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Mission Statement

The mission of the Department of General Services Division of Fleet Management Services (DFMS, Motor Pool Internal Service Fund) is to plan for, acquire, maintain, and dispose of the County's fleet of motor vehicles, buses, heavy equipment, and other vehicular equipment in support of the transportation and service delivery needs of all County departments. The Division maintains its four shop locations and thirteen fuel sites, and operates out of six depots Countywide.

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Budget Overview

The total approved FY20 Operating Budget for the Division of Fleet Management Services is $84,759,177, an increase of $10,961,059 or 14.85 percent from the FY19 Approved Budget of $73,798,118. Personnel Costs comprise 28.41 percent of the budget for 208 full-time position(s) and no part-time position(s), and a total of 211.10 FTEs. Total FTEs may include seasonal or temporary positions and may also reflect workforce charged to or from other departments or funds. Operating Expenses account for the remaining 71.59 percent of the FY20 budget.

County Priority Outcomes

While this program area supports all eight of the County Result Areas, the following are emphasized:

  • Easier Commutes
  • A Greener County
  • Effective, Sustainable Government

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Department Performance Measures

Performance measures for this department are included below (where applicable), with multi-program measures displayed at the front of this section and program-specific measures shown with the relevant program. The FY19 estimates reflect funding based on the FY19 approved budget. The FY20 and FY21 figures are performance targets based on the FY20 approved budget and funding for comparable service levels in FY21.

Accomplishments

  • Achieved Significant Improvements in Inventory Parts Handling - The Parts fill rate ended the year at 88 percent and the Parts stock turns improved to 2.07. The annual Parts inventory had the best ever year-end variance at .02 percent.
  • Material Handling Upgrade (Space Saver) - The existing material handling equipment at the Brookville Maintenance Facility (BMF) received the first phase of upgraded technology for the operating system of the Space Saver's automated parts shelving system. The upgrade allows for the continued use of this material handling equipment that provides more efficient parts storage and processing.
  • Expansion of Automated Tool Boxes, Computerized Cabinet/Locker Systems - Due to the successful results of the initial installation of Automated Tool Boxes at the Equipment Maintenance and Transit Operations Center (EMTOC) in maximizing tool availability for repairs while minimizing tool losses, an additional automated tool box was added to the EMTOC transit operations.

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Initiatives

  • Articulated Bus Maintenance Bay Retrofit - DFMS is retrofitting four current maintenance bays at the Equipment Maintenance and Transit Operations Center (EMTOC) to allow for fleet management support of Transit's future Ride On 60-foot articulated buses. The retrofitting will not only allow Fleet to service the 60-foot buses, but will also increase capacity to meet future transit fleet levels.

  • Reverse Auction Contract - DFMS generated a Request for Proposal (RFP) which resulted in a Reverse Auction Contract. The goal of this contract is to provide reverse auction services for the procurement of fuel as well as other energy procurements. The contract is expandable to support other commodities and services throughout the County. The costs of reverse auction services are not billed to the County but are passed on to the awardee.

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Innovations and Productivity Improvements

  • Implemented a Preventive Maintenance (PM) Contractor-based Business Model - An increased emphasis was placed on Preventive Maintenance (PM) to reduce bus repair costs and to prepare for a replacement campaign for major components, which impacted the PM scheduling. To address these areas and to increase capacity to meet PM requirements, DFMS implemented a new PM Business Model.

  • Developed and Implemented a Recall Tracking Tool - Utilizing SharePoint, DFMS developed and implemented a Recall Tracking Tool which reduced the Recall Corrective Action timeline and allowed for better information on where vehicles were in the process. This also improved the overall management of the contractor.

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Collaboration and Partnerships

Acquisition of New Complements of Transit Buses for Expansion of Routes and Services

Montgomery County is adding new types of buses to the fleet (Rapid Transit Buses, Microbuses, Electric Buses, and 60-foot Articulated Buses). In conjunction with the Department of Transportation (DOT) Division of Transit Services, DFMS developed specifications and completed a Request for Proposals (RFP). During the build cycle, DFMS will participate in on-site inspections.

 

Program Descriptions

  Heavy Equipment and Automotive Services

This program is responsible for the maintenance and repair of the heavy equipment fleet which includes heavy dump trucks, straight trucks, construction equipment, snow plows, leafers, mowers, backhoes, hydraulic excavators, and other specialized pieces of equipment. In addition, the program is responsible for the maintenance and repair of the automotive...

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  Transit Equipment Services

This program is responsible for the scheduled and non-scheduled maintenance and repair of the Ride On Bus fleet at three locations....

