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HomeMy WebLinkAboutAgenda Statement 1985/02/05 Item 9 a COUNCIL AGENDA STATEMENT Item 9 Meeting Date 2-5-85 ITEM TITLE: Resolution //Z2 Authorizing the establishment of a Vehicle Equipment R placement Fund and administrative approval of emergency replacements of vehicles under specified conditions ,,,r7 SUBMITTED BY: Management Services Director/l (4/5ths Vote: Yes No X ) REVIEWED BY: City Manager At its May 31 , 1984 budget review session, the City Council considered a report prepared by the Policy Analysis and Program Evaluation (PAPE) Division on the City's Vehicle Replacement Needs. The City Manager's transmittal letter, including a summary of the PAPE report, is provided as Attachment C. At the May 31 meeting, the City Council : (1 ) approved in concept the establishment of a partially-funded vehicle replacement fund commencing in FY 1985-86; and (2) directed staff to provide a report to Council , prior to the FY 1985-86 budget review, on the policies and procedures that will be used in establishing the vehicle replacement fund. Administrative policies have been developed and are attached for your review. Attachment A is the policy for the vehicle equipment replacement fund, and Attachment B is the policy for the replacement of vehicles. RECOMMENDATION: That Council adopt the resolution authorizing the establishment of a vehicle replacement fund and administrative approval of emergency replacements of vehicles under specified conditions. BOARDS/COMMISSIONS RECOMMENDATION: Not applicable. DISCUSSION: As summarized in Attachment C, the May 1984 PAPE report identified a number of factors which suggested that the City had not maintained a reasonable replacement schedule for its fleet. These factors included the following: . The number of vehicles replaced during fiscal years 1981-82, 1982-83, and 1983-84 was minimal. Based on the number of vehicles replaced during those three fiscal years, the City was on the equivalent of a 31-year replacement cycle, excluding Police pursuit sedans. . Maintenance costs for the City's fleet were found to be significantly higher than four other municipal fleets with more reasonable replacement schedules. . The age of most of the equipment within the City's fleet exceeded replacement guidelines utilized by other selected agencies. F Page 2, Item 9 Meeting Date 2-5-85 To help correct this problem, staff recommended and the City Council approved the replacement of 26 vehicles in FY 1984-85, or 11% of the fleet, at a budgeted cost of $368,320. Furthermore, Council approved in concept the establishment of a partially-funded vehicle replacement fund commencing in FY 1985-86. While the implementation of the recommended equipment replacement program will increase the cost of vehicle replacements above previous levels, it will also enable the City to accrue a number of benefits: . A fire captain's position is being eliminated, after the incumbent retired, by transferring most of the responsibility for maintaining fire apparatus from the Fire Department to the Equipment Maintenance Division. . The fleet can be reduced by about 11%. Departmental management indicated the fleet could be reduced if a more balanced equipment replacement program was developed. Such a program will enable the elimination of 24-28 vehicles, generating capital outlay avoidance of up to $508,000. . Maintenance costs per vehicle should be reduced over the long run. The maintenance costs per vehicle for this City significantly exceeded those of four other cities surveyed which had more balanced replacement programs. If this City's maintenance costs per vehicle approach the average of these other four cities, the annual cost for the City of Chula Vista could be potentially $130,000 lower. . The reliability of the City's fleet should be increased. Although accurate data has not previously been available for down time, a balanced replacement program should reduce down time of vehicles and therefore increase service levels and productivity. In consultation with the Departments of Finance and Public Works, PAPE staff has developed the attached policies and procedures for implementation of the vehicle equipment replacement fund in FY 1985-86. The key policies are detailed below. . The vehicle replacement fund will be a partially funded replacement fund designed to minimize the cash balance of the fund. . Replacement charges for vehicles will be billed to each department based on the number and type of vehicles assigned to each department and