HomeMy WebLinkAboutIR 9086The following !• to questions raised by f on •0*
regarding the process used by the City of Fort Worth to replace vehicles (Staff Action Tracking
# 394). This response will discuss the process, provide a timeline on the process and mention
recent adjustments f the ! i due to budget ci
Process
In January of each year, the Technical Services Division of the Equipment Services
Department (ESD) analyzes the city fleet to determine what vehicles qualify for vehicle
replacement. All city fleet are ranked based upon the following criteria
Minimum replacement criteria are established for each class of equipment. (For example, a
sedan may have minimum criteria of 5 years and 75,000 miles) If a unit meets minimum
criteria, it receives a point rating of 5 each for both age and mileage and 10 points for costs.
Unless a unit has scores of at least 5 points in age, ESD does not initially consider it for
replacement. The ranking process considers the following factors:
' points target: .!' of based on date, f !. '•
to life expectancy for
Mileage - 5 points target: The current mileage /hours of operation of the unit is compared
to life expectancy for unit's class.
costs Unit Cost - 10 points target: The initial/capital cost of the unit is compared to the lifetime
f r labor and parts.
Duning FY 2009, vehicles identified as unseiviceable by the department and ESD received a
priority rating and were placed at the top of the replacement 'list above others regardless of
ratings or costs. The remaining allocated funds for cost replacement was used on vehicles
listed by average monthly cost compared to class averages (most costly vehicles to maintain),
and placed in descending order.
Throughout gho the year, ESD establishes demonstrations of new/aftemative vehicles
encourage departments to select alt mative ue vehicles for replacement. Departments
select the t ype of vehicle e art ,' ton truck, etc.) that they need, for replacement. This
ISSUED BY THE CITY A T WORTH. TEXAS
information is placed on an Equipment Purchase Request and submitted with their departmenl
budget in April.
Vehicles that were listed within the budgeted amount were recommended for replacement.
The remaining vehicles on the replacement list were not funded for replacement. ESD writes
specifications for all budgeted replacement vehicles for the best value vehicle in a particular
vehicle classification to maintain standardization of the fleet by class. Fleet standardization
minimizes parts and repair costs.
The replacement list was subject to change throughout the year as special circumstances
arose, such as if a vehicle not selected for replacement was determined to be in worse
condition than one selected by the same department. At that time, an email request to
exchange the two vehicles was routed through Budget and then to ESD for approval and
processing.
ESD Fleet Analysis/Ranking
January
Vehicle Replacement Meetings with Departments
February
Budget Kickoff
March
Equipment Purchase Requests submitted with Department Budget
April
Budget Approval
Septem!-
! ! pecifications Drafted
Oct/Nov
Equipment Purchased (M&C Process)
Dec/Jan
Equipment Delivered (1 to • months)
Feb —June
ISSUED BY THE CITY MANAGER FORT WORTH. TEXAS