12 - Equipment ProjectsPROPOSED PUBLIC FACILITIES PROGRAM
Equipment Projects
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PROJECT LOCATIONS
A Information System Upgrade
B Audio / Video System Upgrade
C Town-Wide Document Imaging Project
D Tiburon CAD/RMS Upgrade
LOS GATOS-SARATOGA RD LOS GATOS BLVD
E MAIN ST
HWY 17
HWY 17
N SANTA CRUZ AV
WINCHESTER BLVD
BLOSSOM HILL RD
LOS GATOS BLVD
HWY 85
KENNEDY RD SHANNON RD
A B C D
CIVIC CENTER
PROPOSED PUBLIC FACILITIES PROGRAM
Equipment Projects
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PROGRAM SECTION DIRECTORY PAGE
6101 Information System Upgrade E – 26
6001 Audio / Video System Upgrade E – 28
6202 Town-Wide Document Imaging Project E – 30
6302 Tiburon CAD/RMS Upgrade E – 32
PROPOSED PUBLIC FACILITIES PROGRAM
Equipment Projects
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The Public Facilities Program section for Equipment Projects contains Capital Improvement Program projects that provide
new equipment, or replaces, improves, or upgrades existing Town equipment.
This Public Facilities Program section does not have ongoing equipment programs; all projects are considered one-time
projects. One-time equipment capital improvement projects are prioritized based on service level considerations, available
funding sources, project costs, and community impacts.
Los Gatos does not have a designated funding source for new equipment or the replacement or upgrading of existing
equipment; however grants are pursued and utilized when available.
EQUIPMENT PROJECTS SUMMARY
Carryforward Projects
6101Information System Upgrade396,265 78,735 - - - - 475,000
6202Town-Wide Document Imaging Prj144,259 70,741 - - - - 215,000
6001Audio / Video System Upgrade69,608 40,992 - - - - 110,600
6302Tiburon CAD / RMS Upgrade17,500 52,500 - - - - 70,000 -
New Projects
Total Equipment Projects627,632 242,968 - - - - 870,600
Total Budgeted
2012/13
Budget
2013/14
Budget
2014/15
Budget
2015/16
Budget
Expended
Through
2010/11
2011/12
Budget &
Carryfwd*
Total FY 2010/11 Carryforward $242,968
PROPOSED PUBLIC FACILITIES PROGRAM
Equipment Projects
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Project Name Information System Upgrade Project Number 841-6101
Department Finance Department Project Manager Assistant Budget/Finance
Director: Jenny Haruyama
Description This project upgrades the Town’s existing financial/human resources information database, enhancing
its reporting system and providing future web-based online services. This project will be coordinated
with the upgrade of the Town’s existing permit tracking system.
Location The Financial Information Systems Upgrade project will enhance the information systems used by the
Finance, Human Resources, and Building departments. Purchased computer hardware will be located
in the MIS Department.
Project
Background
In FY 2008/09, staff completed a significant portion of a multi-year financial information system
upgrade. This project involved the conversion of General Ledgers, Payroll, Budget, and Human
Resources modules, followed by the implementation of the Cashiering and Business License modules.
Planned for FY 2011/12 is the final completion of the fixed asset module and continuation of
electronic commerce, including online permitting and business license applications.
Operating
Budget Impacts
The remaining project balance is estimated to be $78,735.
It is anticipated that the annual maintenance costs for the Finance/Human Resources Information
System would be approximately $36,000 annually, which has been incorporated into the FY 2011/12
proposed operating budget.
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Project
Components &
Estimated
Timeline
Fall 2011 System
Implementation
Develop and test fixed assets and electronic commerce
functions
Spring 2012 System
Implementation
Implementation of fixed assets module and electronic
commerce, including online permits business license
applications
Prior Yrs
Actuals
2010/11
Estimated
2011/12
Budget
2012/13
Planned
2013/14
Planned
2014/15
Planned
2015/16
PlannedTotal Project
SOURCE OF FUNDS& Carryfwd *
GFAR
Transfer from MIS381,871 14,394 78,735 - - - - 475,000
TOTAL SOURCE OF FUNDS381,871 14,394 78,735 - - - - 475,000
Prior Yrs
Actuals
2010/11
Estimated
2011/12
Budget
2012/13
Planned
2013/14
Planned
2014/15
Planned
2015/16
PlannedTotal Project
USE OF FUNDS& Carryfwd *
GFAR
Salaries and Benefits- - - - - - - -
Services/Supplies/Equipment- - - - - - - -
Site Acquisition & Preparation- - - - - - - -
Consultant Services381,871 14,394 78,735 - - - - 475,000
Project Construction Expenses- - - - - - - -
TOTAL GFAR381,871 14,394 78,735 - - - - 475,000
TOTAL USE OF FUNDS381,871 14,394 78,735 - - - - 475,000
*Total FY 2010/11 Carryforward78,735$
INFORMATION SYSTEM UPGRADEProject 841-6101
PROPOSED PUBLIC FACILITIES PROGRAM
Equipment Projects
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Project Name Audio / Video System Upgrade Project Number 841-6001
Department Town Manager’s Department Project Manager Assistant Budget/Finance
Director: Jenny Haruyama
Description This project provides for the replacement and/or upgrade of Council Chamber video, audio/visual, and
other applicable equipment used for televised and non-televised public meetings.
