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HomeMy WebLinkAboutItem 06 Approval of Panasonic Toughbook Laptop Lease City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761 Phone: (407) 905-3100 ▪ www.ocoee.org STAFF REPORT Meeting Date: October 6, 2026 Item #: 6 Contact Name: Jack Davidson Department Director: Vincent Ogburn Contact Number: Ext. 3319 City Manager: Craig Shadrix Subject: Approval of Panasonic Toughbook Laptop Lease. (Police Chief Ogburn) Background Summary: Back on October 15, 2024, the City Commission approved a Master Service Agreement with Panasonic Corporation in order to lease Panasonic Toughbook laptops with an annual lease rate of $39,966.60 for four- years. The Ocoee Police Department requests to lease thirty (30) additional ruggedized laptops which are built tougher than standard laptops, as approved in the FY 2026–2027 budget. These 30 Toughbooks will replace non-rugged laptops that have been surplussed or are pending surplus. This lease represents the continuation of an existing agreement from FY 2024–2025. Issue: Should the Honorable Mayor and City Commission approve the Police Department to lease thirty (30) additional ruggedized laptops from the Panasonic Corporation of North America? Recommendations: Staff recommends the Honorable Mayor and City Commission approve the Police Department to lease thirty (30) additional ruggedized laptops from the Panasonic Corporation of North America. Attachments: 1. Lease Schedule 2. Quote Financial Impacts: Funding in the amount of $39,966.60 for the lease of the ruggedized laptops was approved in the 2026-2027 budget under GL 001-521-00-4400. Type of Item: Consent Public Schedule No. CYO-003 Date July 8, 2026 Customer: City of Ocoee Provider: Panasonic Corporation of North America, acting through its Panasonic Connected Company of North America division Customer’s Initial Address for Notices: 1 N. Bluford Avenue Ocoee, FL 34761 Provider’s Initial Address for Notices: Two Riverfront Plaza, 6th Floor Newark, New Jersey 07102-5490 This Schedule incorporates the Master Services Agreement dated October 9, 2024 (“Agreement”) between Customer and Provider. Services: As more particularly described in the Agreement and Terms of Service, the Services to be provided hereunder relate to the Products described in the attached Exhibit A. Delivery Location: Ocoee Florida Police Department 1 N. Bluford Avenue Ocoee, FL 34761 Additional Terms of Service: Panasonic TaaS Quote ID Q-816358. Base Term: 48 months. Base Term Commencement Date: The first day of the calendar month to occur on or to next follow the Acceptance Date. Outside Acceptance Date: August 31, 2026. Service Fees: (i)Recurring Fees: $39,966.60 due and payable in advance on the firstday of each year of the Service Term beginning with the period inwhich the Base Term Commencement Date occurs; plus (ii)One-Time Fees: •1/360 of the Recurring Fee described in clause (i) for each day from and including the Acceptance Date to but excluding the Base Term Commencement Date, due and payable on demand. Special Terms: A.Assignment to HTF. Customer understands and expressly agrees that concurrently with Provider’s countersigning of this Schedule Provider hasassigned this Schedule (which includes the Agreement as applicable hereto), and sold the Equipment and all Service Fees due and to come duehereunder, to Huntington Technology Finance, Inc. as Assignee hereof (“Huntington”), but such assignment is subject to any contrary notice thatmay be given by Provider or Huntington to Customer before the consummation of the assignment. Huntington’s initial address for notices hereunderis 2285 Franklin Road, Suite 100, Bloomfield Hills, MI 48302. Customer agrees that pursuant to such assignment, it will remit all payments hereunder in the name of Provider to such address as Huntington may from time to time specify in writing (including in any invoice), in all cases identifyingitself as the source and this Schedule as the application of funds. Each party acknowledges its receipt and review of this Schedule and that none of its provisions are missing or illegible. The terms of this Schedule may differ from other Schedules incorporating the Agreement. As more particularly provided herein, this Schedule and the Agreement