Request for Proposals - Mobile Data Computer Replacement

City of Foster City
May 20, 2026
REQUEST FOR PRICING
Mobile Data Computer Replacement

City of Foster City - Police Mobile Data Computers
May 20, 2026
The City of Foster City is looking for replacement Mobile Data Computers for Police Patrol
Vehicles. The vendor selected will be responsible for the implementation and maintenance
of all selected components that meets the City's requirements.
The City invites you to submit a proposal to furnish materials in accordance with the terms,
conditions and specifications contained in this document. Please complete the proposal form as
instructed below and return it to the specified e-mail address by the due date. No extensions to
the deadline will be allowed. All responses must be e-mailed to:
Rob Lasky
rlasky@fostercity.org
Due Date: Monday June 1, 2026 5:00 p.m.
The undersigned proposes to provide solution to the City for the stated prices in accordance with
the terms and conditions set forth in this document.
VENDOR:
Company Name Street Address of Company
Signature of Officer City, State, Zip
Printed Name of Officer Telephone No./Fax Nbr.
Title of Officer Federal I.D. Tax Number
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City of Foster City - Police Mobile Data Computers
This Request for Proposal includes the following Sections:
Section 1 Introduction / Background
Section 2 System Requirements
Section 3 Infrastructure Requirements
Section 4 Project Services
Section 5 RFP Submittal Requirements
Section 6 Vendor Evaluation Process
TERMS AND CONDITIONS
1. DATE DUE: Tuesday June 2, 2026 5:00 p.m.
2. QUESTIONS: Call Rob Lasky 650-286-3216 or e-mail questions to rlasky@fostercity.org. All
communication/questions are to be submitted by any vendor to Rob Lasky via e-mail. All
responses to questions/clarifications will be posted on the City's website as addendums and
any vendor who has provided an e-mail will be notified via -email of the posting. Vendors are
required to provide an e-mail address to which we may send responses.
3. REPLY FORMAT: The Vendor's proposal, signed acknowledgment terms and conditions,
including all attachments, must be returned by the due date with submittal. Vendors are
required to clearly identify any limitations or exceptions to the requirements defined in this
RFP. Alternative approaches will be given consideration if the approach clearly offers
increased benefit to the City. The City is not responsible for non-receipt and that it is
bidder's responsibility to ensure we have received their communication. The City's e-
mail system does not allow attachments larger than 10MB.
4. DEADLINES TIME ZONE: Where referred to in document, all times are in the Pacific Time
Zone.
5. VENDOR QUALIFICATIONS: The vendor has been in business doing this type of work for at
least the last five years.
6. RESPONSIVENESS AND SELECTION PROCESS: The decision for selection will be made
on a combination of criteria, including: total cost (including ongoing operating costs);
responsiveness to RFP, reputation of Vendor and products in similar installations; quality and
completeness of proposal; Vendor's ability to perform in a timely fashion; and the City's
perception of Vendor's stability within the industry.
The City reserves the right to reject any and all proposals or to waive any minor errors,
discrepancies or irregularities. The selection will be at the discretion of the City and may be
made in any manner that best meets the needs of the City.
7. FIRM PRICES: All quotes shall be held firm for a minimum of ninety (90) days after the
proposal due date to allow adequate time for the City to consider each proposal and make an
award. All blanks for unit price and total price shall be completed. All prices shall include
sales tax where applicable. Any discrepancy between the unit price and the extended or total
price shall be determined by taking the lower price. Upon receipt of this proposal by the City,
the Vendor shall be presumed to be thoroughly familiar with all aspects of this work. The
failure or omission to examine any location, equipment, form, instrument or document shall in
no way relieve Vendor from any obligation with respect to this proposal.
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City of Foster City - Police Mobile Data Computers
8. CANCELLATION CLAUSE: The City may terminate and cancel any purchase order or
contract that result from this RFP without obligation at any time prior to receipt of the goods
or services.
9. WARRANTY: The delivered and installed goods, equipment or services shall be warranted
to be free from defects in materials and workmanship. The warranty period shall begin upon
final acceptance by the City. As a minimum, all goods, equipment and services shall be
warranted to operate satisfactorily in accordance with the requirements of these
specifications, the representations of the Vendor and the published specifications of the
manufacturer(s) for a period of at least one (1) year from the date of acceptance by the City.
