SERVICE LEVEL AGREEMENT. Cedar Rapids Fleet Services Division and City of Cedar Rapids Departments

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1 SERVICE LEVEL AGREEMENT Cedar Rapids Fleet Services Division and City of Cedar Rapids Departments This document is a Service Level Agreement (SLA) between the Cedar Rapids Fleet Services Division (the Provider) and the Cedar Rapids Departments that report to the City Managers Office (the Customer). Its purpose is to clearly identify the expectations of the Customer and the Provider. By signing this document, both parties have committed to abide by this agreement. SERVICE REQUIREMENTS FLEET MANAGEMENT SERVICES FLEET SERVICES Set-up and maintain all vehicle records and provide vehicle inventory and maintenance data reports to customers as defined by their request Maintain automated fuel system Draft and coordinate vehicle specification Execute purchases of vehicles and equipment either through Purchase Order, (PO), or Council Resolution Liaise with vendors and customer groups to ensure specifications are met and costs are controlled Provide all licensing services for fleet vehicles and equipment Process Asset Disposal documents Dispose of used equipment to maximize Return on Investment, (ROI) Develop and support Monthly Management reports outlining fleet management activities Provide Fleet Management Software FMS training and support to customer groups Develop and manage vehicle charge-back/rental system to recover vehicle costs Manage all fleet vehicles and equipment from cradle to grave Partner with Finance Department staff to effective track and manage assets and the Asset Management Database Continually monitor fleet industry changes to include, out-sourced maintenance, lease v. own strategies, and best in class strategies CUSTOMER DEPARTMENT/DIVISION Provide accurate data to Fleet Services regarding vehicle assignments Identify a Point of Contact, (POC) for fleet related issues and discussions Openly discuss vehicle requirements and needs Direct all vendor inquiries to Fleet Services Review and advise functionality and needs for Monthly Management reports Analyze monthly report data and identify inaccuracies Manage fleet assets as if they were your own Report all accident and work-related damage on the appropriate form(s) Identify service gaps Partner with Fleet Services to ensure your service needs are being addressed Operate and manage fleet assets globally, What is best for the entire City Notify Fleet Services of changes to your vehicle inventory or assets that may impact this agreement

2 FLEET MAINTENANCE FLEET SERVICES Provide professional maintenance services as transparent to end user as possible Maintain all fleet maintenance records Develop and maintain Preventive Maintenance, (PM) programs (Attachment A) Complete work as promised Maintain cost controls and efficiencies Communicate with customer groups regarding vehicle maintenance activities Perform all safety related repairs prior to returning vehicle/equipment to customer Identify out-source opportunities to provide efficient and effective maintenance activities Liaise with vendors and customer groups to ensure custodial control over cost and maintenance process Establish and hourly shop rate that recovers 100% of service cost Establish vendor lists for authorized out-sourced maintenance. (Attachment B) Develop standard pricing for routine services that assist customers in budget planning and management Discuss and seek authorization from customers for high dollar repairs Consult with customers on maintenance turn-around times and repair expectations Analyze out-source options as necessary to meet customer expectations and time lines. CUSTOMER DEPARTMENT/DIVISION Support maintenance initiatives Ensure vehicle and equipment are available for Preventive maintenance activities Create a Point of Contact, (POC) for fleet maintenance discussions Support Fleet Services vendor networks Review monthly Fleet Maintenance reports Analyze monthly report data and identify inaccuracies Manage fleet assets as if they were your own Identify service gaps Conduct only those maintenance tasks authorized by Fleet Services GENERAL STATEMENTS Fleet Services is the primary management source and service provider for all fleet assets Fleet Services will continually add value to customer departments Customer Departmental personnel will support processes and procedures Both parties will review Performance Measurements REVIEW AND MODIFICATION The primary contacts or their designees listed below shall meet and review service quality and service levels on a quarterly basis. The SLA may be modified at any time with the consent of both parties. An Amendment is the method use to modify the basic Service Level Agreement. Signatures and dates are required for the SLA and the amendment, if applicable. TERM OF AGREEMENT This agreement is effective upon agreement by both parties and will remain in effect until further notice. Any changes that need to be made to this document shall be through the amendment process. COMPENSATION AND BILLING Fleet Services will direct bill departments for fuel consumed, fleet maintenance parts/supplies, and shop labor at the prevailing labor rate. Fleet Services will apply a monthly administrative fee for all fleet assets managed by Fleet Services. The administrative fee will be sufficient to recover the costs associated with maintaining vehicle records. The monthly administrative fee will be established as part of the budget development process and communicated to customers prior to the finalization of the budget. Vehicles purchased after July 1, 2008 will be charged a monthly lease charge. The purpose of this charge is to build a replacement fund for that piece of equipment over its pre-determined life. Once a vehicle reaches it s established life cycle Fleet Services will review that vehicle and determine if its life cycle needs to be adjusted. Any adjustments made will also be reflected in the monthly lease charges.

