HomeMy WebLinkAboutAgenda Statement 1977/08/09 Item 19CITY OF CHULA VISTA
' COUNCIL AGENDA STATEMENT Item No. 19
Far meeting of 8/9/77
ITEM TITLE Resolution 8772 Appropriating Funds for the Purchase and Installation of
a Centrex System
SUBMITTED BY City Manager
ITEM EXPLANATION (4/5TH'S VOTE REQUIRED YES X NO )
At a conference held November 4, 1976, Council adopted a resolution waiving the bid require-
ments and appropriating $5,500 from the unappropriated General Fund Reserve for the purchase
and installation of the CENTREX System. The resolution transferred the funds to Non-
Departmental Account No. 100-0730-5252. Inadvertently, a purchase order was never issued
to encumber the $5,500 so on June 30, 1977, this amount was returned to the unappropriated
General Fund Reserve.
In addition, Pacific Telephone and Telegraph's (PT&T) original proposal of $5,500 was based
on an "in-place" conversion of our current 150 lines to CENTREX. Since the original pro-
posal, a detailed departmental analysis was conducted by PT&T staff. This study, authorized
under the original proposal, indicated that an additional 70 lines would be necessary to
achieve an efficient CENTREX system. The extra lines resulted in a $3,200 increase in
installation charges. The cost variance from the original proposal reflects PT&T's diffi-
culty in estimating installation charges until the extensive department-by-department study
was completed.
The "in-place" conversion can be accomplished for the original estimate of $5,500. However,
as discussed in the attached letter from Earl Gillmore, a telephone system designed to
complement CENTREX features and benefits would replace approximately 72 call directors and
key telephone sets with individual CENTREX lines. This revised system would achieve sub-
sequent savings in the rearrangement of single-line phones during the renovation. To make
the best use of the new system, it seems appropriate to provide the additional funds at
this time.
Although the installation charges will be higher than the original estimate, the new monthly
charges will be comparable to our current telephone costs. Our present monthly charge,
including personnel costs, is approximately $4,200. The monthly expense for the ultimate
CENTREX design is approximately $4,700. The $500 cost differential provides for the addi-
tional lines necessary to eliminate the call directors and key telephones.
~XFI 1 tS 1 I J
Agreement Resolution X Ordinance Plat Notification List~~
Other Letter ENVIRONMENTAL DOCUMENT: Attached Submitted on
FINANCIAL IMPACT
$8,700 transferred from unappropriated General Fund Reserve to Account #100-0730-5252
STAFF RECOMMENDATION
Approve Resolution
BOARD/COMMISSION RECOMMENDATION
COUNCIL ACTION
Y P R O V E D
by the
City Council
of
Chula Vista, California
Dated
Farm No; F-229
' 12/73
CERTIFICATE OF CITY/DIRECTOR OF FINANCE
Certification of. TJnapp~~opriated Balance
I HEREBY CEP.TIEY that the money zequired for the.
appropriation of funds for the purpcse set forth i,i the attached
resolution is available in the Treasury, or is anticipated to
come into the Treasury, and is otherwise unappropriated.
Amount S 8,700.00 rued Gener,~l
Purpose CENTREX TI Telephone ServLce ,.~l.~_
Eidder Pacific Telephone
100-0730-5252
J ~~ A5
/~ ~J r -
Act~ng Director of Finance
The City of Chula Vista
Date 8/17/77 Ey
Certification of Unencumbered Balance
I HEREBY CERTIFY that the indebtedness and obligation
to be incurred by the contract or agreement autk:orized by t':?r::
attached resolution can De incurred a~itcout ti:e violation of any
cf she provisions of the Charter of t',-:e City c.~ Chula 'Vists:, o
t?-.e Constitution or the lows of the State of Ca'_ifcrnia, than
sufficient monies Nava been appropriated nor the pu_~:pose of said
contract, that sufficient monies to meat the obli9ation:~ oL t~^,.c
contract are actually in the Treasury. or aro anticipated to ac,r,~
into the T~~easury to the credit of the ~?ppropriation Eros: :ahi ci:
tno same are to be dra,~m, and that saiu r.~onies new actuaiiy in
the Treasury, together with the monies anticipated to cones i:it7
t?~ia Treasury, t:o the credit: of said appropriation az-e ctherw ~.s.f_
~anercu^tbered .
