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Home My WebLink About2010-09-15 PACKET 04.B.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # 1 7 f 4 6 DATE 09/15/10 PREPARED BY Public Safety Craig Woolery ORIGINATING DEPARTMENT STAFF AUTHOR COUNCIL ACTION REQUEST Pass a motion authorizing the purchase of three (3) replacement Panasonic computers from Florida Micro for $3,248.45 each for a total estimated cost of $9,745.35 plus tax. STAFF RECOMMENDATION Pass a motion authorizing the purchase of three (3) replacement Panasonic computers from Florida Micro for $3,248.45 each for a total estimated cost of $9,745.35 plus tax. SUPPORTING DOCUMENTS ❑ Memo from Director of Public Safety Craig Woolery dated 09 -02 -10 Quotes from three (3) vendors COUNCIL ACTION TAKEN: APPROVED ❑ DENIED ❑ OTHER City of Cottage Grove Public Safety m To: From: Date: Subject: Honorable Mayor and City Council City Administrator Ryan Schroeder Director of Public Safety Craig A. Woolery (✓ September 2, 2010 REQUEST AUTHORIZATION TO REPLACE THREE (3) AMBULANCE LAPTOPS INTRODUCTION After a recent software upgrade by a contracted vendor (HealthEMS), the three (3) laptop computers have been "freezing up ", patient care reports have been lost and the basic functions of the laptops severely diminished. The current laptops were purchased in 2007 and their operating systems are not robust enough to support the software upgrade. With the Mayor and City Council's approval per the purchasing policy, we are requesting replacement of the three (3) laptop computers. DISCUSSION In 2006, East Metro Ambulance services initiated a cooperative service in electronic patient care reporting (PCR). Using laptop computers, paramedics and EMTs utilized the HealthEMS system to complete PCRs in the field. Data is electronically submitted to the State, to our billing service and records. This venture has decreased labor costs in processing ambulance reports, increased billing revenues and increased our compliance in reporting. In approximately June of 2010, Health EMS provided a software upgrade intended to enhance data collection, allow electronic attachments of EKGs and improved patient care reporting. Since the upgrades, a number of East Metro services (including Cottage Grove) found that their existing laptop computers had slower outdated computer processors that cannot handle the faster and updated billing software. In working with our MIS Coordinator, it is recommended the three (3) ambulance computers be replaced. 7:Z►'71[lal ➢.yl In accordance with the City's Purchasing Policy, three (3) bids were obtained for the unbudgeted Capital Outlay expenditure (0600- 4281). The three bids obtained are: Sansio $3,385.00 per unit CDW $3,500.00 per unit Florida Micro $3,248.34 per unit MIS Coordinator Jenny Jennings is recommending going with Florida Micro, since the units will be identical to what we are currently using for service and support. The computer brand is Panasonic. In the 2011 budget, EMS budgeted for one (1) ambulance laptop computer replacement. Should Council approve the purchase of three (3) replacement computers, the 2011 expenditure would not be needed. ITKK07m fmmkiki1�7_�INI►�I It is recommended to approve the purchase of three (3) replacement Panasonic computers from Florida Micro for $3,248.45 each, for a total estimated cost of $9,745.35 plus tax. CAWlcce f , Quotation #:223781 Date: 8/25/2010 Contract: Quoted To: Quotation From: City of Cottage Grove, MN Derek Jatko Lisa Kalka Phone: 1- 800 - 326 -7909 x7510 7516 80th St S Fax: 919- 229 -2131 Cottage Grove, MN 55016 Email: djatko @flmicro.com ®.. � nlzac� �otal,Ence; QTYIFR1'ar# MFR1Yame Descnptjon , � „ � 1 CF- PANASONIC TB 19I5 -520UM L2G 2GB 160GB $3,248.45 $3,248.45 19RHRAX2M TOUGH BOOKS t, a j�� v � a Y y ” � � S. »7pppg x�� P a a o� 1ofaj 3 48 ri5 ..c:, M Company Information FIN \ Federal Tax ID # 04- 3676847 Dun and Bradstreet # 112752121 CAGE Code: 1 Y 1 G6 EFT(Electronic Funds Transfer) Information: Bank Atlantic Account Number # 0065071233 Bank Atlantic ABA Routing # 267083763 Remit To Address: Florida Micro, LLC P.O. BOX 480416 Delray Beach, FL, 33448 Company Website: htto: / /www.flmicro.uwm Additional Comments: Price Quotation is valid for 30 days. Prices are subject to change at any time without notice based on availability and market conditions. Page 1 ® The htAwayechno %gy. SALE Q UOTA TION QUOTE NO www.CDWG.com VKR9825 5899942 8/24/2010 800- 808 -4239 JENNY JENNINGS CITY OF COTTAGE GROVE B 7516 80TH ST S H 7516 BOTH ST S L MIS I MIS L CITY OF COTTAGE GROVE P JENNY JENNINGS T COTTAGE GROVE, MN 55016 -3177 T COTTAGE GROVE, MN 55016 -3177 O O Contact: JENNY JENNINGS 651 - 458 -2884 Customer Phone# 6514582884 Customer P.O.