From: Jennifer Ott
To: CityCouncil-List
Cc: Erin Smith; Margaret O"Brien
Subject: Fleet Replacement Internal Service Fund
Date: Thursday, May 4, 2023 9:56:43 AM
Attachments: Fleet Replacement Charges by Dept FY17-25.pdf ReplacementListFY2324_FY2425.pdf
Mayor and Councilmembers,
As follow up to Tuesday night’s discussion and questions regarding the replacement of City fleet vehicles, I am providing additional information prior to the budget workshop tonight. The internal service fund (ISF) established for the replacement of City vehicles is funded by each vehicle paying in an annual depreciation amount such that the estimated replacement cost at the end of the vehicle’s useful life is fully deposited by the estimated year for replacement. The ISF currently uses an estimated 3% annual average inflation rate. The fleet inventory is managed in an asset management database, which allows each vehicle record to have an associated fund/division, purchase price, replacement cost, date of replacement , maintenance work orders, etc.
In preparation for the proposed biennial budget, we total the vehicle depreciation cost by fund/division. The attached shows the deposits to the ISF in the proposed baseline budget for 23/24 and 24/25 and shows a history of those deposits dating back to FY 16/17. As shown, there is marked increase in the amount the Fire Department deposits into the fund starting in FY 21/22. At that time, the Fire Trucks and Fire Engines began paying into the fund. Prior to that, it was determined that sufficient funding was not available for this purpose. We are now depreciating all Fire Department units, which will include the Fire Boat, once received. The costs included for Engines 1 and 4 in Exhibit 2 of Tuesday’s agenda are the estimated purchase prices for each truck. As Director O’Brien pointed out, each truck has contributed to the ISF. The amount deposited for each is $577,532, which leaves the funding need for Engine 1 at $862,468 and $922,468 for Engine 2.
Please note that the Sewer Enterprise Fund does not participate in the fleet replacement ISF. As an enterprise fund there are all sorts of rules and regulation about comingling sewer funds with other funds. Instead, the sewer service charge rate study, done once every 5 years, considers the cost of maintaining a sewer fleet, including ongoing replacement, amongst many other costs and sets the rate such that the revenue into the program allows for a pay as you go basis. This is for vehicles, pipes, pumps, etc…
Also attached is the complete list of vehicles proposed for replacement in FY 23/24 and FY 24/25, including the two Engines and Battalion 1. I also want to acknowledge that over the last five years, the City has replaced 180 vehicles across all departments - a notable effort by our Fleet Services Division to renew an aged fleet.
Sincerely,
Jen
Jennifer Ott
City Manager
Alameda
Fleet Replacement Charges ‐ Departments
Download generated on 05/03/2023
Expenses Filter
Department 2016‐17 Actual 2017‐18 Actual 2018‐19 Actual 2019‐20 Act ual 2020‐21 Actual 2021‐22 Actual 2022‐23 Revised Budget 2023‐24 Bu dget 2024‐25 Budget # Deprec. in 24‐25 Fire 356,816 270,725 242,279 508,421 486,379 1,036,611 1,036,611 1,965, 836 1,885,336 52 Police 155,880 730,171 617,833 556,119 556,119 622,146 667,146 743,377 7 43,377 61 Public Works (no Sewer) 273,420 259,168 219,312 467,055 467,330 247,9 04 287,248 630,410 630,410 45 Recreation and Parks 90,211 124,345 109,565 131,418 122,116 123,579 12 3,579 366,698 366,698 64 Planning/Bldg/Transportation 17,112 23,023 19,479 33,593 33,593 20,24 9 40,905 60,014 60,014 11 Information Technology 0 14,573 12,329 23,769 23,769 15,933 15,933 67,7 18 67,718 5 Community Development 2,256 2,444 2,063 3,046 3,046 2,865 2,865 8,619 8, 619 2 Finance 2,256 2,444 2,063 3,176 3,176 2,865 2,865 4,085 4,085 1 Library 2,100 2,275 1,925 2,646 2,646 2,927 2,927 4,069 4,069 1 City Manager 9,012 2,444 2,063 0 0 0 0 4,341 4,341 1
