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HomeMy WebLinkAboutA1. General Fund CIP Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Anna Rosenberry, Administrative Services Director SUBJECT: Adopt the General Fund Capital Improvement Plan (CIP) for Fiscal Years 2017-2021. AGENDA ITEM TYPE: Action MEETING DATE: December 7, 2015 RECOMMENDATION: Adopt the General Fund Capital Improvement Plan (CIP) for Fiscal Years 2017-2021. SUGGESTED MOTION: I move to adopt the General Fund Capital Improvement Plan for Fiscal Years (FY) 2017-2021. 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. The City’s General Fund portion of the CIP contains, by far, the greatest number of capital items and funds a broad range of departmental needs. During the months of October and November numerous staff meetings have taken place to develop this recommended plan. Items of particular note this year are: • Item GF263 – Joint City/County Law and Justice Facility has been included at a total of $25,000,000 in FY17. This project is in its beginning design development stages. Timelines and costs are not certain. Full bond funding is anticipated. 182 • Item GF056 – Design & Construct an Indoor/Outdoor Family Aquatics Center is included in plan in FY18 for design ($350,000) and FY19 for construction ($16,206,750). This item was unscheduled in last year’s plan at $18 million. • The inclusion of GF260 & GF261 – related to the Sports Complex property that was acquired last year with Trails Open Space and Parks (TOP) Bond money. These are water and sewer pipe costs that are needed for completion of the project, but will not have TOP funding available. The street-related costs for these areas are included in the Arterial & Collector District CIP. • GF137 – Swim Center Facility repairs, totaling $1,157,104 is the combination of a number of projects that were separately identified. It is planned to be bond funded, at the same time the Family Aquatics Center is funded with voter-approved bonds. UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission does not wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda. FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for FY16. Report compiled on: November 25, 2015 Attached: General Fund CIP 183 General Fund  Capital Improvement PlanFinancial SummaryCurrent YearFY16FY17FY18FY19FY20FY21UnscheduledProjected Beginning Balance Dedicated to CIP‐$                     ‐$                         119,204$           (195,432)$          (46,682)$             696,045$               Plus:  General Fund Revenues Dedicated to CIP908,400$            1,197,464$            1,492,219$        1,792,750$        1,810,677$        1,828,784$         ‐$                 Plus:  Bond Issue: L&J Project25,000,000$          Plus:  Bond Issue:  Indoor/Outdoor Aquatics Facility16,206,750$      Plua:  Swim Center Bond Issue (with Aquatics Facility question)1,157,104$        Plus: GF257 ‐ Donation from Baracuda Swim Team50,000$                  Less:  Scheduled CIP Project Costs(908,400)$          (26,128,260)$         (1,806,856)$       (19,007,854)$     (1,067,950)$       (1,522,780)$        (8,447,933)$          Projected Year‐End Cash Dedicated to CIP‐$                     119,204$                (195,432)$          (46,682)$             696,045$            1,002,049$            Assumptions Made for Revenue Estimates:FY17FY18FY19FY20FY21Estimated Annual General Fund Revenues27,720,841$     27,720,841$         27,998,049$     28,278,030$     28,560,810$     28,846,418$        Estimated Growth in General Fund Revenues1%1%1%1%1%Total Estimated General Fund Revenues27,720,841$     27,998,049$         28,278,030$     28,560,810$     28,846,418$     29,134,882$      Current Revenues Dedicated to CIP %3.3%3.3%4.3%5.3%6.3%6.3%  Plus:  Increase Dedicated to Capital Improvements %1.0%1.0%1.0%0.0%0.0%  Total % Dedicated to CIP4.3%5.3%6.3%6.3%6.3%Total Estimated Revenues Dedicated to CIP1,197,464$            1,492,219$       1,792,750$        1,810,677$        1,828,784$        ProjectedProjectedCURRENT30,000,00025,000,00020,000,00015,000,00010,000,0005,000,0000General Fund  Projects & Equipment184 PROJ.DEPARTMENTPROJECT NAMEFY17UnscheduledFY21RATINGFY18FY19FY20CIP PROJECT FUND:General FundSorted by Department and RatingGF231CEMETERYCEMETERY IRRIGATION PROJECT44$200,000$200,000GF083CEMETERYBACKHOE42$110,000GF116CEMETERYCEMETERY VEHICLE REPLACEMENTS34$45,000GF252CEMETERYCEMETERY COLUMBARIUM$55,00032$50,000GF010CEMETERYCEMETERY MOWER REPLACEMENTS25$16,000$16,000$16,000GF245FACILITY ‐ CHENERGY PROJECTS – CITY HALL43$75,000GF103FACILITY ‐ CHAMERICAN'S WITH DISABILITIES ACT (ADA) COMPLIANCE IMPROVEMENTS$25,000$20,00042$25,000$25,000$25,000GF130FACILITY ‐ CHCITY HALL SITE IMPROVEMENTS ‐ PHASE 2$40,00038GF241FACILITY ‐ CHREPLACEMENT OF CITY HALL AC CONDENSING UNIT – ROOF TOP36$50,000GF243FACILITY ‐ CHREPLACEMENT OF KEYLESS ENTRY LOCKS AT CITY HALL AND PROFESSIONAL BUILDING$10,00034GF219FACILITY ‐ CHADDITION TO CITY HALL, CONSOLIDATION OF SERVICES$5,500,00028GF244FACILITY ‐ LIBLIBRARY PARKING LOT DRAINAGE IMPROVEMENTS$15,00038GF242FACILITY ‐ PROFREPLACEMENT OF STIFF PROFESSIONAL BUILDING AC CONDENSING UNIT – ROOF TOP$50,00048GF001FACILITY ‐ PROFPROFESSIONAL BUILDING ELEVATOR REPLACEMENT$66,60033GF199FACILITY ‐ PROFPROFESSIONAL BUILDING RECONFIGURATION ‐ PHASE 227$35,779GF157FACILITY ‐ SCSENIOR CENTER ELEVATOR37$68,000GF203FACILITY ‐ SCBOZEMAN SENIOR SOCIAL CENTER EXTERIOR ENVELOPE IMPROVEMENTS.32$64,750PW01 ‐ SFACILITY ‐ SHSHOPS FACILITY EXPANSION PLAN$10,00038GF227FINANCEERP REPLACEMENT / UPGRADE "SUNGARD REPLACEMENT / UPGRADE"$333,33350185 PROJ.DEPARTMENTPROJECT NAMEFY17UnscheduledFY21RATINGFY18FY19FY20GF224FINANCESUNGARD COGNOS BI (BUSINESS INTELLIGENCE) WEB‐BASED REPORTING SUITE$21,78037GF226FINANCENAVILINE EDGE (SUNGARD USER INTERFACE UPGRADE)$22,76032GF247HUMAN RESOURELECTRONIC TIME AND ATTENDANCE$30,00042GF080I.T.REMOTE CLOSET SWITCHES, ROUTER AND WIRELESS AP REPLACEMENT$40,000$40,00050$40,000$40,000$40,000GF229I.T.CITY HALL ISCSI STORAGE REPLACEMENT$40,00050GF196I.T.BACKUP ROOFTOP COOLING UNIT FOR THE PROFESSIONAL BUILDING DATA CENTER$20,00047GF062I.T.SERVER & PERSONAL COMPUTER (PC) REPLACEMENT$75,000$95,00045$80,000$60,000$70,000GF246I.T.BACKUP CAPACITY$15,00039GF233I.T.VEHICLE REPLACEMENT$23,00038$23,000GF199I.T.PROFESSIONAL BUILDING RECONFIGURATION ‐ PHASE 227$131,581GF115PARKSPARK VEHICLE REPLACEMENTS$24,000$90,00063$45,000GF251PARKSPARKS MAINTENANCE AND CAPITAL DISTRICT FEASIBILITY STUDY45$32,000GF260PARKSSPORTS COMPLEX ‐ CONSTRUCTION OF 'PROJECT RELATED' COTTONWOOD ROAD AREA WATER & WASTEWATER IMPROVEMENTS45$364,000GF261PARKSSPORTS COMPLEX ‐  CONSTRUCTION OF 'PROJECT RELATED'  OAK STREET AREA WATER IMPROVEMENTS45$67,500GF262PARKSPAVING AT SHOPS$37,50045GF034PARKSLARGE DECK MOWER$58,00043$80,000$58,000GF254PARKS25TH STREET FROM OAK TO TSCHACHE$287,00040GF031PARKSPARK IMPROVEMENT GRANTS$150,000$100,00037$150,000GF084PARKSPARKS RESTROOM UPGRADES$130,000$340,00037$130,000GF092PARKSPLAYGROUND EQUIPMENT$60,00037$70,000$70,000GF190PARKS4‐WHEELER ATV REPLACEMENT$14,00037GF194PARKSPARK ENTRANCE SIGNS$10,000$10,00037$10,000$10,000$10,000186 PROJ.DEPARTMENTPROJECT NAMEFY17UnscheduledFY21RATINGFY18FY19FY20GF030PARKSARTICULATING TRACTOR$65,000$130,00035$125,000GF205PARKSPROST PLAN UPDATE$100,00035GF250PARKSSPLASH PADS$190,00035$175,000GF253PARKSTURF SWEEPER35$31,000GF108PARKSPARK SIDEWALK REPLACEMENTS$11,00027$100,000$88,000GF206PARKSBRONKEN PARK PATHWAY27$88,246GF148PARKSBMX PARKING LOT$85,00025GF191PARKSUPGRADE SOFTBALL COMPLEX LIGHTING$825,00022GF195PARKSAERATOR19$32,000GF165POLICEPATROL MOTORCYCLE REPLACEMENTS66$30,000GF053POLICEPATROL VEHICLE REPLACEMENT$232,000$168,000$250,00063$171,000$174,000$174,000GF166POLICEPORTABLE RADIO REPLACEMENTS$62,000$126,00057$59,000$60,000$61,000GF263POLICEJOINT CITY‐COUNTY LAW AND JUSTICE FACILITY$25,000,00050GF235POLICEEVIDENCE BAR CODING SYSTEM$20,00045GF240POLICEPOLICE CRASH INVESTIGATION VEHICLE$35,00036GF140RECREATIONLINDLEY CENTER PARKING LOT RENOVATION$47,00047GF137RECREATIONSWIM CENTER ‐ FACILITY REPAIRS AND REPLACEMENTS45$1,157,104GF056RECREATIONDESIGN & CONSTRUCT INDOOR/OUTDOOR FAMILY AQUATICS CENTER44$350,000$16,206,750GF238RECREATIONBOGERT POOL RENOVATION$400,00040GF209RECREATIONLINDLEY CENTER FULL UPGRADE: RESTROOMS, WINDOWS, SIDING, KITCHEN, ROOF, FLOORING38$197,950GF236RECREATIONBEALL PARK RECREATION CENTER: WOOD FLOOR REPLACEMENT$35,00031GF257RECREATIONREMOVABLE BULKHEAD FOR THE SWIM CENTER$75,00016187 PROJ.DEPARTMENTPROJECT NAMEFY17UnscheduledFY21RATINGFY18FY19FY20Summary for  General Fund (63 items)Totals by year:$26,128,260 $1,806,856 $19,007,854$1,067,950$8,062,933FY17FY18FY19FY20UnscheduledFY21$1,522,780188 CIP Project Fund General Fund PROJECT NUMBER GF001 DEPARTMENT FACILITY - PROF PROJECT NAME PROFESSIONAL BUILDING ELEVATOR REPLACEMENT FY17 FY18 Unscheduled $66,600 DESCRIPTION OF PROJECT The elevator in the Professional Building is a three stop Otis elevator. The elevator was installed when the second floor was added in 1972. Since the City purchased the building we have remodeled several areas on both the main floor and second floor – the elevator remains original and is approaching 44 years of continued use. The elevator is to the point where many technological improvements have been made in elevator technology and a change out would yield both improved service and some reductions in energy savings. The elevator is inspected annually and is still safe, there are some inherent problems with the operation of the elevator. Of the four elevators owned by the City, this system experiences the most downtime. One big problem is the leveling systems and the way the rails and tracks are mounted in the building. The elevator will malfunction and require resetting if it loaded heavy to one side. A new car and track system would solve the nuisance trips associated with this aging elevator. ALTERNATIVES CONSIDERED Continue to maintain and adjust the elevator operating systems throughout the year. ADVANTAGES OF APPROVAL Increase reliability and reduced maintenance costs. Some electrical savings associated with improved electric motors. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs FUNDING SOURCES General Fund and Building Inspection Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:33 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):2 DEPARTMENT PRIORITY (Up to 10):3 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 189 CIP Project Fund General Fund PROJECT NUMBER GF010 DEPARTMENT CEMETERY PROJECT NAME CEMETERY MOWER REPLACEMENTS FY17 FY18 $16,000 Unscheduled DESCRIPTION OF PROJECT Ongoing Cemetery mower replacement. Scheduled on a five year replacement program. If a machine should be functioning well and is deemed more efficient to keep in service past five years we will. These mowers are used to complete the mowing of 53 Formal Turf Acres, and support the Cemetery Divisions performance measures - Mowing the cemetery and adjacent trails. ALTERNATIVES CONSIDERED Keep older mowers for extended periods of time. ADVANTAGES OF APPROVAL Less down time, Decreased repair /maintenance costs, High trade –in value, Increased productivity, Less emissions. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: Routine maintenance, oil changes, fuel. FUNDING SOURCES 100% General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:25 LEVEL OF SERVICE (Up to 20):5 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):2 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):3 FY19 $16,000 FY20 $16,000 FY21 190 CIP Project Fund General Fund PROJECT NUMBER GF030 DEPARTMENT PARKS PROJECT NAME ARTICULATING TRACTOR FY17 $65,000 FY18 Unscheduled $130,000 DESCRIPTION OF PROJECT The eventual replacement of the 1992 MT articulating tractor, which does the bulk of the sidewalk snow removal for the Parks Division, encompassing over 12 miles of sidewalks and three routes to plow. The newest development is to share the cost of an MT Municipal Tractor with Streets. The advantage of the co-op is that Parks needs the MT in the winter for plowing and Streets in the summer for right of way mowing. The Parks and Cemetery divisions are responsible for snow removal on all sidewalks, paths, accesses and trials that the city is responsible for. The cost for the replacement in FY17 would be shared, with Public Works. ALTERNATIVES CONSIDERED Repair and maintain the 1992 MT as needed ADVANTAGES OF APPROVAL Less down time and maintenance/repair costs, A new MT tractor will be able to support more implements, Less emissions and better fuel economy, Faster more efficient use of time, which will be a factor with the expanding sidewalk and trial snow removal routes. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: Better fuel economy and less emissions= less maintenance costs and operating costs. FUNDING SOURCES 100% General Fund - For Parks portion, cost shared with Street Maintenance District New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:35 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):2 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):3 FY19 FY20 $125,000 FY21 191 CIP Project Fund General Fund PROJECT NUMBER GF031 DEPARTMENT PARKS PROJECT NAME PARK IMPROVEMENT GRANTS FY17 $100,000 FY18 Unscheduled DESCRIPTION OF PROJECT Contribute every other year from the General Fund towards improving park infrastructure through implementation of park master plans. This grant program is a matching funds program in which the City receives a minimum 1 to 1 match from the recipient. The Commission has established a formal grant policy by resolution. By switching to every other year, and also increasing the allocation, bigger projects can be accomplished, though these projects will take more time to complete. ALTERNATIVES CONSIDERED Handle park equipment and improvement requests on an adhoc basis, as various donors or service groups bring them forward. Allocate more or fewer dollars to the program. ADVANTAGES OF APPROVAL This matching funds program provides critical infrastructure to the park system by utilizing the talents of our community members through matching funds, donations, labor in lieu of and numerous specialized services. All of the above can be used as a match in this program ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: New infrastructure and facilities bring on increased maintenance and labor costs. The nature of each project funded will determine the continued costs. Some projects have very low ongoing costs, others have relatively higer costs. FUNDING SOURCES 100% General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:37 LEVEL OF SERVICE (Up to 20):10 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):7 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):3 FY19 $150,000 FY20 $150,000 FY21 192 CIP Project Fund General Fund PROJECT NUMBER GF034 DEPARTMENT PARKS PROJECT NAME LARGE DECK MOWER FY17 FY18 $80,000 Unscheduled $58,000 DESCRIPTION OF PROJECT The mower request in FY18 would be an addition of a large-deck sports turf mower, anticipated to be needed for additional parkland used for athletics, such as: Lerner Park, Oak Springs Park and the eventual Sports Complex, slated to open in 2018. . The city currently maintains over 140 acres of Formal Turf in the parks system. ALTERNATIVES CONSIDERED Continue to repair as break downs occur, Replace mowers as they breakdown, Lease mowers on a 3 - year program. ADVANTAGES OF APPROVAL Proper mowing of sports fields and formal parks are imperative to safety. Regular replacement will reduce maintenance costs and decrease the number of breakdowns we have been experiencing. Well mowed parks are an important reflection on our City and how it is perceived by visitors and citizens. New mowers will be more reliable, safer, productive, and will reduce the workload on the vehicle maintenance shop personnel. Well maintained sports fields have proven to be a vital component to the economic growth of our community, by attracting regional and state tournaments to Bozeman. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: Improve scheduling of mowing and increase crew efficiency because of reliable equipment. FUNDING SOURCES 100% General Fund. New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:43 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):10 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):3 FY19 FY20 $58,000 FY21 193 CIP Project Fund General Fund PROJECT NUMBER GF053 DEPARTMENT POLICE PROJECT NAME PATROL VEHICLE REPLACEMENT FY17 $168,000 FY18 $171,000 Unscheduled $250,000 DESCRIPTION OF PROJECT This plan allows for a number of patrol cars to be replaced each year, including all of the necessary vehicle equipment (top lights, sirens, radio, mobile data terminals, video cameras, electronic reporting / ticketing systems, etc.) Costs are based on actual costs in FY16 of $56,000 per vehicle (3 vehicles) and anticipated increases in FY18 ($57,000 – 3 vehicles ), FY19/FY20 ($58,000 – 3 vehicles each year) and FY21 ($59,000 – 4 vehicles) per fully outfitted vehicle. A remaining 4 patrol vehicles will likely need replacement in FY22 and beyond. Patrol vehicles are an essential item in the operation of the Bozeman Police Department, being the primary tool used for over 50,000 Response to Calls each year. Police vehicles must be available for police patrol and emergency call response 24 hours a day, 365 days a year. These vehicles are used to respond to both emergency and non- emergency calls for service, investigate vehicle crashes, conduct traffic enforcement and for general patrol duties. These patrol vehicles average approximately 20,000 miles annually. The table on the following page is an outline of the replacement schedule. ALTERNATIVES CONSIDERED None. ADVANTAGES OF APPROVAL This helps us plan for safe and reliable emergency response vehicles for patrol use, as well as projected lower annual maintenance costs due to lower annual miles driven per vehicle per year. This program would allow for the replacement of older, higher mileage patrol cars that become less reliable and more costly to repair. Equipment components mounted inside the car can sometimes be transferred from the old car to the new car, depending on the condition. These replacements continue to bring the department closer to 100% matching Ford SUV patrol vehicles. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED These are replacement vehicles. Recurring costs frequently decline as newer cars replace older ones. Maintenance costs have stabilized due to regularly scheduled service, even though calls for service have increased and additional officers have been hired. FUNDING SOURCES 100% General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:63 LEVEL OF SERVICE (Up to 20):20 OPERATING BUDGET IMPACT (Up to10):10 SERVICE AREA (Up to 10):10 DEPARTMENT PRIORITY (Up to 10):10 COMMISSION WORKPLAN (Up to 10):5 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):5 FY19 $174,000 FY20 $174,000 $232,000 FY21 194 CIP Project Fund General Fund PROJECT NUMBER GF056 DEPARTMENT RECREATION PROJECT NAME DESIGN & CONSTRUCT INDOOR/OUTDOOR FAMILY AQUATICS CENTER FY17 FY18 $350,000 Unscheduled DESCRIPTION OF PROJECT Indoor/Outdoor Aquatics Center. This item was identified as a “Top Ten Capital Facility Recommendation” in the PROST plan, adopted October 2007. The design phase in FY18 includes the preliminary design of the Family Aquatics Center through the design development phase. This facility is expected to be built in cooperation with the YMCA’s recreation building on Vaquero Way adjacent to the County Regional Park. It has been the City’s experience that accurate cost estimates are vital to the passage of constructions bonds. The design expense would take the City to roughly 30% construction documents and provide solid construction numbers based on actual construction projects occurring at that time. This project will need to be approved by the voters. It is estimated that an election would be offered after the Rouse Justice Center is approved. ALTERNATIVES CONSIDERED Do not build a community aquatics center. ADVANTAGES OF APPROVAL Community Benefits of an Aquatics Center: safe and healthy place for families to play, connected families, strong vital involved community, support for youth at risk, and increased community programs. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual operating and maintenance costs to include additional aquatic staff: Cost undetermined at this time. FUNDING SOURCES Bond and General Fund. New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:44 LEVEL OF SERVICE (Up to 20):10 OPERATING BUDGET IMPACT (Up to10):0 SERVICE AREA (Up to 10):10 DEPARTMENT PRIORITY (Up to 10):8 COMMISSION WORKPLAN (Up to 10):8 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):5 FY19 $16,206,750 FY20 FY21 195 CIP Project Fund General Fund PROJECT NUMBER GF062 DEPARTMENT I.T. PROJECT NAME SERVER & PERSONAL COMPUTER (PC) REPLACEMENT FY17 $95,000 FY18 $80,000 Unscheduled DESCRIPTION OF PROJECT This is a general item for replacement of personal computers and Servers for General Fund related jobs and services. (Enterprise and Special Revenue fund services pay for their own pc’s and servers.) As of FY10, Personal Computers’s moved to a 4 year rotation and servers continued to be minimal of a 5 year asset before replacement. PC Replacements are one of the primary drivers of Help Desk Calls (PM01 & WL01) - aging computers can have more software and technical conflicts, and replaced PC's often require user support for newer versions of software, etc. ALTERNATIVES CONSIDERED Not replace computer/server hardware as frequently. ADVANTAGES OF APPROVAL City technology needs will be better met and the IT department will be able to more efficiently support employees and citizens. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:45 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):7 SERVICE AREA (Up to 10):8 DEPARTMENT PRIORITY (Up to 10):10 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 $60,000 FY20 $70,000 $75,000 FY21 196 CIP Project Fund General Fund PROJECT NUMBER GF080 DEPARTMENT I.T. PROJECT NAME REMOTE CLOSET SWITCHES, ROUTER AND WIRELESS AP REPLACEMENT FY17 $40,000 FY18 $40,000 Unscheduled DESCRIPTION OF PROJECT Wan Site end of life replacements for switches and router throughout City to include City Hall, Professional Building, City Shops, Landfill, L&J, Library, WWTP, WTP, Swim Center, Beall Park, Cemetery. Smaller sites will be consolidated in one year. FY 15 - Prof-Building, Vehicle Maint. This equipment is critical to the City's technology network, suporting all of the department's performance measures related to system "uptime" (PM02-PM06) and workload measures related to number of hours the network and various software is "in service" (WL02-W06). ALTERNATIVES CONSIDERED Maintain current switches without critical support or maintenance. ADVANTAGES OF APPROVAL Maintain uptime for all WAN locations throughout the City to include phone services as well as data. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES General Fund – with costs shared with Enterprise, as location warrants. New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:50 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):10 SERVICE AREA (Up to 10):10 DEPARTMENT PRIORITY (Up to 10):10 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 $40,000 FY20 $40,000 $40,000 FY21 197 CIP Project Fund General Fund PROJECT NUMBER GF083 DEPARTMENT CEMETERY PROJECT NAME BACKHOE FY17 FY18 Unscheduled DESCRIPTION OF PROJECT This piece of equipment would replace the current cemetery backhoe (2001- 2820 hours) that is used for burials an average of 2 times per week. This is the main piece of equipment utilized for cemetery burials. ALTERNATIVES CONSIDERED Continue to utilize the older backhoe and repair and maintain as necessary. Borrow from another department. ADVANTAGES OF APPROVAL Increased reliability and safety for staff and the families relying on cemetery services. The old cemetery backhoe could potentially be transitioned to the Parks Division. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: Operating and repair costs are expected to be lower than the existing vehicle. FUNDING SOURCES 100% General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:42 LEVEL OF SERVICE (Up to 20):20 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):2 DEPARTMENT PRIORITY (Up to 10):10 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 $110,000 FY21 198 CIP Project Fund General Fund PROJECT NUMBER GF084 DEPARTMENT PARKS PROJECT NAME PARKS RESTROOM UPGRADES FY17 FY18 Unscheduled $340,000 DESCRIPTION OF PROJECT This project is the general replacement and upgrading of the City Park’s public restroom facilities. Other restrooms that need to be replaced- and/or built are: BMX- Westlake Park ($130,000) in FY18 - Rose Park ($130,000) in FY 20- Beall Park ($40,000)and a new addition, the Softball Complex ($300,000 - Large Facility plus Concession Stand);are unscheduled.) ALTERNATIVES CONSIDERED Continue to try to maintain existing facilities. The Rose and BMX Park projects will provide restroom facilities in areas where currently none exist. ADVANTAGES OF APPROVAL Ease and efficiency of maintaining new restrooms, increased cleanliness of public facilities. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: Operating and repair costs are expected to be lower than the existing facilities. FUNDING SOURCES 100% General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:37 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 $130,000 FY20 $130,000 FY21 199 CIP Project Fund General Fund PROJECT NUMBER GF092 DEPARTMENT PARKS PROJECT NAME PLAYGROUND EQUIPMENT FY17 $60,000 FY18 Unscheduled DESCRIPTION OF PROJECT The following playground equipment will eventually need to be replaced due to its age and condition: Replacement will bring equipment up to today’s standards and reduce safety and liability concerns. Beall Park (FY17)- Jarrett Park (FY19)- Christie Park (FY20), are identified as the playgrounds that need replacement, in that priority. In general, safety recommendations for playgrounds address: playground site elements, sight lines, equipment features and materials, surfacing materials, hardware, paints and finishes, and any other hazards that might be present. Playground repairs require same-day response given their critical safety implication. Currently, the Parks Division inspects and maintains 20 playgrounds city-wide and assists with another 15 HOA- maintained playgrounds with monthly inspections and recommendations ALTERNATIVES CONSIDERED Keep existing equipment in place, maintain as we go ADVANTAGES OF APPROVAL Increased safety for community members. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Minimal. FUNDING SOURCES 100% General Fund. New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:37 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):2 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):5 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):3 FY19 $70,000 FY20 $70,000 FY21 200 CIP Project Fund General Fund PROJECT NUMBER GF103 DEPARTMENT FACILITY - CH PROJECT NAME AMERICAN'S WITH DISABILITIES ACT (ADA) COMPLIANCE IMPROVEMENTS FY17 $20,000 FY18 $25,000 Unscheduled DESCRIPTION OF PROJECT Replace or install ADA upgrades in various city-owned buildings. Work examples include: door hardware, handrails, parking signage and stalls, building access, etc. The Facilities Superintendent has been working with the ADA advisory committee to provide recommendations to the city on priority order for any upgrades or improvements that may be identified to make our facilities and programs more accessible. This money has been used, and will continue to be used to improve accessibility as demonstrates a commitment from the City to address ADA issues. Based on the initial review of the work to be done the dollar amount should be increased in order to complete the improvements within the needed timeframe. ALTERNATIVES CONSIDERED When remodels are initiated on buildings they are brought up to current ADA requirements as per regulations. There are changes to the ADA that took effect in March 2011. We will continue to make upgrades as changes are made to buildings but this budget item would accelerate the compliance for city buildings. ADVANTAGES OF APPROVAL It has been the policy of the city to meet the full spirit of the law as outlined in the ADA regulations. By taking the initiative to bring all our buildings up to current standards we can provide a positive example to the community in meeting the needs of people with restricted or limited mobility. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED No significant costs are anticipated with these improvements. FUNDING SOURCES 100% General Fund. New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:42 LEVEL OF SERVICE (Up to 20):20 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 $25,000 FY20 $25,000 $25,000 FY21 201 CIP Project Fund General Fund PROJECT NUMBER GF108 DEPARTMENT PARKS PROJECT NAME PARK SIDEWALK REPLACEMENTS FY17 $11,000 FY18 $100,000 Unscheduled DESCRIPTION OF PROJECT Identified for replacement due to deteriorating cement, missing sections and heaving from weather and roots from trees. New sidewalks must meet or exceed city code. Replacing the old sidewalk will result in a safer sidewalk year round and enable the sidewalks plows to better meet the snow removal municipal code. Approx $11.75 square foot for rip and replace- $11,000- Story Mansion sidewalk sectional replacement Project 1: $100,000 - Southside Park - replace 730' of sidewalk along South 5th Avenue and along West Alderson Street with new 6' (six foot) wide concrete sidewalk, and the related retaining wall. Project 2: $88,000 - Cooper Park - replace the sidewalk around the entire block. This sidewalk serves as a main route to and from the University. Approximately 1875' total. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Increased safety for community members and efficiency of operation (plowing) ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: no estimate at this time FUNDING SOURCES General Fund. New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:27 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):2 DEPARTMENT PRIORITY (Up to 10):0 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 $88,000 FY21 202 CIP Project Fund General Fund PROJECT NUMBER GF115 DEPARTMENT PARKS PROJECT NAME PARK VEHICLE REPLACEMENTS FY17 $24,000 FY18 Unscheduled $90,000 DESCRIPTION OF PROJECT Parks Department utilizes vehicles for mowing, fertilization, irrigation, inspections, snow plowing and repairs of the city parks, comprising over 125 acres of formal turf and 220 acres of natural parkland. All vehicles are utilized until service related down- time for equipment and staff become problematic or safety is compromised. FY’17 represents an inspection vehicle which will be a hybrid for fuel efficiency. FY ’19 represents a one ton replacement. Dodge has ceased making parts for this particular vehicle and while not a major representation of the fleet, one tons are used in plowing of parking lots, ice rinks, stone and materials hauling, among other duties. The unscheduled is for continued replacement of aging fleet vehicles. A detailed listing of the replacement plan, with vehicle mileage, has been sent to Finance. mileage updated October 2015. ALTERNATIVES CONSIDERED None. ADVANTAGES OF APPROVAL This insures safe and reliable vehicles for park use. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: These are replacements; recurring costs frequently decline as newer cars replace older ones. FUNDING SOURCES 100% General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:63 LEVEL OF SERVICE (Up to 20):20 OPERATING BUDGET IMPACT (Up to10):10 SERVICE AREA (Up to 10):10 DEPARTMENT PRIORITY (Up to 10):10 COMMISSION WORKPLAN (Up to 10):5 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):5 FY19 $45,000 FY20 FY21 203 CIP Project Fund General Fund PROJECT NUMBER GF116 DEPARTMENT CEMETERY PROJECT NAME CEMETERY VEHICLE REPLACEMENTS FY17 FY18 Unscheduled DESCRIPTION OF PROJECT Cemetery Vehicle Replacement Plan. The Cemetery Department utilizes 1-Ton trucks for operations and maintenance of the Sunset Hills Cemetery. Asset# 1213, 1989 1Ton 4x4, 4miles. This 1-Ton is critical to providing prompt burial services (loading and unloading dirt) roughly twice a week, and sanding/plowing cemetery roads. While it has relatively low mileage, the cost of repairs and its extremely low fuel economy (460 engine) drive our recommendation to replace this 25 year old vehicle. *Mileage as of 11/2015 ALTERNATIVES CONSIDERED Keep maintaining #1213 until a new replacement is funded or replacement parts are no longer available. ADVANTAGES OF APPROVAL This insures safe and reliable vehicles for cemetery use. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: These are replacements; recurring costs frequently decline as newer cars replace older ones FUNDING SOURCES 100% General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:34 LEVEL OF SERVICE (Up to 20):10 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):2 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):5 FREQUENCY OF USE (Up to 5):5 FY19 $45,000 FY20 FY21 204 CIP Project Fund General Fund PROJECT NUMBER GF130 DEPARTMENT FACILITY - CH PROJECT NAME CITY HALL SITE IMPROVEMENTS - PHASE 2 FY17 $40,000 FY18 Unscheduled DESCRIPTION OF PROJECT A general landscape plan was prepared for the building remodel. It included planting beds, irrigation upgrades for a dated system and modifications to provide water coverage for the revised site and better use of treated city water. At that time planned improvements included: irrigation upgrades to improve water application to reduce consumption, reclamation of the abandoned alley to the south of the Commission meeting room, the installation of trees to provide screening and shading on the south facing elevation, a storm water detention area on the north east end of the alley to protect the creek from site run-off, planting beds and screening from the parking lot to the south of City Hall, benches and picnic tables for staff and citizen use, better bike racks and a dog waste station will also be included. Since the initial planning, we have been able to plant grass in the alley and install the stormwater treatment facility on site. The other elements of the plan have not yet been completed. The irrigation system is of particular concern as it is not zoned properly, is difficult to maintain the proper amount of water application leaving some areas swampy while grass dies in adjacent area. If approved the landscaping plan will be presented to the Commission for final review and approval. ALTERNATIVES CONSIDERED Continue as is. ADVANTAGES OF APPROVAL The site improvements will add to the overall character of the building as an important municipal facility. Commitments were made in the LEED application for future site development that will address lower maintenance needs, less water use, and other green practices. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: The replacement of the irrigation system with a properly zoned system will make better use of treated city water. The landscape plan that has been initially developed for the site includes both native plantings and other vegetation requiring less water. FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:38 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):3 FY19 FY20 FY21 205 CIP Project Fund General Fund PROJECT NUMBER GF137 DEPARTMENT RECREATION PROJECT NAME SWIM CENTER - FACILITY REPAIRS AND REPLACEMENTS FY17 FY18 Unscheduled DESCRIPTION OF PROJECT The Swim Center requires numerous repair and equipment replacements which would be added to the Bond initiative for the Indoor/Outdoor Aquatics Center. These items include - filtration system replacement/$185,000, gutter replacement/$150,000, deck tile replacement/$141,423, ceiling tiles replacement/$120,681, HVAC unit replacement/$360,000, resurface pool/$200,000 ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL This project will decrease the work place hazards for staff, provide cleaner water, and reduce staff time needed to clean and replace media. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: Maintenance and Operating cost will be equal or less then current system. FUNDING SOURCES Bond New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:45 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):7 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):3 COMMISSION WORKPLAN (Up to 10):7 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):5 FY19 $1,157,104 FY20 FY21 206 CIP Project Fund General Fund PROJECT NUMBER GF140 DEPARTMENT RECREATION PROJECT NAME LINDLEY CENTER PARKING LOT RENOVATION FY17 FY18 Unscheduled DESCRIPTION OF PROJECT Curb and overlay the parking lot at the Lindley Center and include ADA parking stalls. Install parking lot lights and bases, a dumpster pad and dumpster enclosure fence. This project aligns with section 10.10.1 of the PROST plan (adopted October 2007) that recommends that City parks, recreation facilities and trails are accessible to the greatest extent possible. It would reduce some of the current maintenance burdens (PM07), and mitigate some of the items contained in Risk Management reports - Recreation Facilities (PM06). Includes permit fees. ALTERNATIVES CONSIDERED Sealing and striping lot and not installing lights ADVANTAGES OF APPROVAL Comply with city codes, allow for more cars to be parked in the lot at a time, more organized parking which will make the lot safer and reduced liability, lights will help with public safety and parking lot/facility security, ADA spots will be designated which will make the lot accessible, the dumpster would be enclosed. