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97-1587- _ �� ORIGINAL CI7Y Pr=senten By Re==_rre3 To i � 3 e S o' 7 8 9 10 11 , 2 13 _a 15 16 i7 18 �9 20 21 22 23 24 25 26 27 28 �9 30 31 32 33 34 35 35 37 38 39 a0 aZ a� �?3 g4 e5 a6 47 qg g9 50 RESOLUTION cr��n Sheet 7 32255 T PAU , MINNESOTA l9 Council File n 9� " �Sg� Committ2°: Dat° WN�REAS, in order t mana rleet operacions like a business and make cost efiective decisio s regarding ileet issues, the Municipal Ecruipment Garage recruires a�1ee� Management inzormation System to �rack ecruioment maincenance and repair data; and WHEREAS, Resolution 96-1089 placed $225,000 in cont?ngency ior the purchase of information and fuel managemenc systems; and WHE:ZEAS, $174,24Q of this $225,000 has been used to date for tne purchase oi a=1eet management information system hardware and software; and WHEREAS, Resolucion 96-1089 directed the remaining 545,760 be transzerred to the appropriate spending codes and encumbered as an obligation of the 1996 budget for expenditures in 1997; and N7HEREAS, the Municipal Equipment Garage, with the help of the Department of Technology and Management Services, Division of Contract and Analysis Services, has determined that $45,000 of software is required to implement tnis information sVStem; and WHEREAS, this additional $a5,760 was not encumbered in 1996; and WHEREAS, the Mayor, pursuant to Section 10.07.01 of the City Charter, does cer`.ify that there are Retained Earnings available to finance this approoriations; and WHEREAS, THE Mayor recommends the following changes to the 1997 budget: CURRENT BUDC-ET CINANCT_NG pLAN: 250 Eauioment Se�vice Fund 9925 Use of Retained Earnings $0 A11 other Financing 55,229,269 Total Financing P1an $5,229,269 CCJRREN'I` BUDGET CHANGES $a5,000 SO $a5,000 CHANGES AIyLNDED BUDC-c.T $45,000 55.229,269 55,27a,2o9 AMENDED BUDGET SPENDING PLAN: 250 Eauipment Service Fund 12202-0393 PC Software $4 A11 other Spendis�g 52,160.209 Tota1 Spending P1an- $5,229,269 Page 1 of 2 $q5,000 SO $a5,p00 $45,000 52 160,209 $5,274,269 51"'Now, therefore, 52 additions to th 53 54 55 So' 57 58 �9 60 0'1 '02 63 o'� 0'S 0'6 0'7 0'8 '09 70 71 72 73 74 75 76 77 78 79 80 , � � Page 2 of 2 Yeas Nays AbsenC 9lakev � 3ostrom f � C'n 7 ? i n.c _� :r� rr; � .Na{�art7 � ThUne � I �dooted by Council: Date �� �3p \qq� \ ?doption Certified by Council Secretary By Approved By Mayor: ay: 92-IS=8� be it RESOLVED, that the City Council adopts the above?°- e 1997 budget. Reauested by Deoartnent of: ?ublic 'v3orks By: rs �� (C� Approval Recommended �y Budget Director: By: Tt' lY ' 1't�. •�"`�oC For C . Approv�b�( f�siorc to Council: i g \l Works :OMACTPERSON & PHONE LaRon Mundahf 488-8348 BE ON COUNCIL AGENDA BY (DATE) DATE INITIATED - • �` /�� " 32255 s�,sis� IGREEN SHEET No � OEPARTMENTDIRECTOP ASSIGN NUMBER FOH � CEN ATTORNEY (\�� ROU'IING �FINANCIALSEAVICESOIF ORDEfi � � MAYOR �OR ASSISTANn � SENIOfl MGR TOTAL # OF SIGNATURE PAGES 1 (CIIP ALL LOCATIONS FOR SIGNATUR� CIT`/COUNCIL — QTYCLEHK _ PIN. SERVICES/ACCT. ACi1V6`! MGR OICK RUPERT/ACCT. ACTON REQUE5TED Approve Council Resolution revising the 1997 Municipal Equipment fund (250) budget to allow purchase of software for the Fleet Management Information System. This spending authority was place in Council contingency as part of City fieet improvement Resolution CF96-1089 passed September 4, 1996 and Resolution CF96-1483 passed December 11, 1996. RECOMMEPIDATIONS: Apprwe (A) or Reject (R) PLANNING COMMISSION CIB COMMITTEE CIVIL SERViCE COMMiS510N PERSONAL SERVICE CONTRACTS MUST ANSWER THE FOLLOWING QUESTIONS: 1. Has this personJfirm ever worked under a contract for this department? YES NO 2. Has this personlfirm ever been a city emp(oyee? YES NO 3. Does this person/firm possess a skill not normally possessed by any current city employee? YES NO Explain all yes answers on separate sheet and attach to green sheet INITIATING PROBI.EM, ISSUE. OPPORTONIN (WHO, WHAT, WHEN, WHERE, WHY). The City has initiated an interdepartmental effort to improve the quafity of