12 - Equipment ProjectsPROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 27 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 LARK AV LOS GATOS-ALMADEN RD UNIVERSITY AV WEDGEWOOD KNOWLES A, B, C,D, G E, F,H P ROJECT LOCATIONS A Information System Upgrade B Audio / Video System Upgrade C Town -W ide Document Imaging Project D Tiburon CAD/RMS Upgrade E CarteGraph System Upgrades F Engineering Document Archiving G Police Interoperability Radio Projec t H PPW Interoperability Radio Project
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 28 P ROGRAM S ECTION D IRECTORY P AGE 6101 Information System Upgrade E – 30 6001 Audio / Video System Upgrade E – 32 6202 Town -W ide Document Imaging Project E – 34 6302 Tiburon CAD/RMS Upgrade E – 3 6 6401 CarteGr aph System Upgrades E – 3 8 2305 Engineering Document Archiving E – 40 2306 Police Interoperability Radio Project E – 42 2402 PPW Interoperability Radio Project E – 44
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 29 The Equipment Projects section contains Capital Improvement Program projec ts that prov ide 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 prioritize d 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 purs ued and utilized when available. E QUIPMENT P ROJECTS S UMMARY Carryforward Projects 6101 Information System Upgrade 391,831 83,169 - - - - 475,000 6003 Town-Wide Document Imaging Project 193,225 21,775 - - - - 215,000 6001 Audio / Video System Upgrade 52,440 58,160 - - - - 110,600 6302 Tiburon CAD / RMS Upgrade 28,000 42,000 - - - - 70,000 2402 Police Interoperability Radio Project - 150,000 - - - - 150,000 New Projects 6401 CarteGraph System Upgrades - 40,000 - - - - 40,000 2305 Engineering Document Archiving - 20,000 20,000 20,000 - - 60,000 2306 PPW Interoperability Radio Project - 150,000 - - - - 150,000 Total Equipment Projects 665,497 565,104 20,000 20,000 - - 1,270,601 Expended Through 2013/14 2013/14 Budget & Carryfwd*Total Budgeted 2015/16 Budget 2016/17 Budget 2017/18 Budget 2018/19 Budget Total FY 2013/14 Carryforward $355,104
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 30 Project N ame Information System Upgrade Project N umber 841 -6101 Department Finance Project M anager Finance Manager : Jen nifer Callaway Description Th is 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 u pgrade of the Town’s existing permit tracking system . Location The project will enhance the information systems used by the Finance , Human Resources , and Building D epartments . 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 module s , foll owed by the implementation of the Cashiering and Business License modules. Planned for FY 201 4 /1 5 is the final completion of the fixed asset module and continuation of electronic commerce, including online permitting and business license application s . Op erating Budget Impacts The remaining project ba lance is estimated to be $83,169 . It is anticipated that the annual main tenance costs f or the Finance/Human Resources i nformation s ystem would be approximately $36 ,000 annually , which has been incorporated in to the FY 20 1 4 /1 5 O perating B udget. LOS GATOS-SARATOGA RD LOS GATOS BLVD E MAIN ST HWY 17 N SANTA CRUZ AV KENNEDY RD
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 31 Project Components & Estimated Timeline Fall 201 4 System Implementation Develop and test fixed assets and electronic commerce functions . Spring 201 5 System Implementation Implementation of electronic commerce, including applicable online permits and business license applications . Prior Yrs Actuals 2013/14 Estimated 2014/15 Budget 2015/16 Proposed 2016/17 Proposed 2017/18 Proposed 2018/19 Proposed Total Project SOURCE OF FUNDS & Carryfwd *GFAR Transfer from MIS 391,831 - 83,169 - - - - 475,000 TOTAL SOURCE OF FUNDS 391,831 - 83,169 - - - - 475,000 Prior Yrs Actuals 2013/14 Estimated 2014/15 Budget 2015/16 Proposed 2016/17 Proposed 2017/18 Proposed 2018/19 Proposed Total Project USE OF FUNDS & Carryfwd *GFAR Salaries and Benefits - - - - - - - - Services/Supplies/Equipment - - - - - - - - Site Acquisition & Preparation - - - - - - - - Consultant Services 391,831 - 83,169 - - - - 475,000 Project Construction Expenses - - - - - - - - TOTAL GFAR 391,831 - 83,169 - - - - 475,000 TOTAL USE OF FUNDS 391,831 - 83,169 - - - - 475,000 *Total FY 2013/14 Carryforward 83,169 $ INFORMATION SYSTEM UPGRADE Project 841-6101