3 Billing will be handled through monthly transactions via the GL accounting system, adjustments or billing corrections will be addressed in the next billing cycle. Fleet Services will supply a monthly billing statement defining what vehicles and equipment are in the inventory, the monthly lease charges, and the monthly administrative fees that were applied. Department personnel will have one week to make corrections prior to the billing going to the GL accounting staff. PRIMARY CONTACTS The primary contact persons listed below shall be contacted regarding operational services or an unusual event that could impact the agreement, service levels, or pricing. The signatures below indicate agreement to the content of this document, that it is valid, has achievable objectives and represents the intent of both parties to provide the scope of fleet-related services. Fleet Services Manager Departmental Representative CONTACT INFORMATION Office Phone: Office Phone: FAX: FAX: d.hogan@cedar-rapids.org Cellular: Cellular: SUPPORTING DOCUMENTATION Document Location/Source SOP-Authorized Maintenance Levels CityNet-Fleet Services-Policy SOP-Preventive Maintenance Program CityNet-Fleet Services-Policy Vehicle/Equipment Inventory Fleet Focus (Fleet Management Database) Monthly Billing Fleet Focus, Financial Statements, General Ledger Authorized Out-source Providers Specific by Department-Division

4 ATTACHMENT A PM Program Summary The following table identifies the intervals and sequence of preventive maintenance services to be preformed on city-owned vehicles and equipment. This schedule may be adjusted as more in-depth utilization information is gathered. Each piece of equipment will have one of the PM Codes (Interval) assigned based usage and operational needs of the customer group. AERIAL and FIRE APPARATUS Class Code Average Annual Miles PAER3, PFIRE and > PAER6, PFIRE MEDIUM DUTY, PICKUPS/CC, CARGO VANS, PASSENGER Class Code Average Annual Miles PMED and > PLIGHT3, PMED PLIGHT4, PMED PLIGHT6, PMED BUSES Class Code Maintenance Miles PBUS2500 2,500 PBUS3000 3,000 POWER OPERATED EQUIPMENT (POE) All POE Pull Behind Units - assigned to PPOETOW6 All POE Transported by Trailer - assigned to PPOE6 SEMI-TRACTORS Class Code Average Annual Miles PSEMI AND > PSEMI PSEMI

