the administrative
interface of the gateway shall be secured by password-protected login.
ii.DHCP Server – The gateway shall incorporate a DHCP server compliant with RFC
2131 for IP address assignment to LAN-connected devices.
iii.Network Time Server – The gateway shall be configurable as an NTP server
compliant with RFC 1305 to distribute network time to its LAN connected clients.
iv.Dynamic DNS Client – The communications system shall be configurable to report
updates of the gateway’s primary WAN IP address to its active Domain Name Server
in compliance with RFC2136.
v.Network Address Translation – The gateway shall support Network Address
Translation (NAT) with port forwarding, according to RFC 1631.
vi.VLAN Support – The gateway shall enable the creation of multiple virtual LANs
within the vehicle, partitioned by physical network interface and 802.1q VLAN tags.
vii.Encrypted VPN
a.IPSEC Client Capability – The gateway shall incorporate client software to
implement managed VPN connections over the wireless wide area network links.
The VPN client shall be compatible with an IPsec VPN server deployed in the
agency enterprise network, and shall be capable of 256-bit AES encryption.
b.IKE Support – The VPN client must support for authentication both IKEv1 and
IKEv2 pre-shared key or X.509 based certificate.
c.MOBIKE Support – When interoperating with a compatible VPN host, the
gateway shall be capable of using the MOBIKE extension to IKEv2 to maintain a
single IPsec security association for the VPN tunnel while roaming to a new
wireless network.
viii.Wi-Fi LAN Security
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a.Wi-Fi LAN Access Security – The gateway’s mobile access point shall be
configurable at the administrator’s discretion to secure user access using
WPA2/AES-CCMP with Pre-Shared Key or WPA2 Enterprise with EAP-TLS
authentication.
ix.Wi-Fi WAN Access Security – The gateway shall be capable of accessing wireless
WAN connections on fixed Wi-Fi access point infrastructure using the following
authentication protocols:
a.WPA with Pre-Shared Key
b.WPA/WPA2 Enterprise with EAP-TLS
c.WPA/WPA2 Enterprise with PEAPv0/EAP-MSCHAPv2
x.GPS Receiver
a.Channels – The gateway shall incorporate a GPS receiver with a minimum of 12
receive channels.
b.Local GPS Data Reporting – The gateway shall be configurable to report GPS
location information over-the-air to one or more remote hosts.
c.External GPS Support – The gateway shall be capable of using GPS location
information received from a third party GPS solution through either an Ethernet
or serial connection using either TAIP or NMEA 0183 message formats.
xi.Data Storage – The gateway shall be equipped with a minimum of 1 GB of internal
storage and shall be able to accommodate larger internal storage devices if required
for particular applications.
E. Management Capabilities
i.Gateway Management System
a.Enterprise Appliance – The gateway management system shall be available as a
stand-alone enterprise appliance for installation within customer’s premise.
ii.Gateway Configuration
a.Over-The-Air Software Upgrades – Gateway operating system software shall be
upgradable via a wireless download, with no need for maintenance personnel to
visit each vehicle. It shall be possible to enable (and disable) automatic over-the-
air software updates when a WAN link is connected.
b.Software Configuration Updates – Gateway configuration parameters shall be
updatable remotely via wireless access, with no need for maintenance personnel
to visit each vehicle.
c.Mass Configuration – The gateway management system shall automate
distribution and activation of fleet wide configuration changes. The system shall
assure the successful application of such configuration changes regardless of
operational status of individual gateways when the update process is launched
and shall report the update status for each vehicle.
d.Location-Based Reporting and Logging – The gateway management system shall
have the capability to log the location of all vehicles and view their location in a
map-based/geographic format.
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e.Secure VNC Reach-Through – The gateway management system shall enable
authorized users to perform remote administration of computing devices that
support VNC (virtual network console) access.
iii.Management Data Collection – The communications gateway shall collect, retain and
periodically transmit to a centralized management server, a minimum of once per day,
pertinent management information for the reporting period. Reported management
information shall include:
a.Vehicle location history
b.Unit start-up/shut-down events
c.Vehicle/Gateway battery voltage
d.Availability of wide area network links
e.Link switching events
f.Visibility and signal strength of Wi-Fi access points
g.Volume of transmitted data for each available wireless network type
h.Volume of received data for each available wireless network type
i.Supply voltage and operating temperature of the unit
j.Connection status of LAN clients
k.VPN tunnel status
l.RAM and disk consumption
m.Configuration change events
iv.Configurable Management Data Reporting – Reporting of management data by the
gateway to the management server shall be configurable to limit the use of high cost
wireless links.
F. Management Data Representation
i.General Display and Reporting Requirements – Management information reports and
status displays on the centralized management server shall be accessible to either
local or remote users via a browser-based interface. No additional client software
should be required to support access to management system.
ii.Gateway Status Display Partitioning – It shall be possible for the system
administrator to assign each gateway to a designated group for management reporting
purposes. Management privileges of an individual user of the management system
shall be configurable to restrict access to only specified groups of gateways for which
the individual is responsible.
iii.Gateway Status Display – It shall be possible to present the following status
information on a status monitoring screen for each logical group of gateway devices.
Display content and layout shall be definable by the system administrator:
a.Unit ID
b.Unit IP address
c.Vehicle voltage level
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d.Unit operating temperature
e.Elapsed time since last gateway heartbeat
f.Duration that unit has been accessible
g.Total receive bytes for the current reporting period
h.Total transmit bytes for the current reporting period
i.Operational status of the gateway
j.Software version
k.Time since last GPS fix
l.GPS Satellites in View (Total/Usable)
m.Ignition Status
iv.Status Exception Reporting – Reported status parameters shall be monitored by the
system, with status exception events automatically detected according to
administrator-defined threshold values. Such exceptions shall be automatically
logged by the system, highlighted by color-coding of status display elements, and
reported to remote administrators via email or SNMP.
G. Network Management Reports – Using logged information, the system shall generate
management information reports both on an ad hoc basis and automatically at
scheduled times. Report output shall be saved on the server and optionally distributed
to a predefined email list.
The system shall report wide area network utilization, network availability based on
location, and trends in accessibility of each Gateway. Such reports shall include:
i.Cellular coverage maps derived from fleet-wide network logs
ii.Coverage trails mapping network accessibility for individual vehicles
iii.Vehicle connection times by individual network or aggregated for all networks
iv.Availability trend, indicating the percentage of in-service time that individual
gateways were accessible over-the-air
v.Volume of data received/transmitted on each network by an individual gateway or
group of gateways
vi.Volume of data received/transmitted per LAN client device
vii.Volume of data received/transmitted per network service type
viii.Bandwidth consumption mapped by location
ix.Link utilization, providing a time-based view of gateway link selection
x.Event filter reports to view selected event types from the detailed system logs
xi.Wi-Fi access point coverage report
xii.Cellular equipment inventory report showing what modem cards are installed in each
vehicle along with serial and SIM numbers of each card, including: IMEI/MEID,
MDN and UICC.
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H. System Security
i.Integrated Mobile VPN – The mobile communications system shall have an
integrated standards-based IP SEC Mobile VPN solution optimized for use in a multi-
network environment, consisting of an enterprise grade security appliance installed
within the customer premise and IP SEC VPN client installed on the vehicle gateway.
ii.Fast Switching and Multi-Network Support – The VPN solution of the mobile
communications system shall provide IP address persistence using IPSec with IKEV2
and MOBIKE to enable extremely fast switching across multi-WAN environments.
iii.VPN Client Software – The VPN solution shall consist of VPN client software
running on the gateway which automatically establishes and maintains a secure IPSec
tunnel between the vehicle and enterprise VPN security appliance. All devices
connected to the gateway can then share this secure VPN tunnel. The VPN solution
shall not require any special VPN client software or license to be installed on each
computing device (PC, Laptop, tablet, etc.).
iv.Security Credential Management – The mobile communications system shall have the
ability for administrator to remotely manage and automatically rotate and change the
security credentials for the VPN and Wi-Fi (depot/yard) on each gateway on a regular
basis. The management of the security credentials shall be done via the central
gateway management system.
I. Applications
i.Vehicle Telemetry
a.The gateway must support the sending of vehicle telemetry information.
b.Proposer shall include any hardware and software necessary to collect, log and
report the vehicle telemetry data.
c.System must support sending e-mail alerts based on customizable thresholds for
various diagnostics.
INSTALLATION
Proposals shall include costs for onsite installation of all required equipment.
TRAINING
Proposals shall include training costs for ten (10) people on how to administer and maintain the
mobile communication gateways.
MAINTENANCE AND SUPPORT
Provide specific information regarding support options for up to 5 years. The response must
include normal business day phone support, remote support and a maximum 2 hour response
time. Response must also include onsite support options and travel cost estimates.
The maintenance plan must include a toll-free telephone number to the service bureau for
reporting problems. Any request must be identified via a unique tracking identifier for the
problem report.
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The plan must include notification, via mail or electronic delivery, of errata, service changes and
software upgrades or patches.
WARRANTY
The vendor shall provide a minimum one (1) year limited warranty (with options to extend the
warranty) that includes the following for defects only the in-vehicle hardware, management and
security software.
The vendor shall warrant the original purchaser that its products are free from any defects in
material or workmanship for a period of up to one year, which begins 30 days from the date of
shipment.
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Section B
GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1.Requirement to Meet All Provisions. Each individual or firm submitting a proposal
(bidder) shall meet all of the terms, and conditions of the Request for Proposals (RFP)
specifications package. By virtue of its proposal submittal, bidder acknowledges
agreement with and acceptance of all provisions of the RFP specifications.
2.Proposal Submittal. Each proposal must be submitted on the form(s) provided in the
specifications and accompanied by any other required submittals or supplemental
materials. Proposal documents shall be enclosed in an envelope that shall be sealed and
addressed to the Department of Finance & Information Technology, City of San Luis
Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. In order to guard against
premature opening, the proposal should be clearly labeled with the proposal title,
specification number, name of bidder, and date and time of proposal opening. No FAX
submittals will be accepted.
3.Insurance Certificate. Each proposal must include a certificate of insurance showing:
a.The insurance carrier and its A.M. Best rating.
b.Scope of coverage and limits.
c.Deductibles and self-insured retention.
The purpose of this submittal is to generally assess the adequacy of the proposer’s
insurance coverage during proposal evaluation; as discussed under paragraph 12 below,
endorsements are not required until contract award. The City’s insurance requirements
are detailed in Section E.
4.Proposal Quotes and Unit Price Extension. The extension of unit prices for the
quantities indicated and the lump sum prices quoted by the bidder must be entered in
figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum
proposal shall be stated in figures. The Proposal Submittal Form(s) must be totally
completed. If the unit price and the total amount stated by any bidder for any item are
not in agreement, the unit price alone will be considered as representing the bidder’s
intention and the proposal total will be corrected to conform to the specified unit price.
5.Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without
prejudice prior to the time specified for the proposal opening, by submitting a written
request to the Director of Finance & Information Technology for its withdrawal, in which
event the proposal will be returned to the bidder unopened. No proposal received after
the time specified or at any place other than that stated in the “Notice Requesting
Proposals” will be considered. All proposals will be opened and declared publicly.
