HomeMy WebLinkAbout1998-04-01 PACKET 04.F.REQUEST OF C9TY COUNCIL F,CT"ION COIJRICIL AGENDA
MEETiNG 17"EPVI #��
DATE 4-1-98 ,
PF�EPAR�D BY Public Safety Dennis Cusick
ORIGIt�Al'ING DEPARTMENT' STAFF AUTHOR
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Pass a motion authorizing the upgrade of our current dictation system to an Enterprise Voice
and Data Aflanagement System fhrough a lease purchase agreement with Dictaphone
Systems, Incorporated and authorize the execution of this contract with Dictaphane
Incorporated as outiined in the attached memorandum.
BUDGET IMPLICATION: $11,000.00
BUDGETED AMOUNT
$6,522.62+4,47 0500-4380
ACTUAL AMOUNT FUNDWG SOURCE
SUPPORTING DOCUMENTS
� MEMO/I.ETTER: Management Assistant Niki
Director of Public Safety Dennis Cusick.
❑ RESOLUTIOPJ:
❑ ORDINANCE:
❑ EP1GItdEERlR1G RECOPVIMENDATION:
❑ LEGAL RECOMAAENDATfOIV:
❑ OTHEF2:
Getschei, dated 3l25/98, authorized by
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The equipment cost after 4rade-in is $55,590.00. !ts expected life through 4he lease term is 5
years with an annualized lease payment of $12,132.48 as per the enciosed document. An
interfund loan for the $55,590 amount at 6% over 5 years results in an annual payment of
$13,196.87. !t appears that this new lease wili increase 4 e operaYing cast of the PD for this
technoiogy by an annual amount of�.�177.7� rg�abiy��owev�, the equipment enhances
patroi officer e�ciency. '�� , �'
ity Administrator
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To: Director of Pubiic Safety Dennis S. Cusick
From: Management Assistant Niki �. Getschel N�
Date: March 26, 1998
Re: REQUEST TO LEASE/PURCHASE DICTAPHONE ENTERPRISE
EXPRESS VOICE AND DATA MANAGEMENT SYSTEM
INTRODUCTION
The Police Department is currentiy leasing a DX3000 Digital Dictation System from
Dictaphone, and this lease is now up for renewal. We have met with Dictaphone
staff, reviewed what we see as future needs and goals we would like to accomplish
with our dictation system, and have determined that the Enterprise Express Voice
and Data Management System from Dictaphone meets our needs. At this time we
request authorization to renew and upgrade contract with Dictaphone through a
lease purchase arrangement.
DISCUSSION
in 1993 the Cottage Grove Police Department signed a five-year Iease on a digital
dictating system with Dictaphone Corporation. This system has proved to be
beneficial for the department, allowing officers to dictate from any location through
use of a digital telephone. It also has a feature which allows the officer to enter a
code for each report they dictate, which aids the transcriptionist in determining
priority of case report typing. This system has a management tool which prints
reports, as requested, indicating the status of any given report. O�cers in the field
have the ability tu access our system to listen to dictated reports prior to their being
transcribed to ensure continuity of services to the citizens.
This system has worked well to date, however, with a Records Management goal to
have all reports dictated and integrated into our Stratus Records System; we will
need to advance to an upgraded system. At the present time, ten hours of dictation
can be stored on the system at one time. This has been fine for what we have
• Page 1
currentiy been �lacing on the system; however, we currently have officers
handwriting reports where the anticipated length is less than one page. This
represents approximately 65% of ali reports made. The upgraded system will
handle the storage of this additional dictation as it holds up to 250 hours of dictation
at one time.
To ensure our ability to efficiently manage a transition from handwritten police
reports to dictated reports, we stayed the implementation. It is without question
more e�cient to have our offcers dictate all of their reports rather than allotting time
away from our mission to hand write their reports. The time has come for us to
compiete the transition.
Another goal of our department is to achieve high performance and cost efficiency
through off site Yranscription services. The ability for off site transcription is a
significant featurc� of this system and is not available on our current system..
