REPORT from

OFFICE OF THE CITY ADMINISTRATIVE OFFICER

Date: March 10, 2016

To:

From:

Reference:

Subject:

The Mayor The City Council

Miguel A. Santana, City Administrative Officer

2015-16 Adopted Budget

INNOVATION FUND RECOMMENDATIONS

CAO File No.Council File No. 14-0600-S49 Council District: All

SUMMARY

The Innovation and Performance Commission (IPC) recommends approval of funding from the Innovation Fund (IF) for the following four ideas: (1) Department of Transportation (DOT) Pop-up Bikeways, (2) Board of Public Works (BPW) Clean LA Contest, (3) Personnel Department electronic Statement of Personal History (eSOPH) Electronic Background Investigation Software, and (4) Personnel Department Electronic Digital X-Ray Production. These ideas, and the recommended funding and implementation steps, are described below. As departments proceed with implementation, additional refinement may occur.

1. DOT Pop-Up Bikeways - $100,000

Over the summer of 2015, DOT worked with interns of Gensler, an architecture firm, on a series of infrastructure challenges faced by cities. As a result of that research, the concept of pop-up bikeways was developed. DOT requests $100,000 to produce a functional prototype of these pop-up bikeways, called the Traveling Protected Bikeway (BIKEON), a temporary lane separator that provides a physical barrier between vehicles and bike lanes on City streets. DOT will partner with Saris Cycling Group (SCG), a manufacturer and distributor of bike parking, storage, and cycling products to develop the prototype. The purpose of this pilot would be to:

• Use the prototype as a public outreach tool to show the public what bikeway infrastructure will look and feel like;

• Help designers learn how the BIKEON prototype is likely to function; and,• Provide temporary infrastructure for events such as CicLAvia.

The Department states that the BIKEON pilot will attempt to improve the current safety infrastructure within the City, in support of the Mayor's Executive Directive No. 10, Vision Zero, which aims to eliminate the number of traffic deaths.

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On November 9, 2015, DOT and SCG entered into a Memorandum of Understanding (MOU), agreeing to abide by the following conditions as stipulated in the MOU. DOT will:

• Provide design feedback and recommendations during concept development, refinement, prototype, and pilot phases of the project as well as cover costs associated with the materials used and travel of SCG personnel during the project development;• Determine the location(s) for prototype and pilot installations to provide feedback for the development team; and,• Retain ownership of all delivered prototype models and pilot phase products associated with the BIKEON project.

In return, SCG will:

• Cover labor and related costs; and,• In collaboration with DOT, provide the design and development framework to facilitate the Gensler intern concept into a functional pilot installation.

Upon successful installation of the pilot product, SCG will be the exclusive licensee, manufacturer, and vendor of BIKEON and any product derivatives for potential future sales to DOT or other communities interested in temporarily transforming a street into safe, separated spaces for vehicles and bikes.

The proposed time line of the pilot, from concept development to release for pre-production is up to eight months:

• Three to four weeks to create a proof of concept model to illustrate and understand basic mechanical architecture and key components of the pop-up bikeway;• Three to four weeks to create a works-like/looks-like prototype that can be installed as intended to provide feedback before finalizing design;• Eight to 10 weeks for the fabrication of 10 to 20 functional prototypes for small scale installation and test run; and,• Twelve to 14 weeks to fabricate 100 to 200 first-production articles for full pilot installation.

The Commission recommends funding of $100,000 for the materials and travel associated with the development and implementation of this pilot. Of the $100,000 requested, up to $17,000 will be used for materials associated with concept development, concept refinement, and the production of 20 lane separators. Funding of up to $80,000 will be used for materials associated with the pre-production release of 200 separators. The remaining $3,000 will be available for travel expenses for members of the SCG design review and installation team to review the product on site. Total travel funds of up to $9,500 would be available should expenditures for materials be less than $97,000 maximum. DOT is prepared to absorb travel expenses of $6,500 if the maximum available funding of $97,000 is needed for materials.

