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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 06/15/1999 - FIRST READING OF ORDINANCE NO. 102, 1999, APPROPRI ` AGENDA ITEM SUMMARY ITEM NUMBER: 17 FORT COLLINS CITY COUNCIL DATE: June 15, 1999 STAFF: Doug Smith E SUBJECT: First Reading of Ordinance No. 102, 1999, Appropriating Prior Year Reserves for Equipment I Replacement. fi RECOMMENDATION: Staff recommends adoption of the Ordinance on First Reading. FINANCIAL IMPACT: In accordance with the City's Administrative Policy on Equipment Replacement,departments in the General Fund set aside or reserve a portion of their budgets for scheduled future equipment replacement.Departments/divisions have requested use oftheir equipment replacement reserves and the City Manager has approved the appropriations in the total amount of$725,502 for Council consideration. EXECUTIVE SUMMARY: In 1992,it became apparent that not all future equipment replacement needs were being planned for by the departments and that future revenue to replenish the Equipment Reserve would not meet the demands for replacement. An Equipment Replacement Task Team was formed to analyze these issues and to make a recommendation for replacement of equipment. After considerable input from all the affected interests, a policy for equipment replacement and the purchase of future equipment was recommended and approved by the Executive Lead Team. In 1993 existing lease purchase funding totaling $1.2 million was identified as funding for this policy. As each existing lease obligation expires,those funds are redistributed to departments until the final amount is distributed in 2002. The distribution was based on the percentage of the operating departments average usage from actual 1987 though their projected 1997 replacement needs. Unspent equipment monies become a part of each department's reserve for equipment replacement. Departments can also designate any savings they may have from operations for equipment replacement. The request for use of the reserves must be approved by the City Manager. DATE: June 15, 1999 2 ITEM NUMBER: 17 SUMMARY OF REQUESTS $ 17,000 Information Technology-Ethernet Module 12,000 Information Technology- Data Switches 1,200 Information Technology -Network Hubs 4,000 Information Technology-Network Software 1,800 Information Technology -Laptop Computer for Network 30,000 Information Technology - Firewall Upgrades 2,500 Information Technology -Laptop Computer 7,000 Information Technology- Server Replacement 18,000 Information Technology- Internet Server and Software Upgrade 7,000 Cable/Video-Character Generator 7,000 Cable/Video- Video Graphics Editing and Production System (Paintbox) 2,400 Cable/Video -Color Monitors 8,700 E-Mail - Superserver 3,000 Communications and Public Involvement-Laser Printer 240,000 Engineering-Document Management System 13,500 CPES DTS -Replace Computers for the Sierra Permits Plus 8,000 CPES DTS - Sierra Permits Plus Software Licenses 48,000 Building and Zoning-Purchase Three Cars 3,202 Forestry and Landscaping - Partial Purchase of Log Loader 10,641 Park Planning and Development-Partial Purchase of a Truck 217,734 Library-Purchase a New automated Library System 62,825 Finance - JD Edwards Finance System $725,502 Total All Requests BACKGROUND: BY SERVICE AREA/DEPARTMENT/DIVISION: COMMUNICATION AND TECHNOLOGY SERVICES INFORMATION TECHNOLOGY("IT") $17 000-Ethernet Module Funds are needed to purchase a Cabletron multimode fiber Ethernet module. This is in accordance with the IT department's equipment replacement schedule, and is needed to upgrade a component of the City's backbone data network. $12 000 - Data Switches This will be used to purchase upgraded switches for IT's computer server room at 300 LaPorte. This purchase is in accordance with the IT department's equipment replacement schedule,and is needed to upgrade the City's backbone data network. $1,200 -Network Hubs This will be used to purchase two 16 port network hubs for City Hall West that are needed to accommodate increasing data network traffic. This purchase is in accordance with the IT department's equipment replacement schedule. DATE: June 15, 1999 3 ITEM NUMBER: 17 I $4.000 -Network Software These funds are needed to upgrade the HP OpenView software that is used to monitor and manage the City's data network. Presently, the license covers only 250 nodes, about one- fourth of the total number of nodes on the network. The upgrade will allow network engineers to view all nodes on the network and thus improve management and troubleshooting capabilities. This is a preliminary recommendation from the IT Strategic Plan consultants. $1.800 - Laptop Computer for Network This will be used for a new laptop computer that will be used specifically for monitoring and troubleshooting the City's data network. This computer is needed in conjunction with the network software request above. $30,000- Firewall Upgrades Network firewall hardware and software was installed five years ago to protect the City's computer systems from external attack by hackers. The system is difficult to administer and limits abilities to meet user special