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HomeMy WebLinkAbout2000-03-21 City CouncilCity of Palo Alto City Manager’s Report ’TO:HONORABLE CITY COUNCIL ATTN:FINANCE COMMITTEE FROM:CITY MANAGER DEPARTMENT: ADMINISTRATIVE SERVICES DATE: SUBJECT: MARCH 21, 2000 CMR: 165:00 RENOVATION AND UPGRADES TO SECOND FLOOR AND A LEVEL This is an informational report and no Council action is required. BACKGROUND This report provides information on a proposed Capital Improvement Program (CIP), project number 10027, for renovations and upgrades to the City’s computer and equipment rooms. The detailed CIP project description is included in Attachment A. Funding for this project is included in the Midyear Financial Summary staff report and accompanying Budget Amendment Ordinance. DISCUSSION In 1998, as a part of the overall examination of space needs at the City, a space shortage of several hundred feet was identified in the computer room on the second floor of City Hall. At that time, it was determined that the space shortage put computer equipment at risk and potentially shortened its lifespan due to the potential for overheating. The implementation of the IT Strategic Plan has increased the problem. The Plan calls for the consolidation of all IT functions into one Information Technology Group, and the centralization of IT equipment into the computer room. This centralization will ensure that computer systems are maintained in an efficient and effective manner and have sufficient power back up and protection from fire. In addition, the public safety communications dispatch equipment located on A Level in City Hall is inadequately vented and is not sufficiently protected against power failure. Given that the equipment serves a public safety function, it is critical that it have an Uninterrupted Power Supply (UPS) for all components of the system in case of power failure. These improvements CMR: 165:00 Page 1 of 3 have become increasingly important since the recent implementation of the new Computer Aided Dispatch System and the enhanced Emergency 911 system. This new CIP will provide funds to design and implement improvements to the second floor and A Level of City Hall. The improvements on the second floor include expansion of the computer room, design and upgrade of the electrical and life safety systems, and shelving. The improvements to A Level include design, acquisition of a larger UPS, modification to the ventilation and air conditioning system, and upgrades to electrical systems. RESOURCE IMPACT The total project cost is $800,000. A portion of the work being done directly affects existing infrastructure (electrical work, ventilation, and air conditioning), and staff proposes funding it from the General Fund Infrastructure Reserve ($400,000). While these systems were not specifically identified in the Infrastructure Managemen~ Plan (IMP), staff believes that these upgrades should be included as" part of this CIP. This represents a change in the original concept of the IMP, that .only existing systems would be replaced and not upgraded. Staff has discussed with the Council and Finance Committee the concept that replacing only existing systems does not meet the intent of the IMP and upgrades to outdated systems should be included as part of the IMP program. This inclusion may affect the long-term total cost of the IMP program. In addition to Infrastructure Reserve funding, Stanford will reimburse the City for a portion of the costs related to dispatch. The remainder of the funding would come from the General Fund Budget Stabilization Reserve and the Utilities Funds reserves. The table below summarizes the various sources of funding. The project-funding request is included in the Midyear Financial Summary staff report and accompanying Budget Amendment Ordinance. Funding by Fund ($000) Infra-General Refuse structure Fund Fund Reserve Budget Reserve Stab. Reserve $400 $263 $6 Storm Waste-Gas Electric Water Waste-Stanford Drain water Fund Fund Fund water Fund Treat.Reserve Reserve Reserve Coll. Reserve Fund Fund Reserve Reserve $2 $12 $26 $26 $13 $8 $44 Total Costs $800 POLICY IMPLICATIONS This report does not represent any change to existing City policies. consistent with the Council approved Information Technology Plan. This request is ENVIRONMENTAL REVIEW This project is categorically exempt under Section 15301 of CEQA. CMR: 165100 Page 2 of 3 ATTACHMENT CIP Project Number, 10027, Renovation and Upgrades to Data Management Areas PREPARED BY: Shannon Gaffney, Senior Financial Analyst DEPARTMENT HEAD APPROVAL: Services CITY MANAGER APPROVAL" JUNE FL City Manager CMR: 165:00 Page 3 of 3 ATTACHI~ENT PROJECT DESCRIPTION This project will fund the expansion and renovation of the computer room on the second floor of City Hall, as well as improvements needed in the Police Department dispatch center and adjoining equipment room of City Hall. These improvements will address severeand long-standing overcrowding in the computer room, electrical power quality problems caused by overextended electrical circuits, and will include ventilation system modifications, as well as reconfiguration of the space to create more room for equipment. In addition, funding is included to equip the renovated room with shelving for proper storage. Improvements for the Level A Communications Dispatch equipment area will include improved ventilation, a new Uninterruptible Power Supply (UPS) to support communications equipment, redistribution of loads on generators and an automatic transfer switch to provide redundancy for the Computer Aided Dispatch System and the Enhanced Emergency 911 system. Replacement of the Main Emergency Generators and Building UPS is addressed separately in the Infrastructure Management Plan and will be completed at a later date. PROJECT JUSTIFICATION These improvements are necessary to ensure that electrical and ventilation systems are appropriate for the computer equipment located at City Hall. Due to expanded public access and use of the City’s web site, employee use of e- mail, new telephone 911 technology that allows emergency cell phone call reception at the dispatch center, and improvements called for in the IT Strategic Plan, it is necessary to address electrical capacity deficiencies and uninterruptible power shortfalls. In addition, in order to correct equipment crowding, an expansion of the current computer room is necessary. In spring of 1998, a several hundred foot space shortage was identified in the computer room. This space shortage places computer equipment at risk and potentially shortens its life span due to the possibility of overheating. The shortage has since been exacerbated as a result of implementation of recommendations in the IT Strategic Plan, including consolidating the Utilities technology functions into one Information Technology group, and centralizing all information technology systems in City Hall to ensure they have sufficient power back up and protection from fire. FUTURE FINANCIAL REQUIREMENTS FISCAL YEAR PY Budget 1999-00 2000-01 2001-02 2002-03 2003-04 AMOUNT $800,000 COMPONENTS Improvements to the 2nd floor computer room and the Level A Police dispatch area, including computer room expansion and shelving on the 2nd floor ($200,000), electrical design, upgrades, and controls on 2nd floor and Level A ($300,000), Level A design work, air conditioning and ventilation ($150,000), and a Uninterruptible Power Source for Level A ($150,000). Sources of Funding: General Fund with reimbursement from the Utility Funds and the Infrastructure Reserve 100 Infra- structure $400 General Fund $263 Refuse Fund $6 Storm Drain Fund $2 ~’unding by Fund (in $1,00gs) - Waste- water ’ Treat. Fund $12 ’ Electric Gas Fund Fund $26 $26 Water Fund $13 Waste- water Coil. Fund $8 Stanford $44 Total $800 IMPACT AND SUPPORT ANALYSIS ~Environmental:Categorically exempt under Section 15301 of CEQA. *Design Elements:,None. *Operating:None. Telecommunications:None. COMPREHENSIVE PLAN The Comprehensive Plan contains no policies or procedures directly related to this project. 101