Bidders or their representatives are invited to be present at the opening of the proposals.
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6.Submittal of One Proposal Only. No individual or business entity of any kind shall be
allowed to make or file, or to be interested in more than one proposal, except an
alternative proposal when specifically requested; however, an individual or business
entity that has submitted a sub-proposal to a bidder submitting a proposal, or who has
quoted prices on materials to such bidder, is not thereby disqualified from submitting a
sub-proposal or from quoting prices to other bidders submitting proposals.
7.Cooperative Purchasing. During the term of the contract, the successful bidder will
extend all terms and conditions to any other local governmental agencies upon their
request. These agencies will issue their own purchase orders, will directly receive goods
or services at their place of business and will be directly billed by the successful
proposer.
8.Communications. All timely requests for information submitted in writing will receive
a written response from the City. Telephone communications with City staff are not
encouraged, but will be permitted. However, any such oral communication shall not be
binding on the City.
CONTRACT AWARD AND EXECUTION
9.Proposal Retention and Award. The City reserves the right to retain Contractor’s
proposal for a period of 60 days for examination and comparison. The City also reserves
the right to waive non-substantial irregularities in any proposal, to reject any or all
proposals, to reject or delete one part of a proposal and accept the other, except to the
extent that proposals are qualified by specific limitations. See the "special terms and
conditions" in Section C of these specifications for proposal evaluation and contract
award criteria.
10.Competency and Responsibility of Proposer. The City reserves full discretion to
determine Contractor’s competence and responsibility, professionally and/or financially.
Bidders will provide, in a timely manner, all information that the City deems necessary to
make such a decision.
11.Contract Requirement. The bidder to whom award is made (Contractor) shall execute a
written contract with the City within ten (10) calendar days after notice of the award has
been sent by mail to it at the address given in its proposal. The contract shall be made in
the form adopted by the City and incorporated in these specifications.
12.Insurance Requirements. The Contractor shall provide proof of insurance in the form,
coverages and amounts specified in Section E of these specifications within 10 (ten)
calendar days after notice of contract award as a precondition to contract execution.
13.Business Tax. The Contractor must have a valid City of San Luis Obispo business
license and tax certificate before execution of the contract. Additional information
regarding the City's business license and tax program may be obtained by calling (805)
781-7134.
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CONTRACT PERFORMANCE
14.Ability to Perform. The Contractor warrants that it possesses, or has arranged through
subcontracts, all capital and other equipment, labor, materials, and licenses necessary to
carry out and complete the work hereunder in compliance with any and all federal, state,
county, city, and special district laws, ordinances, and regulations.
15.Laws to be Observed. The Contractor shall keep itself fully informed of and shall
observe and comply with all applicable state and federal laws and county and City of San
Luis Obispo ordinances, regulations and adopted codes during its performance of the
work.
16.Payment of Taxes. The contract prices shall include full compensation for all taxes that
the Contractor is required to pay.
17.Permits and Licenses. The Contractor shall procure all permits and licenses, pay all
charges and fees, and give all notices necessary.
18.Safety Provisions. The Contractor shall conform to the rules and regulations pertaining
to safety established by OSHA and the California Division of Industrial Safety.
19.Public and Employee Safety. Whenever the Contractor’s operations create a condition
hazardous to the public or City employees, it shall, at its expense and without cost to the
City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs
and other devices and take such other protective measures as are necessary to prevent
accidents or damage or injury to the public and employees.
20.Preservation of City Property. The Contractor shall provide and install suitable
safeguards, approved by the City, to protect City property from injury or damage. If City
property is injured or damaged resulting from the Contractor's operations, it shall be
replaced or restored at the Contractor’s expense. The facilities shall be replaced or
restored to a condition as good as when the Contractor began work.
21.Immigration Act of 1986. The Contractor warrants on behalf of itself and all
subcontractors engaged for the performance of this work that only persons authorized to
work in the United States pursuant to the Immigration Reform and Control Act of 1986
and other applicable laws shall be employed in the performance of the work hereunder.
22.Contractor Non-Discrimination. In the performance of this work, the Contractor
agrees that it will not engage in, nor permit such subcontractors as it may employ, to
engage in discrimination in employment of persons because of age, race, color, sex,
national origin or ancestry, sexual orientation, or religion of such persons.
23.Work Delays. Should the Contractor be obstructed or delayed in the work required to be
done hereunder by changes in the work or by any default, act, or omission of the City, or
by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain
materials, equipment, or labor due to federal government restrictions arising out of
defense or war programs, then the time of completion may, at the City's sole option, be
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extended for such periods as may be agreed upon by the City and the Contractor. In the
event that there is insufficient time to grant such extensions prior to the completion date
of the contract, the City may, at the time of acceptance of the work, waive liquidated
damages that may have accrued for failure to complete on time, due to any of the above,
after hearing evidence as to the reasons for such delay, and making a finding as to the
causes of same.
24.Payment Terms. The City's payment terms are 30 days from the receipt of an original
invoice and acceptance by the City of the materials, supplies, equipment or services
provided by the Contractor (Net 30).
25.Inspection. The Contractor shall furnish City with every reasonable opportunity for City
to ascertain that the services of the Contractor are being performed in accordance with the
requirements and intentions of this contract. All work done and all materials furnished, if
any, shall be subject to the City's inspection and approval. The inspection of such work
shall not relieve Contractor of any of its obligations to fulfill its contract requirements.
26.Audit. The City shall have the option of inspecting and/or auditing all records and other
written materials used by Contractor in preparing its invoices to City as a condition
precedent to any payment to Contractor.
27.Interests of Contractor. The Contractor covenants that it presently has no interest, and
shall not acquire any interest—direct, indirect or otherwise—that would conflict in any
manner or degree with the performance of the work hereunder. The Contractor further
covenants that, in the performance of this work, no subcontractor or person having such
an interest shall be employed. The Contractor certifies that no one who has or will have
any financial interest in performing this work is an officer or employee of the City. It is
hereby expressly agreed that, in the performance of the work hereunder, the Contractor
shall at all times be deemed an independent Contractor and not an agent or employee of
the City.
28.Hold Harmless and Indemnification. The Contractor agrees to defend, indemnify,
protect and hold the City and its agents, officers and employees harmless from and
against any and all claims asserted or liability established for damages or injuries to
any person or property, including injury to the Contractor’s employees, agents or
officers that arise from or are connected with or are caused or claimed to be caused
by the acts or omissions of the Contractor, and its agents, officers or employees, in
performing the work or services herein, and all expenses of investigating and
defending against same; provided, however, that the Contractor’s duty to indemnify
and hold harmless shall not include any claims or liability arising from the
established sole negligence or willful misconduct of the City, its agents, officers or
employees.
29.Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise
dispose of the contract, or its right, title or interest, or its power to execute such a contract
to any individual or business entity of any kind without the previous written consent of
the City.
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30.Termination. If, during the term of the contract, the City determines that the Contractor
is not faithfully abiding by any term or condition contained herein, the City may notify
the Contractor in writing of such defect or failure to perform. This notice must give the
Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work
or cure the deficiency.
If the Contractor has not performed the work or cured the deficiency within the ten days
specified in the notice, such shall constitute a breach of the contract and the City may
terminate the contract immediately by written notice to the Contractor to said effect.
Thereafter, neither party shall have any further duties, obligations, responsibilities, or
rights under the contract except, however, any and all obligations of the Contractor’s
surety shall remain in full force and effect, and shall not be extinguished, reduced, or in
any manner waived by the termination thereof.
In said event, the Contractor shall be entitled to the reasonable value of its services
performed from the beginning date in which the breach occurs up to the day it received
the City's Notice of Termination, minus any offset from such payment representing the
City's damages from such breach. "Reasonable value" includes fees or charges for goods
or services as of the last milestone or task satisfactorily delivered or completed by the
Contractor as may be set forth in the Agreement payment schedule; compensation for any
other work, services or goods performed or provided by the Contractor shall be based
solely on the City's assessment of the value of the work-in-progress in completing the
overall workscope. The City reserves the right to delay any such payment until
completion or confirmed abandonment of the project, as may be determined in the City's
sole discretion, so as to permit a full and complete accounting of costs. In no event,
however, shall the Contractor be entitled to receive in excess of the compensation quoted
in its proposal.
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Section C
SPECIAL TERMS AND CONDITIONS
1.Delivery. Prices quoted for all supplies or equipment to be provided under the terms and
conditions of this RFP package shall include delivery charges, to be delivered F.O.B. San
Luis Obispo by the successful bidder.
2.Start and Completion of Work. Work on this project shall begin within one calendar
day after contract execution and shall be completed within 150 calendar days thereafter.
3.Change in Work. The City reserves the right to change quantities of any item after
contract award. If the total quantity of any changed item varies by 25% or less, there
shall be no change in the agreed upon unit price for that item. Unit pricing for any
quantity changes per item in excess of 25% shall be subject to negotiation with the
Contractor.
4.Submittal of References. Each bidder shall submit a statement of qualifications and
references on the form provided in the RFP package.
5.Statement of Contract Disqualifications. Each bidder shall submit a statement
regarding any past governmental agency bidding or contract disqualifications on the form
provided in the RFP package.
6.State Cooperative Purchasing Program. The City of San Luis Obispo participates in
the State Cooperative Purchasing Program. As such, the City can purchase the items
described in Section A through this program. Accordingly, the City will purchase from
the State or the lowest responsible, responsive bidder, after allowing adjustments for the
cost of pickup and/or delivery from the State, adjustments for after-market modifications,
and adjustments for sales tax from local dealers, as it determines to be in its best interest.
7.Proposal Content. Your proposal must include the following information:
Submittal Forms
a.Proposal summary form.
b.Certificate of insurance.
c.References from at least three firms for whom you have provided similar services.
d.Statement of past contract disqualifications.
Qualifications
e.Experience of your firm in performing similar services.
f.Resumes of the individuals who would be assigned to this project, including any
sub-Contractors.
g.Standard hourly billing rates for the assigned staff, including any sub-consultants.
h.Statement and explanation of any instances where your firm has been removed
from a project or disqualified from proposing on a project.
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Work Program
i.Detailed responses to the technical proposal requirements in Section A.
j.Tentative schedule by phase and task for completing the work.
k.Estimated hours for your staff, coordinating with City staff, to complete the tasks,
including any hardware and software acquisitions.
l.Services or data to be provided by the City (City staff will be installing desktop
devices.)
m.Any other information that would assist us in making this contract award
decision.
Compensation
n.Detailed bill of materials with respective costs for proposed system, to include
hardware, software and any engineering services. (See the Proposal Submittal
form on page 18).
Proposal Copies
o.Nine copies of the proposal must be submitted.
8.Proposal Evaluation and Selection. Proposals will be evaluated by a staff review
committee based on the following criteria:
a.Understanding of the work required by the City.
b.Technical merit and capability.
c.Scalability.
d.System management and maintenance.
e.User interfaces and ease of use.
f.Total cost of ownership.
g.Maintenance packages and alternatives.
h.Equipment migration strategies.
i.Equipment upgrade mechanisms and cost.
j.Training.
k.Known or intended changes to hardware and/or software over the next year.
l.Next generation devices that are commercially shipping within 6 months from
date of presentation.
m.Quality, clarity and responsiveness of the proposal.
n.Demonstrated competence and professional qualifications necessary for
successfully performing the work required by the City.
o.Recent experience in successfully performing similar services.
p.Proposed approach in completing the work.
q.References.
r.Background and related experience of the specific individuals to be assigned to
this project.
s.Proposed compensation.
