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CITY COUNCIL AGENDA ITEM NO. 11


Meeting Date: April 24, 2007

Subject/Title: Adopt a Resolution amending City Council/Administrative Policy Number 10-9 Use of Vehicles and Related Equipment

Prepared by: Denise Davies, Chief Financial Operations Officer
Marna Huber, Management Analyst

Submitted by: Pam Ehler, Director of Finance and Information Systems


RECOMMENDATION
Adopt a Resolution amending City Council/Administrative Policy Number 10-9 Use of Vehicles and Related Equipment.

PREVIOUS ACTION
On September 11, 2001, City Council first approved the Use of All City Vehicles Policy.

On March 25, 2003, the City Council adopted Resolution No. 2819 amending the Use of All City Vehicles Policy 10-9 which added the creation of a Vehicle Fleet Committee and a consistent vehicle life expectancy guideline.

BACKGROUND
The Use of All City Vehicles Policy provides written direction for staff with specific guidelines for the use of City-owned and privately owned vehicles and equipment in connection with official City business.

The current Use of All City Vehicles Policy has been updated in order to address issues that have arisen, provide clarification as needed and has been expanded to include items that were not previously addressed in the policy.

In order to facilitate your review, changes to the Policy have been displayed in red. Some of the additions to the policy are highlighted below:

The new State law (that will go into effect July 1, 2008), will make it an infraction to drive a motor vehicle while using a wireless telephone, unless that telephone is designed and configured to allow “hands-free” listening and talking operation. Staff will be responsible for the “fines” associated with this infraction. This update is now included within the policy as well as language regarding violation of the policy.

The accident and collision information is now current within the Policy. The collision packets include Fleet Maintenance and Dispatch contact information.

The section referenced as Budget Request (page 12) now includes additional direction for fiscal year budgeting, replacement detail, review requirements, and allowable exceptions/variances as described in the process.

The section referenced as Purchase/Surplus (page 15) now includes detailed information regarding the purchase of replacement vehicles and equipment, as well as the process to surplus a retired vehicle. The Policy also includes an exception to this process allowing for “back-up” Solid Waste Trucks for continuous refuse recovery.

The Vehicle and Equipment life cycle, Appendix A, has been modified to include a more accurate reflection of vehicle usage and vehicle life expectancy.

The Policy previously had additional appendices; a Collision Packet that is provided by the City’s insurer (Municipal Pooling Authority), and a Vehicle Replacement Form created by staff. Both documents require modifications to remain current and are referenced within the Policy, however, staff has removed the appendices from the Policy so that modification, when necessary, can be made.

FISCAL IMPACT
Funds for the timely replacement of vehicles and equipment are budgeted in the Equipment Replacement Fund which is fully funded. The costs associated with the new law requiring “hands-free” operation for use of wireless telephones while operating a motor vehicle will be budgeted within departmental budgets. There are no other fiscal impacts associated with the adoption of this Resolution to amend the policy.

Attachments:
Resolution
Vehicle and Related Equipment Operation Procedure Policy No. 10-9


























RESOLUTION NO.


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AMENDING CITY COUNCIL/ADMINISTRATIVE POLICY NO. 10-9 USE OF VEHICLES AND RELATED EQUIPMENT


WHEREAS, the current City Council/Administrative Policy No. 10-9, the Use of All City Vehicles, (the “Policy”) has been updated in order to address issues that have arisen; and

WHEREAS, the updates will provide clarification and expand the Policy to include items that were not previously addressed; and

WHEREAS, new State law regarding “hands-free” listening and talking operation is now included within the Policy; and

WHEREAS, the new information clarifies the budgeting, purchasing and surplus processes within the City of Brentwood; and

WHEREAS, the Purchase/Surplus section of the Policy includes detailed information regarding the purchase of replacement vehicles and equipment as well as surplus procedures; and
WHEREAS, the Policy also includes an exception to the surplus policy allowing for “back-up” Solid Waste Trucks; and

WHEREAS, the Vehicle and Equipment life cycle, Appendix A, has been modified to include a more accurate reflection of vehicle usage and vehicle life expectancy.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood, that Policy No. 10-9, the Use of Vehicles and Related Equipment is hereby amended as detailed in the attached Exhibit “A”.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the ____ day of April 2007 by the following vote:








PURPOSE

To establish City policy, procedures, guidelines and conditions for the use of City-owned and privately owned vehicles and related equipment in connection with official City business.