the replacement schedule for the vehicles. . The replacement charges will be updated annually by the Department of Finance for inflationary increases in the price of the vehicles. Investment income generated by monies within the fund and income generated by salvaging surplus vehicular equipment will be credited to the fund. . The Department of Finance will generate financial reports regarding the status of the vehicle replacement fund. Page 3, Item 9 Meeting Date 2-5-85 . Any year-ending fund balance will be carried over into the next fiscal year instead of reverting to the general fund. . All vehicles to be normally replaced by the City each fiscal year will be budgeted centrally within the vehicle equipment replacement fund, and that budget will be reviewed by the City Council during the regular budget review sessions. . The Equipment Maintenance Superintendent will prepare the recommendations to the City Manager for vehicle replacements, and solicit feedback from operating departments regarding the proposed replacements. . The vehicle equipment replacement fund will be utilized to fund the replacement of vehicles within the fleet, not the addition of vehicles to the fleet resulting from the addition of staff, addition of work programs, etc. Such additional vehicles would be budgeted separately in the requesting department's budget. . The vehicle equipment replacement fund has been developed to allow the emergency replacement of equipment not specifically budgeted. Within the fund, an emergency replacement account would be established. This account would contain no more than 10% of the replacement charges credited to the fund annually. These monies would be used to replace vehicles which are damaged beyond economical repair after the vehicle replacement budget has been prepared. . The emergency replacement of a vehicle not specifically budgeted for replacement will normally be considered only if: - Funds are available within the emergency replacement account of the vehicle equipment replacement fund; and - Special factors necessitate the prompt and timely replacement of the vehicle, rather than waiting until the next fiscal year, such as equipment damaged beyond economic repair. Such requests may be approved administratively by the City Manager, upon the recommendation of the Director of Public Works/City Engineer and the Equipment Maintenance Superintendent, if in addition to the two criteria listed above one of the following two conditions is also met: - The estimated cost of repairs needed by the vehicle would exceed the estimated resale value of the vehicle after it had been repaired; or - If the needed repairs were performed, the life-to-date maintenance cost of the vehicle would exceed two-thirds of 0C)-•`\ its current replacement cost. If neither of these two latter conditions is met, replacement of a vehicle not specifically budgeted for replacement will require City Council approval . Page 4, Item 9 Meeting Date 2-5-85 An example of the need for the emergency replacement account, albeit an extreme case, is presented with the scooter assigned to the Parking Enforcement Officer. A total of $3,700 was spent in repairing and maintaining the vehicle in 1983; yet the vehicle has a replacement value of only $7,600. Major repairs were made to the engine, steering, brakes, suspension, fuel system, and ignition system. The average cost for each repair order was $280. The vehicle was in the shop for repair an average of once a month. The vehicle became unsafe and has been parked pending its replacement, which was authorized by the City Council in the FY 1984-85 budget. However, with an emergency replacement account, the Equipment Maintenance Superintendent could have made a repair/replace analysis and replaced the vehicle sooner and avoided much of these expensive repairs. As indicated above, the procedures for the emergency replacement of vehicles have been written to allow administrative approval for the replacement of equipment not specifically budgeted if specified criteria are met. These procedures are intended to improve the City's management of its fleet by streamlining the repair/replace analysis and decision-making process. The City Council would approve the funding level of the emergency replacement account within the equipment replacement fund during its annual budget review. Normal purchasing procedures would be followed unless a waiver is requested of and approved by the City Council for a specific case. At the end of each fiscal year, the Directors of Public Works and Finance will provide a report to the City Council on the status of the Equipment Replacement Fund, indicating which vehicles were replaced during the fiscal year. The policies and procedures are detailed more specifically in the attached policies. FISCAL IMPACT: The cost of the vehicle equipment replacement charges in fiscal year 1985-86 will approximate $390,000. WPC 0592I Ys cx ATTACHMENT A POLICY FOR VEHICLE EQUIPMENT REPLACEMENT FUND 1 . PURPOSE: To establish the methods and procedures for the Vehicle Equipment Replacement Fund and vehicle replacement charges. 