Informational Pre-Budget and CIP Council Workshop Mike Tubbs June 20, 2012 Fleet and Facilities Maintenance
Fleet
Mission Statement To provide City departments with safe, reliable and economically sound transportation and related support services while conserving vehicle value and equipment investment. 3
Statistics FY2010 FY2011 FY2012 YTD Fleet Accidents 14 15 16 Repair Orders 3,559 2,856 2,407 In-house completion* 93% 91% 94% * Repairs not completed in-house include warranty issues, body work and repairs to specialized equipment (i.e., fire trucks) 4
Statistics Fleet Category General Fund Vehicles Utility Fund Vehicles Motor Pool Fund Fire Apparatus Totals Patrol Units 67 67 Autos and Trucks 166 54 10 230 Equipment 110 29 5 13 157 TOTALS: 343 83 15 13 454 5
Achievements Assisted the Police Department by performing 227 golf cart inspections Front door service being provided at our citizens residences Expanded east and west side fuel point locations at Fire Stations 3 and 4 Unleaded now available along with diesel at both stations Established inventory control at both locations Assisted the Fire Department in placing four new fire apparatus in service Maintain the recycling center which currently accepts - antifreeze and oil - newspaper and catalogs - automotive batteries - scrap metal - oil filters - cardboard - diesel and gas - plastic - glass Recycling tonnage FY2011: 182 tons FY2012 (to date): 207 tons 6
Issues Retaining capable, qualified staff as economy improves and competition increases Fleet maintenance resources (staff and budget) stretched by responsibility for solid waste and recycling City budgets vulnerable to volatility in fuel costs 7
Key Initiatives Complete 95% of all work order requests inhouse Optimize capital replacement purchases by analyzing how the vehicles in each department are used Develop a Driver s Guide focusing on - Anti-idling policy intended to reduce fuel use and wear and tear on non-emergency vehicle engines - Change habits such as speeding and rapid acceleration - Reducing vehicle weight (remove unnecessary items) Expand the use of alternative fuel vehicles 8
FY2012 Budget FY2012 Budget = $1.8 million 37% or $645,000 of the budget consists of personnel costs 35% of the budget consists of costs related to the repair and maintenance of City vehicles 28% of the budget reflects the cost of replacing City vehicles in FY2012 Internal Service Fund Income Sources Motor Pool Lease Fees : $1.66 million (scheduled replacement funding) Vehicle Maintenance Fees: $1.15 million Fuel Costs City-wide fuel costs for FY2012 are projected to be $860,000 FY2011 Costs: $790,325 FY2010 Costs: $574,590 Average cost of fuel ($3.12 unleaded and $3.28 diesel) Fuel costs charged to each department based on actual usage Fleet manages fuel consumption 9
Capital Replacement Capital replacement schedule is analyzed all year Process in determining candidate vehicles for replacement schedule 1. Candidate vehicles are identified using replacement schedule minimum guidelines Patrol car - 6 years Auto and Truck - 8 to 15 years Equipment - 10 to 15 years Fire Apparatus - 18 years 2. Fleet Manager then consults with departments and mechanics 10
Capital Replacement 3. Candidate Vehicles are then evaluated using the scoring system factors Age: 1 point for each year in service Usage: 1 point every 10,000 miles/1,000 hours Service Type: 1 to 5 points (1 low impact and 5 high impact) Repair Cost: 1 to 5 points on total life to date repair costs divided into the original purchase price Replacement Qualification Scores Auto and Trucks must be at or greater than 18 points Equipment must be at or greater than 20 points 11
Capital Replacement 4. If scoring point threshold met, remaining candidates go through operating cost per mile criteria Total mileage Annual fuel cost Original cost Estimated resale value Operating costs for past 12 months Replacement cost Depreciation 5. If operating cost criteria shows net savings for replacement, vehicle is placed on replacement schedule 12
FY2013 Capital Replacement Based on minimum standards 57 units were possible candidates Total replacement cost of $2,725,900 After processing the candidates through the replacement guidelines 19 units (1/3 of candidates) were placed on FY2013 replacement schedule Total replacement cost of $1,375,300 Net savings of $1,350,600 13