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2. BPW Clean LA Contest- $35,000

BPW requests $35,000 to develop a Clean LA contest for the residents of the City of Los Angeles to engage communities in keeping Los Angeles clean. The goal of the campaign is to reduce litter and graffiti and to jumpstart civic engagement around Los Angeles’ cleanliness. According to the BPW, the Clean LA Contest would complement the Mayor’s Clean Street Initiative, which calls for greater coordination around clean-ups and public engagement. The BPW would partner with the Bureau of Sanitation and the Department of Neighborhood Empowerment (DONE) on the outreach and implementation of the contest. The pilot consists of three components: contest, marketing, and engagement.

The first component of the pilot is to launch “Champion-to-Challenger,” a 12-week competition throughout the City’s 96 Neighborhood Councils (NCs), focused on cleaning respective NC areas. This effort will be led by DONE. Success will be measured using the City’s street-by­street cleanliness index. The BPW states that winners will be decided by measuring the change in the rating, based on its cleanliness index, in that specific neighborhood. A monetary award will be issued to the contest winners. Accordingly, it is recommended that DONE review and approve the expenditure of the Clean LA Contest monetary prize to ensure that funds are expended in a manner that is consistent with the NC Funding Program guidelines; keep the funds separate from the NC's online checking account; and, utilize the demand warrant process in the expenditure of these funds.

The second component of the pilot is to develop marketing materials to raise awareness of the MyLA311 mobile application and the 3-1-1 helpline. This effort would be led by the BPW and would include crowdsourcing ideas to encourage businesses, volunteers, Neighborhood Councils, and Business Improvement Districts to develop creative messaging that motivate residents to report neighborhood blight. The BPW plans to work with a public relations firm to assist in the development of marketing materials and an outreach plan.

The third component of the pilot is to develop and implement an outreach plan to market the Clean LA Contest and increase public awareness of the campaign. This component includes distributing promotional materials, visiting Neighborhood Councils, and raising awareness of the MyLA311 and 3-1-1 helpline to report blight. This phase of the pilot would be supported by an intern that would also be responsible for conducting research on the success of the campaign. DONE has agreed to allow BPW to use DONE’s existing part-time position authority to hire an intern to perform this work.

According to BPW, its Office of Community Beautification is working with ITA to make desired modifications to MyLA311 to allow citizens to report small litter or weed abatement clean up rather than reporting it as illegal dumping. BPW also states that its Public Affairs Office is working with the Mayor’s Office and ITA to ensure consistency and quality related to any marketing materials.

The Commission recommends funding of $35,000 to pilot the Clean LA Contest. Funding of $25,000 would be awarded to contest winners in allotments of either $1,000 or $2,500.

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Funding of $5,000 would be used to develop marketing materials, and $5,000 would be used to hire an intern to provide administrative support and conduct research.

3. Personnel Department Electronic Statement of Personal History (eSOPH) Electronic Background Investigation Software - $121,000

The Personnel Department (Personnel) is requesting $121,000 for the license and implementation of an electronic web-based background investigation software for Firefighter background checks called eSOPH. According to Personnel, the current background investigation process is very comprehensive and labor-intensive requiring the compilation and storage of a large amount of physical documents regarding each candidate’s personal information, including a complete personal history, personal reference checks, educational and employment history, credit checks, and other information required for public safety employment evaluation. This process relies heavily on the use of paper documents, envelopes, folders, postage, and photocopying, processed and supported by clerical staff. These items are then packaged and transported between divisions in the Personnel Department for review and disposition.

Personnel reports that by installing and utilizing the eSOPH software, background investigations would be completed electronically thereby replacing the current paper based process and eliminating the need to store paper files. Candidates would be able to complete a Personal History Form (PHF) and respond to questions in a Pre-lnvestigative Questionnaire (PIQ) online using the eSOPH software. The candidate's personal and employment references would also be able to submit documents online. The electronic files would be stored through Amazon Cloud Government secure storage, and the files could be reviewed by Background Investigators and other City personnel over a secure computer network utilizing a password. This security feature would prevent unauthorized access to a candidate’s personal information.

