HomeMy WebLinkAbout1997-06-05 City Council (4)City of Palo Alto
City Manager’s Report.
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS
DATE:JUNE 5, 1997 CMR:278:97
SUBJECT:STATUS REPORT FOR HEAVY VEHICLES AND EQUIPMENT
REQUEST
This is an informational report on the status of fleet reduction recommendations made in the
City Auditor’s March 4, 1996 Heavy Vehicles and Equipment Audit report.
POLICY IMPLICATIONS
This informational report does not contain any changes to existing City policy.
EXECUTIVE SUMMARY
On March 4, 1996, the City Auditor submitted an audit of the City’s heavy vehicles arid
equipment to Council. Also included with his report was staff’s response to the Auditor’s
findings and recommendations. Staff has provided periodic status reports to Council
regarding the implementation of the Auditor’s recommendations.
Recommendation #2 was the one outstanding issue that required a more in-depth review, and
the results were to be reported to Council in early 1997. In recommendation #2, the Auditor
identified nine vehicles and five pieces of equipment that he recommended for elimination
or reassignment. Because some of the recommended reductions would have impacts on
operations, scheduling, and response time, staff needed additional time to meet with
departmental and division level management to review and analyze those impacts before
making a final recommendation. Staff’s findings did not concur with the recommendation
to eliminate five of the heavy vehicles based solely on the criteria used by the Auditor.
Additionally, during discussions with the user departments, another vehicle previously
identified for elimination has since been requested and approved for downsizing rather than
elimination. The following summary clarifies the specific use and reason for the
recommendation to retain each vehicle.
Public Works
The Auditor identified Water Quality Control Plant (WQCP) van #1149 as a low usage
vehicle. However, Public Works has since expanded the use of this vehicle for support of the
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Storm Drain Maintenance Program. The Instrument Technicians at the WQCP make regular
field visits to monitor storm water quality at various locations, which has .increased vehicle
usage. The Auditor had suggested use of electricl carts instead of the van; however, carts
cannot be used legally (off-road only) outside the WQCP facility. This vehicle will be
reviewed annually to determine if the expanded use for storm water monitoring field visits
continues to be required.
Vehicle # 1920 is used by the Facilities Management Division staff, primarily by one of the
Lead Facilities Mechanics. The Auditor had suggested sharing the vehicle to increase usage,
which has been the case since the maintenance responsibilities of the Division were
expanded to include the Cubberley facility. The other Lead Facilities Mechanic also uses the
van to pick up parts for other Facilities Mechanics, allowing more efficient use of time to
accomplish projects. The employees need this type of vehicle to carry the parts and tools
necessary to complete a variety of work order requests. The vehicle will always be low
’ mileage, but continues to have medium to high daily usage.
Community_ Services
Vehicle # 1822 is used to haul chemicals for the Rinconada Pool facility, currently under
restoration construction. This is the only vehicle equipped with a power tailgate (useful for
picking up materials) that the Recreation Division has. Other Recreation staff also use this
vehicle as a shared pool car, when it is not being used for hauling material. The daily usage
is above average, although the mileage is below average. Elimination of this vehicle would
leave the Recreation Division having to borrow or rent a vehicle, which would ultimately
be time consuming and reduce efficiency and service levels for accomplishing daily tasks.
Utilities
Van #1241 is supporting the Customer Services Division of Utilities and is needed for
routine and emergency service calls. In 1994, this vehicle met the Auditor’s low mileage
usage review criteria because the person assigned to it had been on a 3-month disability
leave. Normally, this van is used for the same functions as the other service vans (emergency
and customer calls for service) and, therefore, cannot be reduced without a reduction in staff
and customer service levels.
Van #0339 has been used to support Utilities inspectors’ monitoring of contractors working
on capital projects. This work has expanded. Consequently, staff requested and received
approval to downsize to a pickup rather than eliminate the vehicle. The new pickup enables
hauling materials to the job site and is used daily in the field for this function. This pickup
will remain low mileage, but daily high usage will continue to justify the need, as daily
monitoring of capital projects in the Utilities Electric Division is ongoing.
Service body truck #0270, assigned to Utilities Water Distribution, has been used as a backup
for other crew trucks when they are out for servicing or repairs. The Division Superintendent
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has requested downsizing to a standard pickup for backup support when equipment is not
available or when parts pick-up and miscellaneous errands are necessary. This vehicle had
been scheduled for replacement in 1995-96, but Public Works has delayed replacement. A
surplus pickup will be reallocated to temporarily fill this need for a downsized vehicle, that
would then be replaced new in 1997-98. As an alternative, if the Water Division’s use of this
vehicle does not continue to meet the minimum usage criteria, this vehicle would be added
to the MSC pool vehicles.
FISCAL IMPACT
None.
ENVIRONMENTAL ASSESSMENT
An environmental assessment is not required for this informational report.
PREPARED BY: Shari Reynolds, Public Works Administrator
DEPARTMENT HEAD REVIEW:
CITY MANAGER APPROVAL:
GLENN S. ROBERTS
Director of Public Works
Assistant City Manager
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