20 21 April 1, 2020 TONI PRECKWINKLE President, Cook County Board - - PowerPoint PPT Presentation

TONI PRECKWINKLE

President, Cook County Board of Commissioners

April 1, 2020

Capital Budget Kick Off

2021

 Introductions  BOF – Capital Budget 101  BAM Program-Wide Goals and Strategies  Capital Equipment Projects  Capital Improvement Projects  Real Estate Management – Space Allocation Committee  Facilities Management – Coordination  Capital Review Process  Budget Timeline  FAQ, Contact Information

AGENDA

Annette Guzman, Budget Director

Welcome and Introduction

 Annette Guzman, Budget Director  Michael Ambolo, Deputy Chief Financial Officer  Elizabeth Granato, Interim Bureau Chief, Asset Management  Earl Manning, Director, Capital Planning & Policy (DCPP)  Eric Davis, Deputy Director, DCPP  Jessica Caffrey, Director, Real Estate Management  Bilqis Jacobs-El, Director, Facilities Management

Capital Budget Structure

Michael Ambolo, Deputy CFO

The Cook County Capital Budget is structured as follows:

• Capital Improvement projects are long-term improvement projects involving the,

acquisition, enhancement, demolition and renewal of county facilities and

• infrastructure. Cook County agencies send theses requests to the Bureau of Asset

Management for the approval and execution.

• Transportation & Highway projects are for the preservation, modernization and

expansion of County roadways, bridges, traffic signals, and highways. All projects are processed within the Department of Transportation and Highways. These projects are primarily funded with Motor Fuel Tax and State/Federal Grants.

• Capital Equipment projects consist of the acquisition or upgrading of outdated

technology, institutional/fixed plant equipment, furniture and vehicles that have at least 5-year useful lives and cost greater than $5,000. Cook County agencies send these requests to DBMS for review and approval.

Michael Ambolo, Deputy CFO

• In order to manage debt responsibly, the County needs to stay within a 2%

growth rate of Debt Service annually, and not exceed a $400 million threshold.

• The County will seek to decrease budget on debt supported capital

equipment with the goal of eventually funding capital equipment through pay- as-you-go means entirely, with the exception of large non-recurring multi-year initiatives.

• All capital equipment purchases funded with sources other than "debt proceeds"

also require capital appropriation.

Capital Budgeting Goals

BAM: Bureau-Wide Goals and Strategies

Department

• f Real Estate

Management

• 1. Develop/Acquire

Department of Capital Planning & Policy

• 2. Plan/ Design/

Construct Department of Facilities Management

• 3. Operate/

Maintain Department

• f Real Estate

Management

• 4. Dispose/

Replace

Workplace Strategy & Design Green Buildings Program Technology Integration

WP GBP TI

Elizabeth Granato, Asset Management

Capital Equipment Projects

Capital Equipment Projects

• Ongoing CEP Projects
• Must review ongoing CEP projects in Hyperion
• If project will continue into FY2021, submit cash flow budget for April 2020

– November 2021.

• Unencumbered funding will not roll over at end of FY2020.
• Unspent funding at end of FY2020 will no longer be available.
• FY2021 funding should be identified as "ongoing" in Hyperion.
• No business case required.

Annette Guzman, Budget Director

Capital Equipment Projects

• New CEP Projects
• Types: IT & Telecom, Vehicles, Furniture, Fixed Plant, Institutional

Equipment, Medical Equipment

• Prior to submission:
• Review Allowable IT Capital Expenditure List (available on STEP Portal)
• Identify funding source for capital item
• Consider timelines related to procurement, delivery and invoicing for the project
• Ensure useful life of equipment is at least 5 years and has a value of $5,000 or

more

• Discuss budget for capital equipment project with your Budget Analyst
• For IT projects <$5,000, submit IT Equipment Request Form to BOT

(available on STEP Portal).

Annette Guzman, Budget Director

Allowable & Non-Allowable Capital Expenditure

Annette Guzman, Budget Director

Capital Funding

All Capital Projects must have a capital

• appropriation. Can be funded by:
• Operating Funds
• Special Purpose Funds
• Grant Funds
• Motor Fuel Tax Funds
• Debt Funds

Annette Guzman, Budget Director

CEP Budget Development

Must factor in more than just the cost of the

• equipment. Also consider:
• Ongoing equipment cost beyond year one
• Training costs
• Additional IT support and maintenance costs beyond year
• ne
• Hosting fees or extended warranties
• Lease obligations
• Subscription costs
• Non-capitalized costs

Annette Guzman, Budget Director

CEP Project Submission

• Submit new projects in Hyperion (link to

Business Case form) by April 30th*

• Must fill in forms completely for project to be reviewed for

consideration.

• Additional required documentation:

Type of Request Additional Form Where to upload IT Equipment Request Updated Software and Hardware Asset Inventory BOT Sharepoint Non-IT Equipment Request Updated non-IT, non-vehicle inventory Hyperion Vehicle Request Vehicle Request Form CEP online form Furniture Request* Furniture Procurement Request Form CEP/CIP online form

Annette Guzman, Budget Director

CEP Project Submission

Two ways:

• Hyperion
• Begin submission in

Hyperion

• Open up Business Case

Form

• Use same project title for

your project in Business Case Form

• Add associated Hyperion

Project # into notes section of Business Case Form (Step 0)

• Links Business Case

submission to Hyperion submission

• Business Case Form
• Begin submission in

Business Case form.

