M E M O R A N D U M. DATE: December 23, King County Council Capital Budget Committee. Data Center Relocation Monthly Oversight

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1 Metrplitan King Cunty Cuncil King Cunty Auditr s Office Cheryle A. Brm, King Cunty Auditr King Cunty Curthuse 516 Third Avenue, Rm W1033 Seattle, WA Fax TTY M E M O R A N D U M DATE: December 23, 2008 TO: FROM: SUBJECT: King Cunty Cuncil Capital Budget Cmmittee Cheryle A. Brm, Cunty Auditr Data Center Relcatin Mnthly Oversight Attached is the first Data Center Relcatin mnthly status reprt prepared by the Facilities Management Divisin (FMD) and the Office f Infrmatin Resurce Management (OIRM). Oversight f this prject was added t the King Cunty Auditr s Office wrk prgram under the Capital Prjects Oversight (CPO) prgram in September Oversight is being cnducted thrugh mnthly meetings with the prject team, review and cmment n status reprts and discussin f emerging risks n this prject. This reprt prvides a review f the status f scpe, schedule, budget and risk fr the Data Center Relcatin prject thrugh Octber Part f the versight effrt will be t refine the cntent f the mnthly reprt t mre clearly present the areas f emphasis fr capital prject versight. FMD and OIRM are receptive t cnsidering changes t future reprts. T that end, if there is additinal infrmatin that the cmmittee wuld like t see, please let me knw. The prject team is evaluating a change in the scpe f the prject which wuld reduce the size f the ffice space cmpnent leased fr the new data center lcatin at the Sabey Center. This change is being cnsidered as a prject cst saving measure made pssible because suitable ffice space is available fr OIRM emplyees in the Chink building. Our ffice will mnitr and review this evaluatin and reprt n the impacts f any change in prject scpe. If the Sabey Center lease is amended t reduce the amunt f ffice space, a reductin in perating csts wuld be expected. There may be sme capital prject cst savings as well. The baseline schedule fr the prject shws cmmissining f the data center n May 22, 2009, finishing the physical mve f cunty equipment frm Seattle t Tukwila n Octber 12, 2009 and cmpletin f the secndary fiber installatin by April 6, Currently the prject is n schedule. The schedule will be updated nce the relcatin cnsultant is under cntract t reflect the schedule fr milestnes n their scpe f wrk. If the relcatin cnsultant is nt under cntract by the end f the year, the cmpletin f the prject culd be delayed. A fcus f versight in the future will be t understand and cmmunicate the cst impacts f any schedule delay.

2 King Cunty Cuncil Capital Budget Cmmittee December 23, 2008 Page 2 This prject has a ttal budget f $18,886,115. Thrugh Octber, expenditures have been $909,336 r apprximately 5% f the prject budget and are cnsistent with planned expenditures. Sufficient versight has nt been cnducted t cmment n the cnfidence in the frecast ttal prject cst at cmpletin. This will be the subject f future reprt transmittals t yu. We appreciate the cllabrative effrts f FMD and OIRM in prviding fr effective versight f the Data Center Relcatin prject cnsistent with cuncil intent. N frmal presentatin f this mnthly reprt has been scheduled fr the Capital Budget Cmmittee. As with all CPO reprts this will be placed n the KCAO website s it will be available t the public. Shuld yu have questins r cmments n the reprt, please cntact me r Tina Rgers, the Capital Prjects Oversight Manager. CB:TR:jl Attachments: Data Center Relcatin, Facilities Management Divisin & Office f Infrmatin Resurce Management, Octber 2008 Mnthly Reprting cc: Metrplitan King Cunty Cuncilmembers Rn Sims, Cunty Executive David Martinez, Cunty Chief Infrmatin Officer Jim Buck, Cunty Administrative Officer Designee Bb Cwan, Budget Office Directr Kathy Brwn, Directr Facilities Management Divisin Sarja Reddy, King Cunty Cuncil Plicy Staff Directr Mark Melry, Senir Principal Legislative Analyst, King Cunty Cuncil Capital Budget Cmmittee

