City of Palo Alto (ID # 6633) Finance Committee Staff Report

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1 City of Palo Alto (ID # 6633) Finance Committee Staff Report Report Type: Action Items Meeting Date: 4/5/2016 Summary Title: Pool Car Assignments And Utilization Title: Finance Committee Review of Pool Car Utilization and Plan to Reduce the Size of the City's Pool Car Fleet From: City Manager Lead Department: Public Works Recommendation Staff recommends that the Council Finance Committee review the uses of the City s pool vehicle fleet as reported here. Staff will be moving forward with the reduction of the City s fleet by three pool cars in support of the continuing effort to eliminate underutilized vehicles. Background On May 26, 2015, Finance Committee directed staff to provide information on the policies and uses of pool vehicles. City pool cars were established in an effort to more efficiently utilize underutilized vehicles from the fleet, reduce the liability of employees utilizing private vehicles to conduct City business, lessen parking expenses and encourage commuter alternatives. Pool cars are City vehicles housed in several locations throughout the City to allow employees access to transportation to conduct City business. Pool vehicles are used primarily between various City facilities and within the city limits of Palo Alto. Less common, but equally important to City business are those pool vehicles used to travel to other cities and counties for meetings, conferences and trainings. The ability to efficiently secure a vehicle for offsite meetings minimizes lost staff time. Fleet management conducted their annual review to ensure that each City pool car is justified in its retention or replacement and assignment, analyzing all twenty-seven of the City s current pool cars. Of the 27 pool cars, there are 15 Compressed Natural Gas (CNG) sedans, four hybrid sedans, one hybrid SUV, two City of Palo Alto Page 1

2 sedans, two passenger vans, one 1-ton flatbed truck, one ½-ton pick-up truck and one small pick-up truck (Attachment A). Following the minimum usage requirements described in Section IV of Policy and Procedures 4-01/PWD Vehicle And Equipment Use, Maintenance And Replacement (Attachment B), staff identified changes needed to comply with the outlined minimum usage requirements of 2,500 miles or 50 hours or 75 percent of annual work days (220 base work days) in a fiscal year. Discussion Staff has determined that an overall reduction of three pool cars is in order based on usage analyses. A few other vehicles do not meet minimum annual mileage requirements. Staff will be monitoring these vehicles, and future GPS installation and tracking will determine if these vehicles should remain in the pool car fleet. Fleet management will be making the following changes; each of these changes has been approved by the Fleet Review Committee: City Hall-PW Engineering 6 th Floor: Units 4900, 4918, 4921 and 4923 meet minimum utilization requirements are fuel-efficient 2012 Honda Civic CNG vehicles and will be retained as pool cars. City Hall-Elec Engineering 3 rd Floor: Units 7011 and 7002 are 2015 Toyota Prius Hybrids, went into service in July 2015, are expected to meet annual minimum utilization requirements and will be retained as pool cars. City Hall-Planning 5 th Floor: Unit 1434, a 2003 Ford Ranger underutilized as a pool car, will be reassigned to the Planning and Community Environment Department to be used by the new Code Enforcement FTE. Unit 1438, a fuel-efficient 2012 Honda Civic CNG, meets minimum utilization requirements and will be retained as a pool car. City Hall-Purchasing 1 st Floor: Unit 4925 meets the minimum utilization requirements, is a 1998 Ford Windstar and will be retained as a pool car. Cubberley and Lucy Stern Community Centers: Unit 4924 meets minimum utilization requirements, is a fuel-efficient 2012 Honda Civic CNG and will be retained as a pool car. However, to distribute mileage more evenly and maintain resale value, this vehicle will swap location with Unit Unit 2301 meets minimum utilization requirements, is a fuel-efficient 2007 Honda Civic CNG and will be retained as a pool car. As alluded to above, Unit 2301 is City of Palo Alto Page 2

