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H N L a1 L a) —_ v� a) a) LL a) L m �+ a 5 cC m c a o ❑ � c ❑ n ❑ QCl) M F a CL 0 m 0 W LL Li N Q M H E 4 ON (rJ Lf1 } (p } n 00 Ol W I U Mayor Robert E. Simison E IDIAN.�-- City Council Members: John Overton, President Anne Little Roberts, Vice President Brian Whitlock Liz Strader Doug Taylor Luke Cavener TO: Mayor Robert E. Simison Members of the City Council FROM: Laurelei McVey, Public Works Director DATE: 3/23/26 SUBJECT: FY26 BUDGET AMENDMENT FOR THE INFORMATION TECHNOLOGY (IT) TENANT IMPROVEMENT PROJECT REQUESTED COUNCIL DATE: 4/7/26 I. RECOMMENDED ACTION A. Move to: 1. Approve the FY26 IT Tenant Improvement Project in the amount of $260,000. II. DEPARTMENT CONTACT PERSONS Laurelei McVey, Director of Public Works 208-985-1259 III. DESCRIPTION A. Backgyround The City completed a comprehensive City Hall Space Planning Study in 2025 and has been working towards implementing the recommended projects to improve areas with immediate constraints. The initial overall project was funded with $406,000 to complete the study and a portion of the recommended design and construction work. It was acknowledged Page I of 2 that additional total project funding would be needed as the various area projects progressed. The Fire Department TI was selected as the most pressing need and is nearing final construction (estimated completion April 15th). The next project that was selected was the IT Department. The IT portion of the project has been fully designed, bid, and is ready for construction. An additional$260,000 is needed to proceed with the construction phase of the IT tenant improvements. The IT tenant improvements will build 3 new offices for current supervisory staff that are currently housed in cubicles. It will relocate/reconfigure displaced cubicles and add one additional cubicle. B. Reason for Amendment There is significant savings to continue the project work with the existing contractor on site. This will save additional remobilization work. This portion of the project was intended to be completed in FY26 via the utilization of a budget amendment once project schedules and budgets were known. IV. ALTERNATIVES The project could be delayed until FY27; however, the City would likely incur an estimated 10%-15% increase in total project cost due to rebidding, contractor mobilization, and potentially increasing construction costs. Page 2 of 2 Mayor Robert E. Simison City Council Members: E IDIA "=� NJohn Overton, President Anne Little Roberts, Vice President I D A H C Brian Whitlock Liz Strader Doug Taylor Luke Cavener TO: Mayor Robert E. Simison Members of the City Council FROM: Laurelei McVey, Public Works Director DATE: 3/23/26 SUBJECT: FY26 BUDGET AMENDMENT FOR THE INFORMATION TECHNOLOGY(IT) TENANT IMPROVEMENT PROJECT REQUESTED COUNCIL DATE: 4/7/26 I. RECOMMENDED ACTION A. Move to: 1. Approve the FY26 IT Tenant Improvement Project in the amount of $260,000. 11. DEPARTMENT CONTACT PERSONS Laurelei McVey, Director of Public Works 208-985-1259 III. DESCRIPTION A. Background The City completed a comprehensive City Hall Space Planning Study in 2025 and has been working towards implementing the recommended projects to improve areas with immediate constraints. The initial overall project was funded with $406,000 to complete the study and a portion of the recommended design and construction work. It was acknowledged Page I of 2 that additional total project funding would be needed as the various area projects progressed. The Fire Department TI was selected as the most pressing need and is nearing final construction (estimated completion April 151h) The next project that was selected was the IT Department. The IT portion of the project has been fully designed, bid, and is ready for construction. An additional$260,000 is needed to proceed with the construction phase of the IT tenant improvements. The IT tenant improvements will build 3 new offices for current supervisory staff that are currently housed in cubicles. It will relocate/reconfigure displaced cubicles and add one additional cubicle. B. Reason for Amendment There is significant savings to continue the project work with the existing contractor on site. This will save additional remobilization work. This portion of the project was intended to be completed in FY26 via the utilization of a budget amendment once project schedules and budgets were known. IV. ALTERNATIVES The project could be delayed until FY27; however, the City would likely incur an estimated 10%-15% increase in total project cost due to rebidding, contractor mobilization, and potentially increasing construction costs. Page 2 of 2 Budget Amendments: Every effort should be made to avoid reopening the budget for an amendment. Departments will need to provide back up and appear before the City Council to justify budget amendments. Budget amendments are intended for emergency or mandatory changes to the original balanced budget. Changes to the original balanced budget may cause a funding shortfall. Instructions for Submitting Budget Amendments: ➢ Department will send Amendment with Directors signature to Finance(Budget Manager)for review ➢ Finance will send Amendment to Council Liaison for signature ➢ Council Liaison will send signed Amendment to Mayor ➢ Mayor will send signed Amendment to Finance(Budget Manager) ➢ Finance(Budget Manager)will send approved copy of Amendment to Department ➢ Department will add copy of Amendment to Council Agenda using Municode Agenda Manager ➢ Finance will send original Amendment to the City Clerk's office ➢ After Council approval,the City Clerk will forward to Finance(Budget Manager) Completing the form: The Budget Amendment form contains six sections to manage the necessary data needed to communicate the amendment request: Personnel Costs,Operating Costs,Capital Outlay, Revenue,Total Amendment Cost-Lifetime,and Evaluation Questions. Personnel Costs: This section will capture the requested amount of Personnel Costs associated with the Budget Amendment request. Be sure to input the number of Full Time Equivalents (FTE) that you are requesting in the E100. The form will then calculate the cost of taxes and benefits automatically based on the Wages and FTE's. Operating Costs: This section will capture the requested amount of Operating Costs associated with the Budget Amendment request. Input the G/L#and G/L Description along with an amount for the requested Operating Costs. Enter the amount of the Operating Costs into either the "On-Going" or "One-Time" columns. "On-Going" refers to any expenses that are anticipated to continue beyond the 12-month period. "One-Time" refers to any expenses that need to be expended once and will not have any expenses beyond the 12-month period. It is important to include all costs associated with your requests. For example,adding positions usually requires office or field supplies,training money,phone,furniture,a computer,employee incentive money,etc. Capital Outlay: This section will capture the requested amount of Capital Outlay associated with the Budget Amendment request. Expenditures for equipment, construction, buildings, land, building and land improvements or furniture and fixtures over$5,000 are capital. Input the G/L#and G/L Description along with an amount for the requested Capital Outlay. All capital items are"One-Time"although they may have"On-Going"operating expenses. For example,a vehicle will have "On-Going"operating costs for fuel,maintenance,insurance and repairs. Revenue/Donations: This section will capture any revenue or donations associated with the Budget Amendment request. Input the G/L#and G/L Description along with an amount of revenue or donation from funding source. Total Amendment Cost-Lifetime This section will capture the prior year's funding requests,current year request and future year's funding requests associated with the Budget Amendment request. Evaluation Questions This section will capture the requested information associated with the Budget Amendment request. 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