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HomeMy WebLinkAboutAgenda Statement 1981/07/28 Item 14COUNCIL AGENDA STATEMENT Item 14,. Meeting Date 7/28/81 ITEM TITLE: Resolution /OS ~~j- Appropriating Funds and Adjusting Various Department // Accounts for the Purchase of Dictation Equipment SUBMITTED BY: Director of Policy Analysis and ,)~ (4/5ths Vote: Yes X No ) Program Evaluation v At its July 7, 1981 meeting, the Council accepted bids and awarded the contract for central dictation systems for eleven City departments to Lanier Business Products in the amount of $23,418. (This includes the Library dictation system which will be discussed under a separate agenda item.) However, in finalizing the purchase order, staff discovered the need to upgrade the Engineering dictation systems and an opportunity to improve dic- tation service by transferring existing Engineering dictation equipment to the Police Department. In order to appropriate the necessary funds, amend the appropriate department accounts and take advantage of the opportunity to transfer the Engineering equipment, it is my RECOMPIENDATION: That Council: 1. Adopt the Resolution anpropriating an additional $2,360 and adjusting department accounts for the purchase of dictation equipment. BOARD/COMMISSION RECOMMENDATION: N.A. DISCUSSION In finalizing the purchase order for central dictation systems, it became apparent to staff that the impending relocation of the Development Services Administrator and the City Engineer within the Public Services Building would result in insufficient dictation equipment in Engineering. Currently, the Engineering and DSA staff share a Sony (6 input stations and 1 transcriber/recorder and Lanier (3 input stations and 1 transcriber/recorder) dictation system, This sharing was configured in a manner to effectively split up the heavy dictators and reduce the number of collisions staff encountered. (A collision occurs when 2 input stations simultaneously attempt to record on a single recording station.) With the staff relocation, there will be a greater number of heavy users on the remaining Engineering Sony system. This would result in a hir~her number of collisions and consequently less use of the system. For this reason, it is recommended that the Engineering system be upgraded. There are two alternative ways to upgrade the system. Upgrading the existing Sony system would require the purchase of one transcriber/recorder and one transcriber,- Rather than having six input stations on one recorder, the system would be split with three input stations on each recorder. The total cost to upgrade the Sony system would be about $2,240. Instead of upgrading the Engineering Sony system as described above, another alternative is to transfer the existing Sony system to the Police Department, cancel the Lanier system previously proposed for Police Administration, and purchase a Lanier system for Engineering that has the same configuration as the Sony upgrade described above. This alternative would cost approximately $120. more than simply upgrading the Sony system but would have the advantage of equipment consistency within buildings. All dictation equipment in the Public Services Building would be Lanier and all equipment in the Police Department would be Sony. (The Police bepartment already has several Sony systems for Patrol and the continued orm A-113 (Rev. 11/79) Page 2, Item '14 Meeting Date 7/28/81 Detective Bureau.) Equipment consistency is an advantage because it provides electronic compatibility of equipment and promotes staff's ability to share work among departments. This advantage will be particularly significant in the word processing cluster, which will perform a large amount of transcription work for Engineering but may not provide much for Police. Therefore, it is recommended that the Police and Engineering capital outlay accounts be adjusted as follows to allow the upgrade and transfer of equipment: Engineering 100-1401-5566 Police 100-1030-5566 Increase $3,560 Reduce $1,200 The Development Services Administrator, Director of Public Safety, and City Engineer all concur in this recommendation. FISCAL IMPACT Staff's recommendations will affect the following accounts: Engineering Police 100-1401-5566 Increase $3,560 100-1030-5566 Reduce $1,200 The net budget increase is thus $2,360 over the amount currently budgeted, SWM:Im -/~ > >~ y ~~'~ j ~'~. ~~...~...,~,~~t~...,~~1 oz ~;i~3"? e'~:~d~t, 1:.x'.;9€t3~i"tlt~ Form No. F-229 12/73 CERTIFICATE OF CITY/DIRECTOR OF FINANCE Certification of Unappropriated Balance 0: 00-1401-5566 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 S 2,360.00 Fund General Fund Adjusting Various Department Accounts for the Purchase of Purpose Dictation Equipment Bidder /v Director of-Finance The City of Chula Vista Date 7/28/81 BY 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 By Fund Dept./Activity Purpose Bidder Certificate No. 4 /~- /o S7~