Step Away from That Truck September 2011

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1 George Recktenwald, Director of Public Works Harry Lorick, P.E., LA Consulting Inc. Lorick Associates CONSULTING 2 3 and Exhibition 1

2 Background Process and Benchmarks Results Future Steps 4 1,263 square miles with 16 incorporated cities Considerable tourist volume which at times more than doubles population Pop of 500,413 in 2007 with a growth of 35.0% since pieces of equipment 5 I. Evaluate and document current operation- The first phase included outlining the operation, evaluating opportunities and making recommendations to the agency. II.Assist in selecting and installing software- Phase two of the work process involved the maintenance management software installation after selecting a software that matches the County s needs. III.Implement business and system processes- Phase three was to establish a systematic maintenance management approach and implement the selected maintenance management software. 6 and Exhibition 2

3 1 Evaluation of Operation Establish Mgt Process Implement Processes Improve Operations Utilize technology to assist not direct operations 7 PLANNING ORGANIZING DIRECTING CONTROLLING Resource Data Resource Requirements Work Requests Field Performance Activity Guidelines Annual Work Program and Budget Workload Distribution Work Scheduling and Assignments Work Reporting Performance and Cost Reports Evaluation & Management Action Work Activities Inventory & Condition Assessment Level of Effort Work Calendar Work Backlog Update Planning Values 8 1. Perform equipment inventory 2. Link vehicles to work 3. Collect use and cost data 4. Use tools and evaluate 5. Benchmark comparisons 6. Identify exceptions and opportunities 7. Make finding and conclusions 8. Outline recommendations and educate 9. Implement 10.Results 9 and Exhibition 3

4 A. Annual fleet hourly rates B. Low use equipment evaluation C. Resource projection D. Weekly scheduling and use of routines E. Annual and Monthly review and monitoring 10 A. Annual Equipment Rate Calculation 11 Key element Uses vehicle data and related costs to determine an hourly usage rate for each equipment type. This rate is used in work plan budgeting or external billing to recover cost of use. Fleet analysis can also assist in identifying low-use and older equipment that may be considered for removal. and Exhibition 4

5 Initial Data Needed Year Purchase Usage Fuel Mtce Estimated Salvage Vehicle ID Type Built Price Hours Cost Cost Life Value S321 Loader 1995 $ 60, $ 1,876 $ 1, $ 6,000 W545 Pickup 2004 $ 20, $ 2,315 $ $ 2,000 Vehicle ID Unique code to identify specific equipment Vehicle Type General classification of vehicle Year Built Manufacturer s date Purchase Price Original cost paid by agency Usage Hours Obtained from CMMS Fuel Cost Actual 12 month period or average annual cost Maintenance Cost Average annual cost Expected Useful Life Based on industry standards Salvage Value Generally 10%, but may vary Calculations Age Salvage Value Replacement Cost Today - Year Built Purch Price * Salv Rate Purch Price * ([1 + Inflation] ^ Age) S321-Loader $60,000 * 10% $60,000 * ([1.03] ^ 14) 14 $6,000 $90,755 W545-Pickup $20,000 * 10% $20,000 * ([1.03] ^ 5) 5 $2,000 $23,185 Age (current year year built) Salvage value (generally 10% of purchase price) Replacement cost (generally 3% compounding interest on the purchase price during the age of the vehicle) Calculations Annual Depreciation Estimated Current Value (Replacement Cost - Salv Value) / Life Purch Price - (Age * Annual Depr) Salvage Value Actual Current Value S321-Loader (90,755-6,000) / 10 60,000 - (14 * 8,476) $8,476 ($58,658) 6,000 $ $6,000 W545-Pickup (23,185-2,000) / 8 20,000 - (5 * 2,648) $2,648 $6,759 2,000 $ $6,759 Annual depreciation ([replacement salvage] / expected life) Current value (if fully depreciated, use salvage cost; if within useful life, subtract [age * annual depreciation] from purchase price) and Exhibition 5

