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HomeMy WebLinkAboutAgenda Statement 1981/10/06 Item 11I ITEM TIT E: SUBMITTE BY: COUNCIL AGENDA STATEMENT Item 11 10-6-81 Meeting Date Resolution -~~6~-Requesting the Waiving of Formal Bid Requirements and Approving the Lease/Purchase of Portable Dictation Equipment for the Police Department s Director of Public Safety ~'~~ Purchasing Agent ~ l' (4/5ths Vote: Yes NoK ) At 'ts May 18, 1981 budget review session, the City Council accepted a Police Depa tment report on the evaluation of the use of portable dictation systems by Poli e personnel. In this report, it was recommended that the City Council auth rize staff to enter into a one year lease/purchase agreement with a vendor for 20 p rtable dictation units and one transcriber at a cost of $4,140. In addition, Coun it directed staff to return at a later date with a further review of the succ ss of field dictation and recommendations regarding the outright purchase of the ictation equipment or continuation of the lease/purchase agreement. At that time estimates provided by vendors for a one year lease/purchase of the portable dict tion units and related equipment were approximately $4,000-$4,500. In acco dance with Municipal Code Section 2.56.170, which authorizes informal bids for purc ases of $5,000 or less, staff sought informal bids for the recommended equi ent. Three of the four vendors submitting proposals exceeded the $5,000 limi ation in the informal bid process. Therefore, it is my ION: That Council adopt this Resolution: 1. Waiving the bidding requirements of Municipal Code Section 2.56.170 which requires that the City seek formal bids for all purchases over $5,000. 2. Authorizing staff to enter into a one year lease/purchase agreement with Elite Communication Systems of San Diego for the lease/purchase of 20 portable Sony dictation units and one transcriber for an amount not to exceed $5,820, including tax and maintenance. /COMMISSION RECOMMENDATION: Not Applicable. DISCUSSION Begi ping April 3, 1981, the Police Department conducted a two week test on the port ble dictation needs of the patrol division. The following conclusions were made as a result of this test: 1. Dictation was approximately five times faster than handwriting a document. 2. Documents can be produced at a cheaper cost via dictation. 3. Using dictation equipment would provide the City with the equivalent of approximately one additional officer in patrol in terms of time saved. Form A-113 (Rev. 11/79) In wer The mee Af de de Althc subm~ cost for t 4. Dictation systems staff over those 1981-82 budget. 5. The cost of the amortized with sof Page Two, Item 11 Meeting Date 10-6-81 can be implemented without an increase in clerical recommended by the City Manager for the fiscal year lease/purchase of the dictation equipment would be t dollar savings in about 6 months. accordance with Section 2.56.170 of the Municipal Code, informal price quotes obtained from four dictation vendors. Those submitting proposals are listed ~w Vendor Lease/Purchase Price 1. Donovan-Hershey $4,788.86 2. Elite Communication Systems (Sony) $5,488.36 3. Dictaphone $5,896.40 4. Lanier $5,932.90 low bid from Donovan-Hershey Corporation was not considered because it could not the specifications as required by the Request for Proposal. :r a field comparison of the Sony and Dictaphone portable dictation units, it was ermined that Sony best met the City's portable dictation needs in critical areas neated in the Request for Proposal: i. Ease of use: The field test of the two units by patrol officers showed that the Sony unit was more acceptable due to the placement of operation buttons and the method by which those buttons were activated. 2. System Compatibility: The Dictaphone System is not compatible with the Sony Source transcribing equipment recently installed in the Police Department, however, it is compatible with other Sony transcribing equipment used by Police personnel. In addition, Dictaphone's long term compatibility with Sony equipment is unknown where it is known that Sony is compatible to its own system. Currently, the Police Department has an all Sony system-- . (1) Sony Source (central dictation system) with 6 input stations. (4) Sony desktop dictation units. • (6) Sony desktop transcribers. ugh it was not requested in the Request for Proposal, Dictaphone Corporation tted an alternate bid for the purchase of their portable dictation units at a of $5,475 including tax and maintenance for one year. Dictaphone's proposal urchase was not considered because: . Proposals for purchase were not requested. Therefore, a comparison cannot be made between a proposal for purchase and lease/purchase proposals submitted by other vendors. Lease/purchase is still considered the most appropriate method of equipment acquisition because it gives staff the option to cancel the lease/purchase contract, thereby stopping unnecessary expenditure of City funds if the program is unsuccessful. ,~i~~~ Page Three, Item 11 Meeting Date 10-6-81 Ba ed on Sony's ability to consistently meet the specifications, it is staff's re ommendation that the City Council approve the one year lease/purchase agreement wi h Elite Business Communications. The additional $1,680 required will be tr nsferred from other Police Department accounts. F IS~CAL IMPACT Th Dotal budgeted funds for portable dictation systems is $4,140. Approval of st f s recommendations will require an intradepartmental transfer of $1,680 for a tot 1 expenditure of $5,820. :lm ~~~ .~~ 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 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 $ $1,680.00 ~~~~~ Director of Finance The City of Chula Vista Date 10/6/81 By Fund 100-1040-5566 Dept./Activity Police Purpose Lease/Purchase of Portable Dictation Equipment Bidder Elite Business Communications Certificate No. 16 ,~~,~G ~~