Public Works Department Fleet Maintenance Mission: To establish and maintain efficient and effective delivery of fleet services by providing customer departments with safe, reliable, economical and environmentally sound transportation and related support services that are responsive to the needs of customer departments which conserve the value of the vehicle and equipment investment. Along with the delivery of replacement vehicles and equipment based on the replacement schedule, specifications for acquisition of all vehicles and equipment will be prepared in collaboration with the using departments to ensure said vehicles and equipment are responsive to their needs. Overview The Division provides preventive maintenance and repair services for all City vehicles and equipment including police and fire. Staff develops vehicle and equipment specifications, solicits bids and participates in the procurement process, completes required build-ups relative to in service needs, maintains, and finally disposes of all surplus units. Staff maintains a complete and comprehensive computerized fleet management program which tracks operation and maintenance costs and provides the critical information relative to fleet decisions. Equipment Division staff also coordinates compliance with all applicable regulatory agencies associated with government and commercial fleet operations including licensing, inspections, smog and opacity checks, etc. In addition to maintaining the City fleet, this Division also provides fabricating and welding services for all City departments. Street Sweeper FY2008-09 CIP Budget G -
Public Works Department Program Highlights Vehicle and Equipment Replacement FY 2008-203 Project Cost: $6,358,800 Funding Source: This project is to provide annual, timely replacement of vehicles and equipment. Vehicles and equipment will be evaluated and replaced in accordance with serviceable life cycles. Purchases are scheduled each fiscal year. Total project cost is $,460,200 over five years. This project is ongoing. Replace Outdated Fuel Management and Dispensing System Project Cost: $50,000 Funding Source: The project will replace outdated fuel dispensing management system (both hardware and software). Project Status An RFP for this project will go out by September 2008 with a contract awarded by December 2008. Estimated date of completion is June 2009. Install Exhaust Collection System Project Cost: $5,000 Funding Source: This project will install an exhaust collection and removal system for the auxiliary shop to assist in the removal of carbon monoxide gases. Project Status An RFP for this project will go out by September 2008 with a contract awarded by December 2008. Estimated date of completion is June 2009. Update Alarm System at the Corporation Yard Project Cost: $75,000 Funding Source: Update alarm system at the Corporation Yard for. Project Status An RFP for this project will go out by September 2008 with a contract awarded by December 2008. Estimated date of completion is June 2009. Heavy Duty Vehicle Lifts Project Cost: $00,000 Funding Source: This project will allow for the replacement of old ground lifts that are leaking and are need to be replaced. This type of lift is necessary for performing equipment repairs to vehicles. FY2008-09 CIP Budget G - 2
Public Works Department Build 2 New Fuel Sites Located at Hilltop and El Sobrante Fire Stations. Project Cost: $80,000 Funding Source: This project will allow s fleet of vehicles to have fuel available to them in more locations throughout the City. Diesel Truck Emissions Retrofits Project Cost: $50,000 Funding Source: This project is mandated by the California Air Resources Board to lower diesel emissions on large trucks. Facility Improvements Project Cost: $80,000 Funding Source: This project will convert an area of the shop into a new meeting, training and lunchroom area for the staff. Vehicle Onboard Telemetric Systems Project Cost: $50,000 Funding Source: This project will allow staff to track a number of functions on selected vehicles including location, engine emissions, and perform diagnostics from their desk. FY2008-09 CIP Budget G - 3