5 PM SCHEDULES PASSENGER, PICKUPS, CC, CARGO VANS, POLICE 3 Month Interval - PM Class Code PLIGHT3 3 MONTHS 6,250 NA A 1 6 MONTHS 12,500 NA A 2 9 MONTHS 18,750 NA A 3 1 YEAR 25,000 NA B 4 1 YEAR 3 MONTHS 31,250 NA A 5 1 YEAR 6 MONTHS 37,550 NA A 6 1 YEAR 9 MONTHS 43,750 NA A 7 2 YEARS 50,000 NA B 8 2 YEARS 3 MONTHS 56,250 NA A 9 2 YEARS 6 MONTHS 62,500 NA A 10 2 YEARS 9 MONTHS 68,750 NA A 11 3 YEARS 75,000 NA C 12 PASSENGER, PICKUPS, CC, CARGO VANS, POLICE 4 Month Interval - PM Class Code PLIGHT4 4 MONTHS 6,250 NA A 1 8 MONTHS 12,500 NA A 2 1 YEAR 18,750 NA B 3 1 YEAR 4 MONTHS 25,000 NA A 4 1 YEAR 8 MONTHS 31,250 NA A 5 2 YEARS 37,550 NA B 6 2 YEARS 4 MONTHS 43,750 NA A 7 2 YEARS 8 MONTHS 50,000 NA A 8 3 YEARS 56,250 NA B 9 3 YEARS 4 MONTHS 62,500 NA A 10 3 YEARS 8 MONTHS 68,750 NA A 11 4 YEARS 75,000 NA C 12 PASSENGER, PICKUPS, CC, CARGO VANS, POLICE 6 Month Interval - PM Class Code PLIGHT6 6 MONTHS 6,250 NA A 1 1 YEAR 12,500 NA B 2 1 YEAR 6 MONTHS 18,750 NA A 3 2 YEARS 25,000 NA B 4 2 YEARS 6 MONTHS 31,250 NA A 5 3 YEARS 37,550 NA B 6 3 YEARS 6 MONTHS 43,750 NA A 7 4 YEARS 50,000 NA B 8 4 YEARS 6 MONTHS 56,250 NA A 9 5 YEARS 62,500 NA B 10 5 YEARS 6 MONTHS 68,750 NA A 11 6 YEARS 75,000 NA C 12

6 MEDIUM DUTY VEHICLES 2 Month Interval - PM Class Code: PMED2 2 MONTHS 6, A 1 4 MONTHS 12, A 2 6 MONTHS 18,750 1,125 A 3 8 MONTHS 25,000 1,500 A 4 10 MONTHS 31,250 1,875 A 5 1 YEAR 37,550 2,253 B 6 1 YEAR 2 MONTHS 43,750 2,625 A 7 1 YEAR 4 MONTHS 50,000 3,000 A 8 1 YEAR 6 MONTHS 56,250 3,375 A 9 1 YEAR 8 MONTHS 62,500 3,750 A 10 1 YEAR 10 MONTHS 68,750 4,125 A 11 2 YEARS 75,000 4,500 B 12 2 YEARS 2 MONTHS 81,250 4,875 A 13 2 YEARS 4 MONTHS 87,500 5,250 A 14 2 YEARS 6 MONTHS 93,750 5,625 A 15 2 YEARS 8 MONTHS 100,000 6,000 A 16 2 YEARS 10 MONTHS 106,250 6,375 A 17 3 YEARS 112,500 6,750 C 18 MEDIUM DUTY VEHICLES 3 Month Interval - PM Class Code: PMED3 3 MONTHS 6, A 1 6 MONTHS 12, A 2 9 MONTHS 18,750 1,125 A 3 1 YEAR 25,000 1,500 B 4 1 YEAR 3 MONTHS 31,250 1,875 A 5 1 YEAR 6 MONTHS 37,550 2,253 A 6 1 YEAR 9 MONTHS 43,750 2,625 A 7 2 YEARS 50,000 3,000 B 8 2 YEARS 3 MONTHS 56,250 3,375 A 9 2 YEARS 6 MONTHS 62,500 3,750 A 10 2 YEARS 9 MONTHS 68,750 4,125 A 11 3 YEARS 75,000 4,500 B 12 3 YEARS 3 MONTHS 81,250 4,875 A 13 3 YEARS 6 MONTHS 87,500 5,250 A 14 3 YEARS 9 MONTHS 93,750 5,625 A 15 4 YEARS 100,000 6,000 B 16 4 YEARS 3 MONTHS 106,250 6,375 A 17 4 YEARS 6 MONTHS 112,500 6,750 A 18 4 YEARS 9 MONTHS 118,750 7,125 A 19 5 YEARS 125,000 7,500 C 20

