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File #: 22-340    Version: 1 Name:
Type: Resolution Status: Passed
File created: 4/8/2022 Departments: PUBLIC WORKS
On agenda: 5/3/2022 Final action: 5/3/2022
Title: Approve an Appropriation Transfer Request (ATR) transferring up to $150,000 as a loan from the Non-Departmental Services Fund to the Department of Public Works for the funding of a Fuel Management System.
Attachments: 1. 20220503_ATR_Fuel Management System
Special Notice / Hearing: None
Vote Required: 4/5ths

To: Honorable Board of Supervisors
From: Ann M. Stillman, Interim Director of Public Works
Subject: Appropriation Transfer Request for a Fuel Management System Loan

RECOMMENDATION:
title
Approve an Appropriation Transfer Request (ATR) transferring up to $150,000 as a loan from the Non-Departmental Services Fund to the Department of Public Works for the funding of a Fuel Management System.

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BACKGROUND:
The Department of Public Works (Department) utilizes a Fuel Management System that tracks fuel consumption, access, enables security and control of fuel stores, and monitors delivery. The Department's current Fuel Management System (Gasboy 1000) is past its useful life and the hardware and software are no longer supported by the vendor (Gasboy). The existing software and hardware infrastructure utilize dial-up modems to communicate fuel transaction data and are unsecure. The data can be easily manipulated as County of San Mateo personnel manually enter mileage data and employee information without system verification. This process has created inaccurate reporting data that requires considerable staff resources to manually validate and/or correct.

DISCUSSION:
The Department will be updating the Fuel Management System to a cloud-based system provided by FuelForce. The system will provide secured, automated fuel access through a fuel controller keypad display that communicates via wireless connection. The FuelForce fuel management system will integrate with the Department's cost-accounting financial system to provide data integrity and accurate fuel transactions, eliminating manual data entry. Additionally, the system is upgradeable and can be expanded to take advantage of additional technological features based on future needs (e.g., fleet electrification and energy consumption).
The Department, in collaboration with the Human Resources Department's Procurement staff, solicited propos...

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