Public Works Department Performance Measurements 2008-09 2008-09 2008-09 2008-09 2008-09 Performance -yr st Qtr. 2 nd Qtr. 3 rd Qtr. 4 th Qtr. CIP Project(s) Benchmarks Goal Target Target Target Target. Vehicle and Equipment Replacement 00% 0% 40% 80% 00% a) Police cars 00% 20% 50% 75% 00% b) Fire equipment 00% 0% 40% 80% 00% c) All other city vehicles 00% 25% 65% 85% 00% 2. Replace Outdated Fuel Management and Dispensing System 00% 25% 40% 75% 00% a) RFP 00% 00% * * * b) Award contract 00% 0% 00% * * c) Installation 00% 0% * 50% 00% 3. Installation of Exhaust Collection System 00% 0% 25% 50% 00% a) RFP 00% 00% * * * b) Award contract 00% 0% 00% * * c) Installation 00% 0% 0% 20% 00% 4. Update Alarm System at the Corporation Yard 00% 0% 40% 75% 00% a) RFP 00% 00% * * * b) Award contract 00% 0% 00% * * c) Installation 00% 0% 0% 50% 00% 5. Replacement of Heavy Duty Vehicle Lifts 00% 0% 50% 75% 00% a) RFP 00% 00% * * * b) Award contract 00% 0% 00% * * c) Installation 00% 0% 0% 50% 00% 6. Build New Fuel Site Located at Hilltop Fire Station 00% 50% 62% 77% 00% a) RFP 00% 00% * * * b) Award contract 00% 0% 00% * * c) Implementation 00% 0% 50% 00% * d) Installation 00% 0% 0% 60% 00% FY2008-09 CIP Budget G - 4
Public Works Department 2008-09 2008-09 2008-09 2008-09 2008-09 Performance -yr st Qtr. 2 nd Qtr. 3 rd Qtr. 4 th Qtr. CIP Project(s) Benchmarks Goal Target Target Target Target 7. Build New Fuel Site Located at El Sobrante Fire Station 00% 50% 62% 77% 00% a) RFP 00% 00% * * * b) Award contract 00% 00% * * * c) Implementation 00% 0% 50% 00% * d) Installation 00% 0% 0% 70% 00% 8. Diesel Truck Emissions Retrofits 00% 25% 50% 75% 00% a) RFP 00% 00% * * * b) Award contract 00% 0% 00% * * c) Installations 00% 0% 0% 20% 00% 9. Facility Improvements 00% 30% 53% 73% 00% a) RFP 00% 00% * * * b) Award begin construction 00% 0% 00% c) Implementation 00% 0% 0% 20% 00% d) Installation 00% 0% 0% 0% 00% 0. Vehicle Onboard Telemetric Systems 00% 0% 73% 98% 00% a) RFP 00% 00% * * * b) Award contract 00% 0% 00% * * c) Installations 00% 0% 0% 20% 00% = CIP Projects = Work Completion Targets = Performance Benchmarks * = Work Completed FY2008-09 CIP Budget G - 5
City of FY2008-2009 to Public Works - CIP Project No. Project Name Adopted Actuals Carry-forward Proposed FY2007-08 FY2007-08 FY2007-08 FY2008-09 FY2009-0 FY200- FY20-2 5 Year Total W80007 Alarm System & Installation at Corporation $75,000 $75,000 $75,000 $75,000 W900022 Corporation Yard Facility Improvement $80,000 $80,000 W90002 Diesel Truck Emissions Retrofit $50,000 $50,000 W60005 Exhaust Collection $5,000 $5,000 $5,000 $5,000 W60002 Fleet Replacement $5,79,48 $2,309,47 $3,400,000 $6,358,800 $2,450,600 $2,650,800 $,460,200 W900024 Fuel Sites at Hilltop & El Sobrante $80,000 $80,000 W900025 Heavy Duty Vehicle Lift $00,000 $00,000 W60006 Level Floor in Corporation Yard $25,000 $25,000 $25,000 $25,000 W60004 Replacement of Fuel Dispensing Managem $50,000 $50,000 $50,000 $50,000 W80008 Vehicle and Equipment Shed $25,000 $25,000 $25,000 $25,000 W900026 Vehicle Onboard Telemetric System $50,000 $50,000 Total Funded $6,08,48 $2,309,47 $3,690,000 $7,208,800 $2,450,600 $2,650,800 $2,30,200 Total Unfunded $7,208,800 Fund No. Fund Sources $6,08,48 $2,309,47 $3,690,000 $7,208,800 $2,450,600 $2,650,800 $2,30,200 UNF Unfunded Total Public Works $6,08,48 $2,309,47 $3,690,000 $7,208,800 $2,450,600 $2,650,800 $2,30,200 G - 6
Fund No Fund Name FY2008-09 FY2009-0 FY200- FY20-2 Project Name: Alarm System & Installation at Corporation Yard Project Manager: Dee Karnes Department Responsible: Public Works - Project Description: Purchase and install an alarm system at the Corporation Yard. The faclity is not protected from illegal entry. Project ID: W80007 Project Location: 6 3th Street Estimated Operation and Maintenance Cost: $375 Project Intent:Compliance to Mandates Project Type: Public Facilities- New and renovations Estimated Start Date: 07/0/2008 Estimated Completion Date: 05/30/2009 The City's property should be protected from loss of assets. Total Estimated Cost: $75,000 $75,000 G - 7
Dee Karnes Public Works - Facility improvements to an area of the shop that will be converted into a new meeting, training and lunch room. Project Manager: Department Responsible: Project Description: Fund No Fund Name $80,000 FY2008-09 FY2009-0 FY200- FY20-2 $80,000 Total Estimated Cost: This project will build and convert an area of the shop to a new meeting, training and lunch room for staff. It will also be used to hold meetings and conduct training. Project ID: W900022 Project Location: 6 3th St. Estimated Operation and Maintenance Cost Project Intent: Enhance or Expand Existing Asset Project Type: Public Facilities New and Renovations Estimated Start Date: 7/0/2008 Estimated Comletion Date: 6/30/2009 Corportation Facility Improvements Project Name: G-8