2. DEFINITIONS: (1 ) Vehicular equipment includes only mobile, powered equipment within the inventory maintained by the Equipment Maintenance Division of the Public Works Department. (2) The Vehicle Equipment Replacement Fund is an internal service fund established to provide the funds necessary to replace vehicular equipment when it is most economical. (3) Vehicle replacement charges are those annual charges billed to using departments to fund the eventual replacement of the vehicles assigned to departments. (4) The replacement schedule is the anticipated economic life for the class of equipment expressed in years. 3. RESPONSIBILITIES: (1 ) The Director of Finance is responsible for developing and updating the vehicle replacement charges for all classes of vehicular equipment. (2) The Director of Finance is responsible for administering the Vehicle Equipment Replacement Fund to include debiting and crediting monies to the fund, preparation of financial reports, and the like. (3) The Equipment Maintenance Superintendent shall be responsible for developing and updating the replacement schedule for each class of equipment. The vehicle replacement schedule follows this page. (4) The Equipment Maintenance Superintendent shall be responsible for developing and updating the inventory of vehicular equipment including an inventory of equipment by class, and by assigned department and budget activity. (5) The Director of Finance is responsible for informing each department of the amount of monies it must budget for replacement of its vehicular equipment. (6) Each operating department is responsible for budgeting the replacement charges for the vehicular equipment assigned to the department. \ (4.-\ • EXHIBIT I VEHICLE REPLACEMENT SCHEDULE General Vehicles Replacement Schedule Sedans/Station Wagons 8 years Sedans: Police Pursuit 2 years Pickup Trucks (1/4, 1/2, 3/4 Ton) 7 years Vans (Cargo, Passenger) 7 years Motorcycles: Police (2 wheel , off-road) 4 years Scooters 5 years Sedans: Police Pursuit (reserve) 4 years Sedans: Police Pursuit (canine) 4 years Sedans: Police Pursuit (Sergeant) = 4 years Fire Vehicles Pumper 20 years Ladder 25 years Telesquirt 25 years Utility Rescue Truck 10 years Heavy Trucks/Equipment Aerial Tower Truck 10 years Asphalt Distributor Truck 20 years Bucket Loader 10 years Bus 10 years Chipper 10 years Compressors (90, 160, 185cfm) 10 years Concrete Mixer 10 years Dump Truck (1-1/2 Yard, 4 - 6 Yard) 10 years Excavator, Hydraulic 12 years Flatbed Truck 10 years Front End Loader 10 years Generators 20 years Mowers: Reel (3-Gang) 6 years Rotary 8 years Roller (Tandem, Rubber Pneumatic) 12 years Sewer (Jetter, Rodder) 10 years Stump Cutter 10 years Sweeper: Lawn 10 years Street 7 years Tractor (Backhoe, Turf) 10 years Traffic Striper 12 years WPC 0566I `\�a- -2- 4. POLICIES: (1 ) The Vehicle Equipment Replacement Fund shall be a partially funded replacement fund designed to minimize the cash balance of the fund. (2) The replacement charges shall be updated annually by the Director of Finance by December 1 for upcoming fiscal year budget process. The charges shall be adjusted annually for inflationary increases in the price of equipment. (3) Income generated by salvaging of surplus vehicular equipment shall be credited to the Vehicle Equipment Replacement Fund as the revenue is received. (4) Investment income generated by the monies within the Vehicle Equipment Replacement Fund shall be credited to the fund as it is received. Investment income from the fund shall be segregated to facilitate this crediting. (5) The annual vehicle replacement charge for each class of vehicular equipment shall be developed and updated by the Director of Finance based on the following formula: Annual = Replacement Cost Less Salvage Value Replacement Life of the Class of Equipment Charge The life of the class of vehicular equipment shall be established by the replacement schedule. The current replacement cost for each class of