Consideration and Approval to Purchase:  Thirty-Four (34) Panasonic CF-31 Toughbook Mobile Data Computers to be installed in patrol vehicles.

The Flagstaff Police Department currently has Mobile Data Computers (MDC) and are utilizing Windows XP as the operating system. On April 8, 2014 Microsoft announced the end of support for the Windows XP operating system. All MDC's in the Police Department's inventory are still operating on Windows XP which means they are not being supported by Microsoft and running on Windows XP. Thankfully, our wireless carrier has agreed to support our MDC's using the Windows XP operating system until January of 2015.

In anticipation of the elimination of technical, operating support, replacement of the Mobile Data Computers are already budgeted $100,000 in the Police Communications Equipment (001-04-061-0221-2-4303) and $30,000 in the Computer Equipment (001-04-061-0221-2-4301) accounts.

Effective governance

None.

Forego purchase of the Mobile Data Computers at this time. One unknown is how long the MDC's will be supported by our wireless carrier and Microsoft support to include security updates and technical support. By accepting this option the City may experience additional downtime, additional overtime for officers and may potentially affect the City's ability to provide responsiveness and customer service to the community.

A Mobile Data Computer (MDC) is a computerized device used by the police officers to communicate with our Communications Center which provides for more efficiency and effectiveness in our community. The MDC is also equipped with a GPS locator to allow dispatch to identify the location of the patrol vehicle. The MDC allows law enforcement officers the ability to have access to the Flagstaff Police Department calls for service, I/Leads Records Management database system along with the DMV files, ACJIS, and NCIC (FBI National Crime Information Center). The MDC's are also used by officers to type reports in the field. The Flagstaff Police Department purchased the Panasonic CF-29 Toughbooks over a period of five to seven years ago with replacement purchases as needed. FPD has 34 working units which are used on a 24/7 basis. MDC's are utilizing Windows XP as the operating system.

On April 8, 2014 Microsoft announced the end of support for the Windows XP operating system. All MDC's in the Police Department's inventory are still operating on Windows XP which means they are not being supported by Microsoft while running on Windows XP. Thankfully, our wireless carrier agreed to support our MDC’s using the windows XP operating system until January of 2015. The Flagstaff Police Department has conducted extensive research and tested various models of MDC's that would meet the demands of the police force. We tested models in the patrol field and received feedback from the officers.

Below are the top three units that met our needs; Panasonic laptop CF31-$3602.99 per unit use existing docking station (no extra cost incurred); GETAC V110 convertible tablet $4,066.00 per unit plus new docking station needed; Dell Latitude Rugged Extreme convertible (no internal GPS or Wi-Fi)- $5182.00 per unit plus new docking station needed.  On November 14, 2014 staff advertised an Invitation for Bids (IFB) solicitation for procuring thirty-four (34) police MDC laptop toughbooks.  A total of four (4) vendors submitted seven (7) bids on November 24, 2014.  Staff reviewed all bids and determined Creative Communications of Flagstaff to be the lowest responsive and responsible bidder.  Unit price bid is $3,602.99, and staff is recommending to purchase thirty-four (34) MDC units for a total of $122,501.66.    

During the evaluation period we researched the idea of having an integrated system that would allow for a camera, electronic citation program and electronic signature pad to allow for the violator to sign citations on scene. Unfortunately, we were unsuccessful in finding a unit that met the above options while also keeping GPS, which is an absolute necessity. We located systems which had the overall capability but we would have to give up the GPS locater option. We conducted a survey on agencies and found most of the agencies using an electronic citation program are using separate devices; an MDC and a handheld e-citation unit. Those agencies predominately using a tablet such as the Department of Public Safety do not use the tablet for report writing on the scale that FPD would.

The purchases being recommended were reviewed with extensive research and testing by officers in the field. The Police Department currently has $130,000 budgeted in FY 15 to purchase these MDC's. We have funds in this account to purchase equipment for the vehicle in the current budget to help offset the extra $2695.02. Our recommendation is to purchase the Panasonic CF-31 laptops with the total cost including tax at $132,695.02 to ensure connectivity and operational responsiveness between our patrol officers and the communications center.

The MDC's will have the GPS locater which allows the officer to visually have a map of the city, enabling quicker response and allowing dispatch to track the location of the officers. The officers in the field will have access to run data and write reports for citizens involved in incidents. This MDC will be used as a tool in the future for electronic citations as well.

None.

Forego purchase of the MDC's at this time. The Police Department has budgeted for this purchase with the knowledge of Windows XP not being supported. The current MDC's are outdated and operating at less than ideal condition for their intended purpose.