Okaloosa County BOCC — July 30, 2013 (meeting #1144) — reading text

Pg. 166 IS DEPARTMENT BUDGET FY 13/14 $663,250 SAN Division $841,451 APPS Division GIS Division $552,691 TOTAL = $2,057,392 Packet Pg. 167 IS DEPARTMENT BUDGET FY 13/14 $607,996 , 30% Personnel Expenses Operating Expenses $1,449,396 , 70% TOTAL = $2,057,392 Packet Pg. 168 IS DEPARTMENT BUDGET Increase Last Year $2,500,000.00 $382,438 Breakdown of Increase $2,000,000.00 $100,000 for VMware $1,500,000.00 $130,000 for Backup System $5,000 for new Switch $60,000 for Salary/Benefits $1,000,000.00 $87,438 for Software/Travel/Fuel $500,000.00 $- Requested TOTAL = $2,057,392 Packet Pg. 169 AGE OF EXISTING PCs 140 126 120 Recommend funding $100,000 in General Fund 0114 “Computer Supplies” for the purchase of 100 94 new PCs to continue implementing 5-year replacement cycle 81 80 60 56 60 44 40 30 20 11 0 New 1 Year 2 Years 3 Years 4 Years 5 Years 6 Years 7 Years Approx. 301 PCs need to be replaced from 2008 & older. These are XP based OS (support expires in 2014) Packet Pg. 170 AGE OF EXISTING SERVERS 12 10 10 10 8 8 8 6 6 6 5 4 4 3 2 2 0 New 1 Year 2 Years 3 Years 4 Years 5 Years 6 Years 7 Years 8 Years 9 Years Approx. 41 Servers are 2008 or older running Windows Server 2003. Packet Pg. 171 Vmware Without Virtualization With Virtualization Application Operating System Hardware VMware provides hardware virtualization that presents a complete x86 platform to the virtual machine Allows multiple applications to run in isolation within virtual machines on the same server reducing number of physical servers required Virtualization increases performance, reduces power and cooling requirements and simplifies operation and maintenance Packet Pg. 172 TAPE BACKUP LIBRARY • Backs up critical departmental data • Current tape library purchased in 2006 • Manufacturer no longer supports or has parts for device • Storage media is no longer of sufficient size to hold data • Best practices solution is to migrate to disk storage Packet Pg. 173 SUMMARY OF IMMEDIATELY NEEDED STRATEGIC INVESTMENTS • Expand VMWare to eliminate need to purchase multiple new servers (~$100,000) • Purchase and implement new storage system to replace 2006 tape backup library (~130,000) • Purchase new PCs to continue implementing 5-year replacement cycle (~$100,000) Packet Pg. 174 SUMMARY OF NEXT YEAR’S CRITICALLY NEEDED STRATEGIC INVESTMENTS • Exchange Server Email Upgrade ($100k) • Renewed Enterprise Agreement ($100k) • IPV4 to IPV6 Conversion ($40k)($40k-yr2)($20k-yr3) Packet Pg. 175 Past and current leaders of Okaloosa County have expressed a strong desire to LEVERAGE TECHNOLOGY as a means to streamline operations, SAVE MONEY, improve performance, and make Government more open and responsive to the needs of the people. • This requires continual strategic investments in technology. Packet Pg. 176 Packet Pg. 177  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 30, 2013 TO: Honorable Chairman and Members of the Board FROM: Ernie Padgett, County Administrator SUBJECT: Fleet Operations The attached document provides the Program Based Budget for the Fleet Operations Department. Packet Pg. 178  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: FLEET OPERATIONS PROGRAM DESCRIPTION: Fleet Operations provides fueling, maintenance and fleet management to all BCC departments and several outside agencies throughout the county. REVENUE: Fleet Operations is an internal service fund. Supporting revenue are charges for services to County user departments and other agencies. EXPENDITURES: Expenditures Budget FY11 FY12 FY13 FY14 Category Actual $ Actual $ Original $ Approved $ Personal Services 1,077,223 1,073,084 1,088,930 1,231,770 Operating Expenses 3,575,916 4,378,113 4,636,311 4,896,965 Capital Outlay 0 0 0 0 Reserves 0 0 0 0 Total 4,653,139 5,451,197 5,725,241 6,128,735 HISTORICAL STAFFING SUMMARY: Category FY11 FY12 FY13 FY14 Full-time 18 18 18 20 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 18 18 18 20 MAJOR ACCOMPLISHMENTS LAST YEAR:  Managed combined county/agency fleet that drives 5.8 million miles per year  Processed 54,142 fuel transactions for 896,183 total gallons  Completed 6,027 shop work orders. Up 8% from previous year  Kept average percent of fleet out-of-service at 2.5%. Up 9% from previous year. Packet Pg. 179 PROGRAM GOAL: To provide quality fleet management, fueling and maintenance services for all County departments and agencies served. To assure the safety of County employees and the general public while taking care of county assets. To make Fleet Operations a good place to work. KEY OBJECTIVES: 1. Keep an aging fleet functional 2. Maintain percent of fleet down at around 2.5% 3. Reduce operating costs with infusion of new equipment. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY11/12 FY12/13 FY13/14 Staff Size 18 18 20 Input Non-Fuel Operating Budget $2,473,495 $2,519,106 $2,431,233 Fuel and Fuel Tax Budget $2,976,552 $3,287,862 $3,697,502 Total Work Orders 6,027 6,200 6,526 Output PM Work Orders 1,238 1,240 1,240 Percent of PM Orders to Total Work Orders 21% 20% 19% Efficiency Average Percent of Fleet Down 2.5% 2.7 3.0 Percent of Maintenance Revenue from BCC Vehicles and 82% 83% 83% Equipment Effectiveness Maintenance Revenue from Agencies $341,485 $343,882 $378,733 BCC Miles Driven 4,234,670 4,200,000 4,200,000 Packet Pg. 180  $2,154,620 FLEET REPAIR/MAINT COSTS $1,875,898 $2,500,000 $1,592,413 $1,455,758 $1,416,873 $2,000,000 $1,192,113 $1,110,676 $980,419 $1,500,000 $1,000,000 $500,000 $0 2007 2008 2009 2010 2011 2012 Projected Projected 2013 2014 AGE OF FLEET 12 10 8 AGE IN YEARS 6 4 VEHICLES 2 EQUIPMENT 0 2007 2008 2009 2010 2011 2012 Projected Projected 2013 2014