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HomeMy WebLinkAbout118-Admin Improvements.pdfCITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 155 ADMINISTRATIVE I MPROVEMENTS P ROGRAM The Capital Improvement Plan’s Administrative Improvement Program provides for major capital expenditures to improve administrative and operational systems, processes, or functions. At this point, with few projects undertaken to date, the Administrative Improvement Program is limited to three categories: • Information Technology Projects • Communication Infrastructure Improvements • IT Infrastructure Improvements In the future, Administrative Improvement projects may also include program categories for operational assessments, community surveys, or emergency operation projects. The following are current category descriptions: Information Technology Projects – is comprised of improvement projects which provide operational efficiencies utilizing Information Technology. Currently, projects include the Financial System upgrade and several document imaging projects. Communication System Improvements – represents projects related to audio/visual communication hardware upgrades. At this point, projects include the planned Telephone System Upgrade. IT Infrastructure Improvements – includes projects which acquire or upgrade IT equipment and infrastructure. Only one project is planned currently; the IT Emergency Power Backup project. The two schedules on the following pages lists the Administrative Improvement Program’s capital projects and the Administrative Improvement Program’s summary funding by account classification. Following the summary schedules are individual project pages for each of the funded projects in this capital program. CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 156 P ROJECT SUMMARY For FY 2010/11, there are six active projects. As shown above, the following three Administrative Improvement projects were fully completed in the last fiscal year: • Website Upgrade Project • KSAR Equipment Upgrade • IT Server Room Climate Control Project Total Expended Project To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expenditures Information Technology Projects 9411-001 Financial System Upgrade 67,200 3,534 - - - - 70,734 9412-001 Document Imaging - Public Works 13,363 85,183 - - - - 98,546 9412-002 Document Imaging - Development 28,011 31,989 - - - - 60,000 9412-003 Document Imaging - City Mgr Office - 8,887 - - - - 8,887 9413-001 Website Upgrade 47,115 closed - - - - 47,115 Communication System Improvements 9421-001 Telephone System Upgrade - 50,000 - - - - 50,000 9422-001 KSAR Equipment Upgrade 2,998 closed - - - - 2,998 IT Infrastructure Improvements 9432-001 IT Emergency Power Supply - 40,180 - - - - 40,180 9432-002 IT Server Room Climate Control 9,820 closed - - - - 9,820 Total Project 168,507 219,773 - - - - 388,280 Interfund Transfers 8,887 - - - - 8,887 Total Project Expenditures 177,394 219,773 - - - - 397,167 Budgeted for Fiscal Year ADMIN PROJECT EXPENDTURE SUMMARY CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 157 ADMINISTRATIVE I MPROVEMENT P ROGRAM F UNDING SUMMARY Prior FY Total Year 2009/10 Funding Program REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP ADMINISTRATIVE FUND Transfers In - General Fund 279,280 9,000 288,280 - - - - - 288,280 Transfers In - IT Fund - 100,000 100,000 - - - - - 100,000 Transfers In - Other Projects - 8,887 8,887 - - - - - 8,887 TOTAL REVENUES 279,280 117,887 397,167 - - - - - 397,167 Prior FY Total Year 2009/10 Expended Program EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expended CIP ADMINISTRATIVE FUND Salary & Benefits 15,385 4,646 20,031 - - - - - 20,031 Materials & Supplies - - - - - - - - - Fees & Expenses 11,766 1,597 13,363 85,183 - - - - 98,546 Consultant/Contract Svs 94,221 28,074 122,295 94,410 - - - - 216,705 Project Equip & Fixtures - - - - - - - - - Construction Expenses - 12,818 12,818 40,180 - - - - 52,998 Transfers Out - 8,887 8,887 - - - - - 8,887 TOTAL EXPENDITURES 121,372 56,022 177,394 219,773 - - - - 397,167 Prior FY Total Year 2009/10 Estimated Program Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - 157,908 219,773 - - - - - Revenues & T/I 279,280 117,887 397,167 - - - - - 397,167 Expenditures & T/O 121,372 56,022 177,394 219,773 - - - - 397,167 ENDING FUND BALANCE 157,908 219,773 219,773 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 158 PROJECT DIRECTORY INFORMATION TECHNOLOGY PROJECTS PAGE 9411-001 Financial System Upgrade