Primary Department: Universal Services
Primary Department Head/Elected Official: Sindhu Menon, Executive Director and CIO
Managing Department: Universal Services
Managing Department Head/Elected Official: Sindhu Menon, Executive Director and CIO
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: Fleet Services and Equipment
Project ID (if applicable): NI034
Vendor Legal Name (if applicable): N/A
MWBE Contracted Goal (if applicable): N/A
MWBE Current Achievement (if applicable): N/A
Justification for 0% MWDBE Participation Goal: N/A - Goal not applicable to request
Grant Indirect Costs Rate (if applicable): N/A
Justification for 0% Grant Indirect Costs Rate (if applicable): N/A - Not a grant item
Incremental Authorization Requested: $550,000
Total Estimated Project Cost: $1,600,000 FY26-27
Request Summary:
title
Request for approval of the Final Investment Memo for Fleet Services and Equipment project for an incremental authorization of $550,000 for a total authorization of $800,000 for FY 2026 and commercial paper funding in the amount of $550,000.
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. FY26 contemplates $800,000 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.
Anticipated Project Expenditures and Timeline:
|
Project Scope Breakdown |
Estimated Cost |
Estimated Completion |
|
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. |
$450,000 |
03/31/2026 |
|
Safety and resilience improvements to VMC offices. |
$350,000 |
09/30/2026 |
|
FY26 Total Authorization |
$800,000 |
|
|
Unencumbered existing project balance to carry into FY26 |
($250,000) |
|
|
Total |
$550,000 |
|
Justification & Alternatives:
The following is justification on the corresponding items from the Project Description section:
The equipment for the vehicle maintenance centers is needed because the current equipment has been heavily used and is at the end of its useful life. Failure to update equipment can delay vehicles being repaired and can be a safety hazard for the technicians. One of the key priorities of Fleet Services is to lessen downtime of law enforcement vehicles. In addition, there have been industry improvements in the equipment that make the equipment easier to use or able to do additional tasks. New equipment will improve productivity and efficiency. Also needed are tools for working on electric vehicles as the county begins to add EVs to the fleet.
If funding is not approved, Fleet Services will be forced to use equipment that is breaking down and past its useful life, resulting in life-safety issues for technicians and avoidable downtime on vehicles. Additionally, fuel stations would not get necessary upgrades/repairs to adequately suppress fires, identify fuel leaks, and ensure resiliency during emergency operations and severe weather. The failure of current fuel card readers is increasing causing temporary shutdown of fuel stations needed during emergency incidents.
Anticipated Impact on Other Funds (If Applicable):
|
Fund Code |
Description |
Estimated Cost |
Funding Method (Existing or Future Budget Request Required) |
Estimated Date of Needs |
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$- |
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- |
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$- |
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- |
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Total |
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$- |
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- |
County Strategic Plan Goal: 2. Connect our community with safe, reliable, equitably distributed, and well-maintained infrastructure.
County Strategic Plan Objective: F: Ensure safety and security for all using the county’s transportation network in alignment with the County’s Vision Zero plan.
Justice/Safety Initiative (Goal 1): Choose an item.
Infrastructure Initiative (Goal 2): F2: Improve data collection, utilization, and availability to drive better transportation safety decision-making.
Economy Initiative (Goal 3): Choose an item.
Health Initiative (Goal 4): Choose an item.
Climate/Resilience Initiative (Goal 5): Choose an item.
Housing Initiative (Goal 6): Choose an item.
