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HomeMy WebLinkAbout1978-12-19; City Council; 5704; Vehicle PolicyCITY OF CARLSBAD Subject: VEHICLE POLICY AGENDA BILL NO. DATE : DEPARTMENT : ^-70 V DECEMBER 19 , 19-78 CITY MANAGER Initial :^H__ Dept.Hd. C . Atty . l//V^ C. Mgr. r\ -^7~~ Statement of the Matter The Council Policy on Vehicle Acquisition, Operation and Maintenance provides guidance to the City Manager on the aforementioned-subjects. In order to implement and carry out the policy guidance of the City Council, Administrative Order No. 3 has been revised. Although Administrative Order became effective when promulgated by the City Manager and Council approval is not required, the revised order is forwarded for City Council information. Exhibit Memorandum to City Manager, dated December 6, 1978, with attachment. Co until action; ' 12-19-78 Council approved Administrative Order No. 3. DATE: DECEMBER 6, 1978 TO: CITY MANAGER FROM: Administrative Assistant SUBJECT: ADMINISTRATIVE ORDER NO. 3 - AUTOMOTIVE VEHICLE AND EQUIPMENT, PROCUREMENT, OPERATION AND MAINTENANCE The attached revised order has been reviewed by the Utilities/Maintenance Director and includes his recommended changes. The revised order encourages the acquisition of sub- compact vehicles, use of used rented fleet vehicles, provides for alternative methods of identifying City vehicles, revised trade-in standards for vehicles, and specifies who may drive vehicles to and from work. FRANK N. MANNEN Administrative Assistant FNM:vm Attachment CITY OF CARLSBAD 1200 ELM AVENUE CARLSBAD, CA 92008 December 1, 1978 ADMINISTRATIVE ORDER NO. 3. TO: FROM: SUBJECT: ENCLOSURE: REFERENCES; ALL DEPARTMENTS City Manager AUTOMOTIVE VEHICLE AND EQUIPMENT, PROCUREMENT, OPERATION AND MAINTENANCE (1) Vehicle Assignment List (a) City Council Policy Number 9 1. Purpose. The purpose of this order is to implement City Council Policy Number 9. It is intended to prescribe procedures for all City- owned automotive vehicles and for the maintenance of City-owned equip- ment. The procedures established are designed to provide maximum availability of safe, serviceable equipment and to maximize service life at the lowest practical cost. It is further intended to eliminate duplication of maintenance service. 2. Background. Since this Administrative Order was originally issued, the size of the City vehicle fleet has expanded and the needs of the City have changed. Also there are new models of vehicles available in the market place to serve the needs of the City. As the amount of capital outlay funds needed for acquisition of vehicles continues to increase, it becomes evermore important that administrative guidance be provided. 3. Acquisition. All automotive vehicles and equipment acquired by the City will be purchased by the City Purchasing Agent. a. To initiate vehicle or equipment purchase, the Purchasing Agent will ensure the following requirements have been met. (1) The item has been included in the budget for the current fiscal year as an item of capital outlay equipment and the budget has been approved by the City Council. ADMINISTRATIVE ORDER NO. 3. 2. (2) The specifications have been approved by the head of the acquiring department and by the Director of the Utilities/Maintenance Department. (3) The vehicle specifications shall normally be standard specifications previously approved by the City Council. Exceptions to the standard specifications and specifi- cations for non-standard items shall be approved by the City Council prior to bidding. (4) All vehicles will be purchased following the procedure prescribed in Chapter 3.28 of the Carlsbad Municipal Code. (5) Whenever feasible, sub-compact vehicles shall be acquired in order to minimize capital costs and reduce operating expenditures. (6) Whenever feasible, the purchase of "used" rental fleet vehicles for City use should be evaluated. This option should be analyzed to determine if the purchase of used vehicles will result in significant cost savings over the life cycle of the vehicle. b. Upon receipt, all new items of automotive equipment will be delivered to the Mechanical Maintenance Divisions of the Utilities/Maintenance Department for inspection, to ensure the equipment complies with specifications. c. Upon completion of the receiving inspection, the vehicle will be equipped with appropriate identifying devices, insignia, and/or decals. The vehicle then may be assigned as the City Manager may direct. 