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HomeMy WebLinkAbout185-13 RESOLUTIONRESOLUTION NO. 185-13 A RESOLUTION APPROVING A BUDGET ADJUSTMENT IN THE TOTAL AMOUNT OF $1,987.00 TO ALLOW PURCHASE OF PLANET FOOTPRINT UTILITY BILL MANAGEMENT SOFTWARE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached as Exhibit "A", in the total amount of $1,987.00 to allow purchase of Plant Footprint utility management software. PASSED and APPROVED this 3`d day of September, 2013. APPROVED: ATTEST: BY:A42'.-� C:: SONDRA E. SMITH, City Clerk/Treasurer FAYETTEVILLE��= City of Fayetteville, Arkansas Budget Adjustment Form Budget Year Division: Sustainability & Strategic Planning Request Date 2013 1 Department: Chief of Staff 8/16/2013 V12.0724 Adjustment Number BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION $9,400 is requested in the Software Account for the purchase of Planet Footprint utility bill management software. $1,987 is coming from the recognization of grant revenue from the Home Depot Foundation and the remaining $7,413 is coming from funding in the Publications and Dues account which was not needed to pay dues for the City's 2013 membership in the Sustainable Communties Network. W�V- _ alltwt3 Date Divisio He Bu et it ctor ate i 8 6 3 Da e Departm n Director �: teL .� S 4 M -)W{ I Finance Director Date i Am 1 D e C I a Date 'ffa or Prepared By: Reference: Budget & Research Use Only Type: A B C D E General Ledger Date Posted to General Ledger Checked / Verified TOTAL BUDGET ADJUSTMENT pnierengarten N Initial Date Initial Date 1,987 1,987 Increase / (Decrease) Account Name Account Number Expense Software 1010.6310.5209.00 9,400 Publications & dues 1010.6600.5303.00 (7,413) Commercial grants 1010.0001.4305.00 - Revenue 1,987 Project.Sub Number 31305 . 1301 G:\ETC\Sustainability & Strategic Plan ning\PROJECTS\Energy\Utility Bill Management Software\City Council Packet\Budget Adjustment for Purchase 1 of 1 City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 9/3/2013 City Council Meeting Date Agenda Items Only Peter Nierengarten pd Sustainability and Strategic Planning Submitted By Division Department Action Kequirea• roval of a budget adjustment to allow for the purchase of Planet Footprint Utility Bill Management Software. $9,400 Cost of this request 1010.6310.5209.00 Account Number 3�3©S 31W.1301 Project Number Budgeted Item $ 2,050.00 Category / Project Budget Materials & Supplies Program Category / Project Name $ 450.00 Sustainability and Strategic Planning Funds Used to Date $ 1,600.00 Remaining Balance Budget Adjustment Attached �X i?ll& 113 Dat Date Finance and Internal ServicesDirectorDate Afk-",,P� S71lLB Date 470?1 //3 Date Program / Project Category Name N/A Fund Name Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received in City Clerk's Office `� a. �-t 0 Received in E iER Mayor's Office �6 Revised January 15, 2009 l Tileev AR CITY COUNCIL AGENDA MEMO To: Mayor Lioneld Jordan Thru: Don Marr, Chief of Staff From: Peter Nierengarten, Sustainability & Strategic Planning Director f Date: August 16, 2013 Subject: Utility Bill Management Software RECOMMENDATION THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE Approval of a budget adjustment to allow for the purchase of Planet Footprint Utility Bill Management Software. BACKGROUND The City of Fayetteville currently manages over 400 individual monthly utility bills for Water & Sewer, Electricity and Natural Gas service at City -owned buildings and facilities (such as traffic signals, street lights, parks, etc). These utility services are provided by five different utility companies: SWEPCO, Ozark Electric, Source Gas, City of Fayetteville and City of Springdale. Currently the City's Accounting Department manages payment of these utility bills and provides tracking and summary of expenditures with each utility company on an annual basis. In 2012 the City of Fayetteville spent over $1.6M on utilities. Beyond the amount of money paid for each bill, management and audit of energy (natural gas and electricity) and water consumed has proved more challenging. Analysis of any individual bill or account can be completed without too much difficulty, but aggregate analysis is difficult due to the large number of bills that come in each month and the fact that bills come in five different formats and measure three different units (kWh, gallons & therms) of consumption. This challenge prevents Sustainability and Strategic Planning Staff from being able to analyze and report total electricity, natural gas and water consumed by City facilities on a monthly or annual basis. A budget adjustment is necessary to receive a portion of the money for the software purchase from the Home Depot Grant and move the balance from an account budgeted for the City's 2013 Sustainable Communities Network Membership. Grant funds were used to pay for Fayetteville's 2013 Sustainable Communities Network Membership, therefore the budgeted funds were not needed during 2013. BUDGET IMPACT The purchase price for the Planet Footprint software is $9,400 per year; $1,987 will come from recognizing the remaining revenue