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Home My WebLink About1994-11-15; City Council; 12933; EMPLOYEE CAPITAL EQUIPMENT COMMITTEE REQUEST FOR CAPITAL PURCHASES*j b WY OF CARLSBAD - AGWDA BILL :, ,. i"- c AB # /% 9 33 CITY n DEPT. C,TY I EMPLOYEE CAPITAL EQUIPMENT COMMITTEE MTG. DEPT. TITLE: 11/15/94 FIN REQUEST FOR CAPITAL PURCHASES WY OF CARLSBAD - AGWDA BILL :, ,. i"- I c - " 1::. CI N I REQUEST FOR CAPITAL PUF clvrLu I cc bMr1 IML cuuIrIvIcI\ I I ~~~~~~ I RECOMMENDED ACTION: Approve Resolution No. 9Vf13// appropriating funds for purchase of capit equipment. I ITEM EYP14MAfi6M: Capital equipment purchases have been almost eliminated from the operatir budget over the past few years because of tight budget constraints. Capit equipment purchases are a necessary investment which can improve pub1 safety, increase employee productivity or service levels, and provide value to tb City over time. To address the employee's needs for new or upgraded equipment, the Employ6 Capital Equipment Program was developed. The Employee Capital Equipmel Purchase Plan affords all employees an opportunity to identify equipme, purchases which will help them to perform their jobs more effectively, safely or a reduced cost to the City. The plan also provides an opportunity for employec to be involved in the decision-making process. Any employee may submit capital equipment request, generally for items between $500 and $25,000. Tt request must contain documentation of how the purchase will achieve one 1 more of the following goals: P w 8 > h Q E z 0 5 a i 8 z 3 1) Increase efficiency 2) Save time and/or money 3) Allow the maintenance of service levels with decreased work hou 4) Increase employee safety 5) Increase service levels with the same staffing levels - There are five employees who have volunteered to serve on the Committee, or from each service area of the City. The Finance Department serves as tt Committee facilitator. Committee members are selected by the City Manager ar consist of the following: Service Area Committee Member Administration Becky Barilli Community Development Clint Phillips Community Services Dave Millikan Water and Sewer Grant Clavier Safety Dave Lowe Facilitator Debbie Neville Committee Recommendations: During this past period, the committee hi considered eight employee requests and submitted seven capital equipment 9 0 -, PAGE TWO OF AGENDA BILL NO. )A/ 75 3 recommendations to the City Manager for approval. Each of these requests meets thc goal of increasing an individual’s efficiency, and saving time and money. EMPLOYEE CAPITAL EQUIPMENT REQUESTS: 1) Fire Department Copy Machines $1 2,000 Purchase of six copy machines, one each to be placed in the City’s 6 fire stations. Will increase efficiency and public safety by eliminating need for a fire truck staff with three employees to commute to Safety Center to satisfy copying needs. 2) Computer and Monitor - Librarv 2,100 Provides computer and monitor to replace and upgrade outdated computer equipment at the Secretary workstation. Existing equipment is beyond repair and unable to effectively handle City’s standard software applications. Efficiency will be improved through Secretary’s optimum use of modern technology. Provides computer and related equipment to replace seven year old unit. Individual user requires access to INLEX which has hardware standards in excess of the equipment currently available. User also needs Windows access in order to access INTERNET and provide support to patrons using WINDOWS. The replacement computer will allow this employee to save time and improve the service to staff and the public as well as fulfilling day to day job requirements. 3) Computer, Monitor, Additional Memorv and 5 1/4“ Disk Drive - Library 2,600 4) Computer and Software - Librarv 2,90C Provides a new computer workstation for the branch Librarian who currently has none. Applications include preparation of correspondence, reports and statistical evaluations using word processing, spreadsheet and graphics programs. 5) Computer and Printer - Librarv 3,20c Provides a computer and printer for the Children’s Librarian. Applications include production of calendar and bibliographies which were absorbed by this division when Graphic Artist was downgraded to part time status. 