Proposed Equipment Acquisition PlanFY2012

Finance DepartmentKelly Dowe, Director

Presented By:Jennifer Olenick, Deputy Assistant Director of Public Finance

Sept. 19, 2011

Proposed EAP

Overview

Funding Sources

EAP Appropriations – FY12

Rolling Stock Plan

Technology Investment Plan

Other Equipment Acquisitions

2

The EAP:• Covers three components of capital spending:

– Rolling Stock Equipment such as cars, trucks, ditch excavators, forklifts, trailers, refuse trucks, tractors, and fire pumper trucks.

– Information Technology equipment, also referred to as the Technology Investment Plan (TIP), such as a records management system, network upgrades, computers, and software.

– Other Equipment such as bunker gear, defibrillators, and refuse containers.• Combined, the Equipment Acquisition Plan and the Capital

Improvement Plan (passed by Council in July) constitutes the planned capital spending for the City.

3

Overview

• Rolling Stock Equipment– General Fund supported debt (Public Improvement Bonds) *– Enterprise, Special Revenue and Grant Funds– Proceeds from the sale of salvaged City vehicles (Fund 9002)

• Technology Investment Plan– General Fund supported debt (Public Improvement Bonds) *– Enterprise, Special Revenue and Grant Funds

• Other Equipment– General Fund supported debt (Public Improvement Bonds) *

* Equipment Acquisition Consolidated Fund (Fund 1800)

4

Major Funding Sources

5

EAP Appropriations – FY12

FY09-11 Comparison ($ thousands) FY09 FY10 FY11 FY12Rolling Stock 67,950 47,199 26,052 29,003

TIP 37,209 45,186 83,155 51,883Other 2,381 2,476 2,035 3,035

TOTAL $107,540 $94,861 $111,242 $83,921

• The proportion of the EAP funded by debt has decreased from a high of 60% in FY 2010 to a planned 44% in FY 2012.

• Process of Plan Creation– FMD works with departments to right-size their fleet inventory– Departments submit purchase requests with estimated costs and

justifications– FMD seeks opportunities to transfer existing equipment between

departments and from the pending auction list– FMD works with departments to reconcile requests that are over budget

either in total or on a unit cost basis• SPD administers and monitors vendor bid processing and awards

based on lowest/best bid– Deviations from the plan are reported to FMD for subsequent

adjustments6

Rolling Stock Plan

7

FY12 Rolling Stock Plan

Department ($ thousands) Debt-funded (percentage of All Funding Sources) All Funding Sources

Houston Airport System 0 0% 8,781 30%Public Works & Engineering 0 0% 6,509 22%Police 3,416 85% 4,003 14%Fire 3,850 97% 3,985 14%Solid Waste Management 2,188 95% 2,300 8%Parks & Recreation 1,569 95% 1,656 6%Fleet Management 662 65% 1,012 3%General Services 402 98% 412 1%Other * 215 63% 344 1%TOTAL $12,303 42% $29,002 100%

* Municipal Courts, Mayor’s Office, Administration & Regulatory Affairs, Information Technology, Health & Human Services

• CSMART – The goal of the CSMART project is to expedite the Courts’ ability to provide defendants with timely and accurate disposition of their cases by:– Automating labor intensive work performed by the City’s enforcement, judicial, chief

clerk, and legal functions.– Improving services provided to both the attorney of record and bondsmen.– A review of the project is currently being undertaken and IT will report back to

Council in December 2011.• HPD Records Management System – Off the Shelf System With 10%

Adjustments including: – Report Writing Component, Arrest Booking/Jail Management Component, Mobile

Component to get information directly to the cars, and Numerous Interfaces (DA, Regional Warrant System, Court Case Disposition, AFIS, Photos, Harris County, etc).

– On schedule to go-live in December 2013.

8

Technology Investment PlanMajor Project Highlights

9

Technology Investment Plan

Department ($ thousands) Debt-funded (percentage of All Funding Sources) All Funding Sources

Police 11,952 33% 36,316 70%Municipal Courts 6,676 100% 6,676 13%Public Works & Engineering 0 0% 5,965 11%Information Technology 1,925 100% 1,925 4%Health & Human Services 1,000 100% 1,000 2%TOTAL $21,554 42% $51,883 100%

10

Other Equipment Acquisitions

Department - Cost Center ($ thousands) All Funding Sources *Fire - Fire Suppression 1,038 34%Solid Waste 1,000 33%Fire - EMS 525 17%Fire - Warehouse Operations 230 8%Fire - Air Pack Maintenance & Repair 221 7%Fire - Rescue Team 21 <1%TOTAL $3,035 100%

• Fire Department acquisitions include bunker gear, semi-automatic defibrillators, and breathing air systems.• Solid Waste acquisitions are black refuse carts to replace those that have been lost, stolen, or damaged for the automated collection program, which began in 1997.

* 100% debt-funded

11

Proposed Equipment Acquisition PlanFY2012