Fleet Management Thomas Monarco, Manager 404 West Fontanero Street, Colorado Springs, CO 80907 (719) 385-6602 tmonarco@springsgov.com MISSION To deliver responsive support to meet the administrative, operating, and maintenance requirements for the fleet of vehicles and equipment used by the City of Colorado Springs and Colorado Springs Utilities. HISTORY $14,000,000 $12,000,000 $10,000,000 $8,000,000 $6,000,000 $4,000,000 $2,000,000 $0 2000 2001 Approved as of January 1 SERVICES Comprehensive fleet administration Contracting and sublet work Fleet maintenance and repair Emergency response support Vehicle acquisition and disposal Alternative fuel vehicle programs Parts and supplies management Automotive engineering Fuel purchase, storage, and distribution Industrial waste recycling Regulatory compliance and reporting Service agreements and cost studies SUMMARY INTERNAL SERVICES FUND Uses of Funds Salary/Benefits $ 4,413,258 $ 4,466,857 $ 4,343,797 $ 4,605,990 Operating 6,348,896 7,191,922 7,361,444 8,596,001 Capital Outlay 59,969 38,324 97,691 90,820 Total $10,822,123 $11,697,103 $11,802,932 $13,292,811 PUBLIC SAFETY SALES TAX (PSST) FUND Uses of Funds Salary/Benefits N/A N/A $92,404 $ 94,056 Operating N/A N/A 500 12,888 Capital Outlay N/A N/A 0 350 Total $ 0 $ 0 $92,904 $107,294 Page 12-1 Fleet Management
PERSONNEL GENERAL FUND Classification Senior Manager 1 1 1 1 Manager 1 1 1 1 Supervisor 5 5 4 6 Professional 3 3 3 3 Paraprofessional 56 56 55 57 General 8 9 8 6 FTE Total 74 75 72 74 Special Positions 1 1 2 1 For, a Fleet Service Manager position and a Fleet Technician position were eliminated. For, a Parts Specialist position is added and a special Associate Fleet Technician position is converted to regular status. PUBLIC SAFETY SALES TAX (PSST) FUND Classification Paraprofessional N/A 0.50 1.50 1.50 FTE Total 0.00 0.50 1.50 1.50 In, a 0.5 FTE Body Shop Technician was authorized for maintenance of PSST vehicles. For, a Fleet Technician position was added with the activation of the Police Department s 4 th Division substation. Fleet Management Page 12-2
PERFORMANCE INDICATORS 26,000 25,000 24,000 23,000 # of Work Orders Completed 25,627 25,800 25,180 23,556 23,688 Fleet performs scheduled maintenance and unscheduled repairs on all vehicles and equipment belonging to the City and Colorado Springs Utilities (CSU). This information is recorded in a work order system with one work order being opened and completed per visit to one of Fleet s shops. As the size of the fleet grows and the average age of the fleet increases, the amount of work performed also increases. This can be seen by the steady increase in the number of work orders completed annually. 22,000 2001 Presently, the City and CSU fleet consists of 4,067 pieces of motorized and non-motorized equipment. Over the past 10 years, mechanic staffing has lagged the industry; and the ratio of units to mechanics is at 94.6:1 versus the national average of 55:1. In the timeframe -, total fleet size is projected to grow to 4,118 units. Within this grouping, the City fleet is expected to increase by 10 equipment pieces. The overall net growth will result in additional unscheduled and routine maintenance and work outputs. This metric is evaluated in the International City/County Management Association (ICMA) survey. 120 100 80 60 40 20 0 # of Fleet Units per Mechanic 92.6 93.9 94.6 95.8 55.0 National Avg. 4 3 Customer Satisfaction City and CSU customers annually evaluate Fleet s service delivery through a formal survey. Results are scored from excellent (1) to poor (4). This local metric is used to set internal goals for enhancing performance levels and is reported to the ICMA as a statistical measurement used by national members in assessing unit service outcomes. 2 2.11 2.02 1.95 2.10 2.05 1.98 1 2001 Target Page 12-3 Fleet Management
