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HomeMy WebLinkAboutAgenda Statement 1985/03/19 Item 17 COUNCIL AGENDA STATEMENT Item 17 Meeting Date 3/19/85 ITEM TITLE: Resolution /! Authorizing purchase of data communications equipment, appropriating funds, and waiving bid require1nts SUBMITTED BY: Director4 Public Safety REVIEWED BY: City Manager (4/5 Vote: Yes X No ) The Public Safety Communications/Information. System has been utilizing several computer terminals, printers and related support equipment to obtain information that is vital to the achievement of the Police Department's goals and objectives. The equipment currently being utilized is being rented, and some of it must be replaced in May or June of 1985. For various reasons outlined below, we are proposing to purchase new equipment that will replace the current rental equipment. RECOMMENDATION: Adopt resolution approving the purchase of the data communications equipment, appropriating necessary funds, and waiving bid requirements. BOARDS/COMMISSIONS RECOMMENDATION: N.A. DISCUSSION: Under the current system, the City is renting three ARJIS (Automated Regional Justice Information System) terminals, one ARJIS printer, two CLETS (California Law Enforcement Telecommunications System) terminals, and two CLETS printers. The annual cost for these rentals is $26,628. We also have a City owned terminal located at the Fire Dispatch position in the Communications Center that is connected to the City's Burroughs mainframe computer. The City-owned terminal is utilized in our computer aid dispatch system for the Fire Department. The ARJIS System provides County-wide information on stolen property, suspects and their associates, crime patterns and methods of operation, as well as crime statistics. The CLETS System provides State-wide information on stolen property, stolen vehicles, driver's license information, warrant information, missing person information, and it is tied into the Federal information system (NCIC). sy Page 2, Item 17 Meeting Date 3/19/85 Under the present system, we do not have linkage between the information stored in the three computer systems (CLETS, ARJIS, or the City's Burroughs mainframe). The ARJIS terminal can only query ARJIS and the same is true of the CLETS and Burroughs terminals. In short, the three systems cannot talk to each other, and three different terminals are currently required to access the different systems. The CLETS system is changing its hardware configuration in May or June of 1985. These changes will require the City to replace the existing CLETS terminals, printers, and communication switch. The City could replace the existing CLETS rental equipment with new standard CLETS rental equipment, but there are a number of reasons that make it more cost-effective to replace the CLETS and ARJIS equipment with purchased equipment tailored to Chula Vista's needs. Data Processing staff has been working on designing a data communications system that would allow us to transmit and receive information from any of the three computer systems via any of the terminals. The proposed configuration and equipment list is provided in. Attachment A. This configuration would provide a more efficient system and a number of distinct advantages. Those advantages are: 1. Additional equipment can be acquired at a projected cost savings of $52,600 over a five year period, as shown in Attachment B. Currently, we have six terminals and three printers. The proposed system will provide seven terminals and five printers (plus a spare terminal and printer, which will allow the City to use a cheaper maintenance arrangement). The five year cost of the proposed new equipment would be approximately $80,530 versus $133,140 if we rented the standard CLETS and ARJIS equipment over the five year period. (Unlike the standard CLETS and ARJIS equipment, most of the proposed equipment can only be obtained by purchase because rental arrangements are not available for much of the proposed specialized equipment. Even if rental arrangements were available for the proposed equipment, rental would probably be significantly more expensive than purchase. ) 2. The additional equipment will provide a terminal at each of the three dispatcher positions in the Communications Center, and each dispatcher will have ready access to all three computer systems. This increased capability will allow the dispatchers to perform their work more effectively and efficiently. Page 3, Item 17 Meeting Date 3/19/85 3. Unlike the present system, the proposed configuration will provide each Communications Operator with the ability to update the ARJIS file during slack periods in their shift. This will save ARJIS costs because input can be conducted during the reduced cost periods which occur after 5:00 p.m. and before 8:00 a.m. It will also tend to minimize the need for additional ARJIS input clerks due to future population/activity increases. 4. The connection of the Burroughs mainframe computer to each terminal would enable us to implement a computer aided police dispatch system, a management information system, and a computerized alphabetical index file. This would expedite record searches and defray the cost of additional manual files. As listed in Attachment A, the cost of the proposed equipment is about $46,740. The annual maintenance cost would be about $5,320 the first year and $7,120 thereafter. The terminals, data communication switches, and modems, will be purchased from different vendors, and there is only one known vendor for each that can provide the capability required for the proposed configuration. A waiver of bid requirements is therefore recommended for these items. The printers, modem sharing unit, and line booster can be purchased from various vendors and will be subject to normal purchasing procedures. The Management Services Director and Data Processing Manager support this request. FISCAL IMPACT $18,000 is available in account 1030-5298 to help pay for the proposed equipment. An additional $28,750 will need to be appropriated from the unappropriated balance of the General Fund. datacomm Form No. F-229 12/73 CERTIFICATE OF CITY/DIRECTOR OF FINANCE Certification of Unappropriated Balance I HEREBY CERTIFY that the money required for the appropriation of funds for the purpose set forth in the attached resolution is available in the Treasury, or is anticipated to come into the Treasury, and is otherwise unappropriated. Amount $ 28,743.00 Fund General Fund Purpose Purchase Data Communications Terminal , Printers and Support Equipment Bidder • Account No. 100-1030-5298 7 Director of F ance 3-13_es- The City of Chula Vista Date 3/19/85 By Public Safety Certification of Unencumbered Balance I HEREBY CERTIFY that the indebtedness and obligation to be incurred by the contract or agreement authorized by the attached resolution can be incurred without the violation of any of the provisions of the Charter of the City of Chula Vista, or the Constitution or the laws of the State of California, that sufficient monies have been appropriated for the purpose of said contract, that sufficient monies to meet the obligations of the contract are actually in the Treasury, or are anticipated to come into the Treasury to the credit of the appropriation from which the same are to be drawn, and that said monies now actually in the Treasury, together with the monies anticipated to come into the Treasury, to the credit of said appropriation are otherwise unencumbered. Amount Not to Exceed $ 18,000.00 %t...L Ll.a.4, , Director of Finance The City of Chula Vista Date 3/19/85 By Public Safety Fund 100-1030-5298 Dept./Activity Police/Fire Purpose Purchase Data Communications Terminal , Printers and Support Equipment \ � Bidder � Certificate No. 36