in the Home Depot Grant and the balance, $7,413 will come from unused money that was budgeted for the City's 2013 Sustainable Communities Network Membership. Money to pay for this software in 2014 is requested in the Sustainability and Strategic Planning Department's 2014 budget. RESOLUTION NO. A RESOLUTION APPROVING A BUDGET ADJUSTMENT IN THE TOTAL AMOUNT OF $1,987.00 TO ALLOW PURCHASE OF PLANET FOOTPRINT UTILITY BILL MANAGEMENT SOFTWARE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached as Exhibit "A", in the total amount of $1,987.00 to allow purchase of Plant Footprint utility management software. PASSED and APPROVED this 3`d day of September, 2013. IVIV4113 ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer August 6, 2013 Peter Nierengarten Director of Sustainability & Strategic Planning City of Fayetteville 113 West Mountain Street Fayetteville, AR, 72701 Dear Peter UNIQUENESS OF PLANET FOOTPRINT ENERGY AND ENVIRONMENTAL SCOREKEEPING FOR LOCAL GOVERNMENT We appreciate the City of Fayetteville's consideration of Planet Footprint for ongoing energy and environmental scorekeeping. Our service has a number of unique aspects which aren't offered by other vendors. Quarterly Performance Reviews. Planet Footprint recognizances that most City and County staff are too busy to remember to download and -action the information we make available. For this reason, Planet Footprint delivers Quarterly Performance Reviews to key staff by your dedicated Service Manager, who has years of experience in local government energy and resource management. A Quarterly Performance Review pro -actively notifies you of all the key elements of your performance, guaranteeing engagement and ongoing accountability. In short, we constantly watch your performance and tell you what you need to know. Local Government Facility Benchmarking. Planet Footprint is the only service that provides benchmarking (comparisons) of energy and water costs, consumption and greenhouse gas emissions between local government facilities both nationally (across the US) and internationally. Our benchmarking system includes categories for Government Administration Buildings, Fire Stations, Libraries and dozens of others. These facility types are unique to the local government sector. Through work with over 225 local governments worldwide, Planet Footprint has built a database of local government -specific facility performance data which no Planet Footprint Telephone: 1 800 859 3803 Fax: 1 888 808 8096 www.planetfootprint.us Mailing Address: 548 Market St # 39868 San Francisco, CA 94104-5401 Office: 39555 Orchard Hill Rd, Suite 600, Novi, MI, 48375 Planet Footprint PA other company or government agency has. This benchmarking information can only be accessed by organizations that subscribe to Planet Footprint's service. Local Government Facility Profiling. The subscribers -only area of Planet Footprint's website provides subscribers with Property Profile web pages, which are unique. Based on the type of facility (property) being profiled, for example, a fire station, the subscriber is shown case studies of how energy and water consumption have been reduced in similar facilities in other local government agencies. These profiles also provide the subscriber with a forum for getting peer recognition for energy and environmental performance improvements to buildings which they operate. The profiles provide a unique network of best practice information for energy and water efficiency in local government operations that is not available elsewhere. Managed Data Collection. Planet Footprint takes a unique approach to ongoing collection of energy and water data. We collect billing and invoice data either directly from utilities or from the subscriber's finance department in a way that does not disrupt existing accounts payable processes, does not require IT department programming and does not require manual data entry by our clients. All known alternatives involve one or more of: - Redirecting mailed utility bills to the vendor, which amounts to outsourcing of the client's accounts payable process. - The client being required to enter data manually into the vendor's software program on a monthly basis. - The client engaging in an IT project to integrate internal accounting systems with vendor software. The features outlined above are unique to Planet Footprint's Energy and Environmental Storekeeping Service. These differences between Planet Footprint and other vendors go beyond reckoning of quality, quantity, vendor experience or cost and they are important factors in the success or our service for our local government clients. Please feel free to address any enquiries about our service to me on at dean.Jackson@planetfootprint.com Sincerely, Dean Jackson President Planet Footprint LLC Planet Footprint Planet Footprint Accounts Department 548 Market St # 39868 San Francisco, CA 94104-5401 (800)859-3803 accounts@planetfootprint.us http://planetfootprint.us City of Fayetteville 113 West Mountain Street Arkansas 72701 Accepted By Accepted Date Fed Tax ID (EIIST): 68-0679098 Quote ft WIN 07/21/2013 1001 08/31/2013