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HomeMy WebLinkAboutItem 12 - Fleet Services! MEMO TO: FROM: MEETING DATE SUBJECT: RECOMMENDATION: "Im# /Z HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL ROGER NELSON, CITY MANAGER)o JANUARY 20, 2004 INTERLOCAL AGREEMENT — FOR PROVISION OF FLEET SERVICES TO THE CITY OF COLLEYVILLE City Council consider approval of an Interlocal Agreement (renewal) with the City of Colleyville for provision of services to maintain the City of Colleyville's fire protection vehicles by the City of Grapevine Fleet Services Division, authorize staff to execute said agreement and take any necessary action. FUNDING SOURCE: Funding for labor and parts expended to maintain the City of Colleyville fire protection vehicles would be recouped by payments from the City of Colleyville. Payments are due in 30 days from the date of invoice. BACKGROUND INFORMATION: In October of 2000, an Interlocal Agreement extension of twelve months was awarded by the City Of Grapevine to maintain the City of Colleyville fire vehicles. The City of Colleyville has been satisfied with the services provided under this Interlocal Agreement and requests that it be continued for another one year period. As in the original agreement, the fire protection fleet of vehicles belonging to the City of Colleyville consists of twelve vehicles, eight of which are emergency response vehicles and four are of an administrative nature. The eight emergency vehicles will carry the same priority level of service as Grapevine Fire emergency vehicles. Staff does not anticipate any adverse impact on the level of service provided to our own fleet vehicles. The agreement and associated fees with the City of Colleyville are identical to last year's agreement. The Colleyville City Council is scheduled to approve the Interlocal Agreement on January 20, 2004. Staff recommends approval. RHP/JLH January 14, 2004 12:38PM STATE OF TEXAS § COUNTY OF TARRANT § INTERLOCAL AGREEMENT BETWEEN THE CITY OF GRAPEVINE AND THE CITY OF COLLEYVILLE FOR THE PROVISION OF SERVICES TO MAINTAIN THE CITY OF COLLEYVILLE'S FLEET OF VEHICLES BY THE CITY OF GRAPEVINE. This Interlocal Agreement ("Agreement") for the provision of services to maintain the City of Colleyville's fleet of vehicles by the City of Grapevine is made and entered into by and between the City of Grapevine, Texas, a municipal corporation located in Tarrant County, Texas (hereinafter referred to as "Grapevine") and the City of Colleyville, a municipal corporation located in Tarrant County, Texas (hereinafter referred to as "Colleyville"). This agreement shall be for a total period described below, the fleet of vehicles shall be defined initially as vehicles belonging to the Colleyville Fire Department. WHEREAS, the City of Colleyville is interested in maintaining its vehicles at a cost effective rate to provide municipal services to the Citizens of Colleyville; and WHEREAS, the City of Grapevine has an award winning fleet services department that is capable of providing fleet maintenance services at a cost effective rate; and WHEREAS, Colleyville has requested Grapevine make service available for the fire vehicles and apparatus owned by the City of Colleyville; and WHEREAS, Colleyville shall provide funding for this maintenance service as provided herein; and WHEREAS, it is mutually advantageous to both parties to enter into this agreement; and WHEREAS, Texas Government Code, Chapter 791 (the "Act"), provides authorization for political subdivisions to contract with one another for the performance for governmental functions and services under the terms of the Act: WITNESSETH NOW, THEREFORE, for and in consideration of the mutual covenants, terms and conditions set forth herein, and the mutual benefits to each party, the receipt and sufficiency of which are hereby acknowledged, Colleyville and Grapevine hereby contract, covenant, warrant and agree as follows: All of the matters stated in the preamble of the Agreement are true and correct and are hereby incorporated into the body of the Agreement as though fully set forth in their entirety herein. OBLIGATIONS OF THE PARTIES 1. Colleyville shall provide funding per Attachment A to Grapevine to receive in the maintenance and related services outlined in Attachment A. Such funding shall be paid within thirty (30) days of receipt of invoice. Such payments shall be made payable to the City of Grapevine and sent to the attention of Fleet Services, City of Grapevine501 Shady Brook Drive., Grapevine, Texas 76051. 