09-05-2014 BPU RPT 09 - Laserfiche WebLink

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W A 1 E R E N E R G Y L I C E RIVERSIDE PUBLIC UTILITIES Board Memorandum PUBLIC UTILITIES BOARD OF PUBLIC UTILITIES DATE: September 5, 2014 ITEM NO: 9 SUBJECT: CHANGE ORDER NO. 1 TO PURCHASE ORDER NO. 151737 FOR CUSTOMER INFORMATION SYSTEM PAPERLESS WORK ORDER SYSTEM MOBILE TABLETS ISSUE: The item for Board of Public Utilities consideration is approval of Change Order No. 1 to Purchase Order No. 151737 with Group Mobile in the amount of $40,501.92 for 12 additional paperless work order system mobile tablets. RECOMMENDATION: That the Board of Public Utilities approve Change Order No. 1 to Purchase Order No. 151737 with Group Mobile in the amount of $40,501.92 for 12 additional paperless work order mobile tablets. BACKGROUND: As part of the Customer Information System (CIS) Implementation Project, Riverside Public Utilities (RPU) is integrating to a mobile work order system known as PragmaCAD. This system will interface with the new CIS (enQuesta) in real -time and allow for paperless work orders to be sent and received via mobile tablets. This new functionality will minimize paper processing and allow for work orders to be entered, assigned, monitored, and approved electronically optimizing the efficiency of daily operations in Field Services and the Electric and Water Meter shops. In early 2014, staff conducted extensive research to identify a low -cost and reliable mobile tablet. Through a cooperative purchasing agreement, one Lenovo TP Tab2 device was purchased for under $1000 to use as a demonstration and test unit. It was adequate from the IT perspective, but it was not practical when tested in the field due to the small size, inaccurate touch screen, and impractical design. A mid - priced Panasonic Tough Book, which was already being utilized in the IT department for a different project, was also tested and determined impractical for use in the field. In June 2014, staff requested demonstrations of several additional mobile devices and selected the Getac F110 Rugged Tablet. This model was designed specifically for use in the field and meets military standards for durability and protection against dirt, dust, water, motion, vibration and temperature. It features a larger 11.6 inch display that is more readable and responds better to touch, press and drag motions. It also provides a faster connection, and supports all wireless and cellular connections. A request for quote was issued to two authorized US Government Administration Services (GSA) Cooperative Purchase Agreement dealers. Sixteen Getac F110 mobile tablets were purchased through Group Mobile, which offered the lowest price, for initial testing and training of the PragmaCAD system in the Field Services Division. Twelve additional tablets are necessary for the Electric and Water Meter shops to move from paper processing to PragmaCAD. Section 201 (G) of the City's Purchasing Resolution No. 22576 allows for the piggyback and use of GSA contracts. The Purchasing Services Manager concurs with this procurement exception and has determined that it is in the best interest of the City / RPU to do so.