it financing report and reso 073013

8/12/2019 IT Financing Report and Reso 073013

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E a n CIER>AN OAM io= o2 AGENDA REPORT

CITY OF OA K L A N D

T O : D E A N N A J. S A N T A N A F R O M : Katano Kasaine, TreasurerC I T Y A D M I N I ST R A T O R AhsanBaig,ActingDirector, DIT

S U B J E C T : Information Technology Financing D A T E : July 8, 2013Fo r Infrastructure, Operations,Maintenance andLicensingAgreements

COUNCILDISTRICT: City-WideRE COM M E NDAT IONIt is recommended thatthe City Council approve:Resolution authorizing the City Administrator or designee to execute a Master LeaseAgreement, MunicipalPayment Plan and all related documentswith I B M Credit, L L Cand Oracle Credit Corporation for financing in anamountnot to exceed $19,250,000 fora term of not more than 7yearsand aninterestratenot to exceed 3.5% tax exempt and/or4.8% taxable, to provide funding toenter:

(1) Renewal of on-going Information Technology operations and maintenanceagreementsand (2) Hardware, Software, Professional services andmaintenanceagreementstoupgradeandenhanceOracle,Microsoftand Public Safety Systems;In addition, the City Councilauthorizes entry into information technologyagreement(s)fo r upgrades to existing systems without returning to council and waives competitivebidding, advertising and request for proposals/qualification process requirements forfinancing and Information Technology Agreements.

E XE CUT IVE SUMMARY

Staffproposestoenterinto Master Lease Agreements and Master Payment Plan Agreementswith IB MCredit,L L Cand OracleCapitalCorporation for a combined totalamountofapproximately $19,250,000 dollars for a term not to exceed 7 years. Thelease paymentswillbe

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DeannaJ.Santana,CityAdministratorSubject: InformationTechnologyFinancing forOngoingMaintenanceandOperationsAndVariousProjectsDate:July23,2013 Page 2approximately $1.5m illioninFiscalYear2013-2014 and $3.0millioninFiscalYear2014-2015,whichis includedinthe adopted FiscalYears 2013-2015 PolicyBudget. The remaining fouryearsofleasepayments willbe approximately $4.0m illionper year.The proposedfinancingwil lpay for mandatory licenses, operating and maintenance fees, systemupgradesandenhancementsofcriticalservices such as Oracle Systems,(Financials,Budget,Payroll,Human Resources,Accounting,etc.),PublicSafety911 ComputerA idedDispatchSystem upgrade,PublicSafetyI P A S 2implementation,MicrosoftE mail,Officeproductivitysoftware.CityWebsite, Web Server systems/hardware and software used by employees on a dayto day basis.

OUT COM EApprovalofthisrecommendation willresult in the appropriationofnecessary funds to pay forbaseline Operations and Maintenance of current Information Technology systems fo ryearsF Y2013-2014 andFY2014-2015,and forcriticalinfrastructure improvements, i.e, OaklandPoliceDepartment (OPD) andOaklandFireDepartment (OFD) 911 ComputerA idedDispatch,RecordsManagement System,OaklandPoliceDepartment I P A S 2 ,Oracle Release 12,E mail/Cloudinfrastructure and supporting hardware and software.TheCityhasidentifiedtwo lenders, I B MCredit, L L Cand OracleCapitalCorporationasspecializedlessors forfinancingnformationtechnology servicesagreementsand softwarelicenses. Approvingthisfinancingwillstarttoaddressthecriticalneedso ftheCity'sITInfrastructureupgradesand Operation and Maintenancecoststhathave been deferred for anumber ofyears.

BACKGROUND/LE GISLAT IVEHISTORYTechnologyis the underlying pinthattiesmultipledepartmentsand agenciestogether.It remainsthe basis uponwhichmany ofCityprocessesprovide basic services to its constituents. OngoingOperations and Maintenance of current IT systems were previously funded through acombinationof Redevelopment funds, General Purpose Fund and one-time monies.W iththedissolutionof Redevelopment, and lack ofsufficientone-time monies,thereremainslittletofundmandatory renewal,upgradeand replacement oftheCity's criticaland basic InformationTechnologyoperations, systems and maintenance.Additionally,over the last 7 years, budgetary constraints have preventedCapitalImprovementPlan (CIP) requestsfrombeing funded, leading to deferred maintenance and anurgentneed toupgradecriticalsystems in order to continue supporting basic servicesfo r Cityfiinctions.The previously deferred Information TechnologyC IP requestsand a40% reduction in ITPTEsover thepast5yearshave severely impacted theCity'sentire IT environment. The current needs

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DeannaJ .Santana,CityAdministratorSubject: InformationTechnologyFinancing forOngoingMaintenanceandOperationsAndVariousProjectsDate:July23,2013 Page 3assessmentofonlythecriticalInformation Technology Infrastructureupgraderequire anestimatedbudgetoif $45m illiondollars (excluding Radio Systems) over a period of the next twoyears. This report willaddressapproximately $19millionof the $45m illiondollars.On May 7' 2013, the City CouncilpassedResolution2013-001 J .P .F .A .authorizing thereleaseofcashreservesfor approximately $8.5m illionfromthe J P F A2008 SeriesBbonds.Approximately$8.2m illion ofthisfundingwil lbe used to provide a portionofthe $45m illionIT fundingneeds. Therefore, between this recommended financingstructureof approximately$19m illionplus the $8.2millionfundingapproved onM ay 7, 2013, afundinggap ofapproximately $18 remains.Funding,human resources and time constraints willrequirethatanyadditionalprojects be phased inat a later time. In the nextbudgetcycle,when resources andfundingbecome available, the CityAdministration, workingwith the Department of InformationTechnologywil lreturn to Councilwith additionalfundingrequests.Attachment Blists allexistingInformation TechnologyC IP requeststhatare intheCity's FiscalYear2013-18 CIPBudget.TheCity'sexisting "ITcriticalpath" includes the need toupgradeCity'sOracle system toRelease 12,MicrosoftEnterprise services and additionalPublicSafety systems. Upgradingthesesystems would providesignificantcost savings andgreaterefficienciesratherthan going througha timely and costly replacement effort.OaklandM unicipalCode( O M C )Section 2.04.050 requires advertising and bidding forcontracts fo rthe purchase ofsupplies,equipment, and computer software and the award to thelowest responsible, responsive bidder ifaward is made. Section 2.04.050 1.5 provides anexception to the advertising and competitive bidding requirement of the O M C upon afindinganddetermination by theC ouncilthatit isinthebestinterestso fthe Cityto do so.Additionally, O M C Section 2.04.051 A .requiresthata competitive Request For Proposal("RFP")or Request ForQualifications("RFQ")selection process fo raward of contractsthatexceed $25,000 for professional service contracts andwhichare exempt frombidding underSection2.04.050.1.1. O M C Section 2.04.051 B providesthatthe Councilcan waive theRP P / RF Qrequirement ifitfindsthatit is in thebestinterestsof the Cityto do so.The proposed resolutionwil lauthorize the CityAdministrator or designee to execute a MasterLease Agreement and Master Payment Plan Agreement fo rthefinancingand execution oftheseprojects. Tothegreatestextentpossible,staffwil lutilizeexisting contracts for equipment andservices,includingbut notlimitedto, WesternStateContractingA lliance ( W S C A ) ,CaliforniaM ultiple Aw ardSchedules ( C M A S ) ,General ServicesAdministration ( G S A ) ,and other Citycontracts.Inorder to provide basic computing services, the Citymust continue to pay mandatory yearlyoperatinglicensingand maintenance feesto various vendors. Thesefeesare required to "keepthe lights on" and essentia to the basic day to dayfunctioningofC ityservices. Alistofthesemandatory licensingfeesis attached to this document as Attachment A .

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DeannaJ,Santana,CityAdministratorSubject: InformationTechnologyFinancing forOngoingMaintenanceand OperationsAndVariousProjectsDate:July23,2013 Page 4

ANALYSISMostof our systems are approaching the end of their support periods with a very time sensitiveimplementationtimeline. Theabilitytoenterinto contracts toupgradeexisting systems andprovide the necessaryenhancementsarecriticalto continuing services such aspayroll,timesheet,budget,public safety and email services.OracleRelease 12Upgrade/EDMSUpgrade - TheCity'sexisting Oracle EnterpriseBusiness Suite (EBS) Software Release H i must be upgraded to Release 12 no later thanNovember31,2014 in order to continue theCity'sbasicfinancialreporting and processing(i.e. payroll,accounts payable, etc.). Procurement of the necessary hardware and softwaremust commence in August 2013 in order tomeetthe mandatory payroll processing timelineinNovember, 2014. Aspartof the R12 upgrade, the City willbe implementing newfeaturesand software application modules to improve businessprocessesinfinance,benefits,debtcollections,grantsand project accountingmanagement.Itwil lconsolidate andupgradetwoseparateelectronic documentmanagementsystems,providingan enterprise leveldocumentmanagementplatformthatwil lsupport the city's requirement for long term electronic documentstorageand retrieval at a lower cost.There are very few alternative software applicationsthatare available to support the financialreporting and related transaction processing for a government entity of Oakland's size andcomplexity. Staff is NOT recommending replacing Oracle with an alternative systembecauseitwouldbe at a much higher cost (in the lO's ofmillionsof dollars) and such replacements ofthiscomplexitywould require at least a2year lead time.Microsoft Suite/Licensing- TheCity'scurrent email system has exceeded itsusefullifeandisat an imminent risk offailure.The Department of Information Technology currently hasonlyoneEm ailAdministratorwhichseverely impacts thedepartment'sabilityto insure thestability,reliabilityand recoverabiiity of the email system. Failureo fthe email system wil lresultinthe loss ofcriticalinformationand severely hamper day to day functions. Theupgradeo fthissystem wil lprovide necessary stability and redundancy in email infrastructure, and willplace theCityin compliance with its software license entitlementwith Microsoft.The implementation ofaCloudbased email and renewal oflicensingsoftwarewillprovide one platform forEm ail,Document-sharing, andOff ice ,andA rchiving,e-Discovery, improved collaboration viaSharePoint and disaster recovery. Itwil lstabilize our email system'and facilitate a more agile useoftechnology. Currentlythereis only one staff member responsible fo rthecitywideemailsystem administration and support.PublicSafety - 1P A S 2Upgrade - TheIPAS2 wil lbe designed, developed and deployed byusinga new technologyplatform,tomeetthe business and operationalneedso fthe OaklandPoliceDepartment for enhanced reporting, improved collaboration and supervision. The currentsoftware platform ofI P A Sis more than 5yearsold. The current version ofIPASwas built to


