| Chief of Police Armand P. La Barge |
| York Regional Police |
| 17250 Yonge Street, Newmarket, Ontario, Canada L3Y 4W5 1866-8POLICE TTY 1-800-668-0398 Fax 905-853-5810 www.yrp.ca |
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THE REGIONAL MUNICIPALITY OF YORK POLICE SERVICES BOARD REPORT OF THE CHIEF OF POLICE 29 AUGUST 2007 __________________________________________ Re: Award of Mobile Workstation Evergreen 2007 Request for Proposal __________________________________________ RECOMMENDATIONS:
On March 8, 2007, a Request for Proposal for Mobile Workstation Evergreen 2007 was released by the Purchasing Bureau on behalf of the Information Technology Bureau to replace mobile workstations along with the associated mounting hardware. Three vendors submitted proposals by the closing date of April 19, 2007. The highest scoring proponent, Panasonic Canada Inc., is being recommended for the award of the replacement mobile workstations. FINANCIAL IMPLICATIONS: Although this Request for Proposal envisioned replacement of both the MWS computers and mounts, at this time there are insufficient budget funds for replacement of both. The cost of this contract with Panasonic Canada Inc. for the MWS computers is $862,920 net of GST rebate. The 2007 Capital Budget for Information Technology Equipment contains sufficient funds for the replacement of these Mobile Workstations. BACKGROUND: The Mobile Workstation computer provides front line officers with the ability to receive calls for service, to do vehicle and person checks, to view and receive information relevant to issues on their patrol area and also provides the ability for mapping and the Automatic Vehicle Location (AVL) features of the Computer Aided Dispatch system. There are 200 MWS computers deployed in York Regional Police front-line patrol cars, unmarked units and in some specialty vehicles. York Regional Police has been maintaining a three year ever-greening lifecycle for its Mobile Workstations to ensure that the technology operates at peak efficiency. The lease of the existing Mobile Workstations expires in October 2007. The deployment of new technology requires changes to the mounting of the MWS within vehicles and therefore, new mounting options were considered. A Request for Proposal P07-04, for both MWS and mounting configurations, was issued on March 8, 2007. It was advertised in the Toronto Star newspaper and electronically on Bid Navigator and closed on April 19, 2007 with 17 vendors picking up the information package. General Dynamics Itronix Canada, L3 Communications, Motorola Canada Limited, and Panasonic Canada Inc. are all known manufacturers of hardened laptop computers. Three proponents, L3 Communications (Georgia), Panasonic Canada Inc. and Precision Mount Technologies responded with submissions. Phase 1 Evaluation - Review Proposal Submissions The Evaluation Committee met as a group to discuss the proposals and come to a consensus on the scores. The evaluation criteria utilized to score the submissions were divided as follows: Technical (80 Points) Qualifications and Experience of Firm Relevant Experience of Personnel Relevant Experience on Similar Projects References Responsiveness/Completeness of submission - Quality of the Proposal Demonstrated Understanding of the project objectives and the services to be provided for the York Regional Police - testing requirements Ability to Provide Warranty/Support as Requested Innovation of Solution Offered (value added) Project Implementation - Project Management Approach/Methodology/Installation Timelines Price (20 Points) Every evaluator was provided a copy of each Proponent's proposal to evaluate and score. Two proponents, L3 Communications and Precision Mount Technologies, did not achieve the minimum technical score of 48 to warrant further evaluation. The results were as follows: 
Panasonic CF-30 "Toughbook" computers comply with the MIL-STD-810F specification which sets standards for resistance to extremes of temperature, shock, vibration, humidity, dust and water exposure. This enables the hardened mobile workstation to withstand the extremes of Canadian weather and the constant hard usage to which they are subjected in an operational police setting. York Regional Police staff has completed an evaluation of a new 1-piece computer configuration and a new 3-piece configuration in which the computer is mounted in the trunk of the vehicle and only the monitor and keyboard are mounted in the cabin. After operational testing of 4 mounting configurations by 34 front-line officers, a preference was indicated for the retention of a 1-piece configuration. Members of the Health & Safety, Technical Support, Fleet and Information Technology units have also been involved in the evaluation. Ergonomics, safety and cabin space for additional equipment have been determined to be the primary factors affecting configuration of future MWS mounts. As a result, it is recommended that the Board award the contract for the Request for Proposal P07-04 for the supply of Mobile Workstations without mounting hardware. A request for the mounts will be presented with the 2008 Capital Budget pending research into alternative funding sources. The cost of this agreement with Panasonic Canada Inc. is $799,000.00 excluding applicable taxes and including 3 years of warranty maintenance. |
Respectfully submitted, Armand P. La Barge, Chief of Police. |