BUSINESS PLAN FY 2011 FOR FLEET SERVICES OPERATIONS AND MAINTENANCE SARASOTA COUNTY GOVERNMENT

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Clementine Hines
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1 BUSINESS PLAN FY 2011 FOR FLEET SERVICES OPERATIONS AND MAINTENANCE SARASOTA COUNTY GOVERNMENT FLEET SERVICES 4310 ASHTON ROAD SARASTOA, FL PHONE: (941) FAX: (941)

2 DESCRIPTION Fleet Services provides centralized fleet services for Sarasota County Government vehicles and equipment including acquisition, disposal, maintenance and repair, and fueling services. Fleet Services operates as an internal service fund with the costs of services and overhead passed directly to its customers, generally internal operating departments and offices of County Government. Services are provided for over 1583 County vehicles and equipment items ranging from heavy trucks to small sedans, and from heavy construction equipment to small landscaping equipment. Fueling services are offered to both internal and external government agencies. Approximately 75 percent of maintenance and repair is provided with in-house resources, while the remaining 25 percent is outsourced to local area businesses. Fleet Services additionally provides a cost effective replacement program for all County vehicles. Personnel: 35 personnel including 21 automotive technicians. The technicians participate in a career program that encourages Automotive Service Excellence (ASE) and Emergency Vehicle Technician (EVT) certification. Facilities: Fleet Services Headquarters and main shop located at 4310 Ashton Road, Sarasota Second shop located at 5681 Pinkney Avenue, Sarasota. Third shop located on 4571 SR 776, Venice. All three shops have full maintenance and repair capabilities, including roadside services. 24-hour on-call services are provided to customers. An extensive scheduled preventive maintenance program is in place for all vehicles and major equipment items. Service Level: 96.0 % with stretch goal of 98.0% total equipment availability. Fuel Sites: Fleet Services provides B5 Diesel and 10% Ethanol gasoline at all sites. CAPACITY (gallons) DIESEL GASOLINE 5381 Pinkney Avenue, Sarasota 42,000 12, Bee Ridge Road, Sarasota 15,000 15, SR 776, Venice 15,000 15, th Street, Sarasota 12,000 12,000 2 Page

3 CUSTOMERS/TARGET MARKET Since Fleet Services is an internal service organization, most of its customers are the internal operating departments and offices of Sarasota County Government. Fleet Services provides all fleet related services for departments under the purview of the Board of County Commissioners. It also offers fleet services for vehicles and equipment of other elected County officials upon request. Currently, Fleet Services supplies full fleet services and fuel for all Clerk of Courts agencies and the Supervisor of Elections, Sarasota Memorial Hospital and Health Department. It fuel services for the State Attorney, Tax Collector and Property Appraiser, and the Sheriff s Office. FLEET SERVICES MARKETING Outstanding customer service, including reliable and timely maintenance and repair, remains the principal marketing tool for Fleet Services. If our customers are satisfied and happy with our services, then our marketing strategy is successful and relatively simple. Our second key marketing tool is open, direct, and frequent communications with our customers. We keep our customers informed of the status of their equipment, problems encountered during repair, preventive maintenance service dates, and new fleet services and capabilities; and our customers give us feedback on how we are doing. We have done this in the past mainly by face-to-face conversation, phone calls, and . In FY 2009, Fleet Services implemented a local website that gives information on services, KPIs, budget projected costs, miles/hours usage and key awards and events. A Fleet service and performance survey was added in FY 2010 as a direct means of letting us know customer needs and satisfaction levels. Also implemented in FY 2010 was a Mercury-Associates right sizing study. Vehicles are inspected to ensure driver/operator informational brochures are in the vehicles; Fleet Staff created and conducts a County-wide Drive Green Course. 3 Page