As reflected above, contract award will not be based solely on price, but on a
combination of factors as determined to be in the best interest of the City. After
evaluating the proposals and discussing them further with the finalists or the tentatively
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selected contractor, the City reserves the right to further negotiate the proposed work
and/or method and amount of compensation.
9.Proposal Review and Award Schedule. The following is an outline of the anticipated
schedule for proposal review and contract award:
a.Issue RFP 02/05/14
b.Pre-Proposal Meeting 02/19/14, 1 PM
c.Receive proposals 03/12/14
d.Interviews 03/31/14 – 04/04/14
e.Proof of Concept Start 04/14/14
f.Proof of Concept End 05/14/14
g.Complete proposal evaluation 05/30/14
h.Finalize staff recommendation 06/06/14
i.Award and execute contract pending DOJ approval
10.Ownership of Materials. All original drawings plan documents and other materials
prepared by or in possession of the Contractor as part of the work or services under these
specifications shall become the permanent property of the City, and shall be delivered to
the City upon demand.
11.Release of Reports and Information. Any reports, information, data, or other material
given to, prepared by or assembled by the Contractor as part of the work or services
under these specifications shall be the property of City and shall not be made available to
any individual or organization by the Contractor without the prior written approval of the
City.
12.Copies of Reports and Information. If the City requests additional copies of reports,
drawings, specifications, or any other material in addition to what the Contractor is
required to furnish in limited quantities as part of the work or services under these
specifications, the Contractor shall provide such additional copies as are requested, and
City shall compensate the Contractor for the costs of duplicating of such copies at the
Contractor’s direct expense.
13.Required Deliverable Products. The Contractor will be required to provide the
following:
a.Mobile communication gateways.
b.System documentation (user guides, administration guides, etc.) submitted in Adobe
Acrobat PDF format.
c.Training.
15.Attendance at Meetings and Hearings. As part of the workscope and included in the
contract price is attendance by the Contractor at meetings to present and discuss his/her
findings and recommendations. The Contractor shall attend as many “working” meetings
with staff as necessary in performing workscope tasks.
Attachment 2
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16.Accuracy of Specifications. The specifications for this project are believed by the City
to be accurate and to contain no affirmative misrepresentation or any concealment of fact.
Bidders are cautioned to undertake an independent analysis of any test results in the
specifications, as City does not guaranty the accuracy of its interpretation of test results
contained in the specifications package. In preparing its proposal, the bidder and all
subcontractors named in its proposal shall bear sole responsibility for proposal
preparation errors resulting from any misstatements or omissions in the plans and
specifications that could easily have been ascertained by examining either the project site
or accurate test data in the City’s possession. Although the effect of ambiguities or
defects in the plans and specifications will be as determined by law, any patent ambiguity
or defect shall give rise to a duty of bidder to inquire prior to proposal submittal. Failure
to so inquire shall cause any such ambiguity or defect to be construed against the bidder.
An ambiguity or defect shall be considered patent if it is of such a nature that the bidder,
assuming reasonable skill, ability and diligence on its part, knew or should have known
of the existence of the ambiguity or defect. Furthermore, failure of the proposer or
subcontractors to notify City in writing of specification or plan defects or ambiguities
prior to proposal submittal shall waive any right to assert said defects or ambiguities
subsequent to submittal of the proposal.
To the extent that these specifications constitute performance specifications, the City
shall not be liable for costs incurred by the successful proposer to achieve the project’s
objective or standard beyond the amounts provided therefore in the proposal.
In the event that, after awarding the contract, any dispute arises as a result of any actual
or alleged ambiguity or defect in the plans and/or specifications, or any other matter
whatsoever, Contractor shall immediately notify the City in writing, and the Contractor
and all subcontractors shall continue to perform, irrespective of whether or not the
ambiguity or defect is major, material, minor or trivial, and irrespective of whether or not
a change order, time extension, or additional compensation has been granted by City.
Failure to provide the hereinbefore described written notice within one (1) working day
of contractor’s becoming aware of the facts giving rise to the dispute shall constitute a
waiver of the right to assert the causative role of the defect or ambiguity in the plans or
specifications concerning the dispute.
Attachment 2
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Section D
FORM OF AGREEMENT
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on [day, date, year] by and
between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and
[CONTRACTOR’S NAME], hereinafter referred to as Contractor.
W I T N E S S E T H:
WHEREAS, on DATE City requested proposals for mobile communication gateways per Specification No
91273 .
WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for said
services.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained, the parties hereto agree as follows:
1.TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first
written above, until acceptance or completion of services.
2.INCORPORATION BY REFERENCE. City Specification No. 91273 and Contractor's proposal dated
, are hereby incorporated in and made a part of this Agreement. To the extent that the terms and conditions of the
Contractor’s proposal conflict with the terms and conditions of this Agreement and/or the City’s Specifications, the
City’s provisions shall prevail, unless expressly agreed otherwise in writing signed by both parties.
3.CITY'S OBLIGATIONS. For providing mobile communication gateways, and software services as
specified in this Agreement, City will pay and Contractor shall receive therefore compensation in a total sum not to
exceed [$ .00 ].
4.CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by
this Agreement and the said specification.
5.AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall be in
writing and shall be effective only upon approval by the Council of the City.
Attachment 2
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6.COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated
herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement,
understanding or representation not reduced to writing and specifically incorporated herein shall be of any force or
effect, nor shall any such oral agreement, understanding or representation be binding upon the parties hereto.
7.NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by
registered or certified mail addressed as follows:
City City Clerk
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
Contractor Name
Address
8.AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each
individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute
Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first
above written.
ATTEST: CITY OF SAN LUIS OBISPO
________________________________ By:_____________________________________
City Clerk City Manager, Katie Lichtig
APPROVED AS TO FORM: CONTRACTOR
________________________________ By: _____________________________________
City Attorney, Christine Dietrick
Attachment 2
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Section E
INSURANCE REQUIREMENTS: Consultant Services
The Contractor shall procure and maintain for the duration of the contract insurance against
claims for injuries to persons or damages to property which may arise from or in connection with
the performance of the work hereunder by the Contractor, its agents, representatives, employees
or subcontractors.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1.Insurance Services Office Commercial General Liability coverage (occurrence form CG
0001).
2.Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile
Liability, code 1 (any auto).
3.Workers' Compensation insurance as required by the State of California and Employer's
Liability Insurance.
4.Errors and Omissions Liability insurance as appropriate to the consultant's profession.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
1.General Liability: $1,000,000 per occurrence for bodily injury, personal injury and
property damage. If Commercial General Liability or other form with a general
aggregate limit is used, either the general aggregate limit shall apply separately to this
project/location or the general aggregate limit shall be twice the required occurrence
limit.
2.Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3.Employer's Liability: $1,000,000 per accident for bodily injury or disease.
4.Errors and Omissions Liability: $1,000,000 per occurrence.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be
declared to and approved by the City. At the option of the City, either: the insurer shall reduce
or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials,
employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses
and related investigations, claim administration and defense expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to
contain, or be endorsed to contain, the following provisions:
1.The City, its officers, officials, employees, agents and volunteers are to be covered as
insureds as respects: liability arising out of activities performed by or on behalf of the
Contractor; products and completed operations of the Contractor; premises owned,
occupied or used by the Contractor; or automobiles owned, leased, hired or borrowed by
the Contractor. The coverage shall contain no special limitations on the scope of
protection afforded to the City, its officers, official, employees, agents or volunteers.
Attachment 2
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2.For any claims related to this project, the Contractor's insurance coverage shall be
primary insurance as respects the City, its officers, officials, employees, agents and
volunteers. Any insurance or self-insurance maintained by the City, its officers, officials,
employees, agents or volunteers shall be excess of the Contractor's insurance and shall
not contribute with it.
3.The Contractor's insurance shall apply separately to each insured against whom claim is
made or suit is brought, except with respect to the limits of the insurer's liability.
4.Each insurance policy required by this clause shall be endorsed to state that coverage
shall not be suspended, voided, canceled by either party, reduced in coverage or in limits
except after thirty (30) days' prior written notice by certified mail, return receipt
requested, has been given to the City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's
rating of no less than A:VII.
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance
showing maintenance of the required insurance coverage. Original endorsements effecting
general liability and automobile liability coverage required by this clause must also be provided.
The endorsements are to be signed by a person authorized by that insurer to bind coverage on its
behalf. All endorsements are to be received and approved by the City before work commences.
Attachment 2
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PROPOSAL SUMMARY FORM
The undersigned declares that she or he:
Has carefully examined Specification No. 91273, which is hereby made a part of this proposal.
Is thoroughly familiar with its contents.
Is authorized to represent the proposing firm.
Agrees to perform the work as set forth in this proposal.
Certificate of insurance attached; insurance company’s A.M. Best rating: __________________.
Technical proposal documentation attached.
Description Quantity Unit Price Total
Mobile Communication Gateways
Training
Maintenance and Support
Discounts: special pricing, etc.
Sales tax @ 8.00%
Shipping and Handling
TOTAL BASE PRICE
TOTAL $
Firm Name and Address
Contact Phone
Signature of Authorized Representative Date
Attachment 2
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REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under
the present business name or by the principal assigned to this engagement: _______________years.
Describe fully the last three contracts performed by your firm or the principal assigned to this engagement
which demonstrates your ability to provide the services included with the scope of the specifications.
Attach additional pages if required. The City reserves the right to contact each of the references listed for
additional information regarding your firm's qualifications.
Reference No. 1
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 2
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 3
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Attachment 2
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STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The Contractor shall state whether it or any of its officers or employees who have a proprietary interest in
it, has ever been disqualified, removed, or otherwise prevented from proposing on, or completing a
federal, state, or local government project because of the violation of law, a safety regulation, or for any
other reason, including but not limited to financial difficulties, project delays, or disputes regarding work
or product quality, and if so to explain the circumstances.
Do you have any disqualification as described in the above paragraph to declare?
Yes No
If yes, explain the circumstances.
Executed on at _______________________________________ under penalty
of perjury of the laws of the State of California, that the foregoing is true and correct.
______________________________________
Signature of Authorized Contractor
Attachment 2
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The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities.
Telecommunications Device for the Deaf (805) 781-7410.
990 Palm Street San Luis Obispo, CA 93401
Notice Requesting Proposals for
RUGGED TABLETS, RUGGED LAPTOPS, MOBILE DATA COMPUTERS
AND IN-CAR VIDEO SYSTEM
Specification No. 91236
The City of San Luis Obispo is requesting sealed proposals for a rugged tablets, rugged laptops,
mobile data computers and in-car video system pursuant to Specification No. 91236. All
proposals must be received by the Finance Division by March 12, 2014 at 3:00 PM, when they
will be opened publicly in the City Hall Council Chambers, 990 Palm Street, San Luis Obispo,
CA 93401.