Fund No Fund Name FY2008-09 FY2009-0 FY200- FY20-2 Project Name: Diesel Truck Emissions Retrofits Project Manager: Dee Karnes Department Responsible: Public Works - Project Description: California Air Resources Board requires trucks over 3,500 pounds to be equipped with an approved emmission device. This project will equip the necessary trucks with approved devices. Project ID: W90002 Project Location: Various Estimated Operations and Maintenance Cost Project Intent: Enhance or Expand Existing Asset Project Type: Equipment New and Replacement Estimated Start Date: 8//2008 Estimated Completion Date: 2/3/2008 This project is mandated by the California Air Resources Board to lower diesel emissions on large trucks. Total Estimated Cost: $50,000 $50,000 G - 9
Fund No Fund Name FY2008-09 FY2009-0 FY200- FY20-2 Project Name: Exhaust Collection Project Manager: Dee Karnes Department Responsible: Public Works - Project Description: Exhaust collection and removal system for the auxiliary shop to remove carbon monoxide and ehaust from the shop when doors are closed in bad weather. This shop houses our smog and dyno machine which needs to run vehicles at times with the door closed. Project ID: W60005 Project Location: 6 3th Street Estimated Operation and Maintenance Cost: Project Intent: Compliance to Mandates Project Type: Public Facilities- New and Renovations Estimated Start Date: 07/0/2008 Estimated Completion Date: 05/30/2009 This is needed to correct a safety issue to provide a safe place for staff to perform the business of fleet maintenance without placing their undue hardships on staff to work around this hazard. Total Estimated Cost: $5,000 $5,000 G - 0
Dee Karnes Public Works - Replacement of vehicles and equipment that have reached the end of serviceable life cycle which will include: 30 Police Cars; (7) Sedans; (5) /2 ton Pick-up Trucks; (2) 3/4 ton Vans; (3) ton Stake Bed Trucks; and (3) Emergency Generators. Additional Police Fleet; () SWAT Van $50,000 and (3) Police Cars. Additional Park Fleet; () Bobcat Attachments - $0,000, () Pick-Up Truck with Stakebed - $45,000, () Pick-Up Truck with Tommy Lift and Light Bar, () Pick-Up with Crew Cab - $30,000, () Tree Trailer - $20,000 and () Walk behind trencher for narrow medians - $0,000. Recreation Fleet; () 8 Passenger Van, (3) 2 Passenger Vans, (2) Pool Cars. Project Manager: Department Responsible: Project Description: Fund No Fund Name FY2008-09 FY2009-0 FY200- FY20-2 $,460,200 Total Estimated Cost: The City's vehicle and equipment fleet have a servicable life cycle. Once reached, the vehicles and equipment need to be replaced to provide the City with safe, efficient and cost-effective transportation. Project ID: W60002 Project Location: 6 3th Street Estimated Operation and Maintenance Cost: Project Intent: Maintain Existing Asset Project Type: Equipment- New and Replacement Estimated Start Date: 07/0/2008 Estimated Completion Date: Ongoing Fleet Replacement Project Name: G -
Fund No Fund Name FY2008-09 FY2009-0 FY200- FY20-2 $6,358,800 $2,450,600 $2,650,800 2 G - 2
Fund No Fund Name FY2008-09 FY2009-0 FY200- FY20-2 Project Name: Fuel Sites at Hilltop and El Sobrante Fire Stations Project Manager: Dee Karnes Department Responsible: Public Works - Project Description: Install new fuel sites at Hilltop and El Sobante fire houses. This will allow 's fleet of vehicles to have fuel available to them in more locations. Project ID : W900024 Project Locations: 2904 Hilltop Dr. and 52 Valley View Rd. Operations and Maintenance Cost Project Intent: Enhance or expand existing asset Project Type: Equipment new and replacement Estimated Start Date: 8/0/2008 Estimated Completion Date: 5/3/2009 This project will give better coverage for fueling. Presently we do not have any fuel in these areas, so the vehicles must go across town to fuel. Fire engines and crew are taken out of service during this time. Total Estimated Cost: $80,000 $80,000 G - 3