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City of Foster City - Police Mobile Data Computers
1. Section 1: Introduction / Background
1. The Project
The City of Foster City is looking for replacement Mobile Data Computers(MDC) for
Police Patrol Vehicles. The vendor selected will be responsible for the implementation of
all selected components that will meet the performance requirements as stated in final
contract.
The vendor shall submit a proposed time-line schedule for implementation. The vendor
will need to identify staff from their company who will be working on their team and
confirm their availability for the duration of the project.
Tentative schedule and dates:
Release RFP Wednesday, May 20, 2026
Vendor Written Inquiries (on or before) Tuesday, May 26, 2026 3:00 p.m.
City response to Written Inquiry (on or before) Wednesday, May 27, 2026 5:00 p.m.
Proposals due from potential bidders Monday, June 1, 2026 5:00 p.m.
Select Vendor / Contract Negotiations Week of June 1, 2026
System Implementation TBD
Contract Negotiation
The City will enter into price negotiations with the selected Vendor.
Section 2
2. Current System Environment
2.1. Current MDC System Hardware
a) 14" monitor
b) Intel(R) Core(TM) i5-6200U CPU @ 2.30GHz
c) 8 GB RAM
d) 512 GB Hard Drive
e) PCMCIA/card bus slot
f) 1 RS232 serial port
g) 4 USB ports
h) 14" TFT LCD HD (1366 x768) LED display with multi-touch technology
i) Keyboard/trackpad
j) WiFi/Bluetooth
2.2. Software
a) Windows 11 Pro
b) Absolute Secure Access Client
c) Sunridge RIMS Mobile
d) Microsoft Office Suite
e) Gatekeeper
f) Microsoft Edge
2.3. Current Power Supply Converters
a) Integrates with car voltage (12vdc)
b) Single add-on ac adapter for test unit
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City of Foster City - Police Mobile Data Computers
Section 3 - System Requirements
The City of Foster City is looking for Mobile Data Computer Systems for the patrol vehicles in the
Police Department. This is a turnkey acquisition. Systems must include a fully mounted
computer, monitor and keyboard (and all ancillary equipment and accessories as needed for
proposed system). Systems need to be able to withstand and operate under the extreme
temperatures of a vehicle operated and stored outdoors. Computer installation must be
compatible with the standard patrol package of the vehicles without interfering with airbag
deployment or dashboard controls.
A maximum of thirteen (13) systems will be purchased. Twelve (12) of the Systems will be
installed in vehicles front seats, and one (1) system not installed will need connectivity to
standard 110V power for testing purposes ("testing unit"). If the testing unit is not capable of being
plugged into a standard wall outlet, please include a power adapter and necessary configuration
for AC use. This is only necessary for the testing unit.
3. Mobile Data Computer Requirements
MDC 3.1 Mobile Data Computer Minimum Core System
a) PANASONIC TOUGHBOOK 56 U5-235H
b) 16 GB RAM upgradable to 32Gb
c) Intel Core Ultra vPro
d) 512 GB hard drive
e) USB-C Thunderbolt(TM) 4 x2, USB-A
f) Ethernet RJ-45 (1Gbps)
g) Dedicated GPS
h) Bluetooth v5.4
i) Intel(R) Wi-Fi BE201
j) Havis Lite HA-55LVDLT2 - docking station
k) LIND PA1580-1642 - car power adapter - 120 Watt
l) Panasonic Connect Smart Compliance Solution for Endpoint
MDC 3.2 General System Requirements
a) Equipment must be rated for vehicle / outdoor use
b) Ability to adjust brightness for daytime / nighttime
c) Equipment shall have the ability to be removed
d) Equipment shall use a standard tool set
e) Ability to lock down unit with tamper proof lock
f) Vendor will provide installation solutions for equipment, wiring and power. City has
option to source installation services, in which case the Vendor is responsible for
coordination of hardware availability with installer of City's choice.
g) No proprietary operating system
h) Touchscreen monitor, viewable from both driver and passenger's seat, under all light
conditions (glass screen preferred)
i) Backlit keyboard; adjustable for driver and passenger use, as well as movable to
driver and passenger's lap for prolonged typing.
