Information Systems		MEMO
	Department
To:		Alan Landis
From:		Bryce Hirschman, GIS Coordinator
Subject:		GPS Rover Bid Recommendation
Date:		November 9, 2004

The City of Lawrence, KS received three bids for a field-ready GPS rover to be used in conjunction with our reference station for data collection within the Utilities Department.  A GPS rover is a mobile receiver and data logger for collecting point or line data.  The rover’s position can be determined relative to a stationary base, or known point (reference station).  Rover equipment  by different vendors/manufacturers use different configurations to achieve accuracies outlined in our specifications.  Each rover has strengths and weaknesses.  All equipment bid is under the budgeted amount.  The recommendation focuses on service, particularly the proximity of service and additional cost(s) associated with repair of equipment and minimization of downtime.  I met with survey experts on staff within our organization and Douglas County and discussed pros and cons of the equipment bid.  As a result of that meeting, I recommend the City of Lawrence purchase the Trimble 5800 system for $19,994 for the following reasons:

1)  The recommended equipment will work using the most advanced communication mode (GSM) and there are no optional equipment purchases necessary.  The lowest bidder must use outdated technology to guarantee a working system (optional modem as seen on bid sheet).  While the vendor acknowledges the manufacturer is working on GSM mode for communication there is no guarantee it will work in the timeframe we are looking at for purchase and use.

2)  The recommended equipment and all components that make a working system are the same brand as the reference station.  This is significant over time when we look at service and warranties through a single vendor instead of individual components requiring multiple points of contact for component manufacturers, especially outside the standard warranty period.  The middle bidder uses a mixed-brand component system.  Importantly, there are no potential compatibility issues between the recommended rover and existing reference station.

3)  The recommended equipment vendor is nearby.  This is significant for multiple reasons.  First, should there be an equipment problem we can borrow equipment until ours is fixed – at no cost.  The middle vendor cited equipment rental to remedy downtime and work orders, because of travel distance, to help with setup or troubleshoot equipment problems.  Second, the vendor will work closely with us to ensure the equipment works properly before data collection begins.  The middle vendor will ship the equipment to us and we will be responsible for all aspects of assembly and configuration necessary to make a working system, though their tech support via phone is free.

4)  Trimble is seen as a leader and innovator with GPS technology.

Attachment:  bid tab