2. Grapevine agrees to invoice Colleyville on a monthly basis for fleet maintenance services provided to the City of Colleyville and send those invoices to the attention of the Fire Department, City of Colleyville, 1900 Hall -Johnson, Colleyville, Texas 76034. 3. The term of this Agreement shall be for a period of approximately twelve (12) months from the date of execution, and shall be able to be extended and or expanded for a period agreed upon by both City Councils, and shall not create any expectancy or claim of entitlement to fleet maintenance service beyond the completion of the period without further action by both councils. INDEMNIFICATION AND HOLD HARMLESS 1. Colleyville agrees to indemnify and hold Grapevine harmless from any claim by a third party for damages arising from or resulting from the use or operation of Colleyville motor vehicles through provision of fire protection services by Colleyville to the extent of Colleyville's liability under the Texas Tort Claims Act; provided, however, nothing herein shall require Colleyville to indemnify and hold harmless Grapevine for acts for which Colleyville has no liability under Texas Law. 2. Colleyville shall maintain motor vehicle liability insurance in an amount sufficient to fulfill its obligation herein. 3 IV. NOTICES Any notice required to be given under this Agreement shall be deemed to have been adequately given if deposited in the United States mail in an envelope with sufficient postage and properly addressed to the other party as follows: TO GRAPEVINE: City of Grapevine P.O. Box 95104 Grapevine, Texas 76099 Attention: City Manager TO COLLEYVILLE: City of Colleyville 100 Main Street Colleyville, Texas 76034 Attention: Mayor A change of address may be made by either party upon the giving of ten (10) days prior written notice. In MISCELLANEOUS PROVISIONS 1. This Agreement shall be binding upon and insure to the benefit of the parties hereto and their respective successors and assigns. 2. This Agreement constitutes the sole and only agreement of the parties hereto and supersedes any prior understandings or written or oral agreements between the parties respecting the subject matter hereof. 3. No amendment, modification or alteration of the terms hereof shall be binding unless the same be in writing, dated subsequent to the date hereof and duly executed by the parties. 4. This Agreement may be executed concurrently in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. 5. If, in case any one or more of the provisions contained in the Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision hereof and this Agreement shall be construed as if such invalid, illegal or unenforceable provision had never been contained herein. 6. The obligations and undertakings of each of the parties to this Agreement are and shall be performable in Tarrant County, Texas. 7. Each party hereto warrants that it has received authority from its governing body to enter into this Agreement. 8. The Fleet Services Management Details document Attachment "A" is hereby made a part of this Interfocal agreement. 9. The parties hereto acknowledge that its obligations hereunder are payable from current revenues. EXECUTED this the day of CITY OF GRAPEVINE, TEXAS Roger Nelson, City Manager ATTEST: Linda Huff, City Secretary 2004. CITY OF COLLEYVILLE, TEXAS Joe Hocutt, Mayor ATTEST: Cynthia Singleton, CMC, City Secretary 5 W City Attorney City of Grapevine, Texas STATE OF TEXAS § COUNTY OF TARRANT § This instrument was acknowledged before me on the —day of 2004, by Mr. Roger Nelson, City Manager, City of Grapevine, for the purposes and consideration therein expressed. Notary Public in and for the State of Texas STATE OF TEXAS § COUNTY OF TARRANT § This instrument was acknowledged before me on the — day of 2004, by Joe Hocutt, Mayor, City of Colleyville, for the purposes and consideration therein expressed. Notary Public in and for the State of Texas ATTACHMENT "All INTERLOCAL AGREEMENT BETWEEN CITY OF GRAPEVINE AND CITY OF COLLEYVILE TABLE OF CONTENTS OVERVIEW 1 A. Purpose 1 B. Fleet Management Program Description 2 11. DEFINITION OF FLEET MANAGEMENT SERVICES 2 A. Scope of Services Available 2 B. Maintenance, repair, and safety services 2 C. Financial and information services 2 B. Vehicle Maintenance Division Facilities 3 C. Hours of Operation and Key Phone Numbers 3 D. Services Specifically Not Included 4 E. Level and Quality of Service 4 111. CHARGES FOR SERVICES AND BILLING 5 A. Charges for Services 5 B. Billing Procedures and Reimbursements 6 C. Service Warranty 6 IV. ADMINISTRATION 6 A. Fleet Coordinators 6 B. Procedures 6 C. Change Orders 7 D. Problem Resolution and Dispute Process 7 E. Assignment