FY13 Replacement Autos & Trucks Make Miles Score Cost per Mile Existing/New Net Savings Per Mile Replace Cost 2002 Dodge Ram Truck 138,713 30 $0.50/$0.35 $0.15 $26,900 2002 Ford F150 Truck 113,819 27 $0.40/$0.30 $0.10 $22,500 2003 Ford F250 Truck Remount 120,894 27 $0.45/$0.38 $0.07 $27,900 2002 Ford F150 Truck 98,519 26 $0.44/$0.32 $0.12 $22,500 2001 Dodge Ram 1500 Truck 89,770 26 $0.38/$0.34 $0.04 $22,500 2002 Chevrolet Tahoe 124,819 26 $0.40/$0.34 $0.06 $25,000 1995 Ford F450 Truck w/ Crane 63,571 25 $0.85/$0.75 $0.10 $75,000 2002 Dodge Ram 2500 Truck 96,198 24 $0.50/$0.37 $0.13 $25,000 2007 Ford Crown Victoria 108,414 23 $0.59/$0.47 $0.12 $49,500 2001 Dodge Ram 2500 Truck 95,761 23 $0.55/$0.40 $0.15 $26,500 2007 Ford Crown Victoria 93,616 22 $0.63/$0.50 $0.07 $49,500 2007 Ford Crown Victoria 88,600 21 $0.62/$0.53 $0.09 $49,500 2007 Ford Crown Victoria 70,802 20 $0.67/$0.62 $0.05 $49,500 2007 Ford Crown Victoria 73,708 20 $0.64/$0.60 $0.04 $49,500 14
FY13 Replacement Equipment Make Usage Hrs Score Cost per Mile Existing/New Net Savings Per Mile Replace Cost 2000 Excavator Digs and lifts 10,178 28 $18.63/$14.63 $4.00 $305,000 2001 Pothole Truck Pothole repairs 9,456 26 $25.64/$2.84 22.80 $140,000 2000 Road Grader Leveling 4,979 21 $11.67/$(47.09) $(35.42) $215,000 2004 Boom Mower Mows steep banks 3,246 21 $36.27/$(22.76) $13.51 $97,000 2004 Boom Mower Mows steep banks 3,419 21 $45.07/$(21.18) $23.89 $97,000 FY2013 Capital Replacement 19 units: $1,375,300 o Patrol Units: 5 for a total of $247,500 o Auto and Trucks: 9 for a total of $273,800 o Equipment: 5 at a total cost of $854,000 15
Five Year Capital Replacement Replacement Year Patrol Auto and Truck Equipment TOTAL # Cost # Cost # Cost # Cost FY2013 5 $ 247,500 9 $ 273,800 5 $ 854,000 19 $ 1,375,300 FY2014* 12 594,000 38 1,100,800 12 684,000 62 2,378,800 FY2015* 24 1,188,000 13 398,500 8 814,000 45 2,400,500 FY2016* 14 693,000 14 502,700 10 365,000 38 1,560,700 FY2017* 9 445,500 16 759,500 12 710,000 37 1,915,000 Total 5 Year Replacement Total Vehicles in Fleet 64 $ 3,168,000 90 $ 3,035,300 47 $ 3,427,000 201 $ 9,630,300 67 230 157 454 * Based on the minimum standard criteria only. 16
Facilities Maintenance
Mission Statement To provide clean, safe, and secure City facilities for visitors and City employees in a cost effective and efficient manner. 18
Statistics FY2010 FY2011 FY2012 YTD Facilities modernization and 5 N/A 21 Energy Efficiency Projects -18 Facilities Modernization -3 Energy Efficiency Average time of maintenance N/A 3.7 hrs 2.0 hrs request to time of response (in-house) Number of service work 323 1,021 1,622 requests processed annually Completed CIP projects 6 8 19 19
Statistics City Facilities FACILITY ADDRESS SQ FT # of STAFF City Hall 300 West Walker 21,500 62.00 Amegy Building 305 East Main Street 17,219 56.00 Helen Hall Library 100 West Walker 28,393 34.00 Municipal Court and Council Chambers 200 West Walker 5,132 10.00 Civic Center 400 West Walker 13,248 13.00 Police Department 500 West Walker Street 10,050 138.00 Police Annex Building 600 West Walker Street 7,950 17.00 Animal Shelter 821 North Kansas Street 6,096 9.00 Fire Station 1 601 2nd Street 9,075 5.00 Fire Station 2 2102 Hobbs Road 8,317 Fire Station 3 3575 Deke Slayton Highway 9,435 Fire Station 4 175 North Bay Area Blvd 10,028 Fire Station 5 2898 Bay Creek Drive 6,950 Fire Drill Field 901 Kansas Street 3,600 EMS Main 260 FM270 11,000 30.50 EMS Annex 409 Newport 2,800 Brittany Bay Tower 5123 1/2 Candlewood 5,293 19.00 Dallas Salmon Plant Administration Building 703 North Wisconsin 3,388 22.00 Line Repair Facility 1505 Dickinson Avenue 4,200 34.00 20
Statistics City Facilities FACILITY ADDRESS SQ FT # of STAFF Public Works Facility 1535 Dickinson Avenue 9,914 45.00 Sign and Tool Shop 1535 Dickinson Avenue 3,200 1.00 Vehicle Maintenance Building 1535 Dickinson Avenue 4,035 10.00 South Shore Water Tower and Records Storage 6060 South Shore Boulevard 5,000 Wastewater Control Building 703 North Wisconsin 2,016 Wastewater Lab Building 703 North Wisconsin 1,700 Burd House 512 2nd Street 1,100 14.00 Eastern Regional Park 2105 Dickinson Avenue 33,995 7.25 Countryside Park & Pavillion 100 Alderwood 1,740 12.00 Sportsplex Pavillions 1251 League City Parkway 3,008 6.50 Butler Longhorn Museum 1220 Coryell 8,856 Municipal Pool House 450 West Walker Street 7,761 Recreation Center 450 West Walker 4,761 Total 270,760 545.25 21