City Attorney 0 0 0000 0 4,458 4,458 1
Total 909,063 1,431,612 1,228,911 1,729,243 1,698,174 2,075,079 2,180, 079 3,859,625 3,779,125 244 Replacements Scheduled for FY23/24 and 24/25
Fleet ID Fleet ID Class Text
Fund‐
Division Fund‐Division Description
ARPD‐15 07 Chevrolet C‐3500 (Dump) Full Size Pickup Truck 10051450 ARPD ‐ Parks Maintenance ARPD‐56 1986 CHEVROLET C‐20 Full Size Pickup Truck 10051450 ARPD ‐ Parks Maintenance ARPD‐908 03 John Deere 1445 Terrain Cut (Front Mower) Lawn Care 10 051450 ARPD ‐ Parks Maintenance ARPD‐909 00 Scag Tiger Cub Mower Lawn Care 10051450 ARPD ‐ Parks Ma intenance ARPD‐910 10 Hustler Z Mower 928630C A Lawn Care 10051450 ARPD ‐ Parks Maintenance ARPD‐912 05 Hustler Z Mower Mini 927285 Lawn Care 10051450 ARPD ‐ P arks Maintenance ARPD‐914 06 John Deere 1445 Terrain Cut (Front Mower) Lawn Care 10 051450 ARPD ‐ Parks Maintenance ARPD‐917 10 John Deere Gator TX 4x2 UTV 10051450 ARPD ‐ Parks Maint enance ARPD‐923 06 John Deere Gator TX 4x4 UTV 10051450 ARPD ‐ Parks Maint enance ARPD‐928 11 Hustler Trim Star Mower Lawn Care 10051450 ARPD ‐ Parks Maintenance ARPD‐929 11 Turf CAT 628B 4WD Mower Lawn Care 10051450 ARPD ‐ Parks Maintenance ARPD‐23 07 Chevrolet C‐2500 Full Size Pickup Truck 10051450 ARPD ‐ Parks Maintenance AFD‐104 17 Ford Interceptor Utility (PPV) Mid‐Size SUV 10032210 Fir e ‐ Emergency Services AFD‐111 19 Chevrolet Suburban Full Size SUV 10032210 Fire ‐ Emergen cy Services AFD‐4 12 Pierce Quantum Fire Pumper 10032210 Fire ‐ Emergency Servi ces AFD‐5 13 Pierce Quantum Fire Pumper 10032210 Fire ‐ Emergency Servi ces APD‐153 13 Ford Interceptor Sedan (PPV) Mid‐Size Sedan 10031110 Po lice ‐ Patrol/Traffic APD‐177 18 Ford Interceptor Utility (PPV) Mid‐Size SUV 10031110 Pol ice ‐ Patrol/Traffic APD‐178 18 Ford Interceptor Sedan (PPV) Mid‐Size Sedan 10031110 Pol ice ‐ Patrol/Traffic APD‐179 18 Ford Interceptor Sedan (PPV) Mid‐Size Sedan 10031110 Pol ice ‐ Patrol/Traffic APD‐186 19 Ford Interceptor Utility (PPV) Mid‐Size SUV 10031110 Pol ice ‐ Patrol/Traffic APD‐187 19 Ford Interceptor Utility (Patrol Unit) (PPV) Mid‐Size SUV 10031110 Police ‐ Patrol/Traffic APD‐166 17 Harley Davidson Electra Glide Motorcycle 10031130 Police ‐ Support Services APD‐181 18 BMW R1200RT‐P Motorcycle 10031130 Police ‐ Support Servi ces APD‐182 18 BMW R1200RT‐P Motorcycle 10031130 Police ‐ Support Servi ces APD‐903T 10 Kendon Duel Rail MC Trailer Trailer 10031130 Police ‐ Support Services AFS‐19 01 Ford F‐350 Full Size Pickup Truck 10041580 PW ‐ Fleet Mai ntenance GF AFS‐84 07 Chevrolet Colorado Mid‐Size Pickup Truck 10041580 PW ‐ Fl eet Maintenance GF MSC‐91 88 Hyster SH‐40XL Forklift 26441610 PW ‐ Storm Drainage Mtce Prog MSC‐12 01 GMC C‐3500 Full Size Pickup Truck 26441610 PW ‐ Storm Dra inage Mtce Prog MSC‐05 02 Ford F‐450 Dump Full Size Pickup Truck 10041540 PW ‐ Stre ets/Roads Mtce GF MSC‐65 00 Leaf VA SCL800TM‐14 Leaf Vac 10041540 PW ‐ Streets/Roads Mtce GF MSC‐07 01 GMC C3500 Dump Full Size Pickup Truck 10041540 PW ‐ Stree ts/Roads Mtce GF MSC‐66 16 Tymco Sweeper 600 4300 SBA 4X2 Street Sweepers 4‐Wheel 2 6441540 Stormwater ‐ Streets/Roads Mtc