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 32 Project N ame Audio / Video System Upgrade Project Number 841 -6001 Department Town Manager Project Manager Chris Gjerde, MIS Manager 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 Th e video production system is located in the a u dio/v ideo 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 C ouncil Chambers was upgraded to ensure quality presentations. The maintenance of the video production equipment is now the responsibility of KCAT, who receives Public, Educational, and Governmental (PEG) fees , provided by local cable operators for this pu rpose. The remaining funds in this project will be used to replace and/or upgrade the Town’s A/V equipment in the Council Chambers, as needed. Staff will also explore the availability of additional audio/visual meeting management enhancements. This Audi o/Video System Upgrade project is funded in the GFAR Fund. Operating Budget Impacts It is unknown at this time which replacements or upgrades will be required during FY 2014/15. Staff oversight of this project will be included in the FY 20 1 4 /1 5 Op era ting B udget. LOS GATOS-SARATOGA RD LOS GATOS BLVD E MAIN ST HWY 17 N SANTA CRUZ AV KENNEDY RD
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 33 Project Components & Estimated Timeline FY 14/15 Monitoring As needed. Prior Yrs Actuals 2013/14 Estimated 2014/15 Budget 2015/16 Proposed 2016/17 Proposed 2017/18 Proposed 2018/19 Proposed Total Project SOURCE OF FUNDS & Carryfwd *GFAR 52,440 - 58,160 - - - - 110,600 TOTAL SOURCE OF FUNDS 52,440 - 58,160 - - - - 110,600 Prior Yrs Actuals 2013/14 Estimated 2014/15 Budget 2015/16 Proposed 2016/17 Proposed 2017/18 Proposed 2018/19 Proposed Total Project USE OF FUNDS & Carryfwd *GFAR Salaries and Benefits - - - - - - - - Services/Supplies/Equipment 52,440 - 58,160 - - - - 110,600 Site Acquisition & Preparation - - - - - - - - Consultant Services - - - - - - - - Project Construction Expenses - - - - - - - - TOTAL GFAR 52,440 - 58,160 - - - - 110,600 TOTAL USE OF FUNDS 52,440 - 58,160 - - - - 110,600 *Total FY 2013/14 Carryforward 58,160 $ AUDIO / VIDEO SYSTEM UPGRADE Project 841-6001
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 34 Project N ame Town -W ide Document Imaging Project Project Number 841 -6 003 Department Community Development /Police Pro ject Manager Assistant Planning Manager: Joel Paulson Description This is the continuation of the first phase of a Town -w ide 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 Department s 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 D epartment via desktop access. Police D epartment personnel will also have immedi ate 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 departm ents , subject to available funding . Operating Budget Impacts The Community Development D epartment collects permit fees, a portion of which will be used to offset some costs for document storage. Initially, the Community Development and P olice D epartment s w ill 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. LOS GATOS-SARATOGA RD LOS GATOS BLVD E MAIN ST HWY 17 N SANTA CRUZ AV KENNEDY RD
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 35 Project Components & Estimated Timeline Jul 201 4 Production Continue document con version of Building and Planning Division files . Prior Yrs Actuals 2013/14 Estimated 2014/15 Budget 2015/16 Proposed 2016/17 Proposed 2017/18 Proposed 2018/19 Proposed Total Project SOURCE OF FUNDS & Carryfwd *GFAR Transfer from MIS 193,225 - 21,775 - - - - 215,000 TOTAL SOURCE OF FUNDS 193,225 - 21,775 - - - - 215,000 Prior Yrs Actuals 2013/14 Estimated 2014/15 Budget 2015/16 Proposed 2016/17 Proposed 2017/18 Proposed 2018/19 Proposed Total Project USE OF FUNDS & Carryfwd *GFAR Salaries and Benefits - - - - - - - - Services/Supplies/Equipment - - - - - - - - Site Acquisition & Preparation - - - - - - - - Consultant Services - - - - - - - - Project Construction Expenses 193,225 - 21,775 - - - - 215,000 TOTAL GFAR 193,225 - 21,775 - - - - 215,000 TOTAL USE OF FUNDS 193,225 - 21,775 - - - - 215,000 *Total FY 2013/14 Carryforward 21,775 $ TOWN-WIDE DOCUMENT IMAGING PROJECT Project 841-6003
