HomeMy WebLinkAboutStaff Report 6633City of Palo Alto (ID # 6633)
Finance Committee Staff Report
Report Type: Action Items Meeting Date: 4/5/2016
City of Palo Alto Page 1
Summary Title: Pool Car Assignments And Utilization
Title: Finance Committee Review of Pool Car Utilization and Plan to Reduce
the Size of the City's Pool Car Fleet
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that the Council Finance Committee review the uses of the
City’s pool vehicle fleet as reported here. Staff will be moving forward with the
reduction of the City’s fleet by three pool cars in support of the continuing effort
to eliminate underutilized vehicles.
Background
On May 26, 2015,Finance Committee directed staff to provide information on the
policies and uses of pool vehicles. City pool cars were established in an effort to
more efficiently utilize underutilized vehicles from the fleet, reduce the liability of
employees utilizing private vehicles to conduct City business, lessen parking
expenses and encourage commuter alternatives. Pool cars are City vehicles
housed in several locations throughout the City to allow employees access to
transportation to conduct City business. Pool vehicles are used primarily between
various City facilities and within the city limits of Palo Alto. Less common, but
equally important to City business are those pool vehicles used to travel to other
cities and counties for meetings, conferences and trainings. The ability to
efficiently secure a vehicle for offsite meetings minimizes lost staff time.
Fleet management conducted their annual review to ensure that each City pool
car is justified in its retention or replacement and assignment, analyzing all
twenty-seven of the City’s current pool cars. Of the 27 pool cars, there are 15
Compressed Natural Gas (CNG) sedans, four hybrid sedans, one hybrid SUV, two
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sedans, two passenger vans, one 1-ton flatbed truck, one ½-ton pick-up truck and
one small pick-up truck (Attachment A).
Following the minimum usage requirements described in Section IV of Policy and
Procedures 4-01/PWD –Vehicle And Equipment Use, Maintenance And
Replacement (Attachment B), staff identified changes needed to comply with the
outlined minimum usage requirements of 2,500 miles or 50 hours or 75 percent
of annual work days (220 base work days) in a fiscal year.
Discussion
Staff has determined that an overall reduction of three pool cars is in order based
on usage analyses. A few other vehicles do not meet minimum annual mileage
requirements.Staff will be monitoring these vehicles, and future GPS installation
and tracking will determine if these vehicles should remain in the pool car fleet.
Fleet management will be making the following changes; each of these changes
has been approved by the Fleet Review Committee:
City Hall-PW Engineering 6th Floor:
Units 4900, 4918, 4921 and 4923 meet minimum utilization requirements are
fuel-efficient 2012 Honda Civic CNG vehicles and will be retained as pool cars.
City Hall-Elec Engineering 3rd Floor:
Units 7011 and 7002 are 2015 Toyota Prius Hybrids, went into service in July
2015, are expected to meet annual minimum utilization requirements and will be
retained as pool cars.
City Hall-Planning 5th Floor:
Unit 1434,a 2003 Ford Ranger underutilized as a pool car, will be reassigned to
the Planning and Community Environment Department to be used by the new
Code Enforcement FTE.
Unit 1438, a fuel-efficient 2012 Honda Civic CNG, meets minimum utilization
requirements and will be retained as a pool car.
City Hall-Purchasing 1st Floor:
Unit 4925 meets the minimum utilization requirements,is a 1998 Ford Windstar
and will be retained as a pool car.
Cubberley and Lucy Stern Community Centers:
Unit 4924 meets minimum utilization requirements, is a fuel-efficient 2012 Honda
Civic CNG and will be retained as a pool car. However, to distribute mileage more
evenly and maintain resale value, this vehicle will swap location with Unit 2301.
Unit 2301 meets minimum utilization requirements, is a fuel-efficient 2007 Honda
Civic CNG and will be retained as a pool car. As alluded to above, Unit 2301 is
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older and used more frequently;consequently this vehicle will swap locations
with Unit 4924 for better mileage distribution between the two vehicles and
theoretically, better resale value.
Municipal Service Center-Bldg B:
Unit 4903 is a 1999 Chevy Lumina,was retained as a temporary pool car,and will
be sent to auction for sale.
Unit 4938 is a 1996 Chevy stake bed truck and will be sent to auction for sale.
Departments currently utilizing will be encouraged to employ an alternate vehicle
within the fleet or acquire a rental vehicle.
Units 4922, 4951, 4953, 7001 and 7542 are of various makes and models, meet
the minimum utilization requirements and will be retained as pool cars.
Municipal Service Center-Facilities Bldg B:
Unit 3703 is a fuel-efficient 2012 Honda Civic CNG, meets minimum utilization
requirements and will be retained as a pool car.
