Equipment Purchase and Replacement (984)

Project Scope

This Capital Improvement Project covers the purchase of major equipment Town-wide.

• In the FY 2019-20, the Police Department updated the dispatch center radio and equipment. The Police base station radio and dispatch console equipment was nearing its useful life. The dispatch center was upgraded to digital in preparation for future radio updates. The radio itself will remain an analog system to be consistent with other Police Departments in San Mateo County and to communicate with Town Officers. The minimum life expectancy is 10 years. The project funding of $250,000 is required in FY 2019-20. This purchase was completed in FY 2020-21.
• For FY 2021-22, the Town will be purchasing body worn cameras and replacing the police in-car cameras. The purchase will include new tasers, automatic license plate reader (ALPR) units, and new computers for the police cars to support the new in-car camera systems. Projected cost is $191,000.
• Future Project, encryption of the dispatch center, portable radio, and vehicle radio transmission. On October 12, 2020, the California Department of Justice issued a bulletin requiring all law enforcement and criminal justice agencies to limit access of certain Criminal Justice Information (CJI) and Personally Identifiable Information (PII) to authorized personnel and to encrypt the transmission of such information. The process and cost of encrypting radio transmission is unknown at this time. The Town has until 2024 to encrypt its radio transmissions. In the meantime, the Town will use a temporary work around provided by the County Chief's Association.

Status as of June 30, 2021

The Town purchased and updated the dispatch center radio and equipment in FY 2019-20 and the project was completed in FY 2020-21.

Schedule for FY 2021-22 and Thereafter

This is an ongoing CIP program. The Body Worn Camera Project is projected to start in FY 2021-22 and be completed in FY 2022-23.

Impact on Operation

The goal of this ongoing program is to keep operating maintenance costs low. The annual maintenance costs total $75,000 for body worn cameras, ALPR, and in-car cameras.

Project Funding and Spending Plan

Financial Software Replacement (965)

Project Scope

The Town of Colma currently uses Eden Software provided by Tyler Technologies to record, manage and track all of the City's revenues, expenditures and financial transactions. The Eden Software product is being phased out by the vendor. It will need to be replaced with another Financial Software System prior to the end of life of the Eden Software product.

The proposed project will include the use of an Enterprise Resource Planning (ERP) Consultant ($50,000) to assist with software needs assessment, preparation of the Request for Proposal (RFP) for the software system, conducting the RFP process and the software evaluation process. The balance of the project budget will cover the cost of the new ERP Financial System Software ($500,000).

Features to be requested from the software vendors include the full range of City Financial System capabilities including General Ledger (GL), Accounts Receivable, Accounts Payable, Budget, Payroll, Purchasing, Accounting and Cash Management. Optional features may include Point of Sale, Cash Receipts and Business License Tax management. As part of the RFP and selection process, software vendors will be asked to provide a response to the RFP that offers both an on-site server-based system and a hosted/cloud-based system.

During the software implementation phase of the project, training will be provided to Town Staff on the operation of the software. Additional training will be provided during the first year at key milestones including fiscal year close, year end close, 1099 production, budget preparation and budget roll over to GL to ensure the success of the implementation of the new ERP Financial Software System.

Status as of June 30, 2021

This project was deferred due to the COVID-19 pandemic.

Schedule for FY 2021-22 and Thereafter

The Town will begin a needs assessment in the Summer of 2022. Key project milestones will include; 1. Software System Needs Assessment and RFP Development, 2. Issue RFP to Software Vendors, 3. Respond to Questions from Vendors, 4. Feature Demonstrations From Most Qualified Vendors, 5. Award of Contract by City Council, 6. Installation of Software, 7. Running New Software In Parallel With Existing Eden Software System, 8. Training Staff on Use of New Software, 9. Follow Up Training, Consulting and Software Modifications to Implement New Software System.

Impact on Operation

During the software implementation, the workload will increase for the Finance Department. The Department may consider the use of an intern to assist in the process. Once the system is in, there may be cost-saving measures available.

Project Funding and Spending Plan

IT Infrastructure Upgrades (986)

Project Scope

The ongoing maintenance of computers, as well as the Town’s backbone network, requires periodic upgrades to ensure that operations continue. The project includes:

• Replacement of desktop computers and other equipment.

• Technology needs in the Town Hall facility and other Town-owned facilities.

• Update software.

• Update and upgrade to servers, switches and routers.

• New switch to interconnect the Police Department and Town Hall sites.

Status as of June 30, 2021

This Project is ongoing.

Schedule for FY 2021-22 and Thereafter

IT and Infrastructure upgrades is an ongoing capital investment.

Impact on Operation

This ongoing program provides timely replacement of essential technology hardware to ensure minimal impact on Town daily operation.

Project Funding and Spending Plan

Vehicle Replacement (987)

Project Scope

This Capital Improvement Project covers the purchase of vehicles and major fleet items Town-wide. In the FY 2021-22, the Police Department will replace the patrol supervisor vehicle (Flex Fuel Tahoe, $64k), a patrol (Hybrid Explorer, $60k) and one detective vehicle (Honda, $40k). The cost of these three vehicles is estimated at $164,000, including outfitting with public safety equipment.

The Town plans to replace the Public Works Maintenance Truck in FY 2022-23 and roughly two police vehicles a year. A full assessment of the fleet replacement schedule will be completed in FY 2021-22.

Status as of June 30, 2021

The Vehicle Replacement Project was deferred in FY 2020-21 due to the Covid 19 pandemic. The $20,000 budget below is the carryover budget to equip the Public Works vehicle purchased near the end of FY 2019-20.

Schedule for FY 2021-22 and Thereafter

This is an ongoing CIP project.

Impact on Operation

The goal of this ongoing program is to keep operating maintenance costs low.

Project Funding and Spending Plan

Projects Funding & Spending Schedule for FY 2022- 23 through FY 2026-27