7 MEDIUM DUTY VEHICLES 4 Month Interval - PM Class Code: PMED4 4 MONTHS 6, A 1 8 MONTHS 12, A 2 1 YEAR 18,750 1,125 B 3 1 YEAR 4 MONTHS 25,000 1,500 A 4 1 YEAR 8 MONTHS 31,250 1,875 A 5 2 YEARS 37,550 2,253 B 6 2 YEARS 4 MONTHS 43,750 2,625 A 7 2 YEARS 8 MONTHS 50,000 3,000 A 8 3 YEARS 56,250 3,375 B 9 3 YEARS 4 MONTHS 62,500 3,750 A 10 3 YEARS 8 MONTHS 68,750 4,125 A 11 4 YEARS 75,000 4,500 B 12 4 YEARS 4 MONTHS 81,250 4,875 A 13 4 YEARS 8 MONTHS 87,500 5,250 A 14 5 YEARS 93,750 5,625 B 15 5 YEARS 4 MONTHS 100,000 6,000 A 16 5 YEARS 8 MONTHS 106,250 6,375 A 17 6 YEARS 112,500 6,750 C 18 MEDIUM DUTY VEHICLES 6 Month Interval - PM Class Code: PMED6 6 MONTHS 6, A 1 1 YEAR 12, B 2 1 YEAR 6 MONTHS 18,750 1,125 A 3 2 YEARS 25,000 1,500 B 4 2 YEARS 6 MONTHS 31,250 1,875 A 5 3 YEARS 37,550 2,253 B 6 3 YEARS 6 MONTHS 43,750 2,625 A 7 4 YEARS 50,000 3,000 B 8 4 YEARS 6 MONTHS 56,250 3,375 A 9 5 YEARS 62,500 3,750 B 10 5 YEARS 6 MONTHS 68,750 4,125 A 11 6 YEARS 75,000 4,500 B 12 6 YEARS 6 MONTHS 81,250 4,875 A 13 7 YEARS 87,500 5,250 B 14 7 YEARS 6 MONTHS 93,750 5,625 A 15 8 YEARS 100,000 6,000 C 16

8 BUSES 2,500 Mile Interval - PM Class Code: PBUS2500 2,500 A 1 5,000 B 2 7,500 A 3 10,000 B 4 12,500 A 5 15,000 B 6 17,500 A 7 20,000 C 8 BUSES 3,000 Mile Interval - PM Class Code: PBUS3000 3,000 A 1 6,000 A 2 9,000 A 3 12,000 A 4 15,000 A 5 18,000 A 6 21,000 A 7 24,000 B 8 AERIAL DEVICES 3 Month Interval - PM Class Code: PAER3 3 MONTHS 9, A 1 6 MONTHS 18,750 1,125 A 2 9 MONTHS 28,125 1,688 A 3 1 YEAR 37,500 2,250 B 4 1 YEAR 3 MONTHS 46,875 2,813 A 5 1 YEAR 6 MONTHS 56,250 3,375 A 6 1 YEAR 9 MONTHS 65,625 3,938 A 7 2 YEARS 75,000 4,500 C 8 FIRE APPARATUS 6 Month Interval - PM Class Code: PFIRE6 6 MONTHS 9, A 1 1 YEAR 18,750 1,125 B 2 1 YEAR 6 MONTHS 28,125 1,688 A 3 2 YEARS 37,500 2,250 B 4 2 YEARS 6 MONTHS 46,875 2,813 A 5 3 YEARS 56,250 3,375 B 6 3 YEARS 6 MONTHS 65,625 3,938 A 7 4 YEARS 75,000 4,500 B 8 4 YEARS 6 MONTHS 84,375 5,063 A 9 5 YEARS 93,750 5,625 C 10

