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HomeMy WebLinkAboutS23 - Police Dispatch Adjustable WorkstationCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. S23 March 13, 2007 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Police Department Bob McDonell, Chief of Police, 949 644 3701, bmcdonell @nbpd.org Mike Hyams, Support Services Division Commander, 949 - 644 -3650, mhyams @nbpd.org SUBJECT: AWARD CONTRACT FOR POLICE DISPATCH ADJUSTABLE WORKSTATION PROJECT RECOMMENDATION: Approve the purchase of Police Communications Center replacement furniture from Russ Bassett Corporation in the amount of $95,092. Authorize the City Manager to execute a standard Professional Services Agreement contract with the vendor as approved by the City Attorney's Office. DISCUSSION: Backqround: The Police Department Communications Center is currently using dispatch workstations that were installed in March of 1997. This furniture is in need of replacement for both technological and ergonomic reasons. Since 1997, technology has been updated and the amount of equipment has increased and been modified. The number of computer monitors at each position has increased from four to six to better serve the needs of the Community. In addition to addressing technological concerns, the recommended furniture has adjustability that provides individual ergonomic benefits and complies with recommended improvements provided by an ergonomic consultant retained by the City's Risk Manager to address workplace repetitive injury issues. It also accommodates multiple users of the same equipment at workstations that are staffed on a twenty -four hour basis. POLICE ADJUSTABLE DISPATCH WORKSTATIONS March 13, 2007 Page 2 Four vendors that manufacture adjustable dispatch workstations were contacted. Each was asked to evaluate the workspace and provide design layouts and quotations for six identical workstations based on a list of needs provided to them. The Communications Supervisor and Senior Dispatchers, along with Captain Desmond, (the prior Support Services Division Commander) inspected and tested each vendor's product at a vendor product demonstration during an Emergency Communications conference in Garden Grove. We also visited the Russ Bassett factory where we viewed the construction process and closely examined the features of their workstations. Evaluation of Responses - Quotations The following represents the cost per individual workstation for purposes of comparison. Due to the wide variation of accessories, cost estimates for workstations include like items from all four vendors. These items are a full sit -to -stand ergonomic adjustable workstation, climate control, task lighting and a storage pedestal, plus delivery and installation. This cost comparison reflects competitive price points for all the vendors surveyed. Storage and additional customization of the workstations is not included in the below per workstation cost. Company Cost Russ Bassett $ 11,896 Watson $ 11,518 Wrightline $ 11,734 Xybix $ 11,344 The total cost as quoted by Russ Bassett includes six workstations as described above, plus among other features, integrated consoles providing a fixed work surface, a rotating resources carousel for shared use between stations, telephone holders, individual storage pedestals, fixed file storage units with adjustable shelf kits, and a vertical storage unit. Taxes are included. While the equipment layouts and suggested furniture design had some similarities, Russ Bassett is the preferred vendor for several reasons. All of the furniture manufacturers offer an adjustable workstation, but Russ Bassett offers more features, functionality and customization. Their heavy -duty adjustable lifts are superior in construction, durability and stability. Russ Bassett also offers more peripheral storage options and customization. They have engineered a personal environment air circulation and heating system into each console that is unique and effective. POLICE ADJUSTABLE DISPATCH WORKSTATIONS March 13, 2007 Page 3 Quick and responsive service is critical when it involves emergency communications equipment. Russ Bassett's manufacturing plant is located in the City of Whittier. The other vendors are all located out of state. While each has a local service representative, there is an inherent delay when dealing with out of area vendors. Russ Bassett has a 25 year history designing and manufacturing consoles for Federal, State and Local Government agencies. Environmental Review: NIA Public Notice: None Funding Availability: The funding for this purchase is allocated in the FY 2006 Capital Improvement Program Budget (7011- C1820917). The amount allocated for the project is $100,000. Prepared by: S Mike Hyams Support Services Division Commander Suubmppitted by: � ;LV Bob McDonell, Chief of Police