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DeannaJ .Santana,CityAdministratorSubject: InformationTechnologyFinancing forOngoingMaintenanceandOperationsAndVariousProjectsDate:July23,2013 Page 5provide an interimsolution,and has exceeded the capacity tomeetthe new businessneedsofOPD.InMarch2012, the Cityconducted a competitive Request forQualifications(RFQ) solicitationprocess fo rAs-NeededTechnicaland Project Management Assistance in the Implementation ofaSecondGenerationEarlyWarningSystem. In December 2012,Co uncilauthorizedStaff tonegotiate andenterinto anagreementwithSierra Systems,fo ran amount not to exceed $900thousand, to develop anR F P and provide the Project Management services during the I P A S 2buildout phase. 1PAS2wil lbe built based on theneedsassessmentcompleted in Phase I topreparethe R FP to procure theidentifiedtechnologies to implement I P A S 2 .Sierra Systems willdevelop a vendor selection checklistfo rthe Cityincludinga scoring strategywhichwil laid theCityin rating and selecting a Systems Integrator to design,buildand implement IPAS2.The implementation of the I P A S 2system willundoubtedly lead to cost savings to theCitythrough improved electronicworkflow,databaseconsolidation,andnearreal time disseminationofinformationtoO PD supervisors andmanagersfortotalvisibilityinto performance measures,improved decision makingand faster response times.PublicSafety - 911 C A D / R M S Upgrade - The current system includes 911 ComputerA idedDispatch ( C A D ) ,Records Management System( R M S ) ,M obileandFieldBased Reporting( F B R ) ,all ofwhichmust be upgraded and replaced. Current hardware and software modulesdeployedhave reached their end oflifecycle.In 2012, the Department of InformationTechnologyin collaborationwith PoliceandFiredepartments, published an RFQ for theselection ofaqualifiedConsultant to perform the thorough businessneedsassessment,anddevelop anRFP forthepublicsafety system upgrade. Currently theStaffisworkingto seekCouncilauthorization to negotiate andenterinto anagreementwith P S CIInc,foran amount notto exceed $150k, to develop an RFP for thepublicsafety system upgrade. Thisagreement willenable the Cityto workwithP S CI ,to conduct a thoroughpublicsafety systemsassessmentanddevelop a Request For Proposal(RFP) to replace the current IntegratedPublicSafety System(IPSS)includingthe network and security infrastructure. Theassessmentwil lfocus on theoperationalneedsof the first responder's community,includingfir fighters,policeofficers,dispatch centerstaff,recorddivisionstaff, and commandstaffinPoliceandFiredepartments.The systems summarized above are incriticalneed of upgrade or replacement. GiventheCity'spastbudgeting challenges,these needshave been deferred. We are at acriticaljunctionon theCity'sInformation Technologyneeds.Staffhas developed a budgeting/financing structure to ,provide resources for our mostcriticalITneeds.DIT'sfunctionis tofacilitateviatechnology, the day to day operations ofCityservices. In orderto do so, thefollowingactions are requested of the City Council:

1. Authorizethe CityAdministratoror designee to execute the Master Lease Agreement,MunicipalPaymentPlanandalldocuments related to the lease financing.

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DeannaJ .Santana, CityAdministratorSubject:InformationTechnologyFinancing forOngoingMaintenanceandOperationsAndVariousProjectsDate:July 23,2013 Page 62. Authorize the CityAdministrator ordesigneeto appropriate allfunds and waive thecompetitive biddingprocesstoenterintocontractswithI B MCredit,L L Cand Oracle

CapitalCorporation and toenterintoagreementsfor professional services for existingsystemsrelated to ongoing operations andmaintenanceagreementsforidentifiedupgradeprojects.

3. Authorize the CityAdministrator ordesigneetoexecuteand deliverall Citydocumentsand to perform all actionsnecessaryto carry out the information technologyleasefinancing.

PUBLICOUTREA CH/INTERESTThisitem did not require any additional public outreachotherthan the required posting on theCitywebsite.COORDINATIONInformationthatis the basis ofthis reporthasbeencoordinated with the Information TechnologyDepartment, Oakland Police Department, Oakland Fire Department, Treasury, BudgetOfficeandthe CityAttorney'soffice.Priorto the procurement ofanyPublic Safety IT Projects, DIT staffw illreturn to the PublicSafety Committee for approval. The Public Safety ITcontractswi l lbe shared with theCompliance Director for review and feedback.COSTSUMMARY/IMPLICATIONSThetablebelowbreaksdown the proposed financing expenditures. Pleasenotethatthe projectsbelowrepresentmandatedyearly operations andmaintenancefeesaswellas partialfundingforpriorityprojects.Project ESTIMATEDCOSTSOperations and Maintenance $8,155,485CriticalCIP Upgrades $11,094,515

PublicSafety - IP A SUpgradePublicSafety - C A D / R M SUpgradeOracle Release 1 2 / E D M S UpgradeMicrosoftSuite/Licensing

G R A N D T O T A L S $8,155,485 $11,094,515


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DeannaJ .Santana, CityAdministratorSubject:InformationTechnologyFinancingforOngoing MaintenanceandOperationsAndVariousProjectsDate:July23,2013^ Page 7SOURCEOFFUNDING:Due to the complexity offinancingInformation Technologythatis comprised of software andmaintenanceagreements,the number of lenders is an extremely limited universe. TheCityhasidentifiedtwo lenders, I B MCredit,L L Cand Oracle Capital Corporation as specialized lessorsfo rfinancing information technologyagreementsand software.The first source of fundingwil lbe derived through a Master Lease Agreement withI B MCredit,L L Cformaintenanceagreementsand variousotherprojects.The second source offtindingw i l lbe through a Master Payment Plan Agreement with OracleCapitalCorporation to finance thenecessaryOracle products and services for the Oracle Release12upgrade.

FISCAL IMPACT:Approvalofthisresolutionw i l lauthorize the CityAdministrator ordesigneeto fund andappropriate fiindsfor Information Technology Agreements andcriticalsoftwareupgradesandenhancements.Lease Payments - There wil lbe twoleasepayment schedules, one forI B MCredit,L L Cand theotherfor Oracle Capital Corporation. Theleasepayment schedule forI B MCredit,L L C w i llbefo r a period of approximately 7yearsand theotherschedule with OracleCapitalCorporationw i l lbe for approximately 5 years. Thepaymentswil lrangefromapproximately $1.5m illionin^Fiscalyear 2013-2014 and approximately $3m illioninFiscalYear 2014-2015, andapproximately $4millionfor each year for the finalfouryearsof the lease.IT willaddressitsfinancingneedsover a two tothreeyear period going forward tocreatearollingfinance program for IT infrastructure. Debt service for futurefinancingwil lbe paid byvarious funds allocated through internal service funds.

SUSTAINABLE OPPORTUNITIES ,Economic:There arenoeconomic development opportunities relatedtothis reportat this time.Environmental:Thehardwareand software components associated with thePublicSafety, Oracle andMicrosoftupgradewil lbe energy efficient,stateofthe art products. Every effort wil lbemadeto selectenvironmentally preferred products.


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DeannaJ .Santana,CityAdministratorSubject: InformationTechnologyFinancingfor OngoingMaintenance and OperationsAndVariousProjectsDate: July23,2013 Page 8Social Equ ity :The implementation o ftheseprojects willresult in increasedefficiencyo fcriticalpublic safetyservices, transparency of services, and increasedefficiencyofcityprocess.Forquestions regarding this report,pleasecontact DavidJones, Principal Financial Analystat510-238-6508 or Damaris Sambajon, Information Systems Manager at 510-238-6545.

Respectfullysubmitted.

Katano KasaineTreasurerPreparedby:David Jones, Principal Financial AnalystTreasury Division

AhsanBaigActingDirector,Dep^aftment Information TechnologyPreparedby:Damaris Sambajon, Information Systems ManagerEnterpriseApplications

AttachmentA YearlyITOperations and Maintenance Agreemen tsAttachment B Project descriptions from FY 2013-18 C apital Improvem ent P lan Budget

DocumentAttachment C Information Technology Financing For Infrastructure OperationsMaintenance and Licensing Agreements

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AttachmentAYea r l yIT Operations and Maintenance AgreementsNumber Service AgfeVirieiftefV r'^Ji I: FY13/14: > F Y 14/151 CompuCom-MicrosoftEnterpriseLicenseAgreement $1,100,000 $700,000 $1,800,0002 DomainAwareness Center( S A I C ) $- $165,000 $165,0003 Eeye,Guidance software,Verisign-Emergency securitymeasures $20,000 $20,600 $40,6004 E S R I *-EnterpriseLicenseAgreement $162,500 $167,375 $329,8755 FishNetSecurity-Trend Mic ro . $14,610 $15,048 $29,6586 Govstor-OraclePremier Support $54,609 $56,247 $110,8567 Govstor-Symantec Software Support $40,367 $41,578 $81,9458 H P - E V A StorageSystem Support $ 7,482 $7,706 $15,1889 Motorola-PublicSafetyC A DSystem forPoliceandFire $1,400,000 $1,442,000 $2,842,00010 Nexus-Cl SCO Maintenance $200,500 $206,515 $407,01511 NH& A-J uniperrenewal -IPSS $18,851 $19,417 $38,26812 NH& A-J uniperrenewal - Oracle System $ 9,941 $10,239 $20,18013 Oracle-OracleSoftware Update & Support $765,108 $788,061 $1,553,16914 PC Professional-Retrospect backupsoftware $12,402 $12,774 $25,17615 Stratus-Server5700maintenance $27,384 $28,206 $55,59016 TitanPower -Uninterruptible PowerSupplies(UPS) PA B $18,080 $18,622 $36,70217 Vertex-PayrollTax Q $12,169 $12,534 $24,70318 Gartner-Marketresearchand analyticalservices $110,000 $113,300 $223,30019 TBD-Training $175,000 $180,250 $356,260