4. Assignment. All City-owned automotive vehicles will be assigned in one of the following categories: a. Pool. There shall be at least one vehicle assigned as a pool vehicle. The scheduling, control and maintenance of the pool vehicle(s) shall be the responsibility of the Purchasing Agent. The keys to the pool vehicle(s) will be retained by the Purchasing Agent and he shall be responsible for coordinating the use of the vehicle. b. Departments. Vehicles assigned to a Department shall be the responsibility of that Department Head to insure scheduling, control and maintenance. Department assignments of vehicles place a requirement upon the Department Head to determine the most economical and efficient usage. ADMINISTRATIVE ORDER NO. 3. 3. c. Individual. Certain City positions require ready access to transportation on a twenty-four hour-a-day basis in order to respond to emergency situations .and/or for the convenience of the City. Therefore, the City Manager may, at his discretion, assign vehicles to individuals currently filling specific positions, or serving in a standby status. When authorized by the City Manager, vehicles assigned to individuals may be driven to and from work. ' These assignments are shown in Enclosure (1). d. Automobile Allowance. In certain instances where the City Manager determines it to be in the best interest of the City, Staff personnel may use personally owned vehicles. In these instances, the City Manager, with the consent and approval of the City Council will budget for and authorize payment of automobile allowances. 5. Maintenance. Maintenance of City-owned automotive vehicles and mechanical equipment, except the Fire Department pump equipment, is the responsibility of the Mechanical Maintenance Division. a. Procedures. Mechanical maintenance procedures will follow one of the following four procedures: (1) Operator Inspection and Service. Operator inspection and service shall consist of inspection and detection of such malfunction of the equipment that could render the vehicle unsafe and/or unusable. Form MM-2-73 will be used by the operator to report discrepancies directly to the Mechanical Maintenance Division. In addition, operator service will include servicing (i.e., water, fuel, air and battery) as required. (2) Scheduled Inspection and Service. Equipment shall be periodically inspected by personnel of the Mechanical Maintenance Division for safety and serviceability as follows: (a) . Safety. Each item of equipment shall be inspected for safety at intervals not to exceed six (6) months or 6,000 miles (520 hours for material handling equipment), whichever comes first. The safety inspection will include but not be restricted to the items contained in the Preventative Maintenance Service and Inspection Form MM-1-73. To avoid un- necessary down-time, the safety inspection shall be performed at the time of the scheduled preventative maintenance service. However, when the time or mileage/ hours interval of these inspections does not coincide, adherence to the prescribed interval for the safety inspection is required.. All deficiencies noted shall be corrected before returning the equipment to an operational status. ADMINISTRATIVE ORDER NO. 3. . 4. (b) Serviceability. In addition to inspecting equipment for safety as prescribed herein, vehicles will be inspected and serviced in accordance with the time interval prescribed in the applicable manufacturer's maintenance, service and repair manual. Intervals may be adjusted (more frequent) if required by local operating conditions. A monthly schedule for serviceability check (preventative maintenance) will be published by the Mechanical Maintenance Division and distributed to all departments and divisions. Department/division heads will insure compliance to the schedule and availability of equipment. Corrective adjustments and repairs performed during serviceability inspections shall be generally limited to those items prescribed by the manufacturer and only to the extent necessary to restore the equipment to the optimum degree of serviceability consistent with achieving the highest degree of cost effectiveness. A copy of each serviceability inspection will be retained in the Mechanical Maintenance Division files. (3) Unscheduled Maintenance Service. Unscheduled maintenance is to correct operator-reported deficiencies that occur between scheduled inspections and services. Unscheduled maintenance shall be generally limited to the correction of only those specific items reported as deficient by the operator to the responsible department/division head. However, unreported deficiencies noted at the time .of_.an unscheduled service (particularly those affecting safety or those having a material cost not exceeding $25.00) shall be corrected before the equipment is returned to operational status. Unscheduled maintenance corrections exceeding $25.00 material cost must be authorized by department/division head concerned. The Shop Repair Order (MM-3-73) will be initiated when equipment is delivered for repair and upon completion of service a copy of the completed form will be forwarded to department/division concerned. (4) Acceptance and Pre-Seryice Inspection. Upon receipt of equipment by the Purchasing Agent and prior to delivery to an operating department/division for use, equipment will be inspected by the Mechanical Maintenance Division against the procurement specifications to assure compliance by the manufacturer. "The operating department/division ADMINISTRATIVE ORDER NO. 3. 