D – 124 9412-001 Document Imaging Project – PW D – 126 9412-002 Document Imaging Project – CDD D – 128 9412-003 Document Imaging Project – CMO D – 130 COMMUNICATION SYSTEM PROJECTS 9421-001 Communication System Upgrade Project D – 134 IT INFRASTRUCTURE PROJECTS 9432-001 IT Emergency Power Supply D – 138 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 159 INFORMATION TECHNOLOGY PROJECTS CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 160 I NFORMATION T ECHNOLOGY P ROJECTS Project Name Financial System Upgrade Project Number 9411-001 Department Finance & Administrative Services Project Manager Mary Furey Description This project provides for the upgrade to the City’s financial system. Location The financial system upgrade is implemented at Saratoga City Hall. Project Background In 2005, concerns that the City’s financial software system was outdated, both difficult and limited in use, and ineffective for managing the City’s finances prompted staff to began working with SunGard HTE, Inc., the City’s financial software solution provider, to conduct a needs assessment. Staff developed several objectives for upgrading the financial system including: ease of use; reduced maintenance expenses; compatibility with Generally Accepted Accounting Principles, audit and reporting requirements; and functionality with other software systems used by the City. Based on these objectives, SunGard HTE proposed an upgrade to the “Finance Plus” program, which is a web-based solution. After Council approved an agreement with SunGard to upgrade the City’s financial system in November 2006, staff and SunGard began working together to launch the system. In July 2008, the Fund Accounting and Purchasing modules of the program went live. Subsequently, the Payroll/Human Resources module was implemented and went live in October, 2008. Further implementation of the Human Resources module and possibly a Personnel Budgeting module is expected to be fully completed by late 2011. Upgrading the financial software provides many benefits: • Complies with current accounting, reporting, and audit standards • Incorporates an appropriate chart of accounts which is tailored to the City’s functions • Improves financial data and provides appropriate reports for analysis • Creates staff time efficiencies through simplified functions, improved processes, and ease of use Funding for this project came from a General Fund transfer. Operating Budget Impacts The new financial system is an ASP solution which means the system is hosted and maintained by SunGard. This decreases server expense and staff time requirements for in-house maintenance and upgrades, provides greater backup security through immediate system attention, and generates backup redundancy – an especially important feature for emergency operations. CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 161 I NFORMATION T ECHNOLOGY P ROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Begin Design Phase Completed 2006 Prepare plans and specifications Begin Bid Process Completed 2006 Council approves plans and authorizes bidding the project Contract award November 2006 Vendor selected, contract is finalized and approved by Council Implementation Kickoff January 2008 SunGard Pentamation upgrade implementation begins Phase 1 July 2008 Fund Accounting and Community Plus systems go live Phase 2 October 2008 Payroll and HR Modules go live Phase 3 – Project Completion February 2011 Personnel Budgeting, Cash Receipt Reporting modules implemented FINANCIAL SYSTEM UPGRADE Prior FY Total Year 2009/10 Funding Project REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP ADMINISTRATIVE FUND Transfers In 70,734 - 70,734 - - - - - 70,734 TOTAL REVENUES 70,734 - 70,734 - - - - - 70,734 Prior FY Total Year 2009/10 Expended Project EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expended CIP ADMINISTRATIVE FUND Materials & Supplies - - - - - - - - - Fees & Expenses - - - - - - - - - Consultant/Contract Svs 67,200 - 67,200 3,534 - - - - 70,734 Project Equip & Fixtures - - - - - - - - - Construction Expenses - - - - - - - - - Transfers Out - - - - - - - - - TOTAL EXPENDITURES 67,200 - 67,200 3,534 - - - - 70,734 Prior FY Total Year 2009/10 Estimated Project Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - 3,534 - 3,534 - - - - - Revenues & T/I 70,734 - 70,734 - - - - - 70,734 Expenditures & T/O 67,200 - 67,200 3,534 - - - - 70,734 ENDING FUND BALANCE 3,534 3,534 3,534 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 