32 - Equipment Projects 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-SARATO GA RD LOS GATOS BLVD
E MAIN ST
H W Y 17
HWY 17
N SAN TA CRUZ AV
WINCHEST ER BLVD
B LO S SO M HI LL RD
LOS GATOS BLVD
HWY 85
K E N NE D Y RD SH ANNON RD
A B C D
CIVIC CENTER
PUBLIC FACILITIES PROGRAM
Equipment Projects
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PROGRAM SECTION DIRECTORY PAGE
6101 Information System Upgrade E – 20
6001 Audio / Video System Upgrade E – 22
6202 Town-Wide Document Imaging Project E – 24
6302 Tiburon CAD/RMS Upgrade E – 26
PUBLIC FACILITIES PROGRAM
Equipment Projects
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The Equipment Projects section contains Capital Improvement Program projects that provide new equipment; or replace,
improve, or upgrade existing Town equipment.
This 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
6101 Information System Upgrade 399,825 75,175 - - - - 475,000
6202 Town-Wide Document Imaging Prj 195,252 19,748 - - - - 215,000
6001 Audio / Video Syste m Upgrade 55,520 58,160 - - - - 113,680
6302 Tiburon CAD / RMS Upgrade- 70,000 - - - - 70,000 -
New Projects
Total Equipment Proje cts 650,597 223,083 - - - - 87 3,680
Expende d Through 2011/12
2012/13
Budget &
Carryfwd*Total Budgeted
2013/14
Budge t
2 014/15
B udget
2015/16
Budge t
2016/17
B udget
Total FY 2011/12 Carryforward $223,083
PUBLIC FACILITIES PROGRAM
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Project Name Information System Upgrade Project Number 841-6101
Department Finance 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 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, 110 E.
Main Street.
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 2012/13 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 $75,175.
It is anticipated that the annual maintenance costs for the Finance/Human Resources information
system would be approximately $36,000 annually, which has been incorporated into the FY 2012/13
Operating Budget.
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Project
Components &
Estimated
Timeline
Fall 2012 System
Implementation
Develop and test fixed assets and electronic commerce
functions.
Spring 2013 System
Implementation
Implementation of electronic commerce, including applicable
online permits and business license applications.
Prior Yrs
Actuals
2011/12
Es timated
2012/13
Budget
2013/14
Planned
2014/15
Planned
2015/16
Planned
2016/17
Planne d Total Project
SOURCE OF FUNDS& Carryfwd *
GFAR
Transfer from MIS 384,951 14,874 75,175 - - - - 475,000
TOTAL SOURCE OF FUNDS 384,951 14,874 75,175 - - - - 475,000
Prior Yrs
Actuals
2011/12
Es timated
2012/13
Budget
2013/14
Planned
2014/15
Planned
2015/16
Planned
2016/17
Planne d Total Project
USE OF FUNDS& Carryfwd *
GFAR
Salaries and Benefits- - - - - - - -
Services/Supplies/Equipment- - - - - - - -
Site Acquisition & Preparation- - - - - - - -
Consultant Services 384,951 14,874 75,175 - - - - 475,000
Project Construction Expenses- - - - - - - -
TOTAL GFAR 384,951 14,874 75,175 - - - - 475,000
TOTAL USE OF FUNDS 384,951 14,874 75,175 - - - - 475,000
*Total FY 2011/12 Carryforward 75,175$
INFORMATION SYSTEM UPGRADE Project 841-6101
PUBLIC FACILITIES PROGRAM
Equipment Projects
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Project Name Audio / Video System Upgrade Project Number 841-6001
Department Town Manager 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, 110 E.
Main Street, and involves various electronic equipment required to cablecast public meetings and
make presentations.
Project
Background
In FY 2008/09, the audio/visual equipment located in the Town Council Chambers was upgraded to
ensure quality presentations. The video production equipment, however, is nearly 10 years old and is
in need of replacement or selected upgrades. 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
Given the age of the existing equipment, it is anticipated that system enhancements will need to be
made in FY 2012/13. Staff oversight of this project will be included in the FY 2012/13 Operating
Budget.
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Project
Components &
Estimated
Timeline
Fall 2012 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 2012 Installation Install and test equipment.
Summer 2013 Completion Project completed.