3 DATA CENTER RELOCATION Facilities Management Divisin & Office f Infrmatin Resurce Management Octber Mnthly Reprting Prject Summary The Data Center Relcatin Prject will create a dedicated King Cunty facility in the new Sabey Data Center lcated in Seattle, Washingtn. The prject will develp apprximately 7,500 s.f. f data space and 580 s.f. f strage. The ttal budget is $18.8 millin which includes $9.9 millin fr tenant imprvements. The Data Center currently resides in leased space in the Seattle Municipal Twer (SMT). Over the next 12 mnths the Facilities Management Divisin, Office f Infrmatin Management and the Sabey Cmpany will cllabrate n designing, cnstructing, equipping and relcating apprximately 6 f the server capacity fr King Cunty gvernment t this new, state-f-the-art facility.

4 Prject Overview Prgress Highlights The Data Center tenant imprvements are prceeding as planned. The Sabey C. Data Center has designed a buildut accrding t a set f King Cunty Essential Perfrmance Requirements. The Sabey C. has presented a set f 8 cmplete cnstructin dcuments fr apprval by the King Cunty prject team. The KC design review is underway. The prject team is als finalizing cntract negtiatins with the relcatin cnsultant. OIRM is dcumenting data systems t accelerate the cnsultant planning prcess. An amendment t the Sabey lease fr temprary fiber service is being prepared. Decisins abut rganizatin, rles and respnsibilities were made this mnth and cdified in a MOU. Budget Apprpriatin Data Center Specificatins/Relcatin 2006 CIP 575, Supplemental 9,949, CIP Recnciliatin 231,717 Ttal 10,756, Data Center Specificatins/Relcatin 6,385, Data Center Cntingency Prject 1,744,132 Ttal Data Center Relcatin Budget 18,886,115 Budget Summary PrjectN Descriptin Current Budget Expenditure Frecasted Cmmitment Prjected Balance FMD Data Center Relcatin 10,756, ,561 9,855, OIRM DC Relcatin 6,385,768 8, ,002 6,248, OIRM DC Cntingency 1,744, ,000 1,169,132 Grand Ttal All Prjects 18,886, ,336 10,424,137 7,418,123 Planned Cmparisn Cash Flw Actual Sep 08 Oct Nv Dec Jan Critical Issues Installatin f temprary, secndary fiber by Abvenet: installatin needs t ccur in rder t avid cnstructin delays. King Cunty has cntracted with Sabey t expedite installatin. Relcatin budget and cnsultant negtiatins: Cnsultant negtiatins have nt been finalized which may delay the physical mve timeline. Initial fee prpsal by cnsultant exceeded the budget. OIRM has revised the scpe and the fee is being negtiated. Cntract finalizatin is expected in Nvember. 09 Feb Mar Apr May Jun Jul Aug Sep Oct Nv Dec Jan. Accmplishments MOU finalized by OIRM and FMD utlining rles, respnsibilities, prject risks and majr schedule milestnes. Reprting structure reviewed with the Cuncil Auditr. This reprt represents the inaugural editin f the regular prject status reprt. Tentative agreement reached with the relcatin cnsultant. Evaluating peratins t reduce ffice space cmpnent 10 Summary Schedule % Activity Planned Actual Current Frecast Cmplete Start Finish Start Finish Start Finish 10 Lease Develpment 2/4/08 8/15/08 2/4/08 8/15/08 Design TI's 8/18/08 11/21/08 8/18/08 11/21/08 Permits 10/24/08 11/21/08 10/24/08 11/21/08 Cnstruct TI's 11/24/08 4/10/09 11/24/08 4/10/09 Cmmissining 4/13/09 5/22/09 4/13/09 5/22/09 Data Center Infrastructure 5/5/08 5/11/09 5/5/08 6/1/09 Netwrk Engineering 5/5/08 9/30/09 5/5/08 10/12/09 Telephny 9/15/08 6/22/09 9/15/08 5/15/09 Wireless & KCPAN 9/15/08 10/7/09 9/15/08 10/19/08 Server Build Area 11/12/08 7/25/09 11/14/08 10/5/09 I-Net Equipment 3/9/09 6/29/09 2/20/09 6/1/09 KCWAN Fiber-Primary Line 5/5/08 6/15/09 5/5/08 5/15/09 KCWAN Fiber-Secndary Line 5/5/08 4/6/10 5/5/08 4/6/10 Temprary Fiber (AbveNet) 9/4/08 4/30/09 9/4/08 4/30/09 Systems Engineering 12/3/08 9/23/09 11/17/08 10/1/09 Applicatins 9/15/08 8/10/09 9/15/08 7/31/09 Relcatin Cnsultant Physical Mve 4/22/08 10/12/09 4/22/08 9/30/09 2