162 I NFORMATION T ECHNOLOGY P ROJECTS Project Name Document Imaging Project – PW Project Number 9412--001 Department Public Works Project Manager Shaheen Sarwari Description This project converts paper documents into an electronic document archiving system. Location This project is implemented at City Hall, with conversion work at offsite vendor offices. Project Background In 1999 the City implemented a program to convert paper and microfiche documents into digitized format and subsequently purchased Laserfiche, an electronic document management system. Creating electronically indexed copies of important City documents helps to ensure records are maintained permanently, and the documents are can be easily located and reproduced if necessary. Since 1999, the City Clerk’s Office has been scanning permanent administrative records, such as minutes, agendas, resolutions, ordinances, contracts, and election information, and adding them to the document management system. In December 2005, the City Council approved a General Funds transfer for use in scanning Public Works Department documents that date back to the 1950’s. In 2006, Public Works began scanning records and adding the digital versions of these records to the City’s Laserfiche system. Public Works Department documents include a large quantity of oversize records, maps, and blueprints. Many of these documents require special handling during scanning, due to their age and size, and must be sent out to a scanning contractor. When the documents are returned to the City, staff must assess the quality of the files to ensure that they are legible, complete, and that they are correctly scanned and indexed. General Fund transfers will fund prior year’s documents and current City engineering document scanning costs, however in 2007, fees were established in both Planning and Building to fund development related scanning costs. Operating Budget Impacts A significant amount of staff time is required to prepare documents for scanning, conduct quality assessments of scanned records, and then input them into the City’s document management system. However, the document imaging project helps protect vital City records and allows staff to more efficiency and effectively search for documents and respond to public records requests. CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 163 I NFORMATION T ECHNOLOGY P ROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Project Development Complete Document Imaging project scope defined RFP & Bid Process April 2010 Contract RFP prepared and sent out to bid Contract Award June 2010 Vendor selected and contract is finalized and approved Estimated Project Start July 2010 Vendor document imaging process begins Estimated Project Completion June 2011 Vendor document imaging process completed DOCUMENT IMAGING – PUBLIC WORKS Prior FY Total Year 2009/10 Funding Project REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP ADMINISTRATIVE FUND Transfers In 98,546 - 98,546 - - - - - 98,546 TOTAL REVENUES 98,546 - 98,546 - - - - - 98,546 Prior FY Total Year 2009/10 Expended Project EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expended CIP ADMINISTRATIVE FUND Materials & Supplies - - - - - - - - - Fees & Expenses 11,766 1,597 13,363 85,183 - - - - 98,546 Consultant/Contract Svs - - - - - - - - - Transfers Out - - - - - - - - - TOTAL EXPENDITURES 11,766 1,597 13,363 85,183 - - - - 98,546 Prior FY Total Year 2009/10 Estimated Project Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - 86,780 - 85,183 - - - - - Revenues & T/I 98,546 - 98,546 - - - - - 98,546 Expenditures & T/O 11,766 1,597 13,363 85,183 - - - - 98,546 ENDING FUND BALANCE 86,780 85,183 85,183 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 164 I NFORMATION T ECHNOLOGY P ROJECTS Project Name Document Imaging Project – CDD Project Number 9412-002 Department Community Development Department Project Manager Abby Ayende Description This project converts paper documents into an electronic document archiving system. Location This project is implemented at City Hall, with conversion work at offsite vendor offices. Project Background The Community Development Department has been transferring paper documents to microfilm since the 1980’s and switched over to a digital format in 1999 when the City purchased Laserfiche, an electronic document management system. Creating electronically indexed copies of important City documents helps to ensure records are maintained permanently, and the documents