Prior Yrs
Actuals
2011/12
Estimated
2012/13
Budget
2013/14
Planned
2014/15
Planned
2015/16
Planned
2016/17
Planned Total Project
SOURCE OF FUNDS& Carryfwd *
GFAR
50,863 4,657 58,160 - - - - 113,680
TOTAL SOURCE OF FUNDS 50,863 4,657 58,160 - - - - 113,680
Prior Yrs
Actuals
2011/12
Estimated
2012/13
Budget
2013/14
Planned
2014/15
Planned
2015/16
Planned
2016/17
Planned Total Project
USE OF FUNDS& Carryfwd *
GFAR
Salaries and Benefits- - - - - - - -
Services/Supplies/Equipment 50,863 4,657 58,160 - - - - 113,680
Site Acquisition & Preparation- - -
- - - - -
Consultant Services- - -
- - - - -
Project Construction Expenses- - -
- - - - -
TOTAL GFAR
50,863 4,657 58,160 - - - - 113,680
TOTAL USE OF FUNDS 50,863 4,657 58,160 - - - - 113,680
*
Total FY 2011/12 Carryforward 58,160$
AUDIO / VIDEO SYSTEM UPGRADE Project 841-6001
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, 110 E. Main Street and the Town of Los Gatos Police
Operations Building, 15900 Los Gatos Boulevard.
Project
Background
The Community Development and Police Departments 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 Community Development
Department 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 Community Development Department collects permit fees, a portion of which will be used to
offset some costs for document storage. Initially, the Community Development and Police
Departments will share any ongoing maintenance costs proportionally, which will be identified in each
department’s budget. As other departments begin to use the system, maintenance costs will be
distributed equitably.
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Project
Components &
Estimated
Timeline
Jul 2013 Production Continue document conversion of Planning Division files.
Prior Yrs
Actuals
2011/12
Estimate d
2012/13
Budget
2013/14
Planne d
2014/15
Planned
2015/16
Planned
2016/17
Planned Total Proje ct
SOURCE OF FUNDS& Carryfwd *
GFAR
Transfer from MIS 150,252 45,000 19,748 - - - - 215,000
TOTAL SOURCE OF FUNDS 150,252 45,000 19,748 - - - - 215,000
Prior Yrs
Actuals
2011/12
Estimate d
2012/13
Budget
2013/14
Planne d
2014/15
Planned
2015/16
Planned
2016/17
Planned Total Proje ct
USE OF FUNDS& Carryfwd *
GFAR
Salaries and Benefits- - - - - - - -
Services/Supplies/Equipment- - - - - - - -
Site Acquisition & Preparation- - - - - - - -
Consultant Services- - - - - - - -
Project Construction Expenses 150,252 45,000 19,748 - - - - 215,000
TOTAL GFAR 150,252 45,000 19,748 - - - - 215,000
TOTAL USE OF FUNDS 150,252 45,000 19,748 - - - - 215,000
*Total FY 2011/12 Carryforward 19,748$
TOWN-WIDE DOCUMENT IMAGING PROJECT Project 841-6202
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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, 110 E. Main Street and the Town of Los Gatos Police
Operations Building, 15900 Los Gatos Boulevard.
Project
Background
Since 1993, the Police Department has 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 concluding 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 to 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 $70,000 annually.
Future costs for hardware replacement are also expected to be reduced but will be based on the
structure of the sharing agreement between the Town and City of Sunnyvale that is still being
negotiated.
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Project
Components &
Estimated
Timeline
May 2011 Sign agreement with
Tiburon and City of
Sunnyvale for
combined purchase
of IQ Response
25% of total cost is due at signing of contract.
Q1/Q2 FY
2011/12
Usage applications
with ECOMM and
DOJ
Initiate approval applications with Department of Justice and
County ECOMM authority for data transfer protocols.
Q4 FY
2011/12
Sunnyvale to
purchase hardware
Test connectivity between Sunnyvale and Los Gatos.
Q1/Q2 FY
2012/13
Install software at
Sunnyvale DPS
Begin roll out and testing of CAD/RMS modules.
Q2/Q3 FY
2012/13
Continue
implementation
Begin employee training in both departments on new
software.
Prior Yrs
Actuals
2011/12
Estimated
2012/13
Budget
2013/14
Planned
2014/15
Planned
2015/16
Planned
2016/17
Planned Total Project
SOURCE OF FUNDS& Carryfwd *
GFAR-
Transfer from MIS Fund- - 70,000 - - - - 70,000
TOTAL SOURCE OF FUNDS- - 70,000 - - - - 70,000
Prior Yrs
Actuals
2011/12
Estimated
2012/13
Budget
2013/14
Planned
2014/15
Planned
2015/16
Planned
2016/17
Planned Total Project
USE OF FUNDS& Carryfwd *
GFAR
Salaries and Benefits- - - - - - - -
Services/Supplies/Equipment- - 70,000 - - - - 70,000
Site Acquisition & Preparation- - - - - - - -
Consultant Services- - - - - - - -
Project Construction Expenses- - - - - - - -
TOTAL GFAR- - 70,000 - - - - 70,000
TOTAL USE OF FUNDS- - 70,000 - - - - 70,000
*Total FY 2011/12 Carryforward 70,000$
TIBURON CAD / RMS UPGRADE Project 841-6302
PUBLIC FACILITIES PROGRAM
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