5 Prject Organizatin Prject Spnsrs Auditr OMB Cntingency Fund FMD Majr Prject Manager PRB FMD Prject Manager Prject Crdinatin OIRM Prject Manager FMD Technical Cnsultant Landlrd (Sabey) Asst. Prject Manager DC Infrastructure Telephny Netwrk Prject Manger Relcatin Cnsultant Sabey A/E Sabey CM Sabey Sub Cntractrs Systems Engineer Applicatins Client Agencies The Data Center Relcatin Prject is rganized t take advantage f the specific expertise f the majr stakehlders. Cmbining specialized knwledge and staffs frm the FMD and OIRM alng with the Sabey C prvides the resurces required t successfully implement this prject. T that end, FMD and OIRM have entered int an MOU which details their respective rles and respnsibilities. OIRM will be respnsible fr the develpment and management f the equipment, infrastructure, peratinal, and spatial needs f the prgrams and staff affected by this relcatin. Additinally OIRM will be respnsible fr managing the Cnsultant respnsible fr relcatin f the Data Center peratins and all equipment t the new facility. FMD will be respnsible fr Prject Prgram develpment, facility selectin, financial strategy, budget apprpriatin fr the new facility, managing leasing and design cnsultants, mnitring the design and cnstructin f the new facility; in cllabratin with OIRM staff and dcumented OIRM essential perfrmance requirements. Executive-level versight will be prvided by the directrs f OMB, FMD, and OIRM as part f a Prject Spnsrs Cmmittee. The prject spnsrs will have general versight f bth the design and cnstructin f the tenant imprvements fr the data center and the physical relcatin f the Seattle Municipal Twer data center and auxiliary server rm t the new facility. The prject spnsrs will review and apprve all changes t the scpe f wrk, schedule, and budget. Regular reprting t the Cuncil Auditr and cuncil members will ccur thrughut the prject schedule. 3

6 Data Center Scpe f Wrk Detail Develpment f the IT Infrastructure: Data center infrastructure: pwer crds, blanking panels, KVM switches Netwrk: MDF and IDF(s) switches and wireless equipment Telephny: purchase and installatin f telephnes as well as circuit installatins Fiber: installatin f primary and secndary fiber frm the Sabey building t KCWAN dwntwn Seattle cre (as well as temprary secndary fiber) Relcatin - Cnsultant will plan, schedule and execute the physical mve f SMT and Frtress and c-lcatin t the Sabey data center. Tenant Imprvements The landlrd will prvide tenant imprvements fr the cnstructin f an N+1 type data center sufficient t supprt 150 watts per s.f. and will include all partitins, drs, architectural finishes, electrical, cmmunicatins, plumbing, and HVAC. The final buildut will ttal 7,492 s.f. f data center and 580 s.f. f strage. Budget Detail Descriptin Current Budget Schedule Detail Expenditures Encumbrance Current Balance Frecasted Cmmitments Prjected Balance FMD Data Center Relcatin Design 746, ,369 6,517 31, ,000 (160,983) Cnstructin 9,821,840 3,721-9,818,119 9,500, ,119 Equipment/Furnishings Cntingency % fr Art Cunty Frce Design Prject Management 187, , ,137 (157,136) Ttals 10,756, ,561 6,517 9,849,137 9,849,137 - OIRM Data Center Relcatin Data Center Infrastructure Netwrk Engineering 1,177, ,203 1,052,107-1,052,107 Telephny Wireless & KCPAN Server Build Area I-Net Equipment KCWAN Fiber 1,839,866 Abvenet Fiber 1,056,762 Systems Engineering Relcatin Cnsultant 1,306,800 1,306,800-1,306,800 OIRM Labr 1,005,030 8,775 2, , ,456 Ttals 6,385,768 8, ,002 6,248,991-6,248,991 OIRM Data Center Cntingency Cntingency 1,744,132 1,744, ,000 1,169,132 Ttals 1,744, ,744, ,000 1,169,132 Grand Ttal All Prjects 18,886, , ,519 17,842,260 10,424,137 7,418,123 4

