For City Council Meeting January 28, 2025
TO: Honorable Mayor and City Council
FROM: G. Michael Milhiser, Interim City Manager
AUTHOR: Mark P. Kling, Chief of Police
Title
Request City Council to (1) Approve the Purchase of Thirty (30) Getac K120 Rugged Tablet Mobile Data Computers, Forty (40) Mobile Vehicle Docking Mounts, and All Related Hardware and Keyboards from DuraTech USA, Inc. in the Amount of $224,874.08; (2) Authorize the Interim City Manager or Designee to Execute all documents
(ACTION)
Body
RECOMMENDATION
Staff recommends that the City Council:
(1) Authorize the Purchase of thirty (30) Getac K120 Rugged Tablet mobile data computers, forty (40) mobile vehicle mounts, and all related hardware and keyboards from DuraTech USA, Inc. for a Total Cost of $224,874.08; and
(2) Authorize the Interim City Manager or designee to execute all documents for Phase 4.
BACKGROUND
The Rialto Police Department currently utilizes mobile data computers in their patrol vehicles for a variety of tasks, including communication, report writing, data entry, video monitoring, and other essential computer-based functions. Over the past two years, the City Council has approved the acquisition of 28 new patrol vehicles. Most recently, on September 24, 2024, the Council authorized the purchase of 10 additional vehicles for Law Enforcement Technicians and Parking Officers. These vehicles, however, do not come equipped with mobile computers or emergency equipment. This request is to provide new auxiliary units and update the existing fleet with the required mobile data computers, which are available through DuraTech USA, Inc.
As technology usage continues to grow, the need for quick access to law enforcement systems has become more critical than ever. Following the city council's approval of new vehicle purchases over the past year, there is now an increased need for additional Getac K120 rugged tablet mobile computers. These devices are essential not only for outfitting the patrol vehicles but also for equipping the newly acquired auxiliary units. The Getac computers will enable officers in specialized units to connect to the vital systems required for their work. Currently, positions such as Traffic Officers, Detectives, Law Enforcement Technicians, Park Rangers, and Parking Officers lack adequate connectivity options to perform their duties effectively.
ANALYSIS/DISCUSSION
The Getac K120 is a tablet-based mobile data computer designed to replace the previous Panasonic Toughbook laptop. As law enforcement systems and multimedia applications become more demanding, there is an increasing need for higher memory, capacity, and speed. Additionally, the Department of Justice (DOJ) mandates enhanced security features, including 64-bit encryption. In an ever-evolving field of information technology, it is crucial to stay up to date with these changes by continuously upgrading our systems. With current industry standards emphasizing the use of secure, high-performance computing, the Getac K120 is well-equipped to meet these growing demands.
On September 3, 2020, the bid process was launched, with five bids submitted by the deadline of September 24, 2020. Following the evaluation of these bids, DuraTech USA, Inc. was awarded the contract for a five-phase approach to upgrading the mobile data computers in the city's vehicles. This phased strategy enables the upgrades to be implemented more cost-effectively and scheduled according to departmental needs, while preserving the investment in existing infrastructure. It also ensures smooth coordination during the transition to the K120 rugged tablet mobile data computers. A key benefit of this approach is that it reduces the City's financial burden by spreading costs over five years, rather than requiring a lump-sum purchase.
On February 24, 2022, the department successfully completed Phase 3 of the project, which involved acquiring fourteen (14) Getac K120 rugged tablet mobile data computers, along with docking stations and related hardware for patrol operations. This phase was successfully concluded, with all computers implemented and deployed. To ensure a smooth transition to the department's new mobile data computers, the remaining upgrades were planned to be completed in two additional phases.
Originally scheduled for 2023, Phase 4 was delayed due to the department's evolving needs. The recent fleet expansion, prompted by the purchase of new vehicles, has underscored the immediate need for additional mobile data computers. As a result, Phase 4 will now be completed alongside this new acquisition to address the department's current requirements. Staff will assess the equipment needs for the final phase, considering potential cost increases from the provider, as well as changes in departmental needs and staffing levels. A proposal for the final phase will be presented to the council at a later date.
Getac, Inc. has been awarded Sourcewell contract 090122-GET for the procurement of K120 rugged mobile data computers, essential for the police department's operations. DuraTech USA, Inc. is identified as a local authorized dealer on this contract. This acquisition complies with the Rialto Municipal Code’s provisions for cooperative purchasing, often referred to as "piggybacking," ensuring adherence to established procurement guidelines. The contract is valid through November 7, 2026, giving the department ample time to implement these crucial communication systems. The department has worked closely with City Procurement, which has confirmed that this contract meets all necessary municipal code requirements. As outlined in Rialto Municipal Code 2.48.430, the city council may approve the acquisition of supplies or services via cooperative purchasing agreements, enabling the city to secure high-quality equipment at competitive prices while ensuring transparency and fiscal responsibility.
Additionally, DuraTech USA, Inc. has successfully completed three out of the five phases of this project, all on time and without delay. As the project progresses, additional supplies are needed, which were not anticipated during the previous procurement process. Given the circumstances, it is neither feasible nor practical to source these supplies through a separate contract. The use of Getac K120 rugged tablet mobile data computers is critical to maintaining consistency in patrol operations and emergency responses. Our current infrastructure is fully integrated with Getac technology, so switching to a different vendor would disrupt operations and incur higher costs. Moreover, this change could create communication gaps, further hindering efficiency.
Staff recommends approving Phase 4 for the purchase of thirty (30) Getac K120 Rugged Tablet Mobile Data Computers, complete with vehicle mounting hardware and installation, at a total cost of $224,874.08. The vendor, DuraTech USA, Inc., is a certified 8(a), Small Business Enterprise (SBE), Disadvantaged Business Enterprise (DBE), and Minority/Woman-Owned Business Enterprise (MBE/WBE), based in Southern California.
ENVIRONMENTAL IMPACT
The proposed action does not meet the definition of a project as defined by Section 15378 California Environmental Quality Act (CEQA). A “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and excludes the following:
1) Continuing administrative or maintenance activities, such as purchases for supplies, personnel-related actions, general policy and procedure making.
2) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY
The City of Rialto has outlined key goals and objects relating to public safety. The approval of this purchase is consistent with meeting these objectives.
Goal 5-8: Provide effective and comprehensive policing services that meet the safety needs of Rialto.
LEGAL REVIEW
The City Attorney's Office has reviewed the staff report.
FINANCIAL IMPACT
Operating Budget Impact
There is no impact to the General Fund operating budget.
Capital Improvement Budget Impact
Funding in the amount of $224,874.08 is available in Fund 3300, for the purchase of Thirty Getac K120 Rugged Tablet Mobile Data Computers, Forty mobile vehicle docking mounts, and all related hardware and keyboards from DuraTech USA, Inc.
Per Rialto Municipal Code Section: 2.48.145 a vendor disclosure form is attached.
Licensing
The purchase of the Mobile Data Computers is being made outside the City of Rialto; therefore, a Rialto Business License is not required.