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HomeMy WebLinkAboutMINUTES - 01082002 - C89 TO: BOARD OF SUPERVISORS .: Contra FROM: INTERNAL OPERATIONS COMMITTEE l y Costa DATE: JANUARY 8, 2002 County SUBJECT: CONSULTANT STUDY OF FLEET MAINTENANCE PROGRAM SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION' RECOMMENDATIONS; 1 ACCEPT report on the results of the consultant study of the Fleet Maintenance Program and ACKNOWLEDGE findings and recommendations. 2. REFER consultant recommendations to the 2002 Internal Operations Committee for review and follow-up with the General Services Department. BACKGROUND: On December 19, 2000, the Beard of Supervisors endorsed the General Services Department's proposal to hire a consultant to review practices and procedures of the Fleet Maintenance Program to demonstrate competitiveness with private industry and improve efficiency. On December 17, 2001, the completed study with recommendations was presented to the Internal Operations Committee for review. The Fleet Manager provided an organized summary of the 48 recommendations and indicated that several of the recommendations have already been implemented,; Since some of the recommendations require financing,, it is recommended that this item be kept on referral to the IOC and that the Fleet Manager continue to refine the costs''associated with the recommendations for consideration by the 2002'IOC. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): _ZI .. OHN G flIA,GHAiR MARK DeSAULNIER ACTION OF BOARD ON 'aniiary 8, 2002~ APPROVE AS RECOMMENDED XX OTHER A VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT CORY OF AN ACTION TAKEN XX UNANIMOUS(ABSENT None AND ENTERED ON THE MINUTES OF THE BOARD Of SUPERVISORS ON THE DATE` AYES: NOES:, SHOWN: ABSE&T: ABSTAIN: ATTESTED January 8. 2002 CONTACT: JULIE ENEA(925)335-11377 JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR CC: INTERNAL OPERATIONS COMMITTEE`STAFF GENERAL SERVICES DIRECTOR FLEET MANAGER COUNTY ADMINISTRATOR HUMAN RESOURCES DIRECTOR r BY DEPUTY GENERAL SERVICES DEPARTMENT FLEET MANAGEMENT DIVISION 2467 Waterbird Way Martinez California 14553 Extension 3-7071 FAX 3-7088 DATE: December 6,2001 TO Internal OperationsCommittee FROM: Frank Morgan,Fleet Manager ..z•_ r SUBJECT: SUMMARY OF FLEET MANAGEMENT STUDY Included with this memo is a summary list' of 48 recommendations from the Fleet Management Study completed by Spectrum Consulting on December 4, 2001.The Study was ordered by the Board of Supervisors in June 2000 as a means to evaluate current Fleet management practices and identify areas for operational improvement. The recommendations are divided into two different groups; those with cost impacts, and those that can be implemented effectively at no or minimal cost. The Department of General Services concurs with the findings in the Study and believes that implementing the recommendations will contribute for a more effective and efficient Fleet operation, The attached summary list of recommendations includes a priority', listing that General Services believes will best achieve the recommended improvements of the Study. The Fleet' Management Division has worked closely with the consultant throughout the process and has already implemented two of the recommendations and 11 are currently in process. We look forward to implementing as .many recommendations as possible to both increase Fleet management efficiency and provide superior service to all of our customers. c: Barton J.Gilbert,Director of General Services Mike Lango,Deputy General Services Director COMMENDATIONS MITI COST IMPACTS =6g z Recommendation #' Description P'riblity Estimated Cost* Recommendation W. ��� Acquire a new fleet management computer 1 125,000' system or upgrade the current system! F Acquire a new fleet management computer Recommendation 43 system with a parts inventory control module 2 24,000 # and bar coding. Review the Service Center footprint.There is Recommendation 26. congestion and numerous problems with the 65,000 site. Recommendation 27 14 137,000** Reorganize and improve the shop facility. w F , Implement a permanent, multi-station CNG Recommndaonfueling program that could also be accessible 160,000' to fleets in the local area. Estimated Total Cost* $507,000 Productivity Investment <$212,000> Fund Loan Estimated Fiscal Impact $295,000: * Costs are preliminary estimated cost only and compiled without the benefit of the bid process. * Partial funds($525000)have been approvedthrough the Productivity Investment Fund Committee. ***'All funds have been approved through the Productivity Investment Fund Committee. FACt ntra Costa CountylSpec;"m'Consnl#antsWecomendations with fiscal impact.doe R C( ENDATIONS WITH.NO OR MI MAL COST IMPACT Recommendation P Descfip#ion Priority Status Note` Fleet management should evaluate the work Recommendation 28 hours of its customers and design hours of service around customerneeds'as a means of I Done mann' m and controlling fleet size. Continue to extinguish the current PM Recommendation 29 4 backlog with consideration that much scheduling has been time basest,and assign 2 Done high prior4 to pr4mmtative maintenance. Recommendation 01 Explore consolidation of services with County Fire. 3 B �y Recommendation 44 Explore opportunity to provide parts services to Contra Costa County Fire Protection. `I B Recommendation 37 Management and support recommendations (See Report) 5 B Fleet Management should be outcome Recommendation 36. ��e , oriented and use key performance measures to6 In A manage the fleet. (PM work&Productivity) Process Fleet Management should be outcome Recommendation O5. oriented and use key performance measures'to ? A manage the fleet. (Program Effectiveness) Recommendation 16 ¢ Incorporate fleet standardization into the County's replacement program. A Recommendation 38 Technician staff recommendations. (See Report) 9 C Recommendation 35 Improve the service writing function. 