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual operating and maintenance costs to include stripping and periodic overlays. FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:47 LEVEL OF SERVICE (Up to 20):13 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):10 DEPARTMENT PRIORITY (Up to 10):9 COMMISSION WORKPLAN (Up to 10):5 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 $47,000 FY21 207 CIP Project Fund General Fund PROJECT NUMBER GF148 DEPARTMENT PARKS PROJECT NAME BMX PARKING LOT FY17 FY18 Unscheduled DESCRIPTION OF PROJECT Installation of parking lot at Westlake BMX park, for which a design plan was completed in 2008. ALTERNATIVES CONSIDERED Do not install a parking lot ADVANTAGES OF APPROVAL Also access for Children’s Memorial Park and Christmas tree drop off area. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: Minimal. Clean-up, possible snow plowing, painting lines every few years FUNDING SOURCES 100% General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:25 LEVEL OF SERVICE (Up to 20):10 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):2 DEPARTMENT PRIORITY (Up to 10):3 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 $85,000 FY21 208 CIP Project Fund General Fund PROJECT NUMBER GF157 DEPARTMENT FACILITY - SC PROJECT NAME SENIOR CENTER ELEVATOR FY17 FY18 $68,000 Unscheduled DESCRIPTION OF PROJECT The elevator at the Bozeman Senior Social Center is a three stop Otis elevator. The elevator was installed in early 1980 and is at the point where many technological improvements have been made in elevator technology. A change out would yield both improved service and some reductions in energy savings. While the elevator is inspected annually and is safe, it is used heavily by the members of the Senior Center. Planning ahead for the replacement of the elevator will be more cost effective and avoid unnecessary down time during the replacement process. The elevator maintenance contractor has recommended this be the first elevator replaced by the City. ALTERNATIVES CONSIDERED Continue to maintain and adjust the elevator operating systems as needed. Wait to replace the elevator until it physically breaks down or continue to monitor the operation and hold off on the replacement until the routine repair and maintenance costs exceed acceptable limits ADVANTAGES OF APPROVAL Improved operations and reduced maintenance for the elevator most needed by a special population. Small reduction in annual energy costs. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs. FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:37 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):7 SERVICE AREA (Up to 10):2 DEPARTMENT PRIORITY (Up to 10):5 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 209 CIP Project Fund General Fund PROJECT NUMBER GF165 DEPARTMENT POLICE PROJECT NAME PATROL MOTORCYCLE REPLACEMENTS FY17 FY18 Unscheduled DESCRIPTION OF PROJECT Originally in FY15, we identified the need to trade in 3 higher mileage motorcycles for 2 new motorcycles for our traffic division, at a total end-price of $60,000. Authorization was given to purchase one of the two motorcycles, which resulted in trading in two 2003 Harley Motorcycles for one new Harley motorcycle. We are moving this replacement to FY18, as we currently are only fielding one trained motorcycle officer. If fully trained and operationally ready to deploy 2nd patrol motorcycle, we will trade in a 2002 Harley Davidson Motorcycle for a new motorcycle. With trade in value and re-use of the police radio, the total cost will be $30,000. The end result of this purchase will leave the department with 2 new primary patrol motorcycles fully outfitted. Patrol motorcycles are an essential item in the traffic enforcement division, used for a portion of the over 13,000 traffic stops, crashes, and citations each year. These motorcycles are used from March to October each year and are responsible for a portion of the response to both emergency and non-emergency calls for service, investigate accidents, conduct traffic enforcement and general patrol duties. ALTERNATIVES CONSIDERED None. ADVANTAGES OF APPROVAL This ensures safe and reliable emergency response vehicles for patrol use, as well as lower annual maintenance costs. For the traffic division to be effective, this equipment must be kept in top operating condition. Police motorcycles are available for police patrol use during the day and when the city streets are clear enough to ride. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Maintenance costs are stable due to regularly scheduled service. Officers assigned to the motorcycle division are also assigned to their own motorcycle. FUNDING SOURCES 100% General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:66 LEVEL OF SERVICE (Up to 20):20 OPERATING BUDGET IMPACT (Up to10):10 SERVICE AREA (Up to 10):10 DEPARTMENT PRIORITY (Up to 10):10 COMMISSION WORKPLAN (Up to 10):10 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):3 FY19 $30,000 FY20 FY21 210 CIP Project Fund General Fund PROJECT NUMBER GF166 DEPARTMENT POLICE PROJECT NAME PORTABLE RADIO REPLACEMENTS FY17 FY18 $59,000 Unscheduled $126,000 DESCRIPTION OF PROJECT This plan allows for 10 police portable radios to be replaced each year, including all of the software, programming and peripheral accessories. This is planned replacement of radios at the end of their predicted usable life, estimated between six and ten years. As of FY17, the current portable radios are more than 10 years old and are starting to become maintenance and safety issues. These replacements will provide for seamless communication and response capabilities as the radios become less reliable and repair is no longer a financially prudent option. Portable radios are an essential item in the operation of the Bozeman Police Department, being a critical communication tool used for over 50,000 Response to Calls each year. Police radios must be available for police use 24 hours a day, 365 days a year. These radios are individually assigned, allowing for greater longevity, and department-wide communication in the event of a need for major response. ALTERNATIVES CONSIDERED None. Previously had this rotation beginning in FY15. Radios are working to a degree that this entire planned purchase moved back beginning FY17. Long term options of having these radios replaced as part of an overall communication overhaul with cooperation of Gallatin County and Gallatin County 9-1-1 is also being considered, but no firm financing or implementation plans have been completed. ADVANTAGES OF APPROVAL This ensures safe and reliable emergency communication and response. Program allows for a planned and predictable need for equipment replacement. Clear and dependable communication allows for quick and efficient deployment and the required level of officer safety. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:57 LEVEL OF SERVICE (Up to 20):20 OPERATING BUDGET IMPACT (Up to10):10 SERVICE AREA (Up to 10):10 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):5 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 $60,000 FY20 $61,000 $62,000 FY21 211 CIP Project Fund General Fund PROJECT NUMBER GF190 DEPARTMENT PARKS PROJECT NAME 4-WHEELER ATV REPLACEMENT FY17 FY18 Unscheduled $14,000 DESCRIPTION OF PROJECT Replace the ATV (2000 Yamaha Grizzley) used for sidewalk snow removal and is the main piece of equipment that is used to spray approx 300 acres with herbicides and biostimulants for the Parks Division. ALTERNATIVES CONSIDERED Continue to use the 2000 Yamaha Grizzley and repair as needed. ADVANTAGES OF APPROVAL Maximize efficiency, minimize down time, proactive replacement of aging equipment. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Routine maintenance FUNDING SOURCES 100% General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:37 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 212 CIP Project Fund General Fund PROJECT NUMBER GF191 DEPARTMENT PARKS PROJECT NAME UPGRADE SOFTBALL COMPLEX LIGHTING FY17 FY18 Unscheduled $825,000 DESCRIPTION OF PROJECT Replace the current lights at the Softball Complex with appropriate stadium lights. Estimate provided by MUSCO, would be bid at the time of construction. Existing lights have light spillage and this is the only way to make the lights Dark Skies Compliant. ALTERNATIVES CONSIDERED Keep existing lights ADVANTAGES OF APPROVAL The new lights can offer 50% less light spillage and glare and reduce energy costs by up to 50%. Additionally, upgraded lights could help to reduce or eliminate complaints regarding light pollution. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Reduction in electrical use. FUNDING SOURCES 100% General Fund, or fundraising by user groups - Cost estimates range from $750,000 to $825,000 in August 2012. New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:22 LEVEL OF SERVICE (Up to 20):10 OPERATING BUDGET IMPACT (Up to10):6 SERVICE AREA (Up to 10):2 DEPARTMENT PRIORITY (Up to 10):0 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):1 FY19 FY20 FY21 213 CIP Project Fund General Fund PROJECT NUMBER GF194 DEPARTMENT PARKS PROJECT NAME PARK ENTRANCE SIGNS FY17 $10,000 FY18 $10,000 Unscheduled DESCRIPTION OF PROJECT The new signs will replace existing park signs and add park entrance signs where none currently exist with an updated, identifiable, uniform, maintenance-friendly park sign. This project would provide for approximately 5 double-sided signs per year. ALTERNATIVES CONSIDERED Continue to make our own wooden routered park signs. ADVANTAGES OF APPROVAL A uniform signing system creating easily identifiable park properties, continuity, and reduction in labor costs due to constant upkeep of our wooden signs. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Minimal FUNDING SOURCES 100% General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:37 LEVEL OF SERVICE (Up to 20):10 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):10 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 $10,000 FY20 $10,000 $10,000 FY21 214 CIP Project Fund General Fund PROJECT NUMBER GF195 DEPARTMENT PARKS PROJECT NAME AERATOR FY17 FY18 $32,000 Unscheduled DESCRIPTION OF PROJECT An additional aerator into Parks and Recreation inventory of turf equipment. This would be used to maintain the 140+ acres of turf in the park inventory. This piece of equipment would more than likely be used at the new Sports Complex and other venues on the west side of town. The Toro Pro-Core aerator is efficient, productive and coincides with water conservation efforts and safe playing athletic fields. ALTERNATIVES CONSIDERED Continue to operate with one aerator. ADVANTAGES OF APPROVAL Proactively and aggressively aerate parks and sports fields within the City to create safer and healthier turf that uses less water. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 100% General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:19 LEVEL OF SERVICE (Up to 20):5 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):3 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):1 FY19 FY20 FY21 215 CIP Project Fund General Fund PROJECT NUMBER GF196 DEPARTMENT I.T. PROJECT NAME BACKUP ROOFTOP COOLING UNIT FOR THE PROFESSIONAL BUILDING DATA CENTER FY17 FY18 Unscheduled $20,000 DESCRIPTION OF PROJECT Add a redundant cooling unit to the current APC cooling system in the professional building - dedicated to the Data Center. ALTERNATIVES CONSIDERED Keep using the current 10 year old system and spend $6,000 to replace bearings. ADVANTAGES OF APPROVAL We would have a system that is properly sized for the room and heat load. It would be a redundant system that would allow failover in the event that one of the unit fails. The new system would be more energy efficient. We have had to put money into the unit multiple times over the last year and we are looking at a sizable expenditure now to keep using this unit going forward. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED 1 Year warranty out of the gate with roughly $100 per year for Freon replacement and maintenance. Repairs and issues beyond basic maintenance after the first year would have to be paid at that time. FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:47 LEVEL OF SERVICE (Up to 20):20 OPERATING BUDGET IMPACT (Up to10):7 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 216 CIP Project Fund General Fund PROJECT NUMBER GF199 DEPARTMENT I.T. PROJECT NAME PROFESSIONAL BUILDING RECONFIGURATION - Phase 2 FY17 FY18 $131,581 Unscheduled DESCRIPTION OF PROJECT The City is responding to growth by adding staff to meet the increased demand for services in our community. We have also reorganized divisions (Community Development) and created other divisions (Stormwater) to improve efficiency and better serve our community. In order to accommodate this grow, we need to remodel the Stiff Building. In FY16 the City Commission approved a Phase 1 of the remodel that will provide a better use of existing space by relocating certain functions to the basement and reclaiming unused square footage. Approval of Phase II would allow the consolidation of Community Development (Planning and Building) together on one floor and the consolidation of Public Works Services (Engineering, GIS and Stormwater) together on another floor. This will allow better coordination of staff and better service to our public. Phase 1 is anticipated to be completed late spring of 2016. ALTERNATIVES CONSIDERED Continue to operate as we are today ADVANTAGES OF APPROVAL Community Development would be able to consolidate its operations and services to allow for an integrated customer-focused service delivery model. It will also provide Public Works with the ability to collocate its services in the Stiff Building. Finally it will help the City to take a planned and efficient approach to building utilization and service optimization. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED No additional operating costs anticipated for building reconfiguration. FUNDING SOURCES Building Inspection, Community Development, General Fund, Parking, Water New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:27 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):0 SERVICE AREA (Up to 10):2 DEPARTMENT PRIORITY (Up to 10):5 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 217 CIP Project Fund General Fund PROJECT NUMBER GF199 DEPARTMENT FACILITY - PROF PROJECT NAME PROFESSIONAL BUILDING RECONFIGURATION - Phase 2 FY17 FY18 $35,779 Unscheduled DESCRIPTION OF PROJECT The City is responding to growth by adding staff to meet the increased demand for services in our community. We have also reorganized divisions (Community Development) and created other divisions (Stormwater) to improve efficiency and better serve our community. In order to accommodate this grow, we need to remodel the Stiff Building. In FY16 the City Commission approved a Phase 1 of the remodel that will provide a better use of existing space by relocating certain functions to the basement and reclaiming unused square footage. Approval of Phase II would allow the consolidation of Community Development (Planning and Building) together on one floor and the consolidation of Public Works Services (Engineering, GIS and Stormwater) together on another floor. This will allow better coordination of staff and better service to our public. Phase 1 is anticipated to be completed late spring of 2016. ALTERNATIVES CONSIDERED Continue to operate as we are today ADVANTAGES OF APPROVAL Community Development would be able to consolidate its operations and services to allow for an integrated customer-focused service delivery model. It will also provide Public Works with the ability to collocate its services in the Stiff Building. Finally it will help the City to take a planned and efficient approach to building utilization and service optimization. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED No additional operating costs anticipated for building reconfiguration. FUNDING SOURCES Building Inspection, Community Development, General Fund, Parking, Water New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:27 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):0 SERVICE AREA (Up to 10):2 DEPARTMENT PRIORITY (Up to 10):5 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 218 CIP Project Fund General Fund PROJECT NUMBER GF203 DEPARTMENT FACILITY - SC PROJECT NAME BOZEMAN SENIOR SOCIAL CENTER EXTERIOR ENVELOPE IMPROVEMENTS. FY17 FY18 $64,750 Unscheduled DESCRIPTION OF PROJECT This project will replace portions of the building envelope of the Bozeman Senior Center that are in need of replacement due to the age and heavy use of the facility. Work will include the replacement of the rough board siding with cement-based clapboard siding. Additionally, new soffit and fascia will be installed where needed to keep birds from entering the attic. Gutter sections that are leaking and torn away will be replaced and rotting entrance columns on the northeast side will be replaced. There are also unprotected areas of the foundation where missing insulating foam is not providing moisture protection. ALTERNATIVES CONSIDERED It is most efficient and economical to do this work at the same time, but it could be phased. ADVANTAGES OF APPROVAL This is a highly utilized and important public resource. The building is over 30 years old and is showing its age. The roof and west side of the building envelope was replaced after the 2010 hail damage and this project will complete the restoration of the building envelope minus the windows. In addition to improving the overall appearance of the building, the new materials will have a longer life expectancy and protect the condition of the building. There has been some water leaking in through the windows in the basement and the new gutters will be set up so that the water from the roof does not drain into the window wells keeping the water from getting into the building. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED The completion of this project will reduce current maintenance costs. FUNDING SOURCES 100% General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:32 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):2 DEPARTMENT PRIORITY (Up to 10):5 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 219 CIP Project Fund General Fund PROJECT NUMBER GF205 DEPARTMENT PARKS PROJECT NAME PROST PLAN UPDATE FY17 $100,000 FY18 Unscheduled DESCRIPTION OF PROJECT Update the 2007 Parks Recreation Open Space Trail (PROST) Plan. The current plan is nearing 10 years old. Since adoption, the city has grown in size, new park properties have come into the system, and local demographics may have changed. This project anticipates hiring an outside party to update the Plan that will take into consideration the updated Community Plan. ALTERNATIVES CONSIDERED Do not update the plan. ADVANTAGES OF APPROVAL The update would record and reference new and accurate information that has been developing over the last 10 years. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:35 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):0 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):10 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 220 CIP Project Fund General Fund PROJECT NUMBER GF206 DEPARTMENT PARKS PROJECT NAME BRONKEN PARK PATHWAY FY17 FY18 $88,246 Unscheduled DESCRIPTION OF PROJECT INSTALLATION OF NEW SIDEWALK FOR PEDESTRIAN TRAFFIC BETWEEN DURSTON AND CLASSICAL WAY, ALONG COTTONWOOD ROAD. This project will align with the new sidewalk that is currently being constructed along Durston, spanning the entire length of Bronken Park ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Safe pedestrian travel that for park and school users. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Minimal. FUNDING SOURCES General Fund. New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:27 LEVEL OF SERVICE (Up to 20):10 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):2 DEPARTMENT PRIORITY (Up to 10):5 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 221 CIP Project Fund General Fund PROJECT NUMBER GF209 DEPARTMENT RECREATION PROJECT NAME LINDLEY CENTER FULL UPGRADE: RESTROOMS, WINDOWS, SIDING, KITCHEN, ROOF, FLOO FY17 FY18 Unscheduled DESCRIPTION OF PROJECT This project is the combination of requests for upgrade of the Restrooms ($50,000), Window Replacement ($22,000), Siding Replacement ($24,000), Kitchen Upgrade ($50,000), East Roof Insulation ($24,000), Floor support ($12,700), Roof support ($15,250) . This is a heavily used community center that could benefit from substantial improvements. ALTERNATIVES CONSIDERED As suggested by the Commission ADVANTAGES OF APPROVAL 1. Brings restroom up to current ADA requirements; 2. Brings restroom up to current City of Bozeman building codes; 3. Improves sanitation in the restooms and kitchen facilities; 4. Rehabs and secures the building envelope for years to come; 5. Reduced energy consumption from improved windows and insulation. 6. Addresses deficiencies that were identified in the 2014 structural analysis and 2012 facility condition inventory. 7. Upgrades sewer system, as recommended by the Water and Sewer Superintendent. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Minimal. FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:38 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):5 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):5 FY19 FY20 $197,950 FY21 222 CIP Project Fund General Fund PROJECT NUMBER GF219 DEPARTMENT FACILITY - CH PROJECT NAME ADDITION TO CITY HALL, CONSOLIDATION OF SERVICES FY17 FY18 Unscheduled $5,500,000 DESCRIPTION OF PROJECT This project would relocate the functions currently housed in the Stiff Building (Community Development/Engineering/IT/Building Inspection) into an expansion of City Hall on Lamme Street. ALTERNATIVES CONSIDERED Keep operations at the Stiff Building. ADVANTAGES OF APPROVAL Centralizing more services in one location at City Hall will improve efficiency of staff and make it easier for citizens to conduct business with the City. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED The new facility should have lower operating costs than the Stiff Building. FUNDING SOURCES Potential Funding Sources include: General Fund, Enterprise Fund (for public works), Building Inspection Fund (Building Inspection Division), sale of the Stiff Building. This is a very rough estimate, based on building square footage and current construction costs. New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:28 LEVEL OF SERVICE (Up to 20):12 OPERATING BUDGET IMPACT (Up to10):3 SERVICE AREA (Up to 10):2 DEPARTMENT PRIORITY (Up to 10):3 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 223 CIP Project Fund General Fund PROJECT NUMBER GF224 DEPARTMENT FINANCE PROJECT NAME SUNGARD COGNOS BI (BUSINESS INTELLIGENCE) WEB-BASED REPORTING SUITE FY17 FY18 Unscheduled DESCRIPTION OF PROJECT Web-based report authoring tool used to build sophisticated, multi-page, multi-query reports using data from SunGard. Seamlessly integrates Microsoft Excel, enabling users to explore and analyze data in a familiar environment using skills they already have. Includes enhanced e-mailing and report publishing capabilities, in addition to access by mobile devices including iPads & iPhones. ALTERNATIVES CONSIDERED Continue to use SunGard QREP product, which requires a higher level of training and expertise for end-users. QREP is no longer being developed/enhanced and IBM software support is scheduled to end on April 30, 2018 ADVANTAGES OF APPROVAL An increased ability to push more big data out to a bigger audience and to empower novice users to collect and analyze the tremendous amount of data in SunGard. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Ongoing annual maintenance cost = $1,720 FUNDING SOURCES General Fund, although enterprise funds would continue to be big users, especially GIS New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:37 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 $21,780 FY21 224 CIP Project Fund General Fund PROJECT NUMBER GF226 DEPARTMENT FINANCE PROJECT NAME NAVILINE EDGE (SUNGARD USER INTERFACE UPGRADE) FY17 $22,760 FY18 Unscheduled DESCRIPTION OF PROJECT NaviLine EDGE is a new SunGard user interface for the integrated suite of NaviLine applications designed to deliver a new standard in efficiency by submersing users in a familiar Microsoft Windows environment with intuitive navigation. Benefits include advanced data searches, MS Office integration, a customized user experience, the ability to access large amounts of information with no manual data export required – simply right click on a report on-screen and export to Excel. Java will no longer be required to run this interface, which will make life much better for end-users and for those who have to continually fix Java-related problems. There is also integration available with Google Maps, in addition to many other very attractive features. ALTERNATIVES CONSIDERED Keep using the current version of NaviLine, which is also continually being upgraded & developed by SunGard. ADVANTAGES OF APPROVAL Much more user-friendly. Users who are familiar with Windows and MS Office should have no problem navigating within NaviLine Edge and extracting information from SunGard much easier than they ever would have imagined. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual ongoing maintenance = $2,230 FUNDING SOURCES General Fund, although Utility Billing is an increasingly large user consumer of SunGard resources. New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:32 LEVEL OF SERVICE (Up to 20):10 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 225 CIP Project Fund General Fund PROJECT NUMBER GF227 DEPARTMENT FINANCE PROJECT NAME ERP REPLACEMENT / UPGRADE "SUNGARD REPLACEMENT / UPGRADE" FY17 FY18 Unscheduled $333,333 DESCRIPTION OF PROJECT Replacing/upgrading the current system installed in 1999. This is the system that runs all the financial, community development, land records, utility and business license applications. ALTERNATIVES CONSIDERED Continue running current SunGard package. Use SunGard.net (NaviLine EDGE) as an improvement to the current system, but not a full replacement. ADVANTAGES OF APPROVAL Simplified package. Easier to integrate the various applications/programs. Easier to pull out information for end users. Easier compiliation of Commission reports and packets for Community Development. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Unknown. Dependent on the option chosen. FUNDING SOURCES General Fund 33%; Water Fund 33%; Wastewater Fund 33% New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:50 LEVEL OF SERVICE (Up to 20):20 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):10 DEPARTMENT PRIORITY (Up to 10):10 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 226 CIP Project Fund General Fund PROJECT NUMBER GF229 DEPARTMENT I.T. PROJECT NAME CITY HALL ISCSI STORAGE REPLACEMENT FY17 $40,000 FY18 Unscheduled DESCRIPTION OF PROJECT All of the virtual servers that reside at city hall use this device as their storage device. It is a critical piece of infrastructure that allows us to not only host the city hall servers but also other city servers in the event of failure. It will no longer be under warranty and will need to be replaced. ALTERNATIVES CONSIDERED Keep Running the existing device beyond 2017 out of warranty. ADVANTAGES OF APPROVAL Will allow us to replace a critical piece of infrastructure before it can no longer be covered under warranty. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:50 LEVEL OF SERVICE (Up to 20):20 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):10 DEPARTMENT PRIORITY (Up to 10):10 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 227 CIP Project Fund General Fund PROJECT NUMBER GF231 DEPARTMENT CEMETERY PROJECT NAME CEMETERY IRRIGATION PROJECT FY17 FY18 $200,000 Unscheduled DESCRIPTION OF PROJECT Phased Project to move irrigation of cemetery and park lands off treated municipal supply onto raw surface supply previously decreed to irrigate cemetery lands from the Story Mill Ditch .The planned improvements dramatically reduce the amount of man hours required to monitor watering during season. Improved irrigation system reduces/eliminates water loss and water is applied in the most efficient manner, maximizing the use of the resource. More specifically: FY 16: Phase I Monitoring and Pre-Design Feasibility Analysis: • Historic Flows of Sourdough Creek to measure reliability • Ditch survey to understand overflow and flooding issues • Headgate assessment and repair/replace • Cost assessment for city to operate and maintain diversion works, pump and screen • Haggerty Fields Extension FY 17: Phase II Design for Irrigation of Cemetery Lands • Inlet structure and piping • Pump house • Main and laterals • Electrical • Irrigation System Components FY 18:* Phase III Installation of Diversion Works Project to Cemetery Lands. *If awarded, grant funding through the Bureau of Reclamation’s WaterSMART Program would offset total project costs. FY 19:* Phase IV Extension to Haggerty Fields •Design •Installation. *If awarded, grant funding through the Bureau of Reclamation’s WaterSMART Program would offset total project costs. Subject to DNRC/Water Court approval. It is t t b d t i d h t dditi l ti d i t t ld b i t d ith th j t d i FY 19 21 t ALTERNATIVES CONSIDERED Continue to use treated water for cemetery land irrigation. ADVANTAGES OF APPROVAL The Parks & Rec Department would no longer pay for large quantities of treated water for irrigation. It protects and preserves the city’s most valuable decreed surface water right and makes available for sale treated water that would otherwise have irrigated the cemetery. The treated water that is no longer applied to the cemetery and parks irrigation would be available for sale to new water customers enabling future growth and/or improving the reliability of the City’s water supplies for use in times of drought. Makes available approximately 258 AF of treated water, valued at $1,548,000.00 available for retail sale for approximately 1,121 SF homes or 2,080 MF homes. Reduces numbers of seasonal workers required to be hired by Parks Department and increases the reliability of domestic water supplies in times of drought. The life of the project: 10 years for the pump and 100 years for the pipes and pumphouse structure If necessary the system can easily be reconnected to city water ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Pump replacement FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:44 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):10 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):3 COMMISSION WORKPLAN (Up to 10):5 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):3 FY19 $200,000 FY20 FY21 228 CIP Project Fund General Fund PROJECT NUMBER GF233 DEPARTMENT I.T. PROJECT NAME VEHICLE REPLACEMENT FY17 FY18 Unscheduled $23,000 DESCRIPTION OF PROJECT Replacement of IT Vehicles. If our current vehicle is still running well and maintenance costs are not high we would keep it beyond 2020. ALTERNATIVES CONSIDERED Buy new or Do nothing. ADVANTAGES OF APPROVAL Provide functional transportation with reduced maintenance costs. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Minimal FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:38 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):5 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):5 FY19 FY20 $23,000 FY21 229 CIP Project Fund General Fund PROJECT NUMBER GF235 DEPARTMENT POLICE PROJECT NAME EVIDENCE BAR CODING SYSTEM FY17 $20,000 FY18 Unscheduled DESCRIPTION OF PROJECT This evidence barcode system is a mix of software and hardware that provides a secure and efficient method of entering, tracking and managing evidence. This system includes the bar code reader, label printer, labels, software and software licenses, initial training and 1st year of maintenance to handle the existing 10,000+ items of evidence and input and control of evidence gathered from this point forward. This barcode system is an essential addition to a new facility that integrates technology with design improvements and improve overall efficiency of the evidence process. ALTERNATIVES CONSIDERED Can continue with existing process which is not efficient and is difficult to use for conducting inventories and audit processes and involves increased staff time. We may be able to have this item included in new facility bond issue, but this has not been formally determined at this time. ADVANTAGES OF APPROVAL Improved integrity of evidence control for prosecution, to minimize existing staff time and to improve overall management of all property held as evidence. Extremely important with potential move to a new facility in FY18/FY19, if approved. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED $2,500 ANNUAL MAINTENANCE FEE FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:45 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):10 COMMISSION WORKPLAN (Up to 10):5 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 230 CIP Project Fund General Fund PROJECT NUMBER GF236 DEPARTMENT RECREATION PROJECT NAME BEALL PARK RECREATION CENTER: WOOD FLOOR REPLACEMENT FY17 $35,000 FY18 Unscheduled DESCRIPTION OF PROJECT The fir floor in the Beall Park Recreation Center is warn beyond repair. It is too thin to sand and recoat, is splintering, and must be patched annually. The majority of the floor is original and was installed in 1927. During the building remodel in 2007 a portion of the floor was replaced (hallway and one office) because the original floor could not be saved. The main room of the center is a very popular public rental space (250-300 rentals per year) and is also used for Parks and Recreation Department recreation programs. Because the floor is too thin to be sanded again, we have been adding layers of finish annually to build strength. The last time the finish was added (FY14) the wood floor professionals doing the work recommended we replace the floor and said there is not much more they can do with the floor with the state it is in. The flooring and substrate under the front desk/reception area is damaged and weak and was identified as a top priority (1) in the 2012 facility condition inventory. This project would remedy this concern and replace the existing laminate flooring that is warn and damaged. ALTERNATIVES CONSIDERED Continue to add layers of finish annually until floor becomes unsafe, only replace original 1927 floor leaving the hallway and one office as is ADVANTAGES OF APPROVAL Addresses safety concerns, decreases annual maintenance, historic preservation ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED When needed and depending on wear, $2,500 annually for applying finish FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:31 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):2 DEPARTMENT PRIORITY (Up to 10):4 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 231 CIP Project Fund General Fund PROJECT NUMBER GF238 DEPARTMENT RECREATION PROJECT NAME BOGERT POOL RENOVATION FY17 FY18 Unscheduled DESCRIPTION OF PROJECT Bogert Pool is beginning to show its wear faster every year. The 2015 swim season showed the most visible damage with crumbling gutter tiles and broken pieces of coping. This project would replace the gutter system and the coping. We made significant progress with the amount of water loss at Bogert before the 2015 swim season. All of the leaks that could be patched without digging up the bottom of the pool have been patched. We recommend fixing the leaks in the returning piping that were located in May of 2015, before the pool is blasted with sand or high pressure water, prepped, and resurfaced. The retaining wall is going to be replaced with a wrought iron fence to allow more visibility to the facility at night, and provide more structure, as the current wall is beginning to weaken. The sections of the decking in front of the pool has have sunken over the years and will also be replaced. ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL A new gutter system would mitigate entrapment issues caused by the current gutter system. The current gutters are disintegrating between the gutter and the ledge of the pool where there gutter sits. Several gutter tiles need to be re-adhered to the pool ledge every spring and often during the pool season. If a tile is still attached but loose, it can easily be pulled from the wall. Several of the gutter tiles have been replaced through the years. In many places, a space was not left between the tiles. This doesn’t allow the water to flow into the gutter system. Making these repairs to Bogert would extend the life of the pool for many years, and make it safer for the public. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Minimal. Could have positive impacts on maintenance costs. FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:40 LEVEL OF SERVICE (Up to 20):20 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):3 FY19 FY20 $400,000 FY21 232 CIP Project Fund General Fund PROJECT NUMBER GF240 DEPARTMENT POLICE PROJECT NAME POLICE CRASH INVESTIGATION VEHICLE FY17 $35,000 FY18 Unscheduled DESCRIPTION OF PROJECT In FY16 a civilian crash investigator position was authorized to augment patrol response to crashes. Currently, the previous Animal Control Vehicle (replaced in FY15) is being used for this response. This vehicle was originally rotated out of animal control response use, as it has over 130,000 miles and has started to become maintenance intensive. By the time a new vehicle is approved, this older truck will need replacement. Extra equipment needed to perform crash investigation was purchased with FY16 funds, so the cost of this replacement will be less than that normally seen with a new patrol vehicle purchase. We will explore options for a hybrid vehicle purchase, but currently recommended replacement is that of the same make/model of FORD SUV used for patrol responses. This serves to keep consistency for the public to recognize an emergency response vehicle, helps with equipment installation (cameras, mobile computers, e-ticketing systems) and helps having similar make/model of vehicle for maintenance purposes. This vehicle needs to be of similar size and response ability as a patrol vehicle, in order to respond to crash scenes in bad weather/road conditions. This vehicle will be used to respond to 3-5 crashes per day and assist with other property or evidence transport needs. ALTERNATIVES CONSIDERED Continue to drive the existing vehicle. ADVANTAGES OF APPROVAL Adequate, reliable transportation will be available to this position. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Minimal. FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:36 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):3 DEPARTMENT PRIORITY (Up to 10):5 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 233 CIP Project Fund General Fund PROJECT NUMBER GF241 DEPARTMENT FACILITY - CH PROJECT NAME Replacement of City Hall AC Condensing Unit – Roof Top FY17 FY18 Unscheduled DESCRIPTION OF PROJECT The roof-top air conditioning condensing unit at City Hall is original to the building (1980) and is reaching the end of its useful service life. This unit is critical to the temperature control for all office and public areas at City Hall. ALTERNATIVES CONSIDERED Continue to maintain the current unit until parts and refrigerant are no longer available. ADVANTAGES OF APPROVAL Reduced maintenance, increased efficiency and improved operation. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None. FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:36 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):5 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):3 FY19 $50,000 FY20 FY21 234 CIP Project Fund General Fund PROJECT NUMBER GF242 DEPARTMENT FACILITY - PROF PROJECT NAME Replacement of Stiff Professional Building AC Condensing Unit – Roof Top FY17 $50,000 FY18 Unscheduled DESCRIPTION OF PROJECT The roof-top air conditioning condensing unit at the Stiff Building is original to the 1978 remodel and has reached the end of its useful service life. This unit has required substantial maintenance over the last year and has been out of service on several occasions which as negatively impacted operations in the building. There is a particularly concerning electrical load issue created during start up that will require significant modification to the unit if this request is not funded. ALTERNATIVES CONSIDERED Continued operation of the current unit and installation of variable speed start motors to maintain operation. ADVANTAGES OF APPROVAL Improved operation and up time, decreased utility and maintenance costs. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:48 LEVEL OF SERVICE (Up to 20):20 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):10 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 235 CIP Project Fund General Fund PROJECT NUMBER GF243 DEPARTMENT FACILITY - CH PROJECT NAME Replacement of Keyless Entry Locks at City Hall and Professional Building FY17 $10,000 FY18 Unscheduled DESCRIPTION OF PROJECT The project would install remotely programmable keyless locks at employee entrances at City Hall and the Stiff Building as well as the Vault at City Hall. Presently the west doors on the ground floor at Stiff and the East Stairwell doors at City Hall do not have these locks. Additionally, the vault door in Finance requires a physical presence to reprogram the lock when employees having access to the vault terminate, or key fobs are lost. This will continue the Department’s ongoing program to increase security by remotely adding and removing user codes to the City’s keyless lock system. ALTERNATIVES CONSIDERED Continue the use of the current system. ADVANTAGES OF APPROVAL Increased security and efficiency. Reduced travel when locks need programming. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None. Will save time and money. FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:34 LEVEL OF SERVICE (Up to 20):17 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):2 DEPARTMENT PRIORITY (Up to 10):5 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 236 CIP Project Fund General Fund PROJECT NUMBER GF244 DEPARTMENT FACILITY - LIB PROJECT NAME Library Parking Lot Drainage Improvements FY17 $15,000 FY18 Unscheduled DESCRIPTION OF PROJECT This project will address the water drainage issues at Library parking lot. The stormwater inlets located in the middle of landscaped areas in the parking medians frequently plug with ice and debris which causes large amounts of water to accumulate in the parking lot. This problem could be solved by adding a concrete swale and apron around each drain inlet. Swales would be attached to existing curb cuts to allow water to flow from the parking lot to the inlet without obstruction. ALTERNATIVES CONSIDERED Continue to work with the ice buildup and apply additional sand when needed. Funding from the Library Depreciation Reserve or from Donations could be pursued. ADVANTAGES OF APPROVAL Improved pedestrian and vehicle safety during the winter months. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None FUNDING SOURCES General Fund. New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:38 LEVEL OF SERVICE (Up to 20):20 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):5 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):3 FY19 FY20 FY21 237 CIP Project Fund General Fund PROJECT NUMBER GF245 DEPARTMENT FACILITY - CH PROJECT NAME Energy Projects – City Hall FY17 FY18 $75,000 Unscheduled DESCRIPTION OF PROJECT <div>Last year the McKinstry company completed an energy performance audit of the City's buildings. The report identified and recommended several improvements to the HVAC systems at City Hall. In an effort to maximize the reuse of existing systems and reduce costs during the remodel of the former Library into City Hall, several heating and cooling system components were not replaced. These system components are now negatively impacting the operation and efficiency of the heating and cooling systems. The report also recommended the recommissioning of the building systems to ensure they are operating at maximum efficiency.</div> ALTERNATIVES CONSIDERED ADVANTAGES OF APPROVAL Improved HVAC system operations and reduced utility costs. The occupants of the building should experience more even temperatures and improved building airflow and ventilation. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED None FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:43 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):3 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 238 CIP Project Fund General Fund PROJECT NUMBER GF246 DEPARTMENT I.T. PROJECT NAME BACKUP CAPACITY FY17 $15,000 FY18 Unscheduled DESCRIPTION OF PROJECT <div>Add another storage array to our existing backup.</div> ALTERNATIVES CONSIDERED Online Storage. ADVANTAGES OF APPROVAL We will be able to backup all of our data as our data set continues to grow. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Minimal FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:39 LEVEL OF SERVICE (Up to 20):17 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 239 CIP Project Fund General Fund PROJECT NUMBER GF247 DEPARTMENT HUMAN RESOURCES PROJECT NAME Electronic Time and Attendance FY17 $30,000 FY18 Unscheduled DESCRIPTION OF PROJECT Purchase and implementation of electronic time and attendance system through ExecuTime (SunGard partner) ALTERNATIVES CONSIDERED Cloud based system is $15,000 and $900 per month ADVANTAGES OF APPROVAL Electronic timekeeping would allow the City to move to bi-weekly pay for all employees, and would allow for more efficient time entry and absence management, more complete use of the payroll system, reduced manual processes, reduced opportunity for human error. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual maintenance fee FUNDING SOURCES General fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:42 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):7 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):10 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 240 CIP Project Fund General Fund PROJECT NUMBER GF250 DEPARTMENT PARKS PROJECT NAME Splash Pads FY17 FY18 Unscheduled DESCRIPTION OF PROJECT <div>FY19 item is for the installation of an Interactive Water Feature at Story Mill Community Park. &nbsp;FY21 is for the installation of a Splash Pad at the Sports Park (Baxter Road.) &nbsp;This plan will give the community two larger Splash Pads / Water Features located in large Community Parks at different ends of the City, Story Mill Community Park in the East and Sports Park in the West.</div> ALTERNATIVES CONSIDERED Do not install splash pads. ADVANTAGES OF APPROVAL Can help reduce children’s fear of water. Adds community water features that have no admittance fee allowing people of all socio economic status to enjoy a public aquatics amenity. Geographically separates two installations to best serve the entire community. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Some additional water costs and maintenance will be required. Additional maintenance is estimated at 0.2 FTE FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:35 LEVEL OF SERVICE (Up to 20):8 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):7 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):5 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):3 FY19 $175,000 FY20 $190,000 FY21 241 CIP Project Fund General Fund PROJECT NUMBER GF251 DEPARTMENT PARKS PROJECT NAME Parks Maintenance and Capital District Feasibility Study FY17 FY18 $32,000 Unscheduled DESCRIPTION OF PROJECT Analyze different options and make recommendation for funding park maintenance and capital improvements through a special district. This will include options such as incorporating all city parks into the maintenance responsibility of the Parks Division, including staffing costs and CIP items into the District. Also, what the effect on the taxpayers and the general fund will be and finally, one city wide district vs. multiple districts. ALTERNATIVES CONSIDERED Continue to have subdivisions maintain their city dedicated parkland. ADVANTAGES OF APPROVAL 1. Address deferred maintenance in HOA maintained parks. 2. One point of contact for all city parks. 3. Uniform maintenance standards. 4. Equity for all city parks and removal of “my HOA dues pay for this park, so why are you coming into my neighborhood to use it”. 5. Reduce General Fund allocation to Parks Division. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Responsibility for all City Parks would increase Parks Division maintenance responsibility from 41 parks currently to 71 parks total. FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:45 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):0 SERVICE AREA (Up to 10):10 DEPARTMENT PRIORITY (Up to 10):10 COMMISSION WORKPLAN (Up to 10):5 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 242 CIP Project Fund General Fund PROJECT NUMBER GF252 DEPARTMENT CEMETERY PROJECT NAME CEMETERY COLUMBARIUM FY17 FY18 $50,000 Unscheduled DESCRIPTION OF PROJECT Adding two (eighty niche each) columbariums to the Sunset Hills Cemetery. These would be installed within the same area as the existing columbariums. Currently, the second columbarium is approximately 50% sold. ALTERNATIVES CONSIDERED Do not add any columbarium’s to the cemetery and cease or put on hold the program once the second columbarium is full. ADVANTAGES OF APPROVAL Continuation on a long standing cemetery service, along with ease and minimal maintenance. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Minimal if any. FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:32 LEVEL OF SERVICE (Up to 20):5 OPERATING BUDGET IMPACT (Up to10):7 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):5 FY19 FY20 $55,000 FY21 243 CIP Project Fund General Fund PROJECT NUMBER GF253 DEPARTMENT PARKS PROJECT NAME Turf Sweeper FY17 FY18 $31,000 Unscheduled DESCRIPTION OF PROJECT Sweeper for turf that pulverizes aeration cores, sweeps excess grass and leaves, verticuts and flail mows as well. Also has hydraulic dumping capacity. ALTERNATIVES CONSIDERED Continue to use the Toro sweeper until it is done ADVANTAGES OF APPROVAL True 4-in 1 machine that keeps parks and fields free of debris and excess material that could smother the grass. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Fuel for the tractor FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:35 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):3 FY19 FY20 FY21 244 CIP Project Fund General Fund PROJECT NUMBER GF254 DEPARTMENT PARKS PROJECT NAME 25th street from Oak to Tschache FY17 FY18 Unscheduled $287,000 DESCRIPTION OF PROJECT <div>Extend 25th street from Oak street to Tschache street along the western border of Rose Park.