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 36 Project N ame Tiburon CAD/RMS Upgrade Project Number 841 -6302 Department Police Project Manager Sergeant JR Langer Description This project will u pgrade the existing Police Tiburon CA D/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 S treet 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 pro duct line. Working in partnership with the City of Sunnyvale Department of Public Safety, the Police D epartment has conducted in -depth research and analysis concluding that it would be mutually beneficial to upgrade and combine both departments’ operati ng systems . By combining the two CAD/RMS systems , both agenc ies 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 an d th e City of Sunnyvale will participate in Tiburon’s Early Adopter P rogram. Since the Tiburon software and operating system is relatively new , it is not being wide ly distributed to other users at this time. Los Gatos and Sunnyvale have agreed to partner wit h 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 r esult in future cost savings. Joint migration to the new platform wi ll 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 incu rred 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. LOS GATOS-SARATOGA RD LOS GATOS BLVD E MAIN ST HWY 17 N SANTA CRUZ AV KENNEDY RD
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 37 Pro ject Components & Estimated Timeline February 2013 CAD implementation completed Total portion of costs paid to the City of Sunnyvale at this time are $21,000. February 2013 All Patrol Mobile units replace d and upgraded to new MobileComm software with AVL s Mobile unit replacement included all new MDCs in patrol vehicles, new software and new functionality for officers in the field March/April 2013 Continue testing, training and de -bugging new system On -going effort for department and vendor staff. June -October 2013 Begin set up and planning for RMS change Members from the Los Gatos and Sunnyvale Police department records units will begin work to migrate all existing police department records from both agencies into one centralized repository. Data conv ersion tasks and validation will encompass the bulk of the effort. December 2013 -March 2014 Go -live on new RMS . Department wide employee training will take place as system is rolled out to both agencies. Prior Yrs Actuals 2013/14 Estimated 2014/15 Budget 2015/16 Proposed 2016/17 Proposed 2017/18 Proposed 2018/19 Proposed Total Project SOURCE OF FUNDS & Carryfwd *GFAR - Transfer from MIS 28,000 - 42,000 - - - - 70,000 TOTAL SOURCE OF FUNDS 28,000 - 42,000 - - - - 70,000 Prior Yrs Actuals 2013/14 Estimated 2014/15 Budget 2015/16 Proposed 2016/17 Proposed 2017/18 Proposed 2018/19 Proposed Total Project USE OF FUNDS & Carryfwd *GFAR Salaries and Benefits - - - - - - - - Services/Supplies/Equipment 28,000 - 42,000 - - - - 70,000 Site Acquisition & Preparation - - - - - - - - Consultant Services - - - - - - - - Project Construction Expenses - - - - - - - - TOTAL GFAR 28,000 - 42,000 - - - - 70,000 TOTAL USE OF FUNDS 28,000 - 42,000 - - - - 70,000 *Total FY 2013/14 Carryforward 42,000 $ TIBURON CAD / RMS UPGRADE Project 841-6302
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 38 HWY 9 E MAIN ST HWY 17 N SANTA CRUZ AV UNIVERSITY AV Project N ame Carte Graph System Updates Project N umber 841 -6401 Department Parks & Public Works Project Manager Town Engineer Description Th is project will upgrade the Parks and Public Works operations management system. Location The software is housed at the Civic Center and supports PPW operations at the Service Center and Townwide. Project Background Parks and Public Works utilizes an Ope rations Management System called Cartegraph. This software tool allows for day to day management of work activities and tracking of assets work history throughout the Town. The software is currently hosted on a Town server and provides valuable but lim ited support of the department’s needs. This upgrade will shift the hosting to a cloud based platform and will allow for additional modules to further track data. This data is becoming increasingly more vital as support documentation for various certific ation compliance efforts, both mandated and Town priority. Operating Budget Impacts As full deployment of the software occurs, staff will be better able to align staffing and operational funding to areas of need based on the data collected. The sta ff time for this project will be included in the department’s FY 2014/15 Operating Budget.