# PAN CF -19 QUOTE • •. SCOTT PALLARDY 866 -691 -7126 UPS Ground (2- 3 D MasterCard /Visa Go - Q — Ty ITEM NUMBEk e e 3 2104304 PAN TB 19 I5 -520UM 16OGB 2GB 7XP 3500.00 10500.00 Mfg #: PNB- CF- I9RDRAX6M Contract: MARKET ------ - - - - -- SPECIAL INSTRUCTIONS ----- - - - - -- Thank you for this opportunity. I lo_ ok forward to doing more business in the future. (866) 691 -7126 SUBTOTAL 10500.00 FREIGHT 103.62 SALES TAX 755.51 US Currency TOTAL 11,359.13 CDW Government Please remit payment to: 230 North Milwaukee Ave. CDWGovernment Vernon Hills, IL 60061 75 Remittance Drive General Phone: 847 - 371 -5000 Fax: 847 -419 -6200 Suite1515 Account Manager's Direct Fax: 312- 705 -9291 Chicago, IL 60675 -1515 Page 2 10,500.00 314.69 /Month 10,500.00 342.93 /Month Monthly payment based on 36 month lease. Other terms and options are available. Contact you Account Manager for details. Payment quoted subject to change. ** Why finance? • Lower Upfront Costs. Get the products you need without impacting cash flow. Preserve your working capital and existing credit line. *Flexible Payment Terms. 100 % financing - with no money down, -- - -- -- payment deferrals and payment schedules that match your company's business cycles. • Predictable, Low Monthly Payments. Pay over time. Lease payments are fixed and can be tailored to your budget levels or revenue streams. • Technology Refresh. Keep current technology with minimal financial impact or risk. Add -on or upgrade during the lease term. And choose to return or purchase the equipment at end of lease. • Bundle Costs. You can combine hardware, software, and services into a single transaction! Which means you can pay for your software licenses over time. We know your challenges and understand the need for flexibility. General Terms and Conditions: * *This quote is not legally binding and is for discussion purposes only. The rates are estimate only and are based on a collection of industry data from numerous sources. All rates and financial quotes are subject to final review, approval, and documentation by our leasing partners. Payments above exclude all applicable taxes. Financing is subject to credit approval and review of final equipment and services configuration. Fair Market Value leases are structured with the assumption that the equipment has a residual value at the end of the lease term. ri- - 7 � Valid up to 14 days from: August 23, 2010 Prepared by: Kraig Erickson, Sansio VP of Sales kraig. erickson(ct sansio. com 218.625.7202 Panas onic Toughbook CF19 X I yt d W for Cottage Grove EMS Model Full Description Qty MSRP Special Extended Pricing Price Base System: Panasonic CFI Touchscreon Tablet with: 2 GB RAM, Bluetooth, Windows Vista, Panasonic CF19 166GB Hard Drive, 802.11 alblg(n WiR Convertible Bluetooth, 6 -Cell Battery 3 $3,673.00 $3,385.00 $16,155.40 Dual-Touch D Included Accessories: Ruggedized Tablet, X -Strap Carry Strap SKU: Service:....... 2425774 3 Year Preferred Service �fiecomrstenBed Sery{ae; 1pgrad 3 Year Protection Plus Accidental Coverage 3 $250.00 250,00 $750.00 Total: $10,965.00 w ., .. r,. Order $5,452.50 Prepayment: Upon acceptance of this proposal and Prepayment, equipment will be procured and delivery estimate will be provided. An extended hardware manufacturer's warranty has been included as an additional service to customer. Sansio does not provide additional support of the hardware and undertakes no other obligation with regard to lost or damaged hardware. Sales taxes antler shipping and handling charges will be added to this proposal, as applicable. Payment Terms: Approved Lease or Prepayment due with order submission. Balance, if applicable, due on delivery. This Proposal Accepted by: Authorized Customer (Name (Print) Signature Date