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Home My WebLink About19D - BUDGET SURPLUS UPDATEREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 18, 2016 TITLE: BUDGET SURPLUS ALLOCATION UPDATE (STRATEGIC PLAN NO. 5, 1) c CITY MANAGER RECOMMENDED ACTION Receive and file the Budget Surplus Allocation Update. DISCUSSION CLERK OF COUNCIL USE ONLY: /G1:7:JCiDl4i�7 ❑ As Recommended ❑ As Amended ❑ Ordinance on 1®1 Reading ❑ Ordinance on 2nd 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 1913-1 19D-2 6 Pralegt A '� Cy UPda�e pri godt` p, Cps ,ry y) fSnt w c geefppd E � �" a An order for Street Furniture, including movable chairs, tables, and CDA Placemakfng $100,000 umbrellas has been placed,Additiorift funds have been committed to On Track 7/1/201] support the WhII[s Sullivan Art Project Staff are in the process of identifying addltlonal steamed, projects to fund $99,750 was allocated to the County of Orange to astend the Emergency Armory Shelterfor 21 days, $90,000 was allocated for a contract with City Net, contingent on additional funding from the County of Orange that was CDA Homeless $400,000 to be considered on 10/25/2016. Do 9/27/2016, the County of0ange On Track 6/30/2017 approved an agreement for $300,000 with City Net Independent of the City of Santa Are $300,250 remains to be allocated for best use to reduce homelessness in the Civic Center North Star Is In the middle of the Research phase of the project and will continue with addltional surveys and Interviews, internally and externally, throughout October. The goal date of November 15 has been Identified for a presentation to the Santa Ana City Council of the research gathered and North Stars Insights and recommended strategic positioning for the Santa Ana brand. An online preview 0f the research and strategy will be made a CMO Branding $200,000 few days in advance to a small group. The Creative and Acti0n Plan phases on Track Apr 17 of the project will fallow the approval of the strategic positioning, The Creative and Action Plan phases of the project typically require about 3 months, but because it involvesthe evaluation of creative elements, It Is hard to predict an exact end date. North Star's expectations for completion would be late winter/early spring 2017. A list of communications and outreach/communications related equipment CMO Communications $190,000 has been developed and purchased. Survey and review of public On Track pec -16 relati0ns/communications RFPs from other public agencies underway. Fund has been established and reflected in BY 14-15 CAFR Nates/Financlal FMSA Pension Stability Fund $500,000 Statements; an irrevocable trust has been established with an agency and Completed 6/30/2016 the City's funds is deposited. FMSA Po lice Departmentlall; '1$150,000 Final RFP was Issued 8/30/16. Bids to be submltted by 10/04/16 On Track 11/30/2016 Renovations The Jerome Center Gyms sound panel project has been completed as of Jerome Gym Center- Jerome Center - 8/25/2016. Completed 8/25/16 FMSA Jerome Center Gym & Southwest $50,000 Senior Center Facility Renovations The Southwest Sen for Center Facility Renovatlons for exterior and interior painting is projected to be completed 10/31/2016. The RFP was Issued on Southwest Senior Southwest Senior 8/19/16 a no RFCA is scheduled for CCM on October 18, 2016. Center - On track - Center Center2016 Hou nce met with Software vendors In February and March to explore available pr0ducts. The RFP is expected to be released in December, with Budgeting an RFCA presented between April and May 2016. Purchase ofthe software Budgeting application- Applica 7 Is scheduled for June 1, 2017. On Track 6/1/2011 ] FMSA Financial Budgeting Application $400,000 Currently In the process of ffnaliefng a licensing agreement with GoOreeet and scheduled to be purchased bathe end 0f September 2016. The software allows the Finance Department to make Investment assumptions Govinvest - On Track Govinvest- for the unfunded Iiablllhy pension. 09/30/2016 Corbin Center Center Improvements- Bulldfn Maintenance has gcommodes. g completed in obtaining Corbin Center Commodes Commodes -Complete Commodes 05/03/2016 FMSA Re4ro0m Ren0vatfon&Facflily $50,000 Currently in the process of obtaining quotes for interior painting; RFP Issued Improvements 0n8/19/16 and RFCA scheduled for 10/18/16, Corbin Center-Palnting Corbin Center -On Track Palnting- 10/31/16 Roof Restoration- Roof Restoration - The roof restoration was completed on 5/3/2016. 