MDC 3.3 Installation Requirements
Installation will be done by City staff. The Vendor shall identify any specific wiring
requirements to ensure their recommended systems will work including all wiring and
power connections and all necessary ancillary equipment and accessories needed.
a) The devices will be powered by a fused dedicated power supply.
b) Mounting brackets, trays, and other devices will provide solid support and protection
for the proposed computers while meeting the airbag deployment and providing
access to the vehicle control requirements stated above.
c) All components will be replaceable and serviceable by City IT. or Fleet staff for
vehicle replacement or normal repairs.
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City of Foster City - Police Mobile Data Computers
MDC 3.4 Other Optional Bids
a) Additional Memory Upgrade to 32GB
MDC 3.5 Maintenance Agreement
a) Bid will include a maintenance agreement covering equipment failures for a minimum
of five (5) years with options for additional years including the proposed cost for each
additional year. Maintenance plan must include replacement or repair of all computer
equipment provided. Maintenance will be from 7:00 a.m. - 6:00 p.m. PST Monday -
Friday with Advanced Unit Replacement.
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City of Foster City - Police Mobile Data Computers
Section 4
Vendor Instructions
In responding to all listed in this section (Requirements 4.1 through 4.4) you are required to
answer in a narrative format explaining how your proposed system meets the requirements
indicated below. Any statement such as 'Yes we do that' will not be a satisfactory answer and will
be evaluated as non-responsive. Answers should quantify all assertions of the system's capability
Your responses should provide a detailed and thorough explanation of the proposed system.
Submitting only marketing material will not allow the City to accurately evaluate any proposed
system and will be considered non-responsive. Any Vendor who fails to include responses to the
following requirements shall be deemed non-responsive.
4.1 Requirement A - General
a) Proposed Timeline for Implementation
b) Copy of proposed Maintenance Contract which includes support options
4.2 Requirement B - Pricing Sheet (Appendix B)
a) Component Based Price
b) Maintenance Cost
c) Support Cost (if different from maintenance)
d) Optional Component Price(s) (if necessary)
4.3 Requirement C - Vendor General Information
The following information must be provided for the primary for Vendor and for any
of the Vendor's partners or subcontractors:
a) Vendor Name
b) Primary Vendor (Y/N)
c) Local Address
d) Location of Headquarters
e) Number of years in the hardware business
f) Number of overall employees
g) Number of local employees
h) Has the company had a workforce reduction in the last five years (Y/N)?
i) What year was your first proposed product installed at a customer's site?
4.4 Requirement D
1) Response to Section 3 - System Requirements
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City of Foster City - Police Mobile Data Computers
Section 5
Vendor Evaluation Process
An evaluation process will be used to evaluate and choose the final vendor.
5.1. Phase 1 - Selection/Evaluation Criteria for RFP Proposals
Proposals will be reviewed by a cross functional team that is representative of City
personnel from Police and Information Technology. An evaluation matrix will be used to
rate proposals based on the requirements listed in section 3.
An unsatisfactory rated Proposal will not be considered further by the City.
City Purchasing Ordinance '3.04.260 --Lowest responsible bidder determination' states
as follows:
In determining the "lowest responsible bidder," the following factors may be considered in
addition to price:
* The ability, capacity and skill of the bidder to perform the contract or provide the
service required;
* The character, integrity, reputation, judgment, experience and efficiency for the
city or other contracting parties;
* The quality of performance of previous contracts or services for the city or other
contracting parties;
* The previous and existing compliance by the bidder with the laws and ordinances
relating to a contract or service;
* The sufficiency of the financial resources and ability of the bidder to perform the
contract or provide the services;
* The ability of the bidder to provide future maintenance and service for the use of
the subject of the contract. (Ord. 536 1 (part), 2007)
Listed below are key subject areas the City will be using to assist in the technical evaluation phase.
1) Technical Requirements Listed in 3.1
2) General Requirements - 3.2
3) Maintenance Agreement - 3.5
4) Cost (initial and on-going)
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