HomeMy WebLinkAboutOrdinance 26972-06-2024Ordinance No. 26972-06-2024
AN ORDINANCE ADJUSTING ESTIMATED RECEIPTS AND
APPROPRIATIONS IN THE GENERAL FUND, BY INCREASING ESTIMATED
RECEIPTS AND APPROPRIATIONS IN THE PROPERTY MANAGEMENT
DEPARTMENT IN THE AMOUNT OF $347,513.00 AND DECREASING
ESTIMATED RECEIPTS AND APPROPRIATIONS IN THE NON -
DEPARTMENTAL DEPARTMENT BY THE SAME AMOUNT; 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 the budget of the City of Fort Worth for Fiscal Year 2023-2024, as enacted by Ordinance 26453-09-
2023, as amended, is hereby further amended to make the following adjustments to estimated receipts and
appropriations in the General Fund, by increasing estimated receipts and appropriations in the Property
Management Department in the amount of $347,513.00 and decreasing estimated receipts and appropriations
in the Non -Departmental Department by the same amount.
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 shaII 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said prior ordinances and appropriations are hereby expressly repealed.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
Jannette S. GoodaII
City Secretary
'1Uh„
Funds available 5/3/24
Risk Financing
Budget Period 2DE4 Fund I66111 Risk Financing;"
par" Department 014 - Numan Retl Dept Roth �: Department I 0111000 - HR AdministraM1iD74
14 < I= of 1 > ;? 100% v ®vE5rind I NfA
FORT WORT11, GLOO19-03.Operating Dept
RunTime: 051091202A 00:53 AM
Exp2rt Summary Data ExpasdAll cog"" AN
LAport Detail Dale
g514 Human Resources Dept RDdup
$30.194,54e.Do
533273.053.65
(55,021 48215)
Total Revenues; 530,194,546.D0
SJ7.27J,063.05
(S5.92LC 92.15)
,«15atery S Ranehta
$2,154.130,DO
50.04
$0,00
51,327,059.20
$QT076.85
Lac—ral Op., S 41,1M
S36.908.530 DO
sow
3428U877.45
S24 499.625 38
58,139,027.17
lalrwsfers A Other
5131.886 00
$000
50.00
$131 886.D➢
5000
Total i:xpendaurel: Sao, 194546,00
SO.DO
$4.280,877A5
S25,947.570.58
S8,968,097.97
Nondepartmental
Budget Period 2024 I Fund 10100 Genefal Fund _
Parent Department 090 - Nondepartmenlai Rcllup Department 0904600 • Nondapt I "UC n re,m U' "
14 < 10 D5 1 > D I
ORC WORTH. GL0019-03 - Operating Dept
RunTime: 05i0912024 08:56 AM
Ea port Summ D 9A Expand All Collapse All
Ec17�eTAII Data
DS jLII Dataa
® Salary R Benettts
$11250.977DO
$0.00
50.DO
S1,69970
$11.249.277, 30
gGeireral Oper R Mam1
$3,638,153.00
S000
SO 00
SO. DO
$3,638.153.00
0090 Nondeparimental Rol lup
53,638,153 DO
SO 00
$100
$0 00
$3,638 15300
rslTransfers 8 Other
612,611,118.00
SO. DO
50,00
$12,811.110.00
50.00
TOW Expenddures: $27,700,248.00
50.00
SO.DO
$12,812,817.70
S14,887.430.30
Property Mgmt Dept
Budget Period F 2024 Fund 10100 General Fund v�
Parent Otipartment 021 - Property Mg Dept Rollup " Department 02 t0410 - Property Mgmt Other [ "I
14 G 17-1 of T > find i Nei
FORT WORTH. GL0019-03 - Operating Dept
RunTime: 05f09R024 09:02 AM
sxport Summary Dery Expand All Collapse All
E&wn Detail Data
M021 Property MOmI Dept Rodup
$2.657,884 DO
$1.761,94843 --
Total Revenues:
$2,657.894. 00
- -� _ $1,761,948.43
Experidditil
Current Budget
0+ Salary d Denefns
$9,677,756 00
$o.00 $0-00 $5.406-58995 54 271.166 05
LGeneraf Oper R Maint
$13,666,801 00
$21274.35 52,"1.035.59 $7,033.020.111 53,V5.47084
3021 Property M9mt Dept Rollup
$13.666.34? 00
S21.274.36 52.777.035.59 $7,033.020 11 $3,935.470 B4
ODebl Service
61,958.o00.00
$0.00 $0-00 $979.000.00 $979.00000
E`rransfam d Other
$8,501 000.00
so on $0.00 $7.301 000 00 51 200.000.00
TOT81 Expenditures:
$31,803.557.00
$21.274.36 $2,777,035,69 $20,719.61006 510,285,436.89
City of Fort Worth, Texas
Mayor and 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:
i. 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,
Level/specificity of data
Task 1: AM RM Process, BMI Assessment Repoit,
1. Deferred/Major maintenance planning into
needed for capital
Validation Report, Responsibility Matrix
capital budgeting
planning and risk
2. Business case framework for repair/sell/build
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: SMI 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
repairlse[Ilbuild 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
[eve[ of asset
management
Task 2: Current state operating process
framework, process maps, org structure, staffing
mode[ analysis
Task 4: Performance Gap Improvement 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, BM 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
Property
Management 1
Operating
Transfers
Expenditures
$2 657,884.00
This M&C
$100,000.00
$2,757,884.00
N: �Departmental
$29,147,095.00
0306 24
($100,000.00)
10200
M&C 24-
($1,096,847.00)
��0001
M&C 24-
($250,000.00)
This M&C
Rec 5
($347,513.00)
$27,352,735.00
Property
Management
Total
Expenditures
33,803 557.00
F_
]Rec
$62' 950,652.00
This M&C
Rec 4
This M&C
5
$100,000.00
$347,513.00
($1,346,847.00)
$34,251,070.00
$61,603,805.00
Risk
Financing
Fund
Expenditures
Human
Resources
$33,617,296.00
10263
]0999
10322
M&C 24-
M&C 23-
M&C 24-
0264
M&C 24-
This M&C
Rec 3
$850,000.00
$3,500,000.00
$1,100,000.00
$127,250.00
($100,000.00)
$39,094,546.00
Total
Expenditures
$33,617,296.00
$5,477,250.00
$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 accountwithin 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 Managerlo 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 INFORMATION ! 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
Originatina Business Unit Head: Marilyn Marvin 7708
Additional Information Contact: Eliana Guevara 5199