FLEET MANAGEMENT POLICY / PROCEDURE

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1 Department of Environmental Services City Hall Room 300B, 30 Church Street Rochester, New York Paul Holahan Commissioner NUMBER 9.1 FLEET MANAGEMENT POLICY / PROCEDURE SUBJECT: City-wide Fleet Utilization Policy APPROVED: Michael Quattrone, Fleet Manager PURPOSE: PROCEDURE: The City of Rochester has adopted a Fleet Utilization Policy that specifically addresses whether the City s gas, diesel, and alternate powered vehicle and motorized equipment fleet is appropriately sized to serve the business needs of the City. The review process outlined in the attached is used to identify and dispose of underutilized vehicles and motorized equipment. Last updated August, PREPARED BY: Michael Quattrone, Fleet Manager DATE: August 24, 2010 Phone: Fax: TTY: EEO/ADA Employer

2 FLEET UTILIZATION POLICY Department of Environmental Services, City of Rochester, New York Policy Last Revised: August 2010 Purpose: The City of Rochester has adopted a Fleet Utilization Policy that specifically addresses whether the City s gas, diesel, and alternate powered vehicle and motorized equipment fleet is appropriately sized to serve the business needs of the City. This document will outline the process used to identify and dispose of underutilized vehicles and motorized equipment. Scope: The policy currently applies to all City departments, and includes all vehicles and motorized equipment except firefighting equipment. Firefighting equipment means all vehicles and motorized equipment assigned to the Fire Department. Policy: The Division of Equipment Services is charged with the responsibility to review vehicle and motorized equipment utilization at least once per year or as many times as deemed necessary by the City Administration. This process will identify City vehicles and motorized equipment that are underutilized on a consistent basis over a twelve month period. Once a list has been established, the Fleet Manager will determine possible actions for the underutilized units. Actions may include: 1. Removal from fleet; 2. Re-assignment of the unit with the City; 3. Exchanged for another unit of a similar type with higher miles / hours; 4. Exchanged for a different type of unit that better suits the mission; or 5. Retention of the unit with proper justification. Utilization Policy The Fleet Manager will conduct an annual review of fleet vehicles and motorized equipment utilization no later than the second Friday of July. The review will first identify fleet units that fail to meet minimum utilization goals and then recommend disposition of the subject units according to the procedures stated. 1

3 Utilization Management Procedures Annual Utilization Report The Fleet Manager will generate an Annual Utilization Report for vehicles and motorized equipment in the fleet by equipment classification and model year by the second Friday of July for the following four categories: 1. Rochester Police Department cruisers, by model year 2. Rochester Police Department unmarked sedans, by model year 3. All Departments 4 x 4 s, by model year 4. All Departments all vehicles and motorized equipment not included in the three previous groups, by model year The Annual Utilization Report will be created using FASTER to calculate optimal vehicle and motorized equipment replacement. In addition to setting targeted replacement dates for vehicles and motorized equipment, FASTER also uses a 15-point program. This program provides critical information to assist in making decisions regarding replacing equipment. FASTER assigns a point value to the age of the equipment, maintenance dollars spent and mileage or hours The higher the total, the closer the equipment is to being replaced. Utilization Target List Identify the individual vehicles and motorized equipment within each equipment classification and model year whose usage fell below the Utilization Target Point during the respective time period. Label the vehicles and motorized equipment in the report as underutilized. This list constitutes the Utilization Target List. Notification to User Organizations No later than the fourth Friday of July, the Fleet Manager will notify organizations with vehicles or motorized equipment on the Utilization Target List by letter (copies to the Director of Management and Budget, Commissioner of Environmental Services, Assistant Commissioner of Environmental Services, Bureau of Operations Director, and Assistant Operations Bureau Director that their vehicles or motorized equipment are on the list. The letter will recommend one of the following actions: 1. Removal from fleet; 2. Re-assignment of the unit with the City; 3. Exchanged for another unit of a similar type with higher miles / hours; 4. Exchanged for a different type of unit that better suits the mission; or 5. Retention of the unit with proper justification. User Response Organizations with vehicles or motorized equipment on the Utilization Target List must submit a New Vehicle & Motorized Equipment Request Form to the Fleet Manager (Appendix A) no later than the second Friday of August Note: If submissions are not received by the second Friday in August, recommended actions will be executed without further review. 2