are can be easily located and reproduced if necessary. The Building Division of the Community Development Department has scanned plans and building permit records, and the Planning Division has been scanning completed planning applications and Planning Commission packets since 1999. In 2008, the City Council approved a General Fund transfer to convert older records and microfilm records to the electronic format. The City has approximately 30 years of building permit records and 40 years of planning application records on microfilm that require conversion. The project is currently about 50% complete. In 2007, fees were established in both Planning and Building to fund development related scanning costs for all new Planning and Building documents. Operating Budget Impacts A significant amount of staff time is required to prepare documents for scanning, conduct quality assessments of scanned records, and then input them into the City’s document management system. However, the document imaging project helps protect vital City records and allows staff to more efficiency and effectively search for documents and respond to public records requests. CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 165 I NFORMATION T ECHNOLOGY P ROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Project Development Complete Document Imaging project scope defined RFP & Bid Process April 2010 Contract RFP prepared and sent out to bid Contract Award June 2010 Vendor selected and contract is finalized and approved Estimated Project Start July 2010 Vendor document imaging process begins Estimated Project Completion June 2011 Vendor document imaging process completed DOCUMENT IMAGING – COMMUNITY DEVELOPMENT Prior FY Total Year 2009/10 Funding Project REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP ADMINISTRATIVE FUND Transfers In 60,000 - 60,000 - - - - - 60,000 TOTAL REVENUES 60,000 - 60,000 - - - - - 60,000 Prior FY Total Year 2009/10 Expended Project EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expended CIP ADMINISTRATIVE FUND Salary & Benefits 15,385 4,646 20,031 - - - - - 20,031 Fees & Expenses - - - - - - - - - Consultant/Contract Svs 7,980 - 7,980 31,989 - - - - 39,969 Transfers Out - - - - - - - - - TOTAL EXPENDITURES 23,365 4,646 28,011 31,989 - - - - 60,000 Prior FY Total Year 2009/10 Estimated Project Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - 36,635 - 31,989 - - - - - Revenues & T/I 60,000 - 60,000 - - - - - 60,000 Expenditures & T/O 23,365 4,646 28,011 31,989 - - - - 60,000 ENDING FUND BALANCE 36,635 31,989 31,989 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 166 I NFORMATION T ECHNOLOGY P ROJECTS Project Name Document Imaging Project - CMO Project Number 9412-003 Department City Manager’s Office Project Manager Debbie Bretschneider Description This project converts paper documents into an electronic document archiving system. Location This project is implemented at City Hall, with conversion work at offsite vendor offices. Project Background In 1999 the City implemented a program to convert paper and microfiche documents into digitized format and subsequently purchased Laserfiche, an electronic document management system. Creating electronically indexed copies of important City documents helps to ensure records are maintained permanently, and the documents are can be easily located and reproduced if necessary. Since 1999, the City Clerk’s Office has been scanning permanent administrative records, such as minutes, agendas, resolutions, ordinances, contracts, and election information, and adding them to the document management system. In addition to hiring a private contractor to transfer documents to electronic format, City staff scans and indexes some paper documents and newly created permanent electronic records in-house, such as minutes, resolutions, ordinances, and recorded documents. Operating Budget Impacts A significant amount of staff time is required to prepare documents for scanning, conduct quality assessments of scanned records, and then input them into the City’s document management system. However, the document imaging project helps protect vital City records and allows staff to more efficiency search for documents and respond to public records requests in a timely manner. CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 167 I NFORMATION T ECHNOLOGY P ROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Project Development Complete Document Imaging project scope defined RFP & Bid Process April 