CHANGES TO THE GENERAL FUND During, City Council approved a wage package increase effective July 1,. Funding of $165,254 is included for the wage package and medical and dental increases. Funding of $27,269 is included for PERA and Workers Compensation increases. The price per gallon for unleaded and diesel fuel increased significantly during. The increase is almost 50 percent higher than is currently budgeted. For, $1.1 million is added as a result of the price increase. A fuel conservation program was implemented during and remains in place for. Admin prorated charges increased $38,179 as a result of the recently completed full cost allocation plan. This increase was more than offset by the reduction in the Communications account of $29,109. The reduction is for the network allocation which is now included in the Admin Prorated Charges. In addition to the increase for fuel costs citywide, $17,411 has been included for the price of fuel that Fleet Management Division uses to provide its services. A new Parts Specialist position and funding of $55,000 is added. Also, a special Associate Fleet Technician position at the Airport Fleet Maintenance Facility is converted to regular status with no additional funding required. During, a new satellite fleet maintenance facility owned by Colorado Springs Utilities was opened. For, rent of $80,875 for this facility is included. Funding of $35,000 is added for fuel monitoring equipment as required by the Environmental Protection Agency (EPA). Various accounts have been adjusted to more accurately reflect actual charges to Fleet s cost centers. PUBLIC SAFETY SALES TAX (PSST) FUND During, City Council approved a wage package increase effective July 1,. Funding of $14,390 is included for the wage package, medical and dental increases and a correction to wages. Several account lines are added to separate and identify specific costs. MAJOR OBJECTIVES OBJECTIVE Deliver the full range of essential services to ensure a safe, reliable fleet Fleet s output and efficiency are based on a direct partnership with City/CSU Department end-user customers. Those interdependent relationships will continue to be strengthened in the coming year by continual reviews of how Fleet s facilities are utilized; and improvements will be made to enhance the operations, maintenance and inventory systems that create the ability to maximize service delivery. OBJECTIVE Support the organization s workforceenabling process Attaining high levels of employee production is an empowerment process supported by education and special training. Fleet s hiring practice consists of a team interview and selection process followed by the preparation of technicians to achieve their best output. The focus is to provide clear opportunities for personal and professional development in the Fleet operations industry. This results-oriented approach emphasizes performance and skills-based evaluation processes that include instruction, formal testing, manufacturer inservice training, and applications to advance the certification levels of Fleet technicians. This budget will support a continuous learning environment with direct accountability as a key element in personnel and organizational development. OBJECTIVE Fully utilize information technology to help maintain a competitive cost of service The Fleet Management Information System tracks all maintenance actions and costs for the City and CSU. As a means to improve repair turnaround times and efficiencies, updating electronic diagnostic equipment and maintenance accessories will assist in reducing downtime; improving internal controls; accelerating repairs and return of units to service; and enhancing cost-managed savings. Fleet extended access to elements of the information system to Departments served to provide them with direct user communications and the ability to Fleet Management Page 12-4
