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Home My WebLink About1996-05-09 City CouncilqUDGET 1996-98 City of Palo Alto City Manager’s Report TO:HONORABLE CITY COUNCIL ATTENTION: FINANCE COMMITTEE FROM:CITY MANAGER DEPARTMENT: ADMINISTRATIVE SERVICES AGENDA DATE: MAY 9, 1996 CMR:251:96 SUBJECT:MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS MATRIX REQUEST This is an informational report and no Council action is required. EXECUTIVE SUMMARY In March 1996 (CMR 174:96) staff‘provided the Finance Committee with an informational report on the status of each of the City’s Capital Improvement Program (CIP) projects as of midyear 1995-96. The purpose of this report is to give the Finance Committee additional information on the progress of all open CIP projects. The report emphasizes the progress made on each CIP by providing a percentage of completion factor for each project. It also has information explaining any project delays. All projects outstanding as of the beginning of the fiscal year 1995-96 are listed in a matrix by department. The columns in the matrix show the remaining budget for each project at the beginning of the fiscal year, actual expenditures for the first two quarters of 1995-96, all contractual commitments (encumbrances), and the available budget at midyear. The status column provides a brief explanation of the primary reason(s) for any project delays, and any future plans to mitigate delays. The status column will be blank for projects which are on- track and progressing as planned. At year end, all completed CIPs will be closed and the remaining balances for General Fund projects will be transferred to the Budget Stabilization Reserve, and for Utility Fund projects, to the appropriate Rate Stabilization Reserves. CMR:251 Page 1 of 2 PREPARED BY:Jennifer Chang, Senior Accountant Susan Thompson, Accounting Manager DEPARTMENT HEAD APPROVAL: CITY MANAGER APPROVAL: CC: n/a Emily ~arrison Deputy City Manager, Administrative Services CMR:251 Page 2 of 2 MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND NAME : GENERAL FUND DEPARTMENT NAME : PUBLIC WORKS DEPARTMENT Project Number (1) 18508- 18514 18903 18916 18918 18971 18670 19610 18803 19001 Pr~ect Description (2) Public BIdg Structural Improvements Sidewalk Repairs Fire Station Dormitory Modification Harbor Improvements Street Maintenance Airport Tank Removal and Clean Up July 1, 95 Available Budget (3) $1,888,615 $1,020,124 $161,321 $492,410 $3,818,557 $581,685 Mid FY95-6 Actual Expenses (4) $665,904 $338,203 $3,284 $455 $1,230,986 $37 Encumbr. Balance (5) $578,436 $89 $102,371 $142,514 $406,360 $154,811 Mid FY95-6 Available Budget (6) $644,275 $681,832 $55,6661 $349,441 $2,181,211 $426,837 Beginning Date (7) July 88 July 88 July 88 Original Estimate Comp.Date (8) July 96 1st Quarter 96 thru 97 Dec 95 July 88 July 98 July 95 Dec 96 Jan 96 Revised Estimate Comp.Date (9) July 96 N/A July 98 Dec 96 % Compl. (10) 95% 15% 100% 15% 15% July 95 Jan 97 5% Status (11) Continuing Project. The current Phase consisting of the Senior Center site is near completion. A Seismic study of Municipal Service Center will begin in FY 1996-97. Multi-year contract. Construction is planned to occur in 1st quarter of 96-97. Completed. Multi-year project. Current project provides for restoration of 7 remaining acres of marsh. Previous work included construction of a sailing station, remodeling Harbor Master’s building & restoration of 4 acres of marsh. Multi-year project. Street surve ~n progress & the 1996 resurfac- ~ng program will begin in 1st Qtr. of 1996-97. Project was rescheduled. Water District to determine whether clean-up will be required by studying the extent of ground contamination. MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND NAME : GENERAL FUND DEPARTMENT NAME : PUBLIC WORKS DEPARTMENT Project Number (1) 19009 19O18 19073 191O1 19102 19108 Project Description (2) Finance Vault Remodeling Cubberley Bldg Code Modification Major Intersection Improvements Tank Investigation and Removal Arastradero Lake Dam Civic Center Fire Sprinkler ISystem July 1, 95 Available Budget (3) $23,914 $658,263 $1,812,201 $100,244 $159,828 $78,407 Mid FY95-6 Actual Expenses (4) $3,873 $1,599 $23,500 $0 $952 $22,789 Encumbr. Balance (5) $o $97 $153,616 $32,568 $9,808 $593 Mid FY95-6 Available Budget (6) $20,041 $656,567 $1,635,085 $67,676 $149,068 $55,025 Beginning Date (7) July 89 July 95 July 89 July 95 July 90 July 90 Original Estimate Comp.Date (8) Dec 97 N/A Oct 97 4th Quarter 94-95 Revised Estimate % Comp.Date Compl. (9)(10) 100% See Status Dec 98 N/A Oct 98 15% 100% Status [Completed (11) This a a multi-year project. The icurrent phase (reroofing [buildings I and D) will be ~completed during the 1st quarter of 1996-97. 