FINANCIAL CONSIDERATION
Within the Police Department 1988 Rental/Lease Account (Account 4380) there is
$ 11,000 designated for the lease of dictation equipment. Of this money,
$ 4,477.38 wili be used towards payment of the existing dictation equipment lease.
The remaining $ 6,522.62 will be used towards the iwo quarterly iease payments.
The proposed Dictaphone Enterprise Express Voice and Data Management System
wili cost $ 3,033.12 per quarter. This represents an increase of $ 793.00 per quarter
over our current lease. Su�cient funding exists within aur 1998 authorized budget
to cover the increased cost of this system. The interest charge on this lease
purchase is one percent over prime.
The financial proposai does not include the cost of the analog telephone lines
necessary to install this equipment. These costs will be included in the Tuesday
packet.
Alternatives
1. Renew tlie lease with our current system. This really is not a viable
alternative as we have outgrown the capacity of our current system, and it
does not provide for off site transcription services.
2. Purchase the system using a loan from one of the city's enterprise funds if
the interest savings would be significant from the one percent over prime
which is proposed in the lease.
• Page 2
RECOMMENDATION
It is my recommendation that the City Council authorize the upgrading of our current
dictation system to an Enterprise Voice and Data Management System, through a
lease purchase agreement with Dictaphone Systems, Incorporated.
COUNCIL ACTION REQUIRED
If the City Council concurs with this recommendation, they should pass a motion
authorizing the execution of this contract with Dictaphone Incorporated as outlined in
the above memorandum.
Attchmt.
• Page 3
LEASE AGREEMENT STATE AND LOCAL GOVERNMENT
VENDOR NAME AND ADOtiESS
Dictaphone Corporation
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SAIES REP. S4tES R�. NO.
�ISTAICT NAME
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INITIAL LEASE BILLING FREOUENCY A �T� N �� 0 a EOUIPMENT �7
TERM ❑MONTHLV PEPLACEMENT �Eq$E?AYMENT(S)
QN MONiN$) . OPT10N�
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V' �'/ ❑ OTHER ES 8 SLA S YES ❑ NO �
# OP � LFASE ADDITIONA� SUB-TOTAI SALES TAX TOTAL PAYMENT T� �EMPT NO.
PAYMENTS� PAYMENT SERVICES
PIR� T �� ��� .� ' ; � �� `� (ATTACH CERTIFlCAT�
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LEASE TERMS AND COND�TIONS
You heBby request that we leaze to you the personal property tlesctlbetl aUOVe or on any SChetlule attached herero (herein called 'EquipmenY) on t�e terms antl Conditions of
the Lease set forth above and on ;he Bverse siEe hereot. This otter ro Ieese 5hali nq be valid and enforceable untii written acceptance �ereof shall be signetl at our home otfice in Connecticut
by an authonzetl emp�oyee ot ours. Upon such signetl acceptance, we agree to lease the Epuipment ro you. All rent5 antl other amounts tlue antl ro become tlue shall be payable to
Pitney Bowes Cradit Corporation antl madad to 201 Memtt �, Norwaik. Connecticut 06 65 6 5 7 51.
1. NON-CANCELLAB�E lEASE. This Lease canno[ be cancelletl or terminated except as expressry provitletl herein.
2. LAS7 LEASE PAYMENT(S). If (here is an amount shown in the lasi Lease Payment(s� box a0ove, such payment(5) shall be applietl ro Me tast Lease Payment(s) of the Initial Lease Tertn.
3. ASSIGNMENT OFPSET. Without our pnor written wnsent. you shall not assigq suble[, w IenE Equipment or pertnit i� to be useC by anyone other [han you or your employees.
