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Home My WebLink AboutAgenda Statement 1981/07/07 Item 12COUNCIL AGENDA STATEMENT Item l2 Meeting Date 7-7-81 ITEM TITLE: Resolution /~S3 Accepting Bids and Awarding Contract for a Central Dictation System SUBMITTED BY: Director of Policy tinalysis and JI (4/5ths Vote: Yes No X ) Program Evaluation ~. Purchasing Agent ';k~~i At its February 26, 1981 Council Conference, the City Council accepted staff's recommendation to purchase fifteen dictation systems and related equipment budgeted in Fiscal Year 1980-81. During its Fiscal Year 1981-82 budget deliberations, Council approved the purchase of an additional seventeen dictation systems and related equipment. The total approved budget for these thirty-two systems was $25,500. Advertising for the proposed dictation systems closed on June 18, 1981. Six vendors were provided Requests for Proposals for central dictation systems; three of the vendors responded: Lanier Business Products Elite Communication Systems (Sony) Dictaphone Corporation RECOMMENDATION: That Council: 1. Accept the bids and award the contract for a central dictation system to Lanier Business Products. 2, Authorize Staff to purchase l0 wall jack units and include them in the acceptance and award of the contract, BOARD/COMMISSION RECOMMENDATION: Not Applicable. DISCUSSION On May 27, 1981, the City advertised for response to a Request for Proposal for thirty-two dictation systems. In response to the Request for Proposal, the following vendors submitted proposals: 1. Dictaphone Corporation Bid 1 $18,700.00 Bid 2 (Alternate Bid) $24,378.00 2. Lanier Business Products Bid $21,360.80 3. Elite Communication Systems (Sony) Bid $26,972.05 Form A-113 (Rev. 11/79) Page 2, Item 12 Meeting Date 7-7-81 Dictaphone Corporation was determined the apparent low bidder at the bid opening. However, after review of the proposal and discussions with the Dictaphone representative, staff determined that the proposal did not meet the minimum equipment specifications outlined in the Request for Proposal and additional equipment would be required to make the system operational. For this reason, the Dictaphone bid is considered non-responsive. The additional equipment represented an immediate cost to the City of $1,060 - $2,544 and an ongoing cost of $12,856. This increased the cost of the Dictaphone bid from $18,700 to $34,100, making Lanier Business Products the low bidder. The Lanier bid clearly meets all of the required equipment specifications with the exception of "lockout" (i.e., this feature prevents a dictator from rewinding into a previously dictated document, thus avoiding accidental erasure or invasion of privacy). The lockout feature provided by the Lanier product provides good protection against accidental erasure but is mediocre in its privacy features compared to other vendors. The Lanier system is considered by staff to be otherwise equal in capability to the Sony system to meet the immediate and long range dictation needs of the City. Finally, the Lanier system is approximately .$5.,611.25 less that the system proposed by Sony. For these reasons, staff recommends acceptance of the Lanier bid. Equipment Location The dictation systems provided by this contract will be located in the following departments: Department Number of Input Stations Number of Transcribers Administration 6 2 Parks & Recreation 4 1 Personnel 3 1 Finance/Purchasing 1 1 Planning 6 2 Building & Housing 3 1 Community Development 6 2 Police Administration 1 1 Library 1 1 Fire 1 1 Word Processing Cluster 0 2 In addition to the above equipment, the bid submitted by Lanier Business Products includes a one year equipment maintenance contract, training for City staff on the use of dictation equipment and installation of equipment. Peripheral Equipment In addition to the recommended dictation systems, staff requests that Council approve the purchase of ten wall jacks, located in various department locations., at a cost of $775, including wiring and installation. The purchase of these wall units will add substantial flexibility to the dictation system and enable the dictation input stations to be moved from its primary location to a secondary location such as a conference room. Page 3, Item 12 '' Meeting Date 7-7-81 FISCAL IMPACT The total budgeted and encumbered funds for dictation systems is $25,500. Approval of the staff recommendations will result in the expenditure of $23,418, (including tax and the additional wall jacks), leaving a balance of $2,082, SWM:Im rIT ..,. . - .. • - h ~~ ._.