equipment shall be reduced by the estimated salvage value at the end of its useful life as defined by the replacement schedule. (6) The Equipment Maintenance Superintendent shall provide the Director of Finance an updated inventory of vehicular equipment by November 1 of each year. This inventory shall include the vehicle number, class, budget activity, department to which the vehicle is assigned, and a class description for the vehicle. (7) The Director of Finance shall inform each operating department regarding the figure the department will need to budget for replacement charges by December 15 of each year. This shall include the number of vehicles by class assigned to each department, the annual replacement charges per vehicle within each class, and the total charge both per class of vehicle and for all classes of vehicles by budget activity. (8) Each operating department shall budget the amount of monies indicated by the Finance Department for replacement charges within object account 5270. -3- • (9) The Finance Department shall credit to the Vehicle Equipment Replacement Fund the replacement charges budgeted in each operating department's object account 5270. These charges shall be credited to Account 705-7050-4083 during the first month of each fiscal year. (10) All replacement vehicles to be purchased by the City each fiscal year shall be budgeted in Account 705-7050-5565. (11 ) The Finance Department shall generate reports regarding the status of the fund to include: • Expenditures • Revenues • Balance Sheet . A replacement charge status report which would indicate the replacement cost for each vehicle, salvage value, replacement schedule, annual replacement charge, the accumulated amount of replacement charges for each vehicle and other charges made for a vehicle (e.g. , accident, etc. ). These reports will be generated on a monthly basis with the exception of the replacement charge status report which will be generated on a quarterly basis. (12) The number of regular annual replacement charges for a piece of equipment shall not exceed the number of years of economic life of the equipment as defined by the replacement schedule. If the vehicle is to be replaced later than suggested by the replacement schedule, the department shall be charged less than the regular annual replacement charge for vehicles assigned to its class; specifically, 25% of the annual replacement charge will be billed to the department until the vehicle is replaced. (13) The year-end fund balance for the vehicle equipment replacement fund shall be carried over to the next fiscal year; the balance shall not revert to the general fund. (14) The Vehicle Equipment Replacement Fund shall be utilized to fund the replacement of vehicles within the fleet, not the addition of vehicles to the fleet resulting from the addition of staff, addition of work programs, etc. (15) Requests for additional vehicular equipment will require supplemental budget approval and shall be prepared as a Supplemental Budget Request Form (A-141 ) by operating departments. -4- C)Nra (16) An Emergency Replacement Account shall be established within the Vehicle Equipment Replacement Fund. Up to 10% of the monies credited to the fund annually may be budgeted within this account. These monies shall be used for emergency replacement of vehicles not specifically budgeted within 705-7050-5565 as part of the regular budgetary cycle. At the end of the fiscal year, any monies remaining within this account shall revert to the Vehicle Equipment Replacement Fund. (17) The Equipment Maintenance Superintendent may request replacement of vehicles after the start of the fiscal year not specifically budgeted within 705-7050-5565. Such requests will normally be considered only if: . Funds are available within the Emergency Replacement Account of the Vehicle Equipment Replacement Fund. . Special factors necessitate the prompt and timely replacement of the vehicle, rather than waiting until the next fiscal year, such as equipment damaged beyond economic repair. . The request is approved by the Director of Public Works/City Engineer and the City Manager. Such requests will be submitted to the City Council for final approval. (18) Vehicular equipment not expected to be replaced in the future but rather eliminated, shall not have replacement charges applied to them. (19) The Equipment Maintenance Superintendent shall inform the Department of Finance by November 1 of each year of the vehicles which are not expected to be replaced in the future. (20) At the end of each fiscal year, the Directors of Public Works and Finance will provide a report to the City Council on the status of the Equipment Replacement Fund. The report will include: . Revenues accruing to the Fund during the fiscal year (including replacement charges, salvage income, and investment earnings). . Expenditures from the Fund. . Additions or deletions of vehicles in the City's Fleet. . Vehicles replaced during the fiscal year, highlighting their age/mileage compared to the replacement schedule. WPC 0567I -5- ATTACHMENT B • POLICY FOR REPLACEMENT OF VEHICLES 1 . PURPOSE: To establish the methods and procedures for the replacement of vehicles. 