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Home My WebLink About12-02-19 City Commission Packet Materials - C4. Public Works Administration Internal Service Fund CIP for FY21-25 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Kristin Donald, Finance Director SUBJECT: Adopt the Public Works Administration Internal Service Fund Capital Improvement Plan (CIP) for Fiscal Years 2021-2025. AGENDA ITEM TYPE: Consent MEETING DATE: December 2, 2019 RECOMMENDATION: Adopt the Public Works Administration Internal Service Fund Capital Improvement Plan (CIP) for Fiscal Years 2021-2025. BACKGROUND: Each year, the City Manager is required to prepare a 5 Year Capital Improvements Plan and submit it to the Commission by December 15th. Similar to recent years past, we are bringing the various parts of the plan forward as items on the Consent agenda. We will be prepared to address questions, if they arise, at the public meeting. The Public Works, City Manager, and other city staff met in October and November to develop the attached Capital Plan for the equipment and capital needs of Public Works from an administrative level. This includes Administration, Engineering and GIS, which are then charged to the public works fund based on needed activity from these functions. Public Works Master Plan in Progress The Public Works Department is currently having a master plan drafted that will address the Department’s space needs. This will include space for workers based on the staffing plan and 30 projected growth, equipment storage based on the CIP and other master plans, and shop space. The completion of this plan will most likely change all Public Works’ funds CIPs next year. Stiff Building Remodel FY20 Project Changes The FY20 Approved Budget contains a total of $656,116 for the Stiff Building Remodel, funded from the General, Community Development, and Building Inspection Funds. This estimate was made from initial information developed more than 5 years ago, prior to Phase 1 of the project (basement conference room, etc.). After we completed the final programming on this next phase, the project has expanded to include other departments within the building with a focus on centralizing customer service, accommodating future staffing needs, and improved safety. The project is in final design stages and will be bid in mid-November. Our most recent estimates show the project could total between $1.2- $1.5 Million. These increased costs have not been added to the CIP or reflected in the FY20 amounts shown. Once bids are received, we will likely recommend making adjustments to the FY20 Budget by delaying or canceling current projects, using budget or vacancy savings, and/or possibly budget amendments. UNRESOLVED ISSUES: None. 31 ALTERNATIVES: As suggested by the City Commission. If the Commission does not wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda. FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for FY21. Report compiled on: November 8, 2019 Attached: Public Works Admin CIP Section 32 PUBLIC WORKS ADMINISTRATION INTERNAL SERVICE FUND FINANCIAL SUMMARY Financial Summary Current YearFY20 