In August 2007, the Billings Police Department switched its Mobile Data Terminals (MDT's) in its patrol vehicles from an 800 MHz system to a secure cellular broadband system. During that changeover 74 Panasonic Toughbooks were purchased for the patrol vehicles. This equipment is imperative to secure police communications and criminal record retrieval. With the evolution and implementation of field report writing this technology is essential. Field report writing software allows seamless electronic communication with agencies such as the City and County Attorney's office, City records, NCIC and dispatch. Through this program, the officers are able to write their reports directly into the computerized database, which streamlines officer reporting.

The BPD needs to replace the aging Panasonic Toughbooks as they have reached their life expectancy and warranties have expired. The patrol unit’s fleet of vehicles has grown from 74 to 78 since 2007. The BPD currently has 80 Toughbooks, 78 are assigned to individual patrol units. One is used as a master clone in IT, and one is used as a spare by the records supervisor to assist in troubleshooting field problems. The budget will allow the department to lease 67 new Panasonic Toughbooks CF31's and docking stations. BPD staff has identified 13 salvageable Toughbooks from existing inventory that will be retained in the new system.

A committee was formed that included members from the IT Division, Police Department Administration, first line patrol officers, Finance Department and Fleet Services to test and research replacement possibilities. Comparable equipment was evaluated and field tested, including Panasonic CF53's, CF31's and Dell's Ruggedized mobile system. The committee recommends leasing 67 new Panasonic Toughbooks CF31's and docking stations to replace the present MDTs.

A bidding process is not necessary for this project because local government agencies are allowed to purchase from state contracts and the competitive pricing.

The City Council may:
• Approve the purchase of 67 Panasonic Toughbooks CF31's and docking stations and financing with US Bank, or
• Not approve the purchase of 67 Panasonic Toughbooks CF31's and docking stations and financing with US Bank, which would result in the BPD working with obsolete equipment and increasing maintenance costs.

The purchase price for 67 Panasonic Toughbooks CF31's and the docking stations is $360,149. In order to lessen the budget impact for FY12 and future years, financing for four years has been negotiated with US Bank at a cost of $92,696.53 per fiscal year to fund the purchase. The financing option allows the Department to level out the on-going costs of purchasing and maintaining reliable mobile computers for the police officers in the field. The new units would be under full warranty and supported by IT staff. The current Toughbook system has been in the budget for the last four years and the purchase and lease of the new system would not require additional budget authority.

Staff recommends that Council approve the purchase of 67 new Panasonic Toughbook CF31's and docking stations and the financing with US Bank with a payment of $92,696.53 per year for four years.