AgdaPkt 2004-07-26 - Laserfiche WebLink

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. •�11 in Year One is front-end loaded with emphasis on the initial task of information gathering/learning, database and web tools development, and team information sharing that can impact project design. Learning from other recycled water agencies strongly suggests that subsequent project years will benefit from the cumulative development of information systems, content and educational materials in the initial stage. Year One also considers unanticipated events, emerging stakeholder groups and other unforeseen factors that can occur when implementing any new project. All tasks and services will be provided on an as-needed basis, including responding to needs identified in Task One. Staff intends to review Year One results and determine which tasks and activities may be subsequently performed by city employees under the guidance of Data Instincts. Not-to-exceed budget is $189,550. See attached transmittal letterfrom Data Instincts and Agreement Scope of Services. 3. Sublease agreement with PVG Management Inc. for the purpose of establishing a project office at 303 Twin Dolphin Drive in Redwood Shores. Currently, the completion of the project planning phase is being carried out incrementally within each team member's respective offices. In order to provide appropriate public access to the project and a centralized work space for individuals who will be allocating the majority of their time to the effort (project office management, customer relations / customer site retrofits, plus landscape water conservation position), staff recommends that the Council approve the establishment of a project office in the center of the project Phase One area. Annualized cost for the full service and furnished sub-lease space is $23,210, based on 1,018 square feet at $1.90 per sq. ft. Alternative Provide alternative direction. Fiscal Impact The total estimated expenses for these implementation resources for Year One are $376,760, or 0.9% of the estimated cost of the "Alternative TF" Project as recommended by the Recycled Water Task Force ($43.6 million). Of the $7.1 million budgeted for the project to date by the City Council, approximately $5 million is available as of June 30, 2004. The Council will consider a refined financing plan and new water connection fees ordinance in the fall of 2004. Prior to the Council's approval of the project, and the subsequent Task Force report and recommendations, staff had estimated that annual water rate increases ranging from 6% to 9% per year for 10-13 years would be required to generate the additional revenues needed to finance the project. A portion of connection fees collected during that time (could be as much as 40% of total costs) would offset those impacts. / � Peter Ingram E verett Director, Public Works Services City Manager Page 3 of 4