6) Laser Printer - Police 1,50C Provides a printer for the Crime Prevention Technician. Will eliminate transit across building into a locked room to gain access to printer now used. 7 0 0 PAGE THREE OF AGENDA BILL NO. 12; 933 7) Maclntosh Computer, Printer, Scanner, Software and Modem - 11 ,ooc Community Services and specifications, generate reports and simplify communications between satellite .office and main office. It is estimated that a computer workstation for the Park Planner will save approximately $5,000 per year through improved efficiency and communication abilities with the main office. Provides a new computer workstation which will perform park design TOTAL $35,30( CITY-WIDE COMPUTER UPGRADES During September, 1994, the City upgraded its word processing software which had i unanticipated effect on certain existing computer hardware. The upgrade found ear generation equipment to be slow and in some cases unable to handle the complexitif of the new software. Additionally, other more current computer equipment does not ha\ the components necessary to operate the new word processing version at an efficie level. As a result, Information Systems has thoroughly analyzed the deficiencies in tk existing equipment, as well as solutions which can be exercised to ease the difficultit that have occurred. The recommendation includes the replacement of fourteen 286 model person computers with new 486 model computers that will be faster and have sufficient memo a total cost of $30,340 to implement the replacements. It is not deemed beneficial reassign the old 286 model personal computers as they are no longer compatible wi the applications being used in the City. The surplus computers will be disposed of accordance with the Carlsbad Municipal Code, Title 3, Chapter 3.29, Disposal of Surpll City Property. If the City Manager determines that the computers are unable to be sol staff recommends that the Carlsbad Unified School District receive the donation. In addition, some existing 386 and 486 personal computers need to be upgraded wi overdrive processor chips, hard drives and memory for optimal performance. It estimated that these upgrades will increase the life span of existing equipment by tv to three years. As a result, Information Systems recommends the purchase of overdri processor chips, memory chips and hard drives. All of these components have bet tested and significant performance difference was achieved. The increased speed at efficiency will save time and. ease operator frustration. These hardware upgrades a capacity. Each new personal computer is estimated to cost approximately $2,200 f estimated at $1 3,660. e e .. PAGE FOUR OF AGENDA BILL NO. I?, 433 The total cost for implementing the above noted recommendations is $44,000 includin tax and installation. FISCAL IMPACT: Within the General Fund, capital equipment purchases have dropped from $949,200 i 1990-91 to $1 18,000 in 1994-95 resulting in the deferral of many capital equipmer purchases. This request would fund some of the more immediate needs. Staff recommends the use of General Fund reserves to fund the Employee Capit; Equipment Committee recommendations and the City-wide computer upgrades for a tot; of $79,300. As of June 30, 1994, the unreserved General Fund balance was $8 million. EXHIBITS: 1. Resolution No. q q -3// appropriating funds for purchase of capital equipment. b 1 2 3 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 I e 0 RESOLUTION NO. 94-311 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD CALIFORNIA, AUTHORIZING THE PURCHASE OF CAPITAL EQUIPMENT AND APPROPRIATING FUNDS WHEREAS, capital equipment purchases are a necessary investment which can improve public safety, increase employee productivity or service levels, and provide value to the City of Carlsbad over several years; and WHEREAS, the Employee Capital Equipment Committee and City Manager recommends the purchase of capital equipment which will increase employee efficiency and save time and money; and WHEREAS, the General Fund has sufficient and available funds; and WHEREAS, the Carlsbad Unified School District desires anc requested donation of any City of Carlsbad surplus microcomputers. NOW, THEREFORE, BE IT RESOLVED by the City Council of thc City of Carlsbad, California, as follows: 1. The purchase of the committee-recommended capita equipment is authorized and $35,300 is appropriated from the Generz Fund balance. 2. The purchase of computers, processor chips, hard drive and memory is authorized and $44,000 is appropriated from the Gener; Fund balance. lII p, I/ e a *, ) 3. That in accordance with Title 3, Chapter 3.29, Section 3.29.040(3), surplus microcomputers are to be donated to the Carlsbad Unified School District. 1 2 3 4 ii PASSED, APPROVED AND ADOPTED at a regular meeting of 5 the City Council on the 15th day of NOVEMBER , 1994, by the following 6 vote, to wit: 7 AYES: Council Members Lewis, Stanton, Kulchin, Nygaard, 8 NOES: None 9 10 11 12 13 ATTEST: ABSENT: None 14 11 15 18 17 ~ET~~&&.~~UT@KRANZ, City Clerk (SEAL) 16 Ye KAREN R. KUNDTZ, Assistant City Clerk 19 I 20 21 22 23 24 25 26 27 28 I