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 39 Project Components & Estimated Timeline Winter 2014 Design Project Development Spring 2015 Bid process Project bidding and contract award Summer 2015 C onstruction Project construction Summer 2015 Completion Project completion Prior Yrs Actuals 2013/14 Estimated 2014/15 Budget 2015/16 Proposed 2016/17 Proposed 2017/18 Proposed 2018/19 Proposed Total Project SOURCE OF FUNDS & Carryfwd *GFAR - - 40,000 - - - - 40,000 TOTAL SOURCE OF FUNDS - - 40,000 - - - - 40,000 Prior Yrs Actuals 2013/14 Estimated 2014/15 Budget 2015/16 Proposed 2016/17 Proposed 2017/18 Proposed 2018/19 Proposed Total Project USE OF FUNDS & Carryfwd *GFAR Salaries and Benefits - - - - - - - - Services/Supplies/Equipment - - - - - - - - Site Acquisition & Preparation - - - - - - - - Consultant Services - - - - - - - - Project Construction Expenses - - 40,000 - - - - 40,000 TOTAL GFAR - - 40,000 - - - - 40,000 TOTAL USE OF FUNDS - - 40,000 - - - - 40,000 *Total FY 2013/14Carryforward -$ CARTEGRAPH SYSTEM UPGRADES Project 841-6401
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 40 HWY 9 E MAIN ST HWY 17 N SANTA CRUZ AV UNIVERSITY AV Project N ame Engineering Document Archiving Project N umber 821 -2305 Department Parks & Public Works Project Manager Town Engineer Description This project will scan and archive all engineering record documents such as as -builts, federal and state funded capit al improvement projects, and recorded documents, all of which are currently stored in paper format. Location This project is located at the Engineering Services office, which is at 41 Miles Avenue. Project Background Currently, most files are kept in a hard copy format in the Engineering Services office. These hard copies have become damaged due to age and need to be preserved through archiving in order to maintain pertinent records. By digitally archiving these documents, searching through records becom es much more efficient. The documents to archive will be as -builts, federal and state funded capital improvement project files and recorded documents. It is anticipated that this project will be implemented over the next three fiscal years, starting in FY 2014/15 and completion estimated in FY 2016/17. Operating Budget Impacts This project will use staff time for management. The staff time for this project is included in the FY 2014/15 Operating Budget.
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 41 Project Components & Estimated Timeline Sum mer 2014 Design Project Development Fall 2014 Bid process Project bidding and contract award Spring 2017 Completion Project completion Prior Yrs Actuals 2013/14 Estimated 2014/15 Budget 2015/16 Proposed 2016/17 Proposed 2017/18 Proposed 2018/19 Proposed Total Project SOURCE OF FUNDS & Carryfwd *GFAR - - 20,000 20,000 20,000 - - 60,000 TOTAL SOURCE OF FUNDS - - 20,000 20,000 20,000 - - 60,000 Prior Yrs Actuals 2013/14 Estimated 2014/15 Budget 2015/16 Proposed 2016/17 Proposed 2017/18 Proposed 2018/19 Proposed Total Project USE OF FUNDS & Carryfwd *GFAR Salaries and Benefits - - - - - - - - Services/Supplies/Equipment - - - - - - - - Site Acquisition & Preparation - - - - - - - - Consultant Services - - - - - - - - Project Construction Expenses - - 20,000 20,000 20,000 - - 60,000 TOTAL GFAR - - 20,000 20,000 20,000 - - 60,000 TOTAL USE OF FUNDS - - 20,000 20,000 20,000 - - 60,000 *Total FY 2013/14 Carryforward -$ ENGINNERING DOCUMENT ARCHIVING Project 821-2305
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 42 TOWN -WIDE Project N ame Police Interoperability Radio Project Project N umber 821 -2402 Department Parks & Public Works Project Manager Sargent JR Langer Description This project will update the ex isting police radio system to be compatible with the regional interoperability requirements. Location This project is located at Police Administration Building. Project Background Santa Clara County is moving forward with an aggressive program for reg ional interoperability of public safety communications for police and fire services across all jurisdictions. The Town’s Police Department has taken steps to update their radio system to be compatible with this regional interoperability requirement . Operating Budget Impacts Staff oversight of this project will be included in the FY 201 4 /1 5 Operating Budget.
