HomeMy WebLinkAbout21-Police Department
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From:
Michael Billdt,
Assistant Chief of Police
Police 0 r . '"' .. I · L
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Subject:
Resolution of the City of San Bernardino
to increase the purchase order to Steno
Solutions for the transcription of taped
police reports.
Dept:
Date: November 21, 2002
Synopsis of Previous Council Action:
None
Recommended Motion:
Adopt resolution.
~~
Michael Billdt, Assistant Chief of Police
Contact person: RnhArt Curtis
phnnA'384.5ROR
Supporting data attached:
Yes
Ward:
FUNDING REQUIREMENTS: Amount $45,000.00
Source: 001-222-5505 (Other Professional Services)
Finance:fffiJrhfl:'~
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Council Notes:
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Agenda Item No. ~
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
SUBJECT
Resolution of the City of San Bernardino to increase the purchase order to Steno Solutions for
the transcription of taped police reports.
BACKGROUND
This department maintains a transcription unit for the purpose of transcribing taped police
reports. During the last six months, the transcription unit has been reduced because of medical
reasons and resignations. These positions are part time and are limited to only 1000 hours per
year, which equates to 19 Yz hours per week. When vacancies occur and the position is listed,
responses are minimal at best. The last two recruitments for this position produced only four
candidates. Once our transcribers pass the state licensing exam, they soon leave for more
lucrative full time positions. This has resulted in a backlog of approximately 1900 non-priority
tapes awaiting transcription. This backlog must be addressed to ensure that quality service is
provided to the public and investigators receive transcribed reports in a timely manner to conduct
follow-up investigations.
For the past three years, the police department has utilized Steno Solutions of Corona, CA to
assist the Transcription Unit during peak workloads or staffing shortages. The police
department's approved FY 02/03 budget included $15,000 for Steno Solutions in account #001-
222-5505. On 7/1102, the Purchasing Manager issued purchase order #203426 to Steno
Solutions in the amount of$15,000.
Steno Solutions presently transcribes 160 reports per month at a cost of $15.00 per report.
Increasing the present purchase order to $45,000 for the remainder of FY 02/03 would allow
report transcriptions by Steno Solutions to double to 320 per month should eliminate the
backlog.
Because of the rapid accumulating backlog and the necessity to reduce it, there was no formal
solicitation to the Invitation to Bid process. However, a telephonic survey was conducted on
10/8/02 with three other transcription and court reporting agencies.
California Deposition Reporters, Inc. (Stockton, CA) -- Their fee was stated as $7.75 per page
and did not offer pick up and delivery. (With an average page count of three pages, each report
would cost $23.25).
Golding Court Reporting (Cerritos, CA) -- Does not do police report transcribing.
Patrick Audrey Reporting Service (San Bernardino, CA) -- $4.50 per page, plus a $25.00 per
hour listening fee and a $35.00 processing fee and no pick up and delivery.($13.50 per report,
$12.50 per Yz hour oflistening and a $35.00 processing fee).
We recommend that we remain with our present vendor, Steno Solutions, for the remainder of
FY 02/03. Their fee was set at $15.00 per report, which includes pick up and delivery on a
weekly basis. During the remainder of FY 02/03, the police department will explore the cost
effectiveness of converting existing police transcriber positions from part-time to full-time in
order to reduce the turnover rate and the dependency of outsourcing.
FINANCIAL IMPACT
The police department will disencumber $30,000 from the Wackenhut Corporation annual
purchase order #203050 to cover the increase in purchase order #203426 with Steno Solutions.
This funding is available as the Wackenhut Corporation has had difficulty in providing qualified
employees to fill contract positions at the police department. The remaining funds in the annual
purchase order with Wackenhut Corporation will be sufficient to cover contract services costs for
the remainder ofFY 02/03.
RECOMMENDATION
Adopt Resolution.
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3 RESOLUTION OF THE CITY OF SAN BERNARDINO TO INCREASE THE
PURCHASE ORDER TO STENO SOLUTIONS FOR THE TRANSCRIPTIO:'i OF
4 TAPED POLICE REPORTS.
RESOLUTION NO.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
Section 1.
That the Purchasing Manager is hereby authorized and directed to
increase the purchase order to Steno Solutions from $15,000.00 to $45,000.00 to cover the cost
of transcribing taped police reports.
Section 2.
The Purchase Order shall incorporate by reference this Resolution No.
14 Ii
i I 2002-_. A Bid Specification number is not available as this purchase is a negotiated
1-1
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purchase. The purchase order shall include the following language:
The processing of police transcripts at a rate of $15.00 per repol1, up to a maximum of 320
18 rep0l1s per month or $45.000.00 annually. Report fee includes pick up and delivery of
19 i transcribed reports.
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19 The foregoing resolution is hereby approved this
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RESOLUTION OF THE CITY OF SAN BERNARDINO TO INCREASE THE
PURCHASE ORDER TO STENO SOLUTIONS FOR THE TRANSCRIPTION OF
TAPED POLICE REPORTS.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a
meeting thereof, held on the
_ day of
, 2002, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LONGVILLE
MCGINNIS
DERRY
SUAREZ
ANDERSON
MCCAMMACK
Rachel G. Clark, CIty Clerk
day of
,2002.
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Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
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By: w.. 1. J::.~
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): 12..-2-07- Item # 2-\
Vote: Ayes I) '3-(,., Nays f')
Change to motion to amend original documents:
Resolution # -Z 00 2.. - 3()f)
Abstain k}- Absent 1-
Reso. # On Attachments: ~ Contract term: -
Note on Resolution of Attachment stored separately: ~
Direct City Clerk to (circle 1): PUBLISH, POST, RECORD W/COUNTY
NulINoid After: -
By: -
Date Sent to Mayor: 12..-3-02..-
Date of Mayor's Signature: 1"Z--tj -<::>-,1...-
Date ofClerk/CDC Signature: (2--$-02-
Reso. Log Updated: v"
Seal Impressed: ,.../
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emo/Letter Sent for Signature:
See Attached:
See Attached:
See ttached:
Date Returned: -
60 Day Reminder Letter Sent on 30th ay.
90 Day Reminder Letter Sent on 45th day:
Request for Council Action & Staff Report Attached: Yes vi"
Updated Prior Resolutions (Other Than Below): Yes
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634): Yes
Updated CDC Personnel Folders (5557): Yes
Updated Traffic Folders (3985, 8234, 655, 92-389): Yes
No
NO-7
No_
Copies Distributed to:
City Attorney ,/
Parks & Rec.
Code Compliance Dev. Services
Police / Public Services Water
EDA
Finance /
MIS
Others:
Notes:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.)
Ready to File: 01L.-
Date: 12-.(" -0'2...-
Revised 0 I /12/0 I