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AttachmentBTheattachedproject descriptions areexcerptsfromtheFiscalYear2013-15CapitalImprovementPlanBudget Document and contain thefollowingprojects:

L-,Furiding Sou r?ell\ ^ ^Fuiid|ihgi:S6uii^^^^^^^^^^^^^^^^^^^

::;it;.i',r ; J[:i:" '-x-^u-'-PublicSafety- IP A SUpgrade X(SharePoint) (B-19)PublicSafety911SystemsC A D , R M S , F B RSystems Replacement X X X

(B-3)PublicSiafetyInfrastructure . /PublicSafety- DesktopVirtualization X

(B17)PublicSafety-Laptop Refresh X

(B20)PublicSafety ~ ServersVirtualization X

(B17)PublicSafety Network V

PSSNetwork Upgrade (BIO) X XPublicSafety- Enterprise Backup for Xmission-criticaldata (B18)Radios ;" . ; I-P25 Radio SubscriberUnitReplacement X(B16)PublicSafetyCommunicationinBuilding XCoverage Enhancements

(B22)PublicSafety Wireless Test Equipment & XT o o lUpgrade (B24)E D A C SSystemMigration (B6) XMicrowaveNetworkR eliability XUpgrade (B12)PublicSafety Radio Rebanding XReconciliationProject (B23)Emergency Backup Solution forPublic XSafety Radio Communications(B7)


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E N T E R P R I S E P R O J E C T S - " ' . .MicrosoftSuite/Licensing (B11) XOracle E D M SUpgrade (B14) XOracle Release 12 Upgrade (B15) X

U N F U N D E D ' - " ^ AccelaFire Management (B1) XAccelaForeclosure and Registration (B2) XData Center -VirtualizationEnergyEfficiency (B4)

XData Center; 150F H O PData CenterRelocation (B5)

XCISCloud (B8) XInternetConnection Upgrade (B9) XOakland311 C R M (B13) XSalesForce - Helpdesk SoftwareUpgrade (B26)

XSecurity Software Upgrade (B27) XServer Refresh (B28) XWirelessInfrastructureUpgrade (B30) XRecwareApplicationReplacement (B25) XUninterruptable Power Supply (UPS)upgradeandmaintenance (B29)

X


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ProjectDescriptionP u b l i c S a f e t y - I P A S U p g r a d e ( S h a r e p o i n t )T he I P A S ver 2will be des ign ed, develop ed and deployed by us ing a new technology p lat form, to meet thebus iness and operat ional need s of the Oak la nd Pol ice Depar tmen t for enhance d repor t ing, improvedcol laborat ion and supen/ is ion.

J u s t i f i c a t io n : T h e c u r re n t platform of I P A S is more than 5 years old, and relies on hardvi/are and software, which is notsuppor ted by the manufactu rers . Th e cur rent vers ion of I P A S w a sbuilt to provide aninterim so lu t ion, andhas exce eded the capaci ty to m eet the nevv bus ines s need s of O P D .C a t e g o r y :D e p a r t m e n t :C o n t a c t :

T E C H N O L O G Y E N H A N C E M E N T SDepar tment ofInformation T e c h n o lo g yA h s a n B a ig x 3 0 1 0

P r i o r i t i z a t i o n F a c t o r s : New Facll i ty H Exist ing FaclBty L e v e r a ^ O u t sld s F u n d n g8 MandatEd Prog'am5 Life Safety5 Hazard Ellminaticn5 FTEVEnt i^MaintEnance

C o u n c i l D is t r i c t C i t y w id eL o c a t i o n : 9 1 1 C e n t e ; .P A B , E M M , I A D , 2 5 0 F O P

Proposed2-YearBudgetand5-YearPlanP r o je d fCIP Fun d in g So ur ce .2013-14 2014-15 2015-16 2016-17 2017-16 T O T A L SD O M Undetermined Fund 1,200,000 1,400.000 0 0 0 2,600,000

T O T A L 1,200,000 1,400,000 0 0 0 2,600,000Ooerat ing Cost impad Fundr>g Source ' 2013-14 2014-15 2015-16 2015-17 2017-19 T O T A L S0000 Undetermineci Fund 422,758 433,958 445,606 457.720 470,316' 2,230,160'

T O T A L 422,768 433,95S 446,606 467,720 470,318 2,230,360

2013-18 C m r f i i IMPRCWEMENTPROGRW B -19


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Project DescriptionPrgjertT i t le; C A D , R M S , F B R Syster fs ReplacementD Rs nfiplIn n: Upgrade and replace thecurrentIPSS system which includes911 ComputerAided Dispatch (CAD),Records Management System (RMS),mob ie and F ield Based Reporting (FBR ) systems. Current hardwareand softv/are modules deployed in IPSSreach end of life.Ju stif ic atio n: Our CAD system is morethan 10 years old and requires amajor hardware andsoftwareupgrade.Category: T E C H N O L O G Y E N H A N C E M E N T SPgp arlme nt: Department ofInformationTechnologyContact : Ahsan BaigxSQlOPrior i t izat ion Fa ctors: New Facility B Existing FaclSty L ev e ra ^ Outsicfe FundngQ Mandated Prc ^am5 Life Safety5 Hazard Ellminaticn5 RevaitivBMaintEnance

Counc i lDistrict CitywideLocat ion: 911 Cen ter,E O C , P A B , E M M , 150 FHO P

Proposed 2-YearBudget and 5-Year PlanPri^ect^CIP FuncCngSo ur ce 2013-14 2014-15 2015-16 2016-17 2017-18. T O T A L S0 0 0 0 Un d e te r mine d F u i d 2,000,000 3,000,00) 2,000,000 0 0- 7,000,000 >

T O T A L 2,000,000 3,000,000 2,000,000- 0 0 7,000,000Opersrting CostImpadF u n d n g S o u r c e 2013-14 2014-1S 2015-16 2016-17 2017-16 T O T A L S0000 Undetemi lned Fund 1,542,758 1,598,756 1,656,998 1,717,566 1,780,560 6,298,642

T O T A L 1,642,768 1,698,768 1,666,998 1,717,568 1,780,660 8,296,642

2013-16 CAWTflL IWROVEMENT PROGRAM B - 3


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Project DescriptionPrQi ttTttlp; PublicSafety-DesktopsVirtualizationD esc rjpti nn: This project wi l virtualize all desktop com puters in the City on a centralized servers platform. Low cost andeasy to deploy desktop computers willbe deplo yed, and all the appfications and datawillreside in the Cityprivate cloud.alH Stjfica tjfin; There are more than 3000 desktop computers deployed in the City supporting various applications. M any ofthese desktop computers consistof outdated hardware and software. With this Desktop Virtualization, end-user productivitywillsignificantly increase and downtime associated withhardware/software problems w il beminimized.Cateanry: T E C H N O L O G Y E N H A N C E M E N T SDepartment:- Department ofInformationTechnologyCon taftL Afisan Baig x3010-P f t o r f t i z a t i n n F a c t o r s : New Facil i ty H Exist ing Faclity Levaages OutScfeFurring Marxlatsd Prog am5 Lifa safety5 Hazard E llminaticn5 F> evantlve M al ntEnance

Counc i lD istrict CitywideLoca t ion : 911.Center.P A B ,E M . , F D C .25 0 F O P ,F ire Sta

Proposed2-YearBudgetand5-YearPlanP r o j e d A i i P Funding Source 2013-14 2014-15 2015-16 2016-17 2017-18 TOTALSCCOO Undetemi lned Fund 0 1,500,000 1,500,000 500,000 500,000 4,000,000

TOTAL 0 1,600,000 1,500,000 500,000 600,000 4,000,000OperatiTig CostImpadF u n d n g S o u r c e 2013-14 2014-15 2015-16 2016-17 2017-18 TOTALS0000 Undetermined Fund 0 500,000 520,000 540,800 556,000 2,128,800

TUTAL 0 500,000 520,000 540,800 568,000 2,128,800

2013-lB CAPITAL IMPROVEMENTPROGRAM B-17


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ProjectDescriptionP f o j g C t T i t l e ; P u b l i c S a f e t y - L a p t o p R e f r e si iD e s c r i p t i o n : T h i s projectw i l rep lace the current mo b i le c o mp u t e r s a n d la p to p s a n d ou t d a te d O PD & O F D b r o a d b a n d 4 Gd a t a c o mmu n ic a t io n network.J u s t i f i c a t i o n : T h e current mob i le data terminals and laptop comp uters in police cars are 5 to 7 years o ld, and mob i le data

terminals infire engines are more than 10 years old. The pr ivate data network is 15 years o ld, and there isno main tenanc e suppor t avai lab le from the manufac tu rer .T E C H N O L O G Y E N H A N C E M E N T S C o u n c l lD f e t r i c t C l fy w ic f eDepar tment of Information T e c h n o l o g y L o c a t i o n : 9 11 C e n t e r , P A B . E M , F D C . 2 5 0 F O P , F f f e StaA h s a n Baig x3010

C a t B U o r v :D e p a r t m e n t :C o n t a c t :P r i o r i t i z a t i o n F a c t o r s : New F acility S Ex isting Facilltj ' L e v e r a ^ Outsicte Fundng Mandated Prog-am5 Life Safety5 Hazard E l rn inaton5 Preventive Ma ir tenance

Proposed2-YearBudgetand5-YearPlanP f o j e d d P F u n d in g S o u r ce 2013-14 2014-15 2015-18 2016-17 2017-18 T O T A L S0000 Undetermined F m d 700,000 300,000 100,000 100,000 1OO,0tX) 1,300,000

T O T A L 700,000 300,000 100,000 100,009 100,000 1,0,000Operat ing C o s tImpad Fun d h g So ur ce 2013-14 2014-15 2015-16 2016-17 2017-16 T O T A L S0000 Undetemi ined Fund 142,756 142,758 142,758 142,758 142,758 713,790