Location The video production system is located in the audio/video equipment room at the Civic Center, and
involves various electronic equipment required to cablecast public meetings and make presentations.
Project
Background
In FY 2008/09, the audio/visual and video production equipment located in the Town Council
Chambers was upgraded to ensure quality presentations. The video production equipment, which is
nearly 10 years old will be assessed for reliability and functionality and may be replaced or upgraded.
Staff will also explore the use of additional audio/visual meeting management enhancements.
This Audio/Video System Upgrade project is funded in the GFAR Fund. Public, Educational, and
Governmental (PEG) fees, provided by local cable operators, may also be used to fund this project.
Operating
Budget Impacts
There are currently no proposed ongoing operational costs associated with this project. However, as
the Town’s technological needs change, future one-time and/or ongoing costs for additional equipment
or system enhancements may be required. Staff oversight of this project will be included in the FY
2011/12 proposed operating budget.
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Equipment Projects
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Project
Components &
Estimated
Timeline
Fall 2011 Assessment of
project needs
Assess project needs, prepare a request for proposal if
necessary to upgrade video production equipment and/or
other audio/visual resources
Winter 2011 Installation Install and test equipment
Summer 2012 Completion
Prior Yrs
Actuals
2010/11
Estimated
2011/12
Budget
2012/13
Planned
2013/14
Planned
2014/15
Planned
2015/16
PlannedTotal Project
SOURCE OF FUNDS& Carryfwd *
GFAR
47,783 21,825 40,992 - - - - 110,600
TOTAL SOURCE OF FUNDS47,783 21,825 40,992 - - - - 110,600
Prior Yrs
Actuals
2010/11
Estimated
2011/12
Budget
2012/13
Planned
2013/14
Planned
2014/15
Planned
2015/16
PlannedTotal Project
USE OF FUNDS& Carryfwd *
GFAR
Salaries and Benefits- - - - - - - -
Services/Supplies/Equipment47,783 21,825 40,992 - - - - 110,600
Site Acquisition & Preparation- - -
- - - - -
Consultant Services- - -
- - - - -
Project Construction Expenses- - -
- - - - -
TOTAL GFAR
47,783 21,825 40,992 - - - - 110,600
TOTAL USE OF FUNDS47,783 21,825 40,992 - - - - 110,600
*
Total FY 2010/11 Carryforward40,992$
AUDIO / VIDEO SYSTEM UPGRADEProject 841-6101
PROPOSED PUBLIC FACILITIES PROGRAM
Equipment Projects
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Project Name Town-Wide Document Imaging Project Project Number 841-6202
Department Community Development/Police Project Manager CD Director: Wendie Rooney
Description This is the continuation of the first phase of a Town-wide project to convert existing microfiche and
paper files to electronic storage and provide desktop access.
Location Town of Los Gatos Civic Center complex and the Town of Los Gatos Police Operations Building.
Project
Background
The Planning and Building Department and the Police Department have an immediate need to provide
electronic storage and retrieval of many archived documents. The electronic retrieval system will
allow immediate access to all building and planning files for members of the planning and building
departments via desktop access. Police department personnel will also have immediate access to all
police reports from both the police headquarters building and the police operations building via
desktop access. Following implementation by these two departments, priorities will be identified to
expand document imaging to other departments, subject to available funding.
Operating
Budget Impacts
The planning and building department collects permit fees, a portion of which will be used to offset
some costs for document storage. Initially, the planning and building department and the police
department will share any ongoing maintenance costs proportionally, which will be identified in each
department budget. As other departments begin to use the system, maintenance costs will be
distributed equitably.