FY21 FY22 FY23 FY24 FY25UnscheduledProjected Beginning Reserve Balance Dedicated to CIP ‐$ 16,516$ 869$ 869$ 869$ 1,908$ ‐$ Plus: 91,516$ 149,353$ ‐$ ‐$ 66,040$ ‐$ ‐$ Less: Scheduled CIP Project Costs (75,000)$ (165,000)$ ‐$ ‐$ (65,000)$ ‐$ (850,000)$ Projected Year‐End Cash Dedicated to CIP 16,516$ 869$ 869$ 869$ 1,908$ 1,908$ Assumptions Made for Revenue Estimates Current YearFY20 FY21 FY22 FY23 FY24 FY25Estimated Annual Public Works allocation 3,050,518$ 3,050,518$ 3,111,528$ 3,173,759$ 3,237,234$ 3,301,979$ Estimated Annual Increase 0.0% 2% 2% 2% 2% 2%Total Estimated Revenues 3,050,518$ 3,111,528$ 3,173,759$ 3,237,234$ 3,301,979$ 3,368,018$ Current Revenues Dedicated to CIP % 3.0% 3.0% 0.0% 0.0% 2.0% 0.0% Plus: Increase Dedicated to Water Capacity Expansion CIP 0.0%1.8% 0.0% 0.0% 0.0% 0.0% Total % Dedicated to CIP 3.0% 4.8% 0.0% 0.0% 2.0% 0.0%Total Estimated Revenues Dedicated to CIP 91,516$ 149,353$ ‐$ ‐$ 66,040$ ‐$ Note: The Public Works Administration Fund is an internal service fundthat operates entirely from cost recovery paid by City Departments, specifically Public Works Departments. Capital items are funded as needed, withoutthe accumulation of any reserve.ProjectedProjectedCURRENT$(165,000)$‐$‐$(65,000)$‐FY20 FY21 FY22 FY23 FY24 FY25PUBLIC WORKS INTERNAL SERVICE PROJECTS 33 PUBLIC WORKS ADMINISTRATION INTERNAL SERVICE FUND PROJECT SUMMARY Project # Project Name FY2021 FY2022 FY2023 FY2024 FY2025 UnscheduledGIS03 ASSET MANAGEMENT SOFTWARE ‐ ‐ ‐ ‐ ‐ ‐ GIS04AERIAL PHOTOGRAPHY 65,000 ‐ ‐ 65,000 GIS16 PERFORMANCE MANAGEMENT AND CIVIC ENGAGEMENT SYSTEM INVESTMENTS125,000 ‐ ‐ ‐ ‐ ‐ GF277ERP REPLACEMENT/UPGRADE ‐ ‐ ‐ ‐ ‐ 600,000 PWAD01PW Cost Acct & Fleet SW ‐ ‐ ‐ ‐ ‐ 250,000 Fiscal Year totals 190,000 ‐ ‐ 65,000 ‐ 850,000 34 PUBLIC WORKS ADMINISTRATION INTERNAL SERVICE FUND DETAIL BACKGROUND Public Works Administration internal service fund was created in FY19 to allocate the Public Works Administration, GIS, and Engineering to the enterprise funds based on the use of these functions. The charges to the other funds provides the funding for the three divisions. CAPITAL PLAN SUMMARY The plan contains requests for GIS. This includes aerial photography and performance management and civic engagement system investment, which all work towards the Strategic Plan 4.1 c GIS Land Use & Infrastructure Development Tracking, 7.4 a Develop Data Analysis Tools, and 7.4c Analyze and Collect Data from Performance Measures. 35 Project Name YearDescription AmountTotal Project #PROJECT DESCRIPTION: 65,000 AERIAL PHOTOGRAPHY IS USED ON A DAILY BASIS TO ‐ SUPPORT A WIDE VARIETY OF CITY OPERATIONS, ‐ INCLUDING PUBLIC ACCESS TO HISTORICAL ARCHIVES. ‐ CURRENT AERIAL PHOTOGRAPHY ENABLES TIMELY ‐ DECISIONS BASED ON ACCURATE INFORMATION AND ‐ CONTINUES TO EXPERIENCE UNPRECEDENTED DEMAND. ‐ ALTERNATIVES CONSIDERED: ‐ LOWER RESOLUTION SATELLITE IMAGERY ALONG WITH ‐ EXTERNAL PARTNERSHIPS MAY RESULT IN A LESS ‐ DESIRABLE OUTCOME. ‐ ADVANTAGES OF APPROVAL: ‐ THIS PROJECT BENEFITS BOTH THE ORGANIZATION AND ‐ THE COMMUNITY BY PROVIDING A CLEAR AND ACCURATE ‐ REPRESENTATION OF CURRENT CONDITIONS IN ADDITION ‐ TO SERVING