HomeMy WebLinkAboutAdministrative Order No. 2010-04A Vehicle and Equipment Replacement Policy v c ob.
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Administrative Order No. 2010 -04
Vehicle /Equipment Replacement Policy
March 10, 2010
It is hereby ordered:
1. The establishment of a Vehicle Replacement Committee to improve the efficiency of
vehicle /equipment purchases and their long term care as City assets; and
2. The replacement of any vehicle or piece of equipment that is powered by an internal
combustion engine is subject to the attached document; and
3. The following order is effective immediately.
DATED this 10 day of March 2010.
Of2/ 4 77 (9 1. 3k,
Chris A. Kukulski, City Manager
co 10,
ADMINISTRATIVE ORDER NO. 2010 04
A Vehicle Replacement Committee is hereby appointed to consist of the Streets
Superintendent, Vehicle Maintenance Foreman (or designee), and the Division or Department
Head (or designee) of the to -be- replaced vehicle or equipment. This Committee is charged with
the review of every proposed vehicle /equipment replacement during the annual CIP process and
in the case of an unscheduled replacement request. The following guidelines shall be followed,
with leeway given to the Committee to vary from these guidelines when necessary. In such
instances, the CIP detail sheet shall include the Committee's justification of why the
vehicle /equipment is not being replaced under these guidelines. The Department Director of the
purchased vehicle or equipment is responsible to ensure compliance with this policy.
A. Capital Improvements Program:
The Committee will develop guidelines to determine vehicle utilization to ensure
that the requested vehicle is justifiably needed by the requesting department.
The Committee will ensure the type of vehicle designated in the CIP is the type of
vehicle purchased for the department, as this is the type of vehicle that the
Commission reviewed and approved when adopting the CIP. For example, if an
S -10 pickup is specified, the department will not be able to purchase a 1 -ton
dually.
The Committee will ensure that if a vehicle is designated in the CIP to be traded
in for the purchase of a new vehicle, the so designated vehicle will be traded in.
The Committee will ensure that if a vehicle is designated in the CIP is to be
handed down to another department, that the receiving department is willing to
accept the handed down vehicle. Conditions considered for acceptance will
include, but are not limited to: that the vehicle is clean, inside and out; that the
interior is in good repair; that the exterior is in good repair; that the vehicle runs
and operates well; and TLU -3, Modify Vehicle Purchasing Policy, of the Climate
Protection Plan.
The Committee will ensure that if a vehicle is designated in the CIP to be handed
down to another department that the designated department is in need of the
handed down vehicle. In many cases, this may require the designated department
to eliminate one of their older vehicles.
B. Maintenance Records: A maintenance record shall be maintained for every
vehicle /equipment. This record will be kept in the Vehicle Maintenance Division. In
order to ensure the record is accurate, a copy of ALL invoices for maintenance or
repair of a vehicle /equipment shall be submitted to the Vehicle Maintenance
Division. The record shall include, at a minimum:
Dates and mileage/hours of oil changes and services
Dates and mileage/hours and costs of all repair work and who completed the
repair (i.e. City Vehicle Maintenance; PD Vehicle Maintenance; equipment
operator; XYZ Vehicle Repair)
Dates and mileage of tire replacement, rotation, and/or snow tire exchange
Dates and mileage of commercial company vehicle cleaning, if applicable
Record of Out of Service times and reasons.
C. Use of Vehicle /equipment: The use of the vehicle /equipment will be taken into
consideration.
D. Police Cruisers:
A police cruiser shall be replaced after three (3) years of service and /or at the
discretion of the Deputy Chief of the Patrol Division. Mileage and age of the
vehicle, as well as current /future department needs, will be taken into
consideration when patrol cars are being considered for rotation from the
Department fleet.
Accessory equipment shall be re -used whenever possible (radios, light bars, etc.)
The electronics (radio, siren control, light bar, video camera, etc.) in the patrol
cars will be taken out of the patrol cars before being rotated from the patrol fleet.
The interior of each police cruiser shall be thoroughly cleaned on an as- needed
basis.
E. Fire Department:
Fire Department apparatus (engines and ladders) and other related emergency
equipment having internal combustion engines may be exempted from this
process by the City Manager or his designee.
F. Cars, pickup trucks, and SUVs:
These vehicles will be considered for replacement every 15 years or at /near
100,000 miles. Non monetary factors will be considered in the replacement
program.
If a vehicle reaches 100,000 miles before 15 years of service, the Committee shall
review the maintenance records to determine if the vehicle should remain in
service or be replaced.
Replacement of components of the vehicle may be necessary during this period,
and consideration shall be given to the cost of that replacement vs. total vehicle
replacement (i.e. the bed on a 1 -ton truck may need replaced when the rest of the
vehicle is still in good condition)
G. TLU -3 of the Climate Protection Plan:
This Policy shall be considered for all vehicle replacements. It will be used to determine
if it makes financial sense to replace a poor performing vehicle for a higher performing
vehicle sooner than the above replacement schedules stipulate. Per the Plan, the
following will be specifically considered:
Fuel costs for the first 100,000 miles of operation based on EPA mileage rating
and current fuel costs.
Whether the existing vehicle is the smallest size needed for the job (i.e.
Suburban versus Impala). The vehicle purchased should be the smallest size
needed for the job, including consideration for bicycles.
Whether trade -in value plus fuel efficiency /carbon reduction equal a justification
to replace the vehicle.
Fuel efficiency. If a department requests a vehicle that is not diesel or
alternative fuel, the department must write a justification for the reason as part
of the requisition.
Whether an electric vehicle is a viable option.
When necessary to provide adequate and reasonable fire or other life- safety
services, Fire Depailiuent apparatus (engines and ladders) and other emergency
equipment having internal combustion engines, may be exempted from this
section by the City Manager or his designee.
H. Emergency Replacement:
Should a vehicle need to be replaced outside of the CIP schedule due to major
mechanical failure or accident damage, the Vehicle Replacement Committee must
approve the selected replacement vehicle to ensure it meets the standards of this
administrative order.
I. Exceptions:
Exceptions to this administrative order may be granted when a vehicle is
depreciated out of one department and passed down to another department.
Example: PD cars are often passed down, as are some enterprise fund vehicles.
If there is a problem with a vehicle, i.e. it wasn't the right vehicle for the job or
it's a lemon, consultation shall be made with the Vehicle Replacement
Committee, and a Committee recommendation will be made during CIP review
for the replacement