HomeMy WebLinkAboutStaff Report 466-08City
City of Palo Alto
Manager’s Report
TO:HONORABLE CITY COUNCIL
ATTENTION:FINANCE COMMITTEE
FROM:
DATE:
CITY MANAGER
DECEMBER 16, 2008
DEPARTMENT: ADMINISTRATIVE
SERVICES
CMR: 466:08
REPORT TYPE: INFORMATIONAL
SUBJECT:2007-08 Year-End Capital Improvement Program Projects Status
Report
This is an informational report and no Council action is required.
BACKGROUND
This report provides information on the status of the City’s Capital Improvement Program (CIP)
projects as of the end of fiscal year 2007-08. The attached matrix (Attachment A) lists all CIP
projects and their current status, it includes any issues that might cause a change in the scope or
timing of the projects. Information in this report is intended to keep the City Council informed on
the progress of all CIP projects opened at the beginning of the 2007-08 fiscal year and on those
projects that were added or completed during the same fiscal year.
DISCUSSION
The attached matrix categorizes CIP projects into minor projects (projects which can be completed
within a one-year period) and multi-year projects (projects which have multi-year budgets and/or
complex implementation schedules with identifiable phases). The project status portion of the matrix
identifies the phase the project was in at fiscal year-end. Information on phases is intended to give
Council a perspective on how much progress was made on a project. Three distinct phases are
utilized, as follows:
CMR: 466:08 Page 1 of 4
Phase:
Pre-Design
Design
Construction
Possible Activities:
o Preparation of feasibility study
o Development of a master plan
o Definition of a project scope
o Environmental Review
o Hiring a design consultant
o Completion of project design
o Soliciting bids or proposals
o Acquisition of major equipment
o Installation
o Implementation of a project
The comment section of the matrix provides Council with information clarifying the status of certain
projects.
In the attached matrix, projects are listed by department for the General Fund and by fund for the
Enterprise and Internal Service Funds. The matrix also includes information on the total budget
from inception of the project, the available budget as of the beginning of the fiscal year, the fiscal
year expenditures, the fiscal year contingencies, the fiscal year commitments (encumbrances)
through June 2008, the remaining balance in the project budget as of year-end, and the percentage of
completion for the project.
The matrix does not include "continuous" projects. These projects, such as water meter replacement,
have no definitive beginning or end dates and receive ongoing funding to reflect continuing
replacement cycles or commitments. During fiscal year 2007-08, progress was made on all of the
City’s "continuous" projects (Attachment B).
At year-end, all completed CIPs (after settlement of encumbrances) and CIPs where no activity is
planned in the near future were closed and the remaining balances transferred to the Infrastructure
Reserve for General Fund projects; to Retained Earnings for Internal Service Funds; and to the
appropriate Rate Stabilization Reserve for Utility Fund projects.
RESOURCE IMPACT
Below is a high level analysis of the Infrastructure Management Plan (IMP) budget through June 30,
2008 showing expenditures and the various stages and status of projects.
CMR: 466:08 Page 2 of 4
Total Adjusted Budget FY 2007/08 $37,854,505
Less:
Actual expenditures as of 6/30/08
Encumbered balance as of 6/30/08
Projects that are ongoing
Projects in pre-design stage
Projects in design stage
Projects in construction stage
Projects completed with remaining balance
Projects on hold due to lack of budget to proceed
(17,527,432)
(4,930,406)
(2,108,548)
(1,245,598)
(2,629,841)
(7,145,141)
( 568,684)*
(1,698,855)
* Returned to reserves in FY 2009.
$.0
CMR: 466:08 Page 3 of 4
PREPARED BY:
F. JACKIE AGUSTIN
Senior Accountant
-J~NICE ANDERSON
Staff Accountant
DEPARTMENT HEAD APPROVAL:
LALO PERE;~
Director, Administrative Services
CITY MANAGER APPROVAL:
City Ma
ATTACHMENTS
Attachment A: Year-end Capital Improvement Projects Status Matrix
Attachment B: List of Continuous Projects
CMR: 466:08 Page 4 of 4
g
oo
oo
.E
(D o(DO
g
bo
oo
o
o o~o.o~
%_
LIST OF CONTINUOUS PROJECTS
Community Services
AC-86017 Art in Public Places
Planning & Community Environment
PL-05030 Traffic Signal Upgrades
Public Works
General Fund
PO-89003
PE-86070
PF-90018
PF-93009
PF-00006
PF-01003
PF-02022
PO-05054
Sidewalk Improvements
Street Improvements (Street Improvement Fund)
Cubberley Building Code Modification
ADA Compliance
Roofing Replacement
Building Systems Improvement
Facility Interior Finishes
Street Lights Improvements
Storm Drainage Fund
SD-06101
SD-06105
SD-88070
Storm Drain System Replacement
Innovative Storm Drain Improvements
Collection System Improvements
Wastewater Treatment
WQ-80021
WQ-8OO22
RWQCP Plant Equipment Replacement
RWQCP System Flow Metering
Attachment B
Utilities
Electric Fund
EL-89028
EL-89031
EL-89038
EL-89044
EL-98003
EL-02011
EL-06005
EL-06006
Customer Design
Communications System Improvements
Substation Protection Improvements
Substation Facility Improvements
Electric Distribution System Reconstruction and Improvements
Electric Utility GIS
Fiber Optics Ring System Improvements
Fiber Optics Customer Design and Connection Services
Gas Fund
GS-80017
GS-80019
GS-02013/GS-03007
GS-03002/GS-04003/GS-05002
GS-03008
GS-03009
GS-06001
GS-07002
Gas System Extensions
Gas Meters and Regulators
Directional Boring Equipment
Gas Main Replacements
Polyethylene Fusion Equipment Replacement
System Extensions-Unreimbursed
Gas Main Replacements, GMR-Project 16
Gas Main Replacements, GMR-Project 17
Wastewater Collection
WC-80020 Sewer System Extensions
WC-99013 Sewer Manhole Rehabilitation
WC-00003/WC-01005/WC-02002 Sewer System Rehabilitation and Augmentation Phase VII, Project 14 and 15
WC-03003/WC-04002WC-05003 Sewer System Rehabilitation and Augmentation, Project 16, 17 and 18
WC-06003/WC-07004/WC-08012 Sewer System Rehabilitation and Augmentation, Project 19, 20 and 21
Page 1
Attachment B
LIST OF CONTINUOUS PROJECTS
Water Fund
WS-80013
WS-80014
WS-80015
WS-02014
WS-02003/WS-03004
WS-05001/WS-06002
WS-07003
Water System Extensions
Service and Hydrant Replacements
Water Meters
Water -Gas Wastewater Utilities GIS Data
Water Main Replacements, WMR-Project 17
Water Main Replacements, WMR-Project 20
Water Main Replacements, WMR-Project 21
Page 2