POLICY

When an employee is required to travel by vehicle on City business, the employee will be assigned the use of a City vehicle or reimbursed for the use of their personal vehicle. Personnel are to operate vehicles in a manner that is lawful, courteous, and safe and in compliance with the procedure set forth below.

I. PROCEDURES

A. Assignment of City Vehicles

Only City employees including the City Manager and City Attorney (as defined in the Personnel Rules and Regulations) shall operate City vehicles and/or equipment. The City Manager or his/her designee may authorize Department Directors the use or assignment of vehicles and/or equipment.

1. Around-the-Clock Assignment (Take Home)

a. The City Manager, or his/her designee, may authorize the around-the-clock assignment of a City vehicle for the exclusive use of staff an employee.

b. The typical criterion for around-the-clock vehicle assignment is that the employee is required to respond in the assigned vehicle to official after-hours emergencies/assignments at different locations.

2. Department Assignment

a. A Department Director Head, or his/her designee, may authorize the temporary assignment of a City vehicle to an employee for the purpose of carrying out official City business.

b. Temporary vehicle assignments are for a limited time period. The duration of a temporary vehicle assignment normally depends on the type of vehicle, its intended use, the duties or task of the employee and/or the circumstances of the assignment. Typically, temporary vehicle assignments are made on a day-to-day basis, but may be for a longer duration as circumstances warrant; i.e., training, conferences, seminars or a City emergency.

3. Use of Private Vehicle For City Business

a. A Department Director Head, or his/her designee, may authorize an employee to use their his/her privately owned vehicle in the performance of City business. Private vehicle use is reimbursed at the current IRS rate for actual miles (via the most direct route) traveled for City business. When using a personal vehicle, the employee’s insurance is the primary insurance.

B. Personal Use of City Vehicles

1. Employees are limited from using City vehicles for personal purposes, unless such personal use is de minimus and must be approved by the Director. De minimus refers to small, trifling and insignificant personal use that is incidental to business use.

2. Commuting in a City vehicle is a personal use that is considered by the IRS to be a reportable fringe benefit. An employee who has been authorized to commute in a City vehicle shall report the commute as a taxable fringe benefit on form(s) and in a manner required by the City Finance Department utilizing a Vehicle Usage Form located on the City’s intranet under City Forms.

a. The City of Brentwood has adopted the “Commuting Valuation Rule” {IRS Reg. 1.61-21 (af)} by which the IRS assigns a fixed dollar amount to the commute.

b. There are some IRS exemptions for commute travel such as qualified law enforcement vehicles, carpools and vanpools. For further information, contact the Finance Department or your tax advisor.

C. Requirements of Employees Operating Vehicles on City Business

No employee shall operate any vehicle in the course and scope of their employment, unless the following is adhered to:

1. The employee has a current and valid driver license to operate the vehicle to which they are assigned.

a. Any employee whose duties include driving on City business must promptly report the revocation, suspension or other restriction of their driver license to a supervisor.

2. The driver of a privately owned vehicle is insured in compliance with the financial responsibility law. (The driver of a City vehicle is covered under the City’s self-funded liability insurance). The Department Director or his/her designee shall ensure that staff shall submit a copy of their valid insurance policy card and updates to the Human Resources Division. The Human Resources Division shall track insurance policy card validity dates. All policy information will be stored in a secured location.