T O T A L 142,768 142,768 142,758 142,758 142,758 713,790

2013-16 CAPITAL IMPROVEME NTPROGRAM B - 2 0


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Project DescriptionPrqjqgt Title; PublicSafety-ServersVirtualizationP e s c r i p t i o n : Server V ir tua l izat ion will al lowDIT toopt imize i tS ' resou rcesbyc o n s o l id a t in g 5 0 + in d iv id u a l ' s e r v e r s into4b lade sen/ers .J u s t i f i c a t i o n : T h is imp le me n ta t ion will prevent the Cityfrom miss ion cr i t ica l data losses and data b reaches byus ing

v i r tua l izat ion technology. In addi t ion,this will enab le DIT to a d d r e s s th e c h a l le n g e soflimited r e s o u r c e sandunsecured data.C a t e g o r y : T E C H N O L O G Y E N H A N C E M E N T SD e p a r t me n t : D e p a r t me n t ofInformation T e c h n o lo g yC o n t a c t : A h s a n B a ig x 6 01 QPrioritization Factors: New Facil ity B'E xis t lng Facili ty L e v e r a ^ O u ts ic te F u n d n gn Mandated P r o gam4 Life Safety4 Hazard Ellminaticn5 RevE ntive Maintenance

C o u n c i l D is t r i c t C i t y w id eL o c a t i o n : P A B , 1 5 0 . F O P ,E O C

Proposed2-YearBudgetand5-YearPlanProject/CIP Funding Source 2013-14 2014-15 2015-16 2016-17 2017- lS TOTALS0000 Undetermined Fund 450,000 300,000 0- 0 0 750,000

TOTAL 460,000 300,000 0 0 0 750,000Operat ing CostImpadF u n d n g S o u r c e 2013-14 2014-15 2015-16 2016-17 2017-18 TOTALS0000 Undetermined Fun d 187,758 189,558 191,430 193,377 195,402 957,525

TOTAL 187,758 189,558 191,430 193,377 195,402 957,525

2013-18 CAPITALIMPRCVEMENTPROGRAM B-21


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ProjectDescriptionProject Tit ip: IPSS Networlt UpgradeDRscripfinn- The City ofOakland is proposing the replacement and upgrade oftheIntegrated Public SafetyNetwork(IPSS), This network is.a pivotal communications network for the City'sfirst responders and serves multiplesites including the E mergency Operations Center, Police Adm inistration and 911 Operations Center. Theproposed replacement networkwillprovide additionafcapaciiy needed to support the increased demands ofvoice/data and rich multrnedia-applicalions.Ju stif ic atio n: The currently depbyed equipment in theIntegrated Public Safety Network is over 10 years old..Theequipment manufacturer willno longer offer m aintenanc e, warranties or support for this equipment afterNovember 2012, These conditions have a direct impact on the safety of citizens and first responders.

T E C H N O L O G Y E N H A N C E M E N T SDepartment of InformationTechnology

Catenoty:Det)artmer>t:

P r i n r i t i ? a t i n n F a c t o r s : New Facility H Existing Facility L ev era ^ Outside FundngH Mandated Prog am5 Life Safety1 HajardBiminatlcn5 FtevEntiveMalntanance

Co un cil D istr ict CitywideLoc ation: 19] Frank H, Ogawa Raza

Proposed2-YearBudgetand5-YearPlanProjectJCIP Funding Source 2013-14 2014-15 2015-16 2016-17 2017-18 TOTALS0000 Undeteimined Fund 1.450.000 450,000 450,1X10 450,000 450,OCO 3,250,000

TOTAL 1,450,000 450,000 450,000 450,000 450,000 3,250,080Operating CostImpadFundng Source 2013-14 2014-15 2015-16 2016-17 2017-18 TOTALS0000 Undetermined Fund 359,270 369,270 379,670 390,486 401,735 1,900,431

TOTAL 359,270 369,270 379,670 390,496 401,735 1,900,431

2013-18 CAPITAL IMPROVEMENTPROGRW B -10


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Project DescriptionPf,0|f iCLTtt|g; Pu blic Sa fe ty- Enterprise Bacltup for mis sion-c rit ical dataDescr fpf ipn; Implementan E nterprise Bac kup Sys tem for mission critical data.Jtjstlficfitinn: The primary purpose of having Enterprise Backup system is to quick recover fromdisasters to ensurebusiness continuity,and restorationand recovery of critical data and systems. VJe need to ensure that

critical data is backed up periodically and copies maintained at an off-site location,Ca tegp ty^ T E C H N O L O G Y E N H A N C E M E N T S C o u n c i lDistrict CitywideDe partmen t: Department of InformationTechnology Loc ation: P AB,150 F O P ,E O CContact j ^ s a n Baig x3010PrioritigationFactors: NewF acllity H Existing FaciSty L &/ er a^ Outside FundngIS MandatedPro 7am'5 Life Safety5 Hazard Ellminaticn5 PfevGntive M al ntenance

P r o p o s e d 2 -Y e a r B u d g e t a n d 5 -Y e a r P l a nP rc j e d / C I P F un d in g So ur ce 2013-14 2014-15 2015-16 2016-17 2017-16 T O T A L S0000 Undetermined Fund 6CO.0O0 230,000 230,000 230,000 230,000 1,520,000

T O T A L 600,000 230,000 230,000 230,000 230,000 1,520,000Operat ing CostImpadF u n d n g S o u r c e 2013-14 2014-15 2015-16 2016-17 2017-16 T O T A L S0000 Undetermined Fund 3 5 3 ,7 5 8 3 7 2 ^ 9 8 381.792 391,353 401,297 1,910,798

TOTAL 363,758 372,598 381,792 391,353 401,297 1,910,798

2013-18 CAPITfiLI^PRCWEMENT P ROGRW Q -16


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ProjectDescriptionProjgptTftlei P25RadioSubscriber UnitReplacementD es cri ptio n: This existing, agingfleetof radioswas purchased by Sprinl/Nextel as part of the "Rebanding Project" and nocity funds were usedtodeploy them. A spart of this,re placement, the various public safety usershaveexpressed a strong desiretosecure som e of their critical comm unications,from-pub lic broadc ast and wishtodeploy a basic levelofencryption on a limitedinumbe r of radio channels used forspecialized public safetytasks. This project will, over a perioci of5 years, migrate the olderfleetofradios in to retirement and 'purchase new radios and supporting access ories as replacements.Ju sti fic ati on ; This existing public safety radio subscriberfleetis nearing their endoflifeand willnot be supported by themanufacturer in the nearfuture. The public safety radio subscriberfleet will need replacement over the nextfive yearsin order to continue supporting the city'sfirstresponders mission critical com munication needs.Catenorv: T E C H N O L O G Y E N H A N C E M E N T S Co un cil Distr ict CitywideDepartment: DepartmentofInformationTechnology Location:Contact:

New Facility QExisting Faclity Le ve ra^ Outslds Fundng Mandated Prog'am5 Life Safety5 Hazard E llminaticn5 R-EVEPtivBM aintenance

Proposed2-YearBudgetand5-YearPlanProjed/CIP Fmcfing Source 2013-14 2014-15 2015-16 2016-17 2017-16 TOTALS0000 Undetermined Fund 2,000,000 2,000,000 2,000,000 4,000,000 6,ooo,mo 18,000,000

TOTAL 2,000,000 2,000,000 2,000,080 4,000,000 8,000,000 18,000,000Operat ing CostIrnpad Fun d n g So ur ce 2013-14 2014-15 201S-16 2016-17 2017-18 TOTALS0000 Undetermined Fund 1,250.000 1,3M,000 1.352,000 1,406,080 1,462,323 6,770,403

TOTAL 1,250,000 1,300,000 1,352,008 1,406,080 1,462,323 6,770,403

2013-18 Cm if i L IMPROVEMENTPROGRAM B-IB


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ProjectDescription l f f jgC


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ProjectDescriptionProject TitlPi publicSafety WirelessTestEquipment&ToolUpgradePp sc ript jon : This project would purchase and replace the various toots, test equipment, hardware, software and vehiclesnecessary to support this operation.Ju stific atio rt; The existing tools and test equipment used by the IT Wireles s D ivision are either antiquated ormissing and

require immediate replacement in order for this workgroup to continue tosupport the multitudeofmissioncritical system s'utilized ac ross the City. The current workgroup does not have the basic equipmentnecessary and the Cityis either renting, borrowingorusing outside vendors to provide ennergency supportas necessary,T E C H N O L O G Y E N H A N C E M E N T S Co un cil Distr ict CitywideDepartmentofInformationTechnology Location:

Category:PepartmentContact:

i l lH NewFacllity E xisting Fac ilitj' L s v e r a ^ Outside FundngQ MarxlatedProgam5 Life Safety5 Hazard Ellminaticn5 FTD/Q^tive M al ntmance

Proposed2-YearBudgetand5-YearPlanPro jedJCIP Funding Source 2013-14 2014-15 2015-16 2016-17 2017-18 TOTALS0000 Undetermined F und 1,500,000 250.000 250,000 250,000 250,030 2,500,008

TOTAL 1,600,000 250^00 250,000 250,000 250,000 2,500,000

Operer t ing Cost impad Fundng Source 2013-14 2014-1 5 2015-16 20 16-17 201 7-16 TOTALS0 0 0 0 Un d ete rmin e d F u i d 2 5 0 . MO 260,000 270,400 281,216 292,465 1,354,081

TOTAL 250,000 260,000 270,400 281,216 292,485 1,354,081

2013-18 CAPlTftIMPROVEMENT PROGRAM B-24


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Project DescriptionP r o j e c t T i t l e ; P u b l i c S a f e t y w i r e l e s s T e s t E q u i p m e n t & T o o l U p g r a d eD e s c r i p t i o n : T h i s projectwou ld p urchase a nd replace the var ious too ls ,test equ ipment , hardware, sof tware and vehic lesnecessary to suppor t this operat ion.J g s t i f i c a t io n : T h e e x ist in g t o o ls ' a n d test equ ipment used by the IT W ire le ss D iv is ion are e i ther ant iquated or miss ing and

require imme diate rep lace men t in order forthis viforkgroup to continue to support the multitude o f miss ioncr i t ica l sy s tem s u t i lized ac ross the C i ty . The current workgroup does not have the bas ic equ ipmentn e c e s s a r y and the City is either renting, borrowing or using outside vendors to provide emergency supportas n e c e s s a r y ,T E C H N O L O G Y E N H A N C E M E N T S C o u n c i l D i s t r i c t C i ty w id eDepar tment of Information T e c h n o l o g y L o c a t i o n :

