HomeMy WebLinkAboutOrdinance 27568-04-2025Ordinance No. 27568-04-2025
AN ORDINANCE INCREASING ESTIMATED RECEIPTS AND
APPROPRIATIONS IN THE FLEET & EQUIPMENT SERVICES FUND, IN THE
AMOUNT OF $1,285,720.00, FROM AVAILABLE NET POSITION, FOR THE
PURPOSE OF TRANSFERRING TO THE FLEET CAPITAL PROJECTS FUND
FOR THE PURCHASE OF A NEW FLEET AND FUEL MANAGEMENT
SYSTEM; 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 2024-2025 in the
Budget of the City Manager, there shall also be increased estimated receipts and appropriations in the Fleet &
Equipment Services Fund in the amount of $1,285,720.00, from available net position, for the purpose of
transferring to the Fleet Capital Projects Fund for the purchase of a new FIeet and Fuel Management System.
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 27107-09-2024 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said prior ordinances and appropriations are hereby expressly repealed.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: April 8, 2025
CITY SECRETARY
Jannette S. GoodalI
City Secretary
City of Fort worth,
Mayor and
Texas
Council Communication
DATE: 04108/25 M&C FILE NUMBER: M&C 25-0303
LOG NAME: 21 FLEET AND FUEL MANAGEMENT SYSTEM
SUBJECT
(ALL) Adopt Appropriation Ordinances Increasing Estimated Receipts and Appropriations in the Fleet & Equipment Services Fund in the Amount
of $1,285,720.00, from Available Net Position, for the Purpose of Transferring Funds to the Fleet Capital Projects Fund for the Purchase of a New
Fleet and Fuel Management System, Approve All Associated Transfers, Amend the Fiscal Year 2025 Adopted Budget and Fiscal Years 2025-
2029 Capital Improvement Program
RECOMMENDATION:
It is recommended that the City Council:
1. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Fleet & Equipment Services Fund in the
amount of $1,285,720.00, from available net position, for the purpose of transferring to the Fleet Capital Projects Fund for the purchase of a
new Fleet and Fuel Management System;
2. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Fleet Capital Projects Fund in an
amount not to exceed $1,285,720.00, transferred from the Fleet & Equipment Services Fund, for the purpose of funding the Equipment
Repair programmable project (City Project No. P00040); and
3. Amend the Fiscal Year 2025 Adopted Budget and the Fiscal Years 2025-2029 Capital Improvement Program.
DISCUSSION:
The purpose of this Mayor and Council Communication (M&C) is to appropriate funding in the Fleet & Equipment Services Fund from available net
position for the purchase of a new Fleet and Fuel Management System.
The new Fleet and Fuel Management System will only require a two -system interface and will enable the installation of Radio Frequency
Identification (RFID) readers in City vehicles to automate data collection, including vehicle information, odometer readings, and fuel capacity. This
will minimize the amount of fuel errors and improve data accuracy. Currently, the City uses three software systems to process fuel transactions:
OPW, Fuel Warehouse, and FASTER Web. The new system will directly interface with OPW, eliminating the need for Fuel Warehouse as an
internal clearance system. The new system will enable staff to save time by automating tasks that are currently performed manually, reducing the
need for manual data manipulation and error correction as described below.
Despite an upgrade to the current Fleet Management System (FASTER) in 2016, there continue to be issues that prevent the streamlining of data
collection and reporting. The issues include:
• Parts integration failure — administrative staff is required to manually verify every part ordered by technicians in order to ensure it was
integrated into FASTER so that it can be billed to the proper department.
• FASTER slows down when there are too many users in the system or when large reports are being produced, increasing time spent on
routine work for administrative staff as well as technicians. ,
• There have been instances of billing errors that prevent billing from posting in a timely manner.
• FASTER has limited reporting capabilities and staff spend several hours modifying reports to meet City-wide reporting needs.
• Employees are required to manually enter odometer information at the pump to fuel vehicles and equipment. The manual entry results in
odometer reading errors that must be manually corrected in the Fuel Warehouse and in FASTER in order to bill departments for the fuel
purchased and monitor fuel inventory accurately.