3. The vehicle is operated in a manner that is courteous, safe, and lawful. All occupants shall be in compliance with safety restraint laws.

a. All Federal, State, and local laws are to be observed including but not limited to, the State requirement starting July 1, 2008 that makes it an infraction to drive a motor vehicle while using a wireless telephone, unless that telephone is designed and configured to allow hands-free listening and talking operation, and is used in that manner while driving.

b. Any employee found to have violated this Policy may be subject to formal disciplinary action up to and including termination from City employment. The employee will also be responsible for any fines received in connection with violating this Policy. Employees are expected to obey all laws, statutes and regulations regarding the use of a motor vehicle.
4. No posters, signs, decals or advertisements of any form shall be placed upon City vehicles without approval of the Department Director Head or his/her designee.

5. City vehicles are to be reasonably inspected prior to operation. Inspections may include, but are not limited to; tire inflation, review gauges (including spare), brake pedal resistance, oil and other fluid levels, window visibility, damage, lighting and signals. Employees may perform the inspection themselves or go to Fleet Maintenance for assistance.

6. No animals or pets are allowed in City vehicles except for Police canine. and Animal Control activities.

7. Use of tobacco products and smoking inside a City vehicle is prohibited.

8. Non-employees of the City are not to be transported in City vehicles unless approved by the Department Director Head. If family members attend local or regional conferences with an employee, the employee may use his/her own personal vehicle for transportation and request mileage reimbursement.

9. Fueling: All vehicles shall be fueled in accordance with their department’s procedures.

City employees who use City vehicles (including pool cars) for regular job assignments which take them outside the City limits and beyond the vehicle’s fuel range are required to may use a City purchase/credit card. As an alternative, use a personal their own method of payment and request reimbursement. or use a City purchase/credit card. It is the employee’s responsibility to ensure vehicles are fueled and ready for use. No vehicle should be left with less than one fourth quarter of a tank of fuel remaining at any time.

10. No one is allowed to drive a City vehicle and/or equipment under the unlawful influence of alcohol or drugs that are either illegal and/or impair ones ability to operate motor vehicles.

11. The driver of a City vehicle who discovers a mechanical defect shall report it for repair. A report is to be submitted and processed in a manner required by their Department Director Head. If the vehicle appears unsafe to drive, the reporting employee is to immediately take precautions that would reasonably warn or prevent others from driving it. the vehicle. The employee shall report the information to the Fleet Maintenance Division.

12. An employee who becomes involved in a collision shall is to immediately, or as soon as practical, report the collision to the law enforcement agency having jurisdiction. Staff shall follow safety guidelines as provided in the Injury and Illness Program as directed in Policy No. 70-1.

a. The employee will is to request an officer investigate the collision and make a written report. Law enforcement agencies have different reporting policies; therefore, not all collisions will generate a written report.

b. A Collision Packet can be found in each City vehicle. The Collision Packet, unless impractical under the circumstances, is to be completed at the collision scene. If you use or discover that a Collision Packet (Appendix A) is missing from a City vehicle, you will are to make a timely request for a replacement packet from Fleet Maintenance. the City Purchasing Agent.

(1) In the absence of a Collision Packet, the employee will is to document as much identifying information about the other involved parties, vehicles and witnesses as may be reasonable under the circumstances.

c. The employee shall is not to comment on fault, assign blame or negotiate.

d. The employee will is to report the collision as soon as practical to their Department Director Head or his/her designee, and if a City vehicle, to Fleet Maintenance.

e. The Department Director Head, or his/her designee, shall is to report the collision to the following:

(a) City Manager
(b) Risk Manager City Clerk
(c) Human Resources

f. In the event of injury, employee shall call the Company Nurse to report the injury. If the employee is in an emergency situation, the employee will is to dial 911.

13. City Vehicles that require towing should normally be taken to the corporation yard, unless another location would be more reasonable given the nature and circumstances of the mechanical problem and as determined by Fleet Maintenance. Staff shall contact Fleet Maintenance for a current list of “tow” service providers. Fleet Maintenance and Police Dispatch telephone numbers are on the collision packet located within the glove box compartment. If after hours, contact Police dispatch, who will contact the tow company.

