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HomeMy WebLinkAboutAGENDA REPORT 1997 0820 CC REG ITEM 10F30g,4(1(.,) (X) ITEMlQ. CITY OF MOORPARK CITY COUNCIL AGENDA RE PORE OF MooRPARK, CALIFORNIA City Co ncu Meeting TO: The Honorable City Council O Z2' 2 199. - ACTION: FROM: Donald P. Reynolds Jr., Administrative Services DATE: August 12, 1997 SUBJECT: Consider Replacement of the City's Optical Disk Scanner and One Printer, and the Purchase of Two New Cellular Phones and one New Pager Two pieces of equipment are in need of replacement at this time in order to continue the progress made this summer scanning documents onto optical disk, and to improve the printing capabilities of the Personnel Technician in Administrative Services. Staff is also in need of two new cellular phones and one pager. Using the Equipment Replacement Fund, the computer equipment can be purchased for $5,530, but to buy two new cellular phones and a pager requires $850 from the General Fund Reserve. The optical disk scanner bought in 1993 began to fail last spring, and the City spent approximately $200 in an attempt to keep it running. In July, the scanner completely crashed, and the estimated price to repair it is $1,700. The cost of new scanners has fallen to the point of replacing this machine appears to be a better option. Due to the volume of documents being scanned, it is practical to include a sheet feeder for the equipment, and to specify a machine that will handle large volumes. It is also important to assure that the interface between the scanner and the optical disk system communicate, so staff pursed pricing from the same manufacturer as the current machine. The final specifications include a 50 sheet feeder, scanning speed of twenty pages per minute, with a maximum resolution of 400 dots per inch. Staff hopes that this machine will meet the future demands of the optical disk system at a cost of $4,210. The Personnel Technician's laser printer is a Hewlett Packard II bought in 1990. 000386 It has limited memory and graphics ability, and is quite slow by today's standards. To match the network capabilities of the printers replaced last year, staff is recommending a machine which prints at 16 pages per minute, has a 50 sheet paper tray and extended memory. It can also be linked through the network to as many as six users, should the need arrive when the LAN is installed later this fall. This Hewlett Packard 5 has been used with success in the Community Development Department for seven months, and will cost $1,320. The City Manager and Deputy City Manager were the first to receive cellular phones in 1991, and they currently use the oldest phones at City Hall. Needless to say, the technology is old and limited, and an upgrade is being requested at $350 per phone. These two phones are proposed to be a trial of the digital technology available, which can lead to several enhanced services including the "wireless office" forwarding calls from the office directly to the cellular phone, and wireless data transmissions from off -site. To upgrade all of the City's current inventory of ten phones from analog to digital, would cost approximately $4,200. This could be considered in the 1998/99 budget. The two older phones would be used by the Administrative Services Manager for emergency service needs and for weekend /after hours use by the part -time maintenance staff, AVRC staff and Recreation Superintendent during special events. The Director of Community Services would retain the phone previously assigned to the Assistant to the City Manager since her new duties require some amount of field work and after hours /weekend responsibilities. Due to the proposed re- assignment of the old phones, the new phones are not considered "replacements" and are thus not eligible for funding from the Equipment Replacement Fund. A pager is needed for the Arroyo Vista Recreation Center and the City's current provider is unable to respond to this request. Currently, the City receives ten free pagers in exchange for allowing the vendor to place a cell site in Moorpark at City Hall. This need for a new pager takes the City beyond this arrangement, so a local vendor was used in obtaining quotes. For approximately $120 per year, a new pager can be provided for the staff at AVRC for use when assigned staff have to leave the office during business hours. Maintenance and operations costs for both the pager and cellular phones can be absorbed within the established budget. 2 000387 Recommendation (Roll Call Vote Required) That the City Council adopt Resolution 97- , (attached), and fund $5,530 from the Equipment Replacement Fund (403) to replace the scanner and printer, and the appropriation of $820 to buy two new cellular phones and a pager.