Proposals received after said time will not be considered. To guard against premature opening,
each proposal shall be submitted to the Finance Division in a sealed envelope plainly marked with
the proposal title, specification number, bidder name, time and date of the proposal opening.
Proposals shall be submitted using the forms provided in the specification package.
A pre-proposal meeting will be held at 1042 Walnut, Police Training Room on February 19, 2014
at 2:00 pm to answer any questions that the prospective bidders may have regarding the City's
request for proposals.
Specification packages and additional information may be obtained on the City’s website at
http://www.slocity.org/finance/bids.asp or by contacting Miguel Guardado, Network Services
Supervisor at Spec91236@slocity.org.
Attachment 3
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City of San Luis Obispo
Specification No. 91236
TABLE OF CONTENTS
A. Description of Work 2
Overview 2
Background 2
Technical Proposal Requirements 4
Subsection A – Rugged Tablets 4
Subsection B – Rugged Laptops 6
Subsection C – Fix Mounted Mobile Data Computers 7
Subsection D – In -car Video System 9
Training 11
Maintenance and Support 11
Warranty 11
B. General Terms and Conditions 12
Proposal Requirements 12
Contract Award and Execution 13
Contract Performance 14
C. Special Terms and Conditions 17
Proposal Content 17
Proposal Evaluation and Selection 18
Proposal Review and Award Schedule 19
Required Deliverable Products 19
Attendance at Meetings and Hearings 19
D. Form of Agreement 21
E. Insurance Requirements 23
F. Proposal Summary Form 25
References 26
Statement of Past Contract Disqualifications 27
Attachment 3
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Section A
DESCRIPTION OF WORK
OVERVIEW
Purpose
The City of San Luis Obispo is inviting proposals for:
A. Seventy (70) rugged tablets, twenty-two (22) tablet vehicle mounts with an external
monitor and keyboard, seventeen (17) tablet vehicle mounts with an external keyboard
only and thirty-three (33) tablet desk mounts
B. Two (2) rugged laptops and one (1) vehicle mount
C. Eleven (11) fix mounted mobile data computers (MDCs)
D. Twenty-two (22) in-car video systems to install into both police and fire vehicles
The proposer(s) selected will be the City’s standard for that equipment over the next five (5)
years. Proposers can submit partial bids, however the City will give preference to proposers
which can provide proposals for all four subsections.
Background
The City currently makes extensive use of rugged tablets and rugged laptops. The City’s
Community Development (7 tablets), Police (4 handhelds and 3 laptops), Public Works (12
tablets) and Utilities (2 tablets and 8 laptops) departments all make use of rugged equipment for
mobile, outdoor applications. The City’s policy is to replace all mobile equipment every three
(3) years and all of this equipment should be replaced in the next five years. The City also has
both approved and future projects that will require additional rugged tablets and rugged laptops.
The City currently uses a single manufacturer for all rugged mobile computing equipment and
would prefer to continue using a single manufacturer.
The City’s current solution is an integrated mobile data computer and in-car video solution. The
City will accept proposals that include stand-alone systems or integrated systems.
The City is planning to issue a rugged tablet to each police officer. That tablet would then be
used as the police officer’s desk computer and MDC. The City currently plans to issue tablets to
all 60 sworn officers, 4 non-sworn personal and would need 6 spare tablets. The City plans that
there will be 32 locations for tablets to dock at desks and workstations within Police facilities.
The City anticipates placing tablet vehicle mounts with an external monitor and keyboard into
the following vehicles.
Attachment 3
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Tablet Vehicle Mounts with External Monitor and Keyboard
Department Vehicle Type Vehicle Year Quantity
Police Ford Interceptor Sedan 2013 2
Police Ford Interceptor Utility 2013 3
Police Ford Interceptor Utility 2014 4
Police Dodge Charger 2008 1
Police Dodge Charger 2009 3
Police Chevrolet Tahoe 2011 1
Police Ford Crown Victoria 2006 1
Police Ford Crown Victoria 2007 2
Police Chevrolet Caprice 2011 1
Police Chevrolet ½ Ton Truck 2002 1
Network Services Ford Explorer 1
Network Services Non-vehicle (spares) 1
Fleet Non-vehicle (spares) 1
Total 22
The City anticipates placing tablet vehicle mounts with external keyboards only into the
following vehicles.
Tablet Vehicle Mounts with External Keyboard Only
Department Vehicle Type Vehicle Year Quantity
Police Ford Interceptor Sedan (Chief,
Admin, Det., Unmarked Fleet)
2014 4
Police Ford Interceptor Utility (NTF,
SET)
2014 2
Police Dodge Charger (Capt.) 2008 2
Police Dodge Ram 2500 Van 2002 1
Police Buick Regal (Det.) 2004 1
Police Chevrolet Impala (Det.) 2005 1
Police Chevrolet Suburban (SET) 2008 1
Police Chevrolet Impala (Det.) 2009 1
Police Ford Escape Hybrid (Det. Lt.) 2008 1
Police Ford 1 ton truck (SWAT) TBD 1
Police Ford Van (CSI) 2001 1
Police Chevrolet Impala (Det.) 2007 1
Total 17
The City anticipates putting a laptop vehicle mount into the following vehicle.
Laptop Vehicle Mounts
Department Vehicle Type Vehicle Year Quantity
Police SWAT Trailer 1
Total 1
Attachment 3
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The City anticipates putting fix mounted mobile data computers in the following vehicles.
Mobile Data Computers
Department Vehicle Type Vehicle Year Quantity
Fire Chevrolet Suburban 2013 1
Fire Ford Sedan Utility Interceptor 2013 1
Fire Chevrolet Tahoe 2000 1
Fire Fire Engines 6
Network Services Non-vehicle (spares) 1
Fleet Non-vehicle (spares) 1
Total 11
The City has the following vehicles that will have in-car video systems:
In-Car Video System
Department Vehicle Type Vehicle Year Quantity
Police Ford Interceptor Sedan 2013 2
Police Ford Interceptor Utility 2013 3
Police Ford Interceptor Utility 2014 4
Police Dodge Charger 2008 1
Police Dodge Charger 2009 3
Police Chevrolet Tahoe 2011 1
Police Ford Crown Victoria 2006 1
Police Chevrolet Caprice 2011 1
Police Chevrolet ½ Ton Truck 2002 1
Police Dodge Ram Van 2002 1
Fire Chevrolet Suburban 2013 1
Network Services Non-vehicle (spare/testing) 2
Fleet Non-vehicle (spare/testing) 1
Total 22
TECHNICAL PROPOSAL REQUIREMENTS
The proposer should submit product documentation and address the following requirements in
their proposal.
Company Background – Must include size of company, number of technical support staff and
location of support staff that would provide onsite support.
A. Rugged Tablet Specifications
I. Mechanical Requirements
i.Mounting – Police vehicles except for the Ford Utility Interceptors, Chevy Tahoe,
Truck have equipment trays in the trunks that can be mounted to. All other vehicles
do not have equipment trays. The City is open to mounting the equipment in the cab
Attachment 3
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5
of the vehicle or wherever the proposed solution works best for that vehicle.
Proposers should submit all mounting options.
a.External displays and keyboards must be provided as an option for use in the
vehicles.
(i) Display – Displays must be a minimum 10.1” sunlight viewable touchscreen
LCD with a resolution of 1024x768 (XGA).
(ii) Keyboards – Keyboards and pointing devices (e.g. touchpad/mouse) must be
resistant to spilled liquids and must be cleanable using a damp cloth. The
keyboard must also be backlit.
ii.Single Enclosure – All electronics shall be contained within a single, compact
enclosure.
iii.Material – The tablet shall be a rugged design, with a cast alloy enclosure to protect
all electronic components.
iv.Fully Enclosed – All electronics that comprise the tablet shall be fully contained
within the enclosure. An equipment configuration with electronic subassemblies,
protruding from the enclosure is not acceptable.
v.Hand Straps – The tablet must have optional rotational and “X” hand straps.
vi.Stylus Holder – The tablet must have an integrated stylus holder.
vii.Fingerprint Reader – Proposer must include options for a fingerprint reader.
II.Electrical and Environmental Requirements
i.Must be a MIL-STD-810G design.
ii.Ingress Protection – The tablet enclosure shall be rated IP65 for protection from solid
objects, dust and water.
iii.Drop Rating – The tablet must be rated for a 4ft. drop.
iv.Desktop Charging Stations – Proposer must provide options for desktop charging
stations.
v.Battery Specifications
a.Battery Life – Proposer must include the approximate battery life of the tablet.
b.Battery Charging – Proposer must include how long it takes to fully charge the
battery from empty.
III. Networking Requirements
i.Wired Connections
a.Ethernet – The tablet shall support an optional 10/100/1000 Ethernet connection.
b.USB – The tablet shall support a minimum of one (1) USB 3.0 connections.
ii.Wireless Connections
a.Mobile Broadband – The tablet shall support integrated 4G LTE service from
Verizon Wireless.
b.Wi-Fi – The tablet shall support 802.11 a/b/g/n.
Attachment 3
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6
c.GPS – The tablet shall have the option for dedicated GPS.
d.Bluetooth® – The tablet shall support Bluetooth® v4.0 (Class 1) + EDR
IV.Hardware Specifications
i.Hard drives – The tablet must use solid state hard drives with at least 100 GB. Hard
drives must be able to be fully encrypted.
ii.Memory – The tablet must have at least 4 GB of memory.
iii.Display – Displays must be a minimum 10.1” sunlight viewable (800 nit) touchscreen
LCD with a resolution of 1920x1200 (WUXGA).
iv.Central Processing Unit (CPU) – The tablet must use at least dual-core Intel CPU’s.
V. Software Specifications
i.Operating System – The tablet must use at least Windows 8 (64-bit).
ii.Anti-theft and Recovery – Proposer must provide all options.
B. Rugged Laptops
I. Mechanical Requirements
i.Mounting – The SWAT Command trailer does not have an equipment tray. The City
is open to mounting the equipment wherever the proposed solution works best for that
vehicle. The laptop must be usable from the vehicle dock.
ii.Single Enclosure – All electronics shall be contained within a single, compact
enclosure.
iii.Material – The laptop shall be a rugged design, with a cast alloy enclosure to protect
all electronic components.
iv.Fully Enclosed – All electronics that comprise the laptop shall be fully contained
within the enclosure. An equipment configuration with electronic subassemblies,
protruding from the enclosure is not acceptable.
v.Stylus Holder – The laptop must have an integrated stylus holder.
II.Electrical and Environmental Requirements
i.Must be MIL-STD-810G certified.
ii.Ingress Protection – The tablet enclosure shall be rated IP65 for protection from solid
objects, dust and water.
iii.Drop Rating – The laptop must be rated for a 6ft. drop.
iv.Battery Specifications
a.Battery Life – Proposer must include the approximate battery life of the laptop.
b.Battery Charging – Proposer must include how long it takes to fully charge the
battery from empty.
