Paul Holahan
Commissioner Department of Environmental Services
City Hall Room 300B, 30 Church Street Rochester, New York 14614-1290 www.cityofrochester.gov
Phone: 585.428.6855 Fax: 585.428.6010 TTY: 585.428.6054 EEO/ADA Employer NUMBER 9.1
FLEET MANAGEMENT POLICY / PROCEDURE
SUBJECT: City-wide Fleet Utilization Policy
APPROVED:
Michael Quattrone, Fleet Manager
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.
PROCEDURE: The review process outlined in the attached is used to identify and dispose of
underutilized vehicles and motorized equipment. Last updated August, 2010.
PREPARED BY: Michael Quattrone, Fleet Manager
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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.
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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.
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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.
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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:
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APPENDIX A: NEW VEHICLE & MOTORIZED EQUIPMENT REQUEST FORM
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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) ____________________________________________
7 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.
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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 __________________________________________________________________________
9 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.
10 Notes page
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VEHICLE CLASS DEFINITIONS
Sedan
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_____