and Delegation 7 F. Term 7 01/13/04 V. RESPONSIBILITIES OF THE CITY OF COLLEYVILLE 7 A. Submission of Vehicle Mileage Reports 7 B. Reporting of Vehicle Malfunction 7 C. Processing of Payments 7 D. Operator Training 7 E. Vehicle Abuse 7 F. Compliance with PM Schedules 7 APPENDICES Appendix A - Charges for Services 01/13/04 I. OVERVIEW: X PURPOSE The City of Grapevine possesses responsibility for the provision of Municipal services in the City of Grapevine. It is necessary to utilize a variety of specialized vehicles and transportation options suitable to the performance of these functions. Thus, high profile emergency vehicles should be: 1) Properly specified within program needs for fleet standardization; 2) Acquired economically; 3) Tailored to specific needs with sophisticated and specialized equipment to fit their requirements; 4) Maintained for top performance and safety at an appropriate level and quality of Preventive Maintenance Service; 5) Repaired competently for prompt release to various officials; Transportation represents a substantial cost element to the City's Departments and a comprehensive program is required to support this need. The efficient and effective operation of these vehicles bears an important relationship to the quality of service to the public and the safety of employees responsible for the delivery of services. Thus, it is necessary to engage the services and expertise of the City's Fleet Services Division to provide those support services critical to the delivery of all related services identified above. This Interlocal Agreement represents the understanding of the parties concerning the provision of a comprehensive fleet management program for the City of Colleyville. This Interlocal agreement details agreements made between the City of Grapevine and the City of Colleyville regarding the provision of Fleet Services for the period defined in section 4.F of this attachment. The Fleet Services described shall be performed on Fire Department vehicles initially. The Fleet Services Division presently performs these services to all City of Grapevine departments on a Charge -Back basis. Charges are based on actual costs of operation and are available to the customer at a specified price. These rates and charges are listed in Appendix A. 11. DEFINITION OF MUNICIPAL FLEET SERVICES A. SCOPE OF SERVICES AVAILABLE The City of Grapevine is committed to providing the full range of Fleet Management Services needed in today's Municipal environment. The Fleet Services Division is committed to serving the needs of the City and continually stays abreast of new developments in Fleet Management through training. Fleet management services available to the City's Departments are as follows: Maintenance, Repair and Safety Services A.1. Preventive Maintenance Services at recommended intervals for all vehicles. A.2. All unscheduled repairs. A.3. On demand, safety checks. A.4. Contract maintenance services managed by Fleet Services. Financial and Information Services B.1. Monthly billing report. B.2. Annual utilization report. 00 B. FLEET SERVICES DIVISION FACILITIES The City of Grapevine Fleet Services Division operates one facility at the Service Center located at 501 Shadybrook Drive, Grapevine Texas. Hours of operation are as follows: Administration: 8:00 A.M. to 5:00 P.M., Monday through Friday. Closed for lunch - 11:00 to 12:00. Shop: 6:00 A.M. to 5:00 P.M., Monday through Friday Closed for lunch - 11:30 to 12:30 P.M. Holidays: The City of Grapevine celebrates eight (8) Holidays per year, (Thanksgiving Day, the day after Thanksgiving, Christmas Eve, Christmas day, New Years day, Memorialday, Independence day, Labor day 1 st Monday of September). Other Necessary Response: In addition, flexible schedules for maintenance personnel are maintained in order to meet other priority needs of the City of Colleyville. A staff of personnel is dedicated to Municipal Vehicles Fleet Management. Almost any priority need, can be met on an immediate response basis within annual budgetary allocations. The City of Grapevine has a Technician on call 24 Hours a day, 365 Days per year for emergency call -out. Phone numbers for specific services are as follows: r (817) 410-3342 City Fleet Management (817) 410-3340 Billing Information (817) 410-3340 On-call Technician (817) 781-5700 (cell) On-call Technician (817) 781-3900 (Cell) D. SERVICES SPECIFICALLY NOT INCLUDED Normally, the level and extent of service is dependent upon ownership type and class of vehicle. Thus, services provided are determined by each class of vehicle. Where services are not provided for the class of vehicle, they are usually available from Fleet Services on a direct charge basis. Some services, such as, two-way radio maintenance and repair, are available from other vendors through the City of Grapevine. E. LEVEL AND QUALITY OF SERVICE 1. Preventive Maintenance Servicing, and Safety Checks. 