ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA COMMUNICATION FORM

Transcription

1 ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA COMMUNICATION FORM ITEM DATE: October 20, 2015 ITEM TIME: 11:30 AM FROM: Terry Barber TODAY S DATE: October 13, 2015 A. Approval of Supplemental to Repurposing 2015 IS Capital Asset Funds to purchase 3 Annex Building user switch replacements. AGENDA TITLE: B. Approval for IS Director to Sign Purchase Order to Purchase 3 Annex User Switches CHECK ONE THAT APPLIES TO YOUR ITEM: ACTION ITEM DIRECTION INFORMATION I. DESCRIBE THE REQUEST OR ISSUE: Request to approve a supplemental budget to repurpose $15,800 in 2015 IS Capital Asset Funds to purchase 3 Annex Building user switches and authorize BCC Chair to sign the supplemental upon successful review by the Routt County Finance Director. Request to approve the IS Director to sign the purchase order to purchase the 3 Annex user switches II. RECOMMENDED ACTION: Recommend Approval of the supplemental budget and authorize BCC chair signature upon successful review by the Finance Director Recommend approval for the IS Director to sign the purchase order to purchase the 3 Annex user switches III. DESCRIBE FISCAL IMPACTS (VARIATION TO BUDGET): PROPOSED REVENUE: PROPOSED EXPENDITURE: $15,800 FUNDING SOURCE: $15,000 from 2015 Redesign MAD2 Replacement Fund $800 from the remaining 2015 SO Badge System Replacement Fund IV. IMPACTS OF A REGIONAL NATURE OR ON OTHER JURISDICTIONS (IDENTIFY ANY COMMUNICATIONS ON THIS ITEM): N/A

2 ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA COMMUNICATION FORM V. BACKGROUND INFORMATION: In 2015, the two main Annex Building User Switches are up for replacement. However, all the ports on the switches have been used because the VoIP telephone project required additional ports for our network to handle both the telephone and network traffic. For over a year, the IS department has used a cheap hub to be able to meet the need for additional ports. In addition, when the VoIP system went into place, there was no power-over-ethernet (PoE) option on the old switches and Tim Winter bought power blocks for the phone system with the understanding that the next replacement of the switches would provide this PoE option and eliminate the need and space for these power blocks. In order to purchase the replacement switches, we need to now buy three switches (for meeting existing and continued port growth needs) as well as buy more expensive switches that provide PoE for the telephone system. In 2015, $5,900 were placed in the IS Capital Pool replacement budget for replacement of each of these switches for a total funding of $11,800. In order to buy three PoE switches, we need $27,600 which leaves us with a funding shortage of around $15,800. In 2015, $15,000 was placed in the IS capital replacement fund to replace the Redesign MAD2 (Master Address Database vr2) project. This funding was for consulting needs in learning any new technology necessary to redesign this internally-developed critical multi-jurisdictional master address database (MAD). MAD2 houses and is used by the addressing officials to manage the physical addresses across all municipalities and the County. The software designer, IS employee Jim Payne, has been keeping current with the latest software development technology and does not need these funds to redesign MAD2. In addition, in 2015 the Emr Manager received a NWCOG grant to purchase a badge ID/incident management cloud-based software. The Sheriff is able to use this same system for his badge ID needs and only needed to purchase a replacement printer and did not use $9,000 of the $19,300 in 2015 Capital Replacement funds set aside to replace his Badge ID system. Per other supplemental budget request for the RCSOCOM Building Rewiring project, I requested using $2,500 of these existing funds to fund part of the funding shortage for that project. I am requesting the repurposing of all of the $15,000 in the Redesign MAD2 Capital Replace project and $800 of the remaining SO Badge system replacement funds to cover the cost overage for the Replace Annex User Switches project. The signature on the supplemental upon successfully review by the County Finance Director was at the request of the Finance Director who doesn t have time to review this supplemental until after he completes the BCC budget presentations over the next couple of weeks. VI. LEGAL ISSUES: N/A

3 ROUTT COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA COMMUNICATION FORM VII. CONFLICTS OR ENVIRONMENTAL ISSUES: N/A VIII. SUMMARY AND OTHER OPTIONS: I am requesting that the BCC approve the repurposing of $15,800 of IS Capital Asset Replacement funds to purchase two replacement Annex Building User switches and one addition switch for existing and future growth in order to cover a funding shortage. In addition, I am requesting that the BCC approve the IS Director s ability to sign the purchase order to purchase the 3 new switches. If not approved, general funds could be used.