4 COMPETITION As an internal service fund, Fleet Services operates like a non-profit business. Revenues are collected from customers to cover the costs and overhead of Fleet Services operations. To be effective, customer charges and services must stay competitive with private business. If not, a good argument could be made for privatizing the entire fleet management operation as a cost reduction measure. A Fleet Management privatization study was conducted in FY 2004 with findings that current in-house capabilities and strategic outsourcing are more effective and cost efficient than full privatization. Fleet Services uses outsourcing strategically as a balanced approach with our in-house capabilities. We look at the market where a good level of competition exists and then compare with our in-house capabilities. This is a continuous process. If we get a service for less cost with equal or greater efficiency with an outside vendor, we outsource. If we can do the service at less cost with equal or greater efficiency in-house, we use our own capabilities. We pick and chose services as our requirements and capabilities change, and as the capabilities of our vendors change. This commonsense approach has been very successful. It provides the crucial flexibility needed with the continuous dynamic growth and change of Sarasota County and associated government services. We have numerous services that are outsourced, either because outsourcing is more cost effective, or we do not have the in-house capabilities. We also maintain the capability to outsource any service when our shops become overloaded with work. The following services are planned for full outsourcing in FY 2011: Roadside tire services Paint and body work Towing Heavy crane services Glass replacement Mufflers and exhaust Car washes Radiator repair Automatic transmission overhauls Reel mower blade sharpening Upholstery work Turf mower repairs Alternator and starter rebuilds Communication radio installation and repair Heavy machining (hydraulic cylinders, engine cylinder heads, etc.) 4 Page

5 Fleet Services October 2009 FLEET SERVICES ORGANIZATION Dave Cash Executive Director Gregory Morris Manager Barry Wingert Planner/Scheduler Karen Yeo Business Professional Bill Armstrong Operations Manager Ashton Rod DiGruttolo Parts Specialist Bobby Bryan Operations Manager Venice Bob Petrie Parts Specialist Frank Caruso Operations Manager Pinkney Norm West Business Professional Vacant Database Analyst Dennis Lilley Administrative Specialist Auto/Small Equipment Tech. (3) Up to F550 diesel Vince Hall, Andy Rouslin, Randy Green Heavy Truck/ Equip Tech (5) Gerry Powers, HEII Michael Naletko Troy Smith, M. Cianciolo, T. Sandefur Specialized Maintenance Tech. (2) Paul Loyd, Tim Waldrop Body Shop Heavy Truck/ Equip Tech (5) Ron Bradly, HEII Wayne Evers, Joe Polak, Nickolas Store David Gray Heavy Truck/ Equip Tech (7) Jim Benjamin, HEII Bill Potts, Wes Sliwa, Scott Jensen, HEII Hank Vandall Lolo Gomez, John Hess Vacant Service Writer, Car Pool Attendant, Stock Clerk, PM Coordinator Lee Matos Administrative Specialist Autol/Small Equipment Tech (1) Steve Johnston - Fleet Services has two sections, Maintenance and Operations/Acquisitions. The Maintenance Section is managed by the Fleet Maintenance Supervisors who oversee all maintenance, parts and repair operations. Daily parts operations are managed by three Parts Specialists who order, receive, and distribute more than $1,000,000 of parts and supplies annually. Within the Maintenance Section are twenty three automotive technicians divided among three maintenance shops and one Planner/Scheduler. Included in the twenty three technicians are four Heavy Vehicle/Equipment Technician II s who mentor other technicians and are in training for future supervisory positions. The Planner/Scheduler plans and schedules preventive maintenance. The Operations/ Acquisitions Section is managed by the Fleet Manager and two Supervisors who oversee all administration, accounting, budget, data automation, fuel. The Administrative Supervisor has the principal duties of office administration and all accounting functions including billing, payments, and monitoring of cost center budgets and cash balances. With the significant decline in the economy, reduced staffing levels, County vehicles and equipment and the associated increase in Fleet Services workload, has impacted the adequacy of staffing and will continue to be an issue. Staffing levels will be continuously analyzed to determine if existing personnel authorizations are sufficient to handle maintenance and administrative requirements in future years. This study will also let us know if staffing is in line with our 20-year staffing projections. 5 Page

