HomeMy WebLinkAbout03.b.1) HOB Improvements for Garden LevelKv)l
�, Central Contra Costa Sanitary District
November 3, 2015
TO: ROGER S. BAILEY, GENERAL MANAGER
FROM: DAVID HEATH, DIRECTOR OF ADMINISTRATION A �/
SUBJECT: HOB IMPROVEMENTS FOR GARDEN LEVEL REMODEL
3.b.1)
ISSUE: The IT Division must relocate to accommodate increased staffing levels and
relocation of the Server Room.
SCOPE: The HOB Improvements, District Project 8234, has a priority ranking of Very
High in the current CIB. The purpose of the project is to improve the safety,
serviceability, maintainability, usability, and appearance of the interior and exterior of
HOB.
The current phase of the project is to support relocation of the IT Division and provide
office space for newly adopted and recruited positions. Also, Capital Projects staff will
be consolidated on the second floor of HOB, requiring the Asset Management group be
relocated to the garden level.
IT staff is currently located in the Plant Operations Building and have four cubicles and
a workbench within 525 SF. This space is insufficient for the full complement of 11
positions, which includes two supervisory positions and one project management
position requiring offices. In addition to the current IT room in the Plant Operations
Building, IT staff is located in multiple locations on different floors of the HOB. This is ar
extremely poor environment for collaboration and supervision and with the emphasis on
technology improvements identified in the master plan it is critical that we build a strong
team to support the ongoing business and security needs of the District.
The remodel will make use of the last remaining space available in HOB, which is
located in the garden level. The project will include construction of six new offices to
accommodate supervisory positions in the IT Division, Asset Management group, and
Communication Services Division, and requires modification to the electrical, lighting,
and HVAC systems. The new space for the IT Division will accommodate all 11
positions within 1300 SF and will be divided into 3 offices and 8 cubicles.
In addition, IT needs space for storage of equipment and a workbench for configuration
of desktop computers for staff. The existing workshops utilized by Communication
Services will be repurposed for IT; and new workshop space will be purposed for
Communication Services in the Bays or Annex building. Also included in the project is
the provision of a conference room and enclosure of the garage entry area which is
currently underutilized. The improvements will also provide for additional work spaces
for summer temps and visiting IT consultants and will provide some capacity for future
needs.
FINANCIAL IMPACTS: This project is included in the fiscal year (FY) 2015 -16 Capital
Improvement Budget (CIB) on page GI -13. The total estimated project cost for the HOB
Improvements project in the Fiscal Year (FY) 2015 -16 Capital Improvement Budget
(CIB) is $433,744.
The total estimated cost for the garden level remodel and relocation of workrooms is
$586,000 including design, bid price, contingency, and construction management;
increasing the total cost for the HOB Improvements project to $870,000.
The FY 2015 -16 General Improvements Program Contingency Account originally had
$236,000 budgeted, and no allocations from contingency have been made to date. An
allocation of $436,000 to the HOB Improvements project is needed to fund this
amendment which will require use of the full $236,000 contingency and reallocation of
funds from the IT Development, DP 8240, of $200,000.
Table 1.
Total Project Budget FY 15 -16 CIB $433,744
Year to Date Expenditures ($283,637)
Estimate for Garden Level Remodel Phase ($586,000)
Required Budget Amendment to DP 8234 ($436,000)
GI Program Contingency Account $236,000
Allocation of Funds from IT Development, DP 8240 $200,000
Required Budget Amendment to DP 8234 $436,000
SCHEDULE: Calpo Hom & Dong Architects has been contracted to prepare plans and
specifications for this project. This project would be bid by March of 2016 and
constructed by June 2016. By using contingency and reallocating funding from DP
8240, this project will not be delayed.
Three IT positions are currently being recruited and two of these are supervisory
positions requiring offices that do not currently exist. IT staff is located in multiple
locations on different floors of the HOB, which is an extremely poor environment for
collaboration and supervision. It is critical not to delay the schedule of this remodel effort
in order to build a strong team to support the ongoing business and security needs of
the District.
AUTHORITY LIMITS: As noted in Table 6 of the CIB on page Intro -20, the General
Manager is authorized to allocate funds for project budget overruns after award of a
construction contract up to 15% of the final project budget or up to a maximum of
$1,000,000 per project, whichever is less."
After the bid opening, staff will submit a position paper to the E &O Committee and then
the Board to request approval for award and the additional allocation since the final
project budget will exceed the General Manager's authorization limit.
2015 / 2016 ERP Budget Adjustment Proposal
Project Description
In Thousands
Change
Adjusted
1. IT Infrastructure Replacement: End User -
Replace approx. 40 PCs and Laptops
$80
$80
2. IT Infrastructure Replacement: Data Center -
Replace approx. 3 switches and other core IT
$20
$20
infrastructure
3. IT Infrastructure Replacement: Other — Purchase
approx. 12 tablets for CSO
$36
$36
4. IT Infrastructure Replacement: Other — Purchase
approx. 9 Laptops for EOC
$18
$18
5. IT Infrastructure Replacement: Other — Upgrade
Plant security cameras, hardware, software,
$25
$25
installation
6. IT Division Move and New Personnel Additions:
Office Furniture, Wiring, and new personnel needs
$70
- +''
$0
7. District Server Backup: Enable Cloud Storage
—capability for District data 3rd leg of "stool"
$50
$50
8. Technical Infrastructure Room Upgrades: Board
Room, Conference and Training Rooms
$60
$60
9. Email Archiving Solution: Preservation and
detailed search capabilities re: email
$15
$15
10. Consultant Services and IT Infrastructure:
Records Management Project
$200
(`_��; ";�
$100
11. Consultant Services and IT Infrastructure: Time
and Attendance Project
$175
r <�; "'�
$0
12. Consultant Services and IT Infrastructure:
Collaboration Software Project
$150
$100
13. Consultant Services and IT Infrastructure: Dental
Permits Project
$50
$50
14. Consultant Services and IT Infrastructure:
—Desktop Virtualization
$70
$0
15. Consultant Services and IT Infrastructure:
Telecommunications Audit
$15
$15
16. Business Process Mapping / ERP Vendor
—Support
$265
$265
17. Garden Level HOB Improvements
$200
$200
Total IT CIB Budget
$1,034
$0
$1,034
18. Carryforward from FY13 -14
$138
$138
Adjusted IT CIB Budget
$1,172
$0
$1,172