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Home My WebLink AboutMINUTES - 12182001 - C.115 . f TO: BOARD OF SUPERVISORS CONTRA FROM: John Sweeten -� = COSTA County Administrator COUNTY .o DATE: DECEMBER 18, 2001 q,coiir SUBJECT: PROPOSED PRODUCTIVITY INVESTMENT FUND PROJECTS FOR FISCAL YEAR 2001-2002 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. AUTHORIZE the County Administrator to approve the expenditure of$216,750 for three projects: Feet Services- "Natural gas line and dispenser system" $160,000 "Wastewater treatment and pressure washer" $52,000 Building Maintenance- "PowerSight 3000" $4,750 BACKGROUND: The Productivity Investment Fund (PIF) is a highly successful revolving loan program designed to improve the efficiency and effectiveness of departments. Departments may apply for funding of one-time investments that will have hard dollar savings or generate revenue for on-going operations. Loans must be paid-back within two years. The program was established in 1986, and a total of 50 projects have received loans from the Fund for a total allocation of$ 2,342,733 (see Attachment A). CONTINUED ON ATTACHMENT: X YES SIGNATURE: W_EZ8MMENDATION OF COUNTY ADMINISTRATOR_RECOMMENDATION OF BOARD COMMITTEE _APPROVE OTHER SIGNATURE(S): ACTION OF BOAR N 42z, 4 r--s a Y [tZ0 APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A _ UNANIMOUS(ABSENT ) 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(5-1094) nn CC: County Administrator ATTESTEDY/.000i7vPI>Z,),� General Servics JOHN SW15ETEN,CLERK OF THE BOARD OF SUPERVISORS t— AND COUNTY ADMINISTRATOR Post-it®Fax Note 7671 Date °ges��U BY DEPUTY To /a-- From z Co./Dept. n Co. I Phone# Phone# ! Fax# ;t ,� Q Fax# .J t _a,4 ,�� 4', 3 y � �ry `..�._� 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 Sheriff's:Department. The PIF Board evaluated the proposals using the criteria included as Attachment B and recommended that the following proposals be approved: 1. Fleet Services — "Natural gas line and dispenser system," $160,000 The project involves the purchase and installation of a direct supply natural gas line with a two-nozzle, fast fill compressed natural gas (CNG) dispenser system at the Waterbird Fueling Station. Currently, Fleet Services uses a CNG fueling trailer which needs to be picked up and taken off site for refueling. The new system would be connected directly to PG&E's natural gas supply,thereby allowing a constant supply of CNG at a lower rate than the current system. Fuel therms for the new system can be purchased at 79% less than the current system. 2. Fleet Services —"Wastewater treatment system and pressure washer", $52,000 The project involves the purchase and installation of a wastewater treatment system, natural gas hot water pressure washer, and wash slab replacement at Fleet Services. The wastewater treatment system will allow water to be treated as well as recycled. The current system.is unable to treat wastewater and the Department has had to have it hauled off-site for treatment. -The water pressure washer will help the Department to avoid repairs caused by corroded and unclean vehicles as well as shorten the amount of staff time needed to hand wash equipment. Savings will result from the ability to treat and recycle wastewater on site and savings in staff time as the result of improved technology. 3. Buildinq Maintenance — "PowerSight 3000", $4,750 The intent of this purchase is to enable electricians to analyze power usage "in house" versus hiring outside contractors to perform the same service. The equipment will be able to analyze how energy is used during high and low power usage periods. 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 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 $20,270 -1-1—Freon Recycling.System. _ General Services _._. ..____$_5_,.5_00___.. 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. - ATTACHMENT A SUMMARY OF PRODUCTIVITY LOANS TO DATE 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 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 SystemExpansion Library -- $20-000---- 37 Automated Book Renewal & Patron Notification Library $38,100 38 Digital Video Server CCN $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 43 Archive Microfilm Library $42,850 44 Variable Frequency Drive General Services $35,000 45 Electric Conduit Bender General Services $6,000 46 High-Speed Digital Copier General Services $50,000 47 Study of Mapping Operations Public Works/Assessor $50,000 48 Sign Making Hardware Public Works $18,000 49 Automated Collection Development Analysis Library $30,315 50 MDF HVAC System & Energy Mgmt System General Services $91,000 TOTAL: $2,342,733 ATTACHMENT B Criteria for Evaluation 1. 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.