Police vehicles which have been involved in a collision or determined to be unsafe to drive will normally be moved to the Police Department site for initial evaluation and removal of necessary emergency equipment. This will be accomplished by a tow provider from the current rotational tow list.

If a vehicle is in a collision or accident and becomes classified as “totaled” (a vehicle that will not be repaired as defined by the City’s insurer), the City’s Risk Manager shall notify the Finance Department of the classification. Funding for the replacement of a “totaled” vehicle or piece of equipment will be addressed on a case-by-case basis. Authorization to replace the vehicle may require City Council consideration and approval.

D. Emergency Response Use (Police Only)

Employees required to respond to emergencies are allowed to take a vehicle home within the definition of emergency response use or other authorized assignments. The vehicles used for emergency response shall be equipped with safety equipment for use during emergency response activity. Marked Police vehicles are prohibited from being taken outside the City limits unless authorized by the Chief of Police or his/her designee.

E. Standby Vehicle Use

Standby use is for those employees on assigned standby who are authorized to temporarily take home specific vehicles equipped with specialized equipment as appropriate.

Procedure to Request Standby Use: The Department Director Head or his/her designee must approve the positions and vehicles needed for standby.

F. Pool Car Use

Pool cars may not cannot be used overnight or taken home, except under conditions described in Section G, "Occasional Overnight Use."

1. Pool cars intended to be driven over 200 road miles (extended trip) shall first be cleared through a maintenance records check by Fleet Maintenance Services. Fleet Maintenance Services will make a determination if maintenance or service needs are required prior to driving the pool car on extended travel.

2. Pool car users must refuel the car after use when the tank is less than a quarter full and are responsible for vehicle interior cleanliness. Department Director Head or his/her designee shall be responsible for assigning staff to regularly have the exterior washed at the local vendor providing this service to the City (contact Fleet Maintenance Services for the name and location of the current vendor).

3. When a pool car is refueled, the employee must check the engine oil and coolant level. If the employee requires assistance to check engine oil and coolant level, he/she may request assistance at Fleet Maintenance Services.




G. Occasional Overnight Use (Police P.D. Exempted)

1. When an unplanned or emergency situation occurs, overnight use of a City vehicle may be permitted. Example: A public transportation or “rideshare” commuter must stay late for an unplanned meeting.

2. When the time and/or duration of an off site seminar/meeting dictates. Example: An employee must attend an early morning seminar where it is most practical to drive directly there from home and return the vehicle to the City the following workday. The employee must obtain the written approval of his/her Department Director Head or his/her designee. A copy of the approval must be provided to the pool car coordinator. Approval is typically given to an employee by their Director during the review and approval process of the Travel Authorization Form located on the City’s intranet under Forms.

3. Pool vehicle use must be scheduled with the department responsible for the vehicle.

4. If an employee is scheduled for a multiple day training or seminar that is approved by the Department Director, a pool vehicle, when available, may be utilized overnight for this type of use.

H. Restrictions

The following policies pertain to employees who receive a car allowance an expense allowance in lieu of exclusive use of a City vehicle automobile.

1. Recipients of a car expense allowance may not drive or be sole user of City of Brentwood pool cars for business use except on an emergency or occasional basis.

2. Employees receiving a car allowance (not mileage reimbursement) are expected to maintain the vehicle in a safe operating condition. The City has the right, at its option, to inspect the condition of the vehicle and if unsafe for City use, to require repair and suspend the full car allowance until the deficiency is corrected.

Employees receiving a car allowance are expected to obey all laws, statutes, and regulations regarding use of a motor vehicle including maintaining automobile liability insurance. The employees insurance shall be primary to any self-insurance maintained by the City.

3. In the event of an accident involving the use of the privately owned vehicle, while it is being used for City purposes (not including driving on personal business) the policies and procedures in Section I, Item C, Number 12 shall apply (with the exception of Section I c.12.b), however, damage to the employee's privately owned vehicle shall be covered by the employee's personal insurance.

