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Home My WebLink AboutMINUTES - 01112000 - SD.7 TO: BOARD OF SUPERVISORS CONTRA FROM: Phil Batchelor --- ` COSTA County Administrator COUNTY DATE: JANUARY 4, 2000 SUBJECT: PROPOSED PRODUCTIVITY INVESTMENT FUND PROJECTS FOR FISCAL YEAR 1999-00 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. AUTHORIZE the County Administrator to approve the expenditure of $110,500 for two projects: Sheriff- "Simulated Weapons Training System", $90,000 Library- "Staff Workstation", $28,500 BACKGROUND: The Productivity Investment Fund(PIF) is a highly successful revolving loan program designed to improve the efficiency and effectiveness of departments. Departments may apply for funding of one-time investments which will have hard dollar savings or generate revenue for on-going operations. Loans must be paid back within two years. The program was established in 1986 and a total of 40 projects have received loans from the Fund for a total allocation of$ 1,901,068 (see Attachment A). CONTINUED ON ATTACHMENT: 1C YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR—RECOMMENDATION OF BOARD COMMITTEE —APPROVE —OTHER SIGNATURE(S): ACTION OF BOARD ON ZUa ar 77. APPROVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A UNANIMOUS(ABSENT 11Q..2 9?--, ) TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ABSENT: ABSTAIN: ON MINUTES OF THE BOARD OF SUPERVISORWN THE DATE SHOWN. Contact: Tony Enos(6-1094) CC: County Administrator ATTESTED Library PHIL BATRVtLOR,CLERKQF Sheriff THE B06KD OF SUPER ORS AND rOUNTY ADMINISTRATOR ��11 � �PUTY In October, the County Administrator's Office solicited requests for proposals from Departments. Two proposals were received and reviewed by a five member Board with representatives from the County Administrator, Social Services, Health Services and the Sheriffs Department. The Board evaluated the two proposals using the criteria included as Attachment B, and recommended that the proposals be approved. A description of the recommended projects is presented below. 1. Library—"Staff Workstation", $28,500 The project involves the purchase of a 3M automatic check-in system "Staff Workstation" that ties to the libraries' automated circulation system. The "Staff Workstation" will improve the current system of checking in library materials by increasing the number of circulation transactions conducted by clerks. The book return area of the library will be designed to reorganize workflow and will integrate the automated book return in the same area as the book drop. Savings will result from a reduction in the amount of staff time needed to check in library materials. The Staff Workstation is part of the libraries' automated circulation system that was integrated last year the patron self-checkout system (also funded through the Productivity Investment Fund). 2. Sheriff— "Simulated Weapons Training System", $90,000 The project involves the purchase and installation of an interactive multi-media classroom weapons' safety training system at the Sheriffs range on Marsh Creek Road, The department currently out-sources weapon training services and is limited to training 20 personnel a year due to the cost. By installing an automated weapons system in house, the Sheriff will be able to increase the number of personnel trained to 340 annually within two years. The simulated weapons training system will cost a total of$130,000 to install and train staff, with the Sheriff contributing the balance of$40,000 towards the purchase. Savings will result from the elimination of contracting for training services and a reduction in the annual expense of ammunition. In addition to the savings, revenue will be generated by offering use of the training system to outside agencies, such as the IRS and FBI. a , 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 --- 6 Camera/Platemaker 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" CACI-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 $11,584 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 ($2.9,000)and($32,300)respectively. yyCC 1 ATTACHMENT A SUMMARY OF PRODUCTIVITY LOADS TO DATE 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 TOTAL: $1,901,068 ATTACHMENT B 4 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. ij u AUDITOR-CONTROLLER USE ONLY CONTRA COSTA COUNTY FINAL APPROVAL NEEDED BY: APPROPRIATION ADJUSTMENT L_J BOARD OF SUPERVISORS T/C 27 ® COUNTY ADMINISTRATOR ACCOUNT CODING BUDGET UNIT: Mgmt Info System(0025),CAO(0003) EXPENDITURE ORGANIZATION SUB-ACCOUNT EXPENDITURE ACCOUNT DESCRIPTION <DECREASE> INCREASE 2501 4951 Fixed Assets 90,000 00 3702 4951 Fixed Assets 28,500 00 1691 3565 Contributions to Other Funds 28,500 00 1691 4951 Fixed Assets 118,500 00 0991 6301 Reserve for Contingencies 28,500 00 0991 6301 Appropriable New Revenue 28,500 00 TOTALS 147,000 00 175,500 00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER: ORIGINAL SIGNED BY: , P.GARVEY DEC 2 8 1999 J BY: DATE Distribute Productivity Funds to two projects approved by the Board an January 11,2000. COUNTY� M:IN TRATOC � BY: DATE_�W2 I J` BOARD OF SUPERVISORS: YES: NO: Mgmt.Analyst 12/27/99 SIGNATURE TITLE DATE APPROPRIATION APOOU BY: DATE ADJ.JOURNAL NO. (M129 Rev 2186) StT�;7 CONTRA COSTA COUNTY `"+'•'�" ESTIMATED REVENUE ADJUSTMENT TIC 24 ACCOUNT CODING BUDGET UNIT: (0620)Library REVENUE ORGANIZATION ACCOUNT REVENUE ACCOUNT DESCRIPTION INCREASE <DECREASE> 3702 9967 Contribution from Other Funds 26,500 00 TOTALS 26,500 00 APPROVED EXPLANATION OF REQUEST AUDITOR-CONTROLLER: ORIGINAL SIGNED PY BY: J. a,GARVEY DATE DEC 2 9 1999 Revenues received from the Productivity Investment Fund. COUNTY ADMINI RATOO BY: DATE BOARD OF SUPERVISORS: YES: NO: Mgmt Analyst 12/27/99 SIGNATURE TITLE DATE REVENUE ADJ. RAOO BY: DATE JOURNAL NO. � (Iv19134 Rev,2/88)