5%Continuing project. The current phase consisting of Page Mill Rd. at Foothill Expressway improve- ments was delayed due to a sound wall study performed by Stanford University. Alma St. & East Meadow Road improve- ments are complete. N/A This is an ongoing project that removes tanks which are determined to be below minimun safety standards as they are discovered. 5%Multi-year project. Project is rescheduled due to revisions to scope of work resulting from environmental review. Completed MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND NAME : GENERAL FUND DEPARTMENT NAME : PUBLIC WORKS DEPARTMENT Project Number (1) 19119 19205 19520 19213 19301 19307 19308 Pr~ect Description (2) Civic Center Remodel and Relocation Fuel Storage Tank Up- grade and Site Improv. Calif Ave Parking Structur Bayland Athletic Center Circuit Replacement Bicycle Bridge Rehabilita- tion Facilities Reroofing July 1, 95 Available Budget (3) $244,484 $125,000 $155,243 $50,000 $30,000 $25,064 Mid FY95-6 Actual Expenses (4) $7,670 $0 $5,905 $0 $0 $4,925 Encumbr. Balance (5) $41,691 $0 $2OO $0 $0 $0 Mid FY95-6 Available Budget (6) $195,123 $125,000 $149,138 $50,000 $30,000 $20,139 Beginning Date (7) July 90 July 91 July 91 July 92 July 92 July 92 Original Estimate Comp.Date (8) 3rd Quarter 95-96 July 95 Jan 95 4th Qtr. 1995-96 4th Qtr. 1995-96 Revised Estimate Comp.Date (9) Aug 96 Jan 95 3rd Qtr. 1996-97 N/A % Compl. (lO) 100% 15% 100% 0% 0% 100% Status Completed (11) Multi-year project. Project was rescheduled due to an adjust- ment to the original scope of work. Council approval of contract is planned April, 1996. Construction to begin May 19, with completion planned Aug. 1. Completed Delayed due to staff vacancy and other projects with higher priority. Dropped: Project will be closed. Completed MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND NAME : GENERAL FUND DEPARTMENT NAME : PUBLIC WORKS DEPARTMENT Project Number (1) 19309 19311 19406 19407 19410 19411 19412 Project Description (2) American With Disabilities Act Compliance MSC Security Improv. Riconada Pool Site Improvements Facilities Water Backflow Device Civic Center Garage Improvements Alma St.Bike Bridge Univ.Cal and Midtown Landscape July 1, 95 Available Budget (3) $704,163 $86,374 $529,533 $60,000 $199,956 $208,665 $38,311 Mid FY95-6 Actual Expenses (4) $40,929 $0 $280 $135,910 $4,261 $12,131 Encumbr. Balance (5) $19,387 $0 $1,600 $1,000i $37,710 $40,725 $11,158 Mid FY95-6 Available Budget (6) $643,847 $86,374 $527,933 $58,720 $26,336 $163,679 $15,022 Beginning Date (7) July 95 July 92 July 93 July 93 July 93 July 93 i July 93 Original Estimate Comp.Date (8) Oct 97 2nd Qtr. 1996-97 July 96 3rd Qtr 1995-96 Nov 96 4th Qtr. 1995-96 Revised Estimate Comp.Date (9) Oct 97 1st Qtr. 1996-97 3~ Qtr. 1996-97 June 96 4th Qtr 1995-96 Nov 96 % Compl. (10) 5% 0% 10% 8O% 90% 15% 70% Status (11) Continuing project. Current ohase consisting of building interior improvements at Cubberly, Civic Center and Cultural Center is underway. Previous work included City wide pathway, parking structure and curb ramp improvements. Project rescheduled, scope of work revised. Delayed due to staff vacancies. Project is now in design phase. Expect to complete in 1996-97. Multi-year project. Design phase is now complete. Next phase includes construction of bike and pedestrian bridge. 4 MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND NAME : GENERAL FUND DEPARTMENT NAME : PUBLIC WORKS DEPARTMENT Project Number (1) 19420 19505 19506 19508 19511 19512 19513 Project Description (2) Chuck Thompson Site Pool Removal Revenue Collection Remodel Parks Offstreet Tree Trimming Tennis & Basketball Court Renovation Lucie Stern Pathway Lighting Civic Center Plaza Waterproofing Police Locker Room Renovation Feasibility July 1, 95 Available Budget (3) $29,550 $85,000 $85,O00 $25,000 $25,000 $50,000 $5,676 Mid FY95-6 Actual Expenses (4) $210 $1,455 $0 $0 $0 $0 $376 Encumbr. Balance (5) $15 $52O $0 $0 $0 $6,000 $0 Mid FY95-6 Available Budget (6) $29,325 $83,025 $85,000 $25,000 $25,000 $44,000 $5,300 Beginning Date (7) July 93 July 94 July 94 July 94 July 94 July 94 July 94 Original Estimate Comp.Date (8) July 96 i3rd Qtr. 1995-96 4th Qtr. 1995-96 Revised Estimate Comp.Date (9) Sept 96 2nd Qtr. 1996-97 4th Qtr. 1995-96 1st Qtr. 1996-97 4th Qtr. 1996-97 % Compl. (10) 15% 10% 75% 15% 0% 2% 100% Status (11) Construction delayed due to wet weather. Multi-year project. Phase I will be completed in 95-96. Project has been delayed due to staff vacancies and a low priority rating. Bid awarded; work scheduled to begin in May. This project has been delayed due to a low priority rating. Study/design phase only. This project has been delayed due to a low priority rating. Completed MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND NAME : GENERAL FUND DEPARTMENT