C a t e g o r y :Departrnept;C o n t a c t :P r i o r i t i z a t i o n F a c t o r s :S New Facll i ty Exist ing FaciUty Leverages Outsicfe Fun dnQ Mandated Prog-am5 Life Safety5 Hazard Eliminaticn5 PI eventve M ai ntEnance

Proposed 2-Year Budget and 6-YearPlanProject/CIP Funding Source 2013-14 2014-15 2015-16 2016-17 2017-18 T O T A L SCffOO Undetermined F und 1,500,CX)0 250.000 250.000 250,000 250,000 2,500,080

T O T A L 1,500,000 250,000 250,000 250,000 250,000 2,500,000

Operat ing CostImpad Fun d n g So ur ce 2013-14 2014-15 2015-16 2016-17 2017-18 T O T A L S0000 Undetermined Fund 250,000 260,000 270,400 261,216 292,465 1,354,081

T O T A L 250,000 260,000 270,400 281,216 292,465 1,354,081

2013-16 CAPITW. IWROVEMENTPROGRAM D-24


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Project DescriptionPrgjecH T i t l e ; E D A C S S y s t e m M i g r a t i o nD e s c i i p t i o n : M igration of al l rema ining radio us ers from the legacyE D A C S rad io system onto the new P2 5 standard . Th ispro jec t inc ludes the 'deco mm ission in g and d isposa l o f the E D A C S radio system, migration of al l existingusers i n c lu d i n g the P W A 3 1 1 C a l l Cen ter and "its radio users onto P2 5 equ ipme nt, m igration of the-City-W ideE m e r g e n c y S i ren System to another commun ica t ion sourc e, and the migra t ion o f ex is t ingxh anne ls and

F C C f requency coord inat ion .J u s t i f i c a t i o n : M igrating these non -publ ic safety radio use rs is nec ess ary in order for them to continue uti izing radiocommunica t ions on e i ther the ex is t ing P 2 5 , or external ly provided radio system as the current subscriberuni ts do have P2 5 capabi l i ty and are being used we l past their usefu l life (ex cess o f 15 years) . The E D A C SS y s t e m is manufacturer discontinued and no onger supported. The ci ty has migrated al of the publ ic safetyusers off the E D A C S Syste m and onto the new P 25 System . Ho weve r , a ll non-pubic sa fe ty users and thec i tywide E me rga nc yS i ren system con inue to be re ian t on the E D A C S S y s t e m . This project is vi tal to ensurethe c i tywide E me rgen cy S i ren system cont inues to opera te dur ing an em ergen cy by migra t ing it to anotherc o m m u n i c a to n s so u r c e .r a te g o r y :D e p a r t m e n t :C onta ct:

T E C H N O L O G Y E N H A N C E M E N T SDepar tment o f InformationT e c h n o l o g y

C o u n c i l D i s t r i c t C i t yw i deL o c a t i o n :

P r l o r t t i z a t i o n F a c t o r s : New Fac l l i ty B Existing Faci li ty L e v e r a ^ O u tsi de Fu n d n gffi MandatedP r o ga m5 Life Safety5 HazardEllminaticn5 R e ve n t i ve M a i n tm a n c e

Proposed2-YearBudgetand5-YearPlanP ro j e d / C I P F u n d i n g S o u rc e 2013-14 2014-15 2015-16 2018-17 2017-16 T O T A L S0 0 0 0Undetermined F u n d 4,500,000 3,000,000 0 0 0 7,500,008

T O T A L 4,500,008 3,000,000 0 0 0 7,500,800Opera t ing Cost Impact F u n d n g S o u r c e 2013-14 2014,15 2015-16 2016-17 2017-16 T O T A L S

2013-18 CAPITAL IMPRCVEMENT PROGRAM D - 6


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ProjectDescriptionP r o j e c t T H I e ; M i c r o w a v e N e t vi /o r k R e l i a b i l i t y u p g r a d en e s c r i p t i o n : Infrastnjcture upgrades inc lud i ing tower mod i f icat ions , power generat iors , a ir condi t ion ing . f i re sup press ion,and other anc i l lary sys tem upgrades.J u s t i f i c a t io n : U p g r a d e o f s u p p or ti n g facility infrastructure for the 911 D i s p a t c h / M S C , O a k l a n d E O C , G w i n R a d i o S i te , A P L

Rat i io S i te ,S e n e c a R a d io S i t e . 15Q F r a n k O g a w a P l a z a , and Fire Station 25 , whi ch are all integral toensur ing the network mainta ins h igh avai lab i l i ty in suppor t o f miss ion cr i t ica l sys tems inc lud ing 911 ca l ltak ing and d ispatch operat ions a cros s the c i ty .C a t e g o r y T E C H N O L O G Y E N H A N C E M E N T SD e p a r t m e n t : D e p a r t me n t o f Information T e c h n o lo g yC o n t a c t :P r i o r i t i z a t i o n F a c t o r s : New Facll i ty H Exist ing FaclOty L G v e r a ^ Outsicte Fundng Mandated Prog am5 Life Safety5 Hazard Ellm lnatcn1 Reven tive Maintenance

C o u n c i l D b t r i c t C i t y w i d eL o c a t i o n :

Proposed2-YearBudget and5-YearPlanPrc^edA^IP Fur^di ig Source 2013-14 2014-15 2015-16 2016-17 2017-18 T O T A L S0000 Undetermined Fun d 5,000,000 500,000 0 0 0 5,500,000

T O T A L 5,000,000 500,008 0 0 0 5,500,000Operat ing CostImpadF u n d n g S o u r c e 2013-14 2014-15 2015-16 2016-17 2017-18 T O T A L S0000 Undetemi ined Fund 625,000 650.000 676.000 703,040 731,162 3,385,202

TOTAL 625,000 650,000 676,000 703,040 731,162 3,385,202

2013-16 CAPITAL IlvPHOtfEMENT PROGRAM B - 1 2


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Project DescriptionP r g jg C t T i t l e : P u b l l c S a f e t y R a d i o R e b a n d i n g R e c o n c i l i a t i o n P r o j e c tD e s c r ip t i o n : F C C ma n d a t e d S p r in t / N e x t e l t o e n te r into a F r e q u e n c y R e c o n f i g u r a t i o n A g r e e m e n t ( F R A )with City ofO a k l a n d . T h e 8 0 0 M H z re c o n f ig u r a tio n p r o g r a m i spart of the F C C ' s p lan to promote safety and protect thelives offirst r e s p o n d e r s a n d o t h e r e me r g e n c y p e r s o n n e l b y a d d r e s s in g t h e harmful inter ference to publics a f e t y c o mm u n ic a t io n s y s t e ms o p e r a tin g in t he 8 0 0 M H z B a n d , T h e A c t u a l C o s t R e c o n c i l i a t i o n ( A C R ) i s t he

project c lo s in g p r o c e s sthat matches cos t suppor t documentat ion.J u s t i f i c a t i o n : C i yt n e e d s t o start the cos t recons i l ia t ion proc ess , and pay for any addi t ional subs cr iber radio e qu ipme ntreceived aspart o f the reb anding project. I t a lso inc ludes a recons i l ia t ion of any replacement and/or leanere q u ip me n t i n c lu d e d in t he F r e q u e n c y R e c o n f ig u r a t io n A g r e e m e n t ( F R , ^ ,

T E C H N O L O G Y E N H A N C E M E N T SDepar tment of InformationT e c h n o l o g y

C a t e n o r v :D e p a r t m e n t :ContatTt :P r l o f i t i 7 a t i n n F a c t o r s :E NewF acll i ty . [E j Exist ing Facili ty L e v a a ^ Outsicte Fu ndn gH Mandated Pro g am3 Life Safety4 Hazard Ellminaticn3 FYeventtveMaintsnance

C o u n c i l D is t r i c t C i t y w id eL o c a t i o n :

Proposed2-YearBudgetand5-YearPlanPro jedJCIP Fun d in g So ur ce 2013-14 2014-15 2015-16 2016-17 2017-16 T O T A L S0000 Undetermined Fund 2,900,000 0 0 0 0 2,900,000

T O T A L 2,900,000 0 0 8 0 2,908,000Op e r a tn g Co s tImpadF u n d n g S o u r c e 2013-14 20 14-15 .2015-16 2016-17 2017-18 T O T A L S

2013-16 CAPITAL IMPROVEMENTPROGRAM B -23


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Project DescriptionE m e r g e n c y B a c k u p S o lu t i o n forP u b l i c S a f e ty R a d i o C o m m u n i c a t i o n s

D e s c r ip t i o n ; T h is p r oj e ct w o u ld d e s ig n a n d p u r c h a s e a backup solu t ion to pr o vid e e m e r g e n c y c o m mu n ic a t io n s to thecity 'sfirst r e s p o n d e r s mthe ev e n t o u r p a r ima r y c o mmu n ic a t io n s y s t e m g x p e r ie n c e sa fai lure du el o a naturaldisaster orterrorist e v e n t The pro ject wou ld des ign and bu i ld .an over lay sys tem to beused in e me r g e n c yci rcu msta nce s, as v /e l l as prov ide mob i le on-sce ne comm unicat ion in theevent of a natu ra l d isas ter orothercr i t ica l inc ident which may d isab le theex is ting comm unica t ions sys tem .J u s t i f i c a t i o n : O a k l a n dfirst responders u t i l ize radio communicat ions as a bas ic e ssent ia l sen/ ice ino r d e r to protect life and,safety . Unl ike other major c i t ies , Oak land doesnot p o s s e s s the b as i c b a c k u p s y s t e m s ,orhavetheab i i tytorestore its ex is t ing sys tems which aren e c e s s a r ylo continue to perate bas ic .w ire less radio serv ices for its

first responders . Bu i ld ing th is sys tem isn e c e s s a r ytoensurethecity ha sthe ability to r e c o v e r its ownoperat ions dueto a catastrop hic event a ndthe protection oflifeand property.T E C H N O L O G Y E N H A N C E M E N T SD e p a r t me n t ofInformation T e c h n o lo g y