review all maintenance details and full cost-based historical reports pertinent to the Departments equipment. OBJECTIVE Fully comply with local, State, and federal regulatory requirements Fleet Management is an operation heavily regulated by federal and State oversight agencies. As such, their mandates require that Fleet personnel be resident experts in all areas of regulatory issues specific to vehicle operations, equipment maintenance, and hazardous materials handling. The equipment, supplies, contracts, services, and local training necessary to meet these requirements are included in the budget. Compliance with the statutes is a process demanding precise and continual management of equipment assets; employee training; documentation of unit actions and extensive reporting to local, State, and federal agencies to preclude any liability issue associated with Fleet s equipment assets. The monitoring of regulatory specifics and application of local, State, and federal requirements in Fleet s local maintenance will assure Department of Transportation directives are met for every City and CSU vehicle. Fleet will also participate in the allowed comments period for reviewing proposed legislation that may affect Fleet operations. Page 12-5 Fleet Management
INTERNAL SERVICES FUND INTERNAL SUPPORT DEPARTMENT FLEET CITY OF COLORADO SPRINGS DETAIL ACCOUNT 51205 CIVILIAN SALARIES 3,297,155 3,373,682 3,297,910 3,471,826 51207 WAGE PKG PERFORMANCE (6,729) 0 0 0 51210 OVERTIME 54,823 65,282 70,213 70,213 51220 SEASONAL TEMPORARY 4,279 0 0 0 51230 SHIFT DIFFERENTIAL 13,866 12,573 17,000 13,250 51235 STANDBY 63,063 44,363 13,854 32,262 51240 RETIREMENT TERMINATION SICK 39,093 (15,336) 0 0 51245 RETIREMENT TERM VACATION 24,749 20,753 0 0 51250 SPECIAL ASSIGNMENT PAY 0 0 816 616 51255 CONVERSION OF SICK LEAVE 17,934 21,575 0 0 51260 VACATION BUY 3,384 2,546 0 0 51299 SALARIES REIMBURSEMENTS (9,757) (9,641) 0 0 51610 PERA 312,271 329,126 314,193 356,853 51615 WORKERS COMPENSATION 150,298 128,498 129,771 135,013 51620 EQUITABLE LIFE INSURANCE 10,341 10,549 11,622 12,300 51625 VISION CARE 3,898 3,597 4,638 4,701 51635 CITY MAJOR MEDICAL PLAN 0 0 2,265 0 51640 DENTAL INSURANCE 24,048 26,154 29,081 31,569 51655 RETIRED EMP MEDICAL INS 35,911 38,178 16,370 16,370 51665 CASH BACK 10,608 12,110 0 0 51670 PARKING FOR EMPLOYEES 1,280 1,440 1,440 1,680 51690 MEDICARE 34,275 36,167 35,160 37,211 51695 CITY EPO MEDICAL PLAN 328,471 365,242 399,464 422,126 TOTAL SALARIES & BENEFITS 4,413,258 4,466,857 4,343,797 4,605,990 52110 OFFICE SUPPLIES 9,257 10,293 12,776 10,230 52115 MEDICAL SUPPLIES 359 514 650 634 52120 SOFTWARE MICRO WORD PROCESS 2,640 2,470 1,590 16,127 52122 CELL PHONES EQUIP & SUPPLIES 0 369 0 400 52125 GENERAL SUPPLIES 4,121 3,285 5,876 4,095 52130 OTHER SUPPLIES 0 123 0 0 52135 POSTAGE 134 226 250 226 52140 WEARING APPAREL 9,052 7,557 10,960 10,114 52145 PAINT AND CHEMICAL 0 55 0 0 52155 AUTOMOTIVE 4,607 5,446 3,850 6,690 52165 LICENSES AND TAGS 978 1,354 2,000 1,392 52175 SIGNS 805 2,249 200 200 52190 JANITORIAL SUPPLIES 8,848 8,056 1,045 7,895 52195 ENVIRONMENTAL SUPPLIES ETC 2,867 4,287 4,770 4,920 52220 MAINT OFFICE MACHINES 325 946 900 900 52235 MAINT MACHINERY & APPARATUS 34,885 31,201 26,625 66,400 52250 MAINT RADIOS ALLOCATION 0 0 8,945 5,145 52265 MAINT BUILDINGS & STRUCTURE 3,798 4,235 3,140 7,650 52305 MAINT SOFTWARE 0 0 0 21,817 52405 ADVERTISING SERVICES 1,043 1,433 0 1,000 52410 BUILDING SECURITY SERVICES 0 494 495 495 52445 JANITORIAL SERVICE 0 800 0 40,610 52450 LAUNDRY SERVICE 0 0 0 29,251 52575 SERVICES 115,715 121,515 158,890 87,894 Fleet Management Page 12-6