the City's fleet resources and how they are managed. PaK of this effort is the purchase and installation of an automated vehicle management information system as a tool for city-wide fleet resource management. At the end of 1996, Resolution 96-1483 approved the purchase of fleet management information system hardware and software with the understanding that additional software would be required. ADVANTAGESIFAPPROVED: The ability to accurately track equipment costs including labor, parts inventories and repair types will greatly assist the decision making process required for effective fieet management. Accurate, real-time data will yield greater efficiencies and result in cost reductions in fleet operations. The system wili provide repair tracking/scheduling and preventive maintenance which will increase equipment reliability while minimizing down time. �EC�:��r� �������� DISADVANTAGES IF APPROVED. None �EC 18 199T t+��.YC�€€`� ���1CF s, �EC 17 1997 � i. �� ` E DISADVANTAGES IF NOT APPROVED The fleet management information system hardware and sofiware that was purchased is incomplete. 7he main software package needed to track equipment costs, labor, parts inventories and repair types is still needed. This software is also needed to set accurate goals and performance measures for fleet operations. City equipment use and repair will not be monitored very well and we will have no way to measure our overall competitiveness with other service providers. TOTALAMOUNTOF7RANSACTION$ $45.000 COST/REVENUEBUUGETED(CIRCLEONE) YES No FUNDING SOURCE USP Of REt9if12d Efl ACRVITY NUMBER � /��„e.�. VAN�i FINANCIALINFORMATION:(IXPLAIN) DEC 2 2 1997 97-ISg7 To: Council President Thune Counciimember Blakey Councilmember Bostrom Councilmember Collins Councilmember Harris Councilmember Megard Councitmember Morton From: Bob Piram, Fleet Board Chair Ai Bataglia, Fleet Board Member Stacy Secker, Fleet Board Member Bernie Bullert, Fleet Board Member Joe Reid, Fleet Board Memb� Doug Wills, Fleet Board Mem er Submitted By: Bob Sandquist, Fleet Directo� One year ago, the City Council passed Resolution 96-1483 which advanced funds for the purchase of vehicles and equipment for rental through a centralized municipal fleet. This Resolution also identified funds for the purchase of an automated fleet ma�agement system to improve equipment tracking and maintenance and to provide accurate, timely data for management decisions. Council Resolution 96-1483 hasbeenamajor contributing factor in the rapid improvement of the city fleet andthe restructuring of city-wide fleet operations. Asof today, almost onethird of Parks' rolling stock is rented from the central municipal pool in the Public Works Department and over the next few years a plan is in place for the two department fleets to be completely joined. Our cooperative fleet efforts have resulted in a greatly increased sharing of expertise and physical and human resources among the three city garages, as well. The secondpart of Resolution 96-1483 addressedthe purchase and installation of a city wide automated fleet management system. Through most of this year, staff from all of the fleet operations, the Purchasing Division and the Information Services Division have participated i n the selection and installation of computer hardware, networking equipment and in the review and selection of a software package. An RFP (request for proposal) was written and bids were returned from four vendors. Last month, the fleet and IS participants reviewed and rated the bid proposals and unanimously selected a system which will best meet the City's needs. The attached Resolution releases the $45,000 which was left unencumbered from Resolution 96-1483 for the purchase of computer software. Any other funding which mav be reauired for the completion of this proiect will come from internaliv budgeted sources. With the approval of this Resolution a contract will be awarded to the preferred vendor by the end of December 1997 and instaflation wiil begin in January of 1998. The system will