II. VEHICLE AND RELATED EQUIPMENT MAINTENANCE AND REPAIR (POLICE EXEMPTED)

A. Maintenance

All City vehicles and related equipment will be maintained and repaired by the Public Works Department, Fleet Maintenance Services Division or its contractors.

It is the responsibility of the employee using any City vehicle, including pool vehicles to check the engine oil and coolant level. If oil or coolant is low, it is to be brought to the attention of Fleet Maintenance Services. Oil is available at Fleet Maintenance Services. If an employee requires assistance either in checking or replenishing fluids, assistance is available through Fleet Maintenance. Services Personnel

Preventive maintenance schedules are established by the Fleet Maintenance Services Division. Each vehicle/equipment shall be taken out of service upon notification by Fleet Maintenance Services staff when required by mileage and the necessary service performed. The department which City vehicles and equipment are assigned will be responsible for transporting the vehicle/equipment to and from the Fleet Maintenance Services Shop. Obtaining the use of another vehicle, if needed, is also the employee's and/or assigned department's responsibility. Arrangements may be made with the department’s pool vehicle coordinator Fleet Services for pool cars.

All vehicles/equipment brought in for repair or service should must be in a clean condition before any repair/service work begins.


B. Repair

1. Mechanical Problems

All mechanical problems must be immediately reported to Fleet Maintenance Services by service request form located on the City’s intranet. There may be special circumstance that would require staff to report issues in person or by phone. call, or in writing.

2. Vehicle Damage

All damage to vehicles and equipment incurred by a user, no matter how minor in nature, should be reported as described in Section C, Item 12 Requirements of Employees Operating Vehicles on City Business. A to Human Resources on the Collision Report Form shall be completed and sent to the City Risk Manager with a copy to the Fleet Maintenance Services Division before any repairs will be made or the vehicle/equipment is returned to service. Failure to report accident damage is a violation of this Administration Policy Regulation and may result in disciplinary action.

Any existing damage noted by the employee should be reported to Fleet Maintenance Services immediately in order for staff to investigate the cause and check the safety of the vehicle.

3. Towing Services

In the event a vehicle requires towing due to including but not limited to a flat tire, dead battery, major accident, etc., the driver should contact Fleet Maintenance Services. If after hours contact Police dispatch, who will contact the tow company.

4. City Vehicle Identification

All vehicles shall have City seals on the doors and identification numbers on the front fenders except for Police undercover vehicles and vehicles exempted by permission of the City Manager or his/her designee. All other decals are prohibited unless approved by the Department Director Head or his/her designee.





III. REPLACEMENTS AND ADDITIONS TO THE FLEET

The City’s fleet represents a significant investment in the tools needed to deliver day-to-day services. This Policy outlines the objectives, responsibilities and procedures for managing the City’s fleet.

A. Replacement to Fleet

Fleet Services and t The Finance Department is are responsible for the vehicle and equipment replacement program. The replacement program is based on estimating the useful life of vehicles and equipment with consideration of age, mileage (or hours), and usage. The Those vehicles and equipment scheduled for replacement are reviewed and analyzed by the responsible department responsible for the vehicle, by Fleet Maintenance for condition, and by Finance for compliance with the vehicle equipment replacement program. cost, usage, safety history, and operating performance. Some vehicles or equipment may be replaced earlier than scheduled to ensure that operational needs are met; others may be replaced later than scheduled to accommodate budget limitations. The Fleet Replacement Criteria can be found in Appendix A B of this Policy.

The determination of vehicle size is based on the following general categories of employees:

Full size Police Officers, (e.g. Ford Crown Victoria with 8 cylinder engine, Tahoe/Expedition)
Mid size Selected Police (e.g. Lacrosse Buick LaSabre or Impala Regal with large 6 cylinder engine)
Department or division heads where trunk space or other special need are approved (e.g., Ford Taurus, Ford Explorer)
Compact All other staff and pool cars (e.g., Ford Contour, Ford Escape and Honda Civic)

Pickups, vans, and a variety of specialized trucks and equipment will be replaced with the same size unit unless payload capacities or productivity performance are concerns identified in the review and analysis and such changes can be justified.