• Once done, submit CEP

project in Hyperion using same project title.

Capital Improvement Projects

Important Dates and Deadlines

Business Case Submittal Process

• Expanded User Communication Process and Schedule
• Online Application https://ccnetapps.cookcountyil.gov/BusinessCases/
• VPN Access Required - Reply to email to confirm contact has access

Business Case Review Session

• Teams Meeting Friday, April 17nd at 10 a.m.
• Confirm your contact info and we’ll send the link

Submission Deadline

• All requests must be Submitted in the system by EOB April 30th.
• Submissions received after April 30th will not be accepted

Earl Manning, Capital Planning

CIP Business Cases

• All requests require a thoroughly completed Business Case.
• The new Business Case system will not accept a Submittal without all required* fields filled in; it will tell

• Even if you submitted a Business Case request in a prior year and you DO still need it, you still need to

Corresponding Requests

• The new system only asks you questions about which category you are requesting (CIP, CEP, or SAC).
• Do not enter separate requests if you need two or all three.
• The system only needs to be told once who you are; it populates those fields for all three if you check

Confirmation and Feedback

• Once you Submit a request, the new system creates and emails you a PDF of what you submitted.
• BAM will meet with you during Q3 to give you an update on your requests.
• SAC module remains live all year; CIP and CEP close April 30th.

Earl Manning, Capital Planning

Online Application

Online Application

Online Application

Online Application

Online Application

Online Application

Online Application

CIP/CEP Business Case and Supporting Documentation

CIP/CEP requests and Business Cases that are not filled out in their entirety cannot be Submitted into the system and therefore will not be considered in the FY2021 Capital Plan.

• Our goal is to help you succeed in completing your request and realizing

your capital plans.

• For ops budget and project costs, best estimates are fine; we will get back

to you if we have questions, but if you don’t know, please enter 0. Do not leave any fields with an asterisk* blank.

CIP/CEP requests that are not submitted by April 30th will not be included in the FY2021 Capital Plan

Earl Manning, Capital Planning

Space Allocation Committee Ordinance and CIP Process

Space Allocation Committee (SAC)

• Under the Asset Management and Space Standards Ordinance, SAC

is charged with instituting processes and procedures for departments and agencies requesting additional space or reconfiguration to existing space.

Space Allocation Requests within the CIP process

• SAC module in the online system remains open all year
• DREM performs Preliminary Review – while project funding has not

been confirmed, it still needs to be vetted

• Requesting department submits SAC Request (either with their CIP

Request or later in the year)

• SAC discusses request and renders a decision
• If approved, DREM, DCPP, DFM, or property manager works with

department to plan project

Jessica Caffrey, Real Estate

Furniture Process & Capital Equipment (CE)

Furniture Request Process

• All furniture requests to SAC
• SAC reviews furniture request
• Furniture priority process: 1st Re-use; 2nd DFM Salvage; 3rd Donation;

4th Purchase New

• If SAC approves, SAC provides approved furniture list
• New BAM Furniture Guidelines
• User to provide approved furniture preferences
• This process applies to furniture requests at or over $5,000

Corresponding CE Requests for Furniture

• If your CIP request requires CE such as furniture, check both CEP and

SAC boxes in the CIP/CEP/SAC application

Jessica Caffrey, Real Estate

Salvage process & Project Delivery

• DFM manages the Salvage Program

(https://www.cookcountyil.gov/content/salvage- program) where furniture can be obtained.

• After User Departments submit their CIP Requests,

Capital Planning and Facilities Management will assess projects which are located in spaces managed by DFM to verify which projects can be performed by DFM

• DCPP and DFM will then determine whether those

CIP projects can be performed by DFM or other delivery methods (Market bid, JOC, Piggyback, etc.)

Bilqis Jacobs-El, Salvage Program

Capital Review Process

Budget Timeline

February 11 – April 1, 2020 CIP Business Case high-level meetings with user departments March 6 – April 15, 2020 BAM continues CIP Business Case development meetings with user departments March 16, 2020

• Business case portal opens to user departments for

CEP/CIP/SAC requests

• Hyperion opens for CEP requests

April 1, 2020 CIP/CEP Kick-Off info session April 30, 2019 Deadline for all FY2021 CEP/CIP requests May 1 – June 8, 2020 Capital requests under review June 19, 2020 Review of Capital requests complete and decisions sent to user departments October 2020 President's Executive Recommendation presented to the Board of Commissioners November 6, 2020 Amendments to the Executive Recommendation are due from Commissioners Late November 2020 FY2021 Appropriation Bill sent to Board of Commissioners for a vote November 30, 2020 End of the 2020 Fiscal Year Annette Guzman, Budget Director

*Dates subject to change

CIP/CEP Request Review Session and Contacts

Department CIP/CEP/SAC Representatives

• Departments must designate one (1) Representative to handle all

CIP/CEP/SAC correspondence, questions and submissions

For Questions, Please Contact the Following Designees:

• Corporate Facilities –

Tamas Kutas, tamas.kutas@cookcountyil.gov

• Health & Hospital –

Dave Scott, dscott1@GilbaneCo.com

• Public Safety –

John Kelly, john.kelly@stvinc.com

• Capital Equipment –

Steven Smith, steven.j.smith@cookcountyil.gov

• CEP/SAC Requests –

Patricia Moreno, patricia.moreno@cookcountyil.gov

Earl Manning, Capital Planning