NAME : PUBLIC WORKS DEPARTMENT Project Number (1) 19514 19515 19531 19532 19601 19602 Project Description (2) Facilities Roof Replace- ments Dwtn Library Beam Repair Cubberley Dance Studio L-Wing Conversion Demolition of Arastradero Caretaker Cottage Civic Center Asbestos Removal Civic Center Chiller Replacement July 1, 95 Available Budget (3) $553,163 $25,000 $40,000 $90,000 $235,000 $100,000 Mid FY95-6 Actual Expenses (4) $436,101 $0 $0 $0 $0 $0 Encumbr. Balance (5) $63,235 $1,000 $0 $0 $0 $0 Mid FY95-6 Available Budget (6) $53,827 $24,000 $4O,00O $90,000 $235,000 $100,000 Beginning Date (7) July 94 July 94 July 94 July 94 July 95 July 95 Original Estimate Comp.Date (8) 4th Qtr. 1995-96 2nd Qtr. 1996-97 July 95 4th Qtr. 1995-96 3rd Qtr. 1996-97 Revised Estimate Comp.Date (9) % !Compl. (10) 1st Qtr.15% 1996-97 2nd Qtr. 1996-97 July 97 3rd Qtr 1996-97 2% 0% 0% 2% 2% Status (11) This is a multi-year project. Bldg A and B roofs were completed 1 year ahead of schedule due to their condition. The Council/ Police roof is the last phase of this project. Information in columns 8, 9 and 10 relates to phase I only. A multi-year project. Current phase involves study and design only. Currently on hold pending budget discussions. Project was delayed until Council decision on use of site. Work plan indicates demolition to occur in early 1997. This project has been delayed due to a low priority rating. Multi-year project. Completion is budgeted in 1996-97. MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND NAME : GENERAL FUND DEPARTMENT NAME : PUBLIC WORKS DEPARTMENT Project Number (1) 19603 19604 19606 19607 19622 Project Description (2) Cultural Center Courtyard Repair MSC Bldg HVAC Improv. Fire Station 3 Driveway Extension Cubberley Restroom Concession Utilities Police Security Improv. Total July 1, 95 Available Budget (3) $60,000 $34,000 $35,000 $150,000 $95,000 $14~974~751 Mid FY95-6 Actual Expenses (4) $80 $0 $0 $0 $0 $Z941.815 Encumbr. Balance (5) $o $0 $0 $0 $0 $1~80&504 Mid FY95-6 Available Budget (6) $59,920 $34,000 $35,000 $150,000 $95,000 $10,227~432 Beginning Date (7) July 95 July 95 July 95 July 95 I July 95 Original Estimate Comp.Date (8) 4th Qtr. 1995-96 1st Qtr. 1996-97 4th Qtr. 1995-96 1st Qtr. i1996-97 Oct. 96 Revised Estimate Comp.Date (9) 3rd Qtr. 1996-97 1st Qtr. 1996-97 2nd Qtr. 1996-97 % Compl. (lO) 5o% 0% 0% 2% 2% Status (11) Contract awarded. Work in progress. This project has been delayed due to a low priority rating. Rescheduled due to scope change. This project is dependent upon private-public partnership to secure funding. Community and user group negotiations are still in progress. Drafted documents for architectual review. Design contract will be finalized upon Attorney’s approval. MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND NAME : GENERAL FUND DEPARTMENT NAME : COMMUNITY SERVICES DEPARTMENT Project Number (1) 18617 19304 19305 19306 19413 19414 19415 19418 19509 Pr~ect Description (2) Arts in Public Places Bayland Amenities Improv Foothill Park Picnic Facility Replacement Park Improvements and Repairs Athletic Fields Renovation Park Irrigation and Back- flow Improvements Park Facilities Improv. Library Automation Servic Park Pathway Repairs July 1, 95 Available Budget (3) $47,292 $21,075 $5,790 $3,853 $9,037 $470,999i $199,199 $348,341 $21,000 Mid FY95-6 Actual Expenses (4) $3,500 $0 $4,843 $o $676 $64,789 $16,653 $61,889 $18,900 Encumbr. Balance (5) $717 $0 $o $o $5,105 $8,672 $18,108 $51,282 $2,100 Mid FY95-6 Available Budget (6) $43,075 $21,075 $947 $3,853 $3,256 $397,538 $164,438 $235,170 $0 Beginning Date (7) July 95 I July 92 July 92 July 92 July 93 July 93 July 93 July 93 July 94 Original Estimate Comp.Date (8) Ongoing Dec. 94 June 95 Completed Sept. 95 July 93 Ongoing Sept. 96 June 96 June 95 Revised Estimate Comp.Date (9) Ongoing June 96 June 96 Sept. 95 July 96 Sept. 96 Dec. 96 Fall 95 % Compl. (10) N/A 8O% 100% 100% 100% 30% 30% Phase 1 100% Phase 2 5O% Phase 3 30% 100% Status (11) Completed Art & Architecture Forum. Expect to complete California Ave. Art Commission September 1996 Completed Completed Completed In progress - Contracts have been approved. Work will begin June 96 Ongoing projects include Rinconada Park playground equipment replacement. First 3 phases are funded. Delay completing 2/3 due to difficulties in designing a secure network. Project will be developed based on findings of the library service study and an update of the existing automation plan. Completed MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND NAME " GENERAL FUND DEPARTMENT NAME ¯COMMUNITY SERVICES DEPARTMENT Project Numberi (1) 19510 19525 19605 19621 Project Description (2) Parks Softscape Plant Replacement Technology Improv. for Recreation,Arts & Culture Foothill Park Water