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HomeMy WebLinkAboutMINUTES - 01191999 - SD2 TO: BOARD OF SUPERVISORS CONTRA i FROM:: Phil Batchelor ----'��" COSTA County Administrator COUNTY GATE: JANUARY 19, 1999 SUBJECT: PROPOSED PRODUCTIVITY INVESTMENT FUND PROJECTS FOR FISCAL YEAR 1998-99 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS- 1. AUTHORIZE the County Administrator to approve the expenditure of $197,100 for four projects: Library- "Automated Book Renewal and Patron Notification", $38,100 CCTV- "Digital Video Server", $50,000 Genu/Services- "Replacement Vacuums", $9,000 "Two-Color Printing Press", $100,000 BACKGROUND: The Productivity Investment Fund (PIF) is a highly successful revolving loan program designed to improve the efficiency and effectiveness of departments. Departments may apply for funding of one-time investments which will have hard dollar savings or generate revenue for on-going operations. Loans must be paid back within two years. The program was established in 1985 and a total of 36 projects have received loans from the Fund for a total allocation of$ 1,703,968 (see Attachment A). CONTINUED ON ATTACHMENT: X YES SIGNATURE: Jid'cl� �-- U RECOMMENDATION OF COUNTY ADMINISTRATOR—RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON January 19. 1999 APPROVED AS RECOMMENDED X&OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A _ XX _UNANIMOUS(ABSENT I TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ABSENT: ABSTAIN: ON MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. Contact: Tony Enea(6.1094) CC: County Administrator ATTESTED janUa yga 199 Library PHIL BATCHELOR,CLERK OF CCN THE BOARD OF SUPERVISORS General Services A D COUNTY INISTRATOR B ,DEPUTY t In September, the County Administrator's Office solicited requests for proposals from Departments. Five proposals were received and reviewed by a five member Board with representatives from the County Administrator, Social Services, Health Services and the Sheriff's Department. The Board evaluated the five proposals using the requirements and procedures included as Attachment B, and recommended that four of the proposals be approved. The fifth proposal, to purchase a Voice Mail switch for the General Services Department, has been referred to the Information Technology Steering Committee for further review. The recommendation was approved by the County Administrator and is now before the Board for final approval. A description of the approved projects is presented below. 1. Library—"Automated Book Renewal and Patron Notification", $38,100 The project involves the purchase of a module to an existing phone system that will allow a computer to notify patrons when books are on hold or overdue and will enable patrons to renew library materials by phone. Savings will result from the reduction in the amount of paper, envelopes, and postage used by the library from 132,000 pieces of mail/year to approximately 40,000/year, and a reduction in the number of staff hours needed to print and process the notices mailed each year. By offering an alternative to renewing library materials in person, fewer library patrons will need to use their cars to come to the library and materials can be renewed even when the library is closed. 2. CCTV—"Digital Video Server",$50,000 The project involves the purchase of digital video technology and software called a Digital Video Server(DVS). The equipment will consist of a computer, server, and jukebox. DVS will allow CCTV to increase and improve programming capabilities, allow for a longer, more professional on-air appearance, and will enable CCTV to digitalize video for use in Power Point presentations by Departments and for use on the County Web site. Increased sponsorships from private organizations will result in additional revenue as the new software will be able to track and report when and how often video clips are played enabling CCTV to give sponsors a detailed account of how often their acknowledgements play and bill accordingly. Also, revenue will result from increased charge outs to Departments for video clips for Power Point presentations. Cost savings will result from reducedstaff time needed to dub tapes together for playback, reduced purchases of tapes and maintenance on the current tape decks. 3. General Services--"Re llaacement Vacuums" $9.000 The project involves the purchase of 20 new heavy-duty vacuums to replace older, noisier, less dependable equipment. The new equipment will be quieter,' commercial quality equipment with "on board" attachments. The current vacuums are disruptive to daytime business due to the noise. The new equipment will allow custodians to vacuum during regular hours resulting in savings from overtime pay and shift differentials and better quality service to Departments. 