Achievements Helen Hall Library FY2012: $85,900 Recarpet first floor, second floor and children s section Tile second floor bathroom and elevator hall FY2011: $90,586 Remodel conference room for offices Children s area HVAC Roof Municipal Court/City Council Chambers FY2012: $31,744 Remodel Council chambers restroom Remodel break room and jury room Replace corridor tile Recarpet lobby and clerk area Install laminate at counters Power wash building FY2011: $13,629 HVAC 22
Achievements Vehicle Maintenance FY2012: $7,874 Replace cooling fans in bays FY2011: $7,468 Fuel Island dispenser upgrade Walker Complex FY2012: $17,571 Install pole mounted electrical transformers FY2011: $26,564 Sidewalks to meet ADA Scissor Lift and Trailer Animal Control Building FY2011: $18,483 Kennel HVAC 23
Achievements Civic Center FY2012: $158,263 Remodel bathrooms Refinish ballroom stage Build out reception desk in foyer Replace ceiling tiles Replace carpet in foyer and meeting rooms Replace chairs and tables Replace stage curtain Purchase two 20 x20 portable dance floors Install access control system on exterior doors FY2011: $39,712 Kitchen HVAC and system test Roof Pool House FY2011: $19,700 Roof Street and Stormwater FY2011: $8,558 HVAC 24
Achievements Dallas Salmon Wastewater Plant FY2011: $13,659 Roof HVAC Sportsplex FY2011: $1,870 Ventilation Butler Museum FY2011: $2,990 Roof Energy efficient lighting upgrade completed on 20% of City buildings FY2012: $47,633 - Improve light levels - Reduce energy waste - Reduce kilowatt usage up to 20% resulting in financial savings 25
Achievements City Hall Renovation Partnered with other departments and contractor in the demolition, inside and out, while tracking progress along the way Assisted in exterior building color scheme selections Assisted in interior build out to completion Final cost of $5.5 million approximately one-half of projected renovation cost and about 20 percent of estimated $36 million cost for new City Hall (per 2008 PBK report) 26
Issues Parking availability has diminished at City Hall and Walker complex Electricity and natural gas costs susceptible to price volatility Maintenance supervisors efficiency hampered by lack of computer access while in the field 27
Key Initiatives Complete 90% of all work orders in-house Implement a proactive customer service program that incorporates feedback and performance measurement Enhance preventive maintenance schedules - A/C filters - HVAC control settings Collaborate with Street Department on additional parking for Walker Street complex (Library, City Hall, Police Department) 28
Key Initiatives Establish purchasing contracts - Plumbing - Roofing - Electrical services - Generator PM and service Complete energy efficient lighting upgrade on remaining City buildings Enhance current Energy Management Information System for City buildings - Monitor and control HVAC units real-time - Receive alerts when units not performing efficiently 29
FY2012 Budget FY2012 Budget = $1.6 million 37% or $611,000 of the budget consists of personnel costs 40% goes to electricity and natural gas for City facilities 22% of the budget consists of costs related to the repair, maintenance and operations of City facilities 30
FY2013 New Requests IT Equipment Laptops Increase response time for maintenance supervisors by allowing wireless access to City buildings Energy management system AS400 Work order system Improve communications Assist in paperless effort Cost: $1,500 each x 3 = $4,500 31
CIP Items City Hall Renovation Total project budget = $5.5M Facilities Modernization & Energy Efficiency FY2012 plan = $500K budget Library re-carpet Court remodel Civic Center bathroom remodel, stage, ballroom face lift FY2013 request = $615K Library: Recarpet admin offices, remodel front reception area, refinish roof mansard & pillars Court: Replace lobby bathroom plumbing fixtures City Hall & Walker St: Replace fence along north side of complex Civic Center: Replace lower roof, refinish mansard, replace ballroom floor Fire Stations 1 thru 5: refinish bay floors with non-skid surface Vehicle Maintenance: replace office flooring, refinish bay doors General Deferred Maintenance: electrical lighting repairs Total project budget (FY2011-13) = $1.35M 32
CIP Items Public Works Facilities Expansion Land purchase in late FY2012 early FY2013 Total project budget = $1M Renovation of old Police Station (500 W Walker) Design in FY2013 = $250K Construction in FY2014 = $2M Total project budget = $2.25M Renovate Council Chambers / Courts Building Design in FY2013 = $109K Construction in FY2014 = $1.45M Total project budget = $1.56M Demolition of 600 W Walker Building Demo in FY2014 Total project budget = $188K 33