ADOPTED BUDGET RESOURCE ALLOCATION PLAN - City of ...

Project: 828040 Automated Fuel Management System
Origination Year: 2009-10
Planned Completion Year: 2010-11
Department: Public Works
Project Description / Scope / Purpose
Project Information Sheet
Type: Administrative Facilities
Category: Infrastructure
Project Manager: Hira Raina
Fund: 595 General Services
Sub-Fund: 100 Fleet Services
Project Coordinator: Tony Vargas
This project provides for the products and services for a new automated fuel management system including 320 gas keys and the installation of vehicle information module kits for 217 City-owned
vehicles. The City's existing fuel management system, GasBoy, is outdated. Initially installed in 1995, the current system is unable to provide reliable data on daily fuel transactions from the City's
diesel and gas dispensers. The software runs on a DOS platform which is no longer supported by GasBoy. Additionally, GasBoy will no longer allow the City to obtain a service support contract
for our existing system. The existing system is unable to ensure the degree of security necessary to adequately protect the City's investment in transportation fuel.
Project Evaluation and Analysis
Replacing the existing system will give the City the ability to designate daily limitations based on tank size or miles driven. The new system will provide multiple security layers not currently
available, such as requiring the combination of an employee ID badge and a special key to access fuel. Many vehicles in the City's fleet will utilize an on-board module which will automatically
download vehicle information such as unit number, current odometer reading and idle time. An added capability includes provision of vehicle error codes to the maintenance shop, which will alert
staff to repair requirements. A multitude of reporting information is also available to track equipment life cycle cost which is critical for equipment replacement analysis. Overall, the new system
will aid City sustainability efforts for more efficient and economical fuel/vehicle management.
Fiscal Impact
The automated fuel management system costs are as follows:
Fuel Management System $85,923
Software Installation/Training/Software Interface $14,450
Installation of vehicle information module kids for 217 vehicles $27,000
Technology upgrades $9,000
Tax & Other costs $12,969
This project is partially funded by the savings from the reduced costs for replacement of the above ground tanks at the gold course in Project 824780. It will be funded by transfers from the Water
Supply and Distribution Fund and Wastewater Management Fund, which were originally for Project 824780 (Upgrading of Fuel Stations), and have been redirected to this project.
Project Financial Summary
Financial Data Prior
Actual
Project Costs
Revenues
Total
Transfers-In
Total
Operating Costs
Current 2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 Y11-Y20
2009-10
Total
Project
Life Total
21,038 128,304 0 0 0 0 0 0 0 0 0 0
0 149,342
0 0 0 0 0 0 0 0 0 0 0 0
0 0
21,038 128,304 0 0 0 0 0 0 0 0 0 0
0 149,342
0 0 0 0 0 0 0 0 0 0 0 0
0 0
Automated Fuel Management System 828040