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 43 Project Components & Estimated Timeline Design Project Development Winter 2014 Bid process Project bidding and contract award Sum mer 2015 Completion Project completion Prior Yrs Actuals 2013/14 Estimated 2014/15 Budget 2015/16 Proposed 2016/17 Proposed 2017/18 Proposed 2018/19 Proposed Total Project SOURCE OF FUNDS & Carryfwd *GFAR - - 150,000 - - - - TOTAL SOURCE OF FUNDS - - 150,000 - - - - - Prior Yrs Actuals 2013/14 Estimated 2014/15 Budget 2015/16 Proposed 2016/17 Proposed 2017/18 Proposed 2018/19 Proposed Total Project USE OF FUNDS & Carryfwd *GFAR Salaries and Benefits - - - - - - - - Services/Supplies/Equipment - - - - - - - - Site Acquisition & Preparation - - - - - - - - Consultant Services - - - - - - - - Project Construction Expenses - - 150,000 - - - - 150,000 TOTAL GFAR - - 150,000 - - - - 150,000 TOTAL USE OF FUNDS - - 150,000 - - - - 150,000 *Total FY 2013/14 Carryforward 150,000 $ POLICE INTEROPERABILITY RADIO PROJECT Project 821 -2402
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 44 Project N ame Parks and Public Works Inter operability Radio Project Project N umber 821 -2306 Department Parks & Public Works Project Manager Superintendent: Steve Regan Description This project will update the existing public works radio system to be compatible with the regional interoperabili ty requirements. Location This project is located at Parks and Public Works, which is at 41 Miles Avenue. Project Background Santa Clara County is moving forward with an aggressive program for regional interoperability of public safety communication s for police and fire services across all jurisdictions. The Town’s Police Department has taken steps to update their radio system to be compatible with this regional interoperability requirement. The Parks and Public Works Department staff also uses a s imilar radio system in order to communicate with public safety officials and require it as part of day -day operations. In order to be compatible with these radio system changes, this department’s radio system must also be updated. Operating Budg et Impacts Staff oversight of this project will be included in the FY 201 4 /1 5 Operating Budget.
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 45 Project Components & Estimated Timeline Design Project Development Winter 2014 Bid process Project bidding and contract award Summer 2015 Completion Project completion Prior Yrs Actuals 2013/14 Estimated 2014/15 Budget 2015/16 Proposed 2016/17 Proposed 2017/18 Proposed 2018/19 Proposed Total Project SOURCE OF FUNDS & Carryfwd *GFAR - - 150,000 - - - - 150,000 TOTAL SOURCE OF FUNDS - - 150,000 - - - - 150,000 Prior Yrs Actuals 2013/14 Estimated 2014/15 Budget 2015/16 Proposed 2016/17 Proposed 2017/18 Proposed 2018/19 Proposed Total Project USE OF FUNDS & Carryfwd *GFAR Salaries and Benefits - - - - - - - - Services/Supplies/Equipment - - - - - - - - Site Acquisition & Preparation - - - - - - - - Consultant Services - - - - - - - - Project Construction Expenses - - 150,000 - - - - 150,000 TOTAL GFAR - - 150,000 - - - - 150,000 TOTAL USE OF FUNDS - - 150,000 - - - - 150,000 *Total FY 2013/14 Carryforward -$ RADIO REPLACEMENT FOR PPW Project 821 -2306
PROPOSED P UBLIC F ACILITIES P ROGRAM Equipment Projects E - 46