2. DEFINITION: (1 ) Vehicular equipment includes only mobile, powered equipment within the inventory maintained by the Equipment Maintenance Division of the Public Works Department. (2) The replacement schedule is the anticipated economic life for the class of vehicular equipment. (3) Vehicle replacement charges are those annual charges billed to using departments to fund the eventual replacement of the vehicles assigned to departments. 3. RESPONSIBILITIES: (1 ) The Equipment Maintenance Superintendent shall be responsible for developing and updating the replacement schedule for all classes of vehicular equipment. Replacement schedules are reevaluated periodically to maintain realistic replacement rates. (2) The Equipment Maintenance Superintendent is responsible for recommending vehicle equipment replacements each fiscal year along with providing supporting information required to substantiate the recommendations. (3) Operating departments are responsible for giving feedback to the Equipment Maintenance Superintendent regarding recommended vehicle replacements. (4) Operating departments are responsible for preparing requests for the addition of equipment to the fleet. .\"\°- N," 4. POLICIES: (1 ) The replacement schedule for each class of vehicular equipment shall be based upon the anticipated useful life of an average vehicle within the class when properly maintained and operated. (2) Vehicular equipment in good condition and with low annual maintenance costs and low downtime in comparison to other vehicles in its class may be retained beyond the replacement schedule when circumstances so justify. On the other hand, special factors may accelerate replacement if in the best interests of the City. These special factors could include technological advances, method improvements, added work program, changed conditions, exceptionally high maintenance costs in comparison to other vehicles in the same class, and equipment damaged beyond economic repair (e.g. expensive engine or transmission overhaul). (3) In analyzing the need for replacing equipment, the following factors shall be considered: . Age/Mileage. An age/mileage vehicle replacement guideline has been established (see Exhibit I following this page). It is important to stress, however, that this guideline is merely a "red flag"; vehicles will not be replaced solely because of their age or their mileage. These vehicles, rather, will be subjected to an economic and mechanical performance analysis when the vehicle reaches the age/mileage guideline. . Dependability. The fleet overall should experience no more than 5% downtime. Individual vehicles may be higher than this, however. Safety. Vehicles should be safe to drive and to operate at a worksite. . Image. This criteria will not be widely applied; rather only selected vehicles assigned to the Mayor, City Manager, or appropriate department heads would be considered. ▪ Mechanical Performance. The vehicles which meet the age/mileage "red flag" or the life-to-date maintenance cost "red flag" will be subjected to a technical evaluation by the Equipment Maintenance Superintendent. This technical evaluation would examine the components of the vehicle (i.e. , engine, transmission, etc. ) to determine whether significant demands are likely to occur in terms of repairs. If the inspection indicates the vehicle will prove economical to retain an additional year, it will be kept in service. The specific form which would be utilized for this evaluation is presented in Exhibit II on page 4. -2- \ ‘-)‘ EXHIBIT I VEHICLE REPLACEMENT SCHEDULE General Vehicles Replacement Guideline Sedans/Station Wagons 8 years or 80,000 miles Sedans: Police Pursuit 2 years or 80,000 miles Pickup Trucks (1/4, 1/2, 3/4 Ton) 7 years or 70,000 miles Vans (Cargo, Passenger) 7 years or 70,000 miles Motorcycles: Police (2 wheel , off-road) 4 years Scooters 5 years Sedans: Police