be °on-line" and in use by June 1998. - _ �� ORIGINAL CI7Y Pr=senten By Re==_rre3 To i � 3 e S o' 7 8 9 10 11 , 2 13 _a 15 16 i7 18 �9 20 21 22 23 24 25 26 27 28 �9 30 31 32 33 34 35 35 37 38 39 a0 aZ a� �?3 g4 e5 a6 47 qg g9 50 RESOLUTION cr��n Sheet 7 32255 T PAU , MINNESOTA l9 Council File n 9� " �Sg� Committ2°: Dat° WN�REAS, in order t mana rleet operacions like a business and make cost efiective decisio s regarding ileet issues, the Municipal Ecruipment Garage recruires a�1ee� Management inzormation System to �rack ecruioment maincenance and repair data; and WHEREAS, Resolution 96-1089 placed $225,000 in cont?ngency ior the purchase of information and fuel managemenc systems; and WHE:ZEAS, $174,24Q of this $225,000 has been used to date for tne purchase oi a=1eet management information system hardware and software; and WHEREAS, Resolucion 96-1089 directed the remaining 545,760 be transzerred to the appropriate spending codes and encumbered as an obligation of the 1996 budget for expenditures in 1997; and N7HEREAS, the Municipal Equipment Garage, with the help of the Department of Technology and Management Services, Division of Contract and Analysis Services, has determined that $45,000 of software is required to implement tnis information sVStem; and WHEREAS, this additional $a5,760 was not encumbered in 1996; and WHEREAS, the Mayor, pursuant to Section 10.07.01 of the City Charter, does cer`.ify that there are Retained Earnings available to finance this approoriations; and WHEREAS, THE Mayor recommends the following changes to the 1997 budget: CURRENT BUDC-ET CINANCT_NG pLAN: 250 Eauioment Se�vice Fund 9925 Use of Retained Earnings $0 A11 other Financing 55,229,269 Total Financing P1an $5,229,269 CCJRREN'I` BUDGET CHANGES $a5,000 SO $a5,000 CHANGES AIyLNDED BUDC-c.T $45,000 55.229,269 55,27a,2o9 AMENDED BUDGET SPENDING PLAN: 250 Eauipment Service Fund 12202-0393 PC Software $4 A11 other Spendis�g 52,160.209 Tota1 Spending P1an- $5,229,269 Page 1 of 2 $q5,000 SO $a5,p00 $45,000 52 160,209 $5,274,269 51"'Now, therefore, 52 additions to th 53 54 55 So' 57 58 �9 60 0'1 '02 63 o'� 0'S 0'6 0'7 0'8 '09 70 71 72 73 74 75 76 77 78 79 80 , � � Page 2 of 2 Yeas Nays AbsenC 9lakev � 3ostrom f � C'n 7 ? i n.c _� :r� rr; � .Na{�art7 � ThUne � I �dooted by Council: Date �� �3p \qq� \ ?doption Certified by Council Secretary By Approved By Mayor: ay: 92-IS=8� be it RESOLVED, that the City Council adopts the above?°- e 1997 budget. Reauested by Deoartnent of: ?ublic 'v3orks By: rs �� (C� Approval Recommended �y Budget Director: By: Tt' lY ' 1't�. •�"`�oC For C . Approv�b�( f�siorc to Council: i g \l Works :OMACTPERSON & PHONE LaRon Mundahf 488-8348 BE ON COUNCIL AGENDA BY (DATE) DATE INITIATED - • �` /�� " 32255 s�,sis� IGREEN SHEET No � OEPARTMENTDIRECTOP ASSIGN NUMBER FOH � CEN ATTORNEY (\�� ROU'IING �FINANCIALSEAVICESOIF ORDEfi � � MAYOR �OR ASSISTANn � SENIOfl MGR TOTAL # OF SIGNATURE PAGES 1 (CIIP ALL LOCATIONS FOR SIGNATUR� CIT`/COUNCIL — QTYCLEHK _ PIN. SERVICES/ACCT. ACi1V6`! MGR OICK RUPERT/ACCT. ACTON REQUE5TED Approve Council Resolution revising the 1997 Municipal Equipment fund (250) budget to allow purchase of software for the Fleet Management Information System. This spending authority was place in Council contingency as part of City fieet improvement Resolution CF96-1089 passed September 4, 1996 and Resolution CF96-1483 passed December 11, 1996. RECOMMEPIDATIONS: Apprwe (A) or Reject (R) PLANNING COMMISSION CIB COMMITTEE CIVIL SERViCE COMMiS510N PERSONAL SERVICE CONTRACTS MUST ANSWER THE FOLLOWING QUESTIONS: 1. Has this personJfirm ever worked under a contract for this department? YES NO 2. Has this personlfirm ever been a city emp(oyee? YES NO 3. Does this person/firm possess a skill not normally possessed by any current city employee? YES NO Explain all yes answers on separate sheet and attach to green sheet INITIATING PROBI.EM, ISSUE. OPPORTONIN (WHO, WHAT, WHEN, WHERE, WHY). The City has initiated an interdepartmental effort to improve the quafity of the City's fleet