5. will participate in this inspection; a report of this inspection will be made to the Purchasing Agent and operating department. Equipment at this time will be entered into the Preventative Maintenance Program and assigned a Record Folder which will be maintained by the Mechanical Maintenance Division. Safety devices, decals, specialized equipment, property number, etc. will be installed prior to delivery to operational status. b. Maintenance Records. For each piece of equipment, a Record Folder will be maintained in the Mechanical Maintenance Office, containing 1) MM-1-73, Preventative Maintenance Service and Inspection, 2) MM-3-7 Shop Repair Order, 3) MM-4-73, Lube Record, 4) MM-5-73, Repair History Card, and 5) MM-6-73, Usage Data. The Mechanic Maintenance Foreman shall ensure that all cards are up to date. c. Maintenance Cost Accounting. The Director of Utilities and Maintenance shall maintain records on maintenance cost reflecting: (1) Direct Labor Cost which will show the time expended to the nearest quarter hour, computed at the wage scale of the mechanic who performed the work. The hourly wage scales shall be provided by the Payroll Section, Finance Department. (2) Parts and Material Cost which will show the actual cost of a part, component or materials used to repair or maintain a vehicle. Any other costs such as indirect labor, indirect materials or overhead costs shall be computed at the direction of the City Manager. d. Mileage accruals shall be reviewed annually by the Director of Utiliti.es and Maintenance and appropriate reassignment of vehicles shall be recommended to the City Manager to ensure maximum mileage benefit at the time of trade. 6. Inventory. The City shall maintain a current inventory of all City- owned automotive vehicles by departments. The Purchasing Agent will be responsible for maintaining the inventory. He shall ensure that Vehicle Titles and/or Registrations on file in the City Clerk's Office coincide with the inventory list which will reflect the following: ADMINISTRATIVE ORDER NO. 3. 6. a. Identification Number b. Engine Number c. Manufacturer d. Model - Year e. Purchase Cost f. Date of Acquisition g. Registration/License Number 7. Disposal. All City-owned automotive vehicles will be disposed of in the best interests of the City as determined by the City Council. The following criteria shall serve as a guide in determining whether or not a vehicle shall be disposed of. In no.case will a vehicle be disposed of based only on the above criteria. The condition and future serviceability of the vehicle will be a judgment requiring final approval of the City Manager prior to recommendations to the Council. a. Passenger cars, Compact pickup truck, Pickup truck to 3/4 Ton. (1) 7 years at 70,000 miles; or (2) Cumulative maintenance costs exceed 50% of the purchase price of the vehicle. b. Trucks, 3/4 ton and greater. (1) 8 years or 50,000 miles; or (2) Cumulative maintenance costs exceed 50% of the purchase price of the vehicle. c. Heavy Equipment. (1) Accumulative repair total exceeds 50% of the acquisition cost. (2) Single repair cost exceeds current value. d. Small Equipment. (1) Accumulative repair plus single repair exceeds acquisition cost. ADMINISTRATIVE ORDER NO. 3. 7. 8. Reports. The City Manager shall submit reports as requested by reference (a). The Utilities/Maintenance Director shall submit to the City Manager a quarterly report to include the following information on each vehicle: a. Total petroleum costs. b. Total in house maintenance repair labor costs. c. Total in house maintenance/repair parts/material costs. d. Total external costs for repairs. Enclosure (1) .To Administrative Order No. 3, INDIVIDUAL ASSIGNMENT OF CITY-OWNED AUTOMOTIVE VEHICLES The following personnel are assigned vehicles in accordance with paragraph 4c of the Administrative Order No. 3. A. Fire Chief B. Police Chief C. Duty Fire Battalion Chief D. Standby Sanitation/Water Personnel E. Standby Police Detective F. Detective Supervisor G. Duty Police Commander