HomeMy WebLinkAbout2.B. Fleet Evaluation Matrix ROSEMOUNT EXECUTIVE SUMMARY
CITY COUNCIL
City Council Work Session: August 15, 2012
AGENDA ITEM: Fleet Evaluation Matrix tt z_
PREPARED BY: Andrew J. Brotzler, PE, Director of " b c AGENDA NO. ( 2.0.
Works /City Engineer F
ATTACHMENTS: Draft Fleet Evaluation Matrix, Example
Fleet Evaluation /Replacement Guidelines APPROVED BY
(Dakota County, City of Rogers, City of
Plymouth)
RECOMMENDED ACTION: Discussion and direction.
BACKGROUND
The attached fleet evaluation matrix was developed to achieve the following goals:
• To provide an objective method for the consistent evaluation for equipment replacement
• To balance the effective expenditure of City dollars on a fleet currently valued at $3,376,000
• To preserve the service levels defined in the Public Works Quality Standards
In developing this draft matrix, fleet evaluation guidelines from Dakota County and the cities of Rogers
and Plymouth were reviewed. Each of these is based on examples as published by the American Public
Works Association (APWA) for Fleet Maintenance. Dakota County and the City of Rogers both utilize a
point system to assign an overall condition score. The attached draft matrix draws from these two
examples to establish an evaluation and scoring process that appears to fit with the composition of the
city's fleet.
SUMMARY
At this time, staff would like to review with Council the draft fleet evaluation matrix. Following Council
review and comment, it would be our goal to develop a final fleet evaluation matrix for incorporation into
the Public Works Quality Standards as the basis for evaluating and determining the timing for the
future replacement of equipment.
The fleet value of $3,376,000 includes light -duty pickups, heavy -duty plow trucks, and heavy -duty equipment in
the Public Works Department only. It does not include lawn mowers, small equipment or Police or Fire
Department vehicles.
G: \Public Works\ Equipment \Equipment Replacement \20120815 CWS fleet evaluation matrix.docx
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City of Plymouth
EQUIPMENT / VEHICLE REPLACEMENT GUIDELINES
Purpose of the Central Equipment Division: to purchase, maintain and dispose of city
motorized equipment and vehicles in the most economical way possible.
Goal of the Central Equipment Division: to have a dependable fleet, meeting the needs,
objectives and goals of all divisions, with a 95% ready rate and minimal down time.
Centralized Equipment Management Methodology: to manage the city's fleet in such
a manner that theoretically all of the city's motorized equipment and vehicles are owned,
maintained and disposed of by the Central Equipment Division. The Central Equipment
Division has full responsibility for the equipment and the equipment users are charged an
annual rental rate for each piece of equipment. Factored into the annual rental rate are
maintenance and repair costs plus overhead calculated over the expected life of the
equipment plus future replacement costs which are adjusted for inflation and
technological advancements.
Expected Life: is the estimated useful life of vehicles and equipment. When a new piece
of equipment or vehicle is purchased, it is given an expected life (years in service) based
on a variety of factors (see attached survey for comparisons of expected life). Below are
the estimated life expectancies for some of the more widely used pieces of equipment.
Engine Pumpers 10 -20 years
Tandem Dump Trucks 12 years
Single Axle Dump Trucks 12 -14 years -some longer
Wheel loaders 15 -18 years
Backhoe / Excavators 10 -12 years
Jet Truck 10 years
One Ton Trucks 10 years
3/ and 1/2 Ton Pick ups 8 -9 years -some longer
Skid Steers 10 years
Street Sweeper 7 years considering longer
Tractors Varies (15 years average)
Vactor Truck 10 years
Motor Grader 20 years
Mowers varies (6 -10 years)
SUV 8 years
Passenger Cars / Vans 8 years
Squad Cars 100,000 miles
Trailers 10 years
Side walk machines 8 years
Page 2 EQUIPMENT REPLACEMENT STANDARD OPERATING GUIDELINGS
Replacement Factors: When a particular piece of equipment or vehicle achieves its
expected life and reaches its anticipated replacement year, it is analyzed to determine if it
should be replaced based on the following factors:
• Critical nature of the equipment or vehicle and whether there is a back -up or
alternative equipment or vehicle. For example, the Sewer Jet is a critical piece of
equipment for which there is no back up except to contract for those services. It
is important to have this equipment in good condition with minimal down time.