resources and how they are managed. PaK of this effort is the purchase and installation of an automated vehicle management information system as a tool for city-wide fleet resource management. At the end of 1996, Resolution 96-1483 approved the purchase of fleet management information system hardware and software with the understanding that additional software would be required. ADVANTAGESIFAPPROVED: The ability to accurately track equipment costs including labor, parts inventories and repair types will greatly assist the decision making process required for effective fieet management. Accurate, real-time data will yield greater efficiencies and result in cost reductions in fleet operations. The system wili provide repair tracking/scheduling and preventive maintenance which will increase equipment reliability while minimizing down time. �EC�:��r� �������� DISADVANTAGES IF APPROVED. None �EC 18 199T t+��.YC�€€`� ���1CF s, �EC 17 1997 � i. �� ` E DISADVANTAGES IF NOT APPROVED The fleet management information system hardware and sofiware that was purchased is incomplete. 7he main software package needed to track equipment costs, labor, parts inventories and repair types is still needed. This software is also needed to set accurate goals and performance measures for fleet operations. City equipment use and repair will not be monitored very well and we will have no way to measure our overall competitiveness with other service providers. TOTALAMOUNTOF7RANSACTION$ $45.000 COST/REVENUEBUUGETED(CIRCLEONE) YES No FUNDING SOURCE USP Of REt9if12d Efl ACRVITY NUMBER � /��„e.�. VAN�i FINANCIALINFORMATION:(IXPLAIN) DEC 2 2 1997 97-ISg7 To: Council President Thune Counciimember Blakey Councilmember Bostrom Councilmember Collins Councilmember Harris Councilmember Megard Councitmember Morton From: Bob Piram, Fleet Board Chair Ai Bataglia, Fleet Board Member Stacy Secker, Fleet Board Member Bernie Bullert, Fleet Board Member Joe Reid, Fleet Board Memb� Doug Wills, Fleet Board Mem er Submitted By: Bob Sandquist, Fleet Directo� One year ago, the City Council passed Resolution 96-1483 which advanced funds for the purchase of vehicles and equipment for rental through a centralized municipal fleet. This Resolution also identified funds for the purchase of an automated fleet ma�agement system to improve equipment tracking and maintenance and to provide accurate, timely data for management decisions. Council Resolution 96-1483 hasbeenamajor contributing factor in the rapid improvement of the city fleet andthe restructuring of city-wide fleet operations. Asof today, almost onethird of Parks' rolling stock is rented from the central municipal pool in the Public Works Department and over the next few years a plan is in place for the two department fleets to be completely joined. Our cooperative fleet efforts have resulted in a greatly increased sharing of expertise and physical and human resources among the three city garages, as well. The secondpart of Resolution 96-1483 addressedthe purchase and installation of a city wide automated fleet management system. Through most of this year, staff from all of the fleet operations, the Purchasing Division and the Information Services Division have participated i n the selection and installation of computer hardware, networking equipment and in the review and selection of a software package. An RFP (request for proposal) was written and bids were returned from four vendors. Last month, the fleet and IS participants reviewed and rated the bid proposals and unanimously selected a system which will best meet the City's needs. The attached Resolution releases the $45,000 which was left unencumbered from Resolution 96-1483 for the purchase of computer software. Any other funding which mav be reauired for the completion of this proiect will come from internaliv budgeted sources. With the approval of this Resolution a contract will be awarded to the preferred vendor by the end of December 1997 and instaflation wiil begin in January of 1998. The system will be °on-line" and