1.A. Reservations. When vehicles recieve P.M. service, removable tape stickers are placed in the vehicles as a reminder. Letters are also sent as notification for all vehicles for Safety Checks and P.M.'s. The vehicle operator brings the vehicle to the Equipment Management Service Center and has Fleet Services open a work order, or speaks directly to our Shop Foreman to discuss vehicle problems and the expected date of Services. These Fleet Service employees communicate regularly with the departmental representatives on each vehicle. In addition, our Superintendent is accessible and responsible for all fleet management and repair services. 1.13. Time Promised. The turn around time for Preventive Maintenance servicing, and safety checks is one day or less. "A" level P.M.'s are done as the driver waits unless the driver has additional service needs that will extend the service time. In addition, other unreported deficiencies may be observed by the inspector which may affect safety, or could cause damage to the equipment. These are corrected prior to releasing the vehicle for service. When the repair involves the securing of parts not stocked by either the City or by private parts vendors in City of Grapevine, downtime can be several days. 2. Unscheduled Repairs. 2.A. Reservations and Work Order Services. The Shop Foreman will communicate regularly with the departmental representatives on each vehicle. The vehicle operator brings the vehicle to the Service Center Yard and has the senior mechanic open a work order and to discuss the vehicle problems along with the expected date of pick up. Safety checks are at the request of the vehicle operator and are generally performed on demand. 2.13. Time Promised. Unscheduled repair service can be defined as the correction of deficiencies reported by the vehicle operator that occur between Preventive Maintenance services as prescribed by the manufacturer. Unscheduled repair services will generally be limited to the correction of only those specific items reported as being deficient by the operator and qualified service personnel. Our turnaround time for unscheduled repairs has averaged two days or less depending on parts availability 2.C. Quality of Service. Quality of service can be measured by comebacks. A "comeback" can be defined as a closed work order on which a repair task was performed on a vehicle for the second time within a defined comeback period, generally within thirty days. There may be reasons for a repeat repair other than poor labor quality or bad parts; but all comebacks are investigated to determine on a case by case basis whether there is a problem with labor or parts or a commercial garage. Comebacks have been monitored over the past year and the results have been excellent with a rate of less than 1 % on in-house repairs. 2.D. Cleanliness. In order to reduce excessive labor times on repairs vehicles should be kept clean and washed depending on the availability of time. III. CHARGES FOR SERVICES AND BILLING A. CHARGES FOR SERVICES A direct charge for service method. These charges are billed monthly to City Departments and Independent agencies. (2A) Direct Charge for Service Method (also see Appendix A) All direct costs are billed to users of municipal vehicles. Direct costs include the costs of parts, labor, commercial work, etc. Overhead costs are built into these charges. Billing is done monthly using the Fleet Services Division in house computer system. Bills are calculated and sent to the Finance Accounting Section for checking and distribution of the correct accounts. Billing reports are also distributed to the Departments during the month following the billing month. C. SERVICE WARRANTY All services provided by the Fleet Services Division shall be performed at a level equal to prevailing industry standards. Work which is not completed to the satisfaction of the client will be redone at no additional labor charges, within 180 days of original repair. IV. ADMINISTRATION A. FLEET SERVICES COORDINATORS. Each division should assign a coordinator or contact person for the fleet. These persons are to provide all directional decisions with regard to management of the fleet and be the main point of contact for the Fleet Services Division. Other duties may be delegated, such as requests for smog