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HomeMy WebLinkAboutOrdinance 26971-06-2024Ordinance No. 26971-06-2024 AN ORDINANCE INCREASING ESTIMATED RECEIPTS AND APPROPRIATIONS IN THE GENERAL FUND PROPERTY MANAGEMENT DEPARTMENT IN THE O&M CATEGORY, IN THE AMOUNT OF $100,000.00, TRANSFERRED FROM THE RISK FINANCING FUND; PROVIDING FOR A SEVERABILITY CLAUSE; MAKING THIS ORDINANCE CUMULATIVE OF PRIOR ORDINANCES; REPEALING ALL ORDINANCES IN CONFLICT HEREWITH; AND PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FORT WORTH, TEXAS: SECTION 1. That in addition to those amounts allocated to the various City departments for Fiscal Year 2023-2024 in the Budget of the City Manager, there shall also be increased estimated receipts and appropriations in the General Fund Property Management Department in the O&M Category in the amount of $100,000.00, transferred from the Risk Financing Fund. SECTION 2. That should any portion, section or part of a section of this ordinance be declared invalid, inoperative or void for any reason by a court of competent jurisdiction, such decision, opinion or judgment shall in no way impair the remaining portions, sections, or parts of sections of this ordinance, which said remaining provisions shall be and remain in full force and effect. SECTION 3. That this ordinance shall be cumulative of Ordinance 26453-09-2023 and all other ordinances and appropriations amending the same except in those instances where the provisions of this ordinance are in direct conflict with such other ordinances and appropriations, in which instance said conflicting provisions of said prior ordinances and appropriations are hereby expressly repealed. SECTION 4. This ordinance shall take effect upon adoption. APPROVED AS TO FORM AND LEGALITY: Assistant City Attorney ADOPTED AND EFFECTIVE: June 11, 2024 CITY SECRETARY U Jannette S. Goodall City Secretary Funds available 5/3/24 Risk Financing Budget Period 2024 —� ....11 Fund 60111 Risk Financing Pima Dapelment 014 - Human Re4owr47a f>aW ROBt .J Departtssvd 0141000 • MR Administrot-Mil Q < �� of 1 > >I C) 10096 v ®v rd I Find I Next FORT WORTH. GL0019-03 - Operating Dept Tian Time: 05f0972024 08: 53 AM rxpnn Summary Den Expand All Co/apeeAN Export Detail D;11a p014 Human Resources Dept Roaup S39 194.546 60 $33273,05185 155,421 A82 15) Total Revenues: S39.19CUS.00 S33.173.063.85 155.921482.15) L Salary g Benefits $2,164,130.00 $0.00 $0.00 S7,327,059.20 S827,U7090 EGeneral()per d Mainl S36.908.53000 5000 $4290.97745 S24.488,52538 S8,139.02717 p Transfers a Other S12188600 S000 so 00 $131,885 D0 30.09 Total Expenditures: S3u, 194.548,00 S0.00 S4,2S0,8T7!5 S26.947.S70.52 S4966,097.97 Nondepartmental Budget Period 202a Fund 10100 6erteral Fund Parent Department 690 - NondepartmenW Rvllup Department 0994600 - Nondept Tull Reim'." �Q < 7L—� Of 1 i JI 100% Find 1 Nil FORT WoRm, GLOW 9.03 - Operating Dept RunTimeu 05l08120M 08:56 AM fz�_atrt Summa�ryDatSumma��Data Emend AIE Collapse All Datapetai! Data kxjmqDe Data © Salary 8 Benefits S11150,977.00 $0.00 SO.00 S109.70 511.269.277.30 $General Oper a, Ml 53,838,153.00 $0,00 S0.00 $0.00 $3.638, 153.00 ll Nondepanmenlal Rollup $3,638,15300 $000 5000 $0.00 $3.638. 153. 00 $Transfers 3 Other $12,811,118.00 $0.00 $0.00 $12,811,118 00 $0 Oil Total Expenditures : 527, 700.248,00 50,00 $0.00 S12.812,817,70 S14.987,430-30 Property Mgrnt Dept Budget Period 2024 Fund 1010D G4maral Fund Parent Department t021 - Property Mgmt Dept Rollup v Department 0210410 - Property Mgmt Other C -1 �J of 1 i D 1 130M ®v 1 Find j N e •.t FORT WORTH, GL6019-03 - operating Dept � — RunThrin05109,202409:02AM rZtpOrt Summary Gala Expand All Collapse AS L&oort Detail Data p021 Property Mamt Dept Rollup €2,657,884.00 $1,751.94943 U95,93557) Total ReWnufa: S2,657,884.Oo S1,761.948.43 (€89S,93S.57) [] Salary R 6eneKts €0677.75800 €000 $0.00 €5.406,589.95 S4.271,166.0S []General Dper S Malnl S13,666,80100 521,274. 36 32,177,935.59 $7,033,02011 $3.83547084 W21 Property MOmt Dept Rollup 513.666.801 00 E21,274. 36 52,777. 035.69 S7.033.020 11 b3.835,470 84 El Debt Service $1.958.00000 €n.00 50.00 $979.000.00 $97900000 aiTranslers 6 Other SS.5o1.000 00 $0.00 S6.00 €7,301 oo 00 51,2000D0 00 Total Frpendkteres : 533.803.551. 