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HomeMy WebLinkAbout2015 03 23 Consent 301 LETF Expenditures: Police Computer and Equipment MODIFIED Date: March 23, 2015 The attached document has been provided to the City Commission as a part of modified Consent Agenda Item "301" for the March 23, 2015 City Commission Regular Meeting. COMMISSION AGENDA Consent X ITEM 301 March 23 2015 Regular Meeting REQUEST: The Police Department requests Commission approval to spend Federal LETF funds for the purpose of acquiring new desktop computers and monitors for the Communications Center, a computer system which operates the online fingerprinting system used by the City, two SurfacePro tablet-style computer units for use by PD staff, a sound meter calibration unit, laptop chargers, and an evidence storage facility at the police department. SYNOPSIS: COMPUTERS & MONITORS There are three Dell desktop computers which are responsible for the operation of each position within the Communications Center. These computers are integral to powering all of the essential functions of the Center to include dispatching software, 911 emergency call routing, and business line telephone functions. These three computers are currently out of warranty and are scheduled to be replaced during FY16, however, two of them are now experiencing critical failures internally which are causing them to shut down without warning. When this happens, an entire workstation goes down and is rendered useless until the issue is resolved, which can be up to several hours. We are requesting the purchase of three new Dell desktop computers as quoted for the purposes of maintaining integrity on the workstations. The new machines will also feature a warranty period and will eliminate the power failures we are experiencing. Purchase of the associated monitors will allow the dispatchers to monitor vital functions simultaneously such as police vehicle location software and closed circuit security camera systems in place throughout the city. There are eleven (11) monitors in total displaying various dispatch functions and business/911 call routing. Total cost- $5,310.55 SOUND METER CALIBRATOR Relative to our sound level metering equipment for code enforcement, we need one additional Rion calibration unit, which is used to check our decibel meters for proper operation prior to taking a test sample. We have one of these calibrating units but are requesting another unit in order to have a fully functioning set-including a meter and calibrating unit-in service at all times, even when one is being sent away for maintenance or annual calibration checks. Total cost- $990. SURFACE PRO TABLETS & LAPTOP CHARGERS Moving forward with our technology implementation, we desire to purchase two (2)Microsoft SurfacePro tablet-style computer systems for use by police department command staff in order to be able to fully utilize all of the tools at our disposal while in meetings or other community gatherings in a way that is easily portable and will fit into a compact application. It is our desire to expand our ability to serve the community in a more proactive way and the use of these tablets will allow staff to search for information or monitor emergency situations without having to carry a full-size laptop. Additionally, we need spare laptop chargers to replace existing units that need replacing due to normal wear and tear, as many are over five years old. These units are the in-car power supplies for the MCT used by officers. Total cost- $5,750 EVIDENCE STORAGE UNIT We have a need for a permanently-mounted, on-site evidence storage facility to be installed on the grounds of the Police Department. The purpose for this unit is to store large quantities of material and evidence which pose a genuine concern for the personnel assigned to work with them. Examples of this would be large confiscations of cannabis or other narcotic which poses a contamination hazard to the air quality in the evidence room due to the plant spores which have been shown to cause respiratory ailments when not properly handled. This facility will also be used to store confiscated items which contain explosives or combustible materials. While we have an adequate ventilation system in place indoors, whenever large quantities of material are taken into evidence the odor emitted by the plants can quickly overwhelm the system. This storage facility will eliminate that concern and keep the personnel exposure to a minimum. This project will be funded in part by a safety grant that was awarded to the city and we will be reimbursed for 50% of the project costs. This storage box will be painted to match our building color schemes. Total cost- $2,670 FINGERPRINT SYSTEM COMPUTER The need to replace the existing laptop computer which operates all of the software and communications to the State of Florida for fingerprinting service requests made by city departments has recently presented itself, since the existing laptop used for that purpose is on an obsolete operating and software system. These uses include criminal background checks by the police department, citizen requests, and city employment fingerprinting as well. The system is currently out of service. Due to the rigorous use of this system by various city departments and the number of citizens who come for fingerprinting, this quote includes a two-year warranty program. Total cost- $2,923.51 TOTAL LETF REQUEST- $17,644.06 CONSIDERATIONS: The police department requests the Commission consider the following information: Purchase of the required computers and monitors for the Communications Center, while not only vital to the operations of the Police Department, but to the operation of our current radio system. The purchase of the storage unit for the Police Department is a project which will be funded through a safety grant that was awarded to the city. Fifty percent of the total outlay for this project will be reimbursed and credited to the city. Purchase of the noise meter calibration equipment will permit the police department to maintain a complete set of sound measurement equipment for use at anytime when we are called to investigate possible violations of noise ordinances which require a measurement to be taken. The request for the fingerprinting computer will restore vital services to the city and those residents who need the services of the print system. FISCAL IMPACT: Funding for these projects will come from the Federal Law Enforcement Trust Fund. There is a balance of$71,958 in this line code. The city will receive a reimbursement of half the costs for the evidence storage unit, approximately $1,300. COMMUNICATION EFFORTS This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney/Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas/Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors, City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATIONS: Approve the expenditure of Federal LETF funds in the amount of$17,644.06 for the purpose of purchasing three (3)replacement desktop computers and (11) eleven monitors intended for the Communications Center, two (2) SurfacePro computers for police staff use, one (1)Rion sound meter calibrator unit, laptop chargers, a storage unit for evidence, and the fingerprinting computer system.