inspections, service reminders, arrival of new vehicles, damage report requests (accident reports) and communicating parts and repair delays from Equipment Management. The Fleet Services Division contact will be the Fleet Superintendent for new vehicle programs, disposal of surplus vehicles and all policy matters. The Shop Foreman will back up the Fleet Superintendent and manage the day to day servicing of the fleet. A handout of procedures for Fleet Management is detailed in the Fleet management Detail document attached. A request for change order memo should be developed by the requesting agency for any changes to this Interlocal Agreement. The change order should detail the requested change, the reason for the change, and its financial impact. If at anytime, a disagreement or problem should arise concerning the operation of this agreement, the parties agree that resolution be resolved at the Division level within the division with the dispute and the Grapevine Fleet Services Division Superintendent. If the appropriate people are unable to resolve the problem within 30 days, the matter should then go to the Director of Public Works. n E. ASSIGNMENT AND DELEGATION Neither party shall assign, sublet, or transfer any interest in or duty under this agreement without the written consent of the other, and no assignment shall be of any force or effect whatsoever unless and until the other party shall have so consented in writing. F. TERM This agreement shall become effective on the day it is approved, and shall extend 365 days. Each fiscal year the Interlocal agreement shall be reviewed by each party for renewal unless terminated by either party pursuant to the provisions of this agreement. V. RESPONSIBILITIES OF THE CITY OF COLLEYVILLE A. SUBMIT VEHICLE MILEAGE REPORTS The City of Colleyville shall submit every 7 days a vehicle mileage report to the Fleet Services Division office. B. REPORT VEHICLE MALFUNCTIONS PROMPTLY The City of Colleyville shall report vehicle malfunctions and other needed repairs to the City of Grapevine Fleet Services as soon as practical following notice of such condition. C. PROCESS PAYMENTS The City of Colleyville shall promptly process journal vouchers for payment of the preceding months services. The City of Colleyville shall review departmental programs for operator training so that Fleet Services may contribute their expertise and suggestions for developing Operator Training Programs for employees of the department. E. COMPLIANCE WITH PM SCHEDULING The City of Colleyville shall comply with all Preventive Maintenance (P.M.) scheduling requested by the City of Grapevine Fleet Services Division. The compliance of the P.M. scheduling is important to insure the reduction of downtime for vehicles. Labor Rate: Times -to -complete: P.M. Parts: Fluids: Misc. Shop Supplies: Data management: APPENDIX A $55.50 per hour Based on actual Grapevine shop work order histories Cost + 12% Cost + 12% $1.00 $3.00 per work order • IF Colleyville delivers and picks up: No Charge IF Grapevine picks up or delivers using a Grapevine employee: $10.00 each way • IF Grapevine picks up using a truck/ trailer: $65.00 • IF Grapevine delivers using a truck/ trailer: $65.00 • Shop Standard Labor Rate: $ 55.50 per Hour • Shop Overtime Rate: $ 83.25 per Hour • Field Standard Labor Rate: $ 61.05 per Hour • Field Overtime Labor Rate: $ 91.60 per Hour • Times -to -complete: Actual Grapevine shop times. • Labor Warranty: 180 Days • Overtime rates apply as follows: Hours worked outside normal business hours Hours worked over 40 -hour week Hours worked over 10 -hour day Holidays PARTS AND COMPONENTS MARKUPS • Grapevine sources/ provides parts. Cost + 12% sourcing fee • All price discounts, warranties, etc., are directly passed through to Colleyville. OUTSOURCED INSPECTION, REPAIR, AND COMPLIANCE MARKUPS • IF Colleyville manages outsourced activities: NO CHARGE • IF Grapevine manages outsourced activities: Cost+ 10% management fee ($25/min. $250/max.). • All price discounts, warranties, etc. are directly passed through to Colleyville, OTHER MARKUPS AND FEES • Acquisition of vehicles & equipment: • Disposal of vehicles & equipment: • Source rental vehicles & equipment: • Roadside breakdown management fees: (Towing) • Replace lost or stolen vehicle keys • Customized management reports • Data Management $100.00 each vehicle $100.00 each vehicle Cost + 10% sourcing fee ($25 min. $250 maximum fee) Cost + 10% management fee ($25 min. $250 maximum fee). Cost + 10% $25.00 per report $3.00 per work order PAYMENT TERMS AND CONDITIONS • Billing period: 30 days • Standard terms: Net 30 days