5/03/2016 FMSA Corporate Yard: Roof Restoration & para Complete Facility$650,000 Renovations RFCA for replacemen[/upgrede 0r' waterwisecar wash station is scheduled Water -wise Car to be presented 10104/2016. Water -wise Car Wash- Wash - On Tack 11/30/2016 Project spechucatIons have been completed and concurrence has been FMSA ChI1ler Replacement- Cal State Fullerton $450p00 eceived from Ca l State Fu hert0n In implementing the pia n in replacing the 2nd St. Promenade eq ulpment; RFCA t0 award project was completed April 2016. PO was On Track 11/30/2016 Issued 06/21/16. Project scheduled for completion November 2016. City H y all Facility and Safety B III Ing Maintenance Issued an RFP on 8/17/2016 and an RFP rescheduled FMSA $155,000 to be presented on 10/17/2016. The estimated completion date l5 On Track 11/28/2016 Renovations 8/16. FMSA El Salvador Center -Upgrade Exterior $15,000 The project was completed on April 15, 2016. Completed 4/15/2016 HVAC Security Enclosures Fleet Replacement -Police, Public Purchased 32 vehicles in the amount of approximately $1M. 2 CSI vans FMSA Works, Finance, Plan nfng and Build Ing, $1,300,090 were re purchased In October 2015, 10 PO motorcycles In Me ch 2016, 13 mrd OnTrack 12/31/2016 Parks&Recreation-44Vehfcles trucks May 2016,and 7SUV interceptor patrol vehicles In May 2016, (32 purchased to date) FMSA Newhope Library -HVAC Project $40,000 An RFP was issued on Si and a job walk was completed 8/18/2016. On Track 11/15/2016 The RFCA Is scheduled to be presented on 10/04/16. IT Plan, Ing& Building Permitting $300,000 Eva lusting necessary software/applications options with the Plan king and Application Building Agen, On Track 12/31/2016 Network, Data Centers and MritIple projects: Identifying hi gh-priority netw0 m equipment requiring IT Servers/Software, Communicationsreplacement' $1,065,000 determining strategy to reduce data center disaster risk, On Track 6/30/20P Upgrade expanding expanding storage and server capabilities, and enhancing Rations systems. 19D-3 19D-4 , , , ; a�bepslo rip w - EitiG ea { Opp[ pasolpijtlm '- Orujeet Cpat eLdfat update y ',a,, Resahedulk$rk z ao'hi5`��ILN, b .,. , 4 s r .. ..,, _-... ... a ` J COPo lek�=: ,... .. ea :,: In preparation f purchases Developing Mobility (En dollues, pi and farms. Developed inventory moblllty Inventory management system. In IT Equipment u des- pgra process of standardizing PC hardwareto develop specifications Identifying IT Chrol rs/la heaps, mobile $2]3,600 On Track 3/31/201) tecschnology, phones equipment and specifications of scanners. Developing requirements and criteria for PC Service Desklatform tool for improved p prove PPOYt and management of all IT equipment assets Staff Is scheduled to complete a dentled exemtive summaryand accompanying video witch will earmarks potential tradeoffs identified from the miviel unity and youth -based outreach. The executive summary and videowill be PBA General Plan $1,000,000 discussed with the Planning Granduncle, Council 5ubcammltleas, soon to be On Track jul-18 formed General Plan Advisory Group, and ultimately before the Ltty Council for further direction. Draft RFP for technical consultants will be released in early fall. To date, there has been $55vie o In total expender res. UP's out for consultants to prepare several documents for the spurred expansion Project, Including several technical studlessuch asgreenhousegases, noise and PDA Mefro East Expansion $100,000 tool c. In add hloq a separate RFP was distributed for the preparation stew On Track Jun17tf environmental document for MEMO expansion The consultants for these We'd are anticipated to be selected In late September and should be authorized to begin work by Goober. RFP was hued and In hal evaluation has been completed. PD to begin field PD Body Ca mesas $350,000 testing two different sytems In September. Projected Council consideration On -Track 2/28/2M] for award of contract is exptected In November, with project ere lnlng and iphod enation scheduled for early 2017. The transfer of funds to JPA we completed in 15/16. PWA Is working on R PCSA Civic Center JPA - Renovations $419,000 the projects. Funding was carrieover from 15/16 to 16/17 to complete the Completed 6/30/2017 projects PRCSA Santiago Playground Equipment $230,000 contract was awarded for the purchase and Installation oftheequipment On Track 11/1/2016 on August 16, 2016 This project is scheduled for Fiscal Year 201617. PRSCA staff met with PWA PRCSA Angel Restroom Renovations $50,000 design rtefitic identifycritical Items to be updated. Staff is In the process of On Track Died 16 s ollclting bids to determine purchasing processto undertake. PWA SARTC Deferred Maintenance - HVAC $650,000 Rescheduled TBD Replacement Repurposed to overall repairs', held pending City Manager's Office PWA Security ughtingat Various Parks $540,000 Council Award scheduled for9/6/16 On Track Apr -17 PWA DYED Field #2 Synthetic Turf $640,000 Project completed. Wrapping up punchlist items. Ahead of Schedule Aug 16 Santiago Dike Trail Santiago Bike Trail Resurfacing Santiago Bike Troll Resurfacing is currently being advertised, Boom Korai End of 2016, PWA Project/Bomo Korai Sidewalk/Walkway$220,000 onruck Renovation Sldewal/Walks, Renovation is oa schedule Bomo total, First quarter, 2017 PWA Worrvlew/VJindsor/Cabrillo $312,400 Project 40 So completed. On Track Ni Improvements Detailed needs assessment interviews with participating city agencies Late Nov./Early PWA Asset Management $300,000 complete, Vendor is compiling interview data into notes for review. Project On Track Dec. combined with GIS System Development. Detailed needs assessment Interviews with participating city agencies Late Nov./Early PWA GIS System Development $125,000 complete. Vendor is compiling interview data into notes for review. Project On Track combined with Asset Management system development. Dec. PWA Calle Cuatrp Street Signs and Plaza $25,000 urin Procg signs On Track Oct -16 Calle Cuatro Signage 19D-4