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HomeMy WebLinkAboutAgenda Statement 1980/02/26 Item 11COUNCIL AGENDA STATEMENT Item 11 Meeting Date 2/26/80 ITEM TITLE: Resolution ~ppa ~ Authorizing the purchase of a word processor and appropriating funds therefor SUBMITTED BY: City Clerk. (4/5ths Vote: Yes X No Based upon a number of very significant factors, it has been determined that it will not be advisable to attempt to tie in with the existing word processor located in the Engineer- ing Department. There is no flexibility in the mutual use of the memory bank which necessitates a replacement of discs either by someone in their department or someone from our department going to the Public Services Building to install the appropriate memory discs. Also, the printer does not afford the degree of flexibility which we believe to be necessary for this office, particularly with regard to the format required for the minutes of the Council meetings. RECOMMENDATION: Approve the resolution appropriating funds for the purchase of the Burroughs word processor. BOARD/COMMISSION RECOMMENDATION: Not applicable, although the Boards and Commissions' Secretary will use the machine when she is placed under DISCUSSION: the supervision of the City Clerk. On Tuesday, February 19, 1980 the City Clerk accompanied the City Attorney and staff on a trip to the Wang and Burroughs offices for a demonstration of the machines recommended for use in our office. It was determined that either piece of equipment would be of excellent quality and provide the capabilities which are desired. However, the Wang machine for a total of $11,900 is not significantly superior to the Burroughs operation which is being offered to the City Attorney for a total of $11,100, including a govern- ment services discount of So and a $3,000 trade-in for the existing Redactron equipment currently in the City Attorney's office. Also, an additional 2% discount is being offered if two machines are purchased prior to February 29, 1980 with another $3,000 mark-down on the second machine which will enable the City Clerk to purchase the machine at the same time basic price as the City Attorney. The Burroughs machine in addition to being somewhat lower in cost has certain features not available on either the Wang or EDP systems, i.e., a screen which shows the full page representation and can magnify portions of the page upon direction; the entire memory is contained within the machine with a more simple method of recall, and there is no necessity for complex training in the operation of the machine since it is essentially similar to the Redactron operation. There is an additional advantage to having the same system in both the City Attorney's office and the City Clerk's office since they will continue to be in close proximity and the machines may be used interchangeably as the need might arise. Also, training of other personnel in this building will give a high degree of flexibility and should defer the need for the installation of such equipment in other departments for a period of time while giving them a greatly improved operational capability through a cooperative use of the two machines. FISCAL IMPACT: Appropriate the amount of $11,100 from the unappropriated surplus of the General Fund; transfer to Account 100-0160-5566; and authorize expenditure for the purchase of a word processor. -s2~ \~°~ 'v ~ Form A-113 (Rev. 11/79) _ ~ ~ ~~ o~ C- __ .. S.t-.~^„r .fit 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 $ 11,100.00 Fund General Purpose Purchase of Word Processor for Cit.Y Clerk's Office Bidder Burroughs JO 0160 5566 ~; 'ls'~ Director o-f -Finance The City of Chula Vista Date 2/22/80 sy 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 $ Director of Finance The City of Chula Vista Date Fund Purpose Bidder By Dept./Activity Certificate No. 59 ~~DOoT o2