7 ID % Cm plete Task Nam e Start Finish Baseline Start 1 28% FMD Data Center Tenant Imprvements Mn 2/4/08 Tue 4/20/10 Mn 2/4/ Lease Develpment Mn 2/4/08 Tue 3/25/08 Mn 2/4/ % Design Data Center TI's (Sabey) Mn 8/18/08 Thu 11/27/08 Mn 8/18/ Prject Start up Mn 8/18/08 Fri 9/19/08 Mn 8/18/08 44 Sabey 9 submittal Mn 9/22/08 Fri 10/24/08 Mn 9/22/08 45 FMD/OIRM review 9 s ubmittal Mn 10/27/08 Tue 11/4/08 Mn 10/27/08 46 FMD/OIRM apprves 9 s ubmittal Tue 11/4/08 Tue 11/4/08 Tue 11/4/08 47 Sabey cm pletes 10 submittal Wed 11/5/08 Tue 11/18/08 Wed 11/5/08 48 FMD/OIRM reviews final TI cs t budget Wed 11/19/08 Thu 11/27/08 Wed 11/19/08 49 FMD/OIRM apprves final TI budget Thu 11/27/08 Thu 11/27/08 Thu 11/27/08 50 Cnstructin Permits (Sabey) Fri 10/24/08 Fri 11/21/08 Fri 10/24/08 54 Cnstructin (Sabey) Mn 11/24/08 Fri 5/22/09 Mn 11/24/08 60 Mnitr OIRM Relcatin Mn 5/25/09 Fri 10/9/09 Mn 5/25/ % Sabey Data Ce nter Re lcatin Tue 4/22/08 Tue 4/20/10 Tue 4/22/08 1 Tenant Imprvem ents Mn 8/18/08 Fri 5/22/09 NA 2 15% IT Infrastructure Buildut and Relcatin Tue 4/22/08 Tue 4/20/10 NA 3 Data Center Infrastructure Mn 5/5/08 Mn 5/11/09 NA 19 28% Netwrk Engineering Mn 5/5/08 Wed 9/30/09 NA 31 Telephny Mn 9/15/08 Mn 6/22/09 NA 35 2% Wireless and KCPAN Mn 9/15/08 Wed 10/7/09 NA 39 Server Build Area Wed 11/12/08 Sat 7/25/09 NA 42 I-Net Equipment Mn 3/16/09 Mn 6/29/09 NA 46 24% KCWAN Fiber Mn 5/5/08 Tue 4/6/10 NA 47 34% Primary Path Mn 5/5/08 Mn 6/15/09 NA 50 2 Secndary Path Mn 5/5/08 Tue 4/6/10 NA 54 12% AbveNet Fiber Thu 9/4/08 Thu 4/30/09 NA 61 Systems Engineering Wed 12/3/08 Wed 9/23/09 NA 66 1% Applicatins Mn 9/15/08 Mn 8/10/09 NA 70 29% Relcatin Cnsultant - Physical Mve Tue 4/22/08 Mn 10/12/09 NA 89 Decmmissining Tue 10/27/09 Tue 11/17/09 NA 92 IT Infrastructure and Relcatin Prject C Fri 12/4/09 Tue 4/20/10 NA J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A 10 11/4 11/27 5

8 Draft Prgress Flr Plan 6