HomeMy WebLinkAboutAgenda Statement 1978/10/24 Item 15Li I Y Ur l,tiULH VI~IH
COUNCIL AGENDA STATEMENT
Item No. 15
For meeting of 10-24-78
ITEM TITLE Resolution 9 34 1 Approving Purchase of Specified Equipment and Supplies for a
Microfilm System
SUBMITTED BY Director of Building and Housi - "-"
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1/
ITEM EXPLANATION (4/5TH'S VOTt REQUIRED YES. NO X )
A. Background:
1. Senate Bill 778 (1971) requires all building departments to maintain a copy of the
plans and specifications for all buildings constructed, except single family
dwellings, for the life of the building.
2. City Ordinance #1727 (effective 3/18/77) provides for payment of fees to cover cost
of microfilming and reproduction of plans, permits and other related documents.
3. Council Resolution No. 8750 (effective 4/20/77) establishes a fee schedule for
microfilming and reproduction of documents. Fees collected as of September 27,
1978 amount to $8,205.44.
4. CETA Special Projects Fund No. 417 appropriated funds to employ personnel for one
year to prepare documents for microfilming. Two CETA clerks commenced work on
August 26 and 29, 1977. The project is completed.
5. Staff investigation of microfilming systems included proposals from the following
firms:
a. Synergraphics Inc.
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The documents are prepared, tabbed and boxed for shipment to Synergraphics.
Jobber films, mounts and tabs images and returns them to the department for filing.
For existing records of 60,000 images of 8z x 14 documents, the cost is $.20 per
image for a total cost of $12,000. Plan sheets cost $.40 per image and with
existing records of 18,000 sheets, the total cost is $7,200. A reader printer
(82" x 14" prints) costs $1,500. Total first year cost - $20,700.
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Agreement
Resolution X
EXHIBITS ~ con G i n~ea can ~~~~ ~ ~,~~,_i-_
Ordinance Plat Notification List
Other ENVIRONMENTAL DOCUMENT: Attached Submitted on
FINANCIAL IMPACT
$22,730. Budgeted in 1978-79 budget account 100-1301-5568.
STAFF RECOMMENDATION
City Council waive bidding requirements and purchase the complete microfilming system from
3M, as they submitted the only proposal to do total microfilming in house.
BOARD/COMMISSION RECOMMENDATION
COUNCIL ACTION ~ I~'
is -~~- y8 ~___
AGENDA ITEM N0. 15
Supplemental Page 2
October 24, 1978
b. Eastman Kodak Company
Eastman does not make equipment that will microfilm large documents such as plan
sheets; therefore, plan sheets would have to be contracted to a jobber. Cost $7,200.
Purchase of a Kodak Microfilmer (82" x l9") would be $6,319 and a reader printer
$1200. Total cost $7,519. Initial order of supplies $1,000. Total first year cost
$16,919.
c. 3M
The 3M system is a total system consisting of the following equipment:
1. 2000E reconditioned camera $ 8,200
2. Back lighting 1,777
3. Dupliprinter 3,995
4. 201 reader printer 6,131
5. Initial outlay of supplies 1,300
Tax 1,284
Total First Year Cost 22,678
Staff reviewed all three proposals and has determined that the 3M system is a total system
in that all microfilming can be done in house. Benefits of the 3M system are:
1. The 3M system will film letter, legal and plan size documents, thus can be utilized
by ALL departments.
2. The 3M system can be used with key-punch aperture cards which will permit cross
reference of documents in other departments for ease of retrieval and identification.
3. Duplicate copies of all documents can be made and stored off premises for security.
4. The 3M system, being a total system, will allow us to sell our microfilm services
to other cities.
5. In the Building and Housing Department only, the permit and plan storage space
will be reduced from 13 three drawer file cabinets to one three drawer file cabinet
and cubic feet space from 546 to 55 cubic feet.
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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 $ 22,130.00 Fund General
Purpose Purchase of Microfilm System
Bidder N/A Waved
~~~~
00 1301 5568 i ~
Director of Finance
The City of Chula Vista
Date 10/17/78 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
Fund
Purpose
Bidder
Certificate No. 20
l ~l
By
Dept./Activity