Loading...
HomeMy WebLinkAbout29B - BUDGET SURPLUS UPDATEREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MARCH 15, 2016 TITLE: BUDGET SURPLUS ALLOCATION UPDATE (STRATEGIC PLAN NO. 5, 1) CITTiTiAIIAGER RECOMMENDED ACTION Receive and file the Budget Surplus Allocation Update. CLERIC OF COUNCIL USE ONLY: W: 1 is • 01 ❑ As Recommended ❑ As Amended ❑ Ordinance on 1't Reading ❑ Ordinance on 2ha Reading ❑ Implementing Resolution ❑ Set Public Hearing For„_ CONTINUED TO FILE NUMBER On October 20, 2015, the Mayor and City Council adopted the Budget Surplus Allocation Plan and authorized $11.25 million to various projects for one -time improvements /replacements. The attached report provides an itemized listing that includes estimated costs, updates, timelines for completion, and the responsible department. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #5 - Community Health, Livability, Engagement & Sustainability, Objective #1 (Establish a comprehensive community engagement initiative to expand access to information and create opportunities for stakeholders to play an active role in discussing public policy and setting priorities). FISCAL IMPACT There is no fiscal impact associated with this item. Exhibit: 1. Budget Surplus Allocation Update 2913-1 BUDGET SURPLUS ALLOCATION UPDATE - EXHIBIT 1 29B -2 g K{ i axi+m :114 4Pio 'n" 5 ,'gi heart flat s (0 [ d 0 If )12r L 2f$ S'( E "m' DPdaro . COm I bell 'Prfewj;ixo}l it A list ofpemittlel Projects wascreated based on stafflnpet. Project Phase $50k): race mendations for Phase l were presented at the February 18H meeting July 2016. Phase2 CDA Nesermaking $100,000 ofthe Arts and Culture Commission. The Commission voted to not On Tack end the Phase l projects to City Council. Staffereworkingtoput S: e epCmber 2016 ept together alternative projects for Phase l fu ruing. Staff will prase nt on this toic se.in ot In. Aril meet ing of the Arts& Culture Cam mission. The Community Development Agency is currently coordinating with the City CMO Branding $200,000 Me records offlce lnthe development of a Request for Propose Is(RFP) for a On Track March 2016 consultant to develop a chywide branding strategy, It Is anticipated that this RFP wlli be released In Mid- Febmary. A list of communications and outreach / communlcatlons related equipment has been developed wghthe Input ofall departments. Purchasing [snow CMD Communications $190,000 purchasing Items. Survey and review ofpublic relations /communications On Track May 2016 RFPs from other public agencies underway. RFP antldpated to be release by and of March. The following projects have been Identified and are In progress: Civic Center Stree1211ome Program - provides $100,000 in funding to reduce homelessness in our Civic Center by 25 individuals. Programea collective Impact approach In partnership with Mercy House, Illumination Foundation and the Orange County Health Care Agency, which leverages four existing program areas and provides funding for additional resources, such as security deposits, case management, a peer network, apartment furnishings, transportation and meal casts, and bridge housing. City Net Homeless Collaborative - provides $90,000 in City funds towards CMO Homeless $400,000 City Net's $180,000 proposal to establish a multi sector collaborative to On Track 91 address homelessness In the Civic Center and other highly Impacted areas In the City of Santa Ana. City Net presented proposal before the Public Safety Committee and staff Is negotiating a partnership with the County of Orange to provide the other half of the funding for the Homeless Collaborative. Santa Ana Armory Shelter Extension - provides $99,750 In funding to maintain the emergency overnight shelter program open for an additional 21 data (3/26 to 4/15). Pend Ing City Council approval at March 15th Council meeting Fund has been established and reflected In FY 14 -15 CAFR Notes /Flnandal FMSA Pension Stability Fund $500,000 Statements; currently working with an agency Co establish an Irrevocable On Track 6/30/2016 trust to deposltthe City's funds for stabilizing unfunded pension liabilities. Police Department fell: Facility Building Maintenance staff is currently evaluatingthe melties needs with FMSA $150,000 PD;dedsime on facility renovations will be made In June 2016 with On Track 12/31/2016 Renovations antldpated RFCA In August 2016. These funds were originally allocated to FMSA to conduct HVAC repairs at SARTC Deferred Maln[enance - HVAC SARTCemem SARTC but given discusslons to reallocate the