96-1483 /
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OLUTION
TY SA T PAU INNESOTA /�
Presented By:
Referred To: Committee: Date
1 WHEREAS, in order to manage the eet operation like a business and make cost effective decisions regarding fleet
2 issues,the Municipal Equipment Garage requires a Fleet Management System to track equipment maintenance and repair
3 data;and
4
5 WHEREAS, Resolution 96-1089 placed E225,000 in contingency for the purchase of information and fuel management
6 systems;and
7
8 WHEREAS,the Garage,with the help of Computer Services and the Purchasing Department,has identified
9 a179,240 worth of hardware and software required for the implementation of an information system;and
10
11 WHEREAS,it is requested that a179,240 of the a225,000 which was placed in a contingency code
12 through Resolution 96-1089 be transferred to the appropriate spending codes;and
13
14 WHEREAS,the Mayor,pursuant to Section 10.07.4 of the City Charter,recommends the following changes to the 7996 budget:
15
16 SPENDING PLAN: CURRENT BUDGET CHANGES AMENDED BUDGE
17 250 Municipal Equipment Fund
18 12202 Equipment Services Section
79 0548 Exp.from Conting.Fund 225,000 (179,240) 45,760
20 0814 Furniture,Other 0 10,800 10,800
21 0856 Computer Software 0 12,500 12,500
22 0857 Computer Hardware 12,000 155,940 167,940
23 All Other Fund Spending 5,541,925 0 5,541,925
24 Total Spending 5,778,925 0 5,778,925
25
26 RESOLVED,That the City Council approves these changes to the 1996 budget.
Yeas Nays Absent Requested by Department of:
Blakey
eostrom � Public Works �G
Guerin �/
Harris ,/
Megard ,/ By:
Retfman ,i
Thune ,/
Q � Approv Recommended by Budget Director:
�
Adopted by Council: Date (�� �� �`qq� By: i'�^
Adoption Certified by Council Secretary: Form Appro d b City Attorney:
By: B : �� �1,"2-5���
Approved by Mayor: Date �- '�' '�l�O Approved by Mayor for Submission to Council:
By: ��L(L By: `�'�l, LC- �����
Prepared by Saint Paul Budget Office(H:\YSERSIRENSHAWN23DATA\GARAGEIGARCONT
r�,bu�w� i iii3r� GREEIN SNf�'f NO. 3��84 �'T(,�I�t�
Q DEPARTM�NT DIRECTOR � CYTY COUNCIL
Bob S�nc�uist 488-8348 or 65405�8 „s.,�, �3 c1'1'�t ATTORt�Y [�6 CITY CLERK
w...�
� � BUDEiE'f DIRECTOR � FIN.&MGT.3ERVIC�S DIR .
A3�4P � MAYUR(OR ASSISTANT) �T �HIEF ACCAtINTANT
; TOTAL#OF SIG�IATURE PAGES (CLIP ALL LOCATION3 FQS BIG1�t�,TUlt�)
_ ,.
' C1T�+T ItEQ
ai of the trar�'er of funds fr+om the Counal ConNngency Code to the Municipal Equipmet�t Furxi for tFi�ptn�ch��e t�f
Ieet M�ager�t Infexrr►atic�n System har�vare and sofEware. The f�md�were plac�ed in�ngenc��as pa�t of�he Ctty fleet
rot��nent�ort(9&1089)pass�in September, 1996.
�A7toN8c Ap�a�ve(A)or R�ect(A) PER4()NAI.SERVICE CONTRACPS'MUST A1�V1r.�t T�E 1fO�+�AWIIV°G QjjE�IONg: _ ,
(Ezpitis a9 ga ees�vers os uparate sl�et ard atqxh to�ra�sl�eet)
_pt.�t�m�rc}co�eYnastox ,__,_crvII.�v[ce ca�us�o�v i.Hes this pe�onlflrm ever w�kod under a contract for this deparlment?
_c�s�rtmm YFS NO
�s'1'�►�t' _ 2.Iias d�is peason/firm ever been a city employce?
n�,-r covxca. YFS NO
s[teroRl's w[aCx cotrNC�.oslecz�t 3.Does thin per�on/firn�poseess a ski11 not nomaall
Y Po�bY anY curront city�ployee?
YES NO
IIVTTIATIVE PROHLF�I,ISSUB>OPPORTfJNITY l'Who,What,When,Where,WhY).