6 LOCATION Fleet Services has three facility locations: Headquarters and maintenance shop at 4310 Ashton Road,; a maintenance shop at 5681 Pinkney Avenue, Sarasota; and a maintenance shop at 4571 SR 776, Venice. The Ashton facilities consist of seven vehicle maintenance bays, parts inventory room, and administrative offices. A fuel site is located adjacent on the grounds. Above ground tanks were installed in 2010 for additional fueling capacity of 24,000 gallons. Also located at the Ashton site are the Fleet Pinkney Maintenance facility, Sarasota County Area Transit system, and Mosquito Management. Buildings at the Ashton site are mainly of metal construction ranging from years old. Construction of canopies in front of the maintenance bays was completed in The Facilities Master Plan includes two new Fleet Services maintenance buildings. The main building will be located in North Sarasota and the Venice building will be rebuilt on the existing site. Until the plans for the new facilities are scheduled, the upper level floor will be renovated for the Administrative offices and the parts room will be moved to the current office location providing additional space. The Pinkney shop is designated as a Fire Station with Fleet maintenance capabilities. This site is the main location for emergency vehicle maintenance for Sarasota County. The small engine maintenance shop is also located at this shop. The maintenance shop has seven large bays plus parts inventory room, office and storage space. The Venice maintenance shop has four full maintenance bays plus a small administration and parts office. Fleet Services has a fueling site located on this site. This site maintains all assets currently house in the Venice area. Plans are in place to extend the current building with four maintenance bays to accommodate Emergency vehicles and all the City of Venice assets including waste haulers. Also located at this site is the Fleet Service Acquisitions offices. A technician is assigned to the acquisitions group to upfit and dispose of Sarasota County assets. Other fueling sites operated by Fleet Services are located at 6750 Bee Ridge Road beside Fire Station 8, th Street, Sarasota located in the downtown corridor. The 4 th Street fueling location was totally renovated in 2010 and is located beside Fire Station 1. 6 Page

7 S.W.O.T. ANALYSIS STRENGTHS Friendly and responsive customer service. Flexibility to handle rapidly changing customer requirements. Professional, hard-working staff. Technically qualified and certified automotive technicians. Accurate and timely billings and payments. Efficient, cost-saving operations. Data management using AssetWorks Fleet Focus. High vehicle and equipment availability rates. Good customer communications. Good employee morale. WEAKNESSES Facilities long-term planning (economy). Current facilities are out dated and lack of economies of scale due to current need of three facilities. Technically skilled force is reaching retirement age. Inability to hire qualified staff. A two year freeze on asset replacement increased maintenance costs and increased downtime of assets. OPPORTUNITIES Evaluating customer service and communications through a Fleet Services customer survey. Design and construction of new fleet maintenance facilities. Innovations for operating cost reductions. Tailor Fleet Focus maintenance program to the needs of Sarasota County. Provide training and safety opportunities for all Fleet Services employees to meet today s demands. THREATS Delay of Fleet maintenance facilities construction due to lack of funding (economy). Privatization is always a threat to internal Fleet Services operations. Continual reorganization of Sarasota County. 7 Page

8 FINANCIALS Fleet Services, Fund 502 and 503, are internal service funds. Within the funds are six cost centers, Fleet Services Ashton, Pinkney and Venice maintenance and administration, Fuel Distribution, Car Pool and Acquisitions. Expenditures for each cost center are budgeted separately. All Fund 502 and 503 revenues are collected in the Fleet Services cost centers. The following budget was submitted for FY 2011 and includes the addition of three automotive technicians. Adjustments to the budget may be required due to a projected decrease of FY 2011 revenues caused mainly by loss tax revenues and reduction of asset authorizations. FY 2011 FLEET SERVICES FUND (502 & 503) BUDGET SUMMARY Expenditures Personal Services $ 2,303,420 Operating Expenses $ 4,283,463 Fueling Services $ 5,221,920 Capital $11,254,000 (includes vehicles and equipment acquisitions) TOTAL $23,062,803 Revenues Vehicle Maintenance $ 6,586,883 Gasoline Sales $ 5, Acquisitions $ 7,793,802 Fund reserves $ 3,460,198 (fund 503 acquisitions) TOTAL $23,062,803 8 Page

Fleet Maintenance Overview

Fleet Maintenance Overview Population of 102,430 1,021 budgeted full-time employees, 24 in Fleet and Materials Management Fleet Operating Budget of $4,665,786 and Department Maintenance is funded from