Pursuit (reserve) 4 years or 80,000 miles Sedans: Police Pursuit (canine) 4 years or 80,000 miles Sedans: Police Pursuit (Sergeant) 4 years or 80,000 miles Fire Vehicles Pumper 20 years Ladder 25 years Telesquirt 25 years Utility Rescue Truck 10 years Heavy Trucks/Equipment Aerial Tower Truck 10 years Asphalt Distributor Truck 20 years Bucket Loader 10 years Bus 10 years Chipper 10 years Compressors (90, 160, 185cfm) 10 years Concrete Mixer 10 years Dump Truck (1-1/2 Yard, 4 - 6 Yard) 10 years Excavator, Hydraulic 12 years Fl atbed Truck 10 years Front End Loader 10 years Generators 20 years Mowers: Reel (3-Gang) 6 years Rotary 8 years Roller (Tandem, Rubber Pneumatic) 12 years Sewer (letter, Rodder) 10 years Stump Cutter 10 years Sweeper: Lawn 10 years Street 7 years Tractor (Backhoe, Turf) 10 years Traffic Striper .�� 12 years WPC 0566I �'\ • Exhibit II VEHICLE INSPECTION RECORD VEHICLE DESCRIPTION (1) Equip. No. Description Year `fake • GVW Date I/S Dept Ass t Date Insp. Odom/Hr Meter C] Mi Reptd Usage LTD Maint St Stor Loc Rd Q: Q Hr o c c COMPONENT DESCRIPTIUN (2) COMPONENT ASSESSMENT (4) - I Eng: Diesel Q 8 Q Transmission Aux. Trans. Engine Gas Q 6 Q Auto - L] Displ 4 Q Manual Q - Front Axle Cap Rear Axle Cap Warning Lights Rot Amber Q Transmission Strobe Amber Q Other Q - Tire Size Front Tire Size Rear W.B. C.A. Aux. Transmission Body Flat Bed Q LxW Sery & Maint Q Flat Dump Q LxW Pickup L:] PTO Dump Q CyCap Tool Boxes I Trailer Hitch Cab Metal Curbside Frame Q Pin Q Pintel Q Streetside Frame Q Ball Q Crossbed PU Q Electric Trailer Brakes Cab Interior/Upholstery Side :fount PU Q Yes Q No 0 Other Q PTO Rear Bumper Brakes Paint Yes Q No Q Step Q Air Q Face Bar L] Hyd Q Glass Auxiliary/Other Equipment Suspension Cooling System USAGE/COST DATA (3) - Last 2 Fiscal Years Tires/Front Reptg Unit Mi L:7 Hr L=7 FY FY Tires/Rear Units Reported f Cost per Unit Body !1 Class Cost per Unit 1 REPLACEMENT DATA (5) Brakes 1 Est Replacement Date Date Fully Depreciated Additional Comments Reverse Side: Est Age @ Replacement Time (Periods) Yes n No Q Depreciation Schedule (Periods) Est Mi/Hr @ Replacement Time RECOMMENDATION FY SELL Q KEEP Q Inspected by: Date: • ▪ Life-to-Date Maintenance Costs. Total life-to-date maintenance costs as a percentage of a vehicle's replacement costs should be utilized as another "red flag." When life-to-date maintenance costs reach two-thirds of the vehicle's replacement costs, that vehicle should be subjected to an economic and mechanical performance analysis. • Maintenance Costs Over the Past Twelve Months. This would be another "red flag." Vehicles whose maintenance costs significantly exceed that of their class for the previous twelve months should be targeted for a review. This would exclude the cost of accident repairs. The criteria should be applied as follows: • Age/mileage and life-to-date maintenance cost indicators should be used as "red flags" to indicate which vehicles should be subjected to replacement analysis. . If the maintenance costs over the past twelve months were excessive for a vehicle which was "red flagged," the vehicle should be targeted for a mechanical performance analysis. • If mechanical performance analysis indicated a vehicle would be uneconomical to retain, then the vehicle should be scheduled for repl acement. • If a vehicle does not meet the above criteria, but is unsafe to operate and the condition cannot be corrected at a reasonable cost, the vehicle should be included for replacement. • If a vehicle assigned to the Mayor, City Manager, or appropriate department head does not meet the above criteria but is in such condition that it could negatively impact the City's image, the vehicle should be scheduled for replacement. Other criteria may be applied if relevant. For example, if the maintenance costs over the past twelve months for a vehicle were excessive due to an overhaul of a major component (e.g. , engine, transmission, etc. ), the vehicle should be considered for retention for at least an additional year to enable the City to recoup its investment in the overhaul . This vehicle should still be targeted for a mechanical performance analysis to assure its reliability. (4) The Equipment Maintenance Superintendent, in recommending whether a vehicle should be replaced, shall evaluate the following: • If any existing equipment which could properly serve the purpose is available for transfer. • If the need can be met from an equipment pool arrangement. -5- . If it would be more economical for the City to rent or lease the desired