constitute the entire agreement of the parties relating to the subject matter hereof. City of Ocoee (Customer) By: Name/Title: Date: Panasonic Corporation of North America (Provider), acting through its Panasonic Connect North America division By: Name/Title: Date: Public Exhibit A to Schedule No. CYO-003 Product Description QTY. MFR. TYPE/MODEL/FEATURE DESCRIPTION A. EQUIPMENT 30 PCNA FZ-56BZ-0KBM BSKU, Win11 Pro, Intel Core Ultra 5 235H vPro (up to 5.0GHz), AMT, 14.0" WUXGA 1000 nit Gloved Multi Touch, 16GB, 512GB OPAL SSD, Intel Wi-Fi 7, Bluetooth, 5G EM9291 (Sub6+C), GPS, COM Splitter, Dual Pass (BIOS Selectable), Mic and Infrared 5MP Webcam, Standard Battery, TPM 2.0, Emissive Backlit Keyboard, Flat, FZ-SVCTCR3Y - TOUGHCare 3 Year, CF-TBGUARDSV - TOUGHBOOKGuard, CF-SVCPDEP3Y - 3 Year Premier Deployment 30 PCNA HA-56LVDS2H Havis FZ-56 Lite/Standard Vehicle Dock (dual pass) for Panasonic TOUGHBOOK 55, 56. Includes Havis Power Supply. USB-C (3), USB-A (1), LAN, Gen 2 Docking Connector, Dual RF (SMA). Includes Diagnostic LED and Front USB-C. NO Video Out. B. PROVIDED SOFTWARE - PCNA - - C. PRE-ACCEPTANCE SERVICES - PCNA - - D. POST-ACCEPTANCE SERVICES 30 PCNA SVC-ABLRGOV4YA Absolute Resilience - 48 Month Term - 1-249 Unit Volume - For State and Local Government 30 PCNA SVC-SCLECME4Y 4 YEARS OF PANASONIC SMART COMPLIANCE SOLUTION FOR ENDPOINTS. SUBSCRIPTION LICENSE TO PROVIDE CONTINUOUS MONITORING OF ENDPOINT DEVICES, INCLUDING TOUGHBOOKS AND NON-PANASONIC DESKTOPS AND LAPTOPS. SUPPORT INCLUDED. ONE LICENSE PER DEVICE. LICENSE CAN BE TRANSFERRED TO A DIFFERENT ENDPOINT. 30 PCNA CF-SVCSEBAT4Y 4-year Smart Battery Warranty with Smart Essentials Software for TOUGHBOOKS. Pimary battery coverage. Eligible models include FZ-40, FZ-55, and FZ-G2. Requires installation of Smart Service software. NOTE: FOR DUAL-BATTERY SYSTEMS (CF-33 OR OTHER) USE THE APPROPRIATE DUAL SMART BATTERY WARRANTY SKU. 30 PCNA FZ-SVCTCRY4 TOUGHCare Coverage for Rugged Devices (FZ-56) Year 4 30 PCNA CF-SVCTAAS48FES Field Engineering Support for customers to be used for deployment support based on needs analysis Page | 1 TOUGHBOOK AS A SERVICE (TaaS) Prepared for: Ocoee Police Department Ocoee, Florida (Schedule 003) Submitted: June 30, 2026 Christopher Violante Public Sector TOUGHBOOK Solutions, North Florida Panasonic Connect North America Email: Christopher.Violante@us.panasonic.com Mobile Phone: 727-992-1354 Page | 2 Be Kinder to Your Bottom Line and Budget: TOUGHBOOK® as a Service (Taas) There can be no doubt – budgets are tighter than ever before, and organizations need ‘more for less’. TOUGHBOOK® As A Service (TaaS) is a subscription service that helps bring the latest rugged technology to organizations while remaining budget friendly. Many organizations struggle to find and gain capital expenditure (CAPEX) funding for technology. TaaS helps to overcome this challenge by offering an operational expenditure (OPEX) solution that can amortize the cost over several years, resulting in a more budget- friendly program. TaaS goes further by providing organizations with the ultimate peace of mind by including Panasonic Connect’s top tier warranty and ongoing engineering service converge. Our team of experts works with organizations from start to finish to develop a customized solution that can be deployed on time and within budget What Is TOUGHBOOK as a Service (TaaS) • A subscription service to utilize OPEX funding • Pay monthly, quarterly, or yearly • Select a term of 36, 48 or 60 months • Add accessories, software, or services to maximize efficiency Creating and deploying a customized, fully integrated equipment and software package that is budget friendly requires high-level planning and flawless execution. Our manufacturing expertise and industry knowledge allows Panasonic to offer cost advantages and product performance not found anywhere else. Benefits of TOUGHBOOK as a Service (TaaS) • Alleviates budget constraints • Stay current with technology • Save with included services, convenience, and flexibility Page | 3 TOUGHBOOK as a Service: Ocoee PD Sch 003 Pricing Proposal Pricing is bound by the Terms and Conditions on the next page. Quote ID Q-816358 Payment Terms Annual SKU Description Qty Per Unit Total PER YEAR for each of 4 Years Total PER YEAR for