requests. It has reached the end of its useful life and needs to be replaced. $2,500 -Lantz Computer This will be used to purchase an upgraded laptop computer to be used by CTS staff for public presentations, training, etc. Staff has found that the existing laptop does not have adequate screen resolution or processing speed needed for top quality presentations. $7,000 - Server Replacement The server targeted for replacement is four years old and at the end of its useful life. The !I addition of a new, more robust server will allow the IT department staff to reconfigure hardware to improve reliability and performance. $18,000-Internet Server and Software Upgrade The City's internet presence is currently housed on a server over three years old. It is scheduled for replacement in 1999. A recent hardware crash resulted in the system being unavailable for several hours. The Information Technology department is requesting use of equipment replacement reserves to better provide reliable hardware for the City's Internet Web site. CABLENIDEO $7,000 - Character Generator $7,000 -Video Graphics Editing and Production System(Paintbox) This equipment is over 7 years old and scheduled for replacement. The Paintbox system is used for modifying graphics used in video production. The character generator is used to display text on the Channel 27 Bulletin board and during public meetings. Both of these items will be replaced with new technology that integrates both aspects, plus will provide a secondary edit station for times that more than one video is being edited. $2.400 - Color Monitors The Cable and Video Production program requests funding for replacement of video monitors used in multiple aspects of the production efforts. The existing monitors are small, have diminished screen quality and are overdue for replacement. A 9 inch video monitor will also DATE: June 15, 1999 4 ITEM NUMBER: 17 be replaced. This equipment is over 7 years old and overdue for replacement. The equipment is used in the editing and production of videos and Channel 27 programs. E-MAIL $8 700 - E-Mail Superserver A"superserver"will be purchased to replace several existing e-mail servers maintained by the IT department that are outdated and are scheduled for replacement. Consolidating several servers into one will reduce the workload for maintenance and make back-ups easier to perform. E-mail processing speed will also increase with the new server. COMMUNICATIONS AND PUBLIC INVOLVEMENT $3,000-Laser Printer A laser printer with I V x 17" printing capabilities is needed for the graphic designer. Currently the designer must travel to another City building in order to get printouts of this size. TRANSPORTATION SERVICES ENGINEERING $240 000 - Document Management System with Work Flow Component These funds will be used to purchase document management software, computer hardware including a server and a work station,a large scale scanner,a data storage device(CD,optical disk,etc),a maintenance contract,and to fund conversion expenses and other related expenses required to implement this system. The document management system will initially be used to archive the documents in the drafting vault such as subdivision plats, maps, utility plans, site plans, ODP's/Master Plans, landscape plans, quarter section maps, SID plans, building elevations, street plans, telecommunication plans, aerial photos, and miscellaneous site and survey plans. This will address space issues for the storage of these documents and also make the information more readily available to both the Engineering department staff and others who utilize the documents stored by Engineering. The document management system, a8er initial installation and testing, will provide an immediate return on the investment by reducing the Engineering field staff s time spent in the office copying plats and maps. The system is also expected to make these documents available through remote laptop access,which will allow the field staff to spend more time in the field providing a greater level of service. Customer service,to the variety of customers Engineering serves, will improve by making the above-identified documents more readily accessible electronically at a customer service station.Additionally,staff believes that others within the organization who utilize these documents to complete their work will save time by accessing the documents electronically. It is intended that the system will grow through multiple phases to eventually allow access of the documents from outside the organization through the use of the Internet. Prior to expending these monies, an analysis will be completed as to how this compliments and fits into the City's document management strategy. DATE: June 15, 1999 5 ITEM NUMBER: 17 COMMUNITY PLANNING AND ENVIRONMENTAL SERVICES CPES/DEVELOPMENT TRACKING SYSTEM $13,500 - Replace Computers for the Sierra Permits Plus To successfully implement the new Sierra Permits Plus Development tracking system later this year, nine PCs must be replaced in the Building and Zoning Department. Although the existing PCs are functionally capable to support all existing required software,the