Minutes 03/28/2000 - Laserfiche WebLink

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March 28, 2000 In addition to replacement vehicles, I am recommending add-on equipment to specifically provide the capacity to implement certain neighborhood quality initiatives. These recommendations signify my commitment to eliminate one of our major backlog areas and to equip our employees with the tools they need to provide the high level of service citizens deserve and expect. Mobile Computing for Inspections and Permitting - A Mobile Computing system is recommended for the Department of Community Quality and Planning Services. This system, with an approximate cost of $150,000, will provide direct wireless access from portable computers to the Permit/Inspection system. Inspectors will be able to work throughout the City with real-time access and updates of system information. Several benefits will be achieved that will enhance the efficiency of the inspection process, including direct access to current information, instantaneous posting of violation and inspection results and timely reassignment and scheduling of field work. This should enable the same number of inspectors to increase productivity in our continuing efforts to upgrade and maintain our neighborhoods. Integrated Voice Response and New Phone System - Access to information twenty- four hours a day, seven days a week is becoming a basic expectation of our society. We propose an efficient means of obtaining accurate, up-to-date information at a time that is convenient to the customer. The technology to provide this is readily available through the use of Integrated Voice Response (IVR) at a cost of approximately $50,000. With the implementation of this new technology, customers will be able to dial into the IVR system and select from phone menu options to directly access current system information. This will automate several customer service processes and improve the access to information on a self-service basis. Realizing the importance of person to person communication and that some customers prefer to speak with a live person rather than a computer, I am also recommending a complete replacement of the City's phone system. Our current system was installed in 1984. It is no longer possible to expand the system and these limitations are adversely impacting on our ability to provide outstanding customer service. For many employees, the telephone is probably considered their second most essential tool, with the computer being most essential. We have been able to eliminate much of the backlog in the area of computers over the past two years and I believe now is the time to move our phone system into the new millennium. The estimated cost of a new system is approximately $1.5 million and is recommended for funding in this budget through use of lease purchase financing. Radio System - The primary means of field communication within local government is our radio system. The present system was installed in 1987. Through funding in the 1996 budget, we began upgrading the system by replacing all portable radios used by the Police Department and the 10 transmitters at the main transmitter site. In addition, the backup transmitters were expanded to provide full redundancy. These upgrades also provided a platform for migrating voice protocols to currently accepted standards. The remaining radios and system components have become obsolete and in many cases, non-repairable due to the unavailability of parts. Communication is one of the most essential elements of our public safety program and our employees must have this basic tool in proper working condition in order to effectively perform their jobs. This request has been made for the past two years, but as other urgent needs existed, it was not funded. A further delay in replacing the fundamental components of our radio system would impede our ability to provide core services. The total cost to upgrade our system is approximately $3 million, with $2 million of the total designated for public safety. It was my hope to be able to fund the entire need in the 2001 budget through use of a lease purchase program. Given the many needs in this budget and the limited resources, it will be necessary to phase-in the replacement of the system. The first, most critical phase is included in this budget recommendation at an equipment cost of $2 million to be funded through a five-year lease purchase. This first phase includes $1.4 million for replacement of police, fire, emergency services and sheriff portable and mobile radios. The remaining funding will replace radios in various City departments and provide additional upgrades to the radio communications infrastructure. The second phase of the upgrade will be a priority for funding in the next fiscal year.