0o S21.274.36 $2,777,035.69 €20,719,610.06 SS0.295.636.69 City of Fort Worth, Mayor and Texas Council Communication DATE: 06/11/24 M&C FILE NUMBER: M&C 24-0501 LOG NAME: 21 PROPERTY MANAGEMENT ASSESSMENT SUBJECT (ALL) Authorize Execution of a Professional Services Agreement with Athenian Group, LLC in the Amount of $847,513.00 for a Property Management Assessment, Adjust Appropriations in the General Fund and the Risk Financing Fund to Consolidate the Funding for the Property Management Assessment into the Property Management's General Fund Operating Budget for Fiscal Year 2024, Enact Budget Adjustments to Reallocate Resources, Authorize All Associated Transfers, Adopt Appropriation Ordinances, and Amend the Fiscal Year 2024 Budget RECOMMENDATION: It is recommended that the City Council: 1. Authorize execution of a Professional Services Agreement with Athenian Group, LLC in the amount of $847,513.00 for a Property Management Assessment; 2. Adopt the attached appropriation ordinance reallocating Fiscal Year 2024 estimated receipts and appropriations in the Human Resources Risk Financing Fund by decreasing the Operating and Maintenance category in the amount of $100,000.00 and increasing appropriations in the Transfers & Other category by the same amount for the purpose of funding the Professional Services Agreement; 3. Authorize the transfer of funds from the Risk Financing Fund to the General Fund (Property Management budget) in the amount of $100,000.00 for the purpose of funding the Professional Services Agreement; 4. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Property Management Department General Fund Operating Budget, in the amount of $100,000.00, transferred from the Risk Financing Fund, for the purpose of funding the Professional Services Agreement; 5. Adopt the attached appropriation ordinance adjusting estimated receipts and appropriations within the General Fund by increasing the Property Management Department budget in the amount of $347,513.00, and decreasing the Non -Departmental budget by the same amount, for the purpose of funding the Professional Services Agreement, and; 6. Amend the Fiscal Year 2024 Adopted Budget. DISCUSSION: The purpose of this Mayor and Council Communication is to authorize the execution of a Professional Services Agreement with Athenian Group, LLC for an assessment of the Property Management Department. Currently, Property Management operates in a mostly reactive manner, largely due to disparate data sources, ad -hoc processes across divisions, and lack of true visibility into the full asset portfolio. This assessment will evaluate current operations and will focus on the Real Estate, Facilities Management, and General Services divisions of Property Management and will provide an analysis of the City's asset management functions, including staffing, processes, systems, and identify information gaps and opportunities to develop a strategic plan for future operations. The assessment deliverables will be the current state of these divisions, as well as asset inventory, benchmarking, and a roadmap for improvements. Below are specific problem areas, associated deliverables, and the expected outcome to help move the department to a more proactive operating model: Problem SOW Deliverable Expected Outcomes Inconsistent databases Task 0: Process Workshops and Stakeholder 1. Centralized database of City owned assets across departments for mapping 2. Standardized framework for asset entry and City -owned fixed assets level of detail Task 1: AM RM Process, BMI Assessment Report, 3, Expected savings on risk insured facilities with Validation Report, Responsibility Matrix accurate data (current is insured with worst case due to lack of data) Task 3: Inventory: Asset Data dictionary development AD4s, Asset Data Readiness Assessment and Preparation, Levellspecificity of data Task 1: AM RM Process, BMI Assessment Report, 1. DeferredlMajor maintenance planning into needed for capital Validation Report, Responsibility Matrix capital budgeting planning and risk 2. Business case framework for repairlselllbuild management Task 5: Asset Resource Management framework scenarios for assets and tool development 3. Insurance utilization planning for detailed asset database Incomplete data in Task 1: BMI Assessment Report, Validation Report 1. Complete visibility into City assets, allowing for Vueworks and GIS proactive major maintenance planning and Task 2: Current systems architecture, current cycles process maps, current use cases of Vueworks 2, Visibility into aging infrastructure for repair/selllbuild scenarios of assets Task 3: Asset Data Readiness 3. Defined processes and operations for asset Task 4: Strategic Roadmap for systems intake into Vueworks improvement, Strategic Roadmap for process improvement Vueworks not being Task 2: current state systems architecture 1. Recommendations and roadmap to Vueworks used to its capacity for optimal operations asset management Task 3: Tool configuration review and gap analysis 2. Reduction of disparate spreadsheet asset/maintenance databases Task 4: Strategic Roadmap for system 3. Real property portfolio transparency improvement Staffing assessment for Task 0: Stakeholder communications, executive 1. Recommendations