6 Calculations Avg Annual Cost Annual Fuel Cost + Annual Mtce Cost + Annual Depr Unit Cost Per Hour Avg Annual Cost / Usage Hours S321-Loader 1, , ,476 11,352 / 435 $11,352 $26.10 W545-Pickup 2, ,648 5,938 / 973 $5,938 $6.10 Average annual cost (annual fuel cost + annual mtce cost + annual depreciation) Unit cost per hour (avg annual cost / usage hours) Summary of Calculations Salvage Replacement Annual Actual Current Avg Annual Unit Cost Per Vehicle ID Type Value Cost Depreciation Value Cost Hour S321 Loader $6,000 $90,755 $8,476 $6,000 $11,352 $26.10 W545 Pickup $2,000 $23,185 $2,648 $6,759 $5,938 $6.10 Salvage Value Expected value at end of useful life Replacement Cost Estimated cost to replace vehicle today Annual Depreciation Estimated annual decrease in value Actual Current Value Estimated net capital value Average Annual Cost Depreciation plus fuel & maint cost Unit Cost per Hour Hourly usage rate for equipment A. Equipment Rates Comparison Computed Equipment Rates 125% of average Benchmark Use DOT, FEMA and/or NAFA or regional averages If this true consider as a candidate for elimination. 18 and Exhibition 6

7 B. One Low Use Equipment Benchmark National Association of Fleet Administrators (NAFA) Study (2001) from 36 agencies and 55,000 vehicles with over 600 various classifications of vehicles and equipment. Used values years and meter (hourly or mileage) to estimate of values. By dividing the minimum meter values by the maximum year values determined value for low-use equipment as shown: Max Years Min Meter Low Use Limit NAFA from NAFA from NAFA (Min Meter / City Code City Classification Code Group Service Type Survey Survey Max Years) 1100 CITY SEDAN 1332 Automobile Intermediate Sedan 15 37,474 2, HYBRID VEHICLES 1332 Automobile Intermediate Sedan 15 37,474 2, COMPACT PICKUP 1510 Pickups Compact 10 54,725 5, /2 & 3/4 T PICKUP 1531 Pickups 3/4 Ton Regular Cab 15 63,825 4, /2 & 3/4 T UTILITY 1534 Pickups 3/4 Ton Utility Body 15 80,000 5,333 TRUCK 2110 SPORT UTILITY VEHICLE 1622 Sport Utility Half Ton 4 Passenger 15 59,759 3, MINI VAN 1418 Van Window Mini 10 40,000 4, VAN 1411 Van Window General Purpose 15 49,073 3, & 1 1/2 T TRUCK 2511 Pickups One Ton Regular Cab 21 65,000 3, & 2 1/2 T TRUCK 8710 Straight Trucks General Purpose 19 Determine Out of Yard or work usage Amount of hours vehicle is on job site (rental) Does not equal hours or miles operated that is data in most fleet systems Must be obtained by tracking in CMMS, GPS and/or use of factors Estimation factors for out of Yard for on road vehicles from miles driven ( 33 miles for high driven vehicles to 5 miles per hour for low use) Factors only first year of effort - afterward try to measure 20 B. Low Use Equipment Determination 25% of average usage annual Benchmark H = Hours out of yard or on the job site per year or NAFA - (average life low range usage) / ( average life for high range) If this is true, consider as a candidate for elimination 21 and Exhibition 7

8 C. Critical is knowing the infrastructure assets that your fleet support. Long term construction project Utilities Road maintenance work Transit Police and Fire and Exhibition 8

9 Resources Required Depends on the Work Plan That is Funded Condition Assessment Budget Limitation Infrastructure Inventory Work Plan of Needed work Annual Plan and Budget Frequency/level of service (times cleaned, etc.) Work units Resources requirements needed Resources projection 26 C. Compare number of equipment type and mix to Performance Plan Calculated number of equipment by type Does actual match projected number and mix 27 and Exhibition 9

10 Council Complaints Routine Maintenance Backlog Schedule Utility Roads/ Storm Sewer Mosq and Solid Waste Annual Plan The goal is to perform Response 70+/ % of preplanned work with 30% response. Schedule A. Knowing where you are? Location People Doing Work Work Done Equipment Materials B. Comparing your plan to others. Asphalt Repair 30 and Exhibition 10

11 31 GBA Master Series of Kansas City was selected by Public Works used meet current and future needs and Exhibition 11

12 34 Baseline outlines the current status and the FINDINGS determines other opportunities. Are there documented activity guidelines? Are there established work reporting & tracking procedures? Do you have well documented & automated inventories? How well do you compare with others? 35 Agree on Approach Select Activities Establish Criteria Determine VC Values Select Comparisons Interview and Compile Identify Gaps Prepare Opportunities Implement 36 and Exhibition 12