• Use of the equipment or vehicle (hours and /or miles). The duration and intensity
of use are also important factors. For example, squad cars typically achieve their
expected life of 100,000 miles and are retired in approximately 2 years while pool
vehicles may never achieve 100,000 miles and can last up to 10 years.
• Appropriateness of the equipment or vehicle for the assigned tasks. We examine
whether the equipment or vehicle is still capable of doing its intended work,
whether it is the right equipment and determine if the work changed causing the
equipment or vehicle to be obsolete. For example, since technology has evolved
such that watermain leaks can be detected using non - invasive means, we no
longer have a use for the drill rig.
• Repair history, costs and down time. Mechanics provide critical input and
assessments of the overall condition of the equipment. Near the end of the
expected life of the equipment or vehicle, repair costs can exceed the value of the
equipment or vehicle and replacement is appropriate.
• Suitability of the equipment or vehicle for other tasks. Other departments provide
input regarding the ability to reassign equipment and vehicles to other less
frequent or intense duties. For example, we have used old single axle dump truck
chassis for the tack truck and the crane.
Life Cycle Costing: This accounting method is used as much as possible in our fleet
management. Life cycle costing includes the purchase cost of the equipment or vehicle,
all maintenance costs during its life and the residual value at the time of disposal. This is
the true cost of equipment or vehicle ownership. The goal is to replace the equipment
during its "economic life ". This is the period when the maintenance costs are the lowest.
Value of the Fleet: The current value of the city's fleet is approximately
$11,500,000.00. The annual replacement budget averages approximately $1,000,000.00.
If this continues it would average that equipment is replaced every 11.5 years.
Fire Department Vehicle Replacement Practice: Fire apparatus is historically replaced
at or before the 20 year of service. This general rule applies to "major" apparatus,
engine and ladder trucks. The replacement of a particular piece of apparatus is based
upon several factors including the general mechanical and structural condition, required
vehicle and safety upgrades, technological changes, current and anticipated use,
anticipation of future mission changes, and the current mechanical history (including
mileage).
On several occasions since 1992, the apparatus replacement schedule has been revised to
reflect a philosophy of validating the replacement of a vehicle, as opposed to replacement
based solely upon the age of the vehicle. To this end, several vehicles have been moved
back in the replacement schedule and not replaced at the time mark historically
associated with replacement schedules. To extend the "life" of fire apparatus, a common
practice is to refurbish the vehicle. To date, we have taken advantage of this
refurbishment option, and have extended the life of two of our major apparatus.
For example, the following fire department vehicles have not been replaced according to
the age of the vehicle:
Grass 21 (brush fire unit): Original replacement date was 2006. Vehicle moved back in
replacement schedule to 2008.
Grass 31 (brush fire unit): Original replacement date was 2007. Vehicle moved back in
replacement schedule to 2009.
Rescue 21 (light duty rescue): Original replacement date is 2007. Vehicle moved back
in replacement schedule for 2008.
Engine 11: Original date of replacement is 2009. This engine was refurbished in 2005
and is now scheduled for replacement in 2011. Refurbishment cost $71,552.
Engine 31: Original date of replacement is 2009. This engine was refurbished in 2005
and is now scheduled for replacement in 2010. Refurbishment cost $7,927.
Ladder 31: Funding is reserved ($475,000) to refurbish this ladder truck in 2007. We
anticipate adding ten years of service life to this vehicle.
In 2007, the approximate cost to purchase (new) an engine is approximately $350,000 to
$400,000. A new quint (ladder) type apparatus is approximately $700,000.