INTERNAL SERVICES FUND INTERNAL SUPPORT DEPARTMENT FLEET CITY OF COLORADO SPRINGS DETAIL ACCOUNT 52615 DUES AND MEMBERSHIP 885 1,165 1,590 1,830 52625 MEETING EXPENSES IN TOWN 2,498 915 1,273 1,217 52630 TRAINING 20,827 20,790 31,894 33,513 52635 EMPLOYEE EDUCATIONL ASSIST 1,511 2,986 3,000 3,121 52645 SUBSCRIPTIONS 1,056 872 1,672 1,436 52655 TRAVEL OUT OF TOWN 6,214 4,837 11,353 8,007 52705 COMMUNICATIONS 84,793 79,037 83,315 35,299 52725 RENTAL OF PROPERTY 247,158 298,558 308,602 379,433 52735 TELEPHONE LONG DIST CALLS 1,505 1,651 1,500 1,106 52736 CELL PHONE AIRTIME 0 301 4,800 11,618 52740 GENERAL INSURANCE-CITY 0 0 4,240 5,016 52743 UTILITIES - STREET LIGHTS 0 55 0 127 52745 UTILITIES 37,842 31,805 85,654 0 52746 UTILITIES - ELECTRIC 2,559 4,444 0 26,814 52747 UTILITIES - GAS 1,535 5,127 0 16,639 52748 UTILITIES - SEWER 109 214 0 837 52749 UTILITIES - WATER 155 341 0 918 52755 COMMUNICATIONS EQUIPMENT 0 568 0 272 52775 MINOR EQUIPMENT 61,681 43,620 45,820 46,045 52777 TOOL ALLOWANCE 0 17,091 18,000 21,500 52795 RENTAL OF EQUIPMENT 29,047 29,294 20,970 32,475 52805 ADMIN PRORATED CHARGES 208,704 590,172 606,111 644,290 52872 MAINT FLEET VEHICLES EQP 210,679 178,032 151,350 166,591 52874 OFFICE SERVICES PRINTING 832 686 1,885 1,544 52876 PASS THROUGH EXPENSES 37,552 44,072 35,000 38,207 52880 PURCHASES FOR RESALE (34,073) 1,012 0 0 52881 PURCH FOR RESALE FUEL 1,874,542 2,313,411 1,830,000 3,300,000 52882 PURCH FOR RESALE COMMERCIAL 466,678 440,995 520,000 515,000 52883 PURCH FOR RESALE NON STCK PRT 1,794,837 1,776,863 1,934,668 1,724,218 52884 PURCH FOR RESALE STOCK PARTS 1,023,523 1,029,895 1,349,580 1,188,638 52927 TEL COM PASSTHRU LONG DIST 312 0 0 0 52970 ENVIRON PROTECTION PROGRAM 66,204 66,204 66,205 66,205 65352 EMPLOYEE AWARDS PROGRAM 300 0 0 0 TOTAL OPERATING EXPENSES 6,348,896 7,191,922 7,361,444 8,596,001 53005 CAPITAL EXPEND FIXED ASSETS (60,989) 0 0 0 53010 OFFICE MACHINES 0 0 0 992 53020 COMPUTERS NETWORKS 51,776 0 10,581 6,800 53030 FURNITURE AND FIXTURES 5,387 468 750 2,000 53050 MACHINERY AND APPARATUS 63,794 37,856 86,360 78,528 53070 VEHICLES REPLACEMENT 0 0 0 0 53090 BUILDINGS AND STRUCTURES 0 0 0 2,500 TOTAL CAPITAL OUTLAY 59,969 38,324 97,691 90,820 ORGANIZATION TOTAL 10,822,123 11,697,102 11,802,932 13,292,811 Page 12-7 Fleet Management
PUBLIC SAFETY SALES TAX (PSST) FUND INTERNAL SUPPORT DEPARTMENT FLEET CITY OF COLORADO SPRINGS DETAIL ACCOUNT 51205 CIVILIAN SALARIES 0 0 71,913 80,425 51610 PERA 0 0 7,059 4,846 51615 WORKERS COMPENSATION 0 0 3,589 2,906 51620 EQUITABLE LIFE INSURANCE 0 0 287 202 51625 VISION CARE 0 0 230 34 51640 DENTAL INSURANCE 0 0 653 639 51690 MEDICARE 0 0 1,043 693 51695 CITY EPO MEDICAL PLAN 0 0 7,630 4,311 TOTAL SALARIES & BENEFITS 0 0 92,404 94,056 52110 OFFICE SUPPLIES 0 0 0 200 52115 MEDICAL SUPPLIES 0 0 0 25 52125 GENERAL SUPPLIES 0 0 500 500 52140 WEARING APPAREL 0 0 0 470 52450 LAUNDRY SERVICE 0 0 0 946 52575 SERVICES 0 0 0 1,981 52630 TRAINING 0 0 0 3,000 52705 COMMUNICATIONS 0 0 0 400 52740 GENERAL INSURANCE-CITY 0 0 0 182 52775 MINOR EQUIPMENT 0 0 0 3,600 52777 MECHANIC TOOL ALLOWANCE 0 0 0 750 52795 RENTAL OF EQUIPMENT 0 0 0 769 52874 OFFICE SVC PRINT 0 0 0 65 TOTAL OPERATING EXPENSES 0 0 500 12,888 53050 MACHINERY & APPARATUS 0 0 0 350 TOTAL CAPITAL OUTLAY 0 0 0 350 TOTAL ORGANIZATION 0 0 92,904 107,294 Fleet Management Page 12-8