C a t e g o r yD e p a r t m e n t :C o n t a c t :P r i o r i t i z a t i o n F a c t o r s :n Ne w Faciiitif Q Existing Facility Le ve ra i ^ Outs ide Fundng Mandated Pro gam5 Life Safety5 Hazard E lmlna t ia i

PI evEhtlveM al ntEnanc e

C o u n c i l D is t r i c t C i t y w id eL o c a t i o n :

Proposed2-YearBudgetand6-YearPlanP r o je d /CIP Fun d in g So ur ce 2013-14 2014-15 2015-16 2016-17 2017-18 T O T A L S0000 Undetemi ined Fund 3,000,000 1,500,000 1,000,000 500.0 00 250,000 6,250,000TOTAL 3,000,000 1,500,000 1,000,000 500,000 250,000 6,250,000Operat ing CostImpad Fun d n g So ur ce 2013-14 2014-15 2015-16 2016-17 2017-16 T O T A L S0000 Undetemi ined Fund 625,000 650.000 676.000 703,040 731,162 3,385,202

TOTAL 825,000 $50,000 878,000 703,040 731,162 3,385,202

2013-18 CAPITAL IMPRCVEMENT PROGRAM B - 7


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P r o j e c t D e s c r i p t i o nFrg j^gtTItte; IVIcrosoft s u i t e / L i c e n s i n gD esc riptio n: The project moves the City's email and M icrosoft Office Products to a cloud base d environmentJu stin catjon: The City's current email system has exceeded its u se fJlifeand is therefore at risk of failure, tna ddt ion. iheCity has exceeded lis software license entitlement under its current agreement vrithMiCTOsoft. Th e

implementation of Q oud based email and computing can facilitate a more agile use of technology andprovide a more efficient use ofstaff to support more critic^ IT functions.C a t e g o r y : T E C H N O L O G Y E N H A N C E M E N T Sp ^ g r t m e n t D e p a r t me n t o fInformation T e c h n o lo g yC o n t a c t : T e r ry A l l e n x 6 4 5 aP r i o r i t i z a t i o n F a c t o r s : New Facll i ty H Exist ing Facll it ; ' Leverages Outside Fun dngD MandatedP r o gam2 Ufe Safety

Hazard Himtnatton5 RevenH ve MalntenarKe

C o u n c i i D is t r i c t C i t y w id eL o c a t i o n : 1 5 0 F r a n k O g a w a P l a z a

. II..-- ,

P r o p o s e d 2 - Y e a r B u d g e t a n d 5 - Y e a r P l a nProjedA^IP Funding Source 2013-14 2014-15 2015-16 201G-17 2017-1B TOTflLS0000 Undetermined Fund 1,100,000 800,000 eO.OQO 0 0 1,980,000

TOTAL 1,180,000 600,000 80,000 0 0 1,980,000Operating CosImpadFunding Source 2013-14 201-1-15 2015-16 2016-17 2017-18 TOTALS0000 Undetermlrwd Fund 1.209,270 1,137,270 909,270 941.270 974.550 5,171,630

TOTAL 1,209,270 1,137,270 909.270 941,270 974,530 5,171,630

2013-16 CAPITAL INPROVEMENT PR O G R A M B - 1 1


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Project DescriptionFr?l?g


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ProjectDescriptionFro|?c^Tltlo; Oracle Release12upgradesD escription : Oracle E nterfr ise Business Suiteofapplications Release 12 upgrades to include: upgrade entiiB eBusinessSuite,performbusiness process enhancements, implement new features and eliminate cus tomizatbns;implement new modules- Advanced Benefits, Gr^rts Accounting and Advance Collections; re-implementProject Accounting;performrefresh of Oracle eBusiness Suite hardware platJonnto include Open SourceOperating System (LINUX).Jus tif ica tion: The Oracle Enterprise Business Suite (EBS)Software Release11i must be upgraded to Release12 no laterthan NovemtrerSI. 2014to continue payroll proc essin g. Use of the new features a nd new softwareapplication moduleswillservetoimprcve busirress processes in finance, benefits, debt collections, grantsandprojectaccounting management.

Council DistrictCitywicteLocation: 15 Frank H, Ogawa P\azaCateaonr:Deoattment

ContactTECHNOLOGY ENHANCEMENTSDepartmentofInformationTechnologyKenGordonx202a

PrioritizationFactors: NewFaciBty HExIsUngFacility LeveagesOutside F undng Mandated Progam0 Life Safety0 HazardEiimtnatton5 FTevaiOve M aintenance

Proposed2-YearBudgetand5-YearPlanProjea/ClP Funding Source 2013-14 2014-15 2015-16 2016-17 2017.18 TOTALS0000 Undetermined F und 2,600,000 1.050,000 200.000 100,000 0 3.0,I>0D

TOTAL 2,600,000 1,030,000 200,000 100,000 0 3,930,000Operating Cosl Impad Fundir^Source 2013-14 2014-15 2015-16 2016-17 2017-18 TOTALS0000 UrxJetermined Fund 1.423,660 1.471,660 1,521,580 1,573.497 1.627.490 7,617,807

TOTAL 1,423,660 1,471,660 1,321,380 1,573.497 1,627,430 7,617,887

2013-18 CAPITAL I N PB O V E M E N T PR O G B f l M B-IS


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ProjectOescriptionPr9iei;aTiUe; AcceJa FireManagement AutomationD esc riptio n: Implementation ofAccela Fire Module to facilitate and integrate Fire plan checks and inspections withinoneSystem,Ju sti fic ati on : Fire plan check s and inspections are current^ handled on a separate systemfromAccela (CEDA ),

Implementation of the AccelaF ire modulewillallow for oneplatformto handle inspections and permits andprovide more transparency by allowing citizens lo schedule inspections, apprfyfor a permita nd printoutpermits fromacentralizedpointonine.Category:DepartmentContact

TECHNOLOGY ENHANCEMENTSDepartmentofInformationTechnologyDamaris Samgajonx6545

PrioritizationFactors: NewFacllty B Existing Facility LeveragesOutside F undngD Mandated Prog'am4 LifeSafety1 HazardEllmlnatjon

Reventive Maintenance

CourwIID istrict CitywideLoc ation: 150 Frank H . Ogawa P l ^ a . 7th Floor

P r o p o s e d 2-Year Budget an d 5-YearPlanProject/CIP Funding Source 2013-14 2014-15 2015-16 2016-17 2017-18 TOTALS0000 UndelerminGd F und 250,000 250.000 0 0 0 500,000

TOTflL 230,000 230,000 0 0 0 300,000Operat ing CaA Impad Funding Sourcs 2013-14 2014-15 2015-16 2016-17 2017-16 TOTALSOOOO Un d e te r mn e d Fun d 110.000 110.0IX 110,000 110,000 110,000 330,000

TOTAL 110,000 110,000 110,000 110,000 110,000 330,000

2 0 I 3 - i a CAPITAL IMPROVEMENT PROGRAM B-1


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ProjectDescriptionf rojgt^Trtlp; AccelaForeclosure Registration/Investor'owned properly Moduled e s c r i p t i o n : T h i s m o d u lewill t rack , proce ss , moni tor an d in tegrate C i tyof Oak iar id requ irements for f o re c lo s u r e s a n dInvestor owned propertywiththe A c c e l a Product .j u s t i f i c a t i o n : Thedre ct integ ration vi^ ll provide report ing c apab il i t ies andaconsol idated v iew ofthe proprt ies thatare

currently inforec losure.ratBgnry: T E C H N O L O G Y E N H A N C E M E N T S,Department; DepartmentofInformationTechnologyC o n l a d :Prioritization Factors:[H New Facl l l t / |]Existing Facility L0/erages Outsicte Fun dng MandatEd P r o gam

Life SafelyHazard E liminaticnR-evoit jve Maintaiance

Counci lDEtrict CitywideLocation:

Proposed2-YearBudgetand5-YearPlanF>io}ed/CIP Funding Source 2013-14 2014-15 2015-16 201 B-17 2017-18 TOTALSUOOO Undelennlnec) Fund 500,000 0 0 0 0 500,000

TOTAL 500,000 0 0 0 0 500,000Operat ing C o s tImpad Fun d n g So ur ce 2013-14 2014-15 2015-16 2016-17 2017-18 TOTALSOOOO Undetemi ined F und 100,000 104,000 108,160 112.466 116,966 541,632

TOTAL 100,000 10


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Project DescriptionProjegt T i t le ; Data Center -Vinua l lzat lon E nergy E f f ic iencyD es cri ptio n; Convert data servers, addcontrol softwtire, Virtualize and consolidate servers in data centers.Ju sti fic ati on : Red uce energy bills by $25 000 to $45E)00 per year, reduce greenhouse gas emission s, reducemaintenance cost for equipment replacement, Virtualize and co nsoidate ser/e rs to reduce maintenance

cost and improve energy efficiency; to continue modifications to data center airflow to improve healtransferand energy efficiency,Categofv: T E C H N O L O G Y E N H A N C E M E N T SD epartm ent: Department ofInformationTechnologyContact: ScottWentworthx39B4Pr ior i t izat ion Factors; NewF acllity E Existing FaciSty L ev er a^ Outsicfe Fundng MandataJProg-am0 Life Safety3 Hazard E lniinaCon5 Reventver^laintenancB

Counc i lDistrict CitywideLoc ation: Various Data Centers (150 Frank Ogawa, E OC

Proposed2-YearBudgetand5-YearPlanPrc^ect/CIP F un d in g So ur ce 2013-14 2014-15 ,2015-16 2016-17 2017-18 T O T A L S0000 Urx letennined Fund 1,800,000 0 0 0 0 1,000,000

T O T A L 1,800,000 0 0 0 0 1,600,000Operot ing CostImpad Fun d n g So ur ce 2013-14 2014-15 2015-16 2016-17 2017-16 T O T A L S0000 Undetermined purxl 0 136,000 141,440 147,093 152,982 577,520