4 The Fleet Manager s Office The Fleet Manager s Office organizes and reviews all New Vehicle & Motorized Equipment Request Forms received by the fourth Friday of August. Vehicle Utilization Review The Fleet Manager will review all user submissions of New Vehicle and Motorized Equipment Request Forms. One of three possible actions will result: 1. When the continued use of the vehicle or motorized equipment is approved the Fleet Manager will notify the user(s) of the final action by letter no later than the second Friday of September (copies to the Director of Management and Budget, Commissioner of Environmental Services, Assistant Commissioner of Environmental Services, Operations Bureau Director, and the Assistant Operations Bureau Director) 2. When the continued use of the vehicle or motorized equipment is not approved, the Fleet Manager will notify the user(s) of the final action by letter no later than the second Friday of September (copies to the Director of Management and Budget, Commissioner of Environmental Services, Assistant Commissioner of Environmental Services, Operations Bureau Director, and the Assistant Operations Bureau Director) 3. In the event the user department and the Fleet Manager cannot reach consensus on the need for a particular vehicle or piece of motorized equipment, the Office of Management and Budget shall arbitrate the resolution no later than the third Friday of September. The Director of Management and Budget will notify user(s) by letter of the decision (copies to the Commissioner of Environmental Services, Assistant Commissioner of Environmental Services, Operations Bureau Director, Assistant Operations Bureau Director, and the Fleet Manager). Disposition of Disputed Vehicles Vehicles and motorized equipment that have undergone a complete dispute resolution process and were approved for retention are exempt from further identification as vehicles or motorized equipment on the future Utilization Target Lists for a period of three (3) years. However, such vehicles or motorized equipment shall still be considered for exchange with higher mileage units of a similar type whenever possible in order to balance utilization for the overall fleet. Excess vehicles and motorized equipment shall be turned in to the Division of Equipment Services no later than fourth Friday of September. The Director of Management and Budget, Commissioner of Environmental Services, Assistant Commissioner of Environmental Services, Operations Bureau Director, and the Assistant Operations Bureau Director will be notified by letter when this action is complete and records have been updated. 3

5 Vehicle Exchange and Rotation Process The Division of Equipment Services shall promote full utilization of each vehicle or piece of motorized equipment. This may involve rotating or exchanging vehicles and motorized equipment to ensure that each vehicle or piece of motorized equipment achieves its programmed life usage. Rotation should be considered for any vehicle or motorized equipment for which utilization consistently falls below the average for that type of vehicle or motorized equipment. Alternatives to Owning Alternatives to owning vehicles or motorized equipment should be considered when vehicles or motorized equipment are underutilized. Such alternatives include use of pool vehicles, use of a personal vehicle, increased sharing between organizations, and establishment of on-demand short-term rental contracts. Vehicles or Motorized Equipment Excluded or Exempted from Utilization Review Vehicle or motorized equipment users may request exemptions to the minimum mileage or hours specified for assignment or retention of the fleet vehicle or motorized equipment. Other utilization goals such as passengers or tonnage carried should be applied if mileage or hours used is not an accurate measurement for a particular vehicle or piece of motorized equipment s mission. Mileage or hours accumulated on these types of vehicles or motorized equipment should not be included in the annual mileage target for the fleet. Issued by: Michael Quattrone, Fleet Manager Approved by: Paul Holahan, Commissioner of Environmental Services Approved by: Robert J. Duffy, Mayor 4