AS AN IMPORTANT HISTORICAL RECORD ‐ DURING TIMES OF HIGH GROWTH. MEASURESMENTS AND ‐ LAND USE DETERMINATIONS CAN BE MADE WITHOUT ‐ REQUIRING EXTENSIVE TIME IN THE FIELD. ‐ ADDITIONAL OPERATING COSTS: ‐ THERE ARE NO RECURRING COSTS OR ANNUAL OPERATING ‐ EXPENSES ASSOCIATED WITH THIS PROJECT. ‐ AERIAL PHOTOGRAPHY 202165,000 GIS04 (FY21)36 Project Name YearDescription AmountTotal Project #PROJECT DESCRIPTION: 65,000 AERIAL PHOTOGRAPHY IS USED ON A DAILY BASIS TO ‐ SUPPORT A WIDE VARIETY OF CITY OPERATIONS, ‐ INCLUDING PUBLIC ACCESS TO HISTORICAL ARCHIVES. ‐ CURRENT AERIAL PHOTOGRAPHY ENABLES TIMELY ‐ DECISIONS BASED ON ACCURATE INFORMATION AND ‐ CONTINUES TO EXPERIENCE UNPRECEDENTED DEMAND. ‐ ALTERNATIVES CONSIDERED: ‐ LOWER RESOLUTION SATELLITE IMAGERY ALONG WITH ‐ EXTERNAL PARTNERSHIPS MAY RESULT IN A LESS ‐ DESIRABLE OUTCOME. ‐ ADVANTAGES OF APPROVAL: ‐ THIS PROJECT BENEFITS BOTH THE ORGANIZATION AND ‐ THE COMMUNITY BY PROVIDING A CLEAR AND ACCURATE ‐ REPRESENTATION OF CURRENT CONDITIONS IN ADDITION ‐ TO SERVING AS AN IMPORTANT HISTORICAL RECORD ‐ DURING TIMES OF HIGH GROWTH. MEASUREMENTS AND ‐ LAND USE DETERMINTATIONS CAN BE MADE WITHOUT ‐ REQUIRING EXTENSIVE TIME IN THE FIELD. ‐ ADDITIONAL OPERATING COSTS: ‐ THERE ARE NO RECURRING COSTS OR ANNUAL OPERATING ‐ EXPENSES ASSOCIATED WITH THIS PROJECT. ‐ AERIAL PHOTOGRAPHY 202465,000 GIS04 (FY24)37 Project Name YearDescription AmountTotal Project #PROJECT DESCRIPTION: 100,000 PERFORMANCE MANAGEMENT AND CIVIC ENGAGEMENT ARE ‐ LISTED AS HIGH PRIORITIES WITHIN THE STRATEGIC ‐ PLAN (7.4 & 1.1, RESPECTIVELY). THIS PROJECT ‐ WILL LEVERAGE EXISTING INVESTMENTS IN CITYWORKS, ‐ GIS AND OTHER ENTEPRISE SYSTEMS TO IMPROVE THE ‐ WAY WE MEASURE AND REPORT PROGRESS. A MODERN ‐ SOFTWARE PLATFORM ALONG WITH IMPLEMENTATION ‐ SERVICES ARE NECESSARY TO PROVIDE A CITYWIDE ‐ APPROACH. ‐ ALTERNATIVES CONSIDERED: ‐ CUSTOM SOLUTIONS DEVELOPED USING BASIC ‐ TECHNOLOGY WILL LIMIT THE CITY'S ABILITY TO ‐ MEET STAFF AND CITIZEN EXPECTATIONS. ‐ ADVANTAGES OF APPROVAL: ‐ THE USE OF KEY PERFORMANCE INDICATORS WILL HELP ‐ IDENTIFY OPPORTUNITIES FOR INCREASED EFFICENCY ‐ THROUGHOUT THE ORGANZIATION WHILE PROVIDING A ‐ INCREASE: $25,000 WAS ADDED FOR IMPLEMENTATION ‐ SERVICES. 25,000 ERP REPLACEMENT/UPGRADE 600,000 DESCRIPTION: ‐ POSSIBLE EXAMINATION OF CURRENT ERP SYSTEM FOR ‐ CURRENT VENDOR UPGRADE OR NEW SYSTEM ‐ ALTERNATIVE: ‐ KEEP SAME SYSTEM UNTIL UNSUPPORTED ‐ ADD OPERATING: ‐ USUALLY ANNUAL MAINTENANCE COSTS ‐ FUNDING SPLIT: GF 35% PWADMIN 50% AND CD 15% ‐ PERFORMANCE MANAGEMENT AND CIVIC ENGAGEMENT SYSTEM INVESTMENTS2021125,000 GIS16 ERP REPLACEMENT/UPGRADE UNSCHEDULEDGF277600,000$ 38 Project Name YearDescription AmountTotal Project #PUBLIC WORKS INTEGRATED COST‐ACCOUNTING & FLEET 250,000 MANAGEMENT SOFTWARE ‐ DESCRIPTION: ‐ THIS SOFTWARE WOULD INTEGRATE WITH OUR CURRENT ‐ WITH THE CITY'S ERP SYSTEM TO PROVIDE PUBLIC WORKS ‐ MORE TOOLS TO BECOME MORE EFFICIENT AND ‐ EFFECTIVE IN SERVING THE COMMUNITY. ‐ ALTERNATIVES: ‐ NONE KEEP STATUS QUO ‐ ADD OPERATING: ‐ ANNUAL SOFTWARE MAINTENANCE CHARGES ‐ PWAD01PUBLIC WORKS INTEGRATED COST‐ACCOUNTING & FLEET UNSCHEDULED250,000$ 39