Another Additionally, staff will review and will consider vehicles and equipment that can be operated using Alternative Fuel Vehicles (AFV) (including electric) to reduce those exhaust emissions associated with gasoline and diesel powered vehicles. These AFVs Alternative Fuel Vehicles will be purchased from the Original Equipment Manufacturer (OEM) as new, versus converting existing or custom building units. The additional cost for AFVs Alternative Fuel Vehicles will be identified separately and the useful life will be extended where justified.

B. Budget Request

1. With each two-year operating budget cycle, the Finance Department, working in conjunction with Fleet Maintenance Services will compile a list of vehicles and equipment to be replaced. The Finance Department will review the funding and that the vehicle/equipment meets the criteria found in Appendix A. Fleet Maintenance will review maintenance history, operational cost analysis, age and mileage. based on operational cost analysis, age, and mileage. Vehicles Equipment turned in after replacement will be sold as surplus as outlined in Section 10 of the Council Administrative Purchasing Policy No. 10-7, unless otherwise recommended by the Department Director and approved by the City Manager and/or identified for use by the City Manager and/or Director of Finance and Information Systems. may be reassigned to replace vehicles due for replacement in other departments, as determined by Fleet Services and approved by the Director of Public Works.

List Review

This list of vehicles and equipment shall be received from Finance by January 15 of each year. The list shall be reviewed, signed by the Division Manager and returned to the Finance Department by February 15. The items that require verification are:

• All vehicles and equipment on the list belong in the fund and are assigned to the appropriate department.
• The remaining useful life is reasonable. The assistance of Fleet Maintenance in this determination is required.
• The replacement costs are reasonable and current as of the date reviewed. The assistance of Purchasing is advised.
• There are no vehicles or pieces of equipment missing from the list.

The final list shall be reviewed, approved and signed by the Department’s Director.

In addition to the list review stated above, periodically, the Finance Department will distribute a list between budget cycles for departmental review. This additional review will provide another opportunity to ensure that the information is current. A copy of the equipment list can be obtained upon request.

Exceptions and Variances

Any variance/departure from what appears on the list will be documented using the Equipment Replacement Evaluation Form (EREF), which is completed by the Fleet Maintenance Division. The requesting department will complete an Equipment Exception Form (EEF) which will be reviewed by Fleet Maintenance and approved by the Department Director prior to being forwarded to the Purchasing Manager. The Purchasing Manager will review the request and any documentation prior to recommending approval by the Director of Finance. Once approved by the Director of Finance, a copy of the completed EEF will be forwarded to the Finance Management Analyst, Fleet Maintenance and requesting department. New information and data will be incorporated into the next available budget update. Exception items would include the following:

• If a vehicle or piece of equipment replacement year is to be extended, a justification must be provided as well as the new replacement fiscal year. This should be identified as early in the life of the equipment or vehicle as possible, and should rarely occur in the replacement fiscal year. The remaining replacement cost will be adjusted to account for the extended period.

• In the event that replacement is required before the identified replacement year, justification must be provided as well as the new replacement fiscal year. This should be identified as early in the life of the equipment or vehicle as possible. The remaining replacement costs will be adjusted to account for the shortened period and paid by the department through departmental operating funds. This replacement may require further authorization by City Council.

• In the event that it is determined that a vehicle or piece of equipment should not be replaced because it is no longer necessary, justification shall be provided and the surplus procedures should be followed. Any rents paid to date will remain a resource of the Equipment Replacement Fund.

• In the event that it is determined that a vehicle or piece of equipment should be replaced with a materially different type of vehicle or equipment, justification for such a change must be provided. In the event that the required vehicle or equipment cost exceeds the value of the item being replaced, the additional cost will be contributed from the appropriate department’s operating budget. This replacement may require further authorization by City Council. In the event that the required item costs less than the original item, the difference will remain a resource for the Equipment Replacement Fund.

2. Departments wishing to purchase additional vehicles and equipment must submit a vehicle request form during the budget process (forms are provided with the budget packet from Finance).