each of 4 Years FZ-56BZ-0KBM BSKU, Win11 Pro, Intel Core Ultra 5 235H vPro (up to 5.0GHz), AMT, 14.0" WUXGA 1000 nit Gloved Multi Touch, 16GB, 512GB OPAL SSD, Intel Wi-Fi 7, Bluetooth, 5G EM9291 (Sub6+C), GPS, COM Splitter, Dual Pass (BIOS Selectable), Mic and Infrared 5MP Webcam, Standard Battery, TPM 2.0, Emissive Backlit Keyboard, Flat, FZ-SVCTCR3Y - TOUGHCare 3 Year, CF-TBGUARDSV - TOUGHBOOKGuard, CF-SVCPDEP3Y - 3 Year Premier Deployment 30 $973.13 $29,193.90 HA-56LVDS2H Havis FZ-56 Lite/Standard Vehicle Dock (dual pass) for Panasonic TOUGHBOOK 55, 56. Includes Havis Power Supply. USB-C (3), USB-A (1), LAN, Gen 2 Docking Connector, Dual RF (SMA). Includes Diagnostic LED and Front USB-C. NO Video Out. 30 $197.59 $5,927.70 SVC-ABLRGOV4YA Absolute Resilience - 48 Month Term - 1-249 Unit Volume - For State and Local Government 30 $33.71 $1,011.30 SVC-SCLECME4Y 4 YEARS OF PANASONIC SMART COMPLIANCE SOLUTION FOR ENDPOINTS. SUBSCRIPTION LICENSE TO PROVIDE CONTINUOUS MONITORING OF ENDPOINT DEVICES, INCLUDING TOUGHBOOKS AND NON -PANASONIC DESKTOPS AND LAPTOPS. SUPPORT INCLUDED. ONE LICENSE PER DEVICE. LICENSE CAN BE TRANSFERRED TO A DIFFERENT ENDPOINT. 30 $25.46 $763.80 CF-SVCSEBAT4Y 4-year Smart Battery Warranty with Smart Essentials Software for TOUGHBOOKS. Pimary battery coverage. Eligible models include FZ-40, FZ- 55, and FZ-G2. Requires installation of Smart Service software. NOTE: FOR DUAL-BATTERY SYSTEMS (CF-33 OR OTHER) USE THE APPROPRIATE DUAL SMART BATTERY WARRANTY SKU. 30 $44.86 $1,345.80 FZ-SVCTCRY4 TOUGHCare Coverage for Rugged Devices (FZ-56) Year 4 30 $57.47 $1,724.10 CF-SVCTAAS48FES Field Engineering Support for customers to be used for deployment support based on needs analysis 30 - Included with TaaS Package Annual Total $39,966.60 Total Annual Payment for each of 4 Years Page | 4 TOUGHBOOK as a Service (TaaS) Terms and Conditions: • Pricing is subject to final confirmation of the contract vehicle for this transaction and the "as a Service" provisions provided in the contract vehicle • Panasonic TaaS documentation will be utilized for this transaction • If the End-User and this TaaS transaction are exempt from sales tax, the End-User will be required to provide a sales tax exemption certificate to Panasonic and its Assignee • Personal property tax may be applicable to this transaction and due from the End-User, unless the End- User and this TaaS transaction are exempt (an exemption certificate will be required by Panasonic and its Assignee) Contract Vehicles To ensure an easy procurement, Panasonic participates in several cooperative buying organizations programs, such as OMNIA Partners, Sourcewell, and NASPO. Conditions for adding additional equipment to your existing TaaS contract in-term: • The same payment stream will be modified for the seamless operation. • The same termination date can be maintained for the newly added devices. • Separate payment streams and termination dates can be created if that is preferred. • Payment amount will be increased, and this increase will depend on the following: o The quantities of any equipment added o The remaining duration of the original contract o The market conditions of interest rates at the time of additions o Any unique financial situations for your organization (i.e. credit rate change) TaaS Pricing is subject to: • Receipt, review, and approval of final equipment configurations and sale price information from Panasonic. • Receipt, review, and approval of the End-User's most recent two years of audited financial statements and most recent interim statement (unless this information is readily available in the public domain). • Mutually agreeable TaaS documentation between the End-User, Panasonic, and Financing Company. • Fair-Market-Value options at the end of the initial lease term (include option to return, renew, or go month-to-month until a decision is made). • Under special circumstances, lease to own options (buy-out) can be made available. • All pricing is indexed against US like-term Secured Overnight Financing Rates as of the rate base date. Interest rate base date as of this quote: June 23, 2026. On the following pages, please see highlights of the products and services included in your TOUGHBOOK as a Service. Page | 5 Not All Rugged Is Created Equal We