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Home My WebLink AboutRes 124 - Transfer Appropr - 911 CSDDeschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org AGENDA REQUEST & STAFF REPORT For Board Business Meeting of September 26, 2011 Please see directions for completing this document on the next page. DATE: September 12, 2011 FROM: Marty Wynne Finance (541) 388-6559 TITLE OF AGENDA ITEM: Consideration and signature of Resolution #2011-124, transfer of appropriations in the Deschutes County 911 County Service District. PUBLIC HEARING ON THIS DATE? NO BACKGROUND AND POLICY IMPLICATIONS: Consideration of Resolution #2011-124. The Police Records Management System (RMS) was not fully implemented in FY 2011, as planned. The total project will cost $1.2 million and $842,258 was expended in FY 2011. Additional appropriation is required to cover the remaining amount, which will be expended in FY 2012. FISCAL IMPLICATIONS: A transfer of appropriation from Contingency to Capital Outlay for $358,000 is required .. RECOMMENDATION & ACTION REQUESTED: Approval and signature of Resolution #2011-124. ATTENDANCE: Marty Wynne DISTRIBUTION OF DOCUMENTS: Marty Wynne, Finance Department 388-6559 Robert Poirier, 911 388-0185 REVIEWED LEGAL COUNSEL For Recording Stamp Only BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON ACTING AS THE GOVERNING BODY OF THE DESCHUTES COUNTY 911 COUNTY SERVICE DISTRICT A Resolution Transferring Appropriations * Within the Various Funds of the 2011-12 RESOLUTION NO. 2011-124 * Deschutes County 911 County Service * District Budget and Directing Entries * WHEREAS, attached is an e-mail from the 911 Director requesting a transfer of appropriations, and WHEREAS it is necessary to transfer appropriations within the Deschutes County 911 County Service District Budget to accommodate the request; now therefore, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON, ACTING AS THE GOVERNING BODY OF THE DESCHUTES COUNTY 911 COUNTY SERVICE DISTRICT as follows: Section 1. That the following transfers of appropriations be made: FROM: 705-7500-501.97-01 Deschutes County 911 County Service District, Contingency $ 358,000 TO: 705-7500-429.94-45 Deschutes County 911 County Service District, Technology Improvements $ 358,000 Section 2. That the Finance Director make the appropriate entries in the Deschutes County Budget document to show the above appropriations. PAGE I OF2-RESOLUTION NO. 2011-124 (09/26/11) I DATED this ____th day of September, 2011. BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON ACTING AS THE GOVERNING BODY OF THE DESCHUTES COUNTY 911 COUNTY SERVICE DISTRICT TAMMY BANEY, Chair ATTEST: ANTHONY DEBONE, Vice-Chair Recording Secretary ALAN UNGER, Commissioner I I I I PAGE 2 OF 2-RESOLL'T!ON NO. 2011-124 (09126111) Lacy Nichols From: Marty Wynne Sent: Tuesday, September 06, 2011 9:30 AM To: Lacy Nichols Subject: FW: Vendor -New World Systems Attachments: Fund 705 Appropriation Transfer.xls lacy, This should have been forwarded to you much earlier. Thanks. Marty From: Robert Poirier Sent: Thursday, August 25, 20111:44 PM To: Marty Wynne Cc: Kathleen DeForrest; Jeanine Faria Subject: FW: Vendor -New World Systems Marty, Could you please prepare a resolution to transfer appropriation as outlined in the attached appropriation transfer request. I have also filled out a capital outlay expenditure authorization form and is being sent via inter-office mail. Thanks! I Rob I I From: Jeanine Faria ISent: Thursday, August 25, 2011 9:42 AM • To: Robert Poirier Subject: FW: Vendor -New World Systems This is in response to your email following up on the beginning net working capital. I sent this to Kathleen two weeks ago. I've not yet seen the request for the appropriation transfer nor the Capital Outlay form for FY 2012. let me know if there is anything else you need from me. Jeanine 541-385-1411 From: Jeanine Faria Sent: Thursday, August 11, 2011 3:27 PM To: Kathleen DeForrest Subject: RE: Vendor -New World Systems Yes, the vendor data base shows that $842,257.72 has been paid by 911 to New World Systems. A few things need to occur for FY 2012. It appears nothing has been budgeted for the continuation of this project in FY 2012. So, a request for a transfer of appropriation needs to be made to budget the amount that will be expended in FY 2012 for this system. I've attached the Excel file. This file needs to be attached to an email sent to Marty requesting him to prepare a resolution to transfer appropriation. A new capital outlay form will need to be completed. If the total contract is $1.2 million (and this is a firm price, that is -the amount will not increase), then the capital outlay form needs show that $357,742 will be expended for capital outlay in FY 2012. 