6 APPENDIX A: NEW VEHICLE & MOTORIZED EQUIPMENT REQUEST FORM (See attached page) 5

7 NEW VEHICLE & MOTORIZED EQUIPMENT REQUEST FORM Bureau/Operating Unit: Fleet Coordinator for Unit/Phone Number: Type of Addition Requested: Permanent Temporary (Dates): Type of Assignment Requested: 24-hour Designated Pool Other If applicable: Driver Title Bkt Total Number of Vehicles & Motorized Equipment in Fleet Number Requested The new vehicle will replace: # Current Miles or Current Hours Department & Budget Approval: Transmittal # (please attach original) Vehicle Requested: Light Equipment Sedan (compact) Sedan (full-size) Pick-up (please specify size) SUV Light Truck (please specify) Van (please specify) Police cruiser Other (please specify) Heavy Equipment (heavy equipment will require a more detailed description attach equipment inventory pages) Other (please specify) 6

8 Small Motorized Equipment Chain Saw Size Lawn Mower Size Weed Wacker Hedge Trimmer Blower Hand Held Blower Back Pack Blower Push Power Washer Other (please specify) Please provide justification for request: All new vehicle requests will be evaluated based on the use of the existing fleet, new program needs, and whether or not other vehicles can be reassigned or rotated to fill the transportation need. 7

9 VEHICLE DESCRIPTION: Vehicle Type (check one); Sedan Wagon SUV Van, Cargo Van, Passenger Van, Box Pick-up Cab & Chassis Engine & Drive train (determination made by Fleet Manager): I-4 I-6 V-6 V-8 Other Gasoline Diesel Flex-Fuel Alt-Fuel Electric Other Manual Transmission Automatic CV Other FWD RWD AWD 4X4 Other 8

10 WORKLOAD DESCRIPTION Estimated Life (years) Work Miles per Day Commute Miles per Day Pavement Miles per Day (%) Off-Road Miles per Day Crew Size (People) Will it tow? Y N What? Will it be required to plow? Y N GVWR Pounds Describe the following: Normal daily tasks this vehicle will perform: Seasonal utilization fluctuations: Payload this vehicle will be required to carry: Emergency equipment that will be required: Accessory items that will be required: Please note: Once a vehicle or piece of motorized equipment is purchased any additions are to be approved by the Fleet Manager. If additions are found during routine maintenance or repair, such items will be removed. 9

11 Notes page 10

12 Sedan VEHICLE CLASS DEFINITIONS Sub-Compact 85 to 99 cubic feet of passenger & cargo volume Compact 100 to 109 cubic feet of passenger & cargo volume Mid-Size 110 to 119 cubic feet of passenger & cargo volume Full Size 120 or larger cubic feet of passenger & cargo volume Wagon Compact Below 130 cubic feet of passenger & cargo volume Mid-Size 130 to 159 cubic feet of passenger & cargo volume Full Size 160 or larger cubic feet of passenger & cargo volume SUV Compact 5 passenger 4 door 4X2 4X4 Mid-Size 6 passenger 4 door 4X2 4X4 Full Size 8 passenger 4 door 4X2 4X4 Van, Cargo Compact FWD Front Wheel Drive 1/2 Ton RWD Rear Wheel Drive GVWR 6,500# 3/4 Ton RWD Rear Wheel Drive GVWR 8,600# 1 Ton RWD Rear Wheel Drive GVWR 9,400# Van, Passenger Compact FRD Front Wheel Drive 7 passenger 1/2 Ton RWD Rear Wheel Drive 8 passenger 3/4 Ton RWD Rear Wheel Drive 12 passenger 1 Ton RWD Rear Wheel Drive 15 passenger Van, Box 3/4 Ton RWD, 4X2, Box Length in feet 1 Ton RWD, 6X4, Box Length in feet Pickup Truck Compact Standard Cab, 4X2 4X4 Extended Cab 4X2 4X4 1/2 Ton Standard Cab, 4X2 4X4 Extended Cab 4X2 4X4 3/4 Ton Standard Cab, 4X2 4X4 Extended Cab 4X2 4X4 Crew Cab 4X2 4X4 1 Ton Standard Cab, 6X4 6X6 Extended Cab 6X4 6X6 Crew Cab 6X4 6X6 1 Ton Cab Standard Cab, 6X4 6X6 Extended Cab 6X4 6X6 Crew Cab 6X4 6X6 11

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