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Home My WebLink AboutWS Item 03 - Vehicle Replacement I'TEIM MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL. ~ FROM BRUNO RUMBELOW, CITY MANAGER MEETING DATE: MARCH 20,2007 UBJECT:' WORKSHOP,'—VEHICLE REPLACEMENT Attached is a luting of the current and ucgcgest� :replacement criteria or rel cle end equipment. The new schedule (the suggested replacement schedule) was reuie ed with department beads and will be implemented after review-with the City Council. Also attached is a=sunray of ether area cities to determine their replacement schedules Please note that our ' ugcgested Replacement; Criteria� is more in line with ,the replacement schedules followed,, by other area cities than our Current Replacement Criteria, In addition, attached is a policy language that-will`be incorporated into our Fleet P©licy tha#gill guide.the analysis/decision rr�aking in the future to insure that we get full life/value out of Our existing fleet before replacement. Staff will be'prepared on'T esday night to'review again with Council the budgeted 2007 vehicle/equipment replacement list with the crew replacement criteria applied so that (to the extent;possible):we' ' purchase the equipment this fiscal year uvith the new standards in place. Please letme know,if ou have any question's on this matt e y Yq e . tv tt> U L L L 1., L L + L Q 0ms�: Q 0 0 -C -C Q s � 0 a `0 0 Q 0 0 O ©> m C� 44o OQcy QQQc O OQ cwQc? Q GC .°' Qoc�vc�vLOQLO © c Q tQ � uQiaQ NN 5Q � N � cl rrrCC} Z (CJ OO Gf3 Z ' r0I�: r0 rr Z r rr- ZZr N C7 CD 41 y i i i s" i i s U ,W U LO Cn i i i L L L i i i i C6 i r s i i 4) c)0 000008058 tn00 O OO O O'QOO O `)` GG r r r CO r r r Z Z Z �- r r 'r r co T" .;it r r Z r r r- CO W r a DIN x" t i _. .L 0 i i i i i'. i i i' i i �E i ', E E i is E i 0 O Q Q L C C C C t' L= C Z .c � C L o t= 0 0 -C .0 C O Q 0 a 0 0 0 0 Q O 0 O O Q O O 0 O 0 0 0 00, 00000000 ' ' (. 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O O p p O O O O O p O CO:)O COD OOOCDO000OOOo O CDCDOOO000pp L O O O - - O O O O O LO LO O uj O` CD co ( CO (O 0 U-) O O (D (D O O CD O CD (D O O p O _ co N co 00 co co O O co 00 co z Z r W uj c �( 0) @ @ (p N (D @ (6 @ @ (6 C6 @ (9 (9 (6 @ C6 @ @ @ @ @ @ N @ @ J � O j, ?, T 7, CV T T a 01 M LC) w M M M of O (D M N CoC) coM M L (D (D 00 co 00 (D M w � a L1 Lij @ Y _ O U N 3 0) J V I- J E Y U N N U _-" f- d p 'O i H @O 2 = E _ a E d m c E = M U L _ - - E) CC @ O i >O 3 E o (!) Cn �- N > p E 0 0 c U Q. O U c c c O 0mmm 0 OU M Y Q W Y O O Y U N 3 'O 'O •O 3 @ 00 U .= c E a a) a) o (a o @ o o o @ o) o) (D m E '� - @ M Policy Statement In regard to fleet replacement, guidelines are a must, but flexibility is the rule. Replacement of vehicles and equipment deals with unknowns and circumstances that change day to day. This Fleet Replacement Policy encompasses maintenance cost, depreciation, down time, fixed and variable cost, operational considerations and budget limitations. This policy will assure a safe, dependable and admirable fleet while not compromising cost effectiveness. Policy Fleet Administrative Replacemen rocedures: Fleet Services will use step guidelines in deciding the appropriate replacement cycle for vehicles and equipment, ensuring all departmental needs are met when determining the selection for replacement. Step One: Life Cycle Cost Analysis Determined by fleet maintenance records and reports a vehicle or equipment will be considered for replacement when the repair cost exceeds 51% of the actual purchase price and down time escalates. Regardless of time in service, miles or hours; major consideration of continued maintenance funds spent on a vehicle with accelerated depreciation will severely impact allocated funds. Life Cycle Cost Analysis may determine cause for replacement at any time within the life of the vehicle or equipment. Step Two: Time in Service Time in service may be used as a factor in replacement consideration. When a vehicle or equipment is (6) six months out from the projected replacement date indicated in the "Approximate Replacement Interval Chart "an evaluation will be made. The out come will be determined by referencing step One, Three and Four of the replacement policy, thus ensuring replacement is justified on all accounts. Time alone will not determine replacement. Step Three: Mlles and/or Hours Miles or hours are a factor when considering vehicle and equipment replacement although not the sole factor. When a vehicle or equipment is within 10% of the projected replacement criteria indicated in the "Approximate Replacement Interval Chart" an evaluation will be made. The out come will be determined by referencing step One, Two, and Four of the replacement policy, thus ensuring replacement is justified on all accounts. Miles or Hours alone will not determine replacement. Step Four: Special Circumstances In an imperfect and changing environment unusual and strange circumstances may weigh heavy in the determination factor for vehicle or equipment replacement. Unbeknown to those outside of certain professions the obsolete, impractical and safety issues affect not only the replacement status of the vehicle or equipment it can also be a potential liability. With provided evidence of special circumstances and justification supporting the fact that these issues exist. The replacement of a vehicle or equipment may be accelerated on as needed case. Step Five: Non-applicable If none of the previous four steps apply to a vehicle or equipment that is slatted for replacement indicated in the "Approximate Replacement Interval Chart" that vehicle or equipment will be kept in service and re-evaluated the next year using the step guidelines of this policy. Attention to detail It is known that certain specialty vehicles and equipment such as; Fire Pump trucks, Fire Aerial apparatus, Special Police vehicles, buses, large trucks, etc. require a longer manufacture assembly time and extended delivery date. With this in consideration Fleet Services will work with each department and the manufacture to ensure an appropriate order date to project the replacement time line coinciding with the step guidelines. Disclosure: The "Approximate Replacement Interval Chart" is only a guide that references an estimated bench mark initiating awareness for a class and type of vehicle or equipment indicated for replacement. It is by no means the determining factor in the replacement procedure of this policy. Determination of any vehicle or equipment replacement will be decided on an individual evaluation using the Fleet Replacement Procedure. This policy is a guideline, and may be altered at any time with the approval of the City Manager or his designee.