Per Ordinance 27107-09-2024, Section 5, the Fiscal Year (FY) 2025 adopted budget for the Fleet & Equipment Services Fund was
$43,726,070.00. This M&C recommends an increase in appropriations of $1,285,720.00 for an adjusted FY2025 budget of $45,011,790.00
Below is a breakdown of costs for the new Fleet and Fuel Management System. Because implementation is expected to last between nine and
twelve months, a 25% contingency amount is included in the $1,285,720.00 to account for any unexpected costs and price increases until the new
Fleet and Fuel Management System is fully implemented.
Fleet ManagQmgnt System
Description
Quantity
Total
Perpetual Software License
5,200 Units
$263,031.45
Annual Software Maintenance (1s'
Year)
$52,606.00
Project Management, Training and
$172,467.60
Support Services
TOTAL
$488,105.05
fleet -Management System — Fuel Focus
Description
Quantity
Total
Perpetual License — All sites
20 Licenses
$63.654,20
Annual Software Maintenance (1s
Year"
$12,789.92
Hardware -- Southside Service Center
$33,590.24
Hardware — James Ave Service
Center
$61,952.69
Hardware — Southeast Service Center
$28,770.64
Hardware — Brennan Service Center
$25,863.96
Hardware — North Service Center
$85,038.51
Hardware — Mobile Fuel Trucks
$27,713.04
Project Management, Training and
Support Services
$201,197.26
TOTAL
$540,470.46
Total et and Fuel Management System Costs
TOTAL
$1,028,575.51
25% Contingency
$257,143.88
Total Funding Needed
$1,285,719.39
Funding Is available for appropriation in the net position balance of the Fleet & Equipment Service Fund. The available net position as of the end
of January 2025 was $7,065,629.80. The required reserve requirement is $4,275,115.80, resulting in excess net position in the amount of
$2,790,514.00. The excess net position after this M&C will be $1,504,794.00.
The action in this M&C will amend the Fiscal Year 2025 Adopted Budget as approved in connection with Ordinance 27107-09-2024, Section 5.
Internal Service Funds, as listed on page 340.
Fund I
FY2025 Adopted
Authority
Budget
Revised FY2025
Department
Budget
Adjustment
Budget
Budget
Category
Equipment
Services Fund
Revenues
Charges for
$43,622,603.00
$43,622,603.00
Services
Use of Money
$39,557.00
$39,557.00
and Property
Other Revenue
$35,669.00
$35,669.00
Sales of Capital
$13,834.00
$13.834.00
Asset
Salvage Sales
$14,407.00
$14.407.00
Use of Net
This M&C
$1,285,720.00
$1,285,720.00
Position
Rec 1
Total Revenues
$43,733,559.00
$1,285,720.00
$45,011,790.00
Expenditures
Property
$42,751,158.00
$42,751,158.00
Management
Transfer to
$79,993.00
$79,993.00
General Fund
Transferto
$894,919.00This
M&C
$1,285,720,00
$2,180,639.00
Capital Fund
Rec 1
Total
$43,726,070.00
$1,285,720.00
$45,011,790.00
Expenditures
The additional funding was not included in the Fiscal Year 2025-2029 Capital Improvement Program (CIP) because the Property Management
Department is using available net position. The action in this M&C will amend the FY2025-2029 Capital Improvement Program as approved in
connection with Ordinance 27107-09-2024 as follows:
Capital Fund
Project Name
FY2025 CIP
Authority
Additional
Project Total
Name
Appropriations
Appropriations
60201 —Fleet
P00040 —
$894,919.00
This M&C Rec
$1,285,720.00
$2,180,639.00
Capital
Equipment
2
Projects Fund
Repair
A Form 1295 is not required because: This M&C does not request approval of a contract with a business entity.
FISCAL INFORMATION 1 CERTIFICATION:
The Director of Finance certifies that funds are currently available in net position within the Fleet & Equipment Sery Fund and upon approval of the
above recommendations and adoption of the attached appropriation ordinances, funds will be available in the Fleet Capital Projects Fund for
the Equipment Repair project. Prior to any expenditure being incurred, the Property Management Department has the responsibility of verifying the
availability of funds.
Submitted for City Mana goes Office b)[. Valerie Washington 6199
Originating -Business Unit Head: Marilyn Marvin 7708
Additional Information Contact: Eliana Guevara 5199