City of Oxnard`s Fleet Services Division

City of Oxnard’s
Fleet Services Division
Business Plan
2010-2011
City of Oxnard’s Fleet Services Division
Business Plan 2010-2011
Table of Contents
Introduction . . . . . . . . . . . . . . . . . .
Page 1
History . . . . . . . . . . . . . . . . . . . . . .
Page 2
Services Offered . . . . . . . . . . . . . .
Page 3
Fleet Statistics . . . . . . . . . . . . . . .
Page 4
Key Performance Indicators . . . . .
Page 5
Mission, Vision, & Values . . . . . . .
Page 6
Organizational Chart . . . . . . . . . . .
Page 7
SWOT (Strengths, Weaknesses,
Opportunities, Threats) Analysis .
Page 8
2010 Strategic Plan . . . . . . . . . . . Page 10
The Financial Plan . . . . . . . . . . . . Page 12
Page i
City of Oxnard’s Fleet Services Division
Business Plan 2010-2011
Introduction
The purpose of this business plan is to:
♦
Create a blueprint for Fleet Services to follow for
Fiscal Year 2010-2011 (July 2010-June 2011)
♦
Identify and prioritize the Division’s near– and longterm goals
♦
Provide an ongoing strategic direction for Fleet
Services to facilitate continuous improvement
♦
Educate and inform employees, decision-makers,
and customers about Fleet Services’ goals and
available services
Building 1, Fleet Services, Corporate Yard
Page 1
City of Oxnard’s Fleet Services Division
Business Plan 2010-2011
History
The City of Oxnard’s Fleet Services Division has continually evolved over
time and reflects the City’s growth. Originally called the “City Garage”
and opening in the mid-1960’s, the Division started out with 12
employees working two shifts in four small bays.
The mission at the
time centered on repair of City vehicles and equipment (including street
sweepers) and the complete outfitting of police cars. The Division later
became formally known as “Equipment Maintenance,” and in 2007
assumed its present title of “Fleet Services” to better reflect the
complete spectrum of services provided.
Today,
Fleet
Services
is
a
full-service
maintenance
and
fleet
management organization, supporting a city of almost 200,000 people
and responsible for the acquisition, fueling, maintenance, repair, and
disposal of the 900+ vehicles and pieces of equipment in the City’s fleet.
The Fleet Services Division
provides
support
and
service to the residents of
the city through safe and
efficient
equipment,
our
vehicles
provided
and
to
departmental
customers, enabling their
direct and indirect service
to Oxnard residents.
Early 1900’s Oxnard fire engine.
Photo courtesy of the Oxnard Public Library’s
Local History Collection.
Page 2
City of Oxnard’s Fleet Services Division
Business Plan 2010-2011
Services Offered
In FY 2010-11, the Fleet Services Division has 40 budgeted positions to meet the
full-spectrum fleet management needs of our growing and thriving city: 32 are
front-line technicians, while the remaining eight provide management and clerical
support to the growing responsibilities of our operation. These responsibilities
include the following:
♦ Preventive maintenance, inspection, service, and repairs to a widely varied
fleet, from refuse trucks to emergency response equipment. Two shifts are
operated in order to minimize downtime and impact to the customer.
♦ Fuel management for the City’s fleet through six commercial sites within the
city. Services include billing, analysis, a card lock access system, and
oversight.
♦ Vehicle procurement through close interaction with customers in the
development of complete specifications, evaluation of bids, and preparation of
vehicles for service.
♦ Environmental compliance management for the City fleet, to include:
•
Hazardous waste and materials minimization
•
Air emissions reduction
•
Equipment modification and replacement
•
“Green Shop” and fleet policies
♦ Parts procurement through an outsourced function (NAPA) supplying repair
parts and tires for all types of City-owned vehicles and equipment.
