DEPARTMENT OF PUBLIC WORKS: REPLACE THE CITY’S VEHICLE CLASSIFICATION SYSTEM

3-C
DEPARTMENT OF PUBLIC WORKS: VEHICLE CLASSIFICATION SYSTEM
Problem Identification:
Tracking the size and condition of all segments of the City’s fleet is impossible because of an existing vehicle classification system that fragments the management of vehicles between departments and the City’s fleet management operation. Consequently, there is no precise count of total vehicles, age, condition, mileage, etc.

Recommended Action:
Replace the City’s vehicle classification system. First, all vehicles must be identically coded (there are currently two codes in place) and records for all vehicles must be maintained by a central authority.

Classification:
Organizational

Functional/Operational Area:
All departments with fleet-related activities.

Estimated Annual Impact:
While the immediate financial impact cannot be estimated, replacing the City’s vehicle classification system is one of the most important initial steps required to regain operational and financial control of the management of the City’s fleet.

Estimated Implementation Costs:
None

Barriers to Implementation:
None

Projected Implementation:
120 – 180 days

Next Steps:
Each department’s actual vehicle count and related vehicle data must be initially established. Departmental decisions have to be made and the Mayor’s Office will likely be required to make the final decisions.

Analysis:
The City’s fleet assets are presently classified as either ‘Code 1’ or ‘Code 2.’ ‘Code 1’ vehicles are not formally tracked in the City’s systems. Instead, vehicles are usually managed by the departments that possess the vehicles. Some of these vehicles are taken out of the seized and abandoned vehicle lot and others are placed in this category as new vehicles. Without a consistent approach to tracking and managing all vehicles, there will never be a method of clearly identifying the City’s fleet management needs.