Fund No Fund Name FY2008-09 FY2009-0 FY200- FY20-2 Project Name: Heavy Duty Vehicle Lifts Project Manager: Dee Karnes Department Responsible: Public Works - Project Description: Replace old worn out in ground hydraulic lifts with new state of the art modern abouve ground heavy duty lifts. Have old in ground lifts removed, soil removed and holes filled with concrete for installation of new lifts. Project ID: # W900025 Project Location: 6 3th St. Estimated Operation and Maintenance Cost Project Intent: Enhance or Expand Existing Asset Project Type: Equipment New and Replacement Estimated Start Date: 0/0/2008 Estimated Completion Date: 2/3/2009 This project will allow for the replacement of old and leaking in ground lift that needs to be replaced. This type of lift is needed for performing repair work. The project will allow Division to more efficiently make vehicle repairs by using proper equipment for the job. Total Estimated Cost: $00,000 $00,000 G - 4
Fund No Fund Name FY2008-09 FY2009-0 FY200- FY20-2 Project Name: Level Floor in Corporation Yard Project Manager: Dee Karnes Department Responsible: Public Works - Project Description: Level the floor in a section of the Corporation Yard garage to allow the installation of a vehicle lift to aid in vehicle repairs. Project ID: W60006 Project Location: 6 3th Street Estimated Operation and Maintenance Cost: Project Intent: Enhance or expand existing asset Project Type: Public Facilities- New and Renovations Estimated Start Date: 07/0/2007 Estimated Completion Date: 06/30/2009 The present shop size limits the amount of available useable work space for staff. If we can modernize this area we will gain an additional 0% of useable work space, which will allow us to improve the turnaround time for many of our maintenance and repair task. Total Estimated Cost: $25,000 $25,000 G - 5
Fund No Fund Name FY2008-09 FY2009-0 FY200- FY20-2 Project Name: Replacement of Fuel Dispensing Management System Project Manager: Dee Karnes Department Responsible: Public Works - Project Description: Replacement of the hardware and software of the fuel dispensing management system. Present system is over 0 years old and the parts are no longer manufactured making it diffiicult to acquire parts needed to keep it running. This cost is estimated for the 3 sites. Project ID: W60004 Project Location: 6 3th Street Estimated Operation and Maintenance Cost: Project Intent: Maintain existing asset Project Type: Equipment-New and Replacement Estimated Start Date: 07/0/2008 Estimated Completion Date: 06/30/2009 Replacing the exisitng system will allow to continue to provide fuel, monitor usage, to help better control waste and misuse the latest technology. It will also integrate into the new software that is presently being implemented for Fleet to better manage our fleet of vehicles and equipment. Total Estimated Cost: $50,000 $50,000 G - 6
Fund No Fund Name FY2008-09 FY2009-0 FY200- FY20-2 Project Name: Vehicle and Equipment Shed Project Manager: Dee Karnes Department Responsible: Public Works - Project Description: Purchase and install an equipment shed in the Corporation Yard to house the equipment. Project ID: W80008 Project Location: 6 3th Street Estimated Operation and Maintenance Cost: Project Intent: Enhance or expand existing asset Project Type: Public Facilities-New and Renovation Estimated Start Date: 07/0/2007 Estimated Completion Date: 06/30/2008 Presently most of our equipment resides outside in the weather. This is hard on the equipment as it causes to deteriorate and rust. The value and serviceability of the asset is leasened as a result. To cover the equipment will be a benefit to the using department and the value of the asset. Total Estimated Cost: $25,000 $25,000 G - 7
Fund No Fund Name FY2008-09 FY2009-0 FY200- FY20-2 Project Name: Vehicle Onboard Telemetric Systems Project Manager: Dee Karnes Department Responsible: Public Works - Project Description: Equip selected vehicles from 's fleet with state-of-the-art telemetric system which will allow staff to be able to track their fleet's history, speed, stops, up-to-the-minute location and engine diagnostics all from the ease of their desks. Project ID: W900026 Project Location: 6 3th St. Estimated Operation and Maintenance Cost Project Intent: Enhance or expand existing asset Project Type: Equipment new and replacement Estimated Start Date: 8/0/2008 Estimated Completion Date: 4/30/2009 This project will allow staff to track a number of functions of the selected vehicle. This includes vehicle location, engine emissions and performance diagnostics. Total Estimated Cost: $50,000 $50,000 G - 8