1 From: Kathleen DeForrest Sent: Thursday, August 11, 2011 2:55 PM To: Jeanine Faria Subject: FW: Vendor -New World Systems Jeanine, Do you show that the total payments to this vendor are $842,257.72? Since I now have two new bills (FY12), do we continue using the Capital Outlay form I was using for $1.2 or should we do a new one for the difference of $1.2M $842,257.72? According to Joe Sadony, lithe system is not yet in production and will not be ready for several months". We continue to receive bills for their employee's time and expenses however. :Katldeen 1>efiol()t.CJt Cldmin. (U~t. ~th"cftute.,.~ (541) 322-6102 Deschutes County 9-1-1 Service District 20355 Poe Sholes Dr., Ste. 300 Bend, OR 97701 From: Kathleen DeForrest Sent: Thursday, August 11, 2011 2:47 PM To: Mark Pilliod Cc: Robert Poirier Subject: Vendor -New World Systems Hi Mark, Back in March, we were hoping to get a copy of the contract signed with New World Systems for the new Records Management System (worth about $1.2M). It was dated 12/20/10 and is about 101 pages I'm told. Jeff Sageser emailed me that he had talked with Nancy Blankenship about this "confidential" record and they directed me to you. We let it go then but now that we're moving from one fiscal year to another and the bills will continue to come for many months, we'd like to be able to review the terms/details of the contract. Can you help me with this? :Ka.tftlwt 9>efi(JJt!(£6t Cldmin. (U"t. !Kaifdeen@th"cftute.,.cvtg. (541) 322·6102 Deschutes County 9-1-1 Service District 20355 Poe Sholes Dr., Ste. 300 Bend, OR 97701 2 Deschutes County Appropriation Transfer Request Item 1 2 Line Number (HTE 14 digit code) 705-7500-429.94-45 705-7500-501.97 -01 Category (Pers, M&S, Cap Out, Contingency) Capital Outlay Contingency Description (Element-Object, e.g. Time Mgmt, Temp Help, Computer Hardware) Technology Improvements Contingency Current Budgeted Amount 455,000 6,564,583 To (From) 358,000 (358,000) Revised Budget 813,000 6,206,583 TOTAL 7,019,583 -7,019,583 A transfer of appropriation is required for the following reason and will be used for the following purpose: The police Records Management System was not fully implemented in FY2011, as planned. The total project will cost $1.2 million and $842,258 was expended in FY 2011. Additional appropriation is required to cover the remaining amount, which will be expended in FY 2012. Fund: Dept: Requested by: Date: Deschutes County 911 CSD 911 General Operations Robert Poirier January 13, 2011 DESCHUTES COUNTY Capital Outlay Expenditure Authorization Form 1. Description of Expenditure: ~"" {.,.&e>.rC(! "'1.t! ...{. KeccrJ, 1"1, .... ,J'C ... £.., I Sys~"" 2. Department 3. Budgeted Amount Less: Prior Expenditures Remaining Budget Expenditure Amount~.6 C 7, 7 4 L .30 4. Charge to: 7eJJ-76'cPO ~~ '-I ~ Fund Dept !Div BAS ElemlObj -""""'p::"roj:-ec-t 5. Bids Received: Written -L Oral __ None __* Bid Detail: Name of Firm Amount Comments ~e", Wf/H" lei Sysf.e:... s. II i j 2!'D..f)OO *Reason Bids Not Requested: _______________________ 6. Initial Purchase ~Replacement Replacement Information: Replaced Asset Description ______________________ Justification for Replacement ____________________ Replaced Asset Number Make Year of Purchase Model # -------- Original Cost Serial # ________ ADDITIONAL INFORMATION IF REQUIRED CRITERIA NOT MET (See Capital Outlay Policy and Procedures, COEAF Form Section) A. Item not budgeted or item exceeds budgeted amount (complete 1 or 2). 1. Source of appropriation if not budgeted or in excess of budget (no appropriation transfer required) : &APpropriation transfer to Capital Outlay is necessary. Request for an appropriation transfer must be attached to COEAF B. Item not as described in budget REASON: D.tP ...,,-1-cltcc.., r .....fP ( c. EMERGENCY PURCHASE -Item purchased prior to COEAF approval REASON: _____________________________________________ I I I Department Head Date filzs/ 2-D I ( Finance Department Review _______________ Date _______ If County Administrator Approval ______________ Date _______ I County Commissioner Approval _________________ Date _______ (If over $25,000) Submit fonn to the Finance Department for review and approval.