Department: Universal Services
Department Head: Sindhu Menon, Executive Director & CIO
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: Fleet Services Equipment
Project ID (if applicable): NI034
Vendor Legal Name (if applicable): N/A
MWDBE Contracted Goal (if applicable): N/A
MWDBE Current Achievement (if applicable): N/A
Justification for 0% MWDBE Participation Goal: N/A - Goal not applicable to request
Managing Entity: Universal Services
Incremental Authorization Requested: $800,000
Total Estimated Project Cost: $1,320,000 (FY25 & FY26 2 year total)
Request Summary:
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Request for approval of the Final Investment Memo for Fleet Services Equipment Repair/Replace project for a total authorization of $800,000 for FY2025.
end
Project Description:
This is a multi-year project to ensure Fleet Services has the capital equipment it needs to fuel and service the County’s fleet. This includes 19 fuel stations and over 4,600 vehicles being serviced at 7 vehicle maintenance centers. FY25 contemplates $600,000 for replacement and updates to equipment for the vehicle maintenance centers as well as renovations to 2505 Texas.
There might be changes in the County’s needs that results in operational changes for the project throughout the Fiscal Year, but the overall scope will remain the same.
Project Scope:
This project represents a multi-year plan for the repair/ replacement of capital equipment and facilities utilized by Fleet Services. Much of the equipment is at the end of its useful life due to deferred maintenance and needs to be replaced.
A. $400,000 is to replace equipment at the various vehicle maintenance centers. Examples include tire balance machines, brake lathes, scanning tools, air compressors, brake flush machines, mobile lift sets, purchase of a forklift and industrial sized fans to cool the maintenance centers.
B. $300,000 to replace/modernize fuel card readers including installation for 15 fuel sites that will have redundant communications features with cellular capabilities as well as wired ethernet as secondary.
C. An estimated $100,000 will be spent on renovations to the 2505 Texas location to create more office/cubicle spaces and conference room.
Justification:
The following is justification on the corresponding items from the Project Description section:
The equipment for the vehicle maintenance centers is needed because the current equipment has been heavily used and is at the end of its useful life. Failure to update equipment can delay vehicles being repaired and can be a safety hazard for the technicians. One of the key priorities of Fleet Services is to lessen downtime of law enforcement vehicles. In addition, there have been industry improvements in the equipment that make the equipment easier to use or able to do additional tasks. New equipment will improve productivity and efficiency. Also needed are tools for working on electric vehicles as the county begins to add EVs to the fleet.
Alternatives and Engagement:
If funding is not approved, Fleet Services will be forced to use equipment that is breaking down and past its useful life, resulting in life-safety issues for technicians and avoidable downtime on vehicles. Additionally, fuel stations would not get necessary upgrades/repairs to adequately suppress fires, identify fuel leaks, and ensure resiliency during emergency operations and severe weather. The failure of current fuel card readers are increasing causing temporary shutdown of fuel stations needed during emergency incidents. Finally, Fleet Services would not be able to comply with the Auditor’s Office recommendations to adequately secure over $900K in parts inventory.
Anticipated Project Expenditures and Timeline:
|
Scope of Work |
Estimated Cost |
Estimated Completion |
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Replace equipment at the various vehicle maintenance centers- $300K to replace all card readers at fuel sites, $400K for vehicle maintenance equipment for all VMCs - Cooling systems, air compressors, tire balance machines, air conditioning system machines at all locations. |
$700,000 |
Sep - 25 |
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Safety and resilience improvements to VMC offices. |
$100,000 |
Sep - 25 |
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Incremental authorization requested |
$800,000 |
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Alignment with Goal(s):
_ Justice and Safety
_ Economic Opportunity
_ Housing
_ Public Health
_ Transportation
_ Flooding
_ Environment
X Governance and Customer Service
Previous Court Action:
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Date |
Agenda Item # |
Action Taken |
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11/12/2019 |
4.f.2 |
Request for approval of commercial paper funding for $240,000 |
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7/28/2020 |
4.f.4 |
Request for approval of commercial paper funding for $405,000 |
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1/25/2022 |
22-0641 |
Request for approval of commercial paper funding for $1,845,000 |
|
3/8/2022 |
22-1703 |
Request for SFY22 authorization of $1,581,000 |
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8/23/2022 |
22-4955 |
Request for an FY23 total authorization of $2,004,000 |
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11/15/2022 |
22-7253 |
Request for approval to decrease commercial paper funding for $1,000,000 |
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6/27/2023 |
23-3560 |
Request for approval of the Final Investment Memo for Fleet Services Equipment Repair/Replace project for an additional incremental authorization of $720,000 for FY2024 |
Address:
Precinct(s): Countywide
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Anticipated Court Date: 9/19/2024
Anticipated Implementation Date (if different from Court date): 10/1/2024
Legal funding compliance confirmed by: Paige Abernathy, Assistant County Attorney, 8/15/2024
Department Approval by:
OMB CIP Team Approval by: Wanwei Tang, Analyst - Capital Projects and Infrastructure, 8/15/24
Commercial Paper Request (For OMB use only):
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