</div> ALTERNATIVES CONSIDERED Do not build the street or instead build a 10 foot shared use asphalt path in its place. ADVANTAGES OF APPROVAL Coincides with the Transportation plan; increased vehicular flow; ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Increased costs for snow plowing and street sweeping FUNDING SOURCES General Fund New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:40 LEVEL OF SERVICE (Up to 20):10 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):10 DEPARTMENT PRIORITY (Up to 10):5 COMMISSION WORKPLAN (Up to 10):5 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 245 CIP Project Fund General Fund PROJECT NUMBER GF257 DEPARTMENT RECREATION PROJECT NAME Removable Bulkhead for the Swim Center FY17 $75,000 FY18 Unscheduled DESCRIPTION OF PROJECT The Barracuda Swim Team has proposed purchasing a removal bulk head for the Swim Center. The Barracudas have committed $50,000 towards the project, and would like the City of Bozeman to contribute $25,000 to the project for additional expenses such as lane lines, lane reels, flags, and handicap access to the deep pool. The removable bulkhead would divide the 50 meter pool into two 25 yard pools. The bulkhead would be in the water from the end of August until approximately the beginning of April for the short course season, and removed from the pool prior to long course season. ALTERNATIVES CONSIDERED Not purchasing a bulkhead ADVANTAGES OF APPROVAL A bulkhead for the Swim Center would allow for alternative programming. It would allow the Hawks, Master’s, and clubs the opportunity to host short course swim meets. The ability to host short course meets would bring thousands of dollars of revenue to the city. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Replacement of lane lines approximately every 4-5 years, and lane reels every 5-7 years. FUNDING SOURCES General Fund - $25,000. Donation from Barracuda Swim Team - $50,000. New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:16 LEVEL OF SERVICE (Up to 20):5 OPERATING BUDGET IMPACT (Up to10):3 SERVICE AREA (Up to 10):2 DEPARTMENT PRIORITY (Up to 10):3 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):3 FY19 FY20 FY21 246 CIP Project Fund General Fund PROJECT NUMBER GF260 DEPARTMENT PARKS PROJECT NAME SPORTS COMPLEX - CONSTRUCTION OF 'PROJECT RELATED' COTTONWOOD ROAD AREA FY17 FY18 Unscheduled DESCRIPTION OF PROJECT <div>As owner of the Sports Park property, the City is required to construct &nbsp;the a number of street, water, and sewer improvements. &nbsp;&nbsp;In approval of the Sports Park purchase, $1,778,000 was approved in TOP Bond funding for these infrastructure improvements: &nbsp;Baxter Lane, Cottonwood Road, Durston/Cottonwood Intersection, Flanders Mill Road (including ditch), Oak Street. &nbsp;&nbsp;We estimate that the Bond Funding will not be sufficient to cover the Cottonwood Road (or Oak Street) improvements. &nbsp;&nbsp;&nbsp;We anticipate needing to build the project-related portions of the Cottonwood Road street-related improvements with Arterial &amp; Collector District dollars. &nbsp;The related water and sewer-line improvements will need to come from the General Fund. &nbsp;Our original cost estimates from the Spring of 2014 have been increased by 15% to estimate construction inflation costs.</div> ALTERNATIVES CONSIDERED Delay the improvements. ADVANTAGES OF APPROVAL Proper construction of the ajacent street, water, and sewer improvements, in concert with our development regulations. Better access and amenities for the Sports Park. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED The City's Street Maintenance Funds will maintain the street surface, once constructed. The utilities will maintain the pipes onces installed. FUNDING SOURCES GENERAL FUND. New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:45 LEVEL OF SERVICE (Up to 20):10 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):10 COMMISSION WORKPLAN (Up to 10):10 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 $364,000 FY20 FY21 247 CIP Project Fund General Fund PROJECT NUMBER GF261 DEPARTMENT PARKS PROJECT NAME SPORTS COMPLEX - CONSTRUCTION OF 'PROJECT RELATED' OAK STREET AREA WATER IM FY17 FY18 $67,500 Unscheduled DESCRIPTION OF PROJECT <div>As owner of the Sports Park property, the City is required to construct &nbsp;the a number of street, water, and sewer improvements. &nbsp;&nbsp;In approval of the Sports Park purchase, $1,778,000 was approved in TOP Bond funding for these infrastructure improvements: &nbsp;Baxter Lane, Cottonwood Road, Durston/Cottonwood Intersection, Flanders Mill Road (including ditch), Oak Street. &nbsp;&nbsp;We estimate that the Bond Funding will not be sufficient to cover the Oak Street (or Conttonwood road) improvements. &nbsp;&nbsp;&nbsp;&nbsp;the project-related portions of the Oak Street area street improvements will be built with Arterial &amp; Collector District dollars. &nbsp;Associated water-line improvements will need to be paid for by the General Fund. &nbsp;Our original cost estimates from the Spring of 2014 have been increased by 15% to estimate construction inflation costs.</div> ALTERNATIVES CONSIDERED Delay the improvements. ADVANTAGES OF APPROVAL Proper construction of the ajacent street, water, and sewer improvements, in concert with our development regulations. Better access and amenities for the Sports Park. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED The City's Street Maintenance Funds will maintain the street surface, once constructed. The utilities will maintain the pipes onces installed. FUNDING SOURCES GENERAL FUND. New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:45 LEVEL OF SERVICE (Up to 20):10 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):10 COMMISSION WORKPLAN (Up to 10):10 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 248 CIP Project Fund General Fund PROJECT NUMBER GF262 DEPARTMENT PARKS PROJECT NAME PAVING AT SHOPS FY17 $37,500 FY18 Unscheduled DESCRIPTION OF PROJECT Demolish and replace old asphalt. The existing parking lot tends to be very muddy as it’s only partially paved. Paving the lot will reduce the amount of sediment leaving the site and going into Bozeman Creek. This project is phase 2 of CIP project GF237 approved for FY16, installation of stormwater system improvements at the Shops Complex. ALTERNATIVES CONSIDERED Do nothing and risk overwhelming the new stormwater infrastructure. ADVANTAGES OF APPROVAL This will allow the City to meet Stormwater permit goals and requirements. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES 25% Street Maintenance, 25% Water Funds, 25% Wastewater Funds and 25% General Fund (Parks) New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:45 LEVEL OF SERVICE (Up to 20):20 OPERATING BUDGET IMPACT (Up to10):5 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):5 COMMISSION WORKPLAN (Up to 10):5 ADOPTED CLIMATE PLAN (Up to 5):0 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 249 CIP Project Fund General Fund PROJECT NUMBER GF263 DEPARTMENT POLICE PROJECT NAME Joint City-County Law and Justice Facility FY17 $25,000,000 FY18 Unscheduled DESCRIPTION OF PROJECT The City and County are cooperating on the design of a joint law and justice facility to be built on the current law and justice center property. The project, as presently envisioned, will consist of two buildings; one for courts, victim services, and prosecution and the other for law enforcement and related functions for the Sheriff and Police Department. Initial estimates are for a 174,000 square footage between the two buildings at an estimate $350-$375 per square foot construction costs. It is estimated the City will occupy approximately 1/3 of the total square footage. *Note: The City's Rouse Justice Center Project (GF050) was not approved by voters in November 2014 election. ALTERNATIVES CONSIDERED Construction of a City-only facility on Rouse Avenue was proposed and rejected by the voters ADVANTAGES OF APPROVAL Providing adequate facilities for our criminal justice system has been a top City Commission priority since 2008. Our Police and Courts have been dealing with inadequate facilities for many years and, as the departments continue to grow, these substandard facilities will impact operations and safety. Also, coordination and cooperation between PD and SO result in improved services and enhance overall public safety. This new facility will remedy existing deficiencies and provide new opportunities for enhanced service and improved efficiencies in our law enforcement and court services. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Additional operations and maintenance costs for a larger building are anticipated; This could be the subject of a ballot measure for voters to approve. FUNDING SOURCES Voter approved general obligation bond. New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:50 LEVEL OF SERVICE (Up to 20):17 OPERATING BUDGET IMPACT (Up to10):0 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):10 COMMISSION WORKPLAN (Up to 10):10 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 250 CIP Project Fund General Fund PROJECT NUMBER PW01 - SH DEPARTMENT FACILITY - SH PROJECT NAME SHOPS FACILITY EXPANSION PLAN FY17 $10,000 FY18 Unscheduled DESCRIPTION OF PROJECT The construction of the new Vehicle Maintenance Shop at the Lower Yards on Rouse Avenue in FY10/FY11 was Phase I in expanding and improving our ability to service equipment, store vehicles, and provide work space for Public Works, Parks, and Facility services. Questions remain about the long-term plan for construction, location, and expansion for: Streets, Sign & Signal, Forestry, Water/Sewer Operations, Solid Waste Collection & Recycling, Facilities, and Parks & Cemetery departments. This project would develop a master plan. ALTERNATIVES CONSIDERED Most of the reconfiguration for the existing buildings is now complete. Also the improvements for the Laurel Glen building are complete and that building is being used for Water/Sewer operations. This work would assess future needs for the departments at the current Shop location at 814 N. Bozeman. We could also determine whether there is space for additions at both the 814 N. Bozeman location and the new Vehicle Maintenance building site at 1812 N. Rouse. ADVANTAGES OF APPROVAL ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES From related divisions: General Fund 20% ($10,000), Water Fund 20% ($10,000), Wastewater Fund 20% ($10,000), Street Maintenance Fund 20% ($10,000), Solid Waste Fund 20% ($10,000). New Replacement Equipment Project General Fund Project and Equipment Scoring TOTAL RATING:38 LEVEL OF SERVICE (Up to 20):15 OPERATING BUDGET IMPACT (Up to10):3 SERVICE AREA (Up to 10):5 DEPARTMENT PRIORITY (Up to 10):7 COMMISSION WORKPLAN (Up to 10):0 ADOPTED CLIMATE PLAN (Up to 5):3 FREQUENCY OF USE (Up to 5):5 FY19 FY20 FY21 251 General Fund Criteria Criteria Rating Notes Project Score 1. Level of Service Up to 20 pts 20 - Corrects a health or safety hazard or prevents a critical breakdown of an existing city facility or equipment. 15 - Repairs, rehabilitates, or replaces physically deteriorated or functionally obsolete existing city facility or equipment. 10 - Brings an area up to the basic level of service as identified in an adopted city wide plan. 5 – Expands an approved City service. 0 – Other. 2. Operating Budget Impact Up to 10 pts 10 - Provides a significant decrease in city operating and/or maintenance expenses. 5 – Has a neutral or small impact on operating and/or maintenance expenses. 0 – Provides a significant increase in city operating requirements. 3. Service Area Up to 10 pts 10 – Direct Benefit to entire city. 5 – Direct benefit to roughly half city or indirect benefit to entire city. 2 – Direct benefit to small area of the city or indirect benefit to several areas. 4. Departmental Priority Up to 10 pts 10 – Critical to Department’s Mission 7 – High 3 – Moderate 0 – Questionable/Very Difficult to Complete 5. Commission Work Plan Up to 10 pts 10 – Identified project in Adopted Commission Work Plan 5 – Contributes to an indentified project in the Adopted Commission Work Plan. 0 – Not identified in Adopted Commission Work Plan. 6. Municipal Climate Protection (Municipal Climate Action Plan – MCAP) Up to 5 pts 5 – Is recommended by MCAP and will accomplish a stated MCAP goal. 3 – Will assist in meeting MCAP goal. 0 – No relation to MCAP. 7. Seasonal Use Up to 5 pts 5 – Year Round. 3 – Six to Eleven months per year. 1 – Five or fewer months per year. TOTAL Up to 70 pts. 252