Oxnard College interns Alfredo Martinez & Fernando Hernandez at work in Fleet
Services
Page 3
City of Oxnard’s Fleet Services Division
Business Plan 2010-2011
Fleet Statistics
The City’s fleet reflects the full-service nature of the City, being comprised of emergency
service vehicles, public works equipment, refuse vehicles, and a full variety of vehicles and
equipment. Facts and statistics about the City’s fleet:
♦ Fleet size: 950 vehicles and equipment
♦ Fleet value: $33.5 million
♦ Annual maintenance and fuel
budget: $7,947,198
♦ Fuel usage: 700,000+ gallons annually
♦ Average vehicles procured annually: 83
♦ Preventive maintenance services and
inspections performed annually: 2,266
♦ Parts inventory value: $651,410
City o f Oxnard Vehicle A ssignment by Department
Other Depar tments
3%
Recr eati on
5%
Gener al Ser vi ces
Fi r e
24%
7%
Pol i ce
29%
(contractor owned)
Publ i c Wor ks
32%
♦ Annual parts expenditure: $1.5 million
♦ Average parts issued per month to
support the City fleet: 3,000
2009 City Fuel Consumption
70,000
50,000
Diesel
40,000
Unleaded
30,000
Total
20,000
Linear (Total)
10,000
Au
gu
st
Se
pt
em
be
r
O
ct
ob
er
N
ov
em
be
D
r
ec
em
be
r
Ju
ly
Ju
ne
M
ay
Ap
ril
0
Ja
nu
ar
y
Fe
br
ua
ry
M
ar
ch
Gallons
60,000
Month
Page 4
City of Oxnard’s Fleet Services Division
Business Plan 2010-2011
Key Performance Indicators
The Division has developed a comprehensive set of performance measures to
gauge efficiency, customer service, and performance of the fleet. Some of the key
measures are listed below, with corresponding goals and 2009 rates:
Performance Measure
Goal
2009 Rate
Technician productivity/direct labor
70%
72.1%
Repair cycle time (percentage of
vehicles repaired within 24 hours)
70%
72.6%
Fleet vehicle availability rate
98%
96.9%
10% less than local
vendors
10%
Comeback rate (vehicles/equipment
returned after service)
0.1%
0.1%
Customer satisfaction rate
90%
97%
ASE (Automotive Service Excellence)
certification rate
85%
89%
Labor rate
2009 Repair Cycle Time
80%
75%
70%
r
r
be
m
ce
De
m
ve
be
No
cto
O
be
r
r
be
em
Se
pt
Au
gu
st
ly
Ju
ne
Ju
ay
M
ri l
Ap
ch
M
ar
ry
ua
br
Fe
Ja
nu
ar
y
65%
60%
Month
Page 5
City of Oxnard’s Fleet Services Division
Business Plan 2010-2011
Building 2, Fleet Services, Corporate Yard
Mission, Vision, & Values
The men and women of the Fleet Services Division strive to operate in alignment
with the mission, vision, and values, as outlined below:
Mission:
To manage, support, and repair the City’s vehicle and equipment fleet with
consistent emphasis on safety, efficiency, and cost-effectiveness.
Vision:
Through continuous improvement, provide our customers with the most efficient
and cost-effective vehicle and equipment support.
Values:
♦ Customer Service — Committed to customer service, striving to exceed
expectations.
♦ Professionalism — In all our actions and everything we do.
♦ Quality — Done right, the first time, every time!
♦ Safety — For the fleet and in our shop, always!
♦ Communication — Consistent and direct, with our customers and each other.
♦ Teamwork — Together we are infinitely stronger.
Page 6
City of Oxnard’s Fleet Services Division
Business Plan 2010-2011
Organizational Chart
CITY MANAGER
GEN. SERVICES
SUPERINTENDENT
FLEET SERVICES
MANAGER
ADMIN. ASST.