know your number one goal is to equip team members with technology that works when they need it most—helping them do their jobs safely and return home to their families. At the same time, we understand you must also consider the demands placed on your IT staff and resources. While technology is an investment, safety is priceless. Panasonic understands that tight budgets and limited IT resources require mobile computing solutions that deliver exceptional durability and longevity—without frequent repairs or performance issues that add to the total cost of ownership. TOUGHBOOK: More Than a Name Our customers operate in challenging environments and adverse conditions, and they need solutions they can count on. Panasonic TOUGHBOOK® offers four distinct products to meet a wide range of needs, whether your team requires a laptop, a tablet, or a 2 -in-1 for maximum flexibility. 56Mk1 14" Modular Rugged Laptop with Advanced Performance and Connectivity The TOUGHBOOK 56 is a powerful, modular rugged laptop purposefully built to empower mobile workers in sectors including public safety, utilities, enterprise, and federal. TOUGHBOOK 56 delivers high performance computing, expanded connectivity speed options, enhanced thermal management, and advanced security. Backed by new warranty options, it provides customers with greater flexibility and long-term peace of mind. Learn more at TOUGHBOOK.com. Page | 6 40Mk3 14" Fully Rugged Laptop with Unmatched Modular Flexibility The TOUGHBOOK 40 is built for the toughest jobs—delivering unmatched flexibility in unpredictable environments. With eight modular areas, including its battery, memory, storage, keyboard, and xPAK expansion options, it adapts to any workflow with ease. Lea rn more at TOUGHBOOK.com. 33Mk4 12" Tablet Easily Converts to a Laptop with Optional Keyboard The TOUGHBOOK 33 offers unparalleled flexibility in even the most demanding and extreme environments and is the world’s first fully rugged 2-in-1 PC with a 3:2 screen. Inspired by the increasing demands of mobile professionals, the TOUGHBOOK 33 delivers rugged mobility in a highly customizable package that also includes over 14 years of backward compatibility. Learn more at TOUGHBOOK.com. G2Mk3 10" TABLET EASILY CONVERTS TO A LAPTOP WITH OPTIONAL KEYBOARD Panasonic pioneered the 10-inch rugged tablet market. With the TOUGHBOOK G2, we offer a modular and powerful product that has two expansion areas and quick release SSDs offering 84 different combinations to deliver the ultimate computing experience. Learn more at TOUGHBOOK.com. Personalized service and support with industry leading response times to keep customers up and running. 99.5% of repairs done right the first time, every time 24 Hour hot swap exchange 0 no shipping costs on in-warranty repairs 100 available service techs on staff across our National Service Centers 2 Day turnaround on repairs 45 Seconds average hold time with our U.S.-based call centers Page | 7 NOT ALL WARRANTIES ARE CREATED EQUAL TOUGHBOOK Customers will avoid potentially catastrophic downtime with Panasonic’s TOUGHCare warranty and our specialized repair services. Our program is designed to speed repairs, offload internal staff from managing equipment repair/replacement, prevent worker downtime, and eliminate worry over funding unexpected repair costs after deployment, and improving project management budget planning. TaaS Program Service Options: • Standard warranty. Panasonic’s standard warranty protects TOUGHBOOK® computers from defects in materials and workmanship for three years and includes a priority parts exchange program and repair service at no additional cost. It also provides lifetime access to our U.S.