. An it#�lepartrnent eAa�t is weil on its way to making signiflcsnt irttproveme�s ih the qt�Nty of the City'�;fleet�cu�rces and ;
. IYOw we manage them. A c�itic�l component of this effort is the purchase ar�d inataltatibn of an e�ated vet�ick�nans�ent
�rmation system�at wiil pr+a�ide a city-wide data base for managing aN cf twr fleet resour+ces. Presendy rwne df o�r e�rcage
fadC�ies have modem c;omputer�ystems in place for tradcing equipme�rt expenses tifnNy and a�curat�iy. Earlier this year,
F2esolution 96-1088 p��c�d f�nds in contingency until detaii was avaiiabte as ta ay�ern and eqt�iprrt�t�ds. Fleet ,
per�onnel,wi�+the assistarxx�of the Dep�rtmer►t of Finance and Manage�eM Servioes,have now ic�l�ec!#t�haridv�rare' ;
and�t�h of the so�ar�re required(see a�tached list)and are reacfy to start instatlation. . °
ADVANTA(3ES IF APPROVED:
'fhe atailiEy to ac�urat�ly track equipmerrt c:osts, labor,parts, invantories and r+s�ir types wiN qna�y assist tbie decisic�n m�a�king `
proc�ees cequired for et�ective fleet tr�anagement. Acxurate,real-time data wiA yield groater'eific���ies artd result in cAat :
,.
reduc�ans in flemt o�rations. The system will provide preverrtative main#enant��nd repai�hadcingfsd►eduling,i�sing °
�quiptt�ierit reliabiiity white minimlzing down time. :
N�on�evnNrncES�,�rr�ovEn: Catit'iCii R�SE'�fCh-�l1!#� ,;
�
NQ� 2� 1996
�;
DI3ADVANTAGES IF NOT APPROVED:
The lack of an information:system will corrtinue to impede the decisiort makin9 P����►9�f���pair a�d
replacement and limit the ability to set accurate goals and pertormance measures for fl�iet operaations. The ladc o�'�r�d�ta
alsa restricta the amonnt and type af benchmarking whicM may be pertorm�to monitc��garage fur�cE�ons ar�t�verell `
c�omp�itiveraess with ather 4`ac'rlities:
't'OTAL AMOUNT UF TRANSAGTION: S 179 4�o CfkST/REVENUE Bfi1DGETE�!(CIItGLE�NEj��59� NO
FUNDIKG;SOURCE: Gounc3l Conting�r Code ACTIYITY NUMBER 12202
FATAIVCUL It�iF()RMA1'I(il+t:(F,7�LAIN1) :
as-xov-% rrapu.aby�ar�eeOeaa (B.m4aw;F: v�n121DArA1F0�3as8!
City of Saint Paul �(,, - I`�Y3
Garage Fleet Management System November 1996
PW P/F Parks Total Cost Each Cost Total
Hardware
Computer Workstations 12 6 4 22 $2,500.00 $55,000
Printers-High Resolution, Office 4 3 2 9 $2,250.00 $20,250
Printers-Low Resolution, Shop 4 3 3 10 $500.00 $5,000
Application/Data Base Servers 2 0 0 2 $7,500.00 $15,000
Hardware Subtotal $95,250 $95,250
Software, Install and Training
Fleet Management NA NA NA 1 $6,500.00 $6,500
Relational Data Base NA NA NA 1 $2,000.00 $2,000
Installation and Training NA NA NA 1 $4,000.00 $4,000
SIT Subtotal $12,500 $107,750
Network
Routers ('Cost Each' Averaged) 1 1 1 3 $6,000.00 $18,000
Hubs (Based on 12 Port Modules) 3 2 1 6 $1,000.00 $6,000
ISDN Line Installs 2 1 1 4 $250.00 $1,000
Consulting and Installation NA NA NA 1 $10,000.00 $10,000
Network Subtotal $35,000 $142,750
Wiring Requirements
Ethernet Ports 21 13 3 37 $250.00 $9,250
Electrical Runs, Shop 5 2 2 9 $500.00 $4,500
Wiring Closets 1 1 0 2 $500.00 $1,000
Wiring Subtotal $14,750 $157,500
Furniture
Metal Cabinets, Shop 5 2 2 9 $1,200.00 $10,800
Furniture Subtotal $10,800 $168,300
Tax @ 6.5% $10,940
Total $179,240
OFFICE OF THE MAYOR �C,-��{�3
BUDGET SECTION
Joseph Reid, Budget Director
CITY OF SAINT PAUL 240 City Hall Telephone:(612)266-8543
Norm Coleman, Mayor 1 S West Kellogg Boulevard Facsimile: (612)266-8541
Saint Paul, Minnesota 55102
�
November 22, 1996
Council President Thune
310-B City Hall
Saint Paul,MN 55102
Deaz Council President Thune,
This resolution moves some of the money budgeted in Resolution 96-1089 for technology for
vehicle management out of Council Contingency to the appropriate expenditure categories.
This will enable fleet managers to purchase an automated vehicle management information system
that will provide a citywide data base for managing all of our fleet resources. Presently,the City has
no systematic means of record keeping and must rely, in large part, on manual records. Our studies
of successful fleet operations across the country reveal that the initial cost of an automated fleet
management system is recovered quickly through better management and utilization of fleet
resources.
If you have any questions,please contact Bob Sandquist at 488-8348 or George Huschle at 68558.
Sincerely,
e Reid
cc: Councilmembers
Mayor Coleman
Mark Shields
Bob Piram
Bob Sandquist
H:\USERS�BUDCEIIWPFII.ES\YR 1996\CITIZENM�CITTHUNE.FLT