HomeMy WebLinkAboutMINUTES - 12052000 - C130 e, 1.?""'
TO: BOARD OF SUPERVISORS CENTRA
.'--'
FROM:: Phil Batchelor '; COSTA
County Administrator - COUNTY
DATE: DECEMBER 5, 2000
SUBJECT: PROPOSED PRODUCTIVITY INVESTMENT FUND PROJECTS
FOR FISCAL YEAR 2000-2001
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)S BACKGROUND AND JUSTIFICATION
RECOMMENDATIONS:
1. AUTHORIZE the County Administrator to approve the expenditure of $201,850 for six
projects:
Library- "Microfilm for historical newspapers" $42,850
General Services- "Variable Frequency Drive" $35,000
"Electric Conduit Bender" $6,000
"High-speed digital copier" $50,000
Public Works/Assessor- "Study of Mapping Operations" $50,000
Public Works- "Sign making hardware" $18,000
BACKGROUND:
The Productivity Investment Fund (PIF) is a highly successful revolving loan program designed
to improve the efficiency and effectiveness of departments. Departments may apply for funding
of one-time investments that will have hard dollar savings or generate revenue for on-going
operations. Loans must be paid back within two years. The program was established in 1986,
and a total of 42 projects have received loans from the Fund for a total allocation of$ 2,019,568
(see Attachment A).
CONTINUED ON ATTACHMENT: X YES SIGNATURE:
EMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE —OTHER
SIGNATURE(S):
ACTION OF BOAR �3ecem er APPROVED AS RECOMMENDS OTHER
ACTION OF B 7
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A
XX UNANIMOUS(ABSENT_ *a } 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 Enos(5-1094)
CC: County Administrator ATTESTED ]pe}ber 5, 2U00
Library PHIL BATCHELOR,CLERK OF
General Service THE BOARD OF SUPERVISORS
Public works AND CM�q=
** Supervisor V seat is vacant B UTY
In September, the County Administrator's Office solicited requests for proposals from
Departments. Proposals were received and reviewed by a five member Board with
representatives from the County Administrator, Employment and Human Services, Health
Services and the Sheriffs Department. The PIF Board evaluated the proposals using the criteria
included as Attachment B and recommended that the following proposals be approved:
1. Library—"Microfilm for Historical Newspapers," $42,850
The project involves the purchase of microfilm for historical newspapers currently being
stored on-site. Benefits include the improvement of customer access to the documents via
microfilm, a reduction of the fire hazard of storing old, dry newspapers on site, reduction
of storage space, and the elimination of staff time spent on archival maintenance. Savings
will result from the elimination of storage costs.
2. General Services —"Variable Frequengy Drive", $35,000
The project involves the purchase and installation of a Variable Frequency Drive (VFD) to
the HVAC system at 595 Center Avenue. The VFD will reduce the energy consumption
in the building by approximately 10% and will provide the occupants with better air quality.
Savings will result from the reduction of energy usage at 595 Center Avenue.
3. General Services—"Electric Conduit Bender", $6,000
The intent of this purchase is to reduce the number of hours spent manually bending
conduit, thereby reducing the cost of the process. The electric conduit bender will provide
cost savings and higher quality customized conduit to customer departments. Savings will
result from the reduction of staff time spent bending conduit.
4. General Services —"High Speed Digital Copier", $50,000
The department will install a high speed, digital duplicating system at the Copy Center in
the basement of 651 Pine Street. The intent of this is to reduce County labor and
equipment costs for high speed duplicating by offering departments the option of sending
work currently done within departments and by outside vendors to the Copy Center.
Payback of the PIF loan will be possible from revenue attained by the increased use of the
Copy Center by County departments.
5. Public Works/Assessor— "Study of Mapping Operations", $50,000
The intent of this joint project will be to hire a consultant to review the mapping operations
of the two departments and recommend improvements to reduce the duplication of effort
in the maintenance of parcel maps. The consultant will also evaluate and recommend
ways to further integrate and coordinate with other County systems. Savings are expected
to result from the map maintenance cost within each department after implementation of
the consultant's recommendations.
6. Public Works—"Sign Making Hardware", $18,000
The department will purchase additional sign making equipment to increase the
productivity and capability of the current sign making operation. Savings will be the result
of increased productivity of the sign making operation.
ATTACHMENT A
SUMMARY OF PRODUCTIVITY LOANS TO DATE
Title Department Amount
1 Microfilming Sheriff-Coroner $42,345
2 Jury summoning Superior-Municipal Court $66,000
3 New Payroll System Auditor-Controller $35,000
4 *New Printing Press General Services ---
5 CameralPlatemaker General Services $17,664
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
16 Automation "Collection" CAC'}-Revenue Collection $12,964
16 Desktop Publishing CACI-Data Processing $20,000
17 Voice Response System Municipal Courts $70,000
18 *Computer Graphic Health Services ---
19 Parcel Manifest System General Services $11,564
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.
SUMMARY OF PRODUCTIVITY LOANS TO DATE
Iq
Title Department Amount
26 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 Other Automation Library $60,788
34 Predictive Dialer Office of revenue Collection $121,675
35 Computer Automation Animal Services Dept $112,000
36 Self Check-out System Expansion Library $20,000
37 Automated Book Renewal & Patron Notification Library $38,100
38 Digital Video Server CCTV $50,000
39 Replacement Vacuums General Services $9,000
40 Two-Color Printing Press General Services $100,000
41 Simulated Weapons Training System Sheriff $90,000
42 Staff Workstation -Automated Check-in System Library $28,500
TOTAL: $2,019,568
ATTACHMENT B
Criteria for Evaluation
I Short payback projects have priority over long payback projects.
a. Allows for fast turnover of funds that generate monies for additional projects.
b. Maximum of two years for payback.
c. Priority for those projects which exceed payback amount.
2. Projects that are innovative or significantly improve current operations are
encouraged.
a. Projects that 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 that are partially financed with department funds will receive additional
consideration.
a. Partial financing by departments indicates a greater commitment towards the
project and frees up funding for other projects.
6. Projects that will have a positive impact on the General Fund will have priority.
7. Projects that have positive impacts on other departments will have priority over
projects that 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 combined hard dollar savings are
encouraged.