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HomeMy WebLinkAbout1989-06-20; City Council; 10071; Public Safety Records Management Computer SystemCI AB# D � I TITLE: MTG. 6l &u DEPT. FIwPOuls OF CARLSBAD -- AGBNI�r) BILL fi DEPT. Fill CITY ATTY CITY MGR' RECOMMENDED ACTION: Adopt Resolution No. a- ) a2 authorizing purchase of Phase 11- Public Safety Records Management Computer System from Apple Computer, Inc. and other computer vendors. EXPLANATION: The City Council on October 11, 1988 and January 10, 1989 appropriated funding for Phases I and IA for a public safety computerized records management system. This agenda bill and attached resolution report the successful completion of the first phases, and authorize funding to finish Phase If. The concept of a computerized records and management information system originated in September, 1984 with a consultant's report on future public safety communication needs as part of the Safety Center project. That report resulted in the computerized dispatch system being purchased in early 1986. At that time the project was split into two parts. Phase 1I was to be a computerized records management system (RMS). The original dispatch system vendor quoted $150,000 for RMS in April, 1985. Then Police Chief Jimno obtained RMS funding of $150,000 in the 87/88 CIP budget. By early 1988 staff obtained an updated RMS quote from the dispatch system vendor of $225,000 (by May, 1989 this system cost was $330,000). Besides being over budget, staff realized given technology advances the dispatch vendor's system was not going to meet our needs, was expensive and inflexible for future growth. Public Safety and Information Systems staff then completed an extensive six month needs assessment. Taking Public Safety's computer needs well into the nineties, staff analyzed all possible cost effective solutions. The recommended computer system is a network of Apple Macintosh personal computers LU linked to each other, the existing dispatch computer, and the City Hall mainframe 0 computer. This system will utilize standard off -the -shelf office automation software, as well as customized databases for records management. The system will provide a powerful, flexible, yet user friendly way of managing our public safety operations into the nineties. Management utilization of existing data and records will be enhanced as workload grows, thus controlling civilian staff costs. Additionally, the system increases the data with which the Police and Fire Chiefs can plan their organizations to best meet public oand Council goals. aAs this recommendation was new technology and some costs were tentative, staff split this approach into two phases. Phase -1 was a small number of computers all connected z together as the ultimate system would operate, in order to prove the concept. Phase II o would only be adding more users to the proven, in -place system. The Council approved Phase I is complete, within its budget, and has met or exceeded all of staff's operational specifications. Phase II is recommended to add 28 more computers, printers, and additional software programs to complete the system. PUBLIC SAFETY RECORDS MANAGEMENT COMPUTER SYSTEM - PHASE 11 PAGE 2 OF AB #,�� FlvvnL iNriPM%+ 1 The original records management system funding was $150,000 in the 87/88 CIP fora system now not recommended by staff. Phase I of the current system was funded for $31,000, using $42,000 of FY 88/89 Fire Capital funds and,$39,000 from the project CIP amount of $150,000. The following is a fiscal analysis of Phase II: Computers, Printers: 121,788 Connectivity: 16,000 Tax: 9,636 Software: 12.00 Total: 159,424 RMS/CIP Balance: 119,424 <Shortage> <40,000> Staff recommends completing Phase II as outlined. The current technology and prices could not have been foreseen in early 1987 when the $150,000 request was made. The total project cost for all phases will then be $240,424, still approximately $90,000 less expensive over the dispatch vendors proposed system. Staff recommends an additional appropriation of $40,000 from General Contingencies to complete Phase II HMS. After transfer, the General Contingencies balance will be $255,000. Macintosh computers are only available to government direct from Apple Computer itself, steeply discounted. Purchases direct from Apple Computer, Inc. as sole source vendor will -be made using Sections 3.28.090 (3) and (4) of the Carlsbad Municipal Code. The attached resolution authorizes the completion of Phase II through CIP and General Contingency appropriations. EXHIBITS: 1. Resolution No. 8a—IM approving the purchase of the computer system 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 89-182 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE PURCHASE OF PHASE II - PUBI in -QAFt:-ry .COMPUTER RE RDS MAN QEMET SYSTEM -" WHEREAS, the City of Carlsbad desires to complete Phase II of the computerized records management system for the Police and Fire Departments, as being in the best interests of the City; and WHEREAS, based on the technical success in Phase I of the project, using a network of Apple Macintosh personal computers and various other vendors computer products; and WHEREAS, Apple Computer, Inc. sells directly to local government as a sole source vendor under Carlsbad Purchasing Section 3.28.090(3) and-(4). NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California; as follows: 1. That the above recitations are true and correct. 2. That" the Finance Director is to transfer $40,000 from the General Fund Contingency Account (001-840-1999-1990) to the General Capital Construction Fund (300-840-1310-3292). 3. That the Purchasing Officer is authorized to execute a purchase order to Apple Computer, Inc., as a sole source vendor in the approximate amount of $127,000, and to other vendors as necessary to complete the system in the approximate amount of $32,424 from Account 191-840-1810-3292 . 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 is 19 20 21 22 23 24 25 26 27 28 II PASSEn,_QRERnVEC-A�,C,.A�ORTEDat a regular of the City Council of the City of Carlsbad, California held on the 2aLL day of _ .r„nQ1989 by the following vote, to wit: AYES: Council Members Lewis, Mamaux & Pettine NOES: None ABSENT: Council Members Kulchin & Larson, ATTEST: ALETHA L. RAUTENKRANZ, City Cle (SEAL) A