in use by June 1998. - _ �� ORIGINAL CI7Y Pr=senten By Re==_rre3 To i � 3 e S o' 7 8 9 10 11 , 2 13 _a 15 16 i7 18 �9 20 21 22 23 24 25 26 27 28 �9 30 31 32 33 34 35 35 37 38 39 a0 aZ a� �?3 g4 e5 a6 47 qg g9 50 RESOLUTION cr��n Sheet 7 32255 T PAU , MINNESOTA l9 Council File n 9� " �Sg� Committ2°: Dat° WN�REAS, in order t mana rleet operacions like a business and make cost efiective decisio s regarding ileet issues, the Municipal Ecruipment Garage recruires a�1ee� Management inzormation System to �rack ecruioment maincenance and repair data; and WHEREAS, Resolution 96-1089 placed $225,000 in cont?ngency ior the purchase of information and fuel managemenc systems; and WHE:ZEAS, $174,24Q of this $225,000 has been used to date for tne purchase oi a=1eet management information system hardware and software; and WHEREAS, Resolucion 96-1089 directed the remaining 545,760 be transzerred to the appropriate spending codes and encumbered as an obligation of the 1996 budget for expenditures in 1997; and N7HEREAS, the Municipal Equipment Garage, with the help of the Department of Technology and Management Services, Division of Contract and Analysis Services, has determined that $45,000 of software is required to implement tnis information sVStem; and WHEREAS, this additional $a5,760 was not encumbered in 1996; and WHEREAS, the Mayor, pursuant to Section 10.07.01 of the City Charter, does cer`.ify that there are Retained Earnings available to finance this approoriations; and WHEREAS, THE Mayor recommends the following changes to the 1997 budget: CURRENT BUDC-ET CINANCT_NG pLAN: 250 Eauioment Se�vice Fund 9925 Use of Retained Earnings $0 A11 other Financing 55,229,269 Total Financing P1an $5,229,269 CCJRREN'I` BUDGET CHANGES $a5,000 SO $a5,000 CHANGES AIyLNDED BUDC-c.T $45,000 55.229,269 55,27a,2o9 AMENDED BUDGET SPENDING PLAN: 250 Eauipment Service Fund 12202-0393 PC Software $4 A11 other Spendis�g 52,160.209 Tota1 Spending P1an- $5,229,269 Page 1 of 2 $q5,000 SO $a5,p00 $45,000 52 160,209 $5,274,269 51"'Now, therefore, 52 additions to th 53 54 55 So' 57 58 �9 60 0'1 '02 63 o'� 0'S 0'6 0'7 0'8 '09 70 71 72 73 74 75 76 77 78 79 80 , � � Page 2 of 2 Yeas Nays AbsenC 9lakev � 3ostrom f � C'n 7 ? i n.c _� :r� rr; � .Na{�art7 � ThUne � I �dooted by Council: Date �� �3p \qq� \ ?doption Certified by Council Secretary By Approved By Mayor: ay: 92-IS=8� be it RESOLVED, that the City Council adopts the above?°- e 1997 budget. Reauested by Deoartnent of: ?ublic 'v3orks By: rs �� (C� Approval Recommended �y Budget Director: By: Tt' lY ' 1't�. •�"`�oC For C . Approv�b�( f�siorc to Council: i g \l Works :OMACTPERSON & PHONE LaRon Mundahf 488-8348 BE ON COUNCIL AGENDA BY (DATE) DATE INITIATED - • �` /�� " 32255 s�,sis� IGREEN SHEET No � OEPARTMENTDIRECTOP ASSIGN NUMBER FOH � CEN ATTORNEY (\�� ROU'IING �FINANCIALSEAVICESOIF ORDEfi � � MAYOR �OR ASSISTANn � SENIOfl MGR TOTAL # OF SIGNATURE PAGES 1 (CIIP ALL LOCATIONS FOR SIGNATUR� CIT`/COUNCIL — QTYCLEHK _ PIN. SERVICES/ACCT. ACi1V6`! MGR OICK RUPERT/ACCT. ACTON REQUE5TED Approve Council Resolution revising the 1997 Municipal Equipment fund (250) budget to allow purchase of software for the Fleet Management Information System. This spending authority was place in Council contingency as part of City fieet improvement Resolution CF96-1089 passed September 4, 1996 and Resolution CF96-1483 passed December 11, 1996. RECOMMEPIDATIONS: Apprwe (A) or Reject (R) PLANNING COMMISSION CIB COMMITTEE CIVIL SERViCE COMMiS510N PERSONAL SERVICE CONTRACTS MUST ANSWER THE FOLLOWING QUESTIONS: 1. Has this personJfirm ever worked under a contract for this department? YES NO 2. Has this personlfirm ever been a city emp(oyee? YES NO 3. Does this person/firm possess a skill not normally possessed by any current city employee? YES NO Explain all yes answers on separate sheet and attach to green sheet INITIATING PROBI.EM, ISSUE. OPPORTONIN (WHO, WHAT, WHEN, WHERE, WHY). The City has initiated an interdepartmental effort to improve the quafity of the City's fleet resources and how they