REPORT TO THE CITY COUNCIL FROM: BILLY P. ALCORN, Fire Chief Fire Department SUBJECT: ..Title Approve the award of a Product Requirements Contract for X-Naut iPad Cooling Cases to Cook's Communications, Corp. of Fresno, California, in an amount not to exceed $154,552.61 for the initial three-year term and $51,517.54 for the optional one-year extension, plus PPI increases. (Bid File No. 12602107) ..Body RECOMMENDATION Staff recommends the City Council approve the award of a Product Requirements Contract for iPad X-Naut Cooling Cases to Cook's Communications Corp., Fresno, California, in an amount not to exceed $154,552.61 for the initial three-year term and $51,517.54 for the optional one-year extension, plus PPI increases. EXECUTIVE SUMMARY The City of Fresno Fire Department issued a formal bid for a Product Requirements Contract for X-Naut iPad Cooling Cases (Bid File No. 12602107). Bids were opened on June 16, 2026. One (1) bid was received. Cook's Communication's Corp. submitted the lowest responsive and responsible bid at $154,552.61. Cook's Communication Corp. has been one of the City of Fresno's communication vendors and has demonstrated the ability to meet the Department's specifications. Staff recommends award to Cook's Communications Corp. as the lowest responsive and responsible bidder. BACKGROUND The Fire Department is updating the mobile data terminals (MDT) in apparatus to iPads. The Department initiated a requirements contract for X-naut cooling cases and mounting equipment. The X-naut case has multiple fans that keep the iPad at normal operating temperatures, so it does not activate the safety shut down feature to protect its internal components. The mounting hardware and charging system allows the iPad to be mounted inside the fire apparatus to keep it supplied with power for the fans and iPad without having wires to plug and unplug. A formal bid was advertised on May 19, 2026, with a scheduled bid opening of June 16, 2026. 2,129 vendors were notified through the City's Planet Bids system, four (4) of which downloaded the specifications. One (1) bid was received electronically by the bid opening deadline: Cook's Communications Corp. - Fresno, CA $154,552.61 Local preference was applicable; however, it did not affect the outcome of the bid. Cook's Communications Corp. remains the lowest responsive and responsible bidder. The Contract is structured as a Product Requirements Contract, meaning the City will only pay for quantities ordered and received. The estimated total contract value, assuming all cooling case and mounting equipment are purchased, is $154,552.61 (including tax). ENVIRONMENTAL FINDINGS This item is not a project as defined by the California Environmental Quality Act (CEQA). LOCAL PREFERENCE Local preference was applicable under Fresno Municipal Code Section 4-108(b). FISCAL IMPACT Purchases under this Contract will be made within the existing annual appropriations. The City will only pay for items ordered and received in each fiscal year. Attachment: Formal Procurement Evaluation (Bid File No. 12602107)