and tangible roadmap for PMD (levels, structure, alignment sessions cross division aligned operations within PMD responsibilities) given 2. Proactive staffing roadmap and resource current and future asset Task 1: Current state asset management utilization planning growth and desired responsibility matrix and processes 3. Proactive budget planning and requests level of asset management Task 2: Current state operating process framework, process maps, org structure, staffing model analysis Task 4: Performance Gap improverrment Plan, Strategic Roadmap for Process, Staffing, and Org Structure, Staffing Level Recommendations, Budget and Funding Needs development Questions about which Task 1: AM RM Process, BMI Assessment Report, 1. Centralized management of agreed upon assets PMD should Responsibility Matrix assets by PMD manage versus other 2. One view of all in scope City assets departments Task 2: Current state process maps, current state 3. Proactive real property decision making ownership Task 3: Systems inventory and analysis Task 4: Proactive Asset Management framework, Strategic Roadmap for Asset management, Staffing and responsibility matrix A Request for Proposal (RFP) was issued on October 25, 2023 and was published in the Fort Worth Star -Telegram every week beginning on October 25, 2023 and ending on December 13, 2023. Based on the results of the RFP, Athenian Group, LLC was selected as the most qualified consultant to perform the work based on the published selection criteria. The consultant, Athenian Group, LLC. proposes to perform the scope of work for this contract on time and in an amount not to exceed $847,513.00. City staff considers this fee to be fair and reasonable for the anticipated services to be performed. The City, at its sole option, may renew this contract one time under the same terms and conditions. Funding for the assessment is available in the General Fund budget for Property Management in the amount of $400,000.00 and the General Fund budget for Non -Departmental in the amount of $347,513.00. The Risk Financing Fund will provide the remaining $100,000.00, for a total contract amount of $847,513.00. Approval of this M&C will amend the Fiscal Year 2024 Adopted Budget, as approved by Ordinance 26453-09-2023, Section 1, as follows: Fund Department 1 FY2024 Budget FY2024 Budget Adopted Authority Adjustment Revised Category Budget Budget General Fund Revenues I erty agement I ating L $2,657,884.00 $100,000.00 $2,757,884.00 sfers Expenditures] Departmental �$29,147'095.00�0306&C 24- L($10D.000.00) M&C 24- 0200 ($1,096,847.00) wt24- l($250 OOOAO) Property Management ]Rec $33 803 557.00 This M&C 5 11 This M&C Rec 4 ($347,513.00) $100,000.00 $27,352,735.00 ThisM&C Rec 5 $347,513.00 �34,251,070.00 Total Expenditures $62,960,652.00 ($1,346,847.00) $61,603,805.00 Risk Financing Fund Expenditures Re FHumounces $33,617,296.00 M&C 24 $850,000.00 M&C 23- 0999 $3,500,000.00 ��0264 M&C 24- $1,100,000.00 f u M&C 24- 0322 $127,250.00 This M8C Rec 3 ($100,000.00) $39,494,546.00 Total Expenditures $33, 117,296.00 $5,477,250.00 F$39,094,,546.00 FUNDING — Funding is budgeted in the General Operating & Maintenance category in the Risk Financing Fund for the Human Resources Department and the General Fund for the Non -Departmental and Property Management Departments. Upon approval of the recommendations listed above, funding will be budgeted in the Consultant & Other Prof Service account within the Property Management Department's General Fund operating budget. DIVERSITY AND INCLUSION (DVIN) — A Professional Service 252 Exemption Form was submitted and approved for these services. Therefore, the business equity goal requirement is not applicable. AGREEMENT TERMS — Upon City Council approval, the agreement shall begin upon execution and expire upon completion and payment of all services. ADMINISTRATIVE CHANGE ORDER: An Administrative change order or increase may be made by the City Manager to the agreement up to the amount allowed by relevant law and the Fort Worth City Code and does not require specific City Council approval as long as sufficient funds have been appropriated. FISCAL. INFQRMATION I CERTIFICATION: The Director of Finance certifies that upon approval of the recommendations and adoption of the attached appropriation ordinances, funds will be available in the current operating budget, as appropriated, in the General Fund for the Property Management Department. Prior to an expenditure being incurred, the Property Management Department has the responsibility to validate the availability of funds. , Submitted for Cijy Manager's Office by: Dana Burghdoff 8018 Originating Business Unit Head: Marilyn Marvin 7708 Additional Information Contact: Eliana Guevara 5199