HomeMy WebLinkAboutOrdinance No. 2457-2009L c, Iy J
KENA SKA
AN ORDINANCE OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, INCREASING
ESTIMATED REVENUES AND APPROPRIATIONS BY 58,719.15 IN THE GENERAL
FUND FOR REPAIRS MADE TO THE DEPARTMENTS POLICE RECORDS
MANAGEMENTS SYSTEM THAT FAILED UNEXPECTEDLY.
WHEREAS, the Communications and Police Departments utilize an IBM, proprietary
records management system to maintain department data on virtually all police and
dispatch functions; and,
WHEREAS, the system is absolutely vital to the daily operations and investigative
functions of both departments; and,
WHEREAS, the current system was purchased in 2004 and is now estimated to have a
total replacement cost of $42,000; and,
WHEREAS, repairs to the system have been made at a cost of
were a completely unexpected and unbudgeted item; and,
WHEREAS, the communications repair and maintenance account does not have
enough funds to pay for the repair, and additional funds of $8,719.15 are needed to
help cover the costs of the repair.
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF KENAI,
ALASKA, that estimated revenues and appropriations be increased as follows:
General Fund
Increase Estimated Revenue
Appropriation of Fund Balance
Increase Appropriations
Communications Repair and Maintenance
PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this second day of
December, 2009.
ATTEST:
Carol L. Freas, City Clerk
Approved by Finance: 7 £t
CITY OF KENAI
ORDINANCE NO. 2457 -2009
HAL SMALLEY, VICE OR
New Text Underlined; [DELETED TEXT BRACKETED
Suggested by: Administration
14,345.15 by IBM and
$8,719.15
$8,719.15
Introduced: November 24, 2009
Adopted: December 2, 2009
Effective: December 2, 2009
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To: Rick Koch City Manager
From Gus Sandahl Chief of Police
Date: 11/4/09
Re: Spillman RMS Server Repair
KENAI POLICE DEPARTMENT
107 SOUTH WILLOW STREET KENAI, AK 99611
Telephone (907) 283 -7879
Fax (907) 283 -2267
The Spillman police records management system utilizes a five -year old IBM server and
contains 11 years of police data. It is a critical server that is used daily by dispatchers and
officers for both inputting data and researching data. The information helps officers investigate
crimes and helps the police administration gather important statistical data.
In the last five days the Spillman server has spontaneously rebooted (errantly) at increased
frequency, causing significant disruptions to data entry and data research. The Spillman server is
manufactured by IBM, and on 11/3/09 we provided error codes to IBM tech support. IBM
determined that the most likely cause for the reboot is a failing motherboard which will need to
be replaced at a total estimated cost of $13,853. By comparison, the cost for replacing the entire
server (including migrating data from the old server to a new server) is quoted at nearly $42,000.
In talks with IBM on 11/3/09, they required an initial purchase order of $3,257 before a tech
would attempt to diagnose the problem. IBM was provided the purchase order of $3,257 on
Tuesday, 11/3/09, and then subsequently diagnosed the motherboard as the likely problem. Per
IBM that $3,257 purchase order will be cancelled and we will receive a new invoice at the
completion of the repair. We should then make payment on the new invoice with a new
purchase order.
The Communications repair and maintenance account has a remaining balance of $7,626 of
which approximately $1,000 is needed for dispatch equipment repairs in the next three months.
This leaves $6,626 available in the Communications repair and maintenance account to
contribute to the $13,853 in unexpected repairs to the Spillman server motherboard.
I am requesting an appropriation of $7,228 into the Communications repair and maintenance
account in order to have IBM immediately repair the Spillman server.
Total Repair Costs $13,853
Amount available in Repair and Maint. $6,626 *Leaves $1,000 avail. for other expected dispatch equip. repairs.
Additional Appropriation needed $7,227
To: Rick Koch City Manager
From: Gus Sandahi Chief of Police /2-
Date: 11/17/09
Re: Spillman RMS Server Repair
Total Repair Costs
Amount available in Repair and Maint.*
Additional Appropriation needed
KENAI POLICE DEPARTMENT
107 SOUTH WILLOW STREET KENAI, AK 99611
Telephone (907) 283 -7879
Fax (907) 283 -2267
I wrote a memo on 11/4/09, which indicated IBM's repair to the Spillman records management
server would cost $13,853. A purchase order for $13,853 was approved and the repair was
completed on 11/9/09. At the completion of the repair we received a repair invoice of
$14,345.15 (higher than the estimated repair cost on the purchase order).
After this repair was completed, the communications center also experienced a hard drive and
touch screen monitor failure in a dispatch radio computer. This is a completely separate
unexpected equipment repair.
Since the repair costs to the Spillman server were higher than estimated, and we have had an
additional equipment failure, I am requesting an appropriation of $8,719.15 into the
Communications repair and maintenance account. This will leave $2,000 available in this
account for the ongoing repair costs to the dispatch radio computer and monitor, and will also
leave some funds available for future repair costs.
$14,345.15
$5,626.00 *Leaves $2,000 avail. for other dispatch repairs.
$8,719.15