funds for other priority PWA $650,000 projects at SARTC, the HVAC work has been rescheduled PWA is Rescheduled TBD prospect, an RFCA to City Countll on March 15, 2016, to allow for the $ 650,000 to be reallocated to other priority projects, HVAC replacement will be rescheduled, pending additional fu nding. Jerome Center Etna &Southwest Build ing Maintena nce is In the process of completing the Design Phase for FMSA Senior Center- Facility Renovations $50,000 the gymnasium sound Pa nels a red soliciting quotes for interior painting,; On Track 6/30/2016 RFCA if applicable will be developed by June 2016. IT Planning& Building Permitting $300,000 Evaluating necessary software/ application options with the Planning and On Track 6/30/2017 Application Building Agency. Network, Data Centers and Identifying equipment to replace, Communication upgradesfo Include IT Servers Beftwore, Communications $1,065,000 Caller ID, standard messaging system and video conferepdng. RFP pending On Track 6/30/2016 Upgrade for must i services. In preparation for purchases: Developing Mobility Guidelines, policies and IT Equipment Upgrades- forms. Developed Inventory mobility Inventory me nagement redeem. In IT Computers /laptops, mobile $273,600 process ofstandardleng PC hardware to develop spedflcations .Identifying On Track 4/29/2016 equipment and specifications of scanners. Developing requirements and technology, Phones criteria for PC Service Desk platform tool for improved support and management of all IT equipment assets, Finance met with software vendors In February 2016 will re- evaluate the FMSA Financial Budgeting Application $400,000 Department's needs and Is connect with vendors In August(post - Budget On Track 10131/2017 completion), Corbin Center Improvements- Building Ma intenance has obtained commodes and is in the process of FMSA Renovation &Faclllty $50,000 obtaining quotes for interior painting; RFCA will be developed by l u ne 2016 On Track 8/31/2016 Improvements Improvements Corporate yard: Roof Restoration Pore Roof Restoration 1s 90% complete for the PWA admin build Ing; Finance, FMSA Facility Renovations $650,000 Stores building roof restoration commenced in comho -, 2016; Facility On Track 9/30/2016 renovations for the Finance Corporate yard will begin July 2016 Chiller Replacement- Cal State Project Specifications have been completed and concurrence has been FMSA $450,000 received from Cal State Fullerton in implementing the pia a in replacing the On Track 7/31/2016 Fullerton End St. Promenade equipment; RFCA t0 award project will be completed by May 2016. 29B -2 r•- s • "rj`'a } -t 2P '�'� $ d t Ks*5 U f e�i 6 t sOa Tad m E e rote dy' w profen C6'it ) q "f t # <fP e ; Res hnd e ComPle t a 3 w on City Hall Faculty and Safety Eulltling Malntena nce is currently in the Deslgn Phase and In the process o4 FMSA $155,000 developing Project Specifications with PRCSA; RFCA will be developed by On Track 9/1/2016 Renovations June 2016 FMSA El Salvador Center- Upgrade Exterior $15,000 Purchase orderwas louvers contractorin February2016; constructionwill On Track 6/15/2016 Hl Security Enclosures commence in April 2016. Fleet Replacement - Police, Public RFCA IS Scheduled to be on the 3/15/16 CCM for the purchase tui FMSA Works, Finance, Planning and Building, $1,300,000 motorcycles forthe PD; 2 CSI vans for Police were previously purchased in On Track 6/30/2016 Parks it Recreatlan- 44Vehldee October 2015; the equipment will be placed into service by June 30. Building Maintenance is currently developing Specifications forthe Bid FMSA Newhope Libran,l AC Pmject $40,000 Process; job walk is served led to competed In March 2016; RFCA If On Track 9/15/2016 applicable will be completed In June 2016. Outreach on the update to the City's General Plan is currently underway. To date ,a total of five community meetings have been held with different interest groups. Over 200 people attended these Staff Is currently finalizing PEA General Plan $1,000,000 the work schedule forthe General Plan update, including future Planning On Track Winter 2017/2016 Commisslon and Clty (Samull meetings. Staff is also ldentlfying key consultants that will prepare the special studies for the update. Fleally,the hiring of staff to assist in the In -house preparation of the update is under way. Staff Is developing a work Program for the expansion of the Metro East Mixed Use Overlay Zone to encompass First Street Staff has beged PBA Expansion Metro East Ex $100,000 ldentlfying the resources (Internal and