4 Information Systems Department Supplemental Budget Project Title Provide a Title for the Project Transfer of No-Longer-Needed 2015 Capital Asset Replacement Funds to Annex User Switches Capital Asset Replacement Fund Brief Description of the Request Provide a short description of the project, event etc. In 2015, the two main Annex Building User Switches are up for replacement. However, all the ports on the switches have been used because the VoIP telephone project required additional ports for our network to handle both the Telephone and network traffic. For over a year, the IS department has used a cheap hub to be able to meet the need for additional ports. In addition, when the VoIP system went into place, there was no power-over-ethernet (PoE) option on the old switches and Tim Winter bought power blocks for the phone system with the understanding that the next replacement of the switches would provide this PoE option and eliminate the need and space for these power blocks. In order to purchase the replacement switches, we need to now buy three switches (for meeting existing and continued port growth needs) as well as buy more expensive switchrd that provides PoE for the telephone system. In 2015, $5,900 were placed in the IS Capital Pool replacement budget for replacement of each of these switches for a total funding of $11,800. In order to buy three PoE switches, we need around $27,600 which leaves us with a funding shortage of around $15,800. In 2015, $15,000 were placed in the IS capital replacement fund to replace the Redesign MAD2 (Master Address Database vr2) project. This funding was for consulting needs in learning any new technology necessary to redesign this internally-developed critical multi-jurisdictional master address database (MAD2). MAD2 houses and is used to manage the physical addresses across all municipalities and the County. The software designer, IS employee Jim Payne, has been keeping current with the latest software development technology and does not need these funds to redesign MAD2. In addition, in 2015 the Emr Manager received a NWCOG grant to purchase a badge ID/incident management cloud-based software. The Sheriff is able to use this same system for his badge ID needs and only needed to purchase a replacement printer and did not use $9,000 of the 2015 Capital Replacement funds to replace his system. Per other supplemental budget request for the RCSOCOM Building Rewiring project, I requested using $2,500 of these existing funds to fund part of the funding shortage for that project.

5 I am requesting the repurposing of all of the $15,000 in the Redesign MAD2 Capital Replace project and $800 of the remaining SO Badge system replacement funds to cover the cost overage for the Replace Annex User Switches project. Source of Unanticipated Revenue and Funding Describe how the department will generate additional revenue or cut costs to fund the expenditure request. Funding: $15,000 : Redesign MAD2 Capital Replacement Funds $ 800 : SO Badge ID System Capital Replace Funds Core, Necessary or Discretionary Request (Using the criteria defining Core, Necessary or Discretionary categorize in writing the reasons why the request is Core, Necessary, or Discretionary.) Core: this is a critical part of our digital technology infrastructure for Annex building employees and services. Grant Funding Describe the grant, provide supporting documentation and if federally funded provide N/A Justification Provide information as to what, where and why the additional expenditure request is needed. Provide statistical information. Case load, turn around time, etc. The two switches used to provide network and telephone services for employees and digital assets within the Annex building are maxed out and need to be replaced with newer technology to support our VoIP system through PoE. The funding set aside in the 2015 IS Capital replace pool funds were not enough to replace these two switches and buy an additional switch (to meet current and future needs) with PoE capabilities and additional funding is needed funds in the capital replacement fund for other assets no longer needed could be used to cover the funding shortage. I am requesting this repurposing of these funds. Cost Benefit Analysis Prepare a cost/benefit analysis justifying the request. N/A

6 Who Will Benefit? Identify who will benefit and how many. County employee and services located in the Annex building and the IS Department Alternatives Provide alternatives and discuss the pros and cons to each alternative. Determine funding from some other source. Emergency Need Provide information as to why the request is an emergency and cannot be part of the normal annual budget process. Project funding shortfall wasn t determined until after the majority of the 2016 budget was completed plus, the need to replace these switches this year in order to avoid rolling the project into next year that already has enough projects in it. Consequences of Postponement or Denial If the expenditure is postponed or denied what are the consequences (financial, projects not completed, turnaround time)? Switches won t be replaced and old technology still used Funding will need to be selected from some other fund.

7 DRAFT 10/14/15 Account Original Supplemental Amended Accounting Information Number Budget Budget Budget Information Systems Pool Expenditures Annex User Switches $ 11,800 $ 15,800 $ 27,600 MAD2 Database 15,000 (15,000) - RCSO Badge System 9,000 (800) 8,200 Total $ 35,800 $ - $ 35,800

8 Before submitting the supplemental budget to the BCC, the internal service department managers and the County Manager are required to review and sign off in writing on the supplemental budget request. Internal Service Department Managers Review Comments Reviews and Authorizations Department Manager Signature/Date Capital/Controllable Asset Managers Signature/Date Human Resources Signature/Date Budget Manager Signature/Date Purchasing Manager Signature/Date Executive Management Team/Date County Attorney Signature/Date County Manager Signature/Date County Commissioner/Date County Commissioner/Date

9 Routt County Friday, July 10, S. Colorado Blvd Denver, CO Shawn Quinn 3 Cisco 3650 Switchs (970) Months SMARTnet shawn.quinn@lewan.com Product Description Qty List Price Price Extended Price QSFP to SFP10G adapter WS-C FD-S Cisco Catalyst Port Full PoE 2x10G Uplink IP Base 3 $11, $6, $19, CON-SNT-WSC365FD SMARTNET 8X5XNBD Cisco Catalyst Port Full PoE 2x1 3 $ $ $1, S3650UK9-37E CAT3650 Universal k9 image 3 $0.00 $0.00 $0.00 PWR-C2-1025WAC 1025W AC Config 2 Power Supply 3 $0.00 $0.00 $0.00 PWR-C2-1025WAC/2 1025W AC Config 2 Secondary Power Supply 3 $1, $ $2, CAB-TA-NA North America AC Type A Power Cable 6 $0.00 $0.00 $0.00 C3650-STACK-KIT Cisco Catalyst 3650 Stack Module 3 $1, $ $2, STACK-T2-50CM 50CM Type 2 Stacking Cable 3 $0.00 $0.00 $0.00 SFP-10G-SR-S= 10GBASE-SR SFP Module Enterprise-Class 2 $ $ $ "Pricing is based off of the state of Colorado Cisco Master agreement.. * Pricing is subject to applicable sales tax and shipping cost Subtotal $27, Please issue purchase order to: Lewan & Associates 1400 S. Colorado Blvd. Denver, CO 80222

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