-based technical support hotline; online access to drivers, first-aid disks, BIOS updates, tools, utilities, and manuals; free delivery of customer-replaceable parts and repaired units; and access to Panasonic field service personnel. • Extended warranty. Extend Panasonic’s standard warranty up to two years (from 3 to 5 years), stretching coverage to match the refresh cycle. An extended warranty delivers peace of mind, uninterrupted worker productivity, and significant reduction in out-of-warranty repair costs and IT workload. • TOUGHCare. Designed for organizations that operate in extremely challenging environments or wish to minimize risk for their mobile devices, this warranty offers the ultimate peace-of-mind coverage for unlimited device breakage. provides added protection against accidental damage, helping organizations reduce downtime, control costs, and stay focused on the job—not the repair process. Replacing our former Protection Plus and Ultimate Care programs, TOUGHCare simplifies coverage by including the following protection: • Accidental Damage Protection for coverage of damages caused by demanding real-world use • Storage Drive Retention to maintain control of your sensitive data when sending devices for repair or replacement • Priority Parts Replacement for key component exchanges to help reduce downtime • Panasonic Engineering Support for technical help to get the most out of your deployment Page | 8 Specs Matter. Service Makes the Difference. Panasonic Connect’s Professional Services team acts as an end-to-end partner, delivering full-lifecycle project management backed by 30 years of engineering expertise. As an extension of our customers’ IT teams, ProServices manages every phase—from planning and consultation to engineering, deployment, sustainment, and long-term optimization—with support from industry-leading, U.S.-based warranty and repair services. Learn more at https://connect.na.panasonic.com/toughbook/services. TOUGHBOOK: Built To Military Specifications At Panasonic, we are committed to building devices that deliver proven rugged reliability in demanding environments. Backed by more than 20 years of rugged computing expertise, Panasonic TOUGHBOOK® devices undergo rigorous testing by Panasonic R&D engineer s and independent third-party labs to help validate performance under the kinds of conditions mobile teams face every day. Since the 1960s, the U.S. Department of Defense has established standards for evaluating equipment used in harsh conditions. Today, MIL-STD-810H remains a widely recognized benchmark for rugged durability, helping measure how devices perform under environmental and physical stress. TOUGHBOOK Devices Offer Rugged Performance Features Such As: • MIL-STD-810H testing for drops, shock, vibration, temperature extremes, dust, and moisture • 4–6 ft. drop ratings on fully rugged models; 2–3 ft. drop ratings on rugged models • IP53 protection on rugged models and IP65–IP66 on many fully rugged models • MIL-STD-461G testing on select models for electromagnetic interference protection Endurance Tests Our devices have gone through rigorous tests for drops and vibration to make sure they can withstand accidents or just survive day after day on the job. Temperature Tests Our devices have undergone multiple tests in temps ranging from -60°F to 200°F, and don't even break a sweat. Environment Tests We've doused our devices with rain, blasted them with dirt and sand, and exposed them to mountain-high altitudes and jungle-like humidity—and they keep working. Connectivity Tests We put our antenna through various tests in our own (and one of the world's largest) anechoic chamber, assessing performance in real-world environments—heat, cold, rain, and more. Page | 9 TOUGHBOOK: Built to Reduce Total Cost of Ownership In an International Data Corporation (IDC) survey, respondents were asked to identify the average total cost per incident to repair a handheld device. The table below shows how they responded. Only 14% of respondents selected the correct answer: $3,087. How responders answered the question: According to a recent IDC survey, the average total cost per incident, to repair a handheld device is: Average Cost Percentage $536 26% $1,452 2% $2,450 18% $3,087* 14% *correct answer It is important to remember that this figure includes more than just the cost to repair—or, more likely, replace—the device. It also reflects less obvious costs, such as employee downtime, lost productivity, and disruptions to or delays in production sched ules. Rugged mobile devices offer significantly lower failure rates than consumer devices. Fewer failures mean less downtime, which can lead to a lower total cost of ownership (TCO). Below is an example of the true cost of ownership when comparing a less expensive brand against TOUGHBOOK. In the long run, other devices may cost significantly more.