4. General Services — "Two-Color Printing.Press" $100.000 The project involves the purchase of a two-color printing press which will enable Central Services to provide higher quality color printing services to Departments, increase production, reduce set-up time for each production job, and meet the demand for high-end printing services currently being sent out to commercial printers. With the new machine, pages will be printed with 2,000 additional impressions per hour, generating approximately 50 additional minutes of production per day, resulting in approximately $100,000/year in additional revenue. Set-up time for each production job will be reduced by one half, resulting in cost savings of an average of$28/day. ATTACHMENT A SUMMA&Y OF PRODUCT VIS LOANS TO DATE �e Dep�r MOA Amo to 1 Microfilming Sheriff-Coroner $42,3345 2. Jury summoning Superior-Municipal Court 66,000 3. New Payroll System Auditor-Controller 35,000 4. *New Printing Press General Services -- 5. CameralPlaternaker General Services 17,864 6. Automation Clerk-Recorder 25,000 7. Inmate Baking Program Sheriff-Coroner 32,000 8. Boiler Modifications General Services 20,000 9. Water Recycling System General Services 25,000 10. Computerization CCHP Health Services 20,270 11. Freon Recycling System General Services 5,500 12. Case/Mgt.Automation Probation-Municipal Court 27,960 13. Billing Automation Health Services 51,090 14. Desktop Publishing Sheriff Coroner 5,912 15. Automation"Collection" CAO-Revenue Collection 12,964 16. Desktop Publishing CAO-Data Processing 20,000 17. Voice Response System Municipal Courts 70,000 18. *Computer Graphic Health Services --- 19. Parcel Manifest System General Services 11,584 20. Jet Wash Station General Services 9,576 21. Video Recording System Superior Court 75,000 22. Automation"Collection" Probation-Municipal Court 27,960 23, Audio Video Recording Superior Court 113,000 24. Centralized Jury Svcs Municipal/Superior 140,000 PIF projects absorbed by the department.($29,000)and($32,300)respectively. _...__. ......... ......... ......... ......... ......... ......... ......... _ ...... ............__..._.... _.......__._......... .........._... ._........ ......... ......... ......... ......... ......... x Title Department Amount 25. Library Coordinator Library $50,000 26. Lighting Retro Library 9,400 27. PBX Switch General Services 135,000 28. Lift Program General Services 5,500 29. On-line Budget System County Administrator/Auditor 230,000 30. Electronic Reports Probation 89,000 31. Tape System Clerk of the Board 2,500 32. Homeless Feeding Program Sheriff 14,080 33. Self Check-out System and Library 60,788 Other Automation 34. Predictive Dialer Office of Revenue Collection 121,675 35. Computer Automation Animal Services Department 112,000 36. Self Check-out System Library 20,000 Expansion $1,703,968 ,:3 _. 4 ATTACHMENT B Criteria for Evaluation 1. Short payback projects have priority over long payback projects. a) Allows for fast turnover of funds which generate monies for additional projects. b) Maximum of two years for payback. c) Priority for those projects which exceed payback amount. 2. Projects which are innovative or significantly improve current operations are encouraged. a) Projects which request funds for an expansion of current operations without introducing changes or innovations in policies and practices or systems and procedures are not appropriate. 3. Projects with a larger payback ratio will receive higher ranking for funding. a) The payback ratio is defined as net revenue increases and/or net savings as compared to investment. b) Gross revenue increases will be reduced by factors not related to the project such as rate increases and increased costs to obtain revenue. c) Gross savings attributed to cost reductions will be reduced by factors not attributable to the project such as service level reductions and budget cuts. 4. Projects with applicability to other departments will receive higher ranking. a) Project with broad applications and transferability to other departments will receive higher priority. 5. Projects which are partially financed with departments funds will receive additional consideration. a) Partial financing by departments indicates a greater commitment toward project and frees up funds for other projects. 6. Projects which will have a positive impact on the General Fund will have priority. 7. Projects which have positive impacts on other departments will have priority over projects which have negative impacts on other departments. Negative impacts associated with a project will be considered in determining the net benefit to the County. 8. Interdepartmental proposals resulting in a combined hard dollar savings are encouraged.