III. Networking Requirements
i.Wired Connections
Attachment 3
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7
a.Ethernet – The laptop shall support a 10/100/1000 Ethernet connection.
b.Serial – The laptop shall support a D-sub 9-pin serial port.
c.USB – The laptop shall support a minimum of one (1) USB 3.0 connections.
ii.Wireless Connections
a.Mobile Broadband – The laptop shall support integrated 4G LTE service from
Verizon Wireless.
b.Wi-Fi – The laptop shall support 802.11 a/b/g/n.
c.Bluetooth® – The laptop shall support Bluetooth® v4.0 (Class 1) + EDR
IV.Hardware Specifications
i.Hard drives – The laptop must use solid state hard drives with at least 100 GB.
ii.Memory – The laptop must have at least 4 GB of memory.
iii.Display – Displays must be a minimum 13.1” sunlight viewable touchscreen LCD
with a resolution of 1024x768 (XGA).
iv.Central Processing Unit (CPU) – The laptop must use at least dual-core Intel CPU’s.
V. Software Specifications
i.Operating System – The laptop must use Windows 7 (64-bit).
ii.Anti-theft and Recovery – Proposer must provide all options.
C. Fix Mounted Mobile Data Computers
I. Mechanical Requirements
i.Mounting –The City is open to mounting the equipment in the cab of the vehicle or
wherever the proposed solution works best for that vehicle.
a.The Fire Suburban requires two (2) monitor, keyboard and mouse setups with one
setup in the cab and the other in the rear of the vehicle that can be used when the
rear door is open.
ii.Single Enclosure – All electronics shall be contained within a single, compact
enclosure.
iii.Material – The computing equipment shall be a rugged design, with a cast alloy
enclosure to protect all electronic components.
iv.Fully Enclosed – All electronics that comprise the mobile data computer shall be fully
contained within the enclosure. An equipment configuration with electronic
subassemblies, protruding from the enclosure is not acceptable.
II.Electrical and Environmental Requirements
i.Temperature – The mobile data computer shall operate over a temperature range of at
least -25° C to +60° C (-13° F to 140° F). The mobile data computer shall monitor its
operating temperature and automatically shut down when operating outside its
programmed temperature range.
Attachment 3
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8
ii.Shock – The mobile data computer shall withstand mechanical shock of 18 g of 2
milliseconds.
iii.Ingress Protection – The mobile data computer shall be rated IP54 (per IEC60529) for
protection from solid objects, dust and water.
iv.Power Supply
a.Voltage – The mobile data computer shall operate with standard 12 or 24 VDC
vehicle power systems, and shall function without impairment from a sustained
DC supply power of 6 to 34 Volts DC. The mobile data computer power supply
and electronics shall be protected from damage caused by reverse polarity of DC
power connections and from short periods of overvoltage operation up to 48
VDC. The mobile data computer shall operate without impairment when
subjected to automotive voltage transients exhibited during cold cranking engine
start events with voltage dips as low as 5.5 volts (voltage waveforms as per SAE
J1113-11 Fig.7).
b.Battery Protection – The mobile data computer shall be configurable to support
automatic power down at a predefined low-voltage level.
c.Immunity to Conduct Transients – The mobile data computer shall be protected
from conducted power line transients as defined in SAE J1455 section 4.13.2.2.1.
III. Networking Requirements
i.Wired Connections
a.Serial – The mobile data computer shall support at least one RS232 serial data
connection.
b.Ethernet – The mobile data computer shall support a minimum of one (1)
10/100/1000 BaseT Ethernet port.
c.USB – The mobile data computer shall support a minimum of two (2) USB 2.0
connections.
IV.Hardware Specifications
i.Hard drives – The mobile data computers must use solid state hard drives (SSD’s)
with at least 100 GB.
ii.Memory – The mobile data computer must have at least 8 GB of memory.
iii.Keyboards – Keyboards and pointing devices (e.g. touchpad/mouse) must be resistant
to spilled liquids and must be cleanable using a damp cloth. The keyboard must also
be backlit.
iv.Display – Displays must be a minimum 10.1” sunlight viewable touchscreen LCD
with a resolution of 1024x768 (XGA).
v.Central Processing Unit (CPU) – The mobile data computers must use at least dual-
core Intel CPU’s.
vi.Speakers – Speakers must be mounted in the cab of the vehicle. Users must be able
to control volume and hear alert tones generated by the mobile data computer in the
cab of the vehicle.
Attachment 3
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9
vii. Field Replacement Capable – Mobile data computers must consist of field replaceable
parts.
V. Software Specifications
i. Operating System – The mobile data computers must use Windows 8 (64-bit).
D. In-Car Video System
I. Mechanical Requirements
i. Mounting – Police vehicles except for the Ford Utility Interceptors, Chevy Tahoe,
Truck and SWAT Command trailer have equipment trays in the trunks that can be
mounted to. All other vehicles do not have equipment trays. The City is open to
mounting the equipment in the cab of the vehicle or wherever the proposed solution
works best for that vehicle.
a. System must support at least one forward facing and one rear facing camera.
Sixteen (16) Police vehicles require both a forward facing and a rear facing
camera. Two (2) Police and (1) Fire vehicles require only a forward facing
camera.
ii. Material – The cameras and recording equipment shall be a rugged design, with a cast
alloy enclosure to protect all electronic components.
iii. Fully Enclosed – All electronics that comprise the in-car video system shall be fully
contained within the enclosure. An equipment configuration with electronic
subassemblies, protruding from the enclosure is not acceptable.
II. Electrical and Environmental Requirements
i. Temperature – The in-car video system shall operate over a temperature range of at
least -25° C to +60° C (-13° F to 140° F). The in-car video system shall monitor its
operating temperature and automatically shut down when operating outside its
programmed temperature range.
ii. Shock – The in-car video system shall withstand mechanical shock of 18 g of 2
milliseconds.
iii. Ingress Protection – The in-car video system enclosure shall be rated IP54 (per
IEC60529) for protection from solid objects, dust and water.
iv. Power Supply
a. Voltage – The in-car video system shall operate with standard 12 or 24 VDC
vehicle power systems, and shall function without impairment from a sustained
DC supply power of 6 to 34 Volts DC. The in-car video system power supply and
electronics shall be protected from damage caused by reverse polarity of DC
power connections and from short periods of overvoltage operation up to 48
VDC. The in-car video system shall operate without impairment when subjected
to automotive voltage transients exhibited during cold cranking engine start
events with voltage dips as low as 5.5 volts (voltage waveforms as per SAE
J1113-11 Fig.7).
Attachment 3
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b.Battery Protection – The in-car video system shall be configurable to support
automatic power down at a predefined low-voltage level.
c.Immunity to Conduct Transients – The in-car video system shall be protected from
conducted power line transients as defined in SAE J1455 section 4.13.2.2.1.
III. Networking Requirements
i.Ethernet – The in-car video system shall support a minimum of one (1) 10/100/1000
BaseT Ethernet port.
IV.Functional Requirements
i.Control System – In-car video system must be controllable using a touchscreen
device. Stand-alone systems can include a combination of touchscreen and manual
controls.
ii.Users – In-car video system must assign a user to every video recorded.
iii.Wearable Remote Microphones - System must support wearable remote microphones
for Police users.
iv.Video Cameras
a.Forward Facing Camera
(i) High Definition – Video camera must be capable of high definition (1280 x
720).
(ii) Field Of View – Video camera must be capable of a minimum fifty seven (57)
degree field of view.
(iii)Optical Zoom – Video camera must be capable of a minimum 12x optical
zoom.
(iv) Aspect Ratio – Video camera must be capable of a 16:9 aspect ratio.
(v) Multiple Resolution Recording – Video cameras must be capable of recording
in multiple resolutions and allow the user to choose what resolution to record
at.
b.Rear Facing Cameras
(i) Infrared – Video cameras must be infrared capable.
(ii) Field Of View – Video cameras must have a minimum ninety (90) degree field
of view.
c.Body Worn Cameras
(i) 30 units total (26 production and 4 spare/testing).
(ii) Waterproof housing.
(iii) Proposer must provide information on the, battery life, degree of view,
resolution, size and weight of the cameras.
v.Live Streaming – In-car video system must be capable of providing live streams from
any system to the City’s emergency communications center. The City is also
interested in streaming from the body worn cameras.
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vi.Record After The Fact – Proposers must describe how the system is capable of
recording after the fact and how far back in time the system can go.
vii.Automatic Uploading – In-car video system must be capable of automatic upload
over a wireless network. Wireless network capability will be provided by the City
using a mobile communications gateway.
viii.Backend System – The backend storage system will be provided by the City. Any
servers required by the proposed solution should be capable of running in a VMware
5.1 ESXi environment.
a.Proposers must include estimated storage requirements for the entire fleet. The
City’s retention policy on recorded video is that all recorded video must be
retained for a minimum of 2.5 years.
ix.Field Replacement Capable – In-car video system must consist of field replaceable
parts.
INSTALLATION
Proposals shall include costs for onsite installation of all required equipment.
TRAINING
Proposals shall include costs for onsite training of the in-car video system.
MAINTENANCE AND SUPPORT
Provide specific information regarding support options for up to 5 years. The response must
include normal business day phone support, remote support and a maximum 2 hour response
time. Response must also include onsite support options and travel cost estimates.
The maintenance plan must include a toll-free telephone number to the service bureau for
reporting problems. Any request must be identified via a unique tracking identifier for the
problem report.
The plan must include notification, via mail or electronic delivery, of errata, service changes and
software upgrades or patches.
WARRANTY
The vendor shall provide a minimum one (1) year limited warranty (with options to extend the
warranty) that includes the following for defects only the in-vehicle hardware, management and
security software.
The vendor shall warrant the original purchaser that its products are free from any defects in
material or workmanship for a period of up to one year, which begins 30 days from the date of
shipment.
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Section B
GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1.Requirement to Meet All Provisions of a Subsection. Each individual or firm
submitting a proposal shall meet all of the terms, and conditions of one or more of the
subsections (A, B, C and D listed under “Purpose” on page 2) of the Request for
Proposals (RFP) specifications package. By virtue of its proposal submittal, bidder
acknowledges agreement with and acceptance of all provisions of the RFP specifications
that pertain to the subsection(s) the proposal is responding to.
2.Proposal Submittal. Each proposal must be submitted on the form(s) provided in the
specifications and accompanied by any other required submittals or supplemental
materials. Proposal documents shall be enclosed in an envelope that shall be sealed and
addressed to the Department of Finance & Information Technology, City of San Luis
Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. In order to guard against
premature opening, the proposal should be clearly labeled with the proposal title,
specification number, name of bidder, and date and time of proposal opening. No FAX
submittals will be accepted.
3.Insurance Certificate. Each proposal must include a certificate of insurance showing:
a.The insurance carrier and its A.M. Best rating.
b.Scope of coverage and limits.
c.Deductibles and self-insured retention.
The purpose of this submittal is to generally assess the adequacy of the proposer’s
insurance coverage during proposal evaluation; as discussed under paragraph 12 below,
endorsements are not required until contract award. The City’s insurance requirements
are detailed in Section E.
4.Proposal Quotes and Unit Price Extension. The extension of unit prices for the
quantities indicated and the lump sum prices quoted by the proposer must be entered in
figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum
proposal shall be stated in figures. The Proposal Submittal Form(s) must be totally
completed. If the unit price and the total amount stated by any bidder for any item are
not in agreement, the unit price alone will be considered as representing the bidder’s
intention and the proposal total will be corrected to conform to the specified unit price.
