HomeMy WebLinkAboutAgenda Report - November 5, 2003 I-03CITY OF LOD]
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COUNCIL COMMUNICATION
AGENDA TITLE: Adopt resolution authorizing the replacement purchase of the voice recording system and
appropriate funding ($17,950.00) (EUD)
MEETING DATE: November 5, 2003
SUBMITTED BY: Electric Utility Director
RECOMMENDED ACTION: That the City Council adopt the attached resolution authorizing the
replacement purchase of the voice recording system and appropriate funding
for the purchase ($17,950.00).
BACKGROUND INFORMATION: The voice recording system records all phone and radio communications
between the Utility Service Operator (first line of contact) and customers,
other utilities and agencies, other City departments and the various City
employees dispatched by the Operations Center. These recordings have on numerous occasions proven very useful
in resolving disputes, claims, litigations, etc. The existing system consists of dual tape drives. One of the tape drives
have completely failed and the tape cannot be removed without being destroyed. The remaining drive is showing
signs of imminent failure as well. The entire system, purchased in 1998, is obsolete and no longer supported by the
manufacturer (Dictaphone). Therefore, it is recommended that a replacement system be purchased at this time.
A comprehensive search and comparison of recording systems have shown that the Freedom System by Dictaphone
is the only system that meets the requirements of the Electric Utility Department. The primary advantage with the
Freedom System is its ability to record at all times even during periods when the software is being updated or
modified. Identical systems are currently being utilized within the City in the Police Department and by Transit.
Dictaphone is giving a trade in allowance of $1,500.00 for the existing system.
It is further recommended that the CMAS (California Multiple Award Schedule) contract, available to the City, be
utilized for this purchase.
FUNDING: Capital Reserve
Funding Approval: vA&1&.N, A ' �
Vicky McAthie, Finance Director
Alan N. Vallow
Electric Utility Director
PREPARED BY: Sonny Harris, Utility Operations Supervisor
c: City Attorney
Purchasing Officer
APPROVED: (', L i 4it&.
axon Flynn - City Manager
A RESOLUTION OF THE LODI CITY COUNCIL.AUTHORIZfN(3
THE PURCHASE I° DIGITAL VOICE RECOADiNG SYSTEM AND
APPROVING TRANSFER OF FUNDS. TO COVER THIS PROJECT
WHEREAS, LodiMunicipal Code §3.20..070 authorizes dispensing with bids for
purchases of supplies, services, or equipment when it is in the best interest of the City to do so;
and
WHEREAS, the .voice recording system records all telephone and radio communications
between the Utility Operators' and customers, other utilities and agencies, and other City
departments; and
WHEREAS, the existing system purchased in 1998 consists of dual tape drives, one of
which has completely failed, with the remaining drive showing imminent failure; and
WHEREAS, the unit has become obsolete and no longer supported by the manufacturer,
i.e. Dictaphone, and
WHEREAS, itis staff's recommendation that the City purchase. a replacement system
called the IYre dom System from Dictaphone, which has the ability to record a4 all times even
during .periods when the software is being updated or modified, under the State of California's
CMAS Contract.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Lodi does
hereby approve t6 purchase of the Freedom voice recording system frorn Dictaphone
Corporation of Sacramento, in the amount of $17,950.00; and
BE IT FURTHER RESOLVED that funds in the amount of $17,950.00 be appropriated
from the Electric Capital Reserve account to diver this purchase.
Dated November a, 2003
I hereby certify that Resolution No. 2043-2Ci9 was passed and adopted by the Lodi City
Council in a regular meeting held November 5, 2003, by the following vote:
AYES: COUNCIL MEMBERS - Beckman, Hansen, Howard, Land, and Mayor
Hitchcock
NOES; COUNCIL MEMBERS - none
ABSENT: COUNCIL MEMBERS - Norte
ABSTAIN: COUNCIL MEMBERS - None
SUSAN J. BLAC STON
City Clerk