equipment than to purchase it. ▪ Whether a different type of equipment would best serve the desired purpose. . Whether similar equipment operated by the department is underutilized and whether more efficient use of existing equipment could meet the need. (5) The Equipment Maintenance Superintendent may request the replacement of vehicles after the start of the fiscal year which were not approved within the budget. Such requests will normally considered only if: . Funds are available within the Emergency Replacement Account of the Vehicle Equipment Replacement Fund. . Special factors necessitate the prompt and timely replacement of the vehicle, rather than waiting until the next fiscal year, such as equipment damaged beyond economic repair. . The request is approved by the Director of Public Works/City Engineer and the City Manager. Such requests will be submitted to the City Council for final approval . 4. PROCEDURES: (1 ) The Supplemental Budget Request Form (A-141 ) shall be utilized to request replacement or addition of vehicular equipment when such requests are part of the regular budgetary cycle. A separate form shall be completed for each replacement request. (2) The Equipment Maintenance Superintendent is responsible for completing the Supplemental Budget Request Form to request the replacement of vehicular equipment. (3) Operating departments are responsible for completing the Supplemental Budget Request Form to request the addition of vehicular equipment to the fleet. These requests shall be submitted to the City Manager's Office. (4) The Equipment Maintenance Superintendent, in completing the section "Impact: Benefits of Funding and Consequences of Not Funding" in the Supplemental Budget Request Form, shall note the following: . The year/age of the vehicle and the model type (e.g. , 1971 compact sedan) . -6- ��a . The most recent miles/hours on the odometer of the vehicle. • The miles/hours of use of the vehicle over the previous twelve months. . The replacement schedule for the class to which the vehicle is assigned. . The average maintenance costs over the previous twelve months for the same class of vehicles as the vehicle proposed to be replaced (e.g. , the maintenance costs for compact sedans over the previous twelve months averaged $1000). . The maintenance costs over the previous twelve months for the vehicle proposed to be replaced. The analysis should also denote whether these expenditures included an overhaul of a major component (e.g. , engine, transmission, etc. ) and the cost of the overhaul or were —for collection of small but numerous repairs. The average cost per repair order for maintenance and repairs over the previous twelve months and the number of repair orders. The life-to-date maintenance costs for the vehicle. Other factors the Equipment Maintenance Superintendent believes explain and justify the need or benefit of replacing the vehicle. (5) Upon completion of the Supplemental Budget Request Form for replacement of vehicles, the Equipment Maintenance Superintendent shall submit the form to the City Manager's office for evaluation. The Equipment Maintenance Superintendent shall also submit a list of vehicular equipment which meets/exceeds the replacement schedule, but are not proposed for replacement. The form and the list shall be submitted to the City Manager's office by the date noted in the Budget Manual. The Equipment Maintenance Superintendent, at the same time, shall also provide a copy of the recommended replacements to the operating departments to solicit feedback. (6) The operating departments shall evaluate these recommendations, and submit recommendations for replacement of other equipment, if any, to the Equipment Maintenance Superintendent by the date noted in the Budget Manual. (7) The Equipment Maintenance Superintendent shall review the feedback of the operating departments and submit any proposed changes to the City Manager's office by the date noted in the Budget Manual. -7- c'<a- \\ At the same time, the Equipment Maintenance Superintendent shall submit a list of vehicles which operating departments requested to be replaced, but which the Superintendent is not recommending. (8) To request replacement after the start of the fiscal year for vehicles not budgeted, the Equipment Maintenance Superintendent shall prepare a memorandum denoting the special factors which warrant the replacement of the vehicle. The request must be approved by the Director of Public Works/City Engineer, the City Manager, and the City Council . WPC 05661 L.