are managed. PaK of this effort is the purchase and installation of an automated vehicle management information system as a tool for city-wide fleet resource management. At the end of 1996, Resolution 96-1483 approved the purchase of fleet management information system hardware and software with the understanding that additional software would be required. ADVANTAGESIFAPPROVED: The ability to accurately track equipment costs including labor, parts inventories and repair types will greatly assist the decision making process required for effective fieet management. Accurate, real-time data will yield greater efficiencies and result in cost reductions in fleet operations. The system wili provide repair tracking/scheduling and preventive maintenance which will increase equipment reliability while minimizing down time. �EC�:��r� �������� DISADVANTAGES IF APPROVED. None �EC 18 199T t+��.YC�€€`� ���1CF s, �EC 17 1997 � i. �� ` E DISADVANTAGES IF NOT APPROVED The fleet management information system hardware and sofiware that was purchased is incomplete. 7he main software package needed to track equipment costs, labor, parts inventories and repair types is still needed. This software is also needed to set accurate goals and performance measures for fleet operations. City equipment use and repair will not be monitored very well and we will have no way to measure our overall competitiveness with other service providers. TOTALAMOUNTOF7RANSACTION$ $45.000 COST/REVENUEBUUGETED(CIRCLEONE) YES No FUNDING SOURCE USP Of REt9if12d Efl ACRVITY NUMBER � /��„e.�. VAN�i FINANCIALINFORMATION:(IXPLAIN) DEC 2 2 1997 97-ISg7 To: Council President Thune Counciimember Blakey Councilmember Bostrom Councilmember Collins Councilmember Harris Councilmember Megard Councitmember Morton From: Bob Piram, Fleet Board Chair Ai Bataglia, Fleet Board Member Stacy Secker, Fleet Board Member Bernie Bullert, Fleet Board Member Joe Reid, Fleet Board Memb� Doug Wills, Fleet Board Mem er Submitted By: Bob Sandquist, Fleet Directo� One year ago, the City Council passed Resolution 96-1483 which advanced funds for the purchase of vehicles and equipment for rental through a centralized municipal fleet. This Resolution also identified funds for the purchase of an automated fleet ma�agement system to improve equipment tracking and maintenance and to provide accurate, timely data for management decisions. Council Resolution 96-1483 hasbeenamajor contributing factor in the rapid improvement of the city fleet andthe restructuring of city-wide fleet operations. Asof today, almost onethird of Parks' rolling stock is rented from the central municipal pool in the Public Works Department and over the next few years a plan is in place for the two department fleets to be completely joined. Our cooperative fleet efforts have resulted in a greatly increased sharing of expertise and physical and human resources among the three city garages, as well. The secondpart of Resolution 96-1483 addressedthe purchase and installation of a city wide automated fleet management system. Through most of this year, staff from all of the fleet operations, the Purchasing Division and the Information Services Division have participated i n the selection and installation of computer hardware, networking equipment and in the review and selection of a software package. An RFP (request for proposal) was written and bids were returned from four vendors. Last month, the fleet and IS participants reviewed and rated the bid proposals and unanimously selected a system which will best meet the City's needs. The attached Resolution releases the $45,000 which was left unencumbered from Resolution 96-1483 for the purchase of computer software. Any other funding which mav be reauired for the completion of this proiect will come from internaliv budgeted sources. With the approval of this Resolution a contract will be awarded to the preferred vendor by the end of December 1997 and instaflation wiil begin in January of 1998. The system will be °on-line" and in use by June 1998.