New or replacement vehicles or equipment estimated to cost over $100,000 or any significant change to vehicle and/or equipment standards that are not considered a “typical” manufacture change will be reviewed additionally by the Director of the requesting department, the Finance Director and the Director of Public Works, Director of Finance and Fleet Services, to ensure the justification warrants the cost. This e review will occur prior to bid preparation and the recommendation will be forwarded to the City Manager for approval. If approved, the regular purchase process will begin.

3. Non-budgeted replacement or additions require written approval by the City Manager with a copy to Fleet Services.

C. Specifications

After approval, specifications are developed by a department representative with input and concurrence from Fleet Maintenance Services. Within the guidelines, standard specifications will be used whenever feasible to facilitate maintenance programs and streamline the bidding process. The City's goal is to purchase equipment vehicles from the lowest responsible bidder with consideration of quality, warranty support, life cycle costing, ease of maintenance and purchase in a consistent manner within the Purchasing Policy locally.

D. Purchase/Surplus

1. All replacement vehicles/equipment will be purchased through the vehicle/equipment replacement fund and are subject to existing guidelines of the adopted Purchasing Policy 10-7 for the City of Brentwood. Staff The Fleet Services Division will make purchase arrangements through the Purchasing Division. The purchase order must be signed by a Fleet Service Division representative. Departments proposing to add new vehicles or replacements of a significantly different type must have the request reviewed by the vehicle fleet committee (Director of Finance, Director of Public Works and Purchasing Manager Agent).

2. Once a new vehicle or piece of equipment is purchased and the City has taken possession, other than Police vehicles which are equipped at the Police Department site or with a “safety equipment” contractor, the Fleet Maintenance Division will within ten (10) working days, perform necessary “prep work” such as mounting light bars or installing additional safety equipment. Once the vehicle or equipment is ready for service, the department will be notified to deliver the replaced vehicle or equipment and pick-up the new one. The new vehicle or equipment will not be released until the replaced vehicle or equipment is surrendered to Fleet Maintenance.

3. In order to provide continual refuse recovery, the following exception to the surplus requirement will be made for the Public Works Solid Waste Division. At any one time a solid waste truck may be inoperable due to scheduled or unscheduled repairs and a “back-up” truck will be needed. As requested by Solid Waste Division and with approval of the Public Works Director and Director of Finance and Information Systems, Solid Waste will maintain back-up trucks at the following rates as the service levels grow:

Residential Trucks – Back-ups will be comprised of 25% of the non-back-up Residential Truck fleet.

Frontload Trucks – One back-up once the second truck is scheduled on a regular basis more than 50% of the time.

Roll Off Trucks – One back-up once the second truck is scheduled on a regular basis more than 50% of the time.

Back-up trucks will be charged for insurance and administration. The trucks will not be replaced. As a Solid Waste truck is scheduled to be surplused an evaluation of the back-ups will be completed. If the evaluation determines that the truck to be surplused is in better condition than the back-up an exception form will be completed to request the surplus truck to be kept and the back-up truck will then be surplused.

4. Police staff must deliver the vehicle to be disposed of within five (5) 5 days of deployment of the replacement vehicle.

5. Once the new vehicle or equipment has been exchanged for the replaced vehicle or equipment, Fleet Maintenance will notify the Purchasing Manager within three (3) business days to arrange for the disposition in accordance with City of Brentwood surplus policy. An Asset Information Form (AIF) will be completed and signed by the Director of Finance and Information Systems prior to sending the item to auction. A copy of the AIF will be sent to the Finance Management Analyst and the Fixed Asset Accountant. The surplus vehicle or equipment should be disposed of within thirty (30) days. Proceeds from the disposition will be considered revenue of the Equipment Replacement Fund.