T O T A L 0 - 1 3 S ^ 0 0 141,440 147,038 1S2,SB2 577,520

2013-18 CAPITAL IMPROVEMENTPROGRAM B - 4


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Project Description

DataProiec< Tit l e; Data Cen ter: 150 F H O P Data Center RelocatioriDescr ip t ion : F'roject willmove the sen/ers located at the Frank H . Ogawa RazaData Center on the Bth Floor to aCenter capable ofprovidinga robust facifitywithredundant power,HVACand elecrical systems,Justif icatiQi\ i Thecurrent location of the Data Center at 150 Frank H,Ogawa,8th Floor is not themoststable and

location. It si recommended to ensure the Data Center has adequate power backup and cooling.Category.,,DepartmentContact :

T E C H N O L O G Y E N H A N C E M E N T SDepartment of InformationTechnologyAhsanBaig x3010; David Cruise >3917

Prior i t izat ion Factors: Nevf Facility ffl E xisting Fac ilty i B / e r a ^ OutsidB Fcndr^ MandatedProgam5 Life Safety0 Hazard E llmlnatcn0 Reventive MaintEnance

Counc i lDistrict CitywideLocat ion:

Proposed2-YearBudgetand5-YearPlanP r o j e d ^ l P F u n t & i g S ou r c e 2013-14 2014-15 2015-16 2016-17 2017-18 T O T A L S0000 Undetermined Fund 0 0 800,000 0 0 800,000

T O T A L 0 a SOO.OOD 0 0 800,000Operat ing CostImpactF u n d n g S o u r c e 2013-14 2014-15 2015-16 2016-17 2017-18 T O T A L S0000 Undetemi ined Fund 0 0 900,000 936,0 00 97 3,440 2,603,440

T O T A L 0 0 908,000 936,000 973,440 2,809,440

2013-18 CAPITAL IMPRCVEMENT PROGR/SM B - 5


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ProjectDescriptionPrgigC< T i t le ; internet C o n n e c t i o n U p g r a d eD e s c r ip t i o n : I n s t a l l a t i o n ofInterne c o n n e c t io n att he E m e r g e n c y O p e r a t io n s C e n t e r,J u s t i f i c a t io n : C u r r e n tl y , t h e re are noInternet Serv ices located in theC i t y ' s E m e r g e n c y O p e r a t io n s C e n t e r ( E O C ) . A l lB i ternet em ai and ou ts ide web base d content is de l ivered through as ingle internet connect ior i ; cu r rent ly

located in the 150 F rank H,Ogavra D ata Center .A s e c o n d a r y internet connect ion is p r o p o s e dfor E O C toprov ide bus iness cont inu i ty in theevent ofan in lernei se rv ice o u tage.C a t e g o r y : T E C H N O L O G Y E N H A N C E M E N T SD e p a r t m e n t : D e p a r t m e n t ofInformation T e c h n o io g yC on tact : Ter ry A l len x645aP r i o r i t i z a t i o n P a c t n r s : NewFacllity H Existing Fac'm L w e r a ^ O u ts ic fe F u r x in g MandatedP r o gam3 Life Safety

Hazard E llminaticn5 R eventive M ai ntEnanc e

C o u n c i l D is t r i c t C i t y w id eL o c a t io n : E m e r g e n c y O p e r a t io n s C e n t e r

Proposed 2-YearBudgetand5-YearPlanP r o je d /CIPF un d in g So ur ce 2013-14 2014-15 2015-16 2016-17 2017-18 T O T A L S0000 Undetemi lned Fund 250,000 0 0 0 0 250,000

T O T A L 250,000 0 0 0 0 250,000Operat ing CostImpadF u n d n g S o u r c e 2013-14 2014-15 2015-16 2016-17 2017-16 T O T A L S0000 Undetermined Fund 134,270 187.270 190.330 193,635 197,009 962,574

T O T A L 1H27I> 107^70 190,390 183,635 197,009 952,574

2013-18 CA PITAL IMPtlOVEM OMT PROGRAM 8 - 9


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Project DescriptionP r o j e c t T i t l e : O a k l a n d 3 11 C R MD f i s c r i p t i n n : A Centra l ized cus tomer fac ing por ta l a l low ing c i t izensto a c c e s s allc i ty se iv ic es , ob ta in in format ion, submitrequests and t ickets . The sys tem will a l low c i t izensto t rack resolu t ion oftheir iss ues on line.J u s t i f i c a t i o n : Then e e dfor ace nt ra l ized point ofcontact for allc i t izens ofO a k l a n d isessent ia l .The O a k l a n d 3 11 C R M

s y s t e m ,will consol idate a l l depar tme nta l sys tem s under one cus tomer re lat ions umbrel la and prov idec i t i i e n s lh e a b i l i t y to track resolut ion ofissue s and ob ta in in format ion onl ine.C a t e g o r y : T E C H N O L O G Y E N H A N C E M E N T S C o u n c l l D f e t r i c t C i ty w id eD e p a r t me n t : D e p a r t me n t ofInformationT e c h n o l o g y L o c a t i o n : 150 F r a n k H , O g a w a P lazaC on t a c t : D a m a r is S a mb a j o n XB545P r i o r i t i z a t i o n F a c t n f s ; New Facil i ty H Existing Facility L e v e r a i ^ O u t side F u n d n g Mandated Prog-am

Life SafetyHazard Eliminabcn

3 Pf&/entjveM a i r ta ian ce

Proposed2-YearBudgetand5-YearPlanP r q e d K I P Funding Source 2013-14 2014-15 2015-16 2016-17 2017-1B T O T A L SCOOO Undete imined Fund 0 217.000 217,000 0 0 4 M , 8 8 0

T O T A L 0 217,080 217,000 0 0 434,080Operat ing CostImpad Fun d n g So ur ce 2013-14 2014-15 2015-16 201 B-17 2017-18 T O T A L S0000 Undetemi ined Fund 0 85,000 88,400 91,936 95,613 3G0,949

T O T A L 0 85,000 88,400 91,936 95,813 3G0,949

2013-18 CAPITAL IMPUCWEWENT PROGRAM B -13


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P r o j e c t D e s c r i p t i o nProlec^Tm; SalesForce-HelpDesi(Software UpgradeDe^cripti9n: Maintenance,Support and Upgradeof tfieC itys cloud based Help Desk system.^^ificqtipn: FJeducestfieneedforH elp D eskapplication maintenancecurrorflyperformedby staff.Category: TECHNOLOG Y ENHANCEMEN TSDeo rttpent DepartmentofInformatbnTechnologyContact IfeomaOlikex7980Prforlt lzation Factpni: NewFaclBty H Existing Facility LeveragesOutside Fundng MandatedProgam0 Ufe Safety0 Hazard Eiimtnatton5 Reventive Maintenance

Counc i l District CitywideLocation; 150FrankH .OgawaPlaza

P r o p o s e d2 - Y e a r B u d g e t and5 - Year P la nP ro j e c l A ; i P F unding Source 2013-14 2014-15 ^ 2015-16 2016-17' 2017-1B T O T A L S0000 Undetermined Fund 30,000 0 Q 0 0 30,000

T O T A L 30.000 8 0 0 0 30,000O p e r a t i n g C o a Impad Funding Sourcs 2013-14 2014-15 2015-16 2016-17 2017-18 T O T A L S0000 UndetermniedFun d 60,000 62,400 64,896 67,492 70,192 324,980

T O T A L 60,000 62,480 64,096 67,492 70,192 324,980

2013-18 CAPITAL IMPROVEMENTP R 0 G R W 1 B - 2 6


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Project DescriptionPro]eqtTitle: SecuritySoftwareUpgradeD esc riptio n: Project to upgrade and maintain the security of the City's inteinal and public facing systems.Ju stif ic ation : The City*ofOakland istfiecustodianofawide range c* infomiation,- The need to safeguard this information'is an esse rtial requireme nt. The imptementation ofthis request will'provide theabilityto implementand.

maintain security measurBS to protect informationassets.Category: T E C H N O L O G Y E N H A N C E M E N T S Co un cil D istr ict CitywideD epartm ent Department ofinformationTechnology Loca t ion; 150 Frank H. Ogawa P l ^ aContact Terry Alien k645eFrtqrltizalionFacterg; NewFaclOty S Existing Faclllt/ Leverages Outside Fundn g Mandated Prog-amA Life Safet/

Hazard Elimination5 Re ventive M aintenance

' flSthsi OaVliinil:;' y^ _^^y

Proposed2-YearBudgetand5-YearPlanProjed/CIP Funding Source 2013-14 2014-15 2015-16 2016-17 2017-1B TOTALSCDOO Undetermined Fund 300,000 200,000 100,00] 0 0 608,008

TOTAL 300,000 200,800 180,000 0 0 680,008Operat ing CostImpad Funding Source 2013-14 2014-15 2015-16 2016-17 2017-1B TOTALSOOCO Undetermined F und 259,270' 265,270 271,510 276.000 2B4;749 1,358.799

TOTAL 259.270 265,270 271,910 278,000 284.749 1,358.799

2013-18 CAPITAL IMPROVEMENT PROGRAM 1-27


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P r o j e c t D e s c r i p t i o nPr P l^c^T l t l t ; Se r ve r Re f r eshDescription: Thisproject willreplace obsolete server hardware.Jus tif ica tion: Technology updates and new applic^ionsrequireserver hardware capable of scpporting critical b iisinessfunctions. Themajorityof the C ity'scurrentserverplatforms have B(ceededttieiruseful life. W arrarties

have expired and are no longer available on certain plelforms.C a t e g o r y : T E C H N O L O G Y E N H A N C E M E N T Spepartment Department ofInformationTechnologyContact TerryAllenx6458Pr io r i t i z a t io n F a f f t o r a - New Fa cll ly B Exist ing Facil ity Leveages Outs ide Fcn dng Mandated Prog-am0 Ufe Safety0 Haza rd Eliminatton5 R-eventjve Ma lnKn ance

C o u n c i lDistrict C i tyw ideL o c a t i o n : 1 5 0 F r a n k H O g a w a P l a z a

P r o p o s e d 2 -Y e a r B u d g e t a n d 5 - Y o a r P l a nProject/CIP Funding Source 2013-14 2014-15 2015:16 2016-17 2017-18 T O T A L SOOOO Undelermined Fund 585.000 275,TO0 0 0 0 060.008

T O T A L 585,008 275.800 0 0 0 860,000Operat ing CostImpad Funding Sourca 2013-14 2014-15 2015-16 2016-17 2017-1B T O T A L SOOOO Undetermined Fund 164,270 187270 190,390 193.635 197.009 95Z.574