Management System PAUSD Field Equipment Total July 1, 95 Available Budget (3) $32,053 $18,042 $240,000 $218,000 $1.634.68~ Mid FY95-6 Actual Expenses (4) $18,584 $6,525 $0 $24 $196.38~3. Encumbr. Balance (5) $389 $11,397 $0 $37,630 Mid FY95-6 Available Budget (6) $13,080 $120 $240,000 $180,346 Beginning Date (7) July 94 July 94 July 95 July 95 Original Estimate Comp.Date (8) June 96 June 95 Ongoing June 96 Revised Estimate Comp.Date (9) Fall 96 Aug. 95 Ongoing June 96 % Compl. (lO) 75% 100% 10% 95% Status (11) Completed First year of multi-year program Phase I is in progress. Phase III will be completed by mid year, 1998. The majority of the turf vehicles and equipment were purchased and delivered in early 96. Work ~s scheduled to begin immed- iately and will be completed by June 1996. MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND NAME : GENERAL FUND DEPARTMENT NAME : ADMINISTRATIVE SERVICES DEPARTMENT Project Number (1) 18614 Pr~ect Description (2) Financial Database Upgrade July 1, 95 Available Budget (3) $347,855 Mid FY95-6 Actual Expenses (4) $801 Encumbr. Balance (5) $20,646 Mid FY95-6 Available Budget (6) $326,408 Beginning Date (7) July 95 Original Estimate Comp.Date (8) Ongoing Revised Estimate Comp.Date (9) Ongoing % Compl. (10) N/A Status (11) This is a multi-year project. The project was initiated in 1986, with the purchase of the Integrated Financial Accounting System (IFAS) from Bi-Tech Software. Installation of the system and subsequent customizations to accommodate City needs is an ongoing effort. In 1995-96, the Stores Inventory Module will be developed, tested and brought on-line; stores bar coding will be programmed; additional detail fields will be added to the Purchasing Module to enhance controls; the Lawson payroll system (originally a ClP when purchased, but now considered part of the financial database) will be upgraded and training will be provided to Human Resources Department staff; the fixed asset system will be upgraded; and graphical user interfaces will be developed to front-end what was originally a DOS-based system. 10 MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND NAME : GENERAL FUND DEPARTMENT NAME : ADMINISTRATIVE SERVICES DEPARTMENT Project Number (1) 18812 19011 19012 19402 19417 19519 19535 19620 Project Description (2) Information System Development Records Management Payroll/HR System Civic Center Lobby Renovation I I Site Easement Purchase Multi-line Telephone System Replacements Citywide Timekeeping Civic Center LAN Upgrade July 1, 95 Available Budget (3) $10,870 $165,352 $36,675 $763 $412,000 $140,000 $36,446 $160,000 Mid FY95-6 Actual Expenses (4) $o $0 $3,957 $o $o Encumbr. Balance (5) $1,946 $156,600 $15,661 $0~ $o Mid FY95-6 Available Beginning Budget Date (6) (7) $8,924 July 88 $8,752 July 89 $17,057 July 89 $763 July 93 $412,000 July 93 Original Estimate Comp.Date (8) June 89 March 96 June 96 June 94 July 94 Revised Estimate Comp.Date (9) June 95 June 96 June 97 !Jan. 96 % Compl. (10) 75% 90% 100% July 98 $0 $12,439 $0 $0 $188 $0 $140,000 July 94 $23,819iJuly 94 $160,O00!July 95 June 95 June 96 June 96 Sept. 96 June 97 Janua~ 97 30% 0% 100% 5% Status (11) Closed project; funding moved to operating budget. Complete Easement holder is attempting to relocate transmitter facility to Solano County, requires FCC approval. Expected to take up to 2 years. RFP issued. Responses due April 30. Phase I interim timekeeping complete. Phase II not begun. Reviewed condition of commun- ications hub. Plan to upgrade 5 of 8 servers. Need to monitor network traffic to determine continuing upgrade require- ments. Plan to complete project in 1st quarter of FY 96-97. MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND NAME : GENERAL FUND DEPARTMENT NAME : ADMINISTRATIVE SERVICES DEPARTMENT Project Number (1) Project Description (2) Total July 1, 95 Available Budget (3) $1.309.961 Mid FY95-6 Actual Expenses (4) $17.197 Encumbr. Balance (5) $195041 Mid FY95-6 Available Budget (6) $1.097.723 Beginning Date (7) Original Estimate Comp.Date (8) Revised Estimate Comp.Date (9) % Compl. (10) Status (11) 12 MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND NAME: GENERAL FUND/STREET IMPROVEMENT FUND (SIF) DEPARTMENT NAME : PLANNING DEPARTMENT Project Number (1) 19212 19310 19313 19401 19502 19503 Project Description (2) Bryant St Bike Extension (SlF) Embarcadero Pedestrian Bike Bridge Path Extensiol (SIF) Bicycle Lane Improvement (SIF) Cal Ave Underpass Impr. Pedestrian Bike Grade Separation Feasibility Study (SIF) Sand Hill Road Bridge Bike Lanes (SIF) July 1, 95 Available Budget (3) $37,898 $513,778 $47,254 $30,000 $150,000 $40,000 Mid FY95-6 Actual Expenses (4) $1,395 $1,800 $0 $0 $0 Encumbr. Balance (5) $0 $13,428 $23,135 $o $0 $0 Mid FY95-6 Available Budget (6) $36,503 $498,550 $24,119 $30,000 $150,000 $40,000 Beginning Date (7) July 91 July 92 July 92 July 93 July 94 July 94 Original Estimate Comp.Date (8) June 96 Dec 95 Dec 95 June 96 June 96 Dec 96 Revised Estimate Comp.Date (9) Dec 96 June 97 Dec 96 None % Compl. (10) 90% 20% 75% O% 0% 0% Status (11) Rescheduled due to require- ments of CalTrain JPB and fiber optics companies. This project has been delayed pending City Council action on the funding and priority setting of traffic safety projects and programs. Same as above iThis project has been cancelled by Menlo Park, lead agency for the project. 