6. To place a vehicle within the “pool” vehicle category, approval must be obtained by the Director of Finance. An equipment exception form must be completed including a full detailed justification and completed Equipment Replacement Evaluation Form (EREF). The requesting department shall obtain all required signatures including the requesting Department Director. The form shall then be submitted to the Director of Finance for consideration. The vehicle shall be in good condition and have a good maintenance history. If the need is warranted and proper justification is provided and approved, upon reclassification to “pool” status, the vehicle will become part of the Vehicle Replacement Program and all associated costs shall apply.

7. Procedures for purchasing are outlined in council/administrative policy no. 10-7.

8. The Fleet Services Division will receive the vehicle and prepare it for service and deliver it to the appropriate department.

9. Before a vehicle is replaced it will be evaluated by Fleet Services to determine if its service life can be extended. See Appendix B for determining criteria. Departments assigned vehicle schedules for replacement will also be contacted to provide input.

10. Vehicles identified for replacement will be removed from service and replaced in the vehicle fleet replacement fund. Replaced vehicles will be sold as surplus as outlined in Section X of council administrative policy no. 10-7.



APPENDIX A B

Equipment Management Division
Fleet Replacement Criteria

The following serves as general guidelines for replacing vehicles and equipment based on usage, operating costs, and downtime. Adjustments in time or miles will be made to replacement criteria for individual units as conditions warrant.

AUTOMOBILES

Heavy Usage – Compact, Mid-size 5 Years / 85,000 miles
Light Usage - Compact, Mid-size 7 Years / 85,000 miles
Compact, Mid-size 5 Years / 85,000 miles
Police/ Staff cars 5 3 Years / 85,000 miles
Police Administration 4 Years / 85,000 miles
Police Undercover 3 Years / 85,000 miles
Patrol Full-size sedans 3 Years / 85,000 miles

LIGHT TRUCKS TO 3/4 TON

Compact/Standard Pickup 5 Years / 85,000 miles
Heavy Usage - Vans/Service bodies 5 Years / 85,000 miles
Light Usage - Van 7 Years / 85,000 miles

TRUCKS TO 24K LBS.

Trucks with gas engine 8 Years / 80,000 miles
Trucks with diesel engine 10 Years / 100,000 miles

VARIOUS TRUCKS OVER 24K LBS.

Trucks with service bodies/dump 10 Years / 100,000 miles
Trucks with aerial lifts 10 Years / 100,000 miles

STREET SWEEPERS

4 Wheel sweepers 8 Years / 60,000 miles

SPECIALIZED VEHICLES / EQUIPMENT

Hybrids – Alternative Fuel Vehicles 5 Years / 85,000 miles
Tractors with gas engine 10 Years / 5,000 hours 80,000 miles
Tractor with diesel engine 20 Years / 10,000 hours 100,000 miles
Solid Waste Trucks
Residential Single Body Truck & Front
Load Truck 8 Years / 100,000 miles
Split Body & Bin Trucks 10 Years / 100,000 miles
Solid Waste Loaders & Roll Off Trucks 12 Years / 100,000 miles
All others Reviewed every two years


BACKHOES

Backhoe 10 Years / 5,000 hours
Small backhoe 10 Years / 5,000 hours
Large backhoe 10 Years / 6,000 hours

TRACTORS

Small tractors 10 12 Years / 5,000 hours
Large tractors 10 Years / 6,000 hours

FORKLIFTS

Various models 10-15 Years

AIR COMPRESSORS AND CHIPPERS

Compressor 10 Years / 5,000 hours
Towed chipper 10 Years / 7,000 hours

STANDBY GENERATORS

Generators 15 Years / 5,000 hours

METERED AND NON-METERED

Miscellaneous equipment, trailers etc. 5-15 Years / 5,000 hours


CLUB CARS/ELECTRIC/LOW SPEED VEHICLES

Alternative Fuel Vehicles
Club Cars 3-5 Years 5-7 Years
Low Speed Vehicles (Electric Cars) 3-5 Years 5-7 Years


 

City Administration
City of Brentwood City Council
150 City Park Way
Brentwood, CA 94513
(925) 516-5440
Fax (925) 516-5441
E-mail allcouncil@brentwoodca.gov