HomeMy WebLinkAboutCC AG PKT 2007-04-09 #I
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AGE N DA R E P 0 R T
])A.11E:
A.pril 9, 2007
TO:
Honorable Mayor and City Council
TIIRU:
Greg Beaubien, Interim City Manager
FROM:
Keith A.. Evanoff, CIMA, CRP, CRRA
])irector of A.dministrative ServiceslTreasurer
SUBJECT:
BUDGET AMENDMENT -INFORMATION
TECHNOLOGY UPGRADE CONTRACT
PROFESSIONAL SERVICES
SUMMARY OF REQUEST:
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Staff requests that the City Council approve budget amendment 07-11 for the additional
labor and equipment costs associated with the completion of the Citywide Information
Management System (IMS) and Computer Upgrade project, in addition to providing three
(3), "two-way" file cabinets in the City Manager's office and completing the Vermont
software upgrades in the Recreation department.
BACKGROUND:
The City's information technology systems and networks have been undergoing
extensive upgrades and reconfiguration due to end of life issues and increased complexity
in Police and Citywide technology functions. The Citywide IMS project did not
anticipate the additional man-hours necessary for completion as many of the complexities
associated with system upgrades were not known at the time of initial budget approval. In
addition, the Energy Savings A.ct of 2005 changed the timing of Daylight Savings in
2007. This date change was not included in Microsoft's 2003 operating system.
Therefore, additional man-hours were required to reconfigure the exchange servers to
coordinate with this change.
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A.pproximately 291 hours (7 weeks) were scheduled as "off-hours" by the City's current
IT service provider, Quecore, Inc., in order to complete necessary system and hardware
installation during the past 9 months. Contract terms with Quecore require the City to
pay $1201hr per contractor for additional "off-hours" work. This additional work was
completed by two personnel at $1201hr resulting in additional labor expense of $70,000
(291 x $240 = $69,840), The majority of these costs were related to the systems currently
in place at the Police ])epartment. A.dditional costs related to Blueberry and Hammermail
server replacements and reconfiguration at PD are estimated at $30,000 for equipment
and materials and $10,000 for labor. .An additional $1,500 is also required in the
A.genda Item I
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Recreation Department to cover the final payment for the Vermont software currently
used for scheduling classes.
In addition to completing IT systems upgrlildes, the City Manager's office area was
reconfigured to enable efficient use of limited space. A.s a result, three (3), "two-way"
filing cabinets will be placed in the current filing area to maximize storage space. The
cost for these cabinets is estimated at $2,500 each for a total cost of $7,500. These filing
cabinets have storage capacity on both sides as compared to standard cabinets which have
a single-side point of entry. A.s a result, the cabinets allow the City to double the filing
capacity available and maximize the efficiency of the City Manager's records storage
area,
FISCAL IMPACT:
The total budget amendment increases General Fund appropriations by $125,000.
A.pproval of the amendment would decrease the General Fund's undesignated estimated
fund balance from $9,680,607 to $9,555,607.
RECOMMENDATION:
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City Council approves budget amendment 07-11 modifying the fiscal year 2006/07
budget.
!f::'Il~
])irector of A.dministrative ServiceslTreasurer
.
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A.genda Item
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RESOLUTION NUMBER
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SEAL BEACH, CALIFORNIA, AUTHORIZING A BUDGET
AMENDMENT, NO, 07-11 FOR INFORMATION TECHNOLOGY
(IT) CONTRACT PROFESSIONAL SERVICES AND EQUIPMENT
WHEREAS, the fi.cal year 200612007 budget requires budgetary amendments as
outlined below:
THE CITY COUNCll. OF THE CITY OF SEAL BEACH DOES HEREBY RESOLVE:
The budget for .alarie. and benefit. i. hereby increased as follows:
REVISEDI
ADOPTED PROPOSED BUDGET (cliff)
DESCRIPTION ACCOUNT BUDGET BUDGET AMENDMENT
Tnm.fer In 045-000-31500 $7,662,700 $7,772,700 $110,000
Contract Prof Svc 045-333-44000 $6,935,500 $7,045,500 $110,000
Equip & Material. 001-011-40700 $105 $7,605 $7,500
Leisure Classes 001-072-40800 $4,500 $12,000 $7,500
Tnm.fera Out 001-080-47000 $4,422,726 $4,532,726 $110,000
PASSED, APPROVED AND ADOPTED BY THE City Council of Seal Beach, II a
meeting hereof held on the 9th day of Amil ,2m1 by the following yote:
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AYES:
COUNCD..MEM1lERS
NOES: COUNCD..MEM1lERS
ABSENT: COUNCD..MEM1lERS
ABSTAIN: COUNCD..MEM1lERS
Mayor
A TI'EST:
City Clerk
STATBOFCALIFORNlA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Linda Devine, City Clerk for the City of Seal Beach, California, do hereby certify that
the foregoing resolution. i. themiginal copy of R...,lution Number_ on file in the
office of the City Clerk, passed, approved an adopted by the City Council of the City of
Seal Beach at a regular meeting hereof held on the...J!!!!.... day of Amil . 2007,
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City Clerk