13 MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND NAME" GENERAL FUND/STREET IMPROVEMENT FUND (SIF) DEPARTMENT NAME : PLANNING DEPARTMENT Project Number (1) 19516 19523 19524 19530 19608 Pr~ect Description (2) Permit Information Tracking System El Camino Real Intersec- tion Improvements (SIF) Bike System Improvement (SlF) Dwtn Parking Structure Feasibility Study Dwtn Urban Design Improvements Total July 1, 95 Available Budget (3) $90,000 $160,000 $30,000 $79,990 $100,000 Mid FY95-6 Actual Expenses (4) $75 $0 $o $o $0 Encumbr. Balance (5) $o $0 $o $o $0 $36.563 Mid FY95-6 Available Budget (6) $89,925 $160,000 $30,000 $79,990 $100,000 Beginning Date (7) July 94 July 94 July 94 July 94 July 95 Original Estimate Comp.Date (8) July 96 Dec 96 Dec 95 June 96 July 96 Revised Estimate Comp.Date (9) July 97 June 97 Dec 96 Dec 96 Nov 96 % Compl. (10) 15% 10% 5% 30% 15% Status (11) Delayed due to resignation of Project Manager & competing Planning Division work priorities. Delayed due to rescheduling of project by Caltrans, lead agency. Delayed due to other projects with higher priorities. Delayed during review of conflict of interest issue by City Attorney. The legal issue has now been resolved and the consultant is now proceeding with the study. Delayed due to need to include the citizens committee in the consultant selection process. The consultant has now been selected and the design plan is ~n progress. 14 MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND NAME : GENERAL FUND DEPARTMENT NAME : FIRE DEPARTMENT Project Number (1) 19206 19214 19312 19409 Project Description (2) Water Rescue Equipment Hazardous Material Response Equipment Fire Communication i Computer System Paramedic Ambulance Total July 1, 95 Available Budget (3) $5,5Ol $16,356 $400,506 $13,860 Mid FY95-6 Actual Expenses (4) $2,905 $45 $5,770 $10,520 Encumbr. Balance (5) $o $16,311 $0 $0 Mid FY95-6 Available Budget (6) $2,596 $0 $394,736 $3,340 Beginning Date (7) July 91 July 91 July 92 July 93 Original Estimate Comp.Date (8) June 93 June 93 June 95 ;June 95 Revised Estimate Comp.Date (9) Dec 95 Dec 95 June 97 Dec 95 % Compl. (10) 100% 100% 10% 100% Status Complete (11) Complete Unable to reach agreement with bidder on contract terms. Work- ing with Police Dept. to revise needs study on CAD. Going to bid this FY with station alerting system with completion planned for FY 96/97. Complete MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND NAME : GENERAL FUND DEPARTMENT NAME : POLICE DEPARTMENT Project Number (1) 19109 Project Description (2) Police Computer System July 1, 95 Available Budget (3) $344,688 Mid FY95-6 Actual Expenses (4) $75,812 Encumbr. Balance (5) $8,183 Mid FY95-6 Available Budget (6) $260,693 Beginning Date (7) July 90 Original Estimate Comp.Date (8) June 94 Revised Estimate Comp.Date (9) June 98 % Compl. (10) 80% 19403 Radio Replacement $21,034 $18,767 $0 $2,267 July 93 June 94 April 96 100% Total ~$94~579 ~~ Status (11) Proposal for Computer Aided Dispatch System (CAD) was rejected. Consultant assistance to develop in-house system has been approved and will be completed by June, 1998. Complete 16 MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND TYPE: ENTERPRISE FUND NAME: ELECTRIC FUND DEPARTMENT NAME: UTILITIES DEPARTMENT Project Number (1) 8741 8856 8918 8928 8929 8930 8931 Project Description (2) Electric Load Research Elec 4/12 KV Conversion E Bayshore to Padmounted Switches UG improvements Customer design and Connection Services Street Lighting Conversion Traffic Signals Communication System Improvements July 1, 95 Available Budget (3) $57,437 $247,000 $125,686 $2,362,663 $880,000 $508,419 $100,651 Mid FY95-6 Actual Expenses (4) $25,208 $89,002 $41,059 $761,704 $95,307 $71,571 $21,848 Encumbr. Balance (5) $12,476 $541 $65,128 $487,237 $509,169 $20,186 $6,541 Mid FY95-6 Available Budget (6) $19,753 $157,457 $19,499 $1,113,722 $275,524 $416,662 $72,262 Beginning Date (7) July 87 July 95 July 88 July 95 July 88 July 95 July 95 Original Estimate Comp.Date (8) Ongoing Ongoing Ongoing June 96 Ongoing Ongoing Revised Estimate Comp.Date (9) Dec 96 % Compl. (10) 8O% N/A 100% N/A 90% N/A Dec 96 N/A 8937 Quarry Rd. 12KV Feeders $15,055 $11,518 $1,605 $1,932 July 88 100% Status (11) Project function anticipated to be superseded by automated meter reading project #9356. Completed. Library cable communication links were installed. Installation of a utility radio channel is in progress. Completed. 