Personnel states that the ability to review the files electronically will save weeks of time and labor previously needed for a Background Investigator to manually record responses given by a candidate to the PHF and PIQ. Additional reductions in processing time are anticipated due to the ability to share files electronically, eliminating the need to physically transport documents between divisions within the Personnel Department and other City departments. It is anticipated that cost savings would be generated from the reduction in clerical labor to support the background investigation process along with reductions in stationery and postage costs. Further savings are anticipated due to the reduction in background case processing time.

The Commission recommends funding of $121,000 for the license, installation, support equipment, staff training, and estimated overtime associated with the eSOPH electronic background investigation software. The breakdown for the cost is as follows:

• $57,000 - Access to eSOPH program for 1,500 candidates at $38 per investigation (recurring annual fee)

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• $22,500 - Training cost (one-time fee)• $0 - Storage of files (first year)• $16,960 - Purchase of 20 Dell Tablets with covers at $847.99 a tablet (one-time fee):

o $479.00 - Dell Venue 10 Pro 5055, Win 8.1 Pro(32) o $104.00 - Three Year Dell Data Protection Encryption (DDPE) Enterprise

Edition License + ProSupport for Software o $225.00 - Two Year ProSupport Plus with Next Day Onsite Service o $ 39.99 — Dell Venue Rotating Folio

• $ 1,526 - Sales Tax on Tablets (one-time fee at nine percent)• $14,400 - Data service for tablets at $60 per month per tablet for 12 months

(recurring annual fee)• $ 8,000 - Estimated overtime for creating and uploading City background forms into

the eSOPH program by Group Supervisors and Team Leaders (one-time fee)

Personnel states that the storage of electronic files in the Amazon Cloud for the first year is included at a cost of $38 per investigation up to 20 gigabits of memory for approximately 2,000 files. If additional storage is needed, it will cost $15 per gigabit or 100 files. eSOPH charges for the use of memory but does not charge a fee to maintain archived files. No additional storage fees are anticipated at this time.

4. Personnel Department Electronic Digital X-Ray Production - $37,018

The Personnel Department is requesting $37,018.10 to purchase an electronic digital x-ray system. This system would replace the current chemical x-ray imaging system used by the Personnel Department, Medical Services Division (MSD) to perform necessary x-rays for employees requiring medical surveillance evaluations, pre-employment medical examinations, return to work evaluations for City Departments, and to process candidates from the Los Angeles Police Department (LAPD), Los Angeles Fire Department (LAFD), and Department of Recreation and Parks. According to the MSD, the handling of these chemicals can pose an exposure risk to employees. MSD states that due to code changes from regulatory agencies, companies that continue to use chemicals for x-ray imaging must perform additional safety and quality checks and are required to produce six daily tests on the x-ray machine. MSD states that many vendors are transitioning out of chemical x-ray supplies, resulting in a higher cost to obtain those supplies necessary to remain in regulatory compliance. By transitioning to an electronic digital x-ray system, MSD aims to increase the number of clients processed in Occupational Health, while reducing employee exposure to x-ray processing chemicals.

MSD states that the increase in x-ray production resulting from the digital x-ray transition could also assist in decreasing the number of days to process LAPD and LAFD candidates by reducing x-ray wait time. Once implemented, MSD estimates that 60 x-rays could be completed per hour, equaling 480 in a day. MSD would utilize a web-based storage system, Del EvoView that will store the images. The archive system is server-based and has the ability to store three terabytes of digital information or approximately 15,000 client records. Once purchased, MSD anticipates a two-day set-up period followed by a two-day staff training

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period.