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  Management Services

This program provides policy development and planning; operational, personnel, and administrative oversight; and support for division activities. Management Services is the central coordinator for the County on environmental stewardship and energy-related matters pertaining to emissions and motor fuel to include alternative fuels and applicable State and Federal legislation and fuel...

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  Administrative Services

This program includes the preparation and monitoring of the division operating and capital budgets. The program also oversees financial management of the Motor Pool Internal Service Fund; payment processing; solicitations and contracts; and computer and office automation system activities....

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Budget Trends
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Program Contacts

Contact Peggy Lynch of the Division of Fleet Management Services at 240.777.5759 or Naeem Mia of the Office of Management and Budget at 240.777.2786 for more information regarding this department's operating budget.

Related Links
Budget Summary
TitleActual
FY18
Budget
FY19
Estimate
FY19
Approved
FY20
%Chg
Bud/App
MOTOR POOL INTERNAL SERVICE FUND
EXPENDITURES
Salaries and Wages16349546.0017033601.00 16777987.00 18405281.008.1
Employee Benefits5034894.005291786.00 5188902.00 5675053.007.2
Motor Pool Internal Service Fund Personnel Costs21384440.0022325387.00 21966889.00 24080334.007.9
Operating Expenses47373247.0046586497.00 48208758.00 50588492.008.6
Capital Outlay6372601.004823774.00 4823774.00 10027891.00107.9
Debt Service Other0.0062460.00 62460.00 62460.000.0
Motor Pool Internal Service Fund Expenditures75130288.0073798118.00 75061881.00 84759177.0014.9
PERSONNEL
Full-Time200.00202.00 202.00 208.003.0
Part-Time0.000.00 0.00 0.000.0
FTEs204.10206.10 206.10 211.102.4
REVENUES
Insurance Recoveries1601658.001587425.00 1800000.00 1787425.0012.6
Investment Income159331.00157780.00 314130.00 157780.000.0
Miscellaneous Revenues2025272.001203000.00 1203000.00 203000.00-83.1
Motor Pool Charges/Fees77672207.0072950295.00 72950295.00 77032289.005.6
Motor Pool Internal Service Fund Revenues81458468.0075898500.00 76267425.00 79180494.004.3
FY20 Approved Changes
TitleExpendituresFTEs
MOTOR POOL INTERNAL SERVICE FUND
FY19 ORIGINAL APPROPRIATION73798118206.10
Changes (with service impacts)
Enhance: US 29 FLASH Operating Costs [Transit Equipment Services]19341766.00
Other Adjustments (with no service impacts)
Increase Cost: Vehicle Replacement [Administrative Services]42434280.00
Increase Cost: Fuel price adjustment [Management Services]19084820.00
Increase Cost: FY20 Compensation Adjustment7499260.00
Increase Cost: Vehicle Replacements funded by Insurance Reimbursement [Administrative Services]6874250.00
Increase Cost: Wage Equity Study impact5468850.00
Increase Cost: Bus Service Lanes [Transit Equipment Services]5336270.00
Increase Cost: Adjust budget for Overtime to address structural budget deficiencies3447910.00
Increase Cost: Risk Management Adjustment2598190.00
Increase Cost: Retirement Adjustment252510.00
Increase Cost: Motor Pool Adjustment185340.00
Technical Adj: Net To Gross Adjustment [Administrative Services]0-1.00
Decrease Cost: Annualization of FY19 Personnel Costs-628950.00
Decrease Cost: OPEB Adjustment-2283900.00
FY20 APPROVED84759177211.10
Program Summary
Program NameFY19 APPR
Expenditures
FY19 APPR
FTEs
FY20 APPR
Expenditures
FY20 APPR
FTEs
Heavy Equipment and Automotive Services1316575139.001413964239.00
Transit Equipment Services18508109112.0020524432118.00
Management Services3165981319.103520682018.10
Administrative Services1046444536.001488828336.00
Total73798118206.1084759177211.10
Future Fiscal Impacts ($000s)
TitleFY20FY21FY22FY23FY24FY25
MOTOR POOL INTERNAL SERVICE FUND
EXPENDITURES
FY20 Approved84759.00000084759.00000084759.00000084759.00000084759.00000084759.000000
No inflation or compensation change is included in outyear projections.
BRT support - net annualization and one-time0.000000-155.000000-155.000000-155.000000-155.000000-155.000000
Retiree Health Insurance Pre-funding0.000000-3.000000-10.000000-69.000000-110.000000-140.000000
Labor Contracts0.000000268.000000268.000000268.000000268.000000268.000000
These figures represent the estimated annualized cost of general wage adjustments, service increments, and other negotiated items.
Subtotal Expenditures84759.00000084869.00000084862.00000084803.00000084762.00000084732.000000