Amount Not to Exceed $
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THE PACIFIC TELEPHONE AND TELEGRAPH COMPANY
MARKETING DEPARTMENT
525 B STREET. ROOM 830 SAN DIEGO. CALIFORNIA 92101 -
EARL GILLMORE
ACCOUNT MANAGER
August 3, 1977
Mr. E. R. Asmus
Assistant City Manager
City of Chula Vista
276 Fourth Avenue
Chula Vista, California 92010
Dear Gene:
I would like to take this opportunity to confirm our conversation
of August 2, 1877 relative to the pending Centrex cut-over and
installation for the City of Chula Vista.
Unless my company experiences a work stoppage (strike) we intend
to have all of the Centrex lines working Monday morning September 12,
1977. This is the day we will begin delivery of the 1977-1978
telephone directory which includes your new comprehensive listings.
Of course, we will need access to all city buildings over the
weekend of September 10th and 11th for installation purposes along
with someone from the city to show oizr installers where particular
employees and departmental functions are located.
The existing emergency telephone numbers for Police and Fire
Departments will not be removed until sometime in the future when
you are convinced the public is aware of the new emergency numbers.
In otherwords, you will have both new and old emergency numbers
working for an undetermined length of time.
In addition to a six-button telephone set that will be permanent
with the city's information number 575-5111 we will temporarily
install two "referral" telephone sets with the first four existing
trunk lines 427-3300, Ol, 02 and 03 which will enable the city to
refer a caller to the new Centrex numbers. Calls cannot be trans-
ferred from the old trunk numbers to the Centrex system. Although
calls can be transferred from the new information number 575-5111
to any Centrex station. The two temporary sets can be removed when
you feel they are no longer necessary. We will need a firm loca-
tion for all three sets.
Our training department is now making arrangements to train all of
your personnel how to use your new Centrex system and will assist
in making a infra-city directory for you.
- 2 -
As discussed, we plan to install the new system as an in-place
conversion from your existing system as much as practical (line
for line cut). At this point I anticipate we will have 150 to
160 Centrex lines which is close to the original system discussed
in my proposal.
Per your instructions we have made a comprehensive system by system,
station by station review of each department with the following
two objectives in mind:
1. Telephone system design to compliment the Centrex
features and benefits.
2. Remove as many call directors and key telephone sets
as practical.
Our findings reveal that approximately 72 call directors and key
telephone sets can be removed and replaced with that amount of
individual Centrex lines. This would necessitate large wiring
re-arrangements in the Police, Library and Public Works Departments
with some re-arrangements necessary in Planning, Building and
Housing and Parks and Recreation. Due to the normal disruption
of the Centrex cut over on September 12th I suggest we wait until
things settle down (a few weeks) before these large scale re-
arrangements are started. If you wish to proceed with this concept
we can accomplish it on a department by department basis. The
one time cost would be approximately $3400 with a monthly increase
of approximately $400. The benefits of this system concept include:
- Faster incoming call handling
- Less transfers of incoming calls
- Cost savings in subsequent moves,
re-arrangements and additions.
- Compliments the Centrex philosophy of
single line instruments wherever possible.
Let me recap the approximate charges:
Monthly
Basic Centrex System $4200.00
Subsequent re-arrangements 400.00
Installation
$5300.00
3400.00
Of course, reduction of personnel must be taken into consideration
when costs are analyzed.
- 3 -
I am confident you made a wise choice with Centrex as it will be
a valuable and useful tool in your organization.
Call me on 238-3128 if you have any questions, or if I can be of
any service to you.
Sincerely,
~~ ~~GGG1'iu'%
Earl M. Gillmore
Account Manager