The Commission is recommending funding of $37,018.10 to support the MSD transition to an electronic digital x-ray system. Of the $37,018.10, $25,350 will be used to cover the one-time purchase of a KM-IP-SIGMA-60 ImagePilot Sigma 60 CR System with ImagePilot Imaging Workstation System. MSD would use $703.30 one-time to purchase a 10x12 Sigma Cassette/plate and $1,171.30 one-time to purchase a 14x17 Sigma Cassette/plate. These cassettes would need to be replaced approximately every four years. The remaining $9,093.50 will be spent on the purchase of the Del EvoView software.

RECOMMENDATIONS

That the Council, subject to the approval of the Mayor:

1 Create the following accounts in the following amounts within the Innovation Fund No.

2. Transfer $293,018 between accounts within various departments and funds as specified in Attachment 1.

3. Instruct the Department of Neighborhood Empowerment (DONE) to:a. Review and approve the expenditure of the Clean LA Contest monetary prize to

ensure that funds are expended in a manner that is consistent with the Neighborhood Council (NC) Funding Program guidelines;

b. Keep the funds separate from the NC's online checking account; and,c. Utilize the demand warrant process in the expenditure of these funds.

4. Instruct Departments receiving Innovation Fund monies to:a. Separately track all encumbrances and expenditures of Innovation Fund monies so

that unspent funds can be returned to the Innovation Fund at the end of the fiscal year; and

b. Report to the Innovation and Performance Commission with an accounting of the funds, the lessons learned, and any obstacles faced.

5. Authorize the CAO to make technical corrections as necessary to those transactions included in this report to implement Mayor and Council intentions.

105/10:

• DOT - Pop-Up Bikeways• BPW - Clean LA Contest• Personnel - eSOPH Electronic Background Investigation• Personnel - Electronic Digital X-Ray Production

$100,000 $ 35,000 $121,000 $ 37,018

FISCAL IMPACT STATEMENT

Approval of these recommendations will allocate $293,018 of the remaining $758,416 Innovation

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Fund 2015-16 budget balance. The $293,018 will be transferred or appropriated to departments to begin implementation of ideas that have been submitted to the Innovation and Performance Commission. In some cases, departments will incur ongoing costs.

Attachment

MAS:BS:11160059h

ATTACHMENT 1FY 2015-16 INNOVATION FUND TRANSFERS

TRANSFERS BETWEEN DEPARTMENTS AND FUNDS

TRANSFER FROM TRANSFER TODEPARTMENT NAME FUND/ACCOUNT AMOUNT FUND/ACCOUNT AMOUNT

Department of Transportation Fund 105/10, Innovation Fund Fund 840/94. Department of Transportation Trust Fund

Pop-Up Bikeways Account To Be Established, Pop-Up Bikeways $ 100,000.00 94MXXX, Account To Be Established, Pop-Up Bikeways $ 100,000.00

Subtotal $ 100,000.00

Board of Public Works Fund 105/10, Innovation Fund Fund 100/74, Board of Public Works, Office of Community Beautification

Clean LA Contest Account To Be Established, Clean LA Contest $ 35,000.00 003040, Contractual Services s 5,000.00Fund 100/47, Department of Neighborhood Empowerment

001070, Salaries As-Needed s 5,000.00

Fund 44B/47, Department of Neighborhood Empowerment

47M240, Neighborhood Councils s 25,000.00

Subtotal $ 35,000.00

Personnel Department Fund 105/10, Innovation Fund Fund 100/66, Personnel Department

eSOPH Electronic Background Account To Be Established, eSOPH Electronic Background Investigative

Investigation Software Software $ 121,000.00 003040, Contractual Services $ 79,500.00

006010, Office and Administration s 33,500.00

001090, Overtime $ 8,000.00Subtotal $ 121,000.00

Personnel Department Fund 105/10, Innovation Fund Fund 100/66, Personnel Department

Electronic Digital X-Ray Production Account To Be Established, Electronic Digital X-Ray Production s 37,018.00 003190, Medical Supplies $ 37,018.00

Subtotal $ 37,018.00

TOTAL ALL DEPARTMENTS AND FUNDS $ 293,018.00 $293,018.00