17 MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND TYPE: ENTERPRISE FUND NAME: ELECTRIC FUND DEPARTMENT NAME: UTILITIES DEPARTMENT Project ,~lumber (1) 8938 8940 8944 9102 9250 9252 9254 Project Description (2) Substation Protection Improvements UG Switch Replacement Substation Improvements Switchgear Seismic Restraint Alma St 12KV Addition Downtown UG District 34 Padmounted Transformer Seismic Restraint July 1, 95 Available Budget (3) $102,000 $35,440 $109,668 $74,629 $1,004,292 $88,991 $117,463 Mid FY95-6 Actual Expenses (4) $38,511 $31,755 $0 $2,404 $17,145 $88,748 $10,554 Encumbr. Balance (5) $29,532 $0 $19,543 $6,100 $0 $0 $0 Mid FY95-6 Available Budget (6) $33,957 $3,685 Beginning Date (7) July 95 July 88 $90,125 July 88 $66,125 July 90 $987,147 July 91 $243 July 91 $106,909 July 91 Original Estimate Comp.Date (8) Ongoing Jan 96 Ongoing June 96 March 97 June 95 June 96 Revised Estimate Comp.Date (9) July 96 Dec 96 % Compl. (10) N/A 100% N/A 10% 10% 100% 5% Status (11) Completed. Replacement of obsolete equipment is perfomed as needed. Construction contract being awarded. To be completed by July 1996. Transformer contract awarded. Construction began 2nd Qtr. 1996-97. Projectto be completed March 1997. Completed. Engineering contract awarded. Construction to begin 1st Qtr. 1996-97. To be completed in 2nd Qtr. 1996-97. 1£ MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND TYPE: ENTERPRISE FUND NAME: ELECTRIC FUND DEPARTMENT NAME: UTILITIES DEPARTMENT Project ~lumber (1) 9350 9354 9356 9453 9509 9510 9511 Pr~ect Description (2) Channing/Addition Ave. Underground Street Lights Improvement Automatic Meter Reading Program Southgate Underground !Colorado Substation 60KV Bus Tie Breaker Substation Transformer Replacement Future Underground Districts July 1, 95 Available Budget (3) $50,000 $90,000 $104,886 $1,665.,386 $37,340 $393,437 $26,934 Mid FY95-6 Actual Expenses (4) $18,495 $0 $609,558 $3O,394 $3,819 $22,957 Encumbr. Balance (5) $o $0 $409 $543,909 $930 $246 $63 Mid FY95-6 Available Budget (6) $31,505 $90,000 $104,477 $511,919 $6,016 $389,372 $3,914 Beginning Date (7) July 92 July 92 July 95 July 93 July 94 July 95 July 94 Original Estimate Comp.Date (8) June 95 Ongoing June 96 July 96 March 96 March 97 Revised Estimate Comp.Date (9) June 97 July 97 June 96 % Compl. (10) 100% N/A 5% 60% 90% 25% 100% Completed. Status (11) Street lights & ancilliary equip- ment is replaced as needed. RFP is being drafted for the design & implementation of the project. City’s work will be done as scheduled. Project to be open till poles are removed by Pac- Bell through a cost sharing program. Transformer ordered.. Construc- tion will begin in 1995-96. To be completed in 2nd Qtr. 1996-97. Completed. 19 MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND TYPE: ENTERPRISE FUND NAME: ELECTRIC FUND DEPARTMENT NAME: UTILITIES DEPARTMENT Project Number (1) 9515 9610 9611 Pr~ect Description (2) SCADA System Upgrade Commercial St./Corporate Way UG conversion (District 36) Embarcadero/Middlefield Underground Conversion Total July 1, 95 Available Budget (3) $1,007,600 $2,300,000 $80,000 $11.584.977 Mid FY95-6 Actual Expenses (4) $37,209 $29,168 $0 Encumbr. Balance (5) $12,266 $0 $0 $1.715.881 Mid FY95-6 Available Budget (6) $958,125 $2,270,832 $80,000 Beginning Date (7) i July 94 July 95 July 95 Original Estimate Comp.Date (8) Jan 97 July 97 June 99 Revised Estimate Comp.Date (9) Dec 97 % Compl. (10) 5% 5% 0% Status (11) Currently negotiating contract. Contract to be awarded in June, 96. Construction will be comple- ted in Jan. 1997. Substructure design is complete. Preparing RFP, with contract to be awarded by July 1996. City’s work will be done as scheduled. Completion extended due to cost sharing with Pac-Bell on poles removal. Future project. District formation will begin in 4th Qtr. 1995-96. 2O MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND TYPE: ENTERPRISE FUND NAME: WASTEWATER COLLECTION DEPARTMENT NAME: UTILITIES DEPARTMENT Project Number (1) 8020 9173 Project Description (2) Sewer System Extension Sewer System Rehabilita- tion and Augmentation Total July 1, 95 Available Budget (3) $138,000 $7,136,664 Mid FY95-6 Actual Expenses (4) $30,608 $1,038,660 Encumbr. Balance (5) $0 $2,062,955 Mid FY95-6 Available Budget (6) $107,392 $4,035,049 Beginning Date (7) July 95 July 95 Original Estimate Comp.Date (8) Ongoing Ongoing Revised Estimate Comp.Date (9) % Compl. (10) N/A N/A Status (11) Sewer laterals and sewer mains are extended by in-house crews as necessary. Phase IV and Phase V currently under construction. Phase VI is out to bid. Phase VII design completed, to be contracted out by 5/96. Consultant selection for Hwy 101 undercrossings completed, and contract negotiations are in progress. 