5.Proposal Withdrawal and Opening. A proposer may withdraw its proposal, without
prejudice prior to the time specified for the proposal opening, by submitting a written
request to the Director of Finance & Information Technology for its withdrawal, in which
event the proposal will be returned to the bidder unopened. No proposal received after
the time specified or at any place other than that stated in the “Notice Requesting
Proposals” will be considered. All proposals will be opened and declared publicly.
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Proposers or their representatives are invited to be present at the opening of the
proposals.
6.Submittal of One Proposal Only. No individual or business entity of any kind shall be
allowed to make or file, or to be interested in more than one proposal, except an
alternative proposal when specifically requested; however, an individual or business
entity that has submitted a sub-proposal to a proposer submitting a proposal, or who has
quoted prices on materials to such bidder, is not thereby disqualified from submitting a
sub-proposal or from quoting prices to other bidders submitting proposals.
7.Cooperative Purchasing. During the term of the contract, the successful bidder will
extend all terms and conditions to any other local governmental agencies upon their
request. These agencies will issue their own purchase orders, will directly receive goods
or services at their place of business and will be directly billed by the successful
proposer.
8.Communications. All timely requests for information submitted in writing will receive
a written response from the City. Telephone communications with City staff are not
encouraged, but will be permitted. However, any such oral communication shall not be
binding on the City.
CONTRACT AWARD AND EXECUTION
9.Proposal Retention and Award. The City reserves the right to retain Contractor’s
proposal for a period of 60 days for examination and comparison. The City also reserves
the right to waive non-substantial irregularities in any proposal, to reject any or all
proposals, to reject or delete one part of a proposal and accept the other, except to the
extent that proposals are qualified by specific limitations. See the "special terms and
conditions" in Section C of these specifications for proposal evaluation and contract
award criteria.
10.Competency and Responsibility of Proposer. The City reserves full discretion to
determine Contractor’s competence and responsibility, professionally and/or financially.
Proposers will provide, in a timely manner, all information that the City deems necessary
to make such a decision.
11.Contract Requirement. The proposer to whom award is made (Contractor) shall
execute a written contract with the City within ten (10) calendar days after notice of the
award has been sent by mail to it at the address given in its proposal. The contract shall
be made in the form adopted by the City and incorporated in these specifications.
12.Insurance Requirements. The Contractor shall provide proof of insurance in the form,
coverages and amounts specified in Section E of these specifications within 10 (ten)
calendar days after notice of contract award as a precondition to contract execution.
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13.Business Tax. The Contractor must have a valid City of San Luis Obispo business
license and tax certificate before execution of the contract. Additional information
regarding the City's business license and tax program may be obtained by calling (805)
781-7134.
CONTRACT PERFORMANCE
14.Ability to Perform. The Contractor warrants that it possesses, or has arranged through
subcontracts, all capital and other equipment, labor, materials, and licenses necessary to
carry out and complete the work hereunder in compliance with any and all federal, state,
county, city, and special district laws, ordinances, and regulations.
15.Laws to be Observed. The Contractor shall keep itself fully informed of and shall
observe and comply with all applicable state and federal laws and county and City of San
Luis Obispo ordinances, regulations and adopted codes during its performance of the
work.
16.Payment of Taxes. The contract prices shall include full compensation for all taxes that
the Contractor is required to pay.
17.Permits and Licenses. The Contractor shall procure all permits and licenses, pay all
charges and fees, and give all notices necessary.
18.Safety Provisions. The Contractor shall conform to the rules and regulations pertaining
to safety established by OSHA and the California Division of Industrial Safety.
19.Public and Employee Safety. Whenever the Contractor’s operations create a condition
hazardous to the public or City employees, it shall, at its expense and without cost to the
City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs
and other devices and take such other protective measures as are necessary to prevent
accidents or damage or injury to the public and employees.
20.Preservation of City Property. The Contractor shall provide and install suitable
safeguards, approved by the City, to protect City property from injury or damage. If City
property is injured or damaged resulting from the Contractor's operations, it shall be
replaced or restored at the Contractor’s expense. The facilities shall be replaced or
restored to a condition as good as when the Contractor began work.
21.Immigration Act of 1986. The Contractor warrants on behalf of itself and all
subcontractors engaged for the performance of this work that only persons authorized to
work in the United States pursuant to the Immigration Reform and Control Act of 1986
and other applicable laws shall be employed in the performance of the work hereunder.
22.Contractor Non-Discrimination. In the performance of this work, the Contractor
agrees that it will not engage in, nor permit such subcontractors as it may employ, to
engage in discrimination in employment of persons because of age, race, color, sex,
national origin or ancestry, sexual orientation, or religion of such persons.
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23.Work Delays. Should the Contractor be obstructed or delayed in the work required to be
done hereunder by changes in the work or by any default, act, or omission of the City, or
by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain
materials, equipment, or labor due to federal government restrictions arising out of
defense or war programs, then the time of completion may, at the City's sole option, be
extended for such periods as may be agreed upon by the City and the Contractor. In the
event that there is insufficient time to grant such extensions prior to the completion date
of the contract, the City may, at the time of acceptance of the work, waive liquidated
damages that may have accrued for failure to complete on time, due to any of the above,
after hearing evidence as to the reasons for such delay, and making a finding as to the
causes of same.
24.Payment Terms. The City's payment terms are 30 days from the receipt of an original
invoice and acceptance by the City of the materials, supplies, equipment or services
provided by the Contractor (Net 30).
25.Inspection. The Contractor shall furnish City with every reasonable opportunity for City
to ascertain that the services of the Contractor are being performed in accordance with the
requirements and intentions of this contract. All work done and all materials furnished, if
any, shall be subject to the City's inspection and approval. The inspection of such work
shall not relieve Contractor of any of its obligations to fulfill its contract requirements.
26.Audit. The City shall have the option of inspecting and/or auditing all records and other
written materials used by Contractor in preparing its invoices to City as a condition
precedent to any payment to Contractor.
27.Interests of Contractor. The Contractor covenants that it presently has no interest, and
shall not acquire any interest—direct, indirect or otherwise—that would conflict in any
manner or degree with the performance of the work hereunder. The Contractor further
covenants that, in the performance of this work, no subcontractor or person having such
an interest shall be employed. The Contractor certifies that no one who has or will have
any financial interest in performing this work is an officer or employee of the City. It is
hereby expressly agreed that, in the performance of the work hereunder, the Contractor
shall at all times be deemed an independent Contractor and not an agent or employee of
the City.
28.Hold Harmless and Indemnification. The Contractor agrees to defend, indemnify,
protect and hold the City and its agents, officers and employees harmless from and
against any and all claims asserted or liability established for damages or injuries to
any person or property, including injury to the Contractor’s employees, agents or
officers that arise from or are connected with or are caused or claimed to be caused
by the acts or omissions of the Contractor, and its agents, officers or employees, in
performing the work or services herein, and all expenses of investigating and
defending against same; provided, however, that the Contractor’s duty to indemnify
and hold harmless shall not include any claims or liability arising from the
established sole negligence or willful misconduct of the City, its agents, officers or
employees.
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29.Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise
dispose of the contract, or its right, title or interest, or its power to execute such a contract
to any individual or business entity of any kind without the previous written consent of
the City.
30.Termination. If, during the term of the contract, the City determines that the Contractor
is not faithfully abiding by any term or condition contained herein, the City may notify
the Contractor in writing of such defect or failure to perform. This notice must give the
Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work
or cure the deficiency.
If the Contractor has not performed the work or cured the deficiency within the ten days
specified in the notice, such shall constitute a breach of the contract and the City may
terminate the contract immediately by written notice to the Contractor to said effect.
Thereafter, neither party shall have any further duties, obligations, responsibilities, or
rights under the contract except, however, any and all obligations of the Contractor’s
surety shall remain in full force and effect, and shall not be extinguished, reduced, or in
any manner waived by the termination thereof.
In said event, the Contractor shall be entitled to the reasonable value of its services
performed from the beginning date in which the breach occurs up to the day it received
the City's Notice of Termination, minus any offset from such payment representing the
City's damages from such breach. "Reasonable value" includes fees or charges for goods
or services as of the last milestone or task satisfactorily delivered or completed by the
Contractor as may be set forth in the Agreement payment schedule; compensation for any
other work, services or goods performed or provided by the Contractor shall be based
solely on the City's assessment of the value of the work-in-progress in completing the
overall workscope. The City reserves the right to delay any such payment until
completion or confirmed abandonment of the project, as may be determined in the City's
sole discretion, so as to permit a full and complete accounting of costs. In no event,
however, shall the Contractor be entitled to receive in excess of the compensation quoted
in its proposal.
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Section C
SPECIAL TERMS AND CONDITIONS
1.Delivery. Prices quoted for all supplies or equipment to be provided under the terms and
conditions of this RFP package shall include delivery charges, to be delivered F.O.B. San
Luis Obispo by the successful bidder.
2.Start and Completion of Work. Work on this project shall begin within one calendar
day after contract execution and shall be completed within 180 calendar days thereafter.
3.Change in Work. The City reserves the right to change quantities of any item after
contract award. If the total quantity of any changed item varies by 25% or less, there
shall be no change in the agreed upon unit price for that item. Unit pricing for any
quantity changes per item in excess of 25% shall be subject to negotiation with the
Contractor.
4.Submittal of References. Each bidder shall submit a statement of qualifications and
references on the form provided in the RFP package.
5.Statement of Contract Disqualifications. Each bidder shall submit a statement
regarding any past governmental agency bidding or contract disqualifications on the form
provided in the RFP package.
6.State Cooperative Purchasing Program. The City of San Luis Obispo participates in
the State Cooperative Purchasing Program. As such, the City can purchase the items
described in Section A through this program. Accordingly, the City will purchase from
the State or the lowest responsible, responsive bidder, after allowing adjustments for the
cost of pickup and/or delivery from the State, adjustments for after-market modifications,
and adjustments for sales tax from local dealers, as it determines to be in its best interest.
7.Proposal Content. Your proposal must include the following information:
Submittal Forms
a.Proposal summary form.
b.Certificate of insurance.
c.References from at least three firms for whom you have provided similar services.
d.Statement of past contract disqualifications.
Qualifications
e.Experience of your firm in performing similar services.
f.Resumes of the individuals who would be assigned to this project, including any
sub-Contractors.
g.Standard hourly billing rates for the assigned staff, including any sub-consultants.
h.Statement and explanation of any instances where your firm has been removed
from a project or disqualified from proposing on a project.
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Work Program
i.Detailed responses to the technical proposal requirements in Section A.
j.Tentative schedule by phase and task for completing the work.
k.Estimated hours for your staff, coordinating with City staff, to complete the tasks,
including any hardware and software acquisitions.
l.Services or data to be provided by the City (City staff will be installing desktop
devices.)
m.Any other information that would assist us in making this contract award
decision.
Compensation
n.Detailed bill of materials with respective costs for proposed system, to include
hardware, software and any engineering services. (See the Proposal Submittal
form on page 18).
Proposal Copies
o.Nine copies of the proposal must be submitted.