EQUIPMENT
SUPERVISOR
(Heavy
Equipment)
EQUIPMENT
SUPERVISOR
TRANSFER TRUCK
CENTER
(4 mechanics)
SERVICE
WRITERS and
DATA ENTRY (4)
HEAVY REPAIR &
SERVICE
(REFUSE)
(7 mechanics)
SWING SHIFT
MAINTENANCE &
INSPECTION
(5 mechanics)
NAPA STAFF (4)
(On-site
contractual vendor)
OPERATIONS
MANAGER
FIRE EQUIPMENT
& HEAVY VEHICLE
REPAIR
(3 mechanics)
LIGHT/MEDIUM
PREVENTIVE
MAINTENANCE
(4 mechanics)
LIGHT/MEDIUM
REPAIR
(8 mechanics)
Page 7
City of Oxnard’s Fleet Services Division
Business Plan 2010-2011
SWOT (Strengths, Weaknesses,
Opportunities, Threats) Analysis
The City of Oxnard’s Fleet Services Division had a challenging period in FY 2009-10 and
was particularly affected by the City’s reorganization. The continued budget constraints
faced by all City departments represent a current and ongoing challenge, increasing the age
of the fleet, and putting pressure on the Division. In spite of these challenges, Fleet Services
is experiencing high morale and a strong “can-do” attitude by its employees.
An objective look at the Fleet operation includes a review of our strengths, weaknesses,
opportunities, and threats:
Strengths:
♦
♦
♦
♦
♦
♦
♦
♦
Ranked #3 among the Top 100 Fleets in North America in 2008, and #10 in 2009
Our personnel (well-qualified, full-fledged mechanics hired over the past 14 years)
ASE (Automotive Service Excellence)-certified Blue Seal Shop (first in County)
Specialized technicians (not cross-trained)
Cohesion (melding of everyone’s talents; Senior Mechanics playing on crews’ strengths)
Excellent customer service
Quick turnaround time
Sense of ownership of equipment
(from purchase to disposal)
♦ Cost (compared to hourly rate of other
local shops and vendors)
♦ Certified Green Shop
(environmentally-friendly) by the State
of California
♦ Good safety record
♦ Good teamwork
♦ NAPA parts on site
December 16, 2008, City Council Meeting
Page 8
City of Oxnard’s Fleet Services Division
Business Plan 2010-2011
SWOT Analysis (continued)
Weaknesses:
♦ Specialized technicians (not enough are crosstrained)
♦ Facilities not laid out for what we do
♦ Old fleet
♦ Departments ordering their own vehicles (no
uniformity)
♦ NAPA parts on site (not yet fully efficient)
♦ Lack of authority over fleet to make decisions
(acquisition, disposal, preventive
maintenance for Police and Environmental
Resources)
Refuse truck overdue for
replacement
Opportunities:
♦
♦
♦
♦
Replace a lot of the old, varied fleet with a standardized fleet
Reduce our environmental footprint in terms of aerosols
Improve the work environment
Extend oil change intervals with
microGreen oil filters
♦ Improve work flow
Threats:
♦ Outsourcing
♦ Continued decline in economy (budget
concerns)
♦ Downtime waiting for parts
♦ Increasing parts cost (and what we
outsource)
Del Norte Transfer Station
Page 9
City of Oxnard’s Fleet Services Division
Business Plan 2010-2011
2010 Strategic Plan
♦ Improve the level of service to our customers; be their “Provider of
Choice”
• Stay fully competitive with local businesses; provide superior service at less
cost
• Maximize our advantages of cost, accessibility, quick repair, level of service
◊ Focus on technicians’ task performance times against standards; load in
database
◊ Become a single manufacturer fleet to maximize efficiency and minimize cost
◊ Fix the overdue preventive maintenance (PM) problem; enhance customer
response and emphasis on PMs
•
Maintain recognition as a “100 Best Fleet” and pursue Fleet Certification
♦ Better our internal operations; efficient, quality maintenance—lowest cost
• Minimize our maintenance operation’s impact on the environment
◊ Extend oil drain intervals through testing of new “green” filters and oils
•
Enhance cooperation and communication with our customer base
◊ Improve our customer service through training, new programs, and workforce
involvement
◊ Initiate customer Service Level Agreements; meet regularly with customers for
their feedback
◊ Improve customer survey responses
through new and innovative survey
programs
•
Maximize the effectiveness of our
NAPA repair parts management
business solution
◊ Ensure stockage levels are adequate
and overall efficiency meets
expectations
◊ Develop an easily accessible system
to maintain visibility of items on order;