21 MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND TYPE: ENTERPRISE FUND NAME: STORM DRAINAGE DEPARTMENT NAME: PUBLIC WORKS DEPARTMENT !~roject ~lumber (1) 8870 9508 Pr~ect Description (2) Collection System Ilmprovements Arartradero Creek Erosion Repairs Total July 1, 95 Available Budget (3) $6,740,341 $165,070 $690&411 Mid FY95-6 Actual Expenses (4) $399,072 $220 Encumbr. Balance (5) $3,262,550 $1,100 Mid FY95-6 Available Budget (6) $3,078,719 $163,750 Beginning Date (7) July 95 July 94 Original Estimate Comp.Date (8) Dec 96 O~ober97 Revised Estimate Comp.Date (9) Dec 96 October 98 % Compl. (10) 60% 5% Status (11) Continuing Project, Prior phases included curb & gutter replace- ment and Everett St. pipeline installation. Multi-year project. Rescheduled due to new scope resulting from environmental review. 22 MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND TYPE: ENTERPRISE FUND NAME: WATER FUND DEPARTMENT NAME: UTILITIES DEPARTMENT Project Number (1) 8013 8014 8015 8016 8636 8749 8923 Project Description (2) Water System Extensions Service & Hydrant Replacements Water Meters Water Main Replacements Well Site Rehabilitation Water Reservoir Improv. Water Station Improv. July 1, 95 Available Budget (3) $143,000 $137,000 $132,247 $3,585,539 $148,036 $542,283i $104,504 Mid FY95-6 Actual Expenses (4) $96,476 $9,153 $99,130 $895,300 $437 $126 $0 Encumbr. Balance (5) $o $0 $853 $1,004,674i $5,330 $261,602 $0 Mid FY95-6 Available Beginning Budget Date (6) (7) $46,524 July 95 $127,847 July 95 $32,264 July 95 $1,685,565 July 95 $142,269 July 95 $280,555 July 87 $104,504 July 88 Original Estimate Comp.Date (8) Ongoing Ongoing Ongoing Ongoing May 96 June 98 Dec 96 Revised Estimate Comp.Date (9) % Compl. (10) N/A N/A N/A N/A 5O% 80% 40% Total Status (11) Extensions are designed and constructed by in-house crews as need develops. Design completed. Project work is ready to be contracted out. Bid in process. Meter exchange program is continuing on track. Goal 15,840 linear ft/yr- 15,000 ft installed FY 1995-96. Remaining replacement design is complete. Work has been contracted out Apdl 1996. Meadows well site will be abandoned and returned to the City’s General Fund by May, 1996. Remaining funds will not be spent until Well Site Study is complete in FY 1996-97. Part of SCADA (9451) construc- tion - water station controls modi- fications project will be completed by December 1996. 23 MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND TYPE: ENTERPRISE FUND NAME: GAS FUND DEPARTMENT NAME: UTILITIES DEPARTMENT Project Number (1) 8017 8018 8019 8919 9230 Pr~ect Description (2) Gas System Extensions Gas Main Replacements Gas Meters & Regulators Gas Station Improvements Natural Gas Vehicle Conversion Total July 1, 95 Available Budget (3) $162,500 $2,978,790 $451,439 $181,958 $319,594 Mid FY95-6 Actual Expenses (4) $126,963 $767,970 $157,260 $15,334 $25,265 Encumbr. Balance (5) $0 $876,333 $17,523 $0 $22,693 Mid FY95-6 Available Budget (6) $35,537 $1,334,487 $276,656 $166,624 $271,636 _$2~.084,940 Beginning Date (7) July 95 July 95 July 95 i July 89 July 91 Original Estimate Comp.Date (8) Ongoing Ongoing Ongoing Dec 96 June 97 Revised Estimate Comp.Date (9) % Compl. (10) NIA N/A N/A 4O% 50% Status (11) Gas System extensions are designed and constructed by in- house crews as need develops. Goal is 20,000 linear Ft./yr - 11,000 linear Ft. installed FY 1995-96, Phase Vl (15,000 Ln.Ft’, design complete. Bidding process starts in April 1996. Gas meter, exchange program is continuing on track. Part of SCADA (9451) construc- tion - updates equipment at gas distribution & receiving stations. Project to be completed by Dec 1996. Vehicle conversions were com- 31eted on 35 vehicles. OEM vehicles are now being purch- ased. 104 vehicles are planned for CNG fuel use. The Fleet Manager will complete purch- asing the remaining OEM vehicles in FY 1996-97. 