T O T A L 184.270 187,270 190,330 193,635 197,009 952,574

2013-18 CAPITAL IMPROVEMENT P R O G R W l B - 2 e


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ProjectDescriptionPrpject Title; RecwareAnpllcation ReplacementD g s n r ' p t i f i " : The Cityof O a k l a n dis propos ing therep lacem ent and upgrade ofthe onl ine recreat ion mana geme ntandregis trat ion appl icat ion cur rently used by lhe Park and Recreat ion A ge nc ywitha c loud bas ed solu t ion,j M S t i f i c a t i o n : The cu r rent ly deployed onl ine recreat ion management appl icat ion is more than 10 years o ld and do esnot

meet cur rent indust ry secur i ty s tandards .The Pa y me n t C a r dIndustry Standard (PCI ) requ ires theCityloprotect card holder data processedby th is appl icat ion.The C i ty cannot meet these requ irements withthecur rent ly deployed solu t ion. Fai lu re tomee t PCI eomp l iance can sub ject theCityto costly f ines. This projectreplace s the ex is t ing appl icat ion witha PCI C ompl iant c loud ba sed solu t ion,T E C H N O L O G Y E N H A N C E M E N T S C o u n c i l D is t r i c t C i t y w id eDepartmentof InformationTechnoiogy Location:

Category:Department:Contact:Prioritization Factors:E NewFacl l i ty [n]Exist ing Fac ilty L e v e r a ^ C X it slde F u n d n g Mandated Pro g am1 Life Safety

Hazard E llminaticnPi evEniveM al ntEnance

Proposed2-YearBudgetand5-YearPlanProject lCIP Fi f f idhg Source 2013-14 ,2014-15 2015-16 2016-17 2017-18 TOTALSCffOO Undetemi ined Fu rx i ISO.iXlO 0 0 0 0 150,000

TOTAL 150,000 . 0 0 0 0 160,000

Operat ing CostImpad Fun d n g So ur ce 2013-14 2014-15 2015-16 2016-17 2017-18 TOTALSOOOO Undetemi ined Fund 189,270 192,470 195,798 199,259 202,859 979,656

TOTAL 189,270 132,470 185.798 199,259 202,SS3 979,656

2013-39 CARTflL IMPRCVEMENTPROGRAM B - 2 5


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P r o j e c t D e s c r i p t i o nEjy|ect T i t le ; UninterruptablePower Supply (UPS) upgrade and maintenanceDescription: Thisproject will upgrade and mahtainpower tiackup systems for the City's Data C enters.Ju stif ic ation : The City's Data Centers contain com ponentsthatprcvide critical sen/ices tointernalCitystaffas well astfiedtizens of Oakland,Uninternjptable Power Su pplies (U PS ) provideprotectionagainstinterruptionin

electrical servces. The UP Swillensurethatcritical public safety sen/ices remain assailable whenthereis apowerfailure.T E C H N O L O G Y E N H A N C E M E N T SDepartment ofInformationTechnologyT e r yAllen X645S

P r i o r i t l z a t i c n F a c t o r s : NewF aci l i ty H Ex is t ingFaci l l t / Leveages Outs ide FundngD Mandated Ptog am5 Ufe Safety0 HazardBImlnatton5 Re ventive Maintenance

C a t e o o n / :DwartmgntC o n t a c t :

P r o p o s e d 2 - Y e a r B u d g e t a n d 5 - Y e a r P l a nP r a j B d C i P F un d n g So ur ce 2013-14 2014-16 2015-16 2016-17 2017-18 T O T A L SOOOO Undetetmined F und 15,000 2om 20,000 20,000 10,000 85,080

T O T A L 15.000 20.000 20,000 20,008 10,000 83,008Operat ing CostImpad Funding Sourca 2013-14 2014-15 2015-16 2016-17 2017-18 T O T A L SOOOO Un d e te r mn e d Fun d 139,270 140,470 141,710 143,016 144.366 708,840

T O T A L 139.270 140,470 141.718 143.016 144,366 708,840

2013-18 CAPITAL I W I O V E M E N T PROGRAM B - 2 9


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City ofOAKLANDCaliforniaV V i "**

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Attachment C

InformationTechnologyFinancingForInfrastructure,Operations, Maintenance andLicensingAgreements

r

DepartmentofInformation Technology


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."1

A,

^ Sif-.'i-Ij -f-r,

u t : ,-- f ;

o

Urgent Investments need to be made in Key ITinitiatives overnexttwo years

$33MCIPs$4M IT staff to support implementations

High-skillsresources are needed (Limited Duration)24x7IT Support Operations needs to be placedTechnologyProcurement needs to be streamlinedImplementingIT Performance MeasuresDIT needs to be alignedwiththe businessVision2015 needs to be articulated


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. i.r jj- - --.T-*. . V . 1

IT Projects- FundingNeedsO P D IPAS2 $2.6m 30 months - 2015Public Safety 91 1Systems $8. lm 30 months - 2015Public SafetyInfrastructure $7.1 18 months - 2014Public SafetyN e t w o r k $ 3.2 m 12 m o n t h s - 2 0 1 4

. . .Radios T B D /

O r a c l e R l 2Upgrade $ 8.6 m 14 m o n t h s - 2 0 1 4

. ^ - . ' - - . . , , . ^ , f , , , ,

Microso f t O f f i ce365 $3.4m 1 8 m o n t h s - 2 0 1 4


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Project IDN o .

S T A F F I N G N E E D SP U B L I C S A F E T Y an d G E N E R A L

Network Arch i tectYearly Salary ,Information System AdministratorYearlySalaryProjec t Manager. II_ .Yearly Salary. _ .Telecommunication Systems EngineerSup port for yea riy Salary ' Pr ior ity I .Projects 'M icro com pute r Systems Specialist IIIYeariySalaryDatabase Admin is t rator .YeariySalaryAccount C lerk I I

T O T A L Al l Posit ions

# of positionsneeded FY 13/14 FY 14/15

12

Totals

I . . - .I $ 215,563 $ 220.800 $ 436.363

$. (86.203 $ (90.726 $ 376.929

$ 679,000 $ 679,000 $ 1.358,000

$ 131.015 $ 134,198 $ 265,213

$ . 551,576 $ 564.976 $ I.IJ6.S52

$195,52 2.00 $ 200,272.00 $ 395,794.00

4 76.400.00 $ 82.000.00 $158 ,400.0 0'$ 2,035,279 - $ 2.071,972 $ 4.107.251


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v.-i.v->,-.>.:

> L- i j" , s , . S i

V J f l .^ .'vfee11fj i' i 'i't 'j '" *'

$8.6m

$3.4m

I2013 2014 2015 2016


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SCOPE Up grad e the C i ty 's fa il ing emai l sys tem to prov ide re l iab il ity , s tab i l ity andadd i t iona l func t iona l i tyRISKS E xc eed ed usefu l l ife Imm inent r isk o f fa i lu re , causing poten t ia l lost o f da ta and pro duc t iv i ty Fa i l u re to me e t l ic e n s in g c o m p l ia n c e with M i c r o s o f tCOSTS $3.4 M illionNEXT STEPS C o m p l e t e S t a te m e n t o f W o r k O b ta in f in a l p r i c in g p ro p o sa l C o m m e n c e I m p le m e n ta ti on


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f^ir-'v?^:I

OracleRI2 UpgradeSCOPE

Upgrade Oracle to latestrelease, implement additional functionalitiesand improve businessprocessesin finance, benefits, grants and projectmanagement

RISKS Oracle extended maintenance services of existing version release usedby City through December 2014 Upgrade must commence byAugust2013 in order to be fullyimplemented by November 2014 If not upgraded, payroll v ill not function in November 2014

C O S T S(estimated)$8.6mNEXT STEPS

Procurehardwarecomponents - 3 Months Conduct Analysisand design - 4 Months Test and Train - 3 Months Deploy - 2 Months FinalAcceptance- 2 Months Target ompletion 2014 s


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X, " i7*5*., r-

fv y r.. . f Vp^'l^l ,.;

SCOPE Upgrade theentire Networkto support the NG 91 I systems Supports both Police and FireRISKS More than 10 years old - End oflifecomponents and devices Lacksscalability, reliability and usability DO JjCompliance IssuesC O S T S(estimated)$3.2mNEXTSTEPS SelectaVendor to replace the current PSNetwork- DOJCOPS Grant of$0.5mis in place Target completion - 2014


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. K ' . ' U i > ^ ^ , J * . -

5 ^ . .r-r*:-.'

PublicSafetyInfrastructureS C O P EPubl ic Safe ty Laptops and Desk tops

Storage and E nterpr ise Backup So lu t ion fo r Pub l ic Safe ty Serve rs ,Ap p l i c a t i o n sServers Co n s o l i d a t i o n a n d V i r tu a l i z a t i o nD a ta C e n te r I mp r o v e me n tsRISKSC o s t l y to mainta in the ant iquated desktops and laptopsIncompat ib le with n e w e r te c h n o l o g i e sU s ers re ly ing on indiv idual on- l ine s torage solut ions,without C i t yagreementsLack o f backup so lu t ion makes data vu lnerab leC O S T S (est imated)$ 7 . l mN E X T STEPSM ost o f the i tems are Co m m erc ia l O f f T he She lf p rod uc ts - lessc o m p l i c a te d to p r o c u r eG r a n t s can be u t i l i zed fo r some fund ingTarget comple t ion - 2014 10


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\ J'l, A1-

SCOPE 91 ComputerAidedDispatch (CAD), Records ManagementSystem (RMS), Mobile/Automatic Vehicle Location (AVL), Field

BasedReporting (FBR), Mapping, ReportingRISKS Costly to maintain.Incompatiblewithnewertechnologies, Lacks

security,reliabilityand usabilityC O S T S(estimated) $8.1mNEXT STEPS RFQ for a Consultant / Selected a Consultant - Funded NeedsAssessment- Publish an RFP - Select a Vendor Target completion - 2015 11


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. V v; ;';^^?' -^ ^ n> -U ^' ''J y-'

V 'T") i' -1* V ?


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c:O


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it financing report and reso 073013

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