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Equipment Projects
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Project
Components &
Estimated
Timeline
Jul 2011 Production Continue document conversion of planning department files
Prior Yrs
Actuals
2010/11
Estimated
2011/12
Budget
2012/13
Planned
2013/14
Planned
2014/15
Planned
2015/16
PlannedTotal Project
SOURCE OF FUNDS& Carryfwd *
GFAR
Transfer from MIS119,259 25,000 70,741 - - - - 215,000
TOTAL SOURCE OF FUNDS119,259 25,000 70,741 - - - - 215,000
Prior Yrs
Actuals
2010/11
Estimated
2011/12
Budget
2012/13
Planned
2013/14
Planned
2014/15
Planned
2015/16
PlannedTotal Project
USE OF FUNDS& Carryfwd *
GFAR
Salaries and Benefits- - - - - - -
-
Services/Supplies/Equipment- - - - - - - -
Site Acquisition & Preparation- - - - - - - -
Consultant Services- - - - - - - -
Project Construction Expenses119,259 25,000 70,741 - - - - 215,000
TOTAL GFAR119,259 25,000 70,741 - - - - 215,000
TOTAL USE OF FUNDS119,259 25,000 70,741 - - - - 215,000
*Total FY 2010/11 Carryforward70,741$
TOWN-WIDE DOCUMENT IMAGING PROJECTProject 841-6202
PROPOSED PUBLIC FACILITIES PROGRAM
Equipment Projects
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Project Name Tiburon CAD/RMS Upgrade Project Number 841-6302
Department Police Project Manager Admin. Manager: Nancy Dawn
Description This project will upgrade the existing Police Tiburon CAD/RMS system through a cooperative
agreement with the City of Sunnyvale Department of Public Safety.
Location
Town of Los Gatos Civic Center complex and the Town of Los Gatos Police Operations Building.
Project
Background
Since 1993, the Police Department relied on a computer aided dispatch (CAD) and records
management system (RMS) for all police operations. The current software provider, Tiburon is in the
process of upgrading its systems to a more contemporary .NET platform resulting in the phase out of
older UNIX based systems. The new product on this .NET platform is referred to as Tiburon’s IQ
Response product line.
Working in partnership with the City of Sunnyvale Department of Public Safety, the Police
Department has conducted in-depth research and analysis concluded that it would be mutually
beneficial to upgrade and combine both departments’ operating systems. By combining the two
CAD/RMS systems, both agencies would be able to share real time information with the potential to
expand the system with other law enforcement agencies in the future.
Operating
Budget Impacts
The Town of Los Gatos and the City of Sunnyvale will participate in Tiburon’s Early Adopter
Program. Since the Tiburon software and operating system is relatively new, it is not being widely
distributed to other users at this time. Los Gatos and Sunnyvale have agreed to partner with Tiburon
on a phased implementation and conduct functional tests on the new software.
It is anticipated that the cooperative agreement between the Town and the City of Sunnyvale will result
in future cost savings. Joint migration to the new platform will require a one-time cost of
approximately $70,000. Although contract negotiations are currently underway with Tiburon, ongoing
maintenance costs, including system enhancements and training are expected to decrease by 50%.
Prior maintenance costs incurred by the Town were $70,000 annually.
Future costs for hardware replacement are also expected to be reduced but will be based on the
structure of the sharing agreement between the Town and City of Sunnyvale that is still being
negotiated.
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Equipment Projects
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Project
Components &
Estimated
Timeline
May 2011 Sign agreement with
Tiburon and City of
Sunnyvale for
combined purchase
of IQ Response
25% of total cost is due at signing of contract
Q1/Q2 FY
2011/12
Usage applications
with ECOMM and
DOJ
Initiate approval applications with Department of Justice and
County ECOMM authority for data transfer protocols.
Q3 FY
2011/12
Sunnyvale to
purchase hardware
Test connectivity between Sunnyvale and Los Gatos
Q3/Q4 FY
2011/12
Install software at
Sunnyvale DPS
Begin roll out and testing of CAD/RMS modules
Q1 FY
2012/13
Continue
implementation
Begin employee training in both departments on new
software.
Prior Yrs
Actuals
2010/11
Estimated
2011/12
Budget
2012/13
Planned
2013/14
Planned
2014/15
Planned
2015/16
PlannedTotal Project
SOURCE OF FUNDS& Carryfwd *
GFAR- - - - - - - -
Transfer from MIS Fund- 17,500 52,500 - - - - 70,000
TOTAL SOURCE OF FUNDS- 17,500 52,500 - - - - 70,000
Prior Yrs
Actuals
2010/11
Estimated
2011/12
Budget
2012/13
Planned
2013/14
Planned
2014/15
Planned
2015/16
PlannedTotal Project
USE OF FUNDS& Carryfwd *
GFAR
Salaries and Benefits- - - - - - - -
Services/Supplies/Equipment- 17,500 52,500 - - - - 17,500
Site Acquisition & Preparation- - - - - - - -
Consultant Services- - - - - - - -
Project Construction Expenses- - - - - - - -
TOTAL GFAR- 17,500 52,500 - - - - 17,500
TOTAL USE OF FUNDS- 17,500 52,500 - - - - 17,500
*Total FY 2010/11 Carryforward52,500$
TIBURON CAD / RMS UPGRADEProject 841-6302
PROPOSED PUBLIC FACILITIES PROGRAM
Equipment Projects
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