8.Proposal Evaluation and Selection. Proposals will be evaluated by a staff review
committee based on the following criteria:
a.Understanding of the work required by the City.
b.Technical merit and capability.
c.Scalability.
d.System management and maintenance.
e.User interfaces and ease of use.
f.Total cost of ownership.
g.Maintenance packages and alternatives.
h.Equipment migration strategies.
i.Equipment upgrade mechanisms and cost.
j.Training.
k.Known or intended changes to hardware and/or software over the next year.
l.Next generation devices that are commercially shipping within 6 months from
date of presentation.
m.Quality, clarity and responsiveness of the proposal.
n.Demonstrated competence and professional qualifications necessary for
successfully performing the work required by the City.
o.Recent experience in successfully performing similar services.
p.Proposed approach in completing the work.
q.References.
r.Background and related experience of the specific individuals to be assigned to
this project.
s.Proposed compensation.
As reflected above, contract award will not be based solely on price, but on a
combination of factors as determined to be in the best interest of the City. After
evaluating the proposals and discussing them further with the finalists or the tentatively
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selected contractor, the City reserves the right to further negotiate the proposed work
and/or method and amount of compensation.
9.Proposal Review and Award Schedule. The following is an outline of the anticipated
schedule for proposal review and contract award:
a.Issue RFP 02/05/14
b.Pre-Proposal Meeting 02/19/14, 2 PM
c.Receive proposals 03/12/14
d.Interviews 03/31/14 – 04/04/14
e.Proof of Concept Start 04/14/14
f.Proof of Concept End 05/14/14
g.Complete proposal evaluation 05/30/14
h.Finalize staff recommendation 06/06/14
i.Award and execute contract pending DOJ approval
10.Ownership of Materials. All original drawings plan documents and other materials
prepared by or in possession of the Contractor as part of the work or services under these
specifications shall become the permanent property of the City, and shall be delivered to
the City upon demand.
11.Release of Reports and Information. Any reports, information, data, or other material
given to, prepared by or assembled by the Contractor as part of the work or services
under these specifications shall be the property of City and shall not be made available to
any individual or organization by the Contractor without the prior written approval of the
City.
12.Copies of Reports and Information. If the City requests additional copies of reports,
drawings, specifications, or any other material in addition to what the Contractor is
required to furnish in limited quantities as part of the work or services under these
specifications, the Contractor shall provide such additional copies as are requested, and
City shall compensate the Contractor for the costs of duplicating of such copies at the
Contractor’s direct expense.
13.Required Deliverable Products. The Contractor will be required to provide the
following:
a.Rugged tablets, rugged laptops, fix mounted mobile data computers and in-car video
systems.
b.System documentation (user guides, administration guides, etc.) submitted in Adobe
Acrobat PDF format.
c.Training.
15.Attendance at Meetings and Hearings. As part of the workscope and included in the
contract price is attendance by the Contractor at meetings to present and discuss his/her
findings and recommendations. The Contractor shall attend as many “working” meetings
with staff as necessary in performing workscope tasks.
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16.Accuracy of Specifications. The specifications for this project are believed by the City
to be accurate and to contain no affirmative misrepresentation or any concealment of fact.
Proposers are cautioned to undertake an independent analysis of any test results in the
specifications, as City does not guaranty the accuracy of its interpretation of test results
contained in the specifications package. In preparing its proposal, the proposer and all
subcontractors named in its proposal shall bear sole responsibility for proposal
preparation errors resulting from any misstatements or omissions in the plans and
specifications that could easily have been ascertained by examining either the project site
or accurate test data in the City’s possession. Although the effect of ambiguities or
defects in the plans and specifications will be as determined by law, any patent ambiguity
or defect shall give rise to a duty of proposer to inquire prior to proposal submittal.
Failure to so inquire shall cause any such ambiguity or defect to be construed against the
bidder. An ambiguity or defect shall be considered patent if it is of such a nature that the
bidder, assuming reasonable skill, ability and diligence on its part, knew or should have
known of the existence of the ambiguity or defect. Furthermore, failure of the proposer
or subcontractors to notify City in writing of specification or plan defects or ambiguities
prior to proposal submittal shall waive any right to assert said defects or ambiguities
subsequent to submittal of the proposal.
To the extent that these specifications constitute performance specifications, the City
shall not be liable for costs incurred by the successful proposer to achieve the project’s
objective or standard beyond the amounts provided therefore in the proposal.
In the event that, after awarding the contract, any dispute arises as a result of any actual
or alleged ambiguity or defect in the plans and/or specifications, or any other matter
whatsoever, Contractor shall immediately notify the City in writing, and the Contractor
and all subcontractors shall continue to perform, irrespective of whether or not the
ambiguity or defect is major, material, minor or trivial, and irrespective of whether or not
a change order, time extension, or additional compensation has been granted by City.
Failure to provide the hereinbefore described written notice within one (1) working day
of contractor’s becoming aware of the facts giving rise to the dispute shall constitute a
waiver of the right to assert the causative role of the defect or ambiguity in the plans or
specifications concerning the dispute.
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Section D
FORM OF AGREEMENT
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on [day, date, year] by and
between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and
[CONTRACTOR’S NAME], hereinafter referred to as Contractor.
W I T N E S S E T H:
WHEREAS, on DATE City requested proposals for rugged tablets, rugged laptops, fix mounted mobile data
computers and in-car video systems per Specification No 91236.
WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for said
services.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained, the parties hereto agree as follows:
1.TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first
written above, until acceptance or completion of services.
2.INCORPORATION BY REFERENCE. City Specification No. 91236 and Contractor's proposal dated
, are hereby incorporated in and made a part of this Agreement. To the extent that the terms and conditions of the
Contractor’s proposal conflict with the terms and conditions of this Agreement and/or the City’s Specifications, the
City’s provisions shall prevail, unless expressly agreed otherwise in writing signed by both parties.
3.CITY'S OBLIGATIONS. For providing rugged tablets, rugged laptops, fix mounted mobile data
computers and in-car video systems as specified in this Agreement, City will pay and Contractor shall receive
therefore compensation in a total sum not to exceed [$ .00 ].
4.CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by
this Agreement and the said specification.
5.AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall be in
writing and shall be effective only upon approval by the Council of the City.
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6.COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated
herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement,
understanding or representation not reduced to writing and specifically incorporated herein shall be of any force or
effect, nor shall any such oral agreement, understanding or representation be binding upon the parties hereto.
7.NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by
registered or certified mail addressed as follows:
City City Clerk
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
Contractor Name
Address
8.AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each
individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute
Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first
above written.
ATTEST: CITY OF SAN LUIS OBISPO
________________________________ By:_____________________________________
City Clerk City Manager, Katie Lichtig
APPROVED AS TO FORM: CONTRACTOR
________________________________ By: _____________________________________
City Attorney, Christine Dietrick
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Section E
INSURANCE REQUIREMENTS: Consultant Services
The Contractor shall procure and maintain for the duration of the contract insurance against
claims for injuries to persons or damages to property which may arise from or in connection with
the performance of the work hereunder by the Contractor, its agents, representatives, employees
or subcontractors.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1.Insurance Services Office Commercial General Liability coverage (occurrence form CG
0001).
2.Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile
Liability, code 1 (any auto).
3.Workers' Compensation insurance as required by the State of California and Employer's
Liability Insurance.
4.Errors and Omissions Liability insurance as appropriate to the consultant's profession.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
1.General Liability: $1,000,000 per occurrence for bodily injury, personal injury and
property damage. If Commercial General Liability or other form with a general
aggregate limit is used, either the general aggregate limit shall apply separately to this
project/location or the general aggregate limit shall be twice the required occurrence
limit.
2.Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3.Employer's Liability: $1,000,000 per accident for bodily injury or disease.
4.Errors and Omissions Liability: $1,000,000 per occurrence.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be
declared to and approved by the City. At the option of the City, either: the insurer shall reduce
or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials,
employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses
and related investigations, claim administration and defense expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to
contain, or be endorsed to contain, the following provisions:
1.The City, its officers, officials, employees, agents and volunteers are to be covered as
insureds as respects: liability arising out of activities performed by or on behalf of the
Contractor; products and completed operations of the Contractor; premises owned,
occupied or used by the Contractor; or automobiles owned, leased, hired or borrowed by
the Contractor. The coverage shall contain no special limitations on the scope of
protection afforded to the City, its officers, official, employees, agents or volunteers.
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2.For any claims related to this project, the Contractor's insurance coverage shall be
primary insurance as respects the City, its officers, officials, employees, agents and
volunteers. Any insurance or self-insurance maintained by the City, its officers, officials,
employees, agents or volunteers shall be excess of the Contractor's insurance and shall
not contribute with it.
3.The Contractor's insurance shall apply separately to each insured against whom claim is
made or suit is brought, except with respect to the limits of the insurer's liability.
4.Each insurance policy required by this clause shall be endorsed to state that coverage
shall not be suspended, voided, canceled by either party, reduced in coverage or in limits
except after thirty (30) days' prior written notice by certified mail, return receipt
requested, has been given to the City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's
rating of no less than A:VII.
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance
showing maintenance of the required insurance coverage. Original endorsements effecting
general liability and automobile liability coverage required by this clause must also be provided.
The endorsements are to be signed by a person authorized by that insurer to bind coverage on its
behalf. All endorsements are to be received and approved by the City before work commences.
Attachment 3
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25
PROPOSAL SUMMARY FORM
The undersigned declares that she or he:
Has carefully examined Specification No. 91236, which is hereby made a part of this proposal.
Is thoroughly familiar with its contents.
Is authorized to represent the proposing firm.
Agrees to perform the work as set forth in this proposal.
Certificate of insurance attached; insurance company’s A.M. Best rating: __________________.
Technical proposal documentation attached.
Description Quantity Unit Price Total
Rugged Tablets and Mounting Equipment
Rugged Laptops and Mounting Equipment
Fix Mounted Mobile Data Computers
In-car Video System
Onsite Installation
Training (In-car Video System use)
Maintenance and Support
Discounts: special pricing, etc.
Sales tax @ 8.00%
Shipping and Handling
TOTAL BASE PRICE
TOTAL $
Firm Name and Address
Contact Phone
Signature of Authorized Representative Date
Attachment 3
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26
REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under
the present business name or by the principal assigned to this engagement: _______________years.
Describe fully the last three contracts performed by your firm or the principal assigned to this engagement
which demonstrates your ability to provide the services included with the scope of the specifications.
Attach additional pages if required. The City reserves the right to contact each of the references listed for
additional information regarding your firm's qualifications.
Reference No. 1
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 2
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 3
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Attachment 3
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27
STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The Contractor shall state whether it or any of its officers or employees who have a proprietary interest in
it, has ever been disqualified, removed, or otherwise prevented from proposing on, or completing a
federal, state, or local government project because of the violation of law, a safety regulation, or for any
other reason, including but not limited to financial difficulties, project delays, or disputes regarding work
or product quality, and if so to explain the circumstances.
Do you have any disqualification as described in the above paragraph to declare?
Yes No
If yes, explain the circumstances.
Executed on at _______________________________________ under penalty
of perjury of the laws of the State of California, that the foregoing is true and correct.