new system will require significantly more processing power than these computers have. The new computers will be used by staff whose primary need for a PC is to interact with the Development Tracking System,as opposed to doing general office work. Each computer will cost approximately $1,500. $8,000 - Sierra Permits Plus Software Licenses The City must purchase additional licenses in order to deploy the Sierra Permits Plus system. A The City currently owns only three licenses, which has been adequate to support the development of the system. However, an additional 12 concurrent use licenses must be purchased to support all users through the City. i BUILDING AND ZONING $48,000 -Purchase Three Cars These funds will be used to purchase three new cars. The cars will be used by building inspectors to travel to and from required building inspections. Two of the cars will be replacements for older, high mileage vehicles. The other car will be for the employee who recently filled the newly created Lead Building Inspector position. CULTURAL, LIBRARY AND RECREATIONAL SERVICES FORESTRY AND LANDSCAPING $3,202 - Partial Purchase of Log Loader Forestry will be purchasing a new log loader and truck in 1999. The grapple which is a clam shell like devise on an articulated mechanical arm attached to the truck is $37,530. These 4 funds will be used to partially pay for this piece of equipment. This equipment is used to lift and load brush and logs as part of the daily forestry work operation and has the capability of lifting 8,000 pounds. It is also used to dig planting holes and help other departments when heavy materials need to be lifted. The log loader is made available to assist in emergency situations such as after the flood when it was used for several days. PARK PLANNING AND DEVELOPMENT $10,641 - Partial Purchase of a Truck Park Planning and Development will use the funds to purchase a replacement truck. The vehicle is used daily for construction inspection,site visits,and customary project and division needs. The total cost of the vehicle will be around $21,500. The remaining funds for the vehicle will come from the Neighborhood Parkland Fund and Conservation Trust Fund. p� I DATE: June 15, 1999 6 ITEM NUMBER: 17 LIBRARY $217 734- Purchase a New Automated Library System The library will use these funds together with the current year's system replacement budget of$49,999 to be applied towards the replacement of the current Dynix library system. The Dynix system,which was purchased in 1992,has reached the end of its useful life. The DEC hardware platform,on which the system runs,is not longer supported. The library is currently entering into the RFP process and expects to place orders during the later part of this year. Capital Improvement funds for Library Technology, approved in 1997, will be used to complete the funding for this system. ADMINISTRATIVE SERVICES FINANCE $62 825 -JD Edwards Finance Sim These funds will be used for the JD Edwards financial system. The new finance system is being lease-purchased over five years. These funds will be used specifically for consulting services,technical and application training, and implementations. J ORDINANCE NO. 102, 1999 OF THE COUNCIL OF THE CITY OF FORT COLLINS APPROPRIATING PRIOR YEAR RESERVES FOR EQUIPMENT REPLACEMENT WHEREAS,in 1992,an administrative policy for equipment replacement and the purchase of future equipment was approved by the Executive Lead Team; and WHEREAS, with this policy 1993 existing lease purchase funds were distributed to departments for equipment replacement needs; and WHEREAS, unspent equipment funds become a part of each departments' reserve for equipment replacement; and WHEREAS, some of the service programs are now requesting the use of their equipment reserves for equipment or system purchases; and WHEREAS,the City Manager has reviewed the requests for use of savings and recommends Council approval of the same; and WHEREAS,Article V, Section 9 of the Charter of the City of Fort Collins permits the City Council to appropriate by ordinance at any time during the fiscal year such funds for expenditure as may be available from reserves accumulated in prior years,notwithstanding that such reserves were not previously appropriated. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF FORT COLLINS that there is hereby appropriated for expenditure from equipment replacement prior year reserves in the General Fund the total sum of SEVEN HUNDRED TWENTY-FIVE THOUSAND FIVE HUNDRED TWO AND DOLLARS ($725,502)to be allocated as follows: Information Technology $ 93,500 Cable/Video 16,400 E-mail 8,700 Communications and Public Involvement 3,000 Engineering 240,000 CPES - Development Tracking System 21,500 Building and Zoning 48,000 Forestry and Landscaping 3,202 Park Planning and Development 10,641 Library 217,734 Finance 62,825 . Total $725,502 Introduced,considered favorably on first reading,and ordered published this 15th day ofJune A.D. 1999, and to be presented for final passage on the 6th day of July, A.D. 1999. Mayor ATTEST: City Clerk Passed and adopted on final reading this 6th day of July,A.D. 1999. Mayor ATTEST: City Clerk