24 MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND TYPE: ENTERPRISE FUND NAME: WASTEWATER TREATMENT FUND DEPARTMENT NAME: PUBLIC WORKS DEPARTMENT Project ,qumber (1) 8021 8022 8865 8926 9260 9454 9504 9505 Pr~ect Description (2) Plant Equipment Replace- ment System Flow Metering Replacement Program Laboratory Facilities and Equipments Plant Water System Improvement Instrumentation and Alar Distribution Control Syster Industrial Waste Lab Relocation Interceptor Maintenance Cleaning and Repair Incinerator Sludge Conveyance System July 1, 95 Available Budget (3) $745,080 $141,294 $110,616 $21,000 $14,719 $175,000 $350,000 $400,000 Mid FY95-6 Actual Expenses (4) $o $6,772 $0 $0 $2,249 $0 $0 $361 Encumbr. Balance (5) $536,433 $523 $0 $21,000 $0 $18,500 $0 $0 Mid FY95-6 Available Budget (6) $208,647 $133,999 $110,616 $0 $12,470 $156,500 $350,000 $399,639 Beginning Date (7) July 95 i July 95 July 88 July 88 July 91 July 93 July 94 July 94 Original Estimate Comp.Date (8) June 95 June 96 June 95 June 95 June 97 June 95 October 97 July 96 Revised Estimate Comp.Date (9) June 96 August96 June 97 June 97 October 98 Sept 96 % Compl. (10) 90% 20% 80% 100% 5O% 5% 1% 20% Status (11) Multi-year project. Los Altos meter and station rehabilitation will be completed Aug. 1996. Completed. Multi-year project. Final two-year implementation phase is in progress. Delayed due to higher priority projects. Multi-year project. Delayed and rescheduled due to scope re-evaluation. Multi-year project. On schedule. MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND TYPE: ENTERPRISE FUND NAME: WASTEWATER TREATMENT FUND DEPARTMENT NAME: PUBLIC WORKS DEPARTMENT Project Number (1) 9513 9514 Project Description (2) Aeration Tank Inlet Structure Modification Secondary Clarifier Modification Total July 1, 95 Available Budget (3) $100,000 $200,000 Mid FY95-6 Actual Expenses (4) $o $0 Encumbr. Balance (5) $o $0 $576.456 Mid FY95-6 Available Budget (6) $100,000 $200,000 $1.671.871 Beginning Date (7) July 94 July 94 Original Estimate Comp.Date (8) July 96 July 98 Revised Estimate Comp.Date (9) October 96 % Compl. (10) 20% 5% Status (11) Construction contract awarded in April 1996. Multi-year project. Preliminary engineering is in progress. 25 MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND TYPE: PROPRIETARY FUND NAME: INTERNAL SERVICE FUND DEPARTMENT NAME : PUBLIC WORKS DEPARTMENT .~roject Number (1) 9539 19521 19522 Project Description (2) New Vehicle Purchases Wireless Vehicle Management System MSC Garage Improv. Total July 1, 95 Available Budget (3) $60,000 $109,374 $104,202 $273.576 Mid FY95-6 Actual Expenses (4) $0 $1,738 $78,222 $79.96Q Encumbr. Balance (5) $0 $0 Mid FY95-6 Available Budget (6) $6O,OOO $107,636 $25,980 Beginning Date (7) July 94 July 94 !July 94 Original Estimate Comp.Date (8) July 95 July 97 July 95 Revised Estimate Comp.Date (9) July 96 July 96 % Compl. (10) 15% 15% 75% Status (11) Three CNG cargo vans ordered. Delivery date is set for July, 96. Multi-year. Phase one construc- tion has begun. Phase 2 is fund- ed in 1996-97. 27 MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND NAME: MULTI FUND DEPARTMENT NAME: UTILITIES/PUBLIC WORKS/PLANNING Project Number (1) MULTI-E 8915 9352 9357 9451 9506 9612 Pr~ect Description (2) NTERPRISE FUNDS Arastradero Creek/ Foothill Road Access Civic Center Build-Out Utilities Billing System Water, Gas, Storm Station Improvements MSC Bulk Storage Improvements Util Customer Information System July 1, 95 Available Budget (3) $44,550 $129,551 $361,641 $965,273 $132,102 $85,000 Mid FY95-6 Actual Expenses (4) $409 $7,549 $104,624 $4,808 $115,999 $0 Encumbr. Balance (5) $0 $2,783 $37,075 $960,465 $7,032 $0 Mid FY95-6 Available Budget (6) $44,141 $119,219 $219,942 $0 $9,071 $85,000 Beginning Date (7) July 88 July 92 Ju!y 92 July 93 July 95 July 95 Original Estimate Comp.Date (8) July 95 Dec 96 Dec. 96 :June 96 June 96 Revised Estimate Comp.Date (9) June 97 % Compl. (10) 100% 100% 5O% 4O% 100% 5O% Status (11) Completed. Completed. Public Works was responsible for completing project. Computer hardware installed. Dual-sided bill statement imple- mented. Logical data model documented. Physical data base nearly complete. In software design and construc- tion submittal phases. Construc- tion will be completed by December 1996. Completed. Purchased new SMART folding machine in Jan. 1996. Staff recommends this project to be combined with CIP#9357 3rior to fiscal year end. MIDYEAR CAPITAL IMPROVEMENT PROJECTS STATUS FUND NAME: MULTI FUND DEPARTMENT NAME: UTILITIES/PUBLIC WORKS/PLANNING Project Number Project Description July 1, 95 Available Budget Mid FY95-6 Actual Expenses Encumbr. Balance Mid FY95-6 Available Budget Beginning Date Original Estimate Comp.Date Revised Estimate Comp.Date % Compl.Status (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) GENEP~,L/ENTERPRISE FUNDS: 18822 Geographic Information $252,090 $35,462 $124,147 $92,481 July 95 Oct 96 Oct 96 95% System 8945 Automated Mapping $422,059 $52,579 $294,157 $75,323 July 88 June 96 Dec 96 40%Expected to be completed by December 1996. 19618 GIS Application $11,390 $10,812 $439,798 July 95 June 96 April 97 20% $1~084~975Total $462,000 Util-65% $300,000 GF-35% $162,000 The Planning Organization developed applications in conjunction with the Comprehen- sive Plan. Public Works speci- fied the environment and the first application of customer over-the-counter applications. 29