ATTACHMENT #9
Information Technology Fund
The role of Information Technology is to pr ovide responsive, secure and effective support of the City’s network, applications and comm unication services by coordinating and overseeing the budgeting, plann ing, implementati on, operation and maintenance of City- wide systems and ensure that systems developm ent or implementation proceeds in a logical, integrated and cost-effective manner.
The Information Technology Fund is an Internal Services fund that accounts for the City's investment (both capital and people) in Information Technology. Operating departments are charged back for all of the expenses incu rred in this fund based upon their utilization of such technology. Charge backs also include a charge for IT equipment replacement.
PROPOSED SERVICE LEVELS
The objective of the IT Division of the Administrative Services Department is to support and maintain the existing Information Techno logy infrastructures, enterprise-wide and department applications, systems and har dware. IT will continue to have as its hi ghest priority the maintenance of existing network infrastructure, maintaining existi ng software solutions (of which public safety and financial applic ations will receive the highest priority of service), and providing desktop support for op erating departments. IT will pr ovide proactive assistance in helping departments review busine ss processes, developing or acqui ring new applications or revisi ng existing applications and improving existing network infrastructure to support streamlined business processes.
Support and maintain the existing infrastructures, ent erprise-wide and department applications, systems and hardware. Maintain at all times the Public Safe ty applications and Financial Systems that have been identified as critical systems.
High priority would be given to the services and systems that support the entire organization. Support and maintain the existing applicatio ns developed by the City. In addition, support and maintain new development on an as-needed basis.
Support and maintain the existing 3
rd party applications. Work with City departm ents to integrate new applications, systems or devices.
Support and maintain network security, virus protection and net work administration to protect the City’s infrastructure. Maintain the City’s data / voice communi cation systems and Internet presence. Provide staff training and support fo r maximum utilization of existing software applications and hardware.
ATTACHMENT #9
The Information Technology Division’s on-going goals, completed initiatives and anticipated init iatives are included in the Administrative Services Department budget narrative.
Total IT internal service charges for FY 2026-2027 will be $3,926,121 which is $1,071,017 (or ~ 37.5%) higher than internal service charges for FY 2025-2026 of $2,855,104. The main reason for the increase is the planned purchase of a replacement for the City's Financial System software. This software has been in place for 30 years, and has a potential replacement cost of $1,200,000.
Total IT internal service charges for FY 2027-2028 will be $3,016,572 which is $161,468 (or ~ 5.7%) higher than internal service charges for FY 2025-2026 of $2,855,104. The main reason for the increase in FY 2027-28 is due to the expiration of prepaid 3- year subscription terms acquired with the original purchase of our backup and virtualization systems, along with additional consulting expenses for the City's .gov domain migration. The following table summarizes the items that had the highest impact in the changes to the IT fund:
Key Projects for FY 2026-2027
Fiscal
Impact
Financial System Software Replacement:
The City’s Financial System Software is used to process Accounts Payable/Receivable, General Ledger, Payroll, Purchasing, and Utility Billing. Our current software has been in place for 30 years and lacks modern integration capabilities.
$1,200,000
Physical Security Remediations:
Administrative Services has planned a Physical Security Audit in 2026, and there are expected to be a number of follow-ups, including the need for more keycard readers on doors, and more security cameras in facilities. The $70,000 had previously been allocated to Storage Area Network devices for our servers, but these are no longer needed since disk storage is now included with our hyperconverged servers. $70,000
Key Projects for FY 2027-2028
Fiscal
Impact
Hyperconverged Server Replacement:
The City’s hyperconverged servers enables the City to run over 100 virtual Windows server installs on a handful of actual physical servers. This equates to 90% of the City’s server-based applications. Our current $105,000
ATTACHMENT #9
server hardware was purchased in 2024 with a 3-year software subscription .gov Domain Migration Consulting:
With the passage of AB 1637 in 2023, all California local government agencies are required to migrate to a domain ending in .gov by January 1, 2029. Since we’ve never done a domain name change, the funding for a consultant will help make sure that staff is following best practices and that we don’t leave any loose ends. $50,000