3 older and used more frequently; consequently this vehicle will swap locations with Unit 4924 for better mileage distribution between the two vehicles and theoretically, better resale value. Municipal Service Center-Bldg B: Unit 4903 is a 1999 Chevy Lumina, was retained as a temporary pool car, and will be sent to auction for sale. Unit 4938 is a 1996 Chevy stake bed truck and will be sent to auction for sale. Departments currently utilizing will be encouraged to employ an alternate vehicle within the fleet or acquire a rental vehicle. Units 4922, 4951, 4953, 7001 and 7542 are of various makes and models, meet the minimum utilization requirements and will be retained as pool cars. Municipal Service Center-Facilities Bldg B: Unit 3703 is a fuel-efficient 2012 Honda Civic CNG, meets minimum utilization requirements and will be retained as a pool car. Municipal Service Center-Bldg C: Unit 3036 is a 2015 Toyota Prius Hybrid, was put into service in July 2015, is expected to meet annual minimum utilization requirements and will be retained as a pool car. Zero Waste: Unit 4250 meets minimum utilization requirements, is a 2005 Ford Escape Hybrid SUV and will be retained as a pool car. Elwell Court-Utilities: Unit 8702 is not currently a pool car and although at the disposal of four users, the fuel transaction logs for 2015 indicate it is underutilized. Unit 8702 will be designated as a pool car and relocated to MSC-Bldg B. Units 8255, 8256, 8257, 8258 and 7204 are fuel-efficient 2012 and 2007 Honda Civic CNGs, respectively. Staff reviewed the last several months of pool car log sheets and discovered staff at this location could not make use of more than five cars in one day. Unit 7163 is a fuel-efficient 2007 Honda Civic CNG and although has the highest overall mileage, does not meet the minimum utilization requirements for retention as a pool vehicle. Unit 7163 will be reassigned to the four-person workgroup currently utilizing Unit City of Palo Alto Page 3

4 The aforementioned will result in an overall reduction of three pool cars (Attachment A). Resource Impact It is anticipated that these changes will reflect an overall reduction in maintenance and replacement costs within the operating budget of the Vehicle Replacement Fund. Implications will be analyzed and factored into the development of the FY 2017 Proposed Budget as appropriate. Policy Implications These changes are consistent with existing City policy and were presented to and approved by the Fleet Review Committee on January 21, Attachments: Attachment A - Pool Car Inventory (PDF) Attachment B - Policy And Procedures 4-01/PWD (PDF) City of Palo Alto Page 4

5 POOL CAR INVENTORY Re_Pool Car Inventory Unit# Location Assigned Dept Year Make Model MTPY City Hall PW Engineering 6th Floor PWD Honda Civic CNG Sedan 3, PWD Honda Civic CNG Sedan 2, PWD Honda Civic CNG Sedan 2, PWD Honda Civic CNG Sedan 1,828 City Hall Elec Engineering 3rd Floor UTL Toyota Prius Hybrid Sedan 1, UTL Toyota Prius Hybrid Sedan 1,318 City Hall Planning 5th Floor PLA Ford Ranger Small P/U PLA Honda Civic CNG Sedan 1,708 City Hall Purchasing 1st Floor ASD Ford Windstar P Van 1,406 Cubberly Community Center CSD Honda Civic CNG Sedan 1,518 Lucy Stern CSD Honda Civic CNG Sedan 1,604 Municipal Service Center Bldg "B" PWD Chevrolet Lumina 2, PWD Honda Civic CNG Sedan 3, PWD Chevrolet 1-Ton Stakebed Truck 1, PWD Ford Windstar P Van 1, PWD Chevrolet Lumina Sedan 2, PWD Toyota Prius Hybrid Sedan 3, PWD Ford F-150 1/2Ton P/U 3, Honda Civic LX 1,241 Municipal Service Center- Facilities-Bldg "B" PWD Honda Civic CNG Sedan 3,470 Municipal Service Center Bldg "C" PWD Toyota Prius Hybrid Sedan 972 Municipal Service Center- Zero Waste-Bldg "C" PWD Ford Escape Hybrid SUV 2,734 Elwell Ct.-Utilities UTL Honda Civic CNG Sedan 2, UTL Honda Civic CNG Sedan 2, UTL Honda Civic CNG Sedan 2, UTL Honda Civic CNG Sedan 1, UTL Honda Civic CNG Sedan 1, UTL Honda Civic CNG Sedan 1,360 To be removed from Pool To be removed from Pool To be removed from Pool To be removed from fleet and assigned to Pool To be removed from Pool

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