2010 Contract RFP prepared and sent out to bid Contract Award June 2010 Vendor selected and contract is finalized and approved Estimated Project Start July 2010 Vendor document imaging process begins Estimated Project Completion June 2011 Vendor document imaging process completed DOCUMENT IMAGING – CITY MANAGER’S OFFICE Prior FY Total Year 2009/10 Funding Project REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP ADMINISTRATIVE FUND Transfers In - 8,887 8,887 - - - - - 8,887 TOTAL REVENUES - 8,887 8,887 - - - - - 8,887 Prior FY Total Year 2009/10 Expended Project EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expended CIP ADMINISTRATIVE FUND Materials & Supplies - - - - - - - - - Fees & Expenses - - - - - - - - - Consultant/Contract Svs - - - 8,887 - - - - 8,887 Transfers Out - - - - - - - - - TOTAL EXPENDITURES - - - 8,887 - - - - 8,887 Prior FY Total Year 2009/10 Estimated Project Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - - - 8,887 - - - - - Revenues & T/I - 8,887 8,887 - - - - - 8,887 Expenditures & T/O - - - 8,887 - - - - 8,887 ENDING FUND BALANCE - 8,887 8,887 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 168 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 169 COMMUNICATION SYSTEM PROJECTS CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 170 C OMMUNICATION SYSTEM P ROJECTS Project Name Telecommunication System Upgrade Project Number 9421-001 Department Finance & Administrative Services Project Manager Leo Salindong Description This project will upgrade the City’s existing PBX telecommunication system with a Voice over Internet Protocol (VoIP) telecommunication system. Location This project will take place at the main City Hall buildings, the Joan Pisani Community Center, the Corporation Yard, the Saratoga Senior Center, and Saratoga Prospect Center. Project Background The City currently uses a Toshiba Strata DK 280 private branch exchange (PBX) system for telephone communications at the primary City Hall buildings, Joan Pisani Community Center, and Senior Center. This telephone system was installed before 1996 and has reached the end of its technological life. Since May 2009 the existing telephone system has failed several times. This has hampered City operations as it has limited the City’s ability to communicate internally or with the public. Furthermore, it has become difficult to locate hardware and service for the outdated system as few parts are still made for the system and even fewer technicians are familiar with legacy PBX systems. Continued use of the existing telecommunications system may result in additional failures and increased maintenance expenses. Consequently, Council allocated funding to upgrade the telecommunications system to VoIP in December 2009. Installation of the VoIP system will be conducted by contractors and managed by staff. A VoIP system would operate over the existing network infrastructure and is connected to the City’s computer network. Upgrading the telephone system to VoIP is expected to increase reliability of the City’s phone system, ensuring that the City can communicate internally and with this public. This added reliability will be especially important during emergency situations. Funding for this project came from an IT Replacement Fund transfer to the CIP project. Operating Budget Impacts The upgrade is expected to reduce maintenance expenses as service calls for repairs and basic service functions will be eliminated. Staff time spent overseeing this project is already included in the operating budget CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 171 C OMMUNICATION SYSTEM P ROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Project Development Stage December 2009 Council approval of telecommunication system upgrade Begin Bid Process March 2010 RFP sent out to vendors Contract award May 2010 Council approval of vendor contract Estimated Project Start Date June 2010 System replacement work begins Estimated Completion Date August 2010 Project completed TELECOMMUNICATION SYSTEM UPGRADE Prior FY Total Year 2009/10 Funding Project REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP ADMINISTRATIVE FUND Transfers In - 50,000 50,000 - - - - - 50,000 TOTAL REVENUES - 50,000 50,000 - - - - - 50,000 Prior FY Total Year 2009/10 Expended Project EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expended CIP ADMINISTRATIVE FUND Materials & Supplies - - - - - - - - - Fees & Expenses - - - - - - - - - Consultant/Contract Svs - - - 50,000 - - - - 50,000 Transfers Out - - - - - - - - - TOTAL EXPENDITURES - - - 50,000 - - - - 50,000 Prior FY Total Year 2009/10 Estimated Project Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - - - 50,000 - - - - - Revenues & T/I - 50,000 50,000 - - - - - 50,000 Expenditures & T/O - - - 50,000 - - - - 50,000 ENDING FUND BALANCE - 50,000 50,000 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 172 CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 173 IT INFRASTRUCTURE PROJECTS CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 174 IT I NFRASTRUCTURE P ROJECTS Project Name IT Emergency Power System Project Number 9432-001 Department FASD / Rec. & Facilities Depts. Project Manager Leo Salindong / Thomas Scott Description This project is for the purchase and installation of an emergency power supply to supply power to the City’s server room and the building during PG&E power outages. Location The emergency power supply will be installed outside on a cement pad behind the Engineering Office section of the City Hall buildings. Project Background During a PG&E power outage, a 15KW portable generator is used to supply power to the main City Hall campus. However, there is a time delay as the portable generator must be brought over to the offices from the corporation yard after an outage occurs. While individual computers and network servers have battery backups to prevent abrupt power loss and spikes, the batteries run out of power within 10 to 30 minutes. If a network server loses power before staff either shuts it down or before the portable generator is installed to keep power running, data loss may occur. Additionally, the City’s portable generator used during power outages is not of sufficient kilowatt size to provide enough amperage to fully power the office buildings. Only one half of the electrical panel is restored, which provides emergency power for the computer server room and limited use of lights, copy machines, and other electrical equipment in the Administration Building; the Planning and Engineering offices continue to be without power. The portable generator is manually plugged into the City’s power supply; it does not automatically turn on to provide power to the servers when electricity goes out. Installing a permanent alternative power supply that starts automatically during PG&E power outages will provide added protection for the City’s computers and network servers, and more importantly, it will ensure that City operations remain active during power outages. This is especially critical during emergency situations. Installation of an emergency power supply will be performed by a contractor and supervised by staff. Funding was provided by a transfer from the IT Replacement Fund to the CIP Project. Operating Budget Impacts Following installation, generator maintenance is expected to be minimal and will be conducted by staff. Staff time required to oversee this project is accounted for in the operating budget. CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 175 IT I NFRASTRUCTURE P ROJECTS PROJECT TIMELINE PROJECT COMPONENT TIMELINE DESCRIPTION Project Development February 2010 Prepare plans and specifications Begin Bid Process March 2010 RFP Issued Contract award May 2010 Council awards contract Estimated Construction Start June 2010 Construction project begins Estimated Completion Date August 2010 Project completed IT EMERGENCY BACKUP POWER SYSTEM Prior FY Total Year 2009/10 Funding Project REVENUES Funded Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Funding CIP ADMINISTRATIVE FUND Transfers In - 50,000 50,000 - - - - - 50,000 TOTAL REVENUES - 50,000 50,000 - - - - - 50,000 Prior FY Total Year 2009/10 Expended Project EXPENDITURES Expended Estimate To Date 2010/11 2011/12 2012/13 2013/14 2014/15 Expended CIP ADMINISTRATIVE FUND Materials & Supplies - - - - - - - - - Fees & Expenses - - - - - - - - - Consultant/Contract Svs - - - 50,000 - - - - 50,000 Transfers Out - - - - - - - - - TOTAL EXPENDITURES - - - 50,000 - - - - 50,000 Prior FY Total Year 2009/10 Estimated Project Activity Estimate Total 2010/11 2011/12 2012/13 2013/14 2014/15 Activity CIP ADMINISTRATIVE FUND BEGINNING FUND BAL - - - 50,000 - - - - - Revenues & T/I - 50,000 50,000 - - - - - 50,000 Expenditures & T/O - - - 50,000 - - - - 50,000 ENDING FUND BALANCE - 50,000 50,000 - - - - - - Budgeted for Fiscal Year Budgeted for Fiscal Year Budgeted for Fiscal Year CITY OF SARATOGA CAPITAL IMPROVEMENT PLAN ADMINISTRATIVE IMPROVEMENT PROGRAM D - 176