external) needed to amend the On Track lu Jul-17 Metro East Plan and to prepare the appropriate environmental document forthe project A study session Is planned to be held by the Pro ne Ing Commission in the First Quarts r of 2016. In January 2015, the Police Department esta bushed an exploratory committee to research Implementation of a body worn camera program. The committee consists of representatives from l wastlgatlons ,Professional Standards, IT, Training, CSI, Traffic, Patrol, Directed Patrol, and other units. The City Con acil identified funding in the budget surplus allocation to help PD Body Cameras $350,000 fund the body-worn camera program, Staff is currently developing a On Track SL/1/IDI6 request far propose is (RFP) and plans on Issuing the RFP In March. After proposals are recelved, they will be ova lusted by an evaluation committee and an agreement will be presented to the City Council for consideration. Staffte fining and Implementation are anticipated to be completed in roar 2016. PRCSA CIVIC Center UFA - Renovations $419,000 Transfer of funds cam pleled on N ovember 17, 2015. PWA IS Working on Completed 11/17/2015 the projects. Requisitions have been submitted to purchasingto acquire and Install PRCSA Santlago Playground Equipment $230,000 equipment. There are different suppliers used forthe procurement of On Track 9/1/2016 different equipment. This project sscheduled for Real Year 2016 -17. PRSCA Staff met with PWA PRCSA Angel Stomps. Renovations $50,000 design staffto Identify critical Items to be updated. PWA Is puttlagtogether On Track Jun -17 speclfoulturs for the Idea load Items to be recovered, Notice to Proceed for Consultant has been issued; CDs Currently underway. Design to be PWA Security Lighting at Various Parks $540,000 Design money allocated He r %2015 /16; construction money allocated for On Track completed by FY2016 /17. 06/30/2016 Flnalking RFP and should advertise by mid- March. Due to concerns from the public relating to safety health issues with synthetic turf, staff needed PWA OYSC Field N2 Synthetic Turf $640,000 more time to research and study the concerns. Since the project is Rescheduled Sea 16 replacing existing synthetic turf and not new synthetic turf project, staff is moving forward with the replacement. Santiago Bike Trail Resurfacing Project set up by PRCSA, Project Manager has been assigned by PWA and is Santiago Bike Tre 11 PWA Project/Boma Komi Sidewalk /Walkway$220,000 mrmntlY reviewing the scope of work PWA/Des[, staff met with Parks On Tract 7/31/2016; fo mo Staffto discuss project der ails. Arevised engineering tort estimate is being Kurt l Fiscal Year Renovation Prepared. The Project exhibits are (50%) complete. 17/18 Project set up by PRCSA. Project Manager has been assigned by PWA and is Design to be completed by Fall PWA Riverview /Windsor /Cabrillo $312,400 currently reviewingthe scope ofwork. PWA met with Parks Staff on scope On Track 2016and Improvements and estimate assumptions were made for budgeting by Pe rks. Design Staff Constructed by to field check and complete the preliminary design estimates to confirm. Spring 2017, Staff is preparing an RFP seeking the professional services of consultant to develop an Asset Management needs assessment and implementation plan. The RFP is scheduled to be issued before the end ofthis month. PWA Asset Management $300,000 Agreement award is expected by February or March of 2016. RFP was On Track September 2016 released on January 28th and closes February 11th, Expected award date is March 22, 2016. r•- % y� .,. evt7t ��.3��s�,ki+r'- y x DIe pt eAV I; ' M ����.a,", -. 5.'42`'�,"}�'Gk^.. Rlajett COYt+f ,t`� e.{ ! , t E£ ... i� x "`"' P +Oyf tt {boy' rest Update _ors (• Si Op rack^ `F J dieted g t t g Qet�e,: An RFP seeking the professional services of a consultant to develop a ... emprehenslve GIS ds assessment and detailed Implementation plan was Issued on November 19, 2015. Proposals are due on Decemher ll, PWA GIS System Development $125,000 2015. Agreement award sexpected In February or March of2016. 9n Track Aug 16 Interviews were held on January 20, 2015 for the top 3 proposers and the winning proposer was selected Award date has been moved to April 5, 2016 to explore possible cast savings with the Asset Management project. PWA Calle Cuatro Street Signs and Plaza $25,000 Ins[ a Nation of Plaza Celle CUatro sign completed on December 12, 2015. Gn Track Summer 201fi Calla CUatro Slgnege Design of Calls Cuatro Street Signs is presented to SABC and BHC for input.