Decision Analysis Matrix Score (rubric on last page): 8
Previous Court Action:
|
Date |
Agenda Item # |
Action Taken |
|
11/12/2019 |
4.f.2 |
Request for approval of commercial paper funding for $240,000 |
|
7/28/2020 |
4.f.4 |
Request for approval of commercial paper funding for $405,000 |
|
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 |
|
11/15/2022 |
22-7253 |
Request for approval to decrease commercial paper funding for $1,000,000 |
|
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 |
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Address: Multiple
Precinct(s): Countywide
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Fiscal and Personnel Summary |
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Service Name |
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Current Fiscal Year Cost |
Annual Fiscal Cost |
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Labor |
Non-Labor |
Total |
Recurring Expenses |
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Funding Sources |
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Existing Budget |
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|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
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Total Current Budget |
$ |
$ |
$ |
$ |
|
Additional Budget Request |
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Commercial Paper |
$ |
$550,000 |
$550,000 |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Additional Budget Request |
$ |
$550,000 |
$550,000 |
$ |
|
Total Funding Request |
$ |
$550,000 |
$550,000 |
$ |
|
Personnel (Fill out section only if requesting new PCNs) |
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Current Position Count for Service |
- |
- |
- |
- |
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Additional Positions Request |
- |
- |
- |
- |
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Total Personnel |
- |
- |
- |
- |
Anticipated Court Date: 8/26/2025
Anticipated Implementation Date (if different from Court date): 10/1/2025
Emergency/Disaster Recovery Note: Not an emergency, disaster, or ARPA related item
Legal funding compliance confirmed by: Paige Abernathy, Special Assistant County Attorney, 7/22/2025
Department Approval by: Heather Merkel, Director of Budget, Universal Services 8/8/2025
OMB CIP Team Approval by: William McGuinness, Director-Capital Projects & Infrastructure, 8/7/2025
________________________________________
Commercial Paper Request (For OMB use only):
Receiving Department: Universal Services
Project PeopleSoft ID: NI034
CP Series Description: Commercial Paper A-1 is used to (1) pay contractual obligations incurred or to be incurred for the construction of and the purchase of fixtures, equipment and machinery for or in connection with the County's criminal and civil justice centers, the County's firefighter training facility, (2) pay contractual obligations incurred or to be incurred for the purchase of automobiles and other vehicles, equipment and machinery, including computers, materials and supplies for the operations of the County precincts and departments and other authorized needs and purposes including services provided by engineers, architects, attorneys, auditors, financial advisors.
Commercial Paper is being requested for the Fleet Services and Equipment project and is expected to be repaid within the next three fiscal years either through bonds, budgetary means or pay-as-you-go sources.
OMB Financial Management contact: Amy Perez, Deputy Executive Director, Office of Management and Budget
Decision Analysis Matrix scoring tool - Commissioners Court has approved the rubric below for scoring capital projects. Please complete the last two rows for OMB review.
|
Scoring option |
Strategic Plan alignment (3x weighting) |
Evidence base |
Impact on outcomes |
Cost effectiveness |
Ease of implementation |
Collaboration / partnerships |
Environmental sustainability |
Equity |
Total |
|
-1 |
Antithetical to one or more aspects of the Strategic Plan |
Evidence shows net negative impact on the intended goal |
Impact is clearly negative |
Costs expected (or shown) to outweigh benefits |
County has no/limited existing capabilities and dependencies are likely to impede |
Could negatively impact relationships with partners |
Negatively impacts environment and/or climate change mitigation efforts |
Inequitable |
n/a |
|
0 |
Does not align to a Strategic Objective |
Evidence base is not well defined or measurable |
Size of impact on one or more strategic outcomes is negligible or unclear |
Net comparison is unclear |
County has no/limited existing capabilities or dependencies are likely to impede |
Does not involve collaboration with partners |
Net neutral impact on environment and/or climate change mitigation efforts |
Does not consider equity to a meaningful degree |
n/a |
|
1 |
Aligns to a Strategic Objective but not to a Strategic Initiative |
Limited evidence-based research on outcomes; may have qualitative/theoretical support |
Outcomes are defined but without target levels and/or expected impact is moderate |
Moderate direct/indirect benefit relative to costs |
County has existing capability to implement or dependencies are unlikely to impede |
Moderately expands County leverage through collaboration with partner(s) |
Marginally positive impact on environment and/or climate change mitigation efforts |
Considers equity to a meaningful degree, but not comprehensively |
n/a |
|
2 |
Aligns to a Strategic Objective and a Strategic Initiative |
Outcomes are directly supported by evidence base or credible research supports anticipated outcomes |
Outcomes are clearly defined and include target levels; expected impact on outcomes is high |
Significant direct/indirect benefit relative to costs |
County has existing capability to implement and dependencies are unlikely to impede |
Significantly expands County leverage through collaboration with partner(s) |
Positively impacts environment and/or climate change mitigation efforts |
Considers equity meaningfully and comprehensively |
n/a |
|
Score (-1,0,1,2) |
0 |
1 |
1 |
2 |
2 |
1 |
1 |
0 |
8 |
|
Rationale |
Critical for supporting departments, but does not directly align to a Strategic Objective or Initiative |
Evidence-based research on outcomes was completed based on existing infrastructure and the needs of the County |
Outcomes are defined and expected target levels are laid out |
There are significant and direct benefits relative to cost as the updates maintain safety and efficiency |
The County has existing Fleet operations and the capability to implement this project |
Project moderately expands County leverage through collaborations |
There is a marginally positive impact on the environment as AC machines recover freon and utilize energy efficient fans |
Does not consider equity to a meaningful degree |
n/a |