9 SEMI TRACTORS 3 Month Interval - PM Class Code: PSEMI3 3 MONTHS 20, A 1 6 MONTHS 40,000 1,000 A 2 9 MONTHS 60,000 1,500 A 3 1 YEAR 80,000 2,000 B 4 1 YEAR 3 MONTHS 100,000 2,500 A 5 1 YEAR 6 MONTHS 120,000 3,000 A 6 1 YEAR 9 MONTHS 140,000 3,500 A 7 2 YEARS 160,000 4,000 B 8 2 YEARS 3 MONTHS 180,000 4,500 A 9 2 YEARS 6 MONTHS 200,000 5,000 A 10 2 YEARS 9 MONTHS 220,000 5,500 A 11 3 YEARS 240,000 6,000 B 12 3 YEARS 3 MONTHS 260,000 6,500 A 13 3 YEARS 6 MONTHS 280,000 7,000 A 14 3 YEARS 9 MONTHS 300,000 7,500 A 15 4 YEARS 320,000 8,000 B 16 4 YEARS 3 MONTHS 340,000 8,500 A 17 4 YEARS 6 MONTHS 360,000 9,000 A 18 4 YEARS 9 MONTHS 380,000 9,500 A 19 5 YEARS 400,000 10,000 C 20 SEMI TRACTORS 4 Month Interval - PM Class Code: PSEMI4 4 MONTHS 20, A 1 8 MONTHS 40,000 1,000 A 2 1 YEAR 60,000 1,500 B 3 1 YEAR 4 MONTHS 80,000 2,000 A 4 1 YEAR 8 MONTHS 100,000 2,500 A 5 2 YEARS 120,000 3,000 B 6 2 YEARS 4 MONTHS 140,000 3,500 A 7 2 YEARS 8 MONTHS 160,000 4,000 A 8 3 YEARS 180,000 4,500 B 9 3 YEARS 4 MONTHS 200,000 5,000 A 10 3 YEARS 8 MONTHS 220,000 5,500 A 11 4 YEARS 240,000 6,000 B 12 4 YEARS 4 MONTHS 260,000 6,500 A 13 4 YEARS 8 MONTHS 280,000 7,000 A 14 5 YEARS 300,000 7,500 B 15 5 YEARS 4 MONTHS 320,000 8,000 A 16 5 YEARS 8 MONTHS 340,000 8,500 A 17 6 YEARS 360,000 9,000 C 18

10 SEMI TRACTORS 6 Month Interval - PM Class Code: PSEMI6 6 MONTHS 20, A 1 1 YEAR 40,000 1,000 A 2 1 YEAR 6 MONTHS 60,000 1,500 B 3 2 YEARS 80,000 2,000 A 4 2 YEARS 6 MONTHS 100,000 2,500 A 5 3 YEARS 120,000 3,000 B 6 3 YEARS 6 MONTHS 140,000 3,500 A 7 4 YEARS 160,000 4,000 A 8 4 YEARS 6 MONTHS 180,000 4,500 B 9 5 YEARS 200,000 5,000 A 10 5 YEARS 6 MONTHS 220,000 5,500 A 11 6 YEARS 240,000 6,000 B 12 6 YEARS 6 MONTHS 260,000 6,500 A 13 7 YEARS 280,000 7,000 A 14 7 YEARS 6 MONTHS 300,000 7,500 B 15 8 YEARS 320,000 8,000 A 16 8 YEARS 6 MONTHS 340,000 8,500 A 17 9 YEARS 360,000 9,000 C 18 POWER OPERATED EQUIPMENT 6 Month Interval - PM Class Code: PPOE6 AND PPOETOW6 6 MONTHS NA NA A 1 1 YEAR NA NA B 2

11 ATTACHMENT B Department Specific Out-source Providers NOTE: All out-source activity must be processed through and pre-approved by Fleet Services and Customer representative. The following table outlines some of the vendors Fleet Services will direct out-source activities to. This is a basic list and will be added to as each Service Level Agreement is finalized by the appropriate customer group. VENDOR Interstate Power Systems Goodyear Tire Stores Seger Automotive Carquest Automotive Parts Martin Equipment Scott Van Kepple Altorfer Truck Country Elliot Equipment SERVICE PROVIDED Allison Transmission rebuild/replacement Light Duty PM services Medium duty repairs Light and Medium duty repair parts John Deere equipment parts and repair Volvo equipment parts and repair Cat equipment parts and repair Freightliner parts and repair Solid Waste truck repairs, warranty, and parts