10 In Process NOTE* A '=Items that require the implementation of"Cost Recommendations"to be effective. B =Items that require Board action to be effective. C'=Items that must go through the"Meet and Confer"process. FAContra Costa County\Spectram ConsultantsWecomendatioa s without fiscal impact.doc I Recommendation #. Description Priority Statin fU©te* Recommendation 40 Jab descriptions should be up-dated for all classifications. 11 C Recommendation 39 Develop a formal plan for staff training and development. 12 Recommendation 30 Extend the current two level PM program to a multi-level,nested approach. 13 A Recommendation 32 Provide more advanced preventive In 14 maintenance scheduling.', Process Recommendation 33 Utilize standards for tracking the In effectiveness of the PM program 15 Process Review and refine the multi-level PM Recommendation 31 }' checklists for each category of equipment that are included in the County's New Policy and 16 A Administrative Bulletin:508 `E. Improve the current"In-douse Fast Lube" Recommendation 34 service(for"A"level PM service)and utilize In commercial"fast lube" services throughout 17 Process the county. Recommendation 45 rt Scrap the fueling card access system and use . a P.I.N.number for driver access. 18 Assign a formal liaison in all departments as a Recommendation 08. point of contact between Fleet Management 19 In and customer departments. Process Forma Board of Advisors customer group Recommendation 09. , and meet one to two times annually to seek input and support for Fleet Management 20 ra Directives. Implement private market practices such as providing estimates of cast and time to Recommendation 10. complete a job, assign a flat rate charge for routine maintenance and repair',jobs,provide 21 A a copy of printed work order informing the driver as to what work was completed. NOTE* A=Items that require the implementation of"Cost Recommendations"to be effective. B =Items that require Board action to be effective. C=Items that.must go through the"Meet and Confer"process. FAContra Costa County\spectrum Consultants\ttecomendations without fiscal impact.doc 2 Recommendation# s De ed0 ion Priority Status Note* Continue to dispose of vehicles with Recommendation 1 ; Nationwide Auctions of Benicia after leaving 22 In B service and t frequent intervals. Process Recommendation 20. � Implement Fleet size reduction: 23 A rivate services ven ors'sliou on FereZI Recommendation 25. as an important part of new services 24 In network. Process Recommendation 22 Reduce or eliminate the Downtown Martinez2� In pool and augment it with commercial rentals. Process Develop a master contract for rental vehicles and equipment and use the State of California Recommendation 23 w Procurement Program vendors for use by all 26 departments and to augment Fleet Management pools. Recommendation 06 Formalize service arrangements in a service level agreement with the largest customers. 27 Fleet Manager should have a continuous Recommendation 07. meeting schedule with all Department customer representatives and a'more formal 28 organizational approach to customer service. Develop a pilot program with a department Recommendation 03. customer for increasing access to Fleet 29 A Management information. Establish a timetable and procedures for Recommendation 18. integrating the annual replacement,budgetary 30 and rental rate setting processes. Recommendation 17 Establish at least a five-year replacement plan t and publish'it for department customers. 31 A Recommendation 21. Use"vehicle assignment criteria as a standard for assignment of all vehicles. 32 A NOTE* A'=Items that require the implementation of"Cost ecornmendations"to be effective. B=Items that require Board action to be effective. C'-Items that must go through the"Meet and Confer"process. FAContra Costa County\Spectrum Consultantslitecomendations without fiscal impact.doe 3 3 Recommendation # description Priority Status NoW Establish all locations where County vehicles Recommendation 24. are parked or domiciled including"take 33 home'work locations. Recommendation 41 Continue to minimize and retain a small parts In inventory. 34 Process Recommendation 12. Simplify the deet Management charge back systen-L 35 Recommendation 11. Develop a standard monthly management report for customer departments. 36 A Incorporate all recommendations into a Recommendation 13. financial Policy for briefings and distribution 37 to customerdepartments'. Retain current replacement reserve approach Recommendation 15. but use pay-as-you-go financing program as a 38 basis for meeting the replacement targets Continue the County's vehicle replacement Recommendation '14 � y39 In policy. Process Recommendation 4$ Assess customer department wishes for vehicle washing services. 40 Assess whether the County should be in the Recommendation 4f> fueling business at the end of the current 41 station life cycle. Require local parts vendors to prepackage PM Recommendation 42 0. levels, A,B and C parts kits for each unit in 42 ' the fleet. NOTE* A Items that require the implementation of"Cost Recommendations"to be effective. B'=Items that require Beard action to be effective. C''=Items that must go through the"Meet and Confer"process. FAContra Coda CountyLSpectrum ConsultantsMecomendations without Fiscal irnpad.doc 4