You hereby acknowledge receipt of noNCe Nat we intentl to assign our nghts untler Nis Lease and to Ne Equipment to Pimey Bowes Cretld Corporation: 201 Merntt �, Norv+aik, Ct. O6&56 (ASSionee)
upon the terms and contlitions set forth. herein. Pssignee shall have all of our nghts, but none of our obligations, untler this �eaze. Vou shall not assert againsi assi9nee in any action
brought ro recwer possession oi Equipment or ro cWlecc unptid lease balances or oMer charges any tlefense, wunterclaim w ottset Nat you may nave against us antl your liabiliry to
assignee shali be immetliate antl absWUte upon a55ignmenG NotwiMStantling any wch assignment, we wartant Mat you shali quietly enjoy use of Equipment subject to the terms antl
cronGitions of mis leaze. Subject ro the toregoing, this lease insures to the benefit of arW is bintling upon me successors antl asslgns ot Ne parties herero.
4. LEASE PAVMENT: TERM. You shali pay Ne Lease payments shown above, Me first ot which shall be tlue 30 tlays after tha lease commencement Cate. and subse0uent payments shall be
due on the same tlay ot each month fw other catentlar penotl intlicatetl above) NereaXer. Lease payman6 st�ali be tlue wheMer or nof you have receivetl any notlr,e that such payments are due.
Vou acknowletl9e having been ofteretl Ne choice of purchasinq at the Totai Gost sel brth on Me face page, or leasing on the tlefertetl lease payment schetlule specified t�erein, antl have
eleCtetl to lease.
The tertn of this Lease commences upon Ihe tlale of written aCCeptenCe by us (Ne 'Commihnent Date") antl entls upon payment by you of Me number of Leaze Payment5 shown
above subiect �owever to eadier canceliation w terminalion as hareinatter provitletl.
5. EOUIPMENT DEUVERY, You shall anange tor tlelivery Of Equipment 5o that it ran De acceptetl in accortlanCe with Paragraph 10 �ereot vAthin ninety Days after the Cate of acceptanCe of thi5
Lease by us (the `Commitment Date"). You hereby authonze us to insert in Nis lease Ne sanal mimbers antl other identificazion data of Equipment when Getertninetl by us.
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To: Director of Pubiic Safety Dennis� �S� �
From: Management Assistant Niki L:'G�tschel and MIS Coordinator Jenny Jennings
Date: March 31, 1998
Re: ADDITION OF ANAIOG LINES TO THE CITY'S CURRENT SELEPHONE SYSTEM TO BE
USED BY THE DICTAPHONE ENTERPRISE EXPRESS VOICE AND DATA
MANAGEMENT SYSTEM (CITY COUNCIL AGENT ITEM # 4F)
In my memorandum of March 26, 1998 requesting a lease of a Dictaphone Enterprise Express
Voice and Data Management System, I indicated in the Financiai Consideration section that I was
unable to provide you with al{ of the costs involving analog te4ephone iines which need to be
installed for this system. This new system will require 17 additionai analog lines from our curre�t
dictation system, which has 7 analog telephone lines. These lines wiil be used as follows:
3 Report Writing Room Dictation Centers (Currently hardwired to the existing system)
2 Trancriber Units (Currently hardwired to the existing system)
1 Management Unit (New)
1 investigator Dictation Center (New)
10 System In/Out Lines (2) and Hunt Sequence Lines (8)when people are calling in to
dictate/transcribe
I met with MIS Coordinator Jenny Jennings and expiained what telephone lines were necessary
for the system, and she indicated that we had no avaiiabie analog lines on the City's phone
system. She spoke with a representative from Cady Communications and received the following
prices for additional equipment for our existing pho�e system:
Expenditures:
• 1- SX-2000 Light AC Peripherai Node est. $ 4,300.00
(A box which has 12 siots for teleplione line cards;
the Dictaphone System will need 2 siots, the
remaining slots to be used as needed by the City)
• Cable Lines est. $ 2,000.00
• Installation of Box and Programming
. Moving of Existing Cables
• 2— ONS Line Cards (16 Analog Lines on each card)
TOTA�
est. $ 2,000.00
est. $ 700.00
4 000.00
$13,000.00 + tax
Revenues
Revenues for the additions to the existing telephone system will be provided as follows:
Municipal Building Fund 9525-4520 $ 9,700
(Funds designated for additional telephone equipme�t)
Police Budget 0500-4370 $ 3,300
Please add these additional financial costs to the submitted request.
Thank you.