bar-code stock
◊ Create a world-class store; move the
operation into large space and
increase staffing
◊ Reduce costs and set up price
comparisons, increase on-order
visibility, complete database interface
NAPA onsite store
Page 10
City of Oxnard’s Fleet Services Division
Business Plan 2010-2011
2010 Strategic Plan (cont.)
♦ Create world-class facilities: size, condition, and equipment; match the
mission
•
Better the condition of our current facilities
◊ Continue improvements to Buildings 1 and 2; refinish remaining shop floors with
epoxy
◊ Complete the awning/hoist projects and heavy vehicle lift; work within funding
constraints
◊ Complete the move and expansion in Building 2; add a workout/exercise room
to Building 1
•
Create additional workspace to maximize usability of our current facilities
◊ Add a new work bay in place of the former Service Department and other areas
in Building 1
◊ Maximize floor space through better storage (cabinets, etc.), organization, and
housekeeping
•
Plan and fund for new facilities, adequate for the mission now and in the
future
♦ Support our workforce—enhance skills training and improve quality of life
• Improve our technicians’ break rooms, conditions, and quality of life in all
facets of work
• Maximize outside training opportunities and initiate a cross-training program
◊ Expand online training and strengthen partnership with Oxnard College
◊ Increase vendor training—onsite and also as part of our vehicle purchase
contracts
•
Recognize and strengthen our employees; recognize performance and
productivity
◊ Create a “1,000 Hour Award” to recognize labor productivity with photo & plaque
◊ Create ASE incentives such as special recognition, lunch, and more
♦ Smartly manage the City fleet through economical lifecycle management
• Minimize fleet growth; control replacement costs; eliminate excess vehicles
◊
•
•
Establish central motor pools and initiate leasing for low-use
vehicles/equipment
Establish a broad and comprehensive City vehicle fleet
management policy
Develop a “Green Fleet” environmental policy for the City
Page 11
City of Oxnard’s Fleet Services Division
Business Plan 2010-2011
The Financial Plan
The City of Oxnard’s Fleet Services Division operates as an Internal Service Fund,
providing services to a variety of City departments on a fully reimbursable basis. As an
Internal Service Fund, Fleet Services is responsible for fully recovering the cost of
providing services.
The FY 2009-10 budget is $8,015,198
which includes $3,592,733 for salaries and
$1,793,475 for fuel. During the budget
process, an analysis of charges—including
the cost of providing fuel, maintenance and
repair labor hour rates, commercial markup
and acquisition fees—is conducted and
benchmarked against commercial
providers in order to ensure that Fleet
Services rates are competitive and costeffective in the provision of services.
Fleet Services Budget FY 2009-10
Repairs &
M aint enance
$853,006
Gen. & Admin.
Expense
$327,208
Ut ilities
$12,984
Operating
Supplies
$3,062,839
Salaries &
Wages
$3,592,733
Cont ract ual
Services
$98,428
Current value for all vehicles and
equipment in the fleet is in excess of $33
million.
Fleet Services’ plan is to continue to provide cost-effective
services that exceed our customers’ needs and expectations.
Fleet Services will continuously evaluate additional services
and new technologies to increase efficiencies and will continue
replacing vehicles and equipment when it is most costeffective to do so.
Use of laptops
facilitates timely
completion of work
orders
Page 12
City of Oxnard’s Fleet Services Division
Business Plan 2010-2011
Fleet Services Staff
December 2009
3/29/10
Page 13