HomeMy WebLinkAbout08 - Civic Center Audio-Visual & IT EquipmentCITY OF
NEWPORT REACH
City Council Staff Report Agenda Item No. 8
July 10, 2012
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: City Manager's Office
Dave Kiff, City Manager
949- 644 -3002, dkiff@newportbeachca.gov
PREPARED BY: ob Hou �'q9 ston, Assistant to the City Manager
a
APPROVED:
TITLE: Civic Center Audio - Visual and Information Technology Equipment
Budget Amendment
ABSTRACT:
The new Civic Center will require the purchase of audio-visual and information
technology equipment and requires the approval of a budget amendment.
RECOMMENDATION:
Approve Budget Amendment No. 13BA- �� appropriating $1,360,385 from the Cable
Franchise Reserve to the Civic Center Fund, Civic Center IT /AV Equipment Account, 7410-
01002041. $1,018,000 will be used to purchase the audio - visual and information
technology equipment necessary for the new Civic Center and the remaining balance of
$342,385 will be used to supplement eligible expenditures within the current Civic Center
Construction contract.
FUNDING REQUIREMENTS:
The Budget Amendment records and appropriates $1,360,385 in increased expenditure
appropriations from the Cable Franchise Reserve.
DISCUSSION:
The new City Hall is nearing completion and will soon become the new administrative
center of City business. During initial planning for move to this new location, we
determined that existing equipment would be moved to the new location where possible
and older equipment would be replaced using funds saved in a dedicated "cable grant"
fund set aside by Cox and Time Warner.
Civic Center Audio - Visual and Information Technology Equipment Budget Amendment
July 10, 2012
Page 2
FUNDING REQUIREMENTS:
The Budget Amendment records and appropriates $1,360,385 in increased expenditure
appropriations from the Cable Franchise Reserve.
DISCUSSION:
The new City Hall is nearing completion and will soon become the new administrative
center of City business. During initial planning for move to this new location, we
determined that existing equipment would be moved to the new location where possible
and older equipment would be replaced using funds saved in a dedicated "cable grant'
fund set aside by Cox and Time Warner.
The following list of information technology, audio visual and voting system equipment
outlines what items are to be purchased using the cable grant funds:
EQUIPMENT
Cost
Description
UPS for Data Center
$75,000
Battery Backup System for City Hall Data Center Servers —
replaces existing 18 year old UPS that is at end of useful life
Digital Signage
$15,000
Three monitors located within the City Hall complex to display
information — a new feature to be offered at new City Hall
Command Center
$55,000
For EOC/Training center - This includes 36 computers and 38
Computers
Phones — the new City Hall will have a training center /EOC that
doesn't currently exist
Network
$280,000
A network switch is a device that manages the sharing of
Equipment(Switches)
multiple computers or networks on one data connection. The
new City Hall will require 20 switches spread throughout the
building
Wireless Equipment
$84,000
Includes approximately 50 Wireless access points and licenses
to give City Hall wireless coverage for the public, vendors, staff,
and phone system
Phone
$124,000
VOIP Phones for City Hall — this modernizes our phone systems
Equipment /System
to run on our computer data network
NBTV Equipment
$200,000
Cameras and other AV equipment for NBTV located in the new
Council Chambers — replaces our end of life Council Chamber
cameras and servers that control the editing systems
Multi- Function
$150,000
10 Multi- Function Scanner /Copier /Printers for new Civic Center
Scanner /Copier /Printers
to support our new document imaging system and centralized
for Civic Center
printing model
Voting System
$35,000
Voting /Agenda Software — includes touch screen voting and
paperless agenda management software
TOTAL
$1,ois,000
Civic Center Audio - Visual and Information Technology Equipment Budget Amendment
July 10, 2012
Page 3
The remaining transfer of $342,385 will be used to supplement eligible expenditures
within the current Civic Center Construction contract.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act ( °CEQA ") pursuant to Sections 15060(c)(2) (the activity will
not result in a direct or reasonably foreseeable indirect physical change in the
environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378)
of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it
has no potential for resulting in physical change to the environment, directly or
indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
Submitted by:
d a �1 7
Rob Houston
Assistant to the City Manager
Attachment: Budget Amendment
City of Newport Beach NO. BA- 13BA -003
BUDGET AMENDMENT
2012 -13 AMOUNT: 51,360,385.00
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates Increase in Budgetary Fund Balance
X Increase Expenditure Appropriations AND Decrease in Budgetary Fund Balance
Transfer Budget Appropriations NX No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
from additional estimated revenues
X from unappropriated fund balance
EXPLANATION:
This budget amendment Is requested to provide for the following:
To increase expenditure appropriations from the Cable Franchise Fund for information technology, audio visual and
voting system equipment for the new Civic Center.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Amount
Fund
Account
Description
Debit Credit
410
3605
Civic Center Fund - Fund Balance
$342,385.00
010
3786
General Fund - Cox Communication Reserve
$694,061.00
010
3787
General Fund -Time Warner Reserve
$666,324.00
REVENUE ESTIMATES (3601)
Fund /Division Account Description
9410 6000 Civic Center Fund - Transfer In $1,360,385.00
EXPENDITURE APPROPRIATIONS (3603)
Description
Division
Number 9010
General Fund - Non Departmental
Account
Number 9900
Transfer Out
$1,360,385.00
Division
Number 7410
Civic Center Fund
Account
Number C1002041
Civic Center IT /AV Equipment
$1,018,000.00
Division
Number
Account
Number
Division
Number
Account
Number
Automatic System Entry.
Signed:
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Financial Approval: Finance
Director
Date
Signed:
Administrative Approval:
City Manager
Date
Signed:
City Council Approval: City
Clerk
Date