______________________________________
Signature of Authorized Contractor
Attachment 3
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City of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Wayne Padilla, Finance Director
SUBJECT: APPROVE LEASE FINANCING PROPOSAL FOR COMPUTER AND
COPIER ACQUISITIONS AND RELATED DOCUMENTS
RECOMMENDATION
1. Approve the lease documents provided by Bank of the West to establish a line of credit to
provide short term lease financing for the acquisition of computer equipment, copiers and
other select items that may be designated and approved by the City Council.
2. Approve the lease purchase of 17 copiers from MORE Office Equipment of San Luis
Obispo in the amount of $102,304 and the amendment of the General Fund budget to
reflect leasing transaction.
3. Approve the financing of the copiers using the credit line provided by Bank of the West.
4. Approve the use of the Bank of the West credit line for the future financing of Mobile
Data Computers and related network equipment subject to the Council’s future approval
of the acquisition of said equipment.
5. Direct staff to return in the future with any requests to borrow additional amounts from
the credit line
6. Approve the resolution confirming the results of these approvals.
DISCUSSION
Background
The City Council approved the lease purchase acquisition of mobile data computers for the
Police and Fire Departments to replace their aging mobile equipment and related network
components as part of the 2013-15 Financial Plan’s Capital Improvement Program. The
Financial Plan includes the cost of financing this equipment over a four year term since the initial
acquisition cost was estimated to be $693,000. A separate report will be brought before the City
Council requesting authorization to actually acquire this equipment from the selected vendors
using the lease financing provided by Bank of the West.
As called for in the City’s financial policies, staff considered the City’s future computer
technology and office equipment needs and the benefits of using lease financing instead of
continuing to pay for these purchases with the annual appropriations provided for that purpose.
Taken into consideration was the need to have access to a limited amount of financing that can
be used on select purchases to ensure that future equipment replacements occur as they are
scheduled instead of when replacement funds become available. This will help ensure that the
computer network’s high level of reliability is maintained. At the same time, staff has been
evaluating the need to replace office copiers, some of which have become unreliable and
9/2/14
C7
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AWARD OF CONTRACT FOR BOND AND DISCLOSURE COUNSEL SERVICES Page 2
expensive to maintain. In addition, departments are calling for the replacement of their inkjet
printers due to the high cost of toner cartridges and frequent maintenance demands. Moving to a
more capable network of high output copiers will also allow the city to process in-house a larger
number of print jobs that are currently being sent to outside print shops.
Currently, the Financial Plan provides enough funding to allow the replacement of up to 2
copiers per year. There are currently 20 copiers in use while the city-wide need is for 17 copiers.
The city obtained a quote from MORE Office Solutions of San Luis Obispo based on pricing
extended to the city through the terms contained in the cooperative purchasing agreement crafted
by the Shasta Unified School District.
The City’s Financial Advisor, Public Financial Management, issued a Request for Proposal
(RFP) to obtain lease financing proposals from qualified financial institutions. The terms spelled
out in the RFP call for:
A lease financing credit line of up to $1.5 million that can be accessed over a period of 5
years
No fees or charges for any amount not used
No prepayment penalties
The financing can be accessed as the City sees fit and different periods can be set for
each individual draw against the credit line
Three responses to the RFP were received. These came from PNC, Bank of the West and
California First National Bank. The offer presented by Bank of the West provided the best
interest rates while most closely matching the terms sought by the City including the requirement
to provide one credit qualification process that covers the term of the credit line’s existence and
specifically providing a 4 year term option. PFM has recommended their proposal for
consideration by the City Council.
The terms of the Bank of the West proposal are shown below:
A lease financing credit line of up to $1.5 million that can be accessed over a period of 2
years
No fees or charges for any amount not used
The financing can be accessed as the City sees fit and different lease periods can be set
for each individual draw against the credit line
The maximum period that the city can maintain the lease financing credit line for the
purpose of paying off the balance is 10 years from the date of the credit line opening
Prepayment fee of 1% of the outstanding balance for the first two years of a lease term,
then 0% after
Varying rates of interest for each repayment term selected by the city. Current rates for
the terms shown below are:
o 3 years 1.3%
o 4 years 1.5%
o 5 years 1.7%
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AWARD OF CONTRACT FOR BOND AND DISCLOSURE COUNSEL SERVICES Page 3
Rates are fixed at the start of each lease term. The rates shown are indexed to an Interest
Rate Swap Index and may be different as each new lease is initiated during the next two years.
Two years from the lease’s inception, the City may request an extension of the term to access the
credit facility for an additional year.
Next Steps if Recommendation Approved
1. The copiers will be ordered within the next week.
2. Staff will return with the request to acquire the Mobile Data Computers and network
equipment at a later date
3. The City Council will separately approve any other future use of the lease financing
provided under this agreement.
FISCAL IMPACT
The purchase price of the Mobile Data Computers is $717,000 of which $688,500 is proposed to
be financed and the purchase price of the copiers is $102,304. If the financing proposal is
approved, the annual cost for the lease financing of the Mobile Data Computers over a 4 year
term at 1.5% would be approximately $177,700 which is less than the estimated financing cost
contained in the 2013-15 Financial Plan. The annual cost of financing the copiers over a 5 year
term at 1.7% is $21,390. This amount would be paid out of the Debt Service Fund and supported
by a transfer out of the General Fund. This will result in no additional cost to the General Fund
since the amount needed to fund the annual debt service can be provided from the existing copier
replacement and a portion of the copier service accounts as shown below. The replacement of
the existing copiers and phase out of the desk top laser jet copiers will reduce the City’s annual
copier service costs, allowing the proposed reduction shown below to occur with no negative
impact resulting from the budget change. Staff expects that the remaining amount in the copier
service account will be more than ample to cover the annual service costs and will be monitoring
copier services costs to see how much lower they will be after these changes take effect
compared to the amount left to be spent in the copier service account.
To reflect the copier lease transaction, the Information Technology Fund budget needs to be
amended as follows:
Lease Proceeds Revenue $102,304.00
Copier Acquisition Cost $102,034.00
The Debt Service Fund budget would be amended as shown here:
Revised
Budget Change Budget
Copier Replacement$16,800($16,800)$0
Copier Service $21,100($4,590)$16,510
Transfer for Lease $0 $21,390$21,390
Attachment 4
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AWARD OF CONTRACT FOR BOND AND DISCLOSURE COUNSEL SERVICES Page 4
Transfer in from General Fund $21,390
Lease Payment Expense $21,390
ALTERNATIVE
Do not approve the financing documents. This option is not recommended since the terms
offered by Bank of the West are considerably better than those offered by the other lenders who
responded to the RFP and the acquisition of the Mobile Data computers is contingent upon their
being financed due to their high cost.
Do not approve the lease of copiers. The city can continue to replace its copiers at the rate of 2
every year. This will prevent the replacement of inkjet printers which are more costly to operate
and also limit staff’s ability to print material in-house and avoid paying outside vendors to create
printed material.
ATTACHMENTS
1. Resolution
2. Financing documents from Bank of the West (2 sets – 1 for each purchase)
3. Proposals received from PNC and California First National Bank
4. Copier purchase proposal from More Office Solutions
t:\council agenda reports\2014\2014-09-02\mdc financing
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Council Memorandum
October 6, 2014
AGENDA
CORRESPONDENCE
Date Item# Le .
TO: City Council
PE CE
FROM: Wayne Padilla, Finance Director OCT 0 6 2014
Via: Katie Lichtig, City Manager k SLO C1TY_ LF -
SUBJECT: Supplemental Information Related to Consent Agenda Item C -6 on the October
7 t Council Meeting Agenda
Item C -6 on tomorrow night's Council Meeting Agenda presents staffs recommendation to
approve the purchase of Mobile Data Computers for the Police and Fire Departments and
approve the use of lease financing as called for in the 2013 -15 Financial Plan.
In an earlier item presented to the City Council on September 2, 2014 the City Council approved
the use of the lease financing plan provided by Bank of the West to fund this purchase and the
purchase of 17 photo copiers for use throughout the City. Staff made this recommendation based
on its evaluation of proposals received from three financial institutions, with Bank of the West's
proposal being the most responsive to the City's needs.
After reviewing the documents that were provided with the Agenda Report presented on
September 2, 2014 staff feels that clarification is needed to insure that the City Council
understands how the timing of the equipment delivery will affect the actual interest rates that will
apply to each of the equipment leases. (The Mobile Data Computers will be financed using a 4-
year term which was specified in the 2013 -15 Financial Plan and the copiers will be financed
using a 5 -year term).
The terms of the Bank of the West proposal are:
✓ A lease financing credit line of up to $1.5 million that can be accessed over a period of 2
years
✓ No fees or charges for any amount not used
✓ The financing can be accessed as the City sees fit and different lease periods can be set
for each individual draw against the credit line
✓ The maximum period that the city can maintain the lease financing credit line for the
purpose of paying off the balance is 10 years from the date of the credit line opening
✓ Prepayment fee of 1% of the outstanding balance for the first two years of a lease term,
then 0% after
✓ Varying rates of interest for each repayment term selected by the city. At the time that the
bank provided the financing proposal, the interest rates below were in effect:
0 3 years 1.3%
0 4 years 1.5%
0 5 years 1.7%
Supplemental Information on Item C -6
Page 2
The interest rates for each amount borrowed under the lease financing line of credit will be fixed
for the term of the borrowing, however the rates become fixed at the start of each lease term
which is determined by the delivery date of the equipment that is being financed. As a result, the
rates shown above are to be adjusted according to an Interest Rate Swap Index based on the
market conditions that exist at the time that the equipment is to be delivered which could make
the actual interest rate different from the amounts shown above.
Because the financing documents and payment examples used in the September 2, 2014 Agenda
Report could have been interpreted to indicate that the rates shown in the table above were the
actual rates that would apply to the leases of the copiers and the mobile data computers, staff felt
it was appropriate to provide this clarification. A recent check of the Interest Rate Swap Index
shows that interest rates for the 4 year term have risen by as much as .15% over the amounts
shown in the table above while the rates for a 5 year term have risen by as much as .1 %.
For the Mobile Data Computer lease, this level of change in the interest rate increases the annual
payment by approximately $485.00 over the amount shown in the September 2, 2014 Agenda
Report while the interest rate is estimated to be 1.65 %. For the copiers, a. 1 % increase in the
interest rate raises the annual payment amount by approximately $50.00 and makes the interest
rate estimate 1.8 %. (A check of the interest rate at the end of last week showed that interest rates
are trending downward from these levels)
FISCAL IMPACT
As stated in the September 2, 2014 Agenda Report and in the October 7th Agenda Report on the
purchase of the mobile data computers, purchase price of the Mobile Data Computers is
$717,000 of which $688,501 is proposed to be financed. While the final interest rate for this
lease purchase won't be known until the equipment is delivered, a. 15% increase in the interest
rate adds a nominal amount to the annual payment total. The current annual payment estimate of
$178,185 is still well below the budgeted estimate of $184,500 which was based on an interest
rate of approximately 4% and it is not anticipated that rates will increase to this level before the
equipment is delivered. (Delivery is expected within the next 30 -60 days.) The budget reflects
the debt service payment being issued from the Debt Service Fund and supported by a transfer
out of the General Fund.