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Home My WebLink AboutMINUTES - 04032001 - C.65 TO: BOARD OF SUPERVISORS st L CONTRA FROM: John Sweeten -�� COSTA County Administrator �'""r' s COUNTY �O;. r1 •"CS DATE: MARCH 27, 2001 SUBJECT: PROPOSED PRODUCTIVITY INVESTMENT FUND PROJECTS FOR FISCAL YEAR 2000-2001 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. AUTHORIZE the County Administrator to approve the expenditure of $121,315 for two projects: Library- "Automated Collection Development Analysis" $30,315 General Services- "Retrofit of MDF HVAC System & Installation of Energy Management & Temperature Control System" $91,000 BACKGROUND: The Productivity Investment Fund (PIF) is a highly successful revolving loan program designed to improve the efficiency and effectiveness of departments. Departments may apply for funding of one-time investments that will have hard dollar savings or generate revenue for on-going operations. Loans must be paid back within two years. The program was established in 1986, and a total of 48 projects have received loans from the Fund for a total allocation of$ 2,221,418 (see Attachment A). CONTINUED ON ATTACHMENT: X YES SIGNATURE: / RECOMMENDATION OF COUNTY ADMINISTRATOR_-RECOMMENDATI07 BOARD 60MMITTEE --'APPROVE OTHER SIGNATURE(S): ACTION OF BO N _-X00 APPROVED AS RECOMMENDED X-QT�rT E4;c- VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A J� 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) 1 CC: County Administrator ATTESTED (k/1d 801 Library PHIL BATCHELOR,CLERK OF General Servics THE BOARD OF SUPERVISORS AN OUN ADMIIST TOR BY DEPUTY In late January, 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. Library — "Automated Collection Development Analysis" $30,315 The Library will contract with Pacific Northwest Service Center to perform an automated collection development analysis of library materials. The analysis will provide a clear indication of the depth and breadth of library materials by reading level, format and language. Benefits include the identification of gaps and overlaps in collections that will give the Library the ability to make informed decisions in expanding collections in times of limited funding. 2. General Services—"Retrofit of MDF HVAC System & Installation of Energy Management and Temperature Control System" $91,000 General Services will contract with Syserco, Inc to retrofit the Martinez Detention Facility (MDF) Heating Ventilating and Air Conditioning (HVAC) system and install an Energy Management and Temperature Control System. This will reduce usage of electricity and natural gas by 20% per year and allow for remotely controlled equipment, thereby reducing maintenance costs. 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 Came ra/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" 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 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 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 TOTAL: $2,221,418 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.