SUBJECT
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Approve CIP amendment to add a Fuel Site Technology upgrade project to the FY 23/24 adopted CIP and transfer from Fleet Maintenance contingency reserve (One-time upgrade expense $146,429, 1st year recurring expense $15,763, totaling $162,192)
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DESCRIPTION
Fleet Management operates 12 fuel sites with 13 FuelMaster dispensing units. The current technology of these dispensing units is rapidly becoming obsolete. This project would replace the existing FuelMaster dispensing units linked via ethernet cables and radio frequency antennas with a cellular-based FMLive product managed in the cloud, thus alleviating outdated network-related connectivity issues. This upgrade will provide Fleet Management the ability to provide real-time fuel inventory and usage data to divisions and external customers like Citrus Connection and Polk County Sheriff’s Office.
Syntech Systems is the owner of the proprietary FuelMaster technology.
Polk County has a continuing contract with Fleet Energy Managers, LLC to perform fuel site related work and repairs and will be tasked with converting all 13 units during a single weekend (2 days) to reduce impacts to our fuel customers and maintain accurate records.
The cost of this project is $162,192.00 consisting of $146,429 for the 13 units and $15,763 for the first year of a recurring annual service fee. Funding is provided from the American Rescue Plan Act of 2021 - Treasury’s Local Assistance and Tribal Consistency Fund (LATCF) and by American Rescue Plan Act of 2021 - Coronavirus State Fiscal Recovery Fund (SLFR) through the State of Florida.
RECOMMENDATION
Request approval of a CIP amendment to add the FM Live Fuel Site Technology upgrade project to the FY 23/24 adopted CIP in the amount of $162,192 and a transfer from Fleet Maintenance contingency reserves in the amount of $62,192.
FISCAL IMPACT
Polk County was awarded $100,000 thru the American Rescue Plan Act of 2021 - Treasury’s Local Assistance and Tribal Consistency Fund (LATCF). The purpose of the LATCF program is to serve as a general revenue enhancement program and therefore recipients may treat these funds in a similar manner to how they treat funds generated from their own local revenue with little restriction. At the recommendation of County Management LATCF grant funds will be utilized to fund $100,000 of this project.
Additionally, Polk County also received a total of $74,784.21 from the State of Florida thru the American Rescue Plan Act of 2021 - Coronavirus State Fiscal Recovery Fund (SLFR), these federal funds are also to be considered revenue replacement with no restrictions, however Polk County must be able to report on how the funds were utilized. These funds were originally deposited within the General Fund and therefore it is recommended that they be utilized to fund the remainder of this project as well as one additional year of recurring expenses estimated at $14,084 (balance of funding would be $12,592.21).
Funds in the amount of $62,192 are available within the Fleet Maintenance Contingency Reserve for FY 23/24. During the FY 24/25 budget process funds will be allocated within the General Fund to be distributed to the Fleet Maintenance Fund to replenish the Fleet Maintenance Contingency Reserve.
CONTACT INFORMATION
Rob Biller
Fleet Management Division Director
Polk County Board of County Commissioners
863-534-5614
robertbiller@polk-county.net <mailto:robertbiller@polk-county.net>