--- _.._ . ~, ~ ~~ l~~ HID NO. 20- 1980 -81 BID AND OFFER TO CONTRACT CITY OF CHUTA VISTA, CALIFORNIA PURCHASING DEPARrZENT 276 FOURTH AVM1[>E _ CHUTA VISTA, CALIFORNIA 92010 TEL.EPFiM7E: (714) 575 -5141 THE BIDDER, HEREINAFTER SO ETIMES CALF "WNTRACTOR ", OR "HUMOR ", FETTERS THEIR BID AND OFTEf2.S TO M?MR INTO THIS CMMACT WITH THE "CITY OF CHULA VISTA ", HEREDAFTER CALLED "QTY ", THIS 11th DAY OF J unP 1981 AS FOLIAWS : This bid, and offer, when duly accepted by the City, shall constitute the contract between the parties. In consideration of -the payments and agreenents herein mentioned to be performed by said City, and under the �. conditions expressed herein and in the PROPOSAL REDUIM Eh'TS, BID FORMS and the SPECIFICATIMS hereunto annexed and by this reference incorporated herein, Contractor agrees with the said City, at their awn proper cost and expense, to furnish central dictation systems to varioas Citv departrnents described herel.n as detailed in said Specifications to the City of Chula Vista a , y�ry -2- - - - ~, ~~~ BID NO. 20-1980-81 ~: SECPIGN 2 -SYSTEM SPECZFZCATIONS I. SY5'rE.yl LlJC11TIO:~I AND SPDCIFICATIONS A. Equiptt~-it Location* 1. City Manager's Office - 6 input stations and related peripheral equipment. 2. Planning Department - 3 ir~tit stations and related peripheral equipment. - 3. Community Develoxient - 6 ir~ut stations and related peripheral equipment. 4. Potential additional equi.~ment is described in Section III. B. Minimum System Requirements 1. Ir~ut Stations a. Recording Time: 1 hour (if cassette-30 ~ranutes _; . . - .. each side ) b. Input stations per transcriber/recorder (unless otherwise specified) 3 c. Hoo'.c-up Harr3wire d. Media Discrete rerovable standard cassettes or other comparable rn?di a e. Dictation Inputs: Hand nacrwhone or ot~:er ccnparable input device. f. End of Letter Indicator: Tone/Electronic Que g. Special Instructions: Tone/Electronic Que h. Fwd of P^.edia Indicator: Audible Tone ,, i. Recording Speed: Fast Reverse/~?o~:al Fonaard j. Secvrit Lockout/:~ec~, recut Tc. ' In Use" Indicator Light: Lights on all connected stations when microphone is off carriage. 2. Transcriber/Recorder Features a. Dictation Measurement: Index Strip/Autaretic Index Scanner b. Ca~atible with exi.stirx3 _ Sony and Lanier systems. (i.e., can transcribe discrete rerovable cassettes from those systems) . c. Circuitry:... ~ filly transistorized, digital logic functions. ..; *'tfie dictation equipment and its associated electrical atld . medza.-iical oottponents shall comply with the California Ad~riristrative Code (CAL OSI-~); Title 8 (Industrial Safety Orders). All electrical equipment gust be grounded, with any exceptions approved in the referenced applicable tables. ~ ._ i ~~39 . __ -8- g ,. .. ,, .~ ._ ~~ a_ Y,_ ,. _.-.A _. ._ ... ,~ .. -; ~': "' BID NO. 20-1980-8~~ .-~` d. Recording Media: Standard cassette, or other _ - , ocxrparable media, (capable of e. Indexing Capabilities: C. f. Simultaneous 2nput/Output: g. Recording Speed: h. Autatatic Electronic Scanning: Optional Features 1. Multiple channel-selection: 2. Intercan: 3. Fast Foward: 4. Microphone Jacks: II. EQUIPME'~TT Q~7C.FC LIST Listed below are the minim~un diet being adapted to mini-cassette and micro-cassette media if necessary). Electronic indexing for special instructions and end of letter. Indexing strip/printait visually allays secretary to knaa at a glance the am:xu~-t of dictation to be processed including number and length of letters. Standard, or, necessary equip- ment to perform simultaneors input/ output. (Equipment must allay for dictation and transcription at the same tirne). Fast forward and reverse, normal forward. Unit autaratically stops at eater point of instruction for review. Option on input station which allows dictator to choose between 2 (or rrore) transcribers. Allays dictator to communicate with transcriptionist via hard wire inter- com on input station and transcriber. Option on ir~nut station that allows dictator to Trove tape forward at a rate faster than the nonial record- ing speed. Allows an input station to be moved fror*.t its primary location to a secorx]ary location for dictation purposes. not meet' these min' nts will be cons a as _ non-resc~or~ve. If any of the rraniman inpu or anscription ' features are offered at an additional cost, the unit price should be entered in the "yes" oolucen. Please refer to Section 2 CI,B) or contact the City's `' Purchasing Agent for further detail on the items listed below. »; _~ :. .: .. .. ,. , -1:.x .. _ __ ~e ~,.. ... .. .. Y. ,, • - - 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 $ Fund Purpose Bidder Director of Finance The City of Chula Vista Date Certification of Unencumbered Balance tinq Equipmen 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 i that said monies now actually in t Word Processing Termnl .he monies anticipated to come into ~f said appropriation are otherwise 0210-5566 2,810.00 0620-5566 2,450.00 9901-5566 985.00 9907-5566 985.00 6340-BG90 980.00 Total 80.00 990-9901-5566 4,000.00 990-9907-5566 4,000.00 634-6340-BG90 4,000.00 32,265.00 235-2350-5101 12,055.00 ~ Grand Total 32 265.00 ~~%~.~-~~^- ~~~~ ~- , Director of Finance The City of Chula Vista Date 2/26/81 By By Fund Dept./Activity Admin.,Com.Dev., Planning Purpose Evaluation of the Word Processing/Dictation Needs Bidder ~- ~ ~'s ~~ Certificate No. 39