13 Use industry practices such as: APWA 10 Best Performance Measures Maintenance Operations guide NAFA APWA Managing Public Equipment NAVFAC P 300 Activity Measurement Overhead Quality Environment Volume Compare criteria of Best in Class and County. 38 Identify actions to improve operations Based upon baseline & findings information Use Management Processes 39 and Exhibition 13

14 Implement the business and system processes- Plan Control/ Improve Organize Schedule The process was not just software implementation, but business process establishment 40 Made Mix Decisions It NOT just amount the number but the mix and type: Some examples 1. Large ROW Mowers 2. Truck mounted Excavators 3. Motorized Slope mowers 4. Specialized trucks and equipment zero radius minis units small mowers and hand crews Use of attachments 41 Overall Results Implementation generated considerable savings in: Reduction of actual dollars expended More work done with less fleet resources Documented savings of > $5 million to date. Forecast of improvement of more ($2-3 million) annually for next year as system and improved management process are further applied and others are on board. 42 and Exhibition 14

15 Mosquito Control: $1 million in savings w/ fleet reduction of 28 pieces. Solid Waste: $1 million in savings and optimization of equipment reduction of 4 large transfer units and elimination of another 13 pieces.. Road and Bridge, Drainage and Traffic: > $1.2 million of savings. Equipment reduction of 29 pieces. 43 How Was This Achieved? An Optimization process of applying optimal business strategies and tools so that resources can be effectively and efficiently used. Cost to Provide Service $ Cost of Quality Improvement Process Work savings means doing more with the same resources TIME 44 Business Processes Are Now In Place These are used by a combination of managers, supervisors and various key County employees. Actual cost of labor and equipment rates determined with overhead. Service levels are established for major activities with systematic preventive routines with geographical references. Low usage equipment identified unneeded equipment documented. Organizational redundancies in excess span of controls evaluated and eliminated. Biweekly scheduling underway and monthly performance cost work monitoring. Performance based budgets are in place. 45 and Exhibition 15

16 Management training to fully use all tools to make decisions Refine CMMS and Operations efforts within groups for sharing information, staff, contracts and equipment Continuously improve (raise the bar) Detailed costing analysis by crew by activity Develop specialized outputs (reports, graphs, dashboards, mapping, etc) and data analysis enhancement 46 Management commitment required Communication must occur at all levels Strong Project Manager who is independent of process is needed Real fleet data must be used and confirmed in the real world Obtain buy-in with middle management prior to starting Systematic process is asset independent and can work for any group Educate..train apply.. Educate..train apply 47 APWA has a lot of free information and good, low cost how to dos. Best Mgt Practices and Exhibition 16

17 References National Association of Fleet Administrators, NAFA s Fleet Maintenance Staffing Guide, Iselin, NJ, 2002 APWA (American Public Works Association), Public Works Administration, Chapter 6 Information Systems and Chapter14 Fleet Management, Kansas City, Missouri, 2008 APWA (American Public Works Association), APWA Equipment Codes, Kansas City, Missouri, 1998 APWA (American Public Works Association), Managing Public Equipment, third edition, Joyner, Michael T., Kansas City, Missouri, 2009 APWA (American Public Works Association), Top Ten Performance Measures for Fleet Managers, Kansas City, Missouri, 2002 APWA (American Public Works Association), The Concise Manual for Calculating Public Fleet Rates, McCorkhill, John, Kansas City, Missouri, 2008 APWA (American Public Works Association), Vehicle Replacement Guide, Kansas City, Missouri, 2001 APWA (American Public Works Association), Spec Writing 101, Kansas City, Missouri, 2002 APWA (American Public Works Association), Shop Rate guide, Crandell, Dale, Kansas City, Missouri, 1998 Harry Lorick, Methodology is the Key to Successful Maintenance Systems. Public Works Jun Harry Lorick, P.E., Lydia Cox, Selecting the Right Main. Management System Can Improve Your Operations APWA Reporter Sep Public Works George Recktenwald Public Works Director 123 W Indiana Ave Phone (386) Deland, FL Fax (386) CONSULTING Harry Lorick Phone: (310) FAX: (310) Manhattan Ave, Suite 310 Manhattan Beach, CA and Exhibition 17

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