Municipal Service Center-Bldg C:
Unit 3036 is a 2015 Toyota Prius Hybrid, was put into service in July 2015, is
expected to meet annual minimum utilization requirements and will be retained
as a pool car.
Zero Waste:
Unit 4250 meets minimum utilization requirements, is a 2005 Ford Escape Hybrid
SUV and will be retained as a pool car.
Elwell Court-Utilities:
Unit 8702 is not currently a pool car and although at the disposal of four users,
the fuel transaction logs for 2015 indicate it is underutilized. Unit 8702 will be
designated as a pool car and relocated to MSC-Bldg B.
Units 8255, 8256, 8257, 8258 and 7204 are fuel-efficient 2012 and 2007 Honda
Civic CNGs, respectively. Staff reviewed the last several months of pool car log
sheets and discovered staff at this location could not make use of more than five
cars in one day.
Unit 7163 is a fuel-efficient 2007 Honda Civic CNG and although has the highest
overall mileage, does not meet the minimum utilization requirements for
retention as a pool vehicle. Unit 7163 will be reassigned to the four-person
workgroup currently utilizing Unit 8702.
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The aforementioned will result in an overall reduction of three pool cars
(Attachment A).
Resource Impact
It is anticipated that these changes will reflect an overall reduction in
maintenance and replacement costs within the operating budget of the Vehicle
Replacement Fund. Implications will be analyzed and factored into the
development of the FY 2017 Proposed Budget as appropriate.
Policy Implications
These changes are consistent with existing City policy and were presented to and
approved by the Fleet Review Committee on January 21, 2016.
Attachments:
·Attachment A -Pool Car Inventory (PDF)
·Attachment B -Policy And Procedures 4-01/PWD (PDF)
POOL CAR INVENTORY
Re_Pool Car Inventory
01.14.2016
Unit#Location Assigned Dept Year Make Model MTPY
City Hall PW Engineering
6th Floor
1 4900 PWD-51 2012 Honda Civic CNG Sedan 3,242
2 4918 PWD-51 2012 Honda Civic CNG Sedan 2,293
3 4921 PWD-51 2012 Honda Civic CNG Sedan 2,862
4 4923 PWD-51 2012 Honda Civic CNG Sedan 1,828
City Hall Elec Engineering
3rd Floor
6 7011 UTL-05 2015 Toyota Prius Hybrid Sedan 1,303
7 7002 UTL-05 2015 Toyota Prius Hybrid Sedan 1,318
City Hall Planning 5th Floor
8 1434 PLA-64 2003 Ford Ranger Small P/U 232
9 1438 PLA-64 2012 Honda Civic CNG Sedan 1,708City Hall Purchasing 1st
Floor
10 4925 ASD-9060 1998 Ford Windstar P Van 1,406
Cubberly Community Center
5 4924 CSD-80 2012 Honda Civic CNG Sedan 1,518
Lucy Stern
11 2301 CSD-80 2007 Honda Civic CNG Sedan 1,604
Municipal Service Center
Bldg "B"
13 4903 PWD-56 1999 Chevrolet Lumina 2,801
14 4922 PWD-53 2012 Honda Civic CNG Sedan 3,893
15 4938 PWD-53 1996 Chevrolet 1-Ton Stakebed Truck 1,443
16 4951 PWD-53 1998 Ford Windstar P Van 1,939
17 4953 PWD-53 1998 Chevrolet Lumina Sedan 2,368
18 7001 PWD-53 2001 Toyota Prius Hybrid Sedan 3,601
19 7542 PWD-52 1996 Ford F-150 1/2Ton P/U 3,911
8702 2007 Honda Civic LX 1,241
Municipal Service Center-
Facilities-Bldg "B"
21 3703 PWD-52 2012 Honda Civic CNG Sedan 3,470
Municipal Service Center
Bldg "C"
20 3036 PWD-53 2015 Toyota Prius Hybrid Sedan 972
Municipal Service Center-
Zero Waste-Bldg "C"
12 4250 PWD-54 2005 Ford Escape Hybrid SUV 2,734
Elwell Ct.-Utilities
22 8255 UTL-05 2012 Honda Civic CNG Sedan 2,321
23 8256 UTL-05 2012 Honda Civic CNG Sedan 2,046
24 8257 UTL-05 2012 Honda Civic CNG Sedan 2,024
25 8258 UTL-05 2012 Honda Civic CNG Sedan 1,983
26 7163 UTL-05 2007 Honda Civic CNG Sedan 1,334
27